Transcript Information Technology Improvement Plan J. Brice Bible Chief Information Officer Ohio University June 28, 2007

Information Technology
Improvement Plan
J. Brice Bible
Chief Information Officer
Ohio University
June 28, 2007
Where Do We Go From Here?
75 Day Plan (April 15 to July 1)
• Organizational Review and Realignment
• Budget Review and Plan (FY08)
• Governance Model (ITAC and Advisory Groups)
• Gartner Infrastructure and Staffing Plan
• Prepare for FY08 (OHIO IT Strategic Plan)
FY08 Key Activities
• Create Vision Ohio IT Plan
• Implement Gartner Recommendations (Year 1)
• Align Central-Distributed IT Responsibilities for
Improved Efficiencies and Services
• Allocate New Funds Toward Top Priorities
• Create and Implement IT Security Framework
June 28, 2007
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Office of Information Technology
Gartner Findings
• OIT is significantly
under-funded
• OIT is significantly
under-staffed
• Performance not
sustainable without
investment
• Outsourcing currently
not cost effective
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Office of Information Technology
OHIO IT Spending vs. Peers
$7.4M Annually
Below Bottom
25% of University
Peers
17.2 FTEs Below
Bottom 25% of
University Peers
OHIO
OHIO
All Organizations
All Organizations
University Peers
University Peers
University (Bottom
25%)
University (bottom
25%)
60% Below Organization Average for
Comparable Workload
42% Below University Average
56.7 FTEs
Below Average
of University
Peers
$15.4M Annually
Below Average
of University
Peers
OHIO
OHIO
All Organizations
All Organizations
University Peers
University Peers
University (bottom
25%)
University (Bottom
25%)
60% Below Organization Average for
Comparable Workload
42% Below University Average
Office of Information Technology
November 6, 2015
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Establish a New Identity
Office of Information Technology (OIT)
Name
The Office of Information Technology (OIT)
Mission Statement
To ensure modern, reliable, secure, and customer-oriented
information technology services and solutions are available to
advance the academic mission and objectives of Ohio
University
Goals
• Provide a robust and secure information infrastructure
• Provide customer-oriented and integrated applications and
services
• Provide transparent and measurable management practices
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Office of Information Technology
OIT Organization
President
Chief Information
Officer
ITAC
Project
Management
Information
Technology
Security
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Customer Support
Services
Application and
Information
Services
Business Services
and Special
Projects
IT Recruiting,
Retention, and
Development
Systems and
Operations
Infrastructure
Academic
Technologies
Office of Information Technology
Establish Governance Model and
Customer Involvement
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IT Advisory Council (ITAC) - The ITAC is a Presidentially-approved committee
whose primary charge is to support the CIO in upholding the principles of Vision Ohio
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Functional Support Committees – Customer-oriented support committees focused
on specific IT issues.
• Student Advisory Group
• Technology Architecture Council
• Faculty Senate IT Committee
• Administrative Technology Advisory Group
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Office of Information Technology
Anecdotal Customer Observations by CIO
(First 2 Months)
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Blackboard account for continuing education courses
Email assignment for admitted students
Web hosting service
Server hosting service
Server security standardization policy
URL acquisition and management (org, etc)
Grad student printing quota
Increase email quota
Ensure the unlikelyhood of an outage similar to last Fall
Simple mapped storage drive for all
Identity management
AD enhancement plan between central and distributed IT
Telephone cost model improvements – don’t charge too much for handsets
Eliminate desktop service call charge
Provide easy support for DNS entry changes
Eliminate charge for static IPs
Improve wireless connections in the dorms
Simplify software distribution
Assist Baker Center with scheduling system
Enable Blackberries to work seamlessly with email
Integrate email and calendar
Provide better grant expense reporting
Integrate email system compatible with data phones and office products
Centrally-support online course evaluation
Faculty CV management system
Etc, etc, etc…
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Provides
Additional
Customer Input
Into IT
Improvement
Plan
Office of Information Technology
IT Priority Areas
Key Priority Areas:
• Infrastructure Modernization and Stability
• Service Enhancements and Improvements
Priorities and policies are subject to
review and governance by the
Information Technology Advisory
Council (ITAC).
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Office of Information Technology
IT Priority #1: Infrastructure
Modernization and Stability (1 of 3)
• Network Infrastructure
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LAN Robustness, Redundancy, Flexibility, Capacity, and Security
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10Gb Core, 10Gb to Buildings, 100Mb to users, Redundant Routing
Continuation of Rewiring Plan
Network Access Control and Security
New Resources: Staffing (firewall and network engineers),
Routers, Switches and Training
• Computer Systems
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Storage and Server Standardization and Modernization
Create Enterprise Storage Architecture
Replace Aging Servers with Unix and Linux Architecture Solutions
Seamless and Secure Identity Management Architecture
New Resources: Staffing (system engineers and administrators)
and Systems
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Office of Information Technology
IT Priority #1: Infrastructure
Modernization and Stability (2 of 3)
• Disaster Recovery and Business Continuity
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Develop IT Business Continuity Plan (Risk Acceptance)
Define and Execute Backup and Disaster Recovery Plan (OSU, Second
Data Center)
Update Data Center Environmental Reliability (UPS, Cooling, etc)
Complete Business Impact Analysis (BIA) for OIT provided services
New Resources: Facilities and Systems
• Information Technology Security
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Regulatory and Legal Compliance (HIPAA, GLB, CALEA, Audit, etc)
IT Staff Training and Certifications
Campus Awareness and Training Programs
Forensics, Monitoring, Copyright, and Analysis Tools
IT Security Framework and Policies
New Resources: Staffing, Training, Marketing, and Systems
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Office of Information Technology
IT Priority #1: Infrastructure
Modernization and Stability (3 of 3)
• Customer Support Services
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Single Point of Contact (ITIL Service Model)
Problem Resolution and Tracking System
Campus Zone Support
Managed Desktop Support Environment (academic-friendly model)
Campus-Wide “Go Mobile” (laptop program) Support Infrastructure
New Resources: Staffing, Systems, and Training
Program Management
• Program Management Office (PMO) to Track Projects, Progress, and
Priorities
• Process Management Coordination to Ensure Service Reliability and
Performance
• New Resources: Staffing and Training
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Office of Information Technology
IT Priority #2: Service and Application
Improvements (1 of 2)
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Financial and HR Administrative Systems
• Implement Solutions from BPR Study
• Create Position Management Solution
• Enhance Oracle e-Business Suite of Products (Based on Customer Survey
Priorities)
• New Resources: Staffing (Oracle DBA, etc)
Data Warehousing and Reporting
• Provide Decision Support Tools in Coordination with RCB and Institutional
Effectiveness
• New Resources: Staffing and Analytical Tools
Student Information System (SIS)
• Acquire and Implement Fully-Integrated and Web-Based SIS
• Conduct Campus Readiness Assessment
• Develop State Institution Partnerships
• New Resources: Staffing (contract), Software, Systems, Integration Partner,
Facilities, and Training
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Office of Information Technology
IT Priority #2: Service and Application
Improvements (2 of 2)
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Departmental Solutions
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Support College and Departmental Applications Needs (ex: Faculty CV System, Student
Course Evaluation, etc)
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New Resources: Staffing, Software, and Systems
Academic and Instructional Technologies
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Upgrade and Enhance Blackboard Releases
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Facilitate Faculty Evaluation and Selection of Additional Instructional Services (e-Portfolio,
Assessment, etc)
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Support Asynchronous and Synchronous Classroom Tools
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Reallocate Current Resources to Instructional Design and Technology Support
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Provide Web Services for Campus
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Provide Lab Consolidation Services
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New Resources: Hardware, Software, and Staffing
Collaboration Tools
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Survey Faculty, Staff, and Students on Collaboration and Communication Capability Needs
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Email, calendaring, shared storage (mapped drives), IM, etc
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Procure and Implement Selected Solutions
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New Resources: Hardware, Software, Staffing, and Training
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Office of Information Technology
Student Information System Update
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Board Approved $4M Start-up Phase Last FY
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Software Selection Committee Evaluation Complete (June 2007)
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PeopleSoft Software Recommendation
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IT Infrastructure NOT Ready to Begin Implementation
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Recommended Next Phase – Readiness Assessment
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Pursue and Develop Possible State Alliances
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Determine Project Team Staffing Requirements (Technical and Functional)
Appoint Project Management Team
Develop Detailed Project Costing
Ensure IT Improvement Plan Requirements Underway
Determine Sources and Availability of Funding for Entire Project
Four State Universities Using Same SIS Solution
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All at Approximately Same Step in Implementation Process
Provide Detailed Proposal for Board of Trustees in Fall 2007
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Office of Information Technology
Proposed IT Improvement Funding Strategy
Purpose
• Based on the Gartner Report and OU assessment, Central IT needs $7-$10M in
additional funding to provide stable, reliable, and secure IT services
• Board of Trustees require rapid improvements
• President and Campus demand better IT service and enhanced information security
Approach
• Set target goal of $8M in additional base IT funding over five years
• Ramp-up with $5M over first three years (Phase 1)
• Establish progress measurement criteria and conduct quarterly reviews
• Conduct program evaluation after Year 1 and create/revise into “rolling” two year plan
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Office of Information Technology
Allocation of New Funding
3 Year Ramp-up Plan to $5M Annually
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Initiative (In Priority Order)
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Critical Staffing and Training
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Computer Systems Modernization
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Network Infrastructure Upgrade
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Disaster Recovery and Security
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Faculty Computer Refresh Program
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Academic Technology Solutions
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Data Warehousing and Reporting Tools
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Collaboration Tools (email, etc)
TOTAL ANNUAL FUNDING
Year 1
$1,100,000
$300,000
$300,000
$200,000
Annual Baseline Increase
Finance and HR System Enhancements
Student Information System (SIS)
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$100,000
Year 2
$1,900,000
$500,000
$900,000
$200,000
$200,000
$100,000
$2,000,000
$200,000
$4,000,000
Year 3
$2,600,000
$500,000
$1,000,000
$300,000
$200,000
$100,000
$100,000
$200,000
$5,000,000
$2,000,000
$2,000,000
$1,000,000
11 Positions
8 Positions
5 Positions
$2,000,000
$20,000,000
Office of Information Technology
Twenty-Four (24) Critical IT Staff Additions
(Over Three Years)
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Director, Systems & Operations
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Lead DBA
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Director, Customer Support Services
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DBAs (2)
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Director, Infrastructure
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Network Administrator (2)
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Director, Information Tech Security
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Service Administrator (2)
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Program Mgmt Officer
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Network Engineer
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Infrastructure & Storage Administrator
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Security Analyst
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Unix Administrator (2)
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OS Programmer (2)
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Windows Administrator (Departmental
applications, etc)
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Data Warehouse Architect
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Applications Analyst
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Blackboard System Administrator
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Blackboard Applications Administrator
24 Positions (Base + Benefits)
Training & Development
Market Adjustments
Total Recurring Funding
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Increases Infrastructure Staffing to 92 FTE
• Within 2.5 FTE of Bottom 25% of
Peers (Gartner Report)
• Still 42 FTE Below Peer Average
$2,200,000
$124,000
$316,000
$2,640,000
Office of Information Technology
Improvement Plan Hardware/Systems (3 Years)
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Network Upgrade
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Fiber Plant Upgrade and Dual Core Installation - Years 1 and 2
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Central Buildings Cutover – Year 3
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Remaining Building Connections to New Network - Years 4-7
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Computer Systems Improvements
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Enterprise Storage – Years 1 and 2 (Distributed Storage Centralization)
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Server Replacement – Year 2 (Distributed Computer Systems Centralization and Security)
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Identity Management – Years 2 and 3
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Backup/Recovery (DR) and Security Enhancements – Years 1 and 2
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Critical Staffing (as defined earlier) – Years 1, 2, and 3
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Faculty Computer Refresh Program – Year 2
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Academic Technologies
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Blackboard Software Upgrade – Year 1
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Software and Service Enhancements (Asynchronous, Open Source) – Years 2 and 3
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Data Warehousing
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Decision Support Tools – Year 2
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Collaboration Tool Improvements
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Exchange Email/Calendar Pilot Project – Year 1
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Email/Calendar Production System – Year 2
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Office of Information Technology
Proposed Accomplishments for First Year
(Metrics and Measurements)
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Network Infrastructure Upgrade
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Complete New Network Design and Detailed Budget Plan
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Begin Core Hardware Procurement Effort
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Computer Systems Improvements
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Design, Procure, and Implement Enterprise Storage Architecture
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Design Enterprise Server Architecture
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IT Security Improvements
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Develop Security Framework Plan and Create Data Classification Policy
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Conduct Identity Management Assessment
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Implement Disaster Recovery Service for SIS
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Critical Staffing
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Recruit and Hire First Round of Critical Staff Positions
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Ensure Performance Reviews are Conducted for all OIT Employees
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Academic Technologies
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Complete Upgrade to Current Version of Blackboard
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Provide Faculty Assessment Opportunity of New Blackboard Modules
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Collaboration Tool Improvements
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Conduct Exchange Email/Calendar Pilot Project with OU-COM
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Office of Information Technology
IT Infrastructure Life-Cycle Refresh Plan
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Establish TCO (Life-Cycle) Models for Core Infrastructure Services:
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Computer Systems:
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Networks and Telephone Systems
Computer Systems
Enterprise Applications
Desktop and Lab Computers
Components: Storage, Servers, IdM, Backup, DR, Email, Middleware, etc
Value: $5M
Replacement Cycle: 5 Years (Typ)
Replacement Annual Fund Base - $1M ($500k in existing budget)
Network Infrastructure:
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Components: Routers, Switches, Network Security, etc
Value: $10M
Replacement Cycle: 6 Years
Ramp up to $1.6M Annually ($600k available)
June 28, 2007
November
6, 2015
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Office of Information Technology
Progress on Original 20 Point Plan
Technology
1. Implementing a perimeter firewall
2. Monitoring network activity to identify attempted intrusions.
3. Conducting an IT risk assessment
4. Classifying data by the level of security required
5. Completing the installation of Active Directory (Authentication System)
6. Developing an enterprise-wide security architecture
FY07
FY08
FY09
Strategy and Process
7. Developing policies and procedures for enterprise-wide IT
8. Implementing practices designed to prevent security problems, including
network segmentation, virus and spyware detection.
9. Reducing the use of Social Security numbers and encrypting those that
are required
10. Implementing processes to monitor security and assure compliance
11. Developing a strategic plan for Information Technology
12. Assuring "business continuity" for network and systems operations
13. Creating a security administration framework
14. Inventorying IT applications and information assets across the University
Organization and Governance
15. Restructuring the central IT organization in order to establish clear roles
16. Hiring additional security staff
17. Conduct an IT skills assessment to identify IT training and development
needs
18. Establishing a project management team within the central IT office
19. Improving communications with stakeholders
20. Restructure the IT Leadership Council
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Office of Information Technology
Central-Distributed IT Alliance
• Focus on Four Areas of Joint Support:
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Server Administration
Application Management
Desktop Support
Computer Lab Management
• Verify Approach Through Pilot Projects
• Finance and Administration
• College of Arts and Sciences
• College of Engineering
• Use Central IT Stabilization Approach
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Office of Information Technology
Conclusions
• Continued Focus on Stability and Security
• Established Scalable Organization (OIT)
• $8M Annually Needed to Stabilize IT Operations
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$5M Annually Over Three Years Provides Rapid Improvement Ramp-Up
Detailed First Year Plan Includes Metrics to Monitor Performance
• New Governance Model In Place (ITAC)
• Central-Distributed IT Alliance Underway
• SIS Selection Completed
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Infrastructure Stabilization First
Readiness Assessment Underway
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Office of Information Technology