IT PBA 2006-2008 November 2006 Top 10 - Educause Security & Identity Management Funding IT Administrative/ERP/Information Systems Disaster Recovery/Business Continuity Faculty Development, Support, Training Infrastructure Strategic Planning Governance, Organization,
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Transcript IT PBA 2006-2008 November 2006 Top 10 - Educause Security & Identity Management Funding IT Administrative/ERP/Information Systems Disaster Recovery/Business Continuity Faculty Development, Support, Training Infrastructure Strategic Planning Governance, Organization,
IT PBA 2006-2008
November 2006
Top 10 - Educause
Security & Identity Management
Funding IT
Administrative/ERP/Information Systems
Disaster Recovery/Business Continuity
Faculty Development, Support, Training
Infrastructure
Strategic Planning
Governance, Organization, & Leadership
E-Learning/Distributed Teaching & Learning
Web Systems & Services & Enterprise Level Portals
State of IT Services
Successes
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Gone from no base funding to some base funding
State funding and recognition at state level
Re-organization of ITS & committees
Master Plan Draft
Challenges
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IT “Silo” groups
SLAs (Service Level Agreements) & expectations
Single entry for IT projects/requests & status feedback
Keeping up with technology and expectations
Direction
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Establishing metrics, SLAs, capacity & setting expectations
Real numbers on life cycle costs and life cycle planning
Accountability & transparency
Say Yes! – cooperative outsource, insource, and prioritize
IT Master Plan
(Priorities)
I.
Infrastructure (SD #5)
– Provide a college-wide, secure, reliable technology infrastructure
II. Enterprise Systems & Infostructure (SD #1, #2)
– Improve administrative effectiveness and access to information
III. Academic Support (SD #6)
– Enhance the instructional and academic mission of the college
through technology
IV. College Community Support (SD #4)
– Support individualized, college community use of technology
V.
IT Governance (SD #3)
– Improve management, planning, coordination, communications
and stewardship
Accountability
Accomplishments & Metrics
Accomplishments
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Clean Access, GroupWise 7.X, Banner 7.X
Repair of air conditioning in server rooms, replace UPS batteries
Replaced last of ATM network
Replaced administrative systems interfaces to other systems
On-line policy system
Replacement of the majority of legacy administrative reports in
Banner environment
Moved systems from daily and weekly downtime to monthly
and quarterly downtime
On-line payment systems for departments
Campus on-line cameras
Remodeling – rewiring WSC, BA basement, DLC planning, etc.
Campus wide student lab printing
Last Year ITS Budget (2005-2006)
Total On-Going Budget - $5,724,242
Wages, Salaries & Benefits $3,696,227
– Includes `Budget Cut of $100,000
$254,000 software
$333,369 Oracle
$110,000 telephone lines
$18,000 media plus $75,000
$225,000 infrastructure
$201,990 hardware maintenance
$230,000 Banner one-time
$124,000 current expense
$22,081 contingency/projects
Wages & Benefits
Obligations
Budget Cuts – Project Manager ($86,000)
Current, travel,
infrastructure
Accountability - Current
Status
Start of year hard funded
– 46.1 FT
– $1,348,328 in current, capital, travel, software
– $281,775 in hourly
Added
– DBA FT, Helpdesk FT (from PT), Media FT, 2 PT, Clay Salary 40%(from HR)
– $150,000 – servers
CUTS
– WebCT Maintenance - $30,000 (need back)
– 1 Position - $86,000
Academic Media Funds – $75,000
Total State Funds - $426,932 ($64,400 one time)
Software & maintenance obligations – $1,309,481
Soft funded
– Telephone Services (break even wiring, equipment, long distance, wiring labor, etc)
– Student Computing (break even open labs, kiosks, labor)
– Wireless & UVSCNet dialup – (break even services without labor costs)
– Media – charge and build for department
– Infrastructure fee ($100/new computer)
– Web Services & Automation – self funding charges to organizations & projects beyond funding
Position Comparison to Weber State
Positions
– 60 FT positions at Weber as compared to 51 UVSC
(9 fewer positions)
– PT numbers indicate similar shortages
Full-time IT Employee Comparison
18
16
14
12
10
8
6
4
2
0
17
14
15
13
13
11
Weber
UVSC
7
4
4
5
2
infrastructure User Services
Admin
Programming
Web
Telephone
Services
1
Security
Report
Last Year PBA - Immediate Decisions
Reallocation of existing funds NO NEW FUNDS
– Full-time Telephone Services technician
• Received permission & hired (soft funded)
– Full-time HelpDesk technician/shift supervisor
• Received permission & hired (lost 3 hourly PT funding)
– Full-time Web developer
• Received permission (haven’t hired because of current
workload shift to hourly positions & less programming)
– Other requests on Internal PBA
• Internally funded through reallocation of existing funds
Report
Last Year PBA - Position Requests
#1 Assistant DBA (highest college-wide priority) - $86,740
Funded - Hired Chuck Colborne (now searching for programmer)
#2 SUN/Luminis/Banner system admin - $86,740
Not funded – still on request for this year
#3 Convert 40% of HR programming position to IT - $28,000
Funded from HR and given to HR hourly ($16,000)
#4 Report Writer for Banner - $57,922
Funded – Continued employment of Jerry Clarke
Media technician & hourly - $120,000
Funded – Hired FT & PT
**Supported Student Services “funky tech” FUNDED TO STUDENT SERVICES
NOT FUNDED
Web developer - $57,922 – still on request for this year
Hourly money for HelpDesk, Media, Infrastructure, Programming - $120,000
System admin for infrastructure - $65,392
School technical support for each school - HASS, Education
Additional future needs also
Report
Last Year One-time Funding Requests
#1 Layer Seven Campus Firewall - $125,000
NOT FUNDED
#2 Software (shift of Microsoft license date/deficit) - $60,000
NOT FUNDED (state money may help - see Budget Plan)
#3 Final Banner consulting payment - $60,000
FUNDED
#4 IT training initiative - $80,000
NOT FUNDED
#5 Phonetic Operator (buy over 3 years) - $80,000
NOT FUNDED
Other - generator, backup system, SUN hardware
SUN HARDWARE NOW BECOMING CRITICAL
Report
Last Year On-going Funding Requests
#1 Pay the bills – total $245,921
#1 Software maintenance - $59,121 Partial FUNDED by state money ($60,000 Net)
#2 S&E funds for IT - $71,000 (request again)
#3 Hardware maintenance - $115,800 (request again)
#2 Server Infrastructure Funding – total $364,000
#1 Server replacement initiative - $150,000 FUNDED $150,000
#2 Sun hardware & storage – $180,000 Partial FUNDED($90,000 reallocation from Banner)
#3 Backup stop gap - $44,000 (request again)
#3 Network Infrastructure Funding - $400,000 Partial FUNDED $60,000 from State one-time
Wireless ($330,000 per year through student fees)
NOT FUNDED
Funding for Infrastructure through port charge ($120/computer/year) - $704,000
NOT FUNDED
New Computer on-going funding - $1600 for each new computer base funding
NOT FUNDED
Summary of Last Year PBA
Positions
New Funds – 3 FT, 2 PT (DBA, Reports, Media)
Total – Gained 4 FT, retained 1 FT temporary
Lost 5 PT to trades for FT positions
Could gain 1 FT and lose 4 PT in trade
Lost 1 FT to health, several empty positions
One-Time
$60,000 college (last Banner consulting payment obligation)
$60,000 state for hardware
On-Going
$150,000 college for servers
$60,000 state for software obligations
Budget Plan for This Year
Across IT
– Current expense - for travel, supplies, equipment,
phones
– Software - Pay obligations (expect to be only
$20,000 in hole reducing deficit)
– Maintenance contracts
– Furniture/remodeling for move of IT offices
Budget Plans for This Year
Infrastructure
– $558,000 for Infrastructure from IT Projects, new
computer fee, state money, Banner contingency, new PBA
money, carry forward
– Funds Created
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Physical Infrastructure R&R – $20,000
Power Infrastructure R&R – $20,000
Air Conditioning Maintenance - $19,000
Software Licensing (1st year) Hardware Maintenance – $54,100
Media Infrastructure R&R – $10,000
UVSCNet R&R - $20,000
Server R&R - $190,000
Sun/Banner System Maintenance Stop Gap - $90,000
Network/Security - $85,000
Contingency - $50,000 (spent at year end)
Budget Plans for This Year
Administrative Computing
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eSAF
ePAF
Reporting
Website
469 Multiple PIDMs identified & corrected since January
148 Banner programming requests completed since January
544 web projects including policy system, Banner/web systems
interfaces for systems such as BookMatch, Testing Center, etc.
Technology Support Services
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Campus wide lab printing
Working with Call Center
5 new media enhanced classrooms
20 minute classroom response
Plan – Strategic
(Major Budget Impacts)
Replace Banner hardware before end of
2008
Replace network before end of 2009
Replace phone switch before end of 2015
Replace all media equipment in LA
classrooms by 2010
Replace all servers by 2009
Based on end of life estimates
Plan – Operational
Train as many programmers in Oracle as
funds allow
Replace as many servers as funds allow
Replace Campus Network Core
Backups – Set expectations within capabilities
Programming – Set expectations within
capabilities
Plan for DLC impact issues (timing)
Battle security challenges
Up Coming Events &
Technology
Windows Vista migration
– Issues, software, testing, hardware
WebCT Vista migration (UEN hosted system)
Laptop Computers on campus
ITIL (IT Infrastructure Library)
– method for supporting IT based on service level
agreements
Virtual technology (virtual servers)
Consumer wireless-phone technology
Gartner Hype Cycle
Gartner
Hype
Cycle
2005
History of IT Funding
1999 Y2K – $800,000
2000 – Phone Switch & Network RFP – $1.2Million
2001 – Additional funding for Network/Phone $1.1 Million
2003 - 2006 Banner $6.2 Million
Buildings
– 2001 - CS building - funded campus cores, 3 building cores, all CS building
and surrounding areas (library, halls), studio, Cable TV, etc.
– 2002 - Student Center expansion – funded student center core & infrastructure
– 2003 - LA building – funded all LA building, server room for Banner, campus
SAN, media enhanced classrooms, etc.
– 2003 - Wasatch Campus – funded all infrastructure for Wasatch Campus and
between.
Technology has been one of the principle uses of growth
money both for academics and other areas across the college
Area requests – fund initiative system only (FSAAtlas,
WebCT, etc.)
– Later ask for software maintenance but not hardware or support!
With One-Time Money UVSC
has…
Built $1.2 million phone system (10-12 year life)
Built $2.1 million network (5-7 years)
Built $1 million wiring plant (10 years)
Funded $500,000 for servers (3-5 years)
Funded $400,000 SAN storage (4-7 years)
Funded $200,000 backup systems (3-5 years)
Funded $620,000 SUN servers & SAN (4-7 years)
Built $6.2 million Banner/Oracle system (10 -12 years)
30+ systems (TouchNet, fsaATLAS, PE Issue Room, advisor check in, etc.)
– (software maintenance is funded)
$1,500,000 server room infrastructure (10 years)
$250,000 cable TV infrastructure (10 years)
Over 100 media enhanced classrooms at $8,000 each (5-7 years)
Several Distance Learning classrooms & associated technology (3-5 years)
4500 computers ($4,500,000 worth) (3-5 years)
Additional department owned servers (5-7 years)
Black Hole
One time funding
One time funding
One time funding
One time funding
One time funding
Banner
Computers
Phone Switch
Servers
Funding Options
(How do we maintain it?)
One-time
– Over & over & over – black hole of IT
– Example (servers, Banner, phone switch)
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Advantage – only get when need Disadvantage – planning – emergency mode funding
Life-cycle of technology (base funding)
– Repair, replacement, and maintenance
– Example (software maintenance)
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Advantage – planning, real costs, not keep asking Disadvantage – changing needs, inflation, review
Base funding based on some metrics
– Per person, per port – grows with new people
– Example – companies software site licenses
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Advantage – grows with metric, easy planning for growth Disadvantage – shrinking metric
Charge back based on usage, cost
– Example – dial-up, wireless, long distance, wiring
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Advantage – users pay cost, reduces cost based on need
Disadvantage – expectation, avoidance,
Mixed – some of each depending on situation
Funding IT
Need an extended discussion on this issue
– We have been good at funding one-time costs
but not on-going costs
General principles
– Unfunded but high demand = self-funded
– Need to control costs = charge back
– Universal need = base funding
– Affected by growth = based on per user
Budget Requests & Initiatives
PBA Initiatives – Infrastructure
Provide a college-wide, secure, reliable
technology infrastructure
People Needed
– #1 Priority - Luminis Admin - $86,740
– System Admins, network personnel 3 FT & 2 PT
Infrastructure
– #2 On-going Funding of Server Infrastructure
• $2,850,000 one-time or $600,000 on-going total cost
• New money – $420,000 on-going (5 year cycle)
• Includes servers, SUN servers, storage, backup system (have $150,000)
– #9 On-going Funding of Network Infrastructure
• $2,100,000 one-time or $350,000 on-going total cost
• New money - $176,000 on-going (6 year cycle)
• Includes switches and routers (have $174,000)
– #5 Security
• $150,000 one-time & 20,000 on-going maintenance or $50,000 on-going
• Campus firewall and maintenance (5 year life cycle)
PBA Initiatives – Infrastructure
Provide a college-wide, secure, reliable
technology infrastructure
#3 IT Employee Support Funds – see below
– For training, supplies, and equipment for IT staff
Campus/State IT Initiatives (Innovation)
– #8 Support Wireless Initiative for Infrastructure
• $300,000 on-going funds
• Includes life cycle funding and support for 8,000 users (currently have
1000)
• Includes 1 Full time 1 Part time position
– Disaster Recovery & Business Continuity (Oracle RAC) – State of
Utah
– $150,000 Digital Signage Infrastructure
– $35,000 Video over IP upgrade – Phase I
– $50,000 on-going Identity Management
– $150,000 – Wiring Fund – no charges for wiring new rooms during
remodels
PBA Initiatives – Enterprise Systems
Improve administrative effectiveness and access
to Information
Infrastructure for Systems – see above
People
– #4 Web Developer - $57,922
– #7 Oracle Developer - $86,740
#3 IT Employee Support Funds – see below
• For training, supplies, and equipment for IT staff
Campus Initiatives (Innovation)
– Support Title III Grant
– Add on to Title III Grant
• Programming position permanent instead of 1 year - $57,922
• EDW software & consulting - $390,460 OT, $67,500 on-going
– Web site redesign & system stabilization (institutional pages)
– Tracking system for requests and reports
PBA Initiatives – Academic Support
Enhance the instructional & academic mission
through technology
#10 Media Infrastructure
– $800,000 one-time or $114,000 on-going
• Replacement cycle for 100 rooms (7 years)
Campus Initiatives (Innovation)
– Support academic IT initiatives
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WebCT Vista migration ($30,000 plus work)
Computer replacement funds & cycle
Technicians in Education & HASS
Scheduling Initiative
Plagarism checking $22,000 per year
– SRS classroom feedback technology standard & funding - $60,000
– Software application serving for laptops & labs - $120,000
(Could reduce software costs from departments)
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Video streaming, podcasting, classroom Internet technology - $110,000
Media enhanced classroom build-out to all of campus (7yr schedule)
Text messaging & mobile communications system
Student, faculty, & staff web pages, wikis, and blogs
PBA Initiatives–College Community Support
Support individualized, college community use of technology
People
– #6 HelpDesk - $57,922
– Software Office - $46,000
ITIL Initiative - incident response to support students, faculty,
staff, for help, training, and support
Campus Initiatives (Innovation)
– $79,500 one-time, $16,000 on-going - voice-activated operator
– My-Messaging monthly charge of $5 a month per user to cover the
$62,000 software upgrade
– Call Center Initiative in Student Services
– 24x7 support and system expectations
– $9,000 (base on-going) off-campus wireless service - then self-funded
– Desktop computer replacement funding
PBA Initiatives - IT Governance
Improve management, planning, coordination,
and stewardship
People
– Administrative support
#3 IT Support Funds
– IT employee support funds - $150,000
• Hourly, supplies, training, equipment for IT personnel
Campus Communications Initiative
IT Project & Request Tracking Process
Campus Initiatives (Innovation)
– Employee retention & market equity
Summary
Summary by Position Requests
People Positions
– #1 Luminis Admin - $86,740
– #4 Web Developer - $57,922
– #6 HelpDesk - $57,922
– #7 Oracle Developer - $86,740
– #8 Wireless Technician & support (part of
$300,000)
– Others including – Software Office, System
Admins, Network, etc.
#3 IT Employee Support Funds - $150,000
Hourly, supplies, training, equipment
Summary of Major Initiatives
On-going
One-time
Existing
$2.65 million for all servers &
storage
$200,000 for backup system (plus
maintenance)
$2.1 million for network
$800,000 117 media rooms at
about $8,000 per room
New functionality
$150,000 firewall (plus $20,000
maintenance)
Existing
#2 $530,000 for all servers & storage
–
5 year cycle
#2 $70,000 for backup system
– 3 year cycle (includes maintenance)
#9 $350,000 for network
– 6 year cycle
#10 $114,000 media
– 7 year cycle
New functionality
#5 $50,000 firewall
– 5 year cycle (includes maintenance)
#8 $300,000 wireless
(Note: DLC affects timing of install)
Have $174,000 for network
Have $150,000 for servers
IT PBA Prioritized List
#1 $86,740 for Luminis/Banner System Admin
#2 $420,000 for R&R of Servers, Storage, Backup*
#3 $150,000 for IT Employee Support Funds (S&E)
#4 $57,922 for Web Developer
#5 $50,000 Campus Firewall*
#6 $57,922 for HelpDesk Technician
#7 $86,740 for Oracle Developer
#8 $300,000 for Wireless Infrastructure
#9 $176,000 for Network Infrastructure (R&R)*
#10 $114,000 for Media Infrastructure (R&R)*
All are on-going requests but * have one-time options
Other campus initiatives we
support
1 Employee Retention and Market Equity (HR/PACE)
2 Wireless Infrastructure ($300,000 students) **
3 Title III ($390,460 one-time $67,500 on-going)
4 Digital Signage ($150,000 OT)
5 SRS (Student response system $60,000 OT)
6 Video Upgrade (IP Video phase I $35,000 OT)
7 Disaster Recovery (state initiatives from state funds)
8 Software Serving for Laptops ($120,000 OT)
9 Automatic Voice Activated Operator ($79,500 OT)
10 Desktop & Lab Computer replacement
11 Academic and Campus Scheduling Initiative
** On IT Top Ten priority list at #8
Top Priorities for IT 20072008
Aging infrastructure (servers, backup,
network – support for University)
Reporting, information, and functionality of
systems (especially for recruitment/retention)
Institutional Website
Campus and IT Communications
IT planning & workload management