information technology improvement plan j. brice bible chief information officer ohio university...

Information Technology Improvement Plan

J. Brice BibleChief Information OfficerOhio UniversityJune 28, 2007

Office of Information TechnologyJune 28, 20072

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

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

June 28, 20073

April 18, 2023Office of Information Technology

OHIO IT Spending vs. Peers

4

60% Below Organization Average forComparable Workload

OHIO

All Organizations

University Peers

University (Bottom25%)

$7.4M Annually Below Bottom

25% of University Peers

42% Below University Average

OHIO

All Organizations

University Peers

University (bottom25%)

17.2 FTEs Below Bottom 25% of

University Peers

42% Below University Average

OHIO

All Organizations

University Peers

University (bottom25%)

56.7 FTEs Below Average of University

Peers

60% Below Organization Average forComparable Workload

OHIO

All Organizations

University Peers

University (Bottom25%)

$15.4M Annually Below Average

of University Peers


Establish a New IdentityOffice 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


OIT Organization



Establish Governance Model and Customer Involvement

• 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

• 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


Anecdotal Customer Observations by CIO(First 2 Months)

• 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…

Provides Additional

Customer Input Into IT

Improvement Plan



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).



IT Priority #1: Infrastructure Modernization and Stability (1 of 3)

• Network Infrastructure• LAN Robustness, Redundancy, Flexibility, Capacity, and Security

• 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• 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




• Disaster Recovery and Business Continuity• 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• 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




• Customer Support Services• 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



IT Priority #2: Service and Application Improvements (1 of 2)

• 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


IT Priority #2: Service and Application Improvements (2 of 2)

• Departmental Solutions• Support College and Departmental Applications Needs (ex: Faculty CV System, Student

Course Evaluation, etc)• New Resources: Staffing, Software, and Systems

• Academic and Instructional Technologies• Upgrade and Enhance Blackboard Releases• Facilitate Faculty Evaluation and Selection of Additional Instructional Services (e-Portfolio,

Assessment, etc)• Support Asynchronous and Synchronous Classroom Tools• Reallocate Current Resources to Instructional Design and Technology Support• Provide Web Services for Campus• Provide Lab Consolidation Services • New Resources: Hardware, Software, and Staffing

• Collaboration Tools• Survey Faculty, Staff, and Students on Collaboration and Communication Capability Needs

• Email, calendaring, shared storage (mapped drives), IM, etc• Procure and Implement Selected Solutions• New Resources: Hardware, Software, Staffing, and Training

June 28, 200715

Office of Information TechnologyOffice of Information TechnologyOffice of Information Technology

Student Information System Update• Board Approved $4M Start-up Phase Last FY

• Software Selection Committee Evaluation Complete (June 2007)• PeopleSoft Software Recommendation

• IT Infrastructure NOT Ready to Begin Implementation

• Recommended Next Phase – Readiness Assessment• 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

• Pursue and Develop Possible State Alliances• Four State Universities Using Same SIS Solution

• All at Approximately Same Step in Implementation Process

• Provide Detailed Proposal for Board of Trustees in Fall 2007


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


Office of Information TechnologyOffice of Information Technology

Allocation of New Funding3 Year Ramp-up Plan to $5M Annually

Year 2

$1,900,000

$500,000

$900,000

$200,000

$200,000

$100,000

$200,000

$4,000,000

Year 1

$1,100,000

$300,000

$300,000

$200,000

$100,000

$2,000,000

Annual Baseline Increase

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

• Finance and HR System Enhancements• Student Information System (SIS)

$2,000,000

$20,000,000


Twenty-Four (24) Critical IT Staff Additions(Over Three Years)

• Director, Systems & Operations

• Director, Customer Support Services

• Director, Infrastructure

• Director, Information Tech Security

• Program Mgmt Officer

• Infrastructure & Storage Administrator

• Unix Administrator (2)

• Windows Administrator (Departmental applications, etc)

• Applications Analyst

• Blackboard System Administrator

• Blackboard Applications Administrator

• Lead DBA

• DBAs (2)

• Network Administrator (2)

• Service Administrator (2)

• Network Engineer

• Security Analyst

• OS Programmer (2)

• Data Warehouse Architect

• Increases Infrastructure Staffing to 92 FTE• Within 2.5 FTE of Bottom 25% of

Peers (Gartner Report)• Still 42 FTE Below Peer Average

June 28, 200718

24 Positions (Base + Benefits) $2,200,000

Training & Development $124,000

Market Adjustments $316,000

Total Recurring Funding $2,640,000

June 28, 200719


Improvement Plan Hardware/Systems (3 Years)• Network Upgrade

• Fiber Plant Upgrade and Dual Core Installation - Years 1 and 2• Central Buildings Cutover – Year 3• Remaining Building Connections to New Network - Years 4-7

• Computer Systems Improvements• Enterprise Storage – Years 1 and 2 (Distributed Storage Centralization)• Server Replacement – Year 2 (Distributed Computer Systems Centralization and Security)• Identity Management – Years 2 and 3• Backup/Recovery (DR) and Security Enhancements – Years 1 and 2

• Critical Staffing (as defined earlier) – Years 1, 2, and 3

• Faculty Computer Refresh Program – Year 2

• Academic Technologies• Blackboard Software Upgrade – Year 1• Software and Service Enhancements (Asynchronous, Open Source) – Years 2 and 3

• Data Warehousing• Decision Support Tools – Year 2

• Collaboration Tool Improvements • Exchange Email/Calendar Pilot Project – Year 1• Email/Calendar Production System – Year 2

June 28, 200720


Proposed Accomplishments for First Year(Metrics and Measurements)

• Network Infrastructure Upgrade• Complete New Network Design and Detailed Budget Plan• Begin Core Hardware Procurement Effort

• Computer Systems Improvements• Design, Procure, and Implement Enterprise Storage Architecture• Design Enterprise Server Architecture

• IT Security Improvements• Develop Security Framework Plan and Create Data Classification Policy• Conduct Identity Management Assessment• Implement Disaster Recovery Service for SIS

• Critical Staffing• Recruit and Hire First Round of Critical Staff Positions• Ensure Performance Reviews are Conducted for all OIT Employees

• Academic Technologies• Complete Upgrade to Current Version of Blackboard • Provide Faculty Assessment Opportunity of New Blackboard Modules

• Collaboration Tool Improvements • Conduct Exchange Email/Calendar Pilot Project with OU-COM

April 18, 2023 Office of Information TechnologyJune 28, 200721

Office of Information TechnologyOffice of Information TechnologyOffice of Information Technology

IT Infrastructure Life-Cycle Refresh Plan

• Establish TCO (Life-Cycle) Models for Core Infrastructure Services:• Networks and Telephone Systems• Computer Systems• Enterprise Applications• Desktop and Lab Computers

• Computer Systems:• 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:• Components: Routers, Switches, Network Security, etc• Value: $10M• Replacement Cycle: 6 Years• Ramp up to $1.6M Annually ($600k available)

June 28, 200722


Technology1.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

Strategy and Process

7.Developing policies and procedures for enterprise-wide IT8.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 compliance11.Developing a strategic plan for Information Technology12.Assuring "business continuity" for network and systems operations 13.Creating a security administration framework14.Inventorying IT applications and information assets across the University

Organization and Governance 15.Restructuring the central IT organization in order to establish clear roles16.Hiring additional security staff17.Conduct an IT skills assessment to identify IT training and development needs18.Establishing a project management team within the central IT office19.Improving communications with stakeholders20.Restructure the IT Leadership Council

Progress on Original 20 Point Plan

FY07 FY08 FY09



Central-Distributed IT Alliance

• Focus on Four Areas of Joint Support:• 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

June 28, 200724


Conclusions• Continued Focus on Stability and Security

• Established Scalable Organization (OIT)

• $8M Annually Needed to Stabilize IT Operations• $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• Infrastructure Stabilization First

• Readiness Assessment Underway

information technology improvement plan j. brice bible chief information officer ohio university...

Documents

fy08 ohio

average of university

staffing plan

day plan

security framework slide

customer involvement

advisory council itac

funded oit