Importance of Information Technology in Day to Day Business by bhg10732

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									This template is designed for data entry by multiple personnel as indicated by the color coding. It is recommended that individual business units use one copy for all
business processes within the business unit rather than multiple copies of the spreadsheet whenever possible. The data from all business units will be compiled into
one comprehensive spreadsheet for administrative use.

Colleges may create their own method of obtaining this information as long as compliance with the requirements are maintained.



                                      1. BUSINESS IMPACT ANALYSIS
Requirement:                  Identify ALL business functions. This includes academic activities, financial activities, and
                             planning activities, etc.
                              Identify the activity owner of each business functions. This is generally a business unit
                             management or supervisor position with overall responsibility of the business unit. For
                             example, the business manager, human resource officer, or registrar or similar subject matter
                             expert knowledgeable of the processes within their business unit. This person may assist the
                             Contingency Planning Coordinator in subsequent steps of the BIA process.

                              Rank the importance of the above processes to the agency in regards to the mission and
                             recovery priority requirements. When ranking processes, the analysis should assume the
                             worst-case scenario and focus on a peak time period; such as registration or fiscal year end
                             activities for example. Importance in regards to mission include impacts that result in damage
                             to the VCCS or college reputation, assets, or financial position and the degree of impact to
                             various constituents.

Recommendation:              While the activity owner and their employees will most likely contribute to the initial listing
                             and ranking, it is recommended that the ranking be verified by executive management
                             personnel (the College Vice Presidents and their immediate administrative staff for example)
                             in conjunction with the Contingency Planning Coordinator.



                         2. SYSTEM DATA & SENSITIVITY CLASSIFICATION
Requirement:                  Identify the resources (applications or manual processes) for each business process or
                             function.
                              Determine the acceptable down time for each business process or function.

                              Identify the data owner. This is generally an agency manager responsible for the policy
                             and practice decisions regarding application or data.
                              Indicate if the data handled is subject to other regulatory requirements such as the Health
                             Insurance Portability and Accountability Act of 1996 (HIPPA); the Privacy Act of 1974; and
                             similar regulatory requirements.
                              Determine the potential damages to the VCCS or College if a compromise of
                             confidentiality, integrity or availability were experienced.

                              Reference the IT System and Data Sensitivity Classification Standard for additional
                             guidance on classifying it system and data sensitivity.
Recommendation
It is recommended that the information above be compiled by the Contingency Planning Coordinator in conjunction with the appropriate individual business unit personnel. For
example, the activity owner may provide the acceptable down time while the data owner should provide the sensitivity classification. In some cases this may be the same person.
Worksheet two of the Business Impact Analysis Template may be used for this process. Additional information may also be found in the IT System and Data Sensitivity Classification
Standard.


                                3. IT SYSTEM INVENTORY & DEFINITION
Requirement                   Complete an application profile of all IT systems classified as critical or sensitive. This
                             process is mandatory for those rated as “1/high”, advisable for those rated as “2/medium”, and
                             recommended for those rated as “3/low”.
                              Update the application profile as changes occur.
Recommendation
It is recommended that the information above be compiled by the Contingency Planning Coordinator in coordination with the IT personnel. The individual units may also contribute
to this worksheet. Worksheet three of the Business Impact Analysis Template may be used for this process. Additional information may also be found in the IT System Inventory and
Definition Standard.
ended that individual business units use one copy for all
e. The data from all business units will be compiled into


ntained.



                Appropriate Personnel




                   Business Unit Personnel
                        Activity Owner




                    College President and
                     Administrative Staff




                Appropriate Personnel

                   Business Unit Personnel
                        Activity Owner


                    College President or
              Information Security Officer (ISO)
                     Business Unit Personnel
                          Activity Owner




                            Data Owner


with the appropriate individual business unit personnel. For
y classification. In some cases this may be the same person.
  be found in the IT System and Data Sensitivity Classification



                  Appropriate Personnel


                           IT Personnel




th the IT personnel. The individual units may also contribute
nformation may also be found in the IT System Inventory and
       College Name                                                                                                                                                                                 1. Business Impact Analysis




Department or Division Process ID. Assign a unique                                              The full name of the        1 = Loss of     1 = Loss could         1 = Cost of    1 = Most likely
                       number to each process. This                                                                         mission-criticalcause significant      fix or         incident will
Name                                                                                            person having the overall   service to all  embarrassment          workaround     occur.
                             identifying number will be
                                                                                                responsibility for this     students/staff  or costly legal        is extremely
                             used in subsequent steps and
                                                                                                business activity.                          liability for the      expensive.   2 = Nominal
                             should always map back to
                                                                                                                            2 = Significant college; loss of                    chance of
                             this document that identifies                                                                  loss of service highly               2 = Nominal incident
                             the process, function, and                                                                     to some         confidential.        cost to repair occurring.
                             activity owner. Numbering                                                                                                           or work
                             schemes may be created at                                                                      3=                 2 = Loss could    around.        3 = Little or no
                             each        organization.                                                                      Inconvenient       have slight to                   chance of
                             Suggestions include the                                                                        for some but       moderate impact 3 = Little or incident
                             department initials, the review                                                                not essential      outside the       no cost to     occurring.
                             year,     and    sequential                                                                                       college; loss may repair or
                                                                                                                                               be somewhat       work around
                             numbering beginning with
                                                                                                                                               sensitive but not
                             001. This is not a requirement
                                                                                                                                               highly
                             and is only meant as a                                                                                            confidential.
                             suggestion to allow a smooth
                             transition between steps                                                                                          3 = No
                             without having to transfer all                                                                                    immediate
                             data between these steps.                                                                                         impact outside
                                                                                                                                               the college; for
                                                                                                                                               internal purposes


                                                                       Activity                                             Degree of          Political or        Financial Probabilit
           Unit                      Process ID                     (Type of Data)                  Activity Owner          Impact             Sensitivity         Costs     y of Loss
        EXAMPLE:                                                        EXAMPLE:
                                      EXAMPLE:                                                          EXAMPLE:
  Professional & Technical                                          Academic Advising
                                      PTS-07-001                                                        John Doe
           Studies                                             (Personal Student Information)                                      2           1                   2              2
Users may copy Row 6, Column E - I to obtain the drop down boxes for each area and the formula for automatically
calculating the overall weight.




       Page 5 of 39                                                                                                                                                                                                  7/20/2010
College Name                                                                                                    1. Business Impact Analysis

                               Activity                       Degree of   Political or   Financial Probabilit
   Unit        Process ID   (Type of Data)   Activity Owner   Impact      Sensitivity    Costs     y of Loss




Page 6 of 39                                                                                                                     7/20/2010
College Name                                                                                                    1. Business Impact Analysis

                               Activity                       Degree of   Political or   Financial Probabilit
   Unit        Process ID   (Type of Data)   Activity Owner   Impact      Sensitivity    Costs     y of Loss




Page 7 of 39                                                                                                                     7/20/2010
College Name                                                                                                    1. Business Impact Analysis

                               Activity                       Degree of   Political or   Financial Probabilit
   Unit        Process ID   (Type of Data)   Activity Owner   Impact      Sensitivity    Costs     y of Loss




Page 8 of 39                                                                                                                     7/20/2010
College Name                                                                                                    1. Business Impact Analysis

                               Activity                       Degree of   Political or   Financial Probabilit
   Unit        Process ID   (Type of Data)   Activity Owner   Impact      Sensitivity    Costs     y of Loss




Page 9 of 39                                                                                                                     7/20/2010
College Name                                                                                                     1. Business Impact Analysis

                                Activity                       Degree of   Political or   Financial Probabilit
   Unit         Process ID   (Type of Data)   Activity Owner   Impact      Sensitivity    Costs     y of Loss




Page 10 of 39                                                                                                                     7/20/2010
         College Name                   1. Business Impact Analysis




1 = Highly critical function; cannot
operate without this process for even
a short period of time (hours).

2 = Essential function; can work
around the process for a short period
of time (less than one week). The
asset needs to be returned to service
right away.

3 = Routine or normal function; can
work around or function without the
process for a week or more.
However eventually the information
asset would have to be returned for
use.




Overall Weight


                                1.75

              #DIV/0!




         Page 11 of 39                                   7/20/2010
      College Name    1. Business Impact Analysis



Overall Weight




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Overall Weight




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Overall Weight




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Overall Weight




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Overall Weight




      Page 16 of 39                    7/20/2010
        College Name                                                                                                                                                                            2. Sys Data & Sens Classifi



                                                                                                                                                                             Sensitivity Criteria
Process ID and Overall Weight should
                                                                                                                                                                                                                      Is   the   data
be obtained from Step 1. Business
                                                                                                                                       Data Owner - An Agency                                                         handled by this
Impact Analysis.                                                                                                Assume worst case
                                     Application or manual process in which                                                            Manager responsible for                                                        system subject to
                                                                               The full name of the person scenario (registration
                                       the business activity/core funtion is                                                           the policy and practice Sensitivity to     Sensitivity to                      other regulatory
                                                                               having      the       overall    or fiscal year end                                                               Sensitivity   to
                                       dependent to produce its product or                                                             decisions regarding data. unauthorized     unauthorized                        requirements?
                                                                               responsibility for this business periods for example)                                                             outages
                                       service. All applications regardless of                                                         This person generally      disclosure      modification                        Examples include
                                                                               activity.                        and specify time in
                                       platform should be listed.                                                                      authorizes security access                                                     HIPAA and the
                                                                                                                hours, days, or weeks.
                                                                                                                                       to an aplication or data.                                                      Privacy Act of
                                                                                                                                                                                                                      1974.

                                                                                                                                                                           Magnitude of Impact
                                                                                                                                                               Low - May result in the loss of some tangible assets
                                                                                                                                                               or resources or may affect mission, reputation, or
                                                                                                                                                               interest.

                                                                                                                                                               Medium - May result in costly loss of tangible
                                                                                                                                                               assets or resources, may violate, harm or impede
                                                                                                                                                               mission, reputation, or interest, or may result in
                                                                                                                                                               human injury.

                                                                                                                                                               High - may result in costly loss of major tangible
                                                                                                                                                               assets or resources, may significantly violate, harm
                                                                                                                                                               or impede a mission, reputation or interest, or may
                                                                                                                                                               result in human death or serious injury.



Process ID                  Overall    Application/Manual Resource            Activity Owner                 Acceptable Down Data Owner                        Confidentiality Integrity          Availability        Other Regulatory
                            Weight                                                                           Time                                                                                                     Requirements




        Page 17 of 39                                                                                                                                                                                                  7/20/2010
    College Name                                                                                                                                       3. IT Sys Inventory & Defin.




                                                                      APPLICATION PROFILE
Develop Application Profiles only for applications that support critical business functions (as identified in Step 1) or contain confidential or sensitive information (as
                                                                           identified in Step 2).

Process ID:

System Name:

Inventory Information:
(Fixed Asset Tag #, Serial Number, etc.)


System Owner:
(include contact information such as campus,
telephone, etc.)


Data Owner:
(include contact information such as campus,
telephone, etc.)


System Administrator:
(include contact information such as campus,
telephone, etc.)


Data Custodian:
(include contact information such as campus,
telephone, etc.)

External Contact Information:
(State Agencies, Vendors, etc.)


Primary Users:




    Page 18 of 39                                                                                                                                                            7/20/2010
    College Name                                 3. IT Sys Inventory & Defin.



Required Recovery Time:
(Based on the Acceptable Down Time and mission
critical overall rating)


System Description:
(Datebase, language, hardware, components,
and release level, etc.)

Network Access:
If "other" is selected provide description:

System Interface and Boundary:

If the IT system connects to other IT
systems, is an Interoperability
Security Agreement (ISA) in place?

Authentication Mechanism:

Change Management Description:




    Page 19 of 39                                                 7/20/2010
                                                                    Role Definitions




Data Custodian         Data Custodians are individuals or organizations in physical or logical possession of data for Data Owners. Data
                       Custodians are responsible for the following:
                       1.    Protect the data in their possession from unauthorized access, alteration, destruction, or usage.
                       2.    Establish, monitoring, and operating IT systems in a manner consistent with VCCS and COV IT security
                       policies and standards.
                       3.    Provide Data Owners with reports, when necessary and applicable.

Data Owner             The Data Owner is the manager responsible for the policy and practice decisions regarding data, and is responsible for
                       the following:
                       1.    Evaluate and classify sensitivity of the data.
                       2.     Define protection requirements for the data based on the sensitivity of the data, any legal or regulatory
                       requirements, and business needs.
                       3.    Communicate data protection requirements to the System Owner.
                       4.    Define requirements for access to the data.

IT System Users        All users of COV IT systems including employees and contractors are responsible for the following:
                       1.    Read and comply with VCCS Contingency Planning and Business Recovery program requirements as well as
                       VCCS and college IT polices, standards, and guidelines.
                       2.    Report breaches of IT security, actual or suspected, to their college management and/or the ISO.
                       3.    Take reasonable and prudent steps to protect the security of IT systems and data to which they have access.


System Administrator The System Administrator is an analyst, engineer, or technician who implements, manages, and/or operates a system
                     or systems. The System Administrator assists College and System Office management in the day-to-day
                     administration of the IT systems, and implements security controls and other requirements of the local IT security
                     program on IT systems for which the System Administrator have been assigned responsibility. Typically in the
                     VCCS these are SIS Security Officers, LAN Administrators, Network Security Engineers, etc.
                                                                       Role Definitions


System Owner             The System Owner is the manager responsible for operation and maintenance of an IT system. With respect to IT
                         security, the System Owner’s responsibilities include the following:
                         1.    Require that all IT system users complete required IT security awareness and training activities prior to, or as
                         soon as practicable after, receiving access to the system, and no less than annually, thereafter.
                         2.   Manage system risk and developing any additional IT security policies and procedures required to protect the
                         system in a manner commensurate with risk.
                         3.   Maintain compliance with VCCS and COV IT security policies and standards in all IT system activities.
                         4.    Maintain compliance with requirements specified by Data Owners for the handling of data processed by the
                         system.
                         5.   Designate a System Administrator for the system.




                                                           SEPARATION OF DUTIES




                  INFORMATION SECURITY OFFICER (ISO)                                                 SYSTEM OWNER

                        Should not be a System Owner                             Should not be a System Owner for systems or data they own.

                         Should not be a Data Owner                                              Can own multiple systems.

                                                                                              Designates System Administrator




                               DATA OWNER
                                                                                                SYSTEM ADMINISTRATOR
          Should not be a System Owner for systems or data they own.
                                                                                      Can assume responsibilities for multiple systems.
                      Can own data on multiple systems.
                     DATA OWNER
                                                                                      SYSTEM ADMINISTRATOR
Should not be a System Owner for systems or data they own.   Role Definitions
                                                                            Can assume responsibilities for multiple systems.
            Can own data on multiple systems.
College Name                                                                                          4. Security Controls




This template may be used to summarize Security Controls for reporting purposes. This is only offered as a helpful tool and not
                                                  a requirement of use.

                                                SECURITY CONTROLS
  (Additional security controls should be applied to protect against significant risks. Individual Standards should be
                              referenced to ensure compliance with each security control.)


                                              IT CONTINGENCY PLANNING
                                   Continuity of Operations Planning (COOP)
                  Existing Controls                                    Projected Controls




                                              IT CONTINGENCY PLANNING
                                             IT Disaster Recovery Planning
                  Existing Controls                                                Projected Controls




                                              IT CONTINGENCY PLANNING
                                  IT System and Data Backup and Restoration
                  Existing Controls                                  Projected Controls
College Name                                                                        4. Security Controls




                                         IT SYSTEMS SECURITY
                                          IT System Hardening
               Existing Controls                                    Projected Controls




                                         IT SYSTEMS SECURITY
                                   IT Systems Interoperability Security
               Existing Controls                                     Projected Controls




                                         IT SYSTEMS SECURITY
                                       Malicious Code Protection
               Existing Controls                                    Projected Controls




                                         IT SYSTEMS SECURITY
                              IT Systems Development Life Cycle Security
College Name                                                               4. Security Controls


               Existing Controls                            Projected Controls




                                   LOGICAL ACCESS CONTROL
                                     Account Management
               Existing Controls                            Projected Controls




                                   LOGICAL ACCESS CONTROL
                                     Password Management
               Existing Controls                            Projected Controls




                                   LOGICAL ACCESS CONTROL
                                        Remote Access
               Existing Controls                            Projected Controls
College Name                                                                      4. Security Controls




                                        DATA PROTECTION
                                   Data Storage Media Protection
               Existing Controls                                   Projected Controls




                                        DATA PROTECTION
                                            Encryption
               Existing Controls                                   Projected Controls




                                      FACILITIES SECURITY
                                         Physical Security
               Existing Controls                                   Projected Controls
College Name                                                                      4. Security Controls




                                       PERSONNEL SECURITY
                                   Access Determination and Control
               Existing Controls                                  Projected Controls




                                       PERSONNEL SECURITY
                                   IT Security Awareness & Training
               Existing Controls                                   Projected Controls




                                       PERSONNEL SECURITY
                                           Acceptable Use
               Existing Controls                                  Projected Controls




                                       THREAT MANAGEMENT
                                           Threat Detection
College Name                                                                       4. Security Controls


               Existing Controls                                   Projected Controls




                                        THREAT MANAGEMENT
                                           Incident Handling
               Existing Controls                                   Projected Controls




                                        THREAT MANAGEMENT
                                   IT Security Monitoring and Logging
               Existing Controls                                    Projected Controls




                                        IT ASSET MANAGEMENT
                                            IT Asset Control
               Existing Controls                                   Projected Controls
College Name                                                                     4. Security Controls




                                      IT ASSET MANAGEMENT
                                    Software License Management
               Existing Controls                                  Projected Controls




                                      IT ASSET MANAGEMENT
                             Configuration Management and Change Control
               Existing Controls                                 Projected Controls
                                                   Glossary of Terms

Authentication –the process of verifying the identity of a user. If the user whom they claim to be?

Authorization – the process of establishing and enforcing a user’s rights and privileges to access specified resources.


Business continuity plan (BCP or COOP) – details the processes to follow in order to continue business operations in
the event that a critical information system is unavailable. This could be due to a disaster, malfunction, malicious attack,
etc.
Business impact analysis (BIA) – details the extent to which risks to systems defined in the risk assessment can affect
business practices.
Critical (or Mission Critical) – information resources whose unavailability or improper use has the potential to adversely
affect the ability of an College to accomplish its mission.

Data owner – the entity, group or individual that has ultimate responsibility for the creation and modification of
information stored in a database or other system. The data owner is responsible for ensuring that the System Owner has
implemented sufficient security in the system platform to safeguard the applications and data stored on that server.

Disaster recovery plan (DRP) – details the process for restoring systems in the event that a natural or other event
causes a system to be unusable.

End-user – An individual or group who has access to an information system or its data.

Information security officer (ISO) – responsible for developing, maintaining, and enforcing an College’s security
policies and procedures.
Risk assessment (RA) – details occurrences, natural or manmade, that may affect the operability of a system or the
integrity of the data contained on that system.

Security administrator – manages security controls over networks and systems to prevent improper or unauthorized
use of data.
System administrator - manages the day-to-day operation of the computer system(s) within an organization.


Systems development life cycle (SDLC) – a methodology used to develop, maintain, and replace information systems.
Typical phases in the SDLC are: Analysis and Requirements, Design, Development, Integration and Testing,
Implementation, Maintenance.
System owner - a group (i.e., College or College unit) which controls a set of information resources and determines its
level of criticality and sensitivity.
                                                            Sample Business Functions
Professional/Tech Studies   Academic advising                               SIS
                            Academic advising                               Word, Outlook
Arts and Sciences           Preparation of class materials                  Reprographic orders
                            Preparation of class materials                  Word, Excel, Access, PowerPoint, Explorer
                            Course presentations Instructional Technology   PowerPoint, Excel, Word, Access, Outlook
                            Course presentations Instructional Technology   Blackboard
                            Grade reporting                                 SIS
                            Grade reporting                                 Blackboard
                            Testing                                         BlackBoard
                            Testing                                         Excel, Word, Outlook
                            Class scheduling                                SIS
                            Class scheduling                                Excel, Outlook
                            Internal/external communication                 Word, Outlook
                            Internal/external communication                 IP Phone, FAX
                            Faculty evaluations                             Word, e-mail
                            Faculty overloads, summer pay                   DBASE
                            Faculty hiring                                  Word, e-mail, Excel
                            Syllabi                                         MS Office
                            Career planning                                 PeopleSoft
                            Career planning                                 e-mail
                            Budget                                          Excel, e-mail
                            Budget                                          DBASE
                            Requisitions                                    DBASE LAN
                            Travel authorization                            DBASE
                            Travel authorization                            e-mail, Word
                            Ledger of payment                               Excel
                            Contracts                                       Word, Excel, Access
                            Collect and process personnel records           E-mail, MS Office
                            Record employee hours and absences              Excel
Distance Education          Schedule courses                                Outlook, Excel, Word
                            Schedule courses                                PeopleSoft
                            Maintain course enrollment tables and graphs;
                            calculate student success rates                 PeopleSoft
                            Maintain course enrollment tables and graphs;
                            calculate student success rates                 Excel, Word, IE, Internet connection
                            Assist students with registration               PeopleSoft
                            Assist students with registration               Word, IE, Internet connection, Outlook
                            Assist students with registration               Phone
                            Respond to student inquiries                    Outlook, IE, Internet connection, FP
                            Respond to student inquiries                    Phone
                            Respond to student inquiries                    BlackBoard
                                     Sample Business Functions
Course evaluations                                    Outlook, Word, Excel, IE, Internet connection
Course evaluations                                    PeopleSoft
Course evaluations                                    BlackBoard
Conduct videoconference                               V-tel equipment, Verizon networking
Conduct videoconference                               Phone
Conduct videoconference                               Applications needed for scheduled event
Troubleshoot problems with videoconferencing system
                                                      V-tel equipment and programs, Verizon networking
Troubleshoot problems with videoconferencing system
                                                      Phone
Troubleshoot problems with videoconferencing system
                                                      Word, Outlook, IE, Internet connection, Visio
Troubleshoot problems with videoconferencing system
                                                      Adobe Acrobat Reader
Troubleshoot problems with videoconferencing system
                                                      Terminal Server connection
Load students into BlackBoard                         BlackBoard
Load students into BlackBoard                         IE, Internet connection, Excel
Load students into BlackBoard                         PeopleSoft
Load students into BlackBoard                         Oracle script from Utility, FTP
Load students into BlackBoard                         DM
Load students into BlackBoard                         CAAM
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  BlackBoard
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  BlackBoard Error Ticket Tracker
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  Outlook, IE, Internet connection, Word
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  Phone
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  PeopleSoft
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  DM
Troubleshoot      student   VCCS     e-mail   and
student/instructor Blackboard issues                  CAAM
Adding content to BlackBoard courses                  BlackBoard
Adding content to BlackBoard courses                  IE, Internet connection, Word, PPT, FP, Notepad
Adding content to BlackBoard courses                  Terminal Server connection
Adding content to BlackBoard courses                  Respondus
Adding content to BlackBoard courses                  Smarthinking
Adding content to BlackBoard courses                  Viewlet Builder
                                                                     Sample Business Functions


Admissions & Records             Academic advising                                     SIS
                                 Academic advising                                     Access, Word
                                 Student enrollment (admits, registration, drop-add,
                                 withdrawal)                                           SIS
                                 Grade reporting                                       SIS
                                 Transcript processing                                 SIS
                                 Transcript processing                                 Excel
                                 Monitoring student records                            SIS, manual
                                 Monitoring student records                            Access
                                 Internal/external reporting                           SIS
                                 Internal/external reporting                           Word, Excel, Access, Outlook
                                 Graduation                                            SIS
                                 Graduation                                            Access, Word
Student Services (Dean)          Academic advising/counseling                          SIS
                                 Academic advising/counseling                          Outlook
                                 Placement testing                                     SIS
                                 Placement testing                                     Word
                                 Career planning, job listings                         Word
                                 Discipline records                                    Word
                                 Discipline records                                    SIS
                                 Enrollments     (admits,    registration, drop-add,
                                 withdrawals)                                          SIS
                                 Touchtone registration                                IVR
                                 Grade reporting                                       SIS
                                 Transcript processing                                 SIS
                                 Monitoring student records                            SIS
                                 Internal/external reporting                           SIS

Student & Community Activities   Scheduling classes/events                             SIS
                                 Billing                                               Word, Excel, Access

Counseling                       Testing                                               BlackBoard
                                 Testing                                               Outlook
                                 Placement testing                                     Outlook
                                 Review student status and academic record             SIS, Websites, college catalog
                                 Student registration                                  SIS, Websites, college catalog
                                 Student referrals                                     SIS, Websites, college catalog
                                 Academic advising                                     SIS, Websites, college catalog
                                 Personal counseling/advising                          SIS, Websites, college catalog
                                 Career counseling/planning                            Discover
                                                                   Sample Business Functions
                            Career counseling/planning                               Virginia View
                            Assist students in developing job-seeking skills         Manual process

                            Alumni Affairs: letters, newsletters, queries, reports
Institutional Advancement   and mailing lists                                        Outlook, Word
                            Alumni Affairs: letters, newsletters, queries, reports
                            and mailing lists                                        Raiser's Edge
                            Foundation Board activities: communications, queries,
                            reports, and mailing lists                               Outlook, Word
                            Foundation Board activities: communications, queries,
                            reports, and mailing lists                               Raiser's Edge
                            Fund raising: correspondence, proposals, maintain
                            donor files, queries, reports, and mailing lists
                                                                                     Outlook, Word
                            Fund raising: correspondence, proposals, maintain
                            donor files, queries, reports, and mailing lists
                                                                                     Raiser's Edge
                            Grants: correspondence, proposals, maintain grants
                            directory, access online grants database                 Internet, Outlook, Word
                            Information desk: central information center,
                            switchboard                                              Cisco IP Phone System
                            Meetings: communications, poll attendees, reserve
                            facilities                                               Outlook, Word
                            Meetings: communications, poll attendees, reserve
                            facilities                                               Cisco IP Phone
                            Publications:   design,     communications,    scan
                            photographs, add PDFs to public drive, donor reports
                                                                                     Adobe Acrobat
                            Publications:  design,   communications,       scan
                            photographs, add PDFs to public drive, donor reports
                                                                                     Illustrator
                            Publications:  design,   communications,       scan
                            photographs, add PDFs to public drive, donor reports
                                                                                     Outlook, Word
                            Publications:  design,   communications,       scan
                            photographs, add PDFs to public drive, donor reports
                                                                                     PageMaker
                            Publications:  design,   communications,       scan
                            photographs, add PDFs to public drive, donor reports
                                                                               QuarkXpress, Scanner
                            Scholarships: communications, maintain scholarship
                            database`                                          Excel, Outlook, Word
                                                                            Sample Business Functions
                                     Scholarships: communications, maintain scholarship
                                     database`                                          PeopleSoft
                                     Update, maintain JTCC Web site                     Adobe Photoshop
                                     Update, maintain JTCC Web site                     Cold Fusion Server
                                     Update, maintain JTCC Web site                     Internet Information Services (Web server)
                                     Update, maintain JTCC Web site                     Macromedia Dreamweaver MX
                                     Update, maintain JTCC Web site                     Access, Outlook, Word
                                     Update, maintain JTCC Web site                     MySQL

                                     Internal and external reporting
Assessment, Research, and Planning                                                        Word, Excel, Outlook, Explorer
                                     Internal and external reporting                      PeopleSoft
                                     Internal and external reporting                      RADSS
                                     Research/RADSS/PAS reports                           RADSS
                                     Research/RADSS/PAS reports                           Wordpad, Excel
                                     Research/RADSS/PAS reports                           PAS
                                     Planning                                             QBuilder
                                     Planning                                             Word, Outlook, Excel
                                     Course/faculty evaluations                           AutoData
                                     Course/faculty evaluations                           Access, Excel, Word
                                     Course/faculty evaluations                           BlackBoard

President's Office                   Internal and external communications                 Word, Outlook
                                     Internal and external communications                 IP Phone, FAX
                                     Debt Set Off                                         Hummingbird TN3270

CC Work Alliance (CCWA)              Enrollments                                          PeopleSoft
                                     Maintain student records                             PeopleSoft
                                     Contracts for services                               PeopleSoft
                                     Contracts for services                               Access, Word, Excel, Outlook, H&J drives
                                     Contracts for services                               IP Phone, FAX
                                     Receive payments                                     PeopleSoft
                                     Receive payments                                     Custom software
                                     Receive payments                                     Word, H&J drives
                                     Work Keys testing                                    Custom software
                                     Work Keys testing                                     ACT
                                     Work Keys testing                                    SIS
                                     Work Keys testing                                    Excel
                                     Instructor records                                   Manual process
                                     Instructor records                                   SIS
                                     Instructor records                                   Excel, Word, Access
                                                                             Sample Business Functions
                                      Internal and external communications                 Outlook, Word, Excel, PowerPoint
                                      Internal and external communications                 IP Phone
                                      Requisitions                                         State Procurement System
                                      Requisitions                                         Excel, Word
                                      Requisitions                                         PeopleSoft
                                      Requisitions                                         Manual
                                      Billing                                              PeopleSoft
                                      Billing                                              Access, Excel, Word
                                      CCWA Web server operations                           Web Server
                                      Business contacts                                    ACT
                                      CCWA contracting and class module                    Access

                                                                                           All functional areas require access to Word, Excel,
Administrative & Financial Services                                                        Outlook, Internet, Desktop software
Financial Aid                         Manage student accounts                              PeopleSoft
                                      Disperse funds                                       PeopleSoft
                                      Disperse funds                                       FRS
                                      Disperse funds                                       CARS
                                      External reporting                                   PeopleSoft
                                      External reporting                                   FRS
                                      External reporting                                   CARS
Human Resources                       Payroll accounts                                     CIPPS
                                      Payroll accounts                                     CARS
                                      Payroll accounts                                     PMIS
                                      Payroll accounts                                     Excel, Access
                                      Manage leave/benefits accounts                       CIPPS
                                      Manage leave/benefits accounts                       PMIS
                                      Manage leave/benefits accounts                       FoxPro
                                      Maintain personnel records                           CIPPS
                                      Maintain personnel records                           PMIS
                                      Maintain personnel records                           PeopleSoft
                                      Hiring/applicant records                             Manual
                                      Hiring/applicant records                             PMIS
                                      Hiring/applicant records                             Access
                                      Internal/external reporting                          CIPPS
                                      Internal/external reporting                          PMIS
                                      Internal/external reporting                          Excel, Access
                                      Record employees' hours                              Access, Excel
                                      Record employees' hours                              PMIS
                                      Record employees' hours                              CIPPS
Financial & Auditing                  Accounts receivable                                  PeopleSoft
                                                           Sample Business Functions
                         Accounts receivable                             Access
                         Accounts receivable                             FRS
                         Accounts receivable                             CARS
                         Accounts payable                                FRS
                         Accounts payable                                CARS
                         Billing                                         PeopleSoft
                         Billing                                         Access
                         Billing                                         FRS
                         Billing                                         CARS
                         Purchasing                                      FRS
                         Purchasing                                      CARS
                         Purchasing                                      Requisition system
                         Audits                                          Peoplesoft
                         Audits                                          FRS
                         Audits                                          CARS
                         Audits                                          Access
                         Internal/external reporting                     Peoplesoft
                         Internal/external reporting                     FRS
                         Internal/external reporting                     CARS
                         Manage budget                                   FRS
                         Manage budget                                   CARS
Security                 Building security                               Manual
                         Parking                                         Security vehicle
                         Fire prevention
                         Loss prevention
Building & Grounds       Requisitions                                    Requisition system
                         Requisitions                                    Outlook
                         Fixed assets                                    Outlook, Word, Excel
                         Fixed assets                                    FAIS
                         Fixed assets                                    VAPS
                         Mail/Courier                                    Manual
                         Mail/Courier                                    Outlook
                         Facilities Management                           TMA
                         Key Management                                  Tracer Key Control
Information Technology   Systems maintenance & Troubleshooting           Various Hardware and Software Tools
                         Systems Maintenance & Troubleshooting           Telephone, Cell Phone Pager, Walkie-Talkie
                         Systems Maintenance & Troubleshooting           Terminal Server
                         Help Desk                                       Telephone
                         Help Desk                                       Help Desk Management Software
                         Programming                                     dBASE IV
                         Programming                                     PeopleSoft (Crystal Reports, SQR, PeopleSoft Tools)
                              Sample Business Functions
Internal/external reporting                 Work, PowerPoint, Excel, Outlook
      Impact   Sensitivity
        1      Low           < 1 Hour
        2      Moderate      1 Hour
        3      High          2 Hours
                             3 Hours
                             4 Hours
                             5 Hours
                             6 Hours
Network                      7 Hours
LAN                          8 Hours
WAN                          1 Day
STANDALONE                   2 Days
NONE                         3 Days
OTHER                        4 Days
                             5 Days
                             6 Days
                             1 Week
                             2 Weeks
                             Dependent on external deadlines

								
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