How Umpqua Community College Saved Over $200K by Modernizing IT with OculusIT Reading time: 3 Minutes Higher education is being redefined by rising expectations, shrinking budgets, and constant technological change. For community colleges in particular, the challenge is even more pronounced. They must deliver accessible, high-quality learning experiences while managing limited IT staff, aging infrastructure, and increasing regulatory pressure. Umpqua Community College in Oregon found itself at this crossroads. The leadership team knew that continuing with their existing technology model would not support the institution’s long-term goals. They were not just looking to fix isolated issues. They needed a complete shift in how IT supported their academic mission. That shift began with OculusIT. Understanding the Problem Beyond the Surface Before partnering with OculusIT, Umpqua Community College was facing a series of familiar yet serious challenges. Their IT costs were growing with little visibility into how to control them. Internal staff were stretched thin, supporting aging systems that frequently broke down. Cybersecurity practices needed strengthening, and fragmented IT processes led to poor user experiences and inconsistent service delivery. Frequent downtimes were causing disruptions across academic and administrative systems. Compliance requirements were becoming harder to manage, especially without dedicated tools and expertise. It was clear that these issues were not just technical headaches. They were directly affecting the institution’s ability to operate efficiently, meet stakeholder expectations, and plan for growth. A Strategic Partnership with a Long-Term Vision Umpqua Community College chose to work with OculusIT not as a vendor but as a strategic partner. The goal was to modernize the college’s entire IT environment and establish a future-ready foundation that would enable growth, stability, and innovation. OculusIT delivered a tailored suite of managed services including: 24×7 IT helpdesk support Managed infrastructure and cybersecurity services Banner ERP support and governance Dedicated project management oversight Network segmentation for improved security Core switch migration for faster connectivity VDI deployment for flexible access to academic systems This was not just about replacing aging technology. It was about building a secure, scalable, and resilient IT ecosystem. The Results: Outcomes of the Partnership Umpqua Community College’s transformation delivered measurable, lasting impact: More than $200,000 saved annually in IT costs through resource optimization Streamlined IT operations with faster response times and less downtime Stronger cybersecurity posture with segmented networks and endpoint protections Improved regulatory compliance through better controls and oversight A future-ready digital infrastructure that supports academic innovation Over 3,000 successful helpdesk interactions across IT and LMS systems Enhanced user experience for students, faculty, and staff These results reflect the power of a proactive, strategy-first approach to IT in higher education. A Model for Modern Higher Education Umpqua’s story is not an isolated success. It represents what is possible when institutions treat IT as a strategic function rather than a reactive support system. Every college that is struggling with high costs, outdated systems, or limited internal capacity can take a lesson from this transformation. By partnering with a provider that understands the unique demands of higher education, colleges can unlock real value from their technology investments. They can reclaim resources, reduce risk, and focus on the outcomes that matter most – student success, institutional resilience, and future-readiness. Ready to Build Your Own IT Success Story? OculusIT helps colleges and universities modernize their IT infrastructure while keeping costs in check. If your institution is facing similar challenges, now is the time to rethink what your IT environment can deliver. Let us help you turn today’s roadblocks into tomorrow’s opportunities. Let’s connect

Cutting Cloud Costs on Campus: FinOps Strategies Every Higher Ed CIO Needs in 2025 Reading time: 3 Minutes When cloud adoption accelerated across higher education, the goal was speed, scalability, and flexibility. But what followed for many institutions was a new challenge: rising cloud costs without a clear view of where budgets were going, who was spending what, and how to manage it all effectively. Today, uncontrolled cloud usage is draining IT budgets, leading to surprise invoices and service overlaps that strain already tight institutional resources. For CIOs and IT leaders, the need to align cloud operations with financial accountability has never been more urgent. That is where FinOps comes in. What Is FinOps and Why Higher Ed Needs It FinOps, short for cloud financial operations, is not just a cost-cutting tactic. It is a cross-functional discipline that brings together IT, finance, and academic stakeholders to manage cloud investments with greater transparency and efficiency. Instead of reacting to high cloud bills after the fact, institutions with FinOps practices in place proactively monitor usage, forecast spend and optimize services to avoid waste. For colleges and universities under pressure to do more with less, this shift allows for strategic cloud growth without budget surprises. What’s Driving Cloud Waste on Campus While the cloud has delivered enormous benefits for higher education such as improved scalability, support for hybrid learning, and faster deployment, the lack of centralized governance often leads to inefficiencies. Common challenges include: Departments purchasing cloud services independently, leading to duplication Storage left running long after projects end Over-provisioned servers that remain idle but still accrue charges Lack of real-time visibility into usage and spend trends These issues not only inflate costs but also make it difficult to forecast budgets or reallocate resources to priority projects. Without a strategy in place, cloud growth becomes cloud-sprawl. FinOps Principles That Work for Higher Ed Higher education may have different funding models and organizational structures than corporations, but the principles of FinOps still apply. Here are four key strategies CIOs can implement to improve cloud cost control: 1. Centralize Visibility Across Campuses and Vendors Ensure IT leaders have a single pane of glass into all cloud usage across departments, campuses, and providers. This gives institutions the data needed to identify underused services or duplicate workloads. 2. Establish Shared Accountability Between IT and Finance FinOps requires joint ownership. CIOs and CFOs should agree on reporting structures, cost-allocation models, and thresholds for alerts or reviews. 3. Automate Cost Optimization Where Possible Use tools that right-size resources, shut down unused environments, and apply discounts automatically. This reduces human error and ensures consistent cost savings. 4. Align Cloud Usage with Institutional Priorities Set clear policies to guide cloud use toward strategic outcomes such as improved student services, data security, or academic research rather than isolated departmental needs. Benefits Beyond the Budget Sheet FinOps is not only about lowering bills. When done right, it strengthens digital governance, improves trust between departments, and frees up the budget for innovation. By improving how cloud investments are tracked and managed, institutions can: Scale digital services more sustainably Reduce emergency cost overruns or unplanned infrastructure requests Build stronger business cases for future tech initiatives Increase financial transparency across academic and administrative units At a time when IT teams are expected to deliver more with fewer resources, FinOps enables smarter decisions that reflect both technical needs and financial reality. Why Now Is the Right Time for a FinOps Strategy As more colleges move mission-critical applications such as learning management systems and student information systems into cloud environments, the financial impact of cloud services will only increase. What was once considered variable spend is now becoming a core part of the IT budget. CIOs who take the lead on FinOps today will be better positioned to handle new demands in 2025 and beyond, whether it is scaling infrastructure, preparing for AI workloads, or supporting remote operations. A disciplined, data-informed approach to cloud cost management is quickly becoming a strategic advantage. Cloud waste is not just a budget issue. It is a visibility issue, a governance issue, and a strategy issue. Institutions that adopt FinOps practices now will not only spend smarter, they will lead smarter. Ready to Take Control of Cloud Spend on Your Campus? Talk to our experts to explore how OculusIT can help you implement FinOps strategies that align with your goals.

Rebuilding ERP Support in 2025: What CIOs Need Beyond Implementation Reading time: 4 Minutes Many higher education institutions are not failing because of the ERP system they chose. They are struggling because what follows implementation often includes limited support, poor optimization, and overburdened internal teams. The challenge is not always the platform itself. It is how that platform is supported, maintained, and aligned with evolving campus needs. As institutions modernize their digital infrastructure, CIOs are increasingly rethinking ERP support models to ensure long term value, stability, and performance. Why ERP Issues Are Often Misdiagnosed When faculty or staff raise concerns about their ERP system, it is easy to assume the software is the problem. But in many cases, the real issues stem from: Inadequate technical and functional support Delayed upgrades or failed integrations Underutilized modules that could streamline operations Limited in-house expertise after initial go live Without consistent optimization, even the most advanced ERP system can become sluggish, fragmented, or misaligned with the institution’s workflows. Many colleges implement ERP with the expectation that it will evolve with them. In reality, most internal IT teams are too stretched to manage full lifecycle support while also handling daily operational demands. The Hidden Cost of Under Supporting ERP ERP is foundational to student records, financial aid, HR, and finance, yet it often lacks the post implementation resources needed to keep it running efficiently. This leads to: Manual workarounds and inefficiencies across departments Delayed reporting or incomplete data insights Higher risk of compliance issues and audit findings User frustration and decreased confidence in IT systems What starts as a few minor issues can compound into systemic inefficiencies that slow down operations and impact student service delivery. For institutions focused on enrollment, retention, and agility, this operational drag becomes a strategic liability. Why Colleges Are Moving Toward Managed ERP Support In 2025, more colleges are shifting away from fully internal ERP management towards hybrid or outsourced models that provide 24×7 support, broad expertise, and scalable service levels. This approach brings several advantages: Access to Specialized Talent ERP platforms are continuously updated. Staying current requires expertise across modules, upgrades, and integrations. Managed support ensures access to professionals trained on system performance, configuration, and troubleshooting. Improved System Stability With proactive monitoring, patching, and performance tuning, institutions can avoid costly downtime or delayed upgrades. This keeps the ERP system aligned with institutional goals and evolving requirements. Strategic Resource Allocation By offloading repetitive maintenance and troubleshooting tasks, internal IT teams can focus on high impact initiatives like analytics, digital transformation, or student engagement. Scalable Support Models Institutions can expand or reduce support coverage based on seasonal workloads, implementation timelines, or staffing changes without long term commitments. Support That Goes Beyond Routine Fixes Forward thinking institutions are not just looking for someone to resolve ERP problems. They are seeking strategic partners who can guide optimization, streamline user experience, and ensure that ERP continues to evolve as institutional goals change. This includes services like: Functional support for student, HR, and finance modules Workflow improvements to reduce manual intervention Integration with systems like learning platforms, reporting tools, and CRM Regulatory updates and compliance management Cloud migration planning and vendor coordination When ERP support includes both functional and technical expertise, institutions can unlock new value from systems they already use. What CIOs Are Prioritizing in 2025 Across higher education, IT leaders are reevaluating the way their ERP systems are supported. Not because the software is outdated, but because the traditional support model no longer meets institutional demands. The focus is shifting from ownership to optimization, from deployment to performance, and from reaction to strategy. For institutions facing budget pressures, enrollment shifts, and growing compliance obligations, ensuring the ERP backbone is stable, supported, and scalable is no longer optional. It is essential to institutional success. Ready to Strengthen ERP Support on Your Campus? Is your institution ready to strengthen ERP support and unlock long-term value? Explore OculusIT’s ERP Managed Services to stabilize operations, improve user satisfaction, and scale confidently into 2025.

AI Is Rewriting the Rules of Campus Security: Here’s How CIOs Are Responding Reading time: 4 Minutes When it comes to cybersecurity, higher education is facing a new wave of complexity. AI-powered tools are not just changing how institutions operate. They are also transforming how cybercriminals attack. From automated phishing to deepfake-driven fraud, threats are evolving faster than traditional campus defenses can keep up. With legacy security measures stretched thin and new vulnerabilities emerging almost daily, many college CIOs are rethinking what “cyber-ready” really means in 2025. The Rise of AI-Driven Threats on Campus As colleges and universities adopt AI for academic research, student engagement, and operational efficiency, threat actors are also using these same tools to scale attacks. What is changing: Phishing emails written by AI are harder to detect, more personalized, and capable of bypassing traditional filters. Synthetic impersonation using AI or deepfake tools that trick staff into releasing sensitive data or approving unauthorized actions AI-generated malware is growing more evasive, capable of adjusting its code in real time to avoid detection. These threats are not theoretical. In recent months, U.S. colleges have reported growing concerns about impersonation scams, unauthorized access attempts, and AI-driven reconnaissance. These incidents all point to the need for smarter, more adaptive defenses. Why Traditional Cybersecurity Approaches Are Falling Short Many institutions still rely on static controls like outdated firewalls, manual patching, and siloed IT teams. These measures are not built to counter intelligent, learning-based attacks that change tactics quickly. Key limitations include: Delayed detection due to lack of real-time analytics or around-the-clock monitoring Overloaded internal teams juggling compliance, systems management, and threat response Fragmented security frameworks with no centralized view of campus risk CIOs know that staying ahead of modern threats requires more than software updates. It requires a cultural and strategic shift. This includes AI-enabled defenses, predictive analytics, and continuous security operations. How Forward-Thinking Institutions Are Responding To stay resilient, colleges are beginning to embed cybersecurity deeper into institutional strategy. Here is how: 1. Investing in Always-On Security Operations Centers (SOCs) Campus IT teams cannot monitor every alert at all hours. That is why many are partnering with Managed Security Service Providers who operate real-time SOCs that combine human expertise with AI detection tools. These centers can flag unusual behavior, escalate threats, and respond to incidents before they cause damage. This reduces downtime and recovery costs. 2. Engaging Virtual CISOs for Strategic Oversight With evolving regulations such as GLBA and increasing board-level scrutiny, higher ed CIOs are tapping into vCISO services for risk governance, policy building, and long-term planning. This provides institutions with access to executive-level security guidance without hiring full-time staff. 3. Proactively Simulating AI-Enabled Attacks Some colleges are running controlled phishing and social engineering campaigns using AI-based tools to test their campus readiness. These exercises reveal weak spots in user awareness, authentication methods, and escalation protocols. 4. Adopting Zero Trust Frameworks Institutions are moving away from perimeter-based defenses and embracing Zero Trust. This “never trust, always verify” model limits lateral movement within systems. Combined with multi-factor authentication and continuous monitoring, Zero Trust provides a strong foundation against both insider and outsider threats. From Reactive to Resilient: A Shift in Mindset Higher education can no longer afford to treat cybersecurity as a compliance checkbox or a basic IT task. It is now a mission-critical function that safeguards institutional reputation, student privacy, and operational continuity. CIOs are recognizing that AI is not only accelerating threats. It is also enabling smarter defense. With the right partnerships, strategies, and tools, colleges can turn this technological shift into an opportunity to build a more secure and agile future. Ready to Strengthen Your Campus Cyber Strategy? Talk to our cybersecurity experts to learn how OculusIT’s Security Operations Center, vCISO services, and AI-powered threat monitoring can help your institution stay ahead of emerging risks.

From AI to Real-World Wins: My Top Goals for EDUCAUSE 2025 Reading time: 4 Minutes Every year, EDUCAUSE brings together the brightest minds in higher education technology, along with plenty of coffee-fueled conversations. This year feels especially exciting. With AI adoption moving into practical applications, data integrations reshaping decision-making, and partnerships driving innovation faster than ever, EDUCAUSE 2025 promises more than informative sessions and a tote bag of giveaways. It is an opportunity to experience the future of campus IT up close. As I prepare for the event, I have been building my personal “must-see” list. It covers the big technology trends, the real-world strategies, and the kinds of hallway conversations that can spark game-changing ideas. Here are six reasons I am genuinely looking forward to EDUCAUSE 2025 and why I believe these topics matter for every higher education leader focused on technology, learning, and growth. 1. Seeing AI in Action for Higher Education Artificial intelligence has moved beyond being a buzzword and is now proving its value in everyday campus operations. I am eager to see how institutions are using AI to improve both efficiency and outcomes, from automating routine IT tasks to helping admissions teams identify students who may need additional support. I am equally interested in how campuses are ensuring AI remains ethical, transparent, and aligned with institutional values. 2. Unlocking the Power of Data Insights and Integrations Data becomes more valuable when it is connected, accessible, and put to work in meaningful ways. EDUCAUSE offers a chance to explore how campuses are integrating data across academic, administrative, and financial systems to make decisions faster and with greater accuracy. When institutions connect their data effectively, they gain the ability to act with confidence and agility. One example is Worcester Polytechnic Institute, which partnered with OculusIT to transition from Tableau to PowerBI. By integrating dashboards, providing on-demand support, and training users, WPI was able to accelerate adoption and ensure smoother decision-making through connected data. 3. Learning from Innovative Partnerships Many of the most impactful changes in higher education happen through strong partnerships that combine campus expertise with the right technology. I look forward to seeing examples where these collaborations have improved access to resources, accelerated modernization, and delivered measurable results without creating additional administrative complexity. At OculusIT, we have more than 20+ CIOs and certified CISOs on staff who bring forward looking leadership and guidance to modernize technology and improve student success, making partnerships not just about implementation but about long-term strategy. 4. Exploring Campus Cybersecurity in the Age of AI Cybersecurity is becoming increasingly complex as both threats and defenses evolve with AI capabilities. I want to learn more about how institutions are using AI to detect and prevent attacks before they disrupt operations, and how they are making security measures both stronger and easier for users to navigate. 5. Bridging the Gap Between IT Strategy and Academic Goals A strong technology strategy should work hand in hand with an institution’s academic mission. I am hoping to hear stories of campuses where IT and academic leaders collaborate from the earliest planning stages, ensuring that technology investments directly enhance teaching, learning, and research outcomes. 6. Building Real-World Connections Some of the most valuable moments at EDUCAUSE happen in informal settings, where attendees share challenges, trade solutions, and realize that many institutions are navigating similar issues. These conversations often lead to partnerships and initiatives that create lasting impact long after the event ends. Why This Matters Beyond the Conference EDUCAUSE is not just another industry gathering. It is where the ideas, relationships, and strategies that will shape the future of higher education IT begin to take form. I am attending with an open mind, ready to learn from peers, share insights, and return with approaches that can be applied immediately to strengthen the institutions we serve. If you are attending EDUCAUSE 2025, let’s connect and explore how we can collaborate to drive innovation and improve outcomes for your institution.

How can Higher Ed Institutions Effectively Evaluate HECVAT? March 10th, 2025 Higher education institutions must balance the drive for innovation with the need for strong security measures. As reliance on external vendors increases, establishing a structured method for evaluating these partnerships becomes essential. The Higher Education Community Vendor Assessment Toolkit (HECVAT) offers a proven framework for assessing vendor security and compliance. In this blog, we explore practical strategies for effectively leveraging HECVAT to strengthen your institution’s risk management and IT operations. Understanding HECVAT Developed collaboratively by the higher education community, HECVAT is designed to streamline and standardize the assessment of third-party vendors’ information security controls. It ensures that vendors meet the rigorous security and compliance requirements unique to educational institutions. The latest iteration, HECVAT 4, introduces significant enhancements to address emerging challenges in vendor assessments. Key Enhancements in HECVAT 4 Comprehensive Question Sets: HECVAT 4 incorporates new and updated questions, particularly focusing on artificial intelligence (AI) and privacy practices. This addition allows institutions to evaluate vendors’ AI usage and adherence to privacy regulations more effectively. Unified Assessment Tool: By consolidating previous versions (Full, Lite, and On-Prem) into a single, flexible tool, HECVAT 4 simplifies the assessment process. Vendors can now complete one comprehensive assessment annually, which institutions can tailor to their specific requirements. Enhanced Training Resources: The updated HECVAT website offers improved training materials for both institutions and vendors, facilitating a better understanding of the assessment process and expectations. Effective Strategies for Evaluating HECVAT To maximize the benefits of HECVAT, higher education institutions should consider the following strategies: Establish a Cross-Functional Evaluation Team: Assemble a team comprising members from information security, legal, procurement, and relevant academic departments. This diverse group ensures a holistic evaluation of vendors, addressing technical, legal, and operational considerations. Prioritize Vendor Assessments: Categorize vendors based on the sensitivity of the data they will access or process. This prioritization allows institutions to focus resources on assessing vendors that pose higher risks. Leverage HECVAT’s Customization Features: Utilize HECVAT 4’s flexibility to tailor assessments to your institution’s unique requirements. For instance, you can select specific categories to include in a vendor’s score and mark critical items as “non-negotiable” for focused evaluation. Engage in Continuous Dialogue with Vendors: Maintain open communication with vendors throughout the assessment process. Encourage them to provide comprehensive responses and clarify any ambiguities. This collaborative approach fosters transparency and strengthens partnerships. Incorporate HECVAT into Contractual Agreements: Ensure that the security requirements identified through HECVAT assessments are embedded into vendor contracts. This integration holds vendors accountable and provides legal recourse in case of non-compliance. Stay Informed and Adaptable: Regularly review and update your assessment criteria to align with evolving security threats and regulatory changes. Participate in community forums and training sessions to stay abreast of best practices. Address GLBA Requirements for Service Provider Management: In addition to HECVAT, consider the Gramm-Leach-Bliley Act (GLBA) requirements, which mandate that service providers implement effective safeguards to protect sensitive consumer data. Evaluating vendors for GLBA compliance ensures that they have the necessary measures to secure financial and personal information—a critical aspect when managing third-party risk in higher education. Conclusion Evaluating third-party vendors is no longer a checkbox exercise—it’s a strategic imperative for maintaining a secure, resilient digital ecosystem. By leveraging HECVAT’s structured framework, higher education institutions can not only mitigate risks but also drive informed, forward-thinking decisions that align with their strategic goals. With tailored evaluation strategies in place, your institution can confidently navigate the complexities of vendor management while safeguarding its most critical assets. OculusIT is dedicated to empowering institutions with comprehensive CIO/CISO services that enhance your security posture and operational excellence. Contact us today to learn how we can support your journey.