Information Systems Strategy

Contents:

1. Introduction 2. Information Policy 3. General Issues 4. Technical Standards 5. Security And Integrity 6. Central IT Services 7. Library Information Systems 8. Learning Development 9. Media And Audiovisual Services 10. Web-Based Services 11. Administrative Information Systems 12. Departmental Information Systems For Teaching & Research 13. Data Networks 14. Telephone Services 15. Central IT Support Services 16. Regional Campuses And Collaborators 17. Training

Appendix 1: IS Strategy And The Planning Cycle Appendix 2: Administrative Organisation Appendix 3: Supporting Notes Appendix 4: Related Policy And Strategy Budget Documents Appendix 5: Glossary

Author: John Powers, Director of Information Systems

 

Introduction

1. This document presents the University’s strategy for the development and use of information systems for learning and teaching, research and administration. It covers all information systems in the University, at Colchester, Loughton (East 15), Adastral Park (Chimera) and Southend (University of Essex Southend), and aims to provide a basis for their harmonised development. To keep pace with change the Strategy is reviewed and updated annually. 

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2. The drivers for information systems in the University are the Strategic Aims and Supporting Strategies of the Strategic Plan. A number of the Objectives and Performance Indicators in the Plan explicitly involve the development of information systems services. But beyond that, the maintenance of an effective information systems infrastructure underlies all parts of the Plan. This Strategy establishes the University’s approach to providing that infrastructure. 

Information Policy

3. The purpose of information systems is to support the creation, transmission, storage, retrieval and processing of information. The information policy establishes the general principles governing the management information in the University.  

4. As far as possible management information will be available to those who need it, when they need it, in a user-friendly way involving the minimum of effort.  

5. The underlying principle is that information is available to a given individual unless there is good reason for it not to be. However the need to ensure the security of information together with constraints imposed by current security mechanisms, or the costs of making information available, may mean that there are restrictions on when and how an individual can have access to information. 

6. Management and corporate information will be of high quality, ensuring that it is fit for purpose and can be relied upon.  

7. Every effort will be made to ensure efficient flow of information, and that those who need information receive it or are made aware of how to get it.  

8. The University will aim wherever possible to maintain single sources or copies of management information so as to avoid generating inconsistencies.  

9. The ownership of information, in the sense of having responsibility for its maintenance and accuracy, will be made clear.  

10. The University will ensure that central information is protected against accidental or malicious damage or loss, and is secure against unauthorised disclosure. In each particular case the degree of security and protection provided will be proportional to the gravity of loss or disclosure.  

11. Staff will be encouraged to protect the intellectual property invested in research or scholarly information they are responsible for, and will be given guidance on how to do this. 

12. The University will comply with relevant legislation, including the Data Protection Act, the Freedom of Information Act, the Human Rights Act, the Regulation of Investigatory Powers Act, The Disability Discrimination Act and the Special Educational Needs Discrimination Act, and will take whatever

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steps are needed to ensure compliance with future UK legislation. 

13. The University will promote new ways of information handling which help reduce costs, increase quality or improve access. 

14. The use of electronic mail, World Wide Web and related mechanisms for internal communication will be encouraged, and efforts made to ensure that staff and students have the tools and skills they need. Standards for communication tools will be promulgated. 

15. With information easier to produce and distribute, there is a corresponding increased risk of information overload. Inclusiveness in making information available will therefore be balanced with the need to select and target carefully.

 

General Issues

16. Reliability, availability, accessibility and predictability are among the University’s highest priorities for key information systems. However to maintain high standards in this area is expensive, and the University will in all cases weigh costs against benefits.  

17. A service ethos will be cultivated among central service providers, but again the extent of individualised support that can be given will be determined by the demands on the services and by the resources available. 

18. The University will maintain guidelines and regulations for use of computing facilities and networks which strike a balance between on the one hand safeguarding freedom of action and expression, and on the other hand protecting individuals and information and shielding the University against obloquy or legal action. 

19. The University will make provision for equal opportunities in issues involving information systems, as well as using information systems to promote other aspects of equal opportunities. It will pay particular attention to the needs of special groups, including disabled staff and students, mature students, and part-time students. Strategies for access to computing facilities by students will aim to minimise problems for particular groups, for example those living off campus or those unable to buy their own equipment. 

20. The University is committed to minimising the risk of IT-related disorders such as Work-Related Upper Limb Disorder and Repetitive Strain Injury. The Occupational Health Office will continue to provide advice on best practice, and on health and safety aspects of equipment purchase and use. Adequate safeguards will be maintained to ensure the electrical safety of IT equipment. 

21. As far as possible environmental conditions, including furniture, room layout and the ventilation or air conditioning, will be such as to create a safe working environment, and the special needs of the disabled will be taken into account.

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These needs will be reflected in the planning of the management of the estate.  

22. The University will follow good practice in the disposal of ICT and A/V equipment. The Computing Service operates a disposal service (see section Central IT Support Services).  

23. The University will take account of the requirements for ICT and A/V infrastructure and support in planning for all new activities, whether teaching, research, administration, service provision or third leg. 

24. At the time of writing there are no active Grid-dependent e-science research projects at the University. Such projects require special provision in the ICT infrastructure. The University will ensure adequate advance planning and resourcing in case any involvement in Grid projects does emerge. 

Technical Standards

25. In the interests of manageability and economy, the University aims for standard solutions in central academic service provision, and in administrative information systems both centrally and in departments. Standard solutions are encouraged in other areas, and central support will in general be available only for standard solutions.  

26. The supported standard software for desktop computers is Microsoft Windows, Office and Outlook. Support is provided for Windows versions from NT up to XP, and XP is recommended for new systems.. For Unix workstations the supported email client is Pine or Netscape. Internet Explorer is the recommended Web browser. For central servers the standards are Windows 2000/2003 and Linux. The central database standard is Sybase/SQL server, moving over time to SQL server 2000. These standards will be kept under review, in particular taking account of any changes in Microsoft pricing. 

27. The supported network protocol is Ethernet.

 

Security and Integrity

28. The University will aim continually to improve the security of information, networks and computer systems, and will ensure that sensitive areas are protected. The Electronic Information Security Policy provides more detail, and will be kept under review by ISSC.  

29. Responsibility for the physical security of information systems resides with departments and sections. The Security Office, in close collaboration with Information Systems Services, provides advice and where appropriate adopts specific measures.  

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30. The University will maintain adequate file backup procedures for central file stores, and will provide advice and support to departments for file backup. The Electronic Data Backup Policy provides more detail. During 2004 ISS will review future strategy for support of backup and archive. 

31. Currently there are separate main server rooms for the Computing Service and MIS, with a third shared backup room. It is hoped to consolidate these into a single main room and a backup room in summer 2004. 

32. ISS will maintain and develop anti-virus and anti-spam measures on behalf of the University.

 

Central IT Services

Student access

33. The University recognises the importance to students of effective access to information systems, and the extent to which the quality of student IT provision is an important factor for prospective students in choosing a university. The University’s strategy will be to facilitate growth in student ownership through comprehensive networking of accommodation and dial-up facilities while maintaining sufficient central and departmental desktop provision and providing adequate training.

Central services

34. For 2003/04 there are 412 centrally provided open access PCs and 85 public Library PCs at Colchester and 20 at Loughton. Despite the growth in student ownership, demand for central provision remains strong, not least for teaching, and some modest further expansion may be needed. A replacement programme based on a four-year cycle will be maintained.  

35. Support for special needs and the disabled will be provided in central PC laboratories.  

36. Central student workstation provision will be based on PCs running Windows XP. Science departments are showing a tendency to move to using Windows. Central Unix computation servers are accessed from PCs using X Windows. An open discussion in December 2002 concluded that there is unlikely to be demand for Unix provision in central open access laboratories. The University does not provide formal central Apple Macintosh support.  

37. The University will continue to provide modest general purpose central computation services at Colchester, and to upgrade the servers as required. The service will be expanded if there is a clear need and resources are available. The Computing Service provides facilities management for departmental high performance computers as required. For large scale computation needs that cannot be satisfied on departmental or central equipment the University would anticipate using national high performance

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facilities.  

38. The University will maintain and develop standard network services, including electronic mail, the World Wide Web, news group access, directories, and network infrastructure services such as name, authentication and licence serving. There will be a structured programme of server replacements and capacity enhancements.  

39. The University will exercise caution in introducing interactive internet services which take the University into new areas of network usage. The criteria will be clear applicability to academic work or administration, and compatibility with existing services and the available level of network provision.  

40. Except where there is good reason to do otherwise, departments should use central network services for mainstream service provision, such as email, file serving, web serving, Course Materials Repository, and name/address serving, rather than running their own separate services. Departments should not duplicate materials provided from central databases, or provide their own local alternative electronic versions. Non-mainstream services — specialist services, or specific local services for teaching or research — are normally run by departments themselves, though by arrangement and if practicable ISS takes on support for such a service on behalf of a department.

Applications software

41. Academic applications software will be centrally purchased and implemented where there is more than very specific local need. Where it is feasible software will be made available to students on their own PCs.

 

Library Information Systems

42. The University will ensure that the Albert Sloman Library is able to take advantage of development in information systems, with a pragmatic approach balancing paper and electronic holdings. National and international developments in electronic libraries will be kept under review, and innovations adopted where they are of benefit to the institution.  

43. In conjunction with academic departments the Library will extend its holdings of e-journals, e-books and databases, including the addition of “open-access” journals related to the University’s academic interests. Discussions will continue with database vendors on the further acquisition of e-books and online access to individual journal articles. Links between the Library’s Web catalogue and online journals and articles will be extended. The use of the Web as a repository for preprints and grey literature will be developed. Support for articles in demand is increasingly via links to e-publishers’ databases rather than by in-house digitisation. 

44. For 2003/04 there are 85 PCs available for general use in the Library, and a further three are planned for summer 2004. PCs will be replaced on a four-

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year cycle. Library applications will be made accessible from central open access systems and individual staff and student computers where this is possible.  

45. Image databases will be developed for key archive holdings. Online access to the Library’s archive indexes is scheduled for completion at the end of 2003, and thereafter will be kept up to data as new material is acquired. 

46. Other developments planned for the period up to 2005 include a web-access management system, a web service for the retrieval of metadata, the enhancement of self-service systems, and the implementation of e-journal management software.

 

Learning Development

Online and distance learning

47. The use of technology in teaching and learning will be developed as part of the wider effort to improve teaching and learning in the University. The online learning group in the TSU, working under the umbrella of the Learning and Teaching Development Team, collaborates with academic departments, the Web Support Unit, and learning support staff elsewhere in the University to assist the development of online learning, both on campus and for remote students.  

48. The University will identify and if necessary adapt the best examples of CAL software produced elsewhere. A CAL production facility and media services will be provided, with support coming from the new online learning group and the Web Support Unit. Online assessment will be promoted. 

49. WebCT will be the standard virtual learning environment, and Questionmark Perception the standard for online assessment. 

50. Teaching and learning systems and administrative systems will increasingly be integrated, with a particular emphasis on web-based interfaces, incrementally developing a comprehensive managed learning environment. 

51. The Teaching and Learning Innovation Fund will continue to support innovations involving the use of technology in teaching.  

52. The University will provide information and resources on teaching and learning technology, maintain external contacts and provide specific training and support to academic departments on request.  

53. The University will consider active participation in the UK e-University when online learning at Essex is suitably developed. Meanwhile the University will continue to be a member of the e-University holding company.

Language teaching and learning

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54. Language teaching and learning technology services, now based in the Multimedia Centre and managed by the TSU, will be further developed.

 

Media and Audiovisual Services

Audiovisual and media services and videoconferencing

55. The University aims to provide fixed audiovisual installations in all suitable teaching rooms. Wherever possible newly built or converted teaching rooms will be supplied with fixed audiovisual installations at the outset. The programme of replacing and upgrading older installations will continue. 

56. The media studio and related facilities in the Multimedia Centre have been a great success. The service and facilities will be developed further. 

57. The University will extend its ISDN-based group videoconferencing service at Colchester to provide IP-based services, and aims to establish videoconferencing facilities at Loughton and Southend.

 

Web-Based Services

58. The use of the web will be encouraged for teaching, learning, research, for supporting the life of the University, and as a management and marketing tool. Increasingly it will be the interface of choice for academic and administrative applications.  

59. Online services for students, staff and others will be developed. The University aims in 2003/04 to introduce a student portal, bringing together a wide range of the online services provided, and acting as a framework for further online service development. As a lower priority, a staff portal will be introduced using the same platform. 

60. The University Website Steering Group steers the development of the University’s web pages, and the Web Support Unit provides central guidance, support and training for web page production. Departments and sections will take prime responsibility for creating their own pages and ensuring that the content is accurate and current. Each department, centre or section will designate a staff member to take responsibility for maintaining the departmental web pages. The Web Support Unit provides a web page design and development service; this is subject to internal charging for promotional and presentational websites.  

61. Pages on servers run by the University will fall into three categories: corporate pages, departmental pages, and private pages. Corporate pages, typically top-level pages or pages designed to convey corporate information outside the institution, are in a standard corporate format, and the University takes

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editorial responsibility for their content. Departmental pages do not need to adhere to the corporate format, but need to adhere to the guidelines for accessible web design and for displaying the University logo. Departments take responsibility for their content. Specific guidelines are provided for private pages: they cannot display University marks, and the University does not take editorial responsibility for their content. The WSU and External Relations Section will monitor web pages for compatibility with the University’s corporate image. 

62. The University will maintain guidelines on content, covering issues of copyright, defamation, obscenity or content otherwise liable to bring the University into disrepute. It will act quickly where pages are believed to violate those guidelines.  

Administrative Information Systems

63. The University will continue to develop and enhance its central administrative information systems in a coordinated way. Priorities will be quality, security, accessibility and ease of use of management information, and integration of administrative systems. Where student services and support are concerned the distinction between administrative and academic systems will increasingly become blurred. 

64. In 2003/04 implementation of online course enrolment will begin, and an online PG admission enquiries tracking system will be piloted, and subsequently extended to UG admissions. (This project has been held over from the previous year.)  

65. In 2004 a new payroll system will be implemented, which either will be integrated with the personnel system or will have a personnel front-end developed.  

66. The restructured student record database went live in summer 2003, and the remaining pieces of restructuring will be complete by the end of 2004. Within the next two years the database will be moved to Microsoft SQL server 2000, a relatively straightforward operation. 

67. Work on electronic document management systems is now likely to being in 2004/05.. 

68. There will be a major review of the University’s financial management system, which will determine how the needs of the central administration and departments can best be met with respect to management reporting, sales and purchase order processing, external financial reporting and financial planning. 

69. EMIR (the Essex Management Information Reporting system) will be further developed. There will be a progress review in 2004. 

70. The operating systems platforms in the medium term will be Unix and Windows 2000/2003, with Uniface used as the main development tool for

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major in-house applications development and integration projects. Investigation of web-based development tools as a possible replacement for Uniface will begin in 2003/04, Sybase and Microsoft SQL server will be the database platforms of choice, with Sybase being phased out in favour of SQL server 2000 by the end of 2004. Legacy systems running on HP3000 proprietary hardware and operating systems will also be phased out by the end of 2004.  

71. Desktop PCs in the administration will be replaced on a planned four-year cycle, with flat-panel displays now standard. 

72. Opportunities for rationalising and extending the application of existing card systems will be explored.  

Departmental Information Systems for Teaching and Research

73. Three categories of departmental information system provision for teaching and research may be identified: special-purpose systems specific to the discipline; more general-purpose systems for use by students; and desktop systems for general-purpose use by staff.  

74. General-purpose systems for students and staff will reflect departments’ specific needs, though departments will be urged to adopt University standard solutions. Departments take responsibility for the choice and running of special-purpose equipment, with due regard to purchasing policy. 

75. Departments are recommended to replace staff desktop PCs on a four-year cycle, with flat-panel displays preferred.

 

Data Networks

76. The University will continue to upgrade and improve the campus network at Colchester, on the basis of the network development strategy established by ISSC. The migration to a Gigabit Ethernet backbone is complete except for student accommodation, which will migrate from FDDI to the new backbone by summer 2004. The University Ethernet has now been completely upgraded to the current UTP standards. All new or upgraded data network installations will be cabled to current standard specifications — Category 5E at the time of issue of this Strategy. 

77. The University’s dial-up provision will be maintained. Student use is falling slightly while staff use is stable, and no need for further expansion is anticipated.  

78. The Colchester campus is currently connected by a protected 155 Mbit/s link to EastNet, the East of England regional network or MAN, and thence to SuperJANET. Capacity remains adequate, and no upgrade is envisaged in the short term. Recognising the importance of EastNet in furthering local and

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regional collaboration, the University will in principle support its expansion to other organisations, and if needed will act as sponsor for network connections to local institutions.  

79. The organisation of EastNet is likely to change. Currently it is classified by UKERNA as a Regional Distribution Network: it is owned collectively by the universities in the region, but technically managed by UKERNA. It is the only regional network left in the country to follow this model. In the short term it is likely to move to the so-called Thames Valley model, under which it will be both owned and run by UKERNA. The present contract with the network supplier will be continued in the short term, so that a 2004 reprocurement will not be necessary. 

80. While wireless networking is not likely to be a replacement for cabled networks for the foreseeable future, because of its low bandwidth, it does have complementary applications. Point-to-point wireless connections are already used to temporary buildings at Colchester, to connect Princess Caroline House to South-East Essex College, and can potentially be used to link to other accommodation off campus. Some departmental use of multipoint wireless is already established. Central provision will gradually be introduced where appropriate around the Colchester campus. However multipoint wireless does introduce its own security concerns, and development needs to take this into account. 

81. It is anticipated that built-environment (“estates”) systems will make increasing use of digital networks. The aim will be to use the existing campus network, though consideration will be given to providing dedicated network facilities if the need arises.

 

Telephone Services

82. The University’s telephone services and data communications services are currently separate. ISDN6 is available in the Multimedia Centre, and is used to support the University’s group video-conferencing service. The main campus telephone service is based on a Philips Sophos PABX. Telephone services are provided by an independent service provider to individual student rooms on campus and Avon Way, and a card-based telephone service is available to all students through any internal extension. Voice mail, a pager system and integrated radio system are supported. The University has a contract with Vodaphone at advantageous rates for the provision of mobile telephone services. 

83. In 2004/05 contracts for current arrangements are due for renewal. Following a consultant’s study and report the University has decided to continue broadly with the current PABX-based arrangements for the main telephone system throughout the planning system. The University takes the view that analogue land-line provision is likely to evolve towards mobile services rather than IP telephony. A further consultant’s report will be commissioned early in 2004 advising on the continuation of the main PABX service and the future

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development of student telephony.  

84. All new or upgraded telephone installations will where appropriate be cabled to current standard specifications — Category 5E at the time of issue of this Strategy — though for some purposes it may still make economic sense to use CW1308. 

85. Online and hard-copy telephone directories will be produced and maintained in a manner that keeps them reasonably up to date. The hard-copy directory will be revised and reissued twice a year, in October and January.

 

Central IT Support Services

Purchasing and disposal

86. As part of its overall purchasing policy, the University provides a central service for IT purchases. The agency currently is the Computing Service, which provides advice, places orders, handles external payment and takes initial delivery. Departments, centres and sections which do not wish to use the central purchasing service may, with the agreement of the Information Systems Strategy Committee, handle their own purchases for some or all IT equipment. In any case departments usually purchase special equipment directly, on the understanding that the Computing Service agency is kept informed. For large purchases the University uses EU framework agreements established by the Southern Universities Purchasing Consortium and the government.  

87. The Computing Service disposes of central ICT equipment through a regulated external agent, maintaining the necessary records, and offers a disposal service to departments of the University.

Hardware and software support and advice

88. The University has a mix of central and devolved/departmental support and help for information systems. The balance of this support is kept under review.  

89. The Computing Service provides a central equipment maintenance service for PCs and printers. The service is offered on a contract basis, and a charge is levied. The support provided covers hardware and software installation, fault fixing, upgrades and equipment moves. Departments can choose not to take out contracts, in which case they make their own arrangements for support. In recent years charges have been reduced on three occasions — in 1999, 2001 and 2002 — and there have been no increases. The service will be kept under review.  

90. The Management Information Systems group provides additional support to the administrative sections.  

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91. In line with the University’s policy on standardisation, central support will be targeted at a restricted set of hardware and software options, in particular Intel-compatible PCs and, to a lesser extent, Unix systems. Apple Macintosh systems will not be supported on a formal basis, though support for networking such systems will be maintained. Systems and packages that do not receive formal support will be permitted, but on a self-supporting basis.  

92. In the case of software applications packages, the expertise in their use commonly resides in departments. That expertise and its renewal depend on practical experience, and cannot readily be provided from central services. Accordingly central support will be limited to purchase, licensing and mounting on central servers.  

93. Support for central administrative systems and packages will be provided by the Management Information Systems group and by staff in other administrative sections who have had relevant training.  

94. Central support for hardware and software maintenance and licensing will continue to be provided where this is justified by the quantity of a particular product in the University. Microsoft software will be acquired and licensed under the Microsoft Campus Agreement. Where it is cost-effective, maintenance for a given type of equipment will be carried out by the manufacturer or external third party, under a centrally established site licence.  

95. Adequate and comprehensible documentation will be provided and maintained centrally for supported information systems, with the web increasingly the primary medium.  

96. Central help-desk services particularly targeted at students will be maintained and developed.  

97. Tailored advice and documentation for disabled students and staff will be provided wherever possible, in consultation with the Disability Technical Officer.

 

Regional Campuses and Partners

98. Central information services at the University developed on a single compact site at Colchester. The provision of a single standard of service to all (or to all in a particular category) was relatively straightforward. The universal service principle, though not articulated, underlay service provision. However the recent addition of small campuses remote from Colchester has brought changes. At a remote site costs may be significantly higher or service quality lower — or indeed both. The University remains broadly committed to the universal service principle, but the implications in particular instances will be studied carefully, and the principle will sometimes need to be diluted.

Regional campus: East 15 at Loughton

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99. Student IT services at East 15 are designed to be easy to maintain at a distance. Staff services are similar to those at Colchester. Maintenance and laboratory support will broadly be provided as at Colchester, but response times will be longer, as technical staff will need to travel to Loughton. As far as possible systems will be maintained by providing telephone guidance to East 15 staff. 

100. East 15 is connected to the Colchester campus via a 2 Mbps leased line. The adequacy of this provision will be kept under review. Roding House is linked to the main Loughton campus by an ADSL, over which about 500 kbps can be achieved. . 

101. The University hopes to establish videoconferencing capabilities at East 15 in 2003/04.

Regional campus: Chimera at Adastral Park

102. Chimera staff are highly IT-capable research workers, able to a large extent to handle IT problems themselves. PC maintenance will be offered by the Computing Service, with Chimera staff responsible for returning faulty equipment to Colchester. 

103. Chimera is currently networked to Colchester via a Gigabit link over LearNet, a BT experimental network. While it remains available, this provides an ideal solution, with capacity equivalent to that on campus. If however LearNet is closed down or for some other reason the route becomes no longer available, adequate alternative provision may be costly.

University of Essex Southend

104. After an initial period exploring alternatives, the University has decided that ICT support at Princess Caroline House will provided by ISS, with a new staff member permanently based at Southend. Assistance will be sought from South East Essex College where appropriate. 

105. In the short term email access will be by webmail or possibly by Outlook in corporate mode, and secure remote access will be provided to central administrative systems at Colchester, probably using SSH tunnelling.  

106. The connection to JANET is via a wireless link to SEEC and thereafter over a 4 Mbps share of SEEC’s 4 Mbps link to EastNet.  

107. The anticipated growth in HE at Southend, both in partnerships students and in University of Essex students, will entail a substantial increase in ICT provision. It will make sense to collaborate closely with SEEC on provision.  

108. University of Essex students and staff are likely to use essex.ac.uk addresses and will have facilities substantially the same as those at Colchester, including unfettered web access. Facilities available to partnership HE students will need to be considered.  

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109. The University should plan for a substantial increase in network bandwidth to JANET, possibly sharing a 34 Mbps link with SEEC. There will probably be a mix of Southend-based servers and remote use of Colchester based servers. The administration is likely to use the central servers based at Colchester. There will need to be a small technical service at Southend covering computers, software, networking and audiovisual/media, and providing a Help Desk, with Colchester providing technical backup for complex problems. The model could be different from that at Colchester and Loughton, with ISS providing all IT support directly without separate departmental provision. The funding model will need to be considered.

Regional partners: SEEC and Writtle College.

110. The regional partners run their own IT services. However where relevant there is collaboration at the application and web-based services level. 

111. Network connection with both colleges is over EastNet. SEEC is connected to JANET via two 2 Mbps circuits to EastNet, with the connection point at APU Chelmsford.

 

Training

112. The University will continue to be an accredited European Computer Driving Licence examination centre, at both standard and advanced levels, and online self-training for ECDL is provided.

Students

113. Returns from the annual questionnaire on IT experience sent to new students before registration show that a growing large majority arrive at the University with developed skills. The Computing Service handbook, which is sent to new students with the questionnaire, gives information on local services, and a web-based training framework is provided. Specific extra induction will be targeted at the handful of students with very limited or no experience.  

114. IT training leading to ECDL accreditation for students will continue to be provided under the Key Skills programme, and accreditation may be offered to students outside the programme. 

115. As the number and scope of courses based on distance learning increases, frequently involving the use of remote access from work or home, special training and targeted documentation will be developed.

Staff

116. Under the guidance of the Staff Development Advisory Group, the University has established a coherent framework for staff IT training.

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European Computer Driving Licence accreditation will continue to be provided for staff, and where appropriate standard courses will be based around the ECDL syllabus. 

117. Training for staff in best practice in the use of technology in teaching will be provided.

 

APPENDIX 1: IS Strategy and the Planning Cycle

The main planning documents associated with the IS Strategy are on the one hand the corporate Strategic Plan, and on the other hand the annual Information Systems Plan and Budget/Forward Look and the Annual Progress Report on the Plan and Budget.

The Plan and Budget/Forward Look give Information Systems Strategy budget details for the following year, and indicate likely budgets for the three subsequent years. The Information Systems Strategy budget covers central academic and administrative computing services, central technology-based learning and audio-visual, library information systems, and sometimes special projects. It does not cover staff IT provision, nor departmental IT, telephones or the Printing Centre/Copy Centre.

The Annual Progress Report reviews actual outcomes from the previous year’s Plan and Budget.

The IS Strategy itself is reviewed annually at the autumn meetings of the ISSC and AISG, with a revised version passing through Senate and Council over the December and January period. The Annual Progress Report is considered alongside the Strategy.

The spring term meetings of the ISSC and AISG agree a new draft Plan and Budget/Forward Look, which then goes into the University budget planning round.

Apr-Oct  Consultation on Strategy revision Oct-Nov  Strategy and Annual Progress Report for previous year finalised Nov  Strategy and Annual Progress Report to VAG Dec  Strategy and Annual Progress Report to Senate Jan Strategy and Annual Progress Report to Council Jan/Feb Plan and Budget/Forward Look prepared on the basis of the revised

strategy Mar-Apr Plan and Budget/Forward Look to Budget Sub-Committee and Finance &

Strategy Committee Mar-Apr  Plan and Budget/Forward Look to Senate Apr Plan and Budget/Forward Look to Council

 

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APPENDIX 2: Administrative Organisation

Organisational structure

Information Systems Services: training; strategy; Information Systems Services - Computing Service: infrastructure; central

academic services; central institutional services; implementation of library information systems;

Information Systems Services - Management Information Systems: central administrative systems; support for administrative sections;

Information Systems Services - Audiovisual and Media Services (formerly the Teaching Services Unit): central support for online learning, teaching and learning technology, language learning technology, media, and audiovisual services;

Information Systems Services - Web Support Unit: central support for web and online services development; web standards;

Library: user aspects of library information systems; applications development;

Estates Section: telephones; campus built-environment systems; Staff Development: training; Administrative sections: specific applications and associated support; External Relations: web standards; Academic departments and centres: departmental computing and support;

training; departmental administrative computing.

Committee structure

Vice-Chancellor's Advisory Group: receiving strategy; Budget Sub-Committee: receiving plan and budget, and setting budget

envelope as part of overall University budget planning; Strategy and Finance Committee: approving budget envelope; Information Systems Strategy Committee (Council and Senate):

recommendations on and monitoring of overall information systems strategy; detailed budgeting within the budget envelope; monitoring quality and reliability of central services;

Computer Users Advisory Group: web-based forum, advising ISSC on IS strategy and the management of services;

Administrative Information Systems Group: overseeing information systems in MIS and administrative sections; making recommendations to ISSC;

Telecommunications Review Group: steering the development of voice telecommunications, and advising ISSC;

Website Steering Group: steering the overall development of the University's web pages.

 

APPENDIX 3: Supporting Notes

IT skills of new students

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In 2003, for the fifth year running, a questionnaire on IT skills was sent to new students before registration. The results for all four years are presented in the table below. The table is blank where a question was not asked in the year in question. The outcome is not surprising: IT skills for new student are steadily increasing, and the amount of generic IT training that is needed is very small. (Values significantly lower than 1% are given as absolute numbers – in italics.)

Year 1999 2000 2001 2002 2003Number of responses 2166 2146 1947 1807 1380Number who have never used a computer

2% 1% 10 5 -

Bringing computer to Essex 42% 48% 53% 62% 69%Connecting computer to network

- - - 52% 61%

Used networked computer at school

- - - 83% -

Used networked computer at home

- - - 89% -

Used word processor 93% 97% 99% - -Used email 73% 62% 73% - -Regularly used email - 26% 22% 87% 89%Used web 80% 62% 74% - -Regularly used web - 32% 23% 90% 93%Used University web site - - - 82% 88%Used online transactions (e.g. shopping)

- - - 56% 64%

Will use online payments system to pay fees

- - - 27% 37%

Want more online services (e.g. registration)

- - - 62% 65%

Used Microsoft Word 87% 97% 98% 100% 100%Used Microsoft Outlook or Outlook Express

- 63% 73% 93% 96%

Used Microsoft Internet Explorer - 88% 93% 99% 100%Used Microsoft Excel - 76% 80% 89% 91%Used Microsoft PowerPoint - 43% 52% 65% 75%Substantial IT training required 9% 6% 9% 2% 20

 

Student access to PCs

At Colchester and Loughton the 2003/04 ratio of student FTEs (on a projected total of 7,057) to centrally-provided networked desktop computers, including Library PCs, is 13.6:1, a marginal improvement on 2002/03. If departmental systems available for use by departments’ own students are included, the overall ratio at Colchester is

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better than 6:1. However this overestimates availability for those students in departments with little IT provision.

Student use of network outlets in accommodation is increasing sharply, while dial-up use is declining. In 2000/01, 2001/02 and 2002/03 the number of students using networked accommodation outlets peaked at 1590, 1999, and 2326 respectively. . The numbers of students with active accounts registered to use student accommodation on the Wednesday of week 4 in recent years has been:

Active users

Increase over previous year

% increase over previous year

 2003  2452  581  31% 2002  1871   310  20% 2001  1561  458   42% 2000  1103    

In 2000/01, 2001/02 and 2002/03 the maximum number of students using external dial-up in any one calendar month was 337, 309 and 269 respectively.

  

APPENDIX 4: Related Policy and Service Documents

Strategic Plan 2003/04 – 2007/08http://www.essex.ac.uk/planning/restricted/StrategicPlans/StrategicPlan_PostCouncil_Oct03.doc

Learning and Teaching Strategyhttp://www.essex.ac.uk/lt/LandT_Strategy.htm 

Campus data network infrastructure support policy Centrally funded applications software Data network development strategy Domain name hosting Eligibility for access to central computing services Electronic data backup policyElectronic information security policyIT systems purchasing policy Policy on support for Microsoft Windows at http://www2.essex.ac.uk/iss/policies/ 

Guidelines for Use of IT Facilitieshttp://www2.essex.ac.uk/cs/about/regulations/proper_use.html 

Information Systems Services Service Commitmentshttp://www2.essex.ac.uk/iss/policies/Service_commitments/default.htm 

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APPENDIX 5: Glossary

Abbreviations are not expanded where the expansion does not enlighten and is in any case not in everyday use by practitioners.

CAL Computer Assisted Learning: used to mean interactive learning packages typically running on a desktop computer.

Category 5E A standard for cabling premises which, if properly adhered to, is suitable for both telephony and high speed data networking. The recommended standard today.

EastNet  The East of England regional network (MAN) established in May 2001 with 75% HEFCE capital funding. The members of the EastNet consortium are Anglia Polytechnic University, The University of Cambridge, Cranfield University, the University of East Anglia, the University of Essex, the University of Hertfordshire, the University of Luton, and Writtle College.

ECDL  European Computer Driving Licence: a test and accreditation scheme in seven modules developed for basic IT skills, and now in wide use across Europe.

Ethernet The ubiquitous network technology for local and departmental networks, and for connecting individual computers. Offers varying speeds up to 10 Mbit/s (in the flavours deployed at Essex today).

FDDI  A high-speed network technology (100 Mbit/s) that has been in use for some years now. Until recently the workhorse of University network backbones, including at Essex.

Gigabit Ethernet  A new Ethernet technology supporting speeds of up to 1000 Mbit/s. Cheaper and easier to implement than ATM for high speed local networking, and may become a wide area technology in future.

Grey literature Miscellaneous printed items outside the normal categories of books and journals, frequently supported by scanty bibliographic information.

Grid A newly-emerged ICT framework supporting collaborative e-science projects. Specifically an architecture for distributed computing across multiple heterogeneous platforms and administrative domains, often involving very high processing power and very large quantities of data. Also, the web on steroids.

Internet telephony

The use of PCs furnished with microphones and loudspeakers or headphones as telephones to communicate with other similarly equipped PCs, with the internet as the transmission medium. Telephone charges are low or, for institutional users, zero. But the quality is variable between poor and execrable, and there is concern about the load on the internet and competition with other traffic.

IP Telephony The provision pf telephone services directly over a data network,

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using special handsets. IP telephony can be integrated with “traditional” analogue telephony via gateways in network switches or PABXs.

ISDN  Integrated Services Digital Network: a network technology that will carry mixed data, video, telephone and so forth. The term is commonly used today for lower speed integrated networks available from BT and other providers as a dial-up service, like telephones. ISDN2 is 128 kbit/s, ISDN6 384 kbit/s.

IVR Interactive voice response: a mechanism supporting recorded responses to telephone callers, which guide the caller through options. Evidence that technological progress can be downward as well as upward.JANET The national academic network taken as a whole, including the regional networks.

JANET The national academic network taken as a whole, including the regional networks.

JISC The Joint Information Systems Committee: a strategic advisory committee working on behalf of the UK funding bodies for HE and FE and in partnership with the research councils on strategy and policy for information systems. JISC manages top-sliced funds.

Linux A version of the Unix operating system which will run on a PC as an alternative to Microsoft Windows. There is more than one flavour of Linux.

MAN Metropolitan Area Network: a high-speed network joining together institutions and organisations in a region. SuperJANET is in effect a national backbone connecting MANs, with few institutions directly attached to the backbone.Preprints Partial or complete works issued informally before formal publication.

PABX Private Automatic Branch Telephone Exchange: the “traditional” way of providing a telephone system for an organisation.

Portal The term “student portal” commonly signifies a set of web pages providing integrated access to a wide range of online services for students. Typically the web pages are customisable — they automatically present information relevant to the individual student — and personalisable — the student him- or herself can select certain content and format options. Similarly “staff portal”. The word also has other related meanings

Preprints Partial or complete works issued informally before formal publication.

Router A piece of network equipment which attaches networks or parts of a network together, and which routes network traffic. The campus network is connected to EastNet via a router.

SQL server 2000 A Microsoft database system, based on non-proprietary standards.

SuperJANET The UK academic network high speed backbone. The latest phase, SuperJANET4, will be deployed early in 2001. The network service as a whole is still called JANET (Joint Academic Network).

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TLT Teaching and Learning Technology: includes audiovisual technologies, CAL, cooperative learning software and so forth. In earlier strategy versions called Technology-assisted Learning (TAL), but this can be confused with Teaching and Learning, another phrase of the moment.

UKERNA The UK Educational and Research Network Association, the government-funded body which operates and develops the JANET network, under the auspices of JISC.

Unix A computer operating system widely used on servers, and on desktop computers by aficionados and scientists.

Videoconferencing

Use of tailor-made video systems or computers to communicate sound, vision, and images over a network. Ranges from cheap desktop systems, providing low quality communications between PC, via medium quality systems which may be portable or semi-portable (roll-about) to large-scale fixed installations in dedicated rooms. Low quality videoconferencing typically uses the internet. Medium quality videoconferencing may use ISDN2 or ISDN6, or increasingly the H.323 standard over the internet. High quality videoconferencing uses very high bandwidth networking, satellite or dedicated links, and can reach television broadcast quality.

Web cache A central server through which World Wide Web accesses from users' machines may be routed. The cache holds copies of recently accessed pages. If a user requests one of the cached pages, it is returned directly, so reducing network traffic.

Windows 2000/2003/XP

The current mainstream Microsoft operating systems, successors to Windows NT. Windows 2000/XP are for desktops, 2000/2003 for servers.

X Windows A system and protocol for running a program on one computer (the server) while controlling the program and displaying output through a windows user interface on another computer (the client) connected to the server across a network.

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© 1999-2009 University of Essex. All rights reserved.Information Systems Services, University of Essex, Wivenhoe Park, Colchester, Essex. CO4 3SQ.

Telephone +44 (0)1206 872329. Fax +44 (0)1206 860585.

Document last modified by Sharon Steeples (e-mail: sharon; non-Essex users should add @essex.ac.uk to create full e-mail address)

on 20 September 2004.

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