Seattle Community Colleges DistrictSeattle Community Colleges DistrictMay, 2009May, 2009

It’s time to think

outside the box!

Current budget climate requires Current budget climate requires new and innovative approaches new and innovative approaches to delivering services.to delivering services.

““A budget crisis is a terrible A budget crisis is a terrible thing to waste”thing to waste”

How do we save moneyHow do we save money

In the short run?In the short run?

In the long run?In the long run?

Do we have to spend money now Do we have to spend money now to become more efficient in the to become more efficient in the future?future?

Enterprise IT ServicesEnterprise IT ServicesServing all campuses Serving all campuses and the District Officeand the District Office

IT Staff organized IT Staff organized functionallyfunctionally,, not not geographicallygeographically

Re-distribution of staff and managers Re-distribution of staff and managers based upon functional and technical based upon functional and technical expertiseexpertise

Enterprise IT Organization functions as a Enterprise IT Organization functions as a single agency serving all 5 locationssingle agency serving all 5 locations

Chancellor Presidents

Central Information Technology

Services

Systems and Directory Services

Systems AdministratorsDatabase AdministratorsManagement of

Servers

Directory Services / Identity Management

Email Server (or externally hosted system)

Database Structures

Data Warehouse

Liaison with Go Forward, LMS Admin, etc.

Systems Analysis & Web App

Development

Systems AnalystsApplication DevelopersWeb DevelopersMiddleware Developers

App & Web developers meet with users, define, simplify and automate processes using web-based and other tools.

Provide portalized application tools, content management tools, intranets, etc.

Project Management and Systems Analysis

Networking and Infrastructure

Network AdministratorsWiring Specialists

Management of

Wiring closets & infrastructure

Development of standards for all SCCD locations

Training of local campus networking specialists

Campus Based Lab and Desktop

Support

Lab StaffDesktop Support Teams

Campus-based management of instructional labs

Campus based management of help desk and desktop support for instructional and administrative desktops

Example ofExample ofProposed Functional Proposed Functional OrganizationOrganization

Collaborative Collaborative OrganizationalOrganizationalStructureStructure

Flexible team orientationFlexible team orientation Cooperation and collaboration – Strong leadershipCooperation and collaboration – Strong leadership Shared technical knowledgeShared technical knowledge

Eschew “hype” and shiny new technologiesEschew “hype” and shiny new technologies Educate usersEducate users

Not bound by historical organizational competitionNot bound by historical organizational competition Not affiliated with any one campus, so it can support allNot affiliated with any one campus, so it can support all Not affiliated with Instruction or Administration, so that Not affiliated with Instruction or Administration, so that

it can support bothit can support both Total support and buy-in from the Chancellor and Total support and buy-in from the Chancellor and

Presidents for the new structure – including Presidents for the new structure – including budgetary supportbudgetary support

Enterprise-centric IT SupportEnterprise-centric IT Support

Tier One Help Desk Support / Initial Call CenterTier One Help Desk Support / Initial Call Center

Network & Infrastructure Management / DesignNetwork & Infrastructure Management / Design Juniper Project & Telecom examplesJuniper Project & Telecom examples

Directory Services / Identity ManagementDirectory Services / Identity Management

Systems Analysis / User Needs AnalysisSystems Analysis / User Needs Analysis

Project Management / Process ImprovementProject Management / Process Improvement

Application DevelopmentApplication Development

User Training and DocumentationUser Training and Documentation

Development of Standards / Service Level AgreementsDevelopment of Standards / Service Level Agreements

Campus-centric IT SupportCampus-centric IT Support

Tier Two Help DeskTier Two Help Desk

Desktop Support / Face-to-face Desktop Support / Face-to-face Customer SupportCustomer Support

Computer LabsComputer Labs

Infrastructure installation and repairInfrastructure installation and repair

Network troubleshootingNetwork troubleshooting

AdvantagesAdvantages Institutional continuity, succession planningInstitutional continuity, succession planning Multiple sets of eyes on every projectMultiple sets of eyes on every project Centralized project management Centralized project management Specialized, standardized and optimized servicesSpecialized, standardized and optimized services Best available resources from all campusesBest available resources from all campuses

Human CapitalHuman Capital HardwareHardware SoftwareSoftware

Elimination of redundant services in 5 locationsElimination of redundant services in 5 locations Economies of scale in purchasingEconomies of scale in purchasing More sustainable, eco-friendly infrastructureMore sustainable, eco-friendly infrastructure Time for proactive R&D, rather than putting out firesTime for proactive R&D, rather than putting out fires SCCD can be placed more strongly within CTC – more clout!SCCD can be placed more strongly within CTC – more clout!

Example : Enterprise Data Center Example : Enterprise Data Center Current ConfigurationCurrent Configuration

North

= 42

= 1.2

North

= 42

= 1.2

Central

= 39

=.7

Central

= 39

=.7

District

= 30

=1

District

= 30

=1

SVI

= 7

=.25

SVI

= 7

=.25

South

=40

=2.5

South

=40

=2.5

All campuses have servers to run applications and servicesAll campuses have servers to run applications and services All campuses have staff to manage servers (real and virtual)All campuses have staff to manage servers (real and virtual) All campuses dedicate space to house servers and related equipmentAll campuses dedicate space to house servers and related equipment

Space for servers is an issue on some campuses, so servers physically distributedSpace for servers is an issue on some campuses, so servers physically distributed Cost of Storage and other solutions is a challengeCost of Storage and other solutions is a challenge

Systems management distributed across partial FTE’s with other responsibilitiesSystems management distributed across partial FTE’s with other responsibilities Standards are developed at each campus on case-by-case basis Standards are developed at each campus on case-by-case basis Lack of redundancy and failoverLack of redundancy and failover

Enterprise Data CenterEnterprise Data CenterProposedProposed

North

North

Central

Central

District

District

SVISVI SouthSouth

Centralized Server FarmCentralized Server Farm• Standard hardware, OSStandard hardware, OS• More energy efficiencyMore energy efficiency• More efficient purchasingMore efficient purchasing• More efficient use of server spaceMore efficient use of server space• Trained dedicated support staffTrained dedicated support staff• Better Backup and SecurityBetter Backup and Security• Higher level of expertiseHigher level of expertise• Faster response timesFaster response times

Enterprise Data CenterEnterprise Data CenterProposedProposed

North

North

Central

Central

District

District

SVISVI SouthSouth

Failover Server Farm

Enterprise Data CenterEnterprise Data CenterProposedProposed

CostsCosts Space and renovationsSpace and renovations

HVAC Improvements – HVAC Improvements – servers servers need significant air flow and coolingneed significant air flow and cooling

Increased electrical capacityIncreased electrical capacity

Equipment Moving / Equipment Moving / Purchasing / DeploymentPurchasing / Deployment

Staff Learning CurveStaff Learning Curve

SavingsSavings Space (at vacated campuses)Space (at vacated campuses) HVAC and power for one HVAC and power for one

location cheaper than fivelocation cheaper than five Single server space can serve Single server space can serve

5 locations optimally5 locations optimally Redeployment of staff across Redeployment of staff across

other IT functionsother IT functions

Example: Enterprise Systems Analysis and Example: Enterprise Systems Analysis and

Application DevelopmentApplication Development

North

North

Central

Central

District

District

SVISVI SouthSouth

User needs across 5 locations more similar than differentUser needs across 5 locations more similar than different

Electronic forms and applications can serve multiple locations Electronic forms and applications can serve multiple locations from a single instancefrom a single instance

IT resources at individual locations are stretched thin – so users IT resources at individual locations are stretched thin – so users are not getting what they needare not getting what they need

North

North

Central

Central

District

District

SVISVI SouthSouth

Current Process – decentralized approachCurrent Process – decentralized approach““We need a new Application / Form / Process”We need a new Application / Form / Process”

Purchase new software / hardware (if necessary)Purchase new software / hardware (if necessary)Programming and testingProgramming and testing

Programmer meets to determine user needsProgrammer meets to determine user needs

Application rollout and trainingApplication rollout and training

Hi! I’m your friendly IT

guy and I’m here to help!

Hi! I’m your friendly IT

guy and I’m here to help!

We like happy

computer users!

We like happy

computer users!

How can we make

things easier for

you?

How can we make

things easier for

you?

Let me stop what I’m doing to

help!

Let me stop what I’m doing to

help!

What can we do for

you?

What can we do for

you?

Happy Users . . . But great expense on each campusHappy Users . . . But great expense on each campus

Enterprise Systems Analysis and Enterprise Systems Analysis and Application DevelopmentApplication Development

North

North

Central

Central

District

District

SVISVI SouthSouth

ProposedProposed Process – centralized approach Process – centralized approach““We need a new Application / Form / Process”We need a new Application / Form / Process”

Call the data center to set up new applicationCall the data center to set up new applicationProgramming and testingProgramming and testing

Programmers meet campus users to determine user needsProgrammers meet campus users to determine user needs

Application rollout and trainingApplication rollout and training

Hi! What do y’all need?

Hi! What do y’all need?

Happy Users . . . with only one expense for all 5 campusesHappy Users . . . with only one expense for all 5 campuses

Enterprise Systems Analysis and Enterprise Systems Analysis and Application DevelopmentApplication Development

OpportunitiesOpportunities

Opportunity to Improve IT Opportunity to Improve IT Service, which we don’t have time Service, which we don’t have time or resources to do nowor resources to do now

Continuous Process ImprovementContinuous Process Improvement

Guarantee quality of serviceGuarantee quality of service

Stay in touch with user needsStay in touch with user needs

Opportunities to Explore Opportunities to Explore what’s on the horizon in ITwhat’s on the horizon in IT

1.5 Data Centers vs. 5 Data Centers1.5 Data Centers vs. 5 Data Centers Optimized use of server space (less boxes, more functions)Optimized use of server space (less boxes, more functions) Shared Applications, procedures, software licensesShared Applications, procedures, software licenses Optimized power managementOptimized power management

sustainable, eco-friendly power management modelssustainable, eco-friendly power management models utility savingsutility savings possible rebates (district collaboration with City Light)possible rebates (district collaboration with City Light)

Optimized use of specialized staff, fewer staff required over timeOptimized use of specialized staff, fewer staff required over time Faster, better development of efficiency tools and processes to Faster, better development of efficiency tools and processes to

streamline the work of campus staff across the campusesstreamline the work of campus staff across the campuses Better poised as an organization to migrate to state-wide resources as Better poised as an organization to migrate to state-wide resources as

available available proof of concept model for the rest of the stateproof of concept model for the rest of the state SCCD becomes the “800 pound gorilla” as initiatives move forwardSCCD becomes the “800 pound gorilla” as initiatives move forward

ConclusionConclusionA responsive, centralized IT organization can help the entire district A responsive, centralized IT organization can help the entire district

to manage this budget crisisto manage this budget crisis

Good for StudentsGood for Students

Administrative Savings = More money for student programsAdministrative Savings = More money for student programs

Potential for Common shared applications to streamline the student experiencePotential for Common shared applications to streamline the student experience

Common Identity ManagementCommon Identity Management

Good for Faculty and StaffGood for Faculty and Staff

More responsive IT servicesMore responsive IT services

More and better online resourcesMore and better online resources

Good for ManagementGood for Management

Efficient processes / Continuous improvementEfficient processes / Continuous improvement

Building a safety net for data communications and transactionsBuilding a safety net for data communications and transactions

Better stewardship and management of scarce resourcesBetter stewardship and management of scarce resources

Where are we now?Where are we now? Directors:Directors:

• Meeting weeklyMeeting weekly• Staffing considerationsStaffing considerations• PlanningPlanning

AD Team:AD Team:• Planning for shared directoryPlanning for shared directory• Examining best practicesExamining best practices• Standardizing service levels across 5 locationsStandardizing service levels across 5 locations

Data Center Team:Data Center Team:• Considering locationConsidering location• Cost EstimatesCost Estimates• Standardizing service levelsStandardizing service levels• Considering Citrix for all 5 locationsConsidering Citrix for all 5 locations

A New Way of Doing BusinessA New Way of Doing Business

Status QuoStatus Quo InnovationInnovationPlanningPlanning ActionActionMaintenanceMaintenance CreationCreation

Bring only what is necessary from the Bring only what is necessary from the pastpast

Role of DITACRole of DITAC

AdvisoryAdvisory• Make sure project is on the right trackMake sure project is on the right track• Sounding Board for the working teamsSounding Board for the working teams

CommunicationCommunication• Feedback from constituents Feedback from constituents • Information and “marketing” to constituentsInformation and “marketing” to constituents

Management of ExpectationsManagement of Expectations

Support for the TeamsSupport for the Teams

Your Questions?Your Questions?