Transcript Document

Technology Services
Update
Budget Committee
January 14, 2015
Louise Finn
Agenda
1. Technology Services – year in review
2. Significant initiatives – recently completed and in
progress
3. New initiatives and those in planning stages
4. Services offered and value delivered
5. Technology trends that can impact the University
6. Wrap up and questions
Technology Services – Year in Review
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OTS Help Center ~10,000 tickets/yr
Positions – 68
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15% Staff turnover
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Vacant – 5
RIF – 2
Work Study ~45
Impacts service continuity
Impacts projects
Slows overall progress
Moved back office operations off campus
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4 major locations on Evergreen/York Rd.
Funding for Technology
Budget reductions continue
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Operating down $450,000
over last 6 years
Hardware/software
contracts increase 5-6%
year
Net effect is < $900,000
less funding available
Initiatives Completed
or
In Progress
FY14 Completed Projects
University Projects
Messina Registration
Sodexo to Parkhurst Dining Transition
Sitecore Digital Marketing Suite
Digital Signage
Paperless University - Academic Advising
Paperless University - Records
Health Center Appointment Scheduling
LCC Electronic Medical Record System
LCC Digital Recording & WiFi network
Student Self Service: Finance
Police Report Management System
Support for Escheated Checks
Commuter Address Electronic Collection
Marcomm Online StoreFront
Pay by Space Meters
Financial Aid Dashboard
Web CRD for Printing Services
Disability Support Services System & Lab
Ticket Master Network and Scanners
International Student Tax - Glacier Software
33 completed
3 placed on hold
2 removed
34 continued into FY15
Internal IT Projects
Moodle 2.3 Upgrade
Inside Loyola - My Sites
iGoForth Mobile Fire II App Contest
Web Conferencing for Teaching, Meetings
Next Generation Computing Experience Guidelines
SharePoint 2007 specialty sites to 2010
Virtual Desktop Pilot
Combined Mobile App Upgrade
Service Manager SCSM Phase II
Laptop/Desktop Drive Encryption
Configuration Manager 2012 (SCCM)
FY15 Completed Projects
University Projects
CRM Graduate Admission Workflow
Dining Services Phase II
LCC Centricity Remote Access
Loyola Operational Data Store for Reporting
Maxient Data Mgt. for Student Dev.
CRM Graduation Event Registration
Phone-a-thon Upgrade
Academic Works Scholarship Mgt. System
eCommerce for Transcripts
Counseling Center Online Referral Program
Internal IT Projects
Mac Enterprise Management
DR Application Assessment (Timonium)
Mobile Device Management/Exchange Integration
Colleague Two-Factor Authentication
Technology Field Guide
15 completed
8 placed on hold
6 removed
30 underway
8 not started
10 start next FY
FY15 Projects Underway
University Projects
Closed Captioning for Ridley Scoreboards
Online Student Orientation
Sitecore DMS Setup & Recruiter
Integration
Sellinger Graduate CRM Recruiter
FAC CSI Upgrade
Paperless University – Graduate Fin. Aid
Paperless University – Records
eProcurement & Asset Management
Timekeeping & Leave
Italian Placement Exam
Smart Print Implementation
Online Motor Pool and Charter System
HR (Colleague) Reimplementation
Messina Registration 2.0
Lync Loyola – PBX replacement
Internal IT Projects
Personal Identification Information (PII)
Data Mgt.
Colleague SQL Database Migration
Technology Asset Management/Service
Center
Training Program for Colleague New Users
Undergraduate CRM Data Import Rework
Virtual Desktop Phase II
Report Transformation to SQL using ODS
AJCU-CITM Annual Conference Host
OTS Ticketing Escalations
Computer Authentication for Virtual Private
Network (remote access for restricted
systems)
Moodle Reporting
IGoForth III Mobile App Contest
Office 2013 Upgrade
Initiatives in Planning
Stages
New Initiatives in Planning Stages
• Focusing more on the end-user experience
• Student lifecycle CRM
• Enrollment > Academic > Alumni
• Hardening the computing environment
• New campus firewalls, monitoring, detection, alerts
• Locking down who can access what from where
• Moving our data center off campus
• Public, Private, Hybrid Cloud
• Centralized technology procurement policy
Student Lifecycle CRM
Enrollment > Academic > Alumni
Advisors
Dashboard
Student View
Public Cloud Services
Software as a Service (SaaS)
Software that is owned, delivered and managed remotely
by one or more providers. The provider delivers software
based on one set of common code and data definitions
that is consumed in a one-to-many model by all
contracted customers at anytime on a pay-for-use basis
or as a subscription based on use metrics.
Infrastructure as a Service (IaaS)
A highly automated offering, where compute resources,
storage and networking capabilities are owned and hosted
by a service provider and offered to customers on-demand.
Customers are able to self-provision this infrastructure,
using a Web-based graphical user interface that serves as
an IT operations management console for the overall
environment
SaaS Applications in Use at Loyola
Halogen – employee appraisals
Benelogic – benefit enrollment & mgt.
People Admin – HR applicant tracking
Ruffalocody CRM – UG Admission
Ruffalocody Phon-a-thon – fundraising
CPO Tracker – BCP repository
TransForms – online smart forms
iModules – alumni online community
Academic Works – scholarship mgt.
ARMS – athletic record mgt.
Nextbus – shuttle tracking
e2Campus – emergency alert messaging
Office 365 – Student/Alumni e-mail
Police Reporting System – Public
Safety
@task – project management software
Moodle – learning mgt. system
Axiom Mentor – scholarship archive
Maxient - student data mgt.
Star Rez – student housing mgt.
SAS – academic
CSI – Fitness and Aquatic Center mgt.
Panopto – classroom lecture capture
What’s Up Gold – network monitoring
Dell Secure Works – intrusion monitoring
24x7 – external application monitoring
Lynda.com – online learning system
Campfire – emergency communication
Diversity Calendar – multicultural calendar
Data Cookbook – data and report mgt.
Adobe Connect – web conferencing
Adobe Digital Publishing Suite –
emagazines, brochures, online marketing
Challenges Ahead
• Physically moving our systems off campus to a
commercial data center, possibly IaaS
• Protecting data integrity, uptime
• Tying offsite Loyola managed systems in with
SaaS systems into seamless experience for
end-users through
Inside Loyola
Services and Value
Technology Initiatives are Adding Value
Student Retention: Created smart online forms for faculty to create
mid-term deficiencies which enabled students to be warned within hours
(instead of days or weeks) of their academic under-performance,
enabling them to quickly make adjustments.
Enrollment: Digitized the Common App intake process to create
prospect records in the Constituent Relationship Management (CRM)
system without human intervention which sped up the process, and
enabled a record year for undergraduate applications processed.
Cost Avoidance: Determined that an upgrade to existing software
running the Fitness & Aquatic Center could resolve performance issues
rather than replacing the application, saving $60,000.
Risk Mitigation: Migrated the Phon-a-thon system used for fund raising
into the cloud, enabling us to reestablish our compliance posture with
the new Payment Card Industry (PCI) requirements.
Services and Value
Governance and Portfolio Management
• Committees represent every constituency
• Process for new requesting new tech solutions
• Alignment with fiscal budget cycle
• Scorecard (impact, risk, ROI) analysis
• Ranked project listing for funding
• Master Gantt
• Change management, status reporting
Student Engagement
• iGoForth Mobile App development contest
provides real world experience
• Student Tech Center (STC) – work study
experiences, resume building
• Captioning at the Ridley – work study
experience, saves $$, lots of recognition
Partnership with Academic Affairs
• Faculty Technology Grants – encouraging
innovative ways for using new tech in teaching
• Online Teaching – building frameworks and
capacity
• Summer Online Boot Camp – faculty
development program
• Research Computing Infrastructure
Business Process Analysis
• Evaluation of current methods, pain points,
opportunities for optimization, automation
• Adoption of electronic workflows, new systems
• BP outsourcing when/where appropriate
• Create new efficiencies, find savings
Digitization of our Business Processes
• Improves data security
• Faster retrieval of information
• Agility when change is needed
• Translates to improved customer
experience
Project and Portfolio Management
• Full transparency and accountability
• TCO and ROI
• Alignment with University goals
• Manages risk and expectations
Catalog of Services
• Onboarding/Offboarding staff & students
• Manage expectations, guarantee
response times
• Track cost of providing services to each
constituency
• Provides ability to compare in-house vs.
outsourced solution costs
Service Cost Model
Campus Computing
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University Functions
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Academic Administration
Advancement
Campus Management
Enrollment
Finance
Human Resources
Student Services
Teaching and Learning
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Business Intelligence
Client Services
Communication and
Collaboration
Data Management
Disaster Recovery and
Business Continuation
Labs (departmental) and
Conference Rooms
Network Services
Point of Sales
Professional Services
Security
Server Management
Service Center
Voice Communication
Web Services
New Systems
New Services
Enhance Existing
Compliance
Service
Operations:
Production
Systems
Client
Support
Compliance
Service Cost Model Definitions
The total cost of each University Function is comprised
of the following elements:
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Capital – Any capital expenditure that directly served a University
function
Operations – Any operational non-personnel expenditure that
directly served a University function
Direct Personnel – Personnel support that can attributed (“billed”)
directly to a University function
Assigned Project Costs – Projects that directly benefitted a
University function
Indirect Campus Computing Costs – The percentage of shared
campus computing cost used by a University function
Indirect Project Costs – the percent of a shared project that
served a University function
Longitudinal FY12,13,14 University Functions
Capital, Operating, Projects, Personnel
Longitudinal FY12,13,14
Unit Cost to Provide Technology by Constituency
Trends in Higher Ed
Trends in Higher Ed Technology
• Online, hybrid & collaborative learning
• Big Data; Internet of Things, MOOCs, learning
analytics, data driven decisions, assessment
• Adaptive Learning: personalized, based upon prior
knowledge, experience and preferred learning
style
• Student: retention, engagement, success
• Credentialing: badges, micro credentials,
reinventing credits, competency based
Wrapping Up: Change is Everywhere
Consumerization (bring your own device)
Big Data (analytics, tools)
Cloud (how, when, where)
Online/Hybrid Teaching and Learning
Cyber Security (minimize the risk)
Aging Workforce/Digital Literacy
Escalating Costs/Decreasing Funding
Questions?
Technology Services FY16 Proposed Capital Budget
Office of Technology
Support & Services
Description
Proposed
Sequoia POS system outsource
Desktop computer lifecycle refresh 4 yr old
laptops, 5 yr old desktops. 269 PC @ $1,000, 100
Mac @ $1,200
389,000
Labs & Classrooms lifecycle refresh
322,500
Total Office of Technology Support & Services
80,000
791,500
Infrastructure
Security
315,000
Disaster Recovery
408,286
Backup
99,000
Storage
205,000
Servers
Data Network
269,316
77,000
Total Infrastructure
1,373,602
Enterprise Applications
SQL Colleague Production
SQL Colleague DR
22,335
960
Recruiter Test Platform
ReArchitect ODS/BI Environment
Total Enterprise Applications
124,630
64,910
212,835
Technology Services FY16 Proposed Capital Budget
Proposed
Total Office Tech Support & Service
791,500
Total Infrastructure
1,373,602
Total EA
212,835
Grand Total
2,377,937
University Master Gantt
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