SMC Tech Pulse Spring 2025

State Chancellor’s Office Common ERP Collaborative

Implementing a new Enterprise Resource Planning (ERP) system is more than a technology upgrade—it is a strategic transformation that modernizes business and academic operations, while enhancing reliability, and ensuring long-term institutional adaptability. A successful ERP implementation requires IT leaders, senior staff, and stakeholders to first gain a comprehensive understanding of existing business processes to align the system with institutional needs.

Why Understanding College Business Processes Matters

An ERP system’s effectiveness depends on its alignment with institutional goals, workflows, and operational challenges. Without this foundation, even the most advanced ERP solutions may fail to deliver anticipated benefits. A thorough assessment of current processes ensures alignment with the Education, Technology, and Facilities Master Plans, driving efficiency and sustainable growth.

Key Success Factors

• Analyzing Business Processes – Identifying inefficiencies and aligning workflows with institutional goals.
• Stakeholder Engagement – Involving leadership and end-users to ensure system effectiveness.
• Strategic Planning & Funding – Conducting gap analysis and optimizing resource allocation.
• Data-Driven Decision Making – Utilizing business process mapping to guide implementation.
• Governance & Compliance – Ensuring adherence to regulations and accountability measures.

• Lessons from Past Initiatives – Leveraging prior experiences to apply best practices and avoid known pitfalls.

Conclusion

With participation from 13 districts and 22 colleges, this initiative leverages collaboration and best practices to drive a successful ERP implementation. By prioritizing business process analysis and strategic planning, the project ensures operational efficiency, long-term sustainability, and improved service delivery across institutions.

Zoom Recordings and Transcripts Retention Policy Changes

The California Community College’s Chancellor’s Office (CCCCO) funds Zoom for all colleges. One of the factors impacting the cost of this service is the ever-growing terabytes of video recordings stored in Zoom’s cloud. The CCCCO has developed a Zoom Recordings and Transcripts Retention Policy outlining an automatic deletion schedule of Zoom recordings and transcripts. This also applies to Zoom recordings created through SMC’s Canvas integration.

The first automatic deletion occur on October 2, 2025. On that date, all recordings created before July 31, 2024 will be deleted.  The deletion schedule for next few years is as follows:

If there are any recordings you wish to retain, see our knowledgebase article.

Windows 11 Update

Microsoft will end support for Windows 10 in October 2025.  The IT department is continuing efforts to update the remaining SMC Windows 10 PCs to Windows 11 before the deadline.  To continue progress towards this goal:

• Computers new enough to support Windows 11 will show reminders to automatically upgrade from Windows 10 to 11 between now and October 2025.
• Computers too old for Windows 11 will be replaced or removed (where possible). IT will contact affected users to coordinate. Part of this process includes systemically enabling OneDrive Backup for employee PCs to ensure Desktop, Documents, and Pictures folders are automatically backed up to your SMC OneDrive account.  This will make the computer replacement process more efficient with less interruption to affected users.

Cutting down on fraudulent enrollment with LexisNexis

MIS has implemented LexisNexis and built new WebISIS interface to assist Admissions in identifying fraudulent applications and false identity of current enrollments by matching records against LexisNexis national database. This ongoing effort will cut down the enrollment and Financial Aids fraud cases. 

Student Evaluation Project

Under the direction of Academic Affairs, MIS has designed and programmed a student evaluation solution, which is accessed through Corsair Connect. The results of the evaluations are visible through mProfessor. This user-friendly solution helped SMC cut down the cost of the Watermark software it replaces.

TBH Mental Health Software

In January 2024 assisted the Center for Wellness & Wellbeing in rolling out the new TBH software to the students. TBH is a free on-demand, personalized mental health support platform that provides additional support to SMC students.

Technology Hardware Refresh Orders

Working with our partners in budget planning, SMC IT develops multi-year plans aimed at replacing common technology hardware at the end of their useful life. This end of useful life is often defined by the date the hardware is no longer compatible with new security patches. The plan encompasses hardware such as computers, projectors and infrastructure such as network equipment. The quantity of each varies year by year and SMC IT reviews all equipment for elimination or consolidation, where possible, to reduce overall costs. During this fiscal year, approximately 300 PCs that are not compatible with Windows 11 are being replaced to ensure our students and employees have access to current technology and our computing infrastructure has the latest security updates for the coming years. 

Controlling server sprawl

SMC IT continuously designs and reviews opportunities to reduce operating costs and complexity in our computing infrastructure. During a recent cleanup and consolidation effort, SMC IT reduced our server storage consumption by 12%. In a separate project, SMC IT has been assisting our Campus Police with replacing the security camera system servers. The new system reduces the number of servers required by approximately 60%. This reduction is due to evolving cloud computing capabilities and increasing performance density of new servers which also translate into less power consumption and cooling demand.

Faculty Studio Lab

SMC IT’s Technical Support Services Team recently provided support for the setup of Distance Education’s new Faculty Studio Lab. This space will provide faculty with the ability to create instructional videos for course content.  SMC IT was involved with reviewing the initial design and helping with selecting technical equipment for the new Lab, as well as assisting with installation, integration, and programming of the user interfaces.

When opened, the Faculty Studio Lab will provide Asynchronous Lecture Capture for Enhanced Course Accessibility, with a Modular Design that is adaptable to accommodate different configurations to meet diverse instructional needs.    In conjunction with the Lab, the Distance Education staff will also offer Professional Content Creation for Enhanced Course Accessibility.

For additional information, keep a lookout for Distance Education’s upcoming unveiling at this Spring’s Professional Development Day.  Inquiries may be directed to distance_ed_inquiry@smc.edu.

AB 2683 Training

Working with Admissions, we have rolled out a mandatory online Sexual Violence and Harassment Prevention Training program to the students. This will help foster a respectful and harassment-free campus community. 

Update on Stellic

We assisted Enrollment Services with a soft-launched of Stellic during the Winter semester. Stellic is a next generation student education planning and degree audit software. Enrollment Management is in the planning stages for a full roll-out this spring. Beyond the initial roll out, new modules are to be added in order to better advise students academically, guide them towards academic success, and increase completion rates. 

Cal-GETC and Common Course Numbering

Common Course Numbering is a project mandated by the Chancellor’s Office which MIS is assisting Academic Affairs and Enrollment Services in implementing. This is a multi-year project which will make it easier for students to fulfill lower-division GE requirements, streamline transfer to four-year institutions (CSU and UC), maximize credit mobility, and strengthen equitable transfer and student success. 

Student Past Fee Forgiveness

We assisted Fiscal Services and Admissions to batch-grant specified student population one-time fee forgiveness for their past due fee between Summer 2018 to Spring 2024 using the SMC COVID Block Grant.

Remain Safe with Good Cybersecurity Habits

California Community Colleges, including Santa Monica College, remain prime targets for increasingly sophisticated cybersecurity threats. Bad actors frequently employ phishing scams—deceptive emails designed to steal login credentials or install malware—and ransomware attacks that can encrypt vital data and disrupt college operations. These threats specifically aim to access sensitive student and employee information (like PII and financial data) held by SMC. Staying vigilant against unsolicited emails requesting personal information or urging immediate action on suspicious links is our first line of defense against these intrusions.

Know who you are sharing your data with. Safeguarding institutional data extends to how we share information using SMC's approved platforms, Google Workspace and Microsoft 365. When collaborating or sharing documents via Google Drive, Docs, OneDrive, or SharePoint, it's crucial to use secure practices. Always verify you are sharing files only with intended recipients and grant the minimum necessary permissions (e.g., 'Viewer' instead of 'Editor' unless required). Avoid using "anyone with the link" settings for sensitive information. Regularly review who has access to your shared files and folders, and always use your official SMC account, not personal accounts, for college business.

Protecting Santa Monica College's digital environment is a shared responsibility. By being cautious with email attachments and links and diligently managing our data sharing settings in Google and Microsoft 365, we significantly reduce our collective risk. Remember to use strong, unique passwords and enable multi-factor authentication where available. Your awareness and adherence to secure practices are essential for maintaining the confidentiality and integrity of our college's information systems.

If you encounter suspicious emails, potential security vulnerabilities, or unusual activity related to your SMC accounts or college systems, please report it immediately to ITHelp@smc.edu.