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– 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– IT “Silo” groups– SLAs (Service Level Agreements) & expectations– Single entry for IT projects/requests & status feedback– Keeping up with technology and expectations

Direction– 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

AccountabilityAccomplishments & Metrics

Accomplishments• 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)

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

Current, travel,infrastructure

Total On-Going Budget - $5,724,242Total On-Going Budget - $5,724,242

Budget Cuts – Project Manager ($86,000)

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

17

14 13

11

1513

4 4

75

2 102468

1012141618

infrastructure User Services AdminProgramming

Web TelephoneServices

Security

Full-time IT Employee Comparison

Weber

UVSC

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

ReportLast Year PBA - Position Requests

#1 Assistant DBA (highest college-wide priority) - $86,740Funded - Hired Chuck Colborne (now searching for programmer)

#2 SUN/Luminis/Banner system admin - $86,740Not funded – still on request for this year

#3 Convert 40% of HR programming position to IT - $28,000Funded from HR and given to HR hourly ($16,000)

#4 Report Writer for Banner - $57,922Funded – Continued employment of Jerry Clarke

Media technician & hourly - $120,000Funded – Hired FT & PT

**Supported Student Services “funky tech” FUNDED TO STUDENT SERVICESNOT 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

ReportLast Year One-time Funding Requests

#1 Layer Seven Campus Firewall - $125,000NOT FUNDED

#2 Software (shift of Microsoft license date/deficit) - $60,000NOT FUNDED (state money may help - see Budget Plan)

#3 Final Banner consulting payment - $60,000 FUNDED

#4 IT training initiative - $80,000NOT FUNDED

#5 Phonetic Operator (buy over 3 years) - $80,000NOT FUNDED

Other - generator, backup system, SUN hardware SUN HARDWARE NOW BECOMING CRITICAL

ReportLast 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 FUNDEDFunding for Infrastructure through port charge ($120/computer/year) - $704,000NOT FUNDEDNew Computer on-going funding - $1600 for each new computer base fundingNOT FUNDED

Summary of Last Year PBA

PositionsNew Funds – 3 FT, 2 PT (DBA, Reports, Media)Total – Gained 4 FT, retained 1 FT temporaryLost 5 PT to trades for FT positionsCould gain 1 FT and lose 4 PT in tradeLost 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 YearAcross 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• 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– 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

– 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 2009Replace phone switch before end of 2015Replace all media equipment in LA

classrooms by 2010Replace 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 allowReplace Campus Network CoreBackups – Set expectations within capabilitiesProgramming – Set expectations within

capabilitiesPlan 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 HoleOne time funding One time funding

One time funding

One time funding One time funding

Banner

Servers

Phone Switch

Computers

Funding Options(How do we maintain it?)

One-time – Over & over & over – black hole of IT– Example (servers, Banner, phone switch)– Advantage – only get when need Disadvantage – planning – emergency mode funding

Life-cycle of technology (base funding) – Repair, replacement, and maintenance– Example (software maintenance)– 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– Advantage – grows with metric, easy planning for growth Disadvantage – shrinking metric

Charge back based on usage, cost– Example – dial-up, wireless, long distance, wiring– 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 – InfrastructureProvide 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 – InfrastructureProvide 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 SupportEnhance 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

• 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)– 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 SupportSupport 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 GovernanceImprove 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

One-timeExisting $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)

(Note: DLC affects timing of install)

On-goingExisting #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

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 2007-2008

Aging infrastructure (servers, backup, network – support for University)

Reporting, information, and functionality of systems (especially for recruitment/retention)

Institutional WebsiteCampus and IT Communications IT planning & workload management