IT Briefing

1. IT Briefing January 2007

2. Network Core Update Firewall Migration Exchange Projects SciQuest Update Remedy Update Web Hosting Update Paul Petersen Jay Flanagan John Ellis Dave Maddlone Karen Jenkins Karen Jenkins IT Briefing January 18, 2007

3. Emory Backbone Upgrade Status and Timeline Paul Petersen

4. Agenda Backbone Upgrade Status Present State Project Timeline Two Recent Success Stories 57 Executive Park Relocating Fiber Duct Bank

5. Backbone Upgrade Status Present Status We’re Done! … Almost ResNet, Academic, and Secure Admin Cores have been migrated Eleven Exceptions: AMUC/DUC, Math/CS, EUH Telementoring, Marcus Center, Yerkes, Oxford Academic, SPH Public, B. Jones, Briarcliff (SA), AAIT (SA), and the Materiels Center (SA). Healthcare will be migrated by the end of January

6. Backbone Upgrade Status Project Timeline Nov 2005: Virtual Core Design Finalized Mar 2006: Original Core Built Jul 2006: Replacement Routers Arrived Sep 2006: LAN Migration Started Jan 2007: Migration Complete

7. Success Stories 57 Executive Park Traditionally Healthcare only facility Academic Dept. relocating to 57 Exec Pk How do we get the Academic network to 57 Exec Pk?

8. Success Stories Relocating Fiber Duct Bank Redundant Routers provide uninterrupted service

9. Backbone ? Questions

10. Firewall Migration Jay Flanagan

11. Firewall Migration Migrating from our current firewalls (Checkpoint) to new firewalls (Netscreen) Part of the overall new network core project Migration tightly coordinated and dependent upon the completion of the core New core routers in place – firewall project is moving forward quickly Start date January 22, 2007 Freeze on Firewall changes will begin on the 22nd Direct questions to: CTS-Security@listserv.emory.edu.

12. Firewall Migration Time-Frame Week of January 22 - Convert Academic Core FW rules from Checkpoint to Netscreen Monday, Jan 29, 6:30 a.m. - Migrate Academic Core Netscreen FWs to production Week of February 12 - Convert Admin Core and DMZ FW rules from Checkpoint to Netscreen Monday, Feb 19, 6:30 a.m. - Migrate Admin Core & DMZ Netscreen FWs to production Week of February 26 - Convert Healthcare Core FW rules to Netscreen Monday, Mar 5, 6:30 a.m. - Migrate Healthcare Core Netscreen FWs to production

13. Firewall ? Questions

14. Exchange Projects John Ellis

15. SciQuest Dave Maddlone

16. Define business goals and objectives Current Emory procurement state Determine technical viability of SciQuest Other major university implementations Document implementation alternative AAIT’s analysis summary and recommended direction Bottom line costs Procurement Solution Assessment Project

17. LOGIN LIMITED P+ BACK OFFICE FUNCTIONS DEPICTED Attend required EPIC training Contact help desk for new P+ ID set up Launch CITRIX ICA client Process INVs? Process REQs? Process POs? No No No Web Browser Yes Yes Yes No Verify access to EPIC (P+) ID exists? Yes Login to CITRIX(Act Dir/WINS) Select Back Office function Enter invoice data Enter REQ data Enter invoice data P+ profiles Launch P+ MAGIC application Login to P+ Back Office P+ DBs Logout of P+ Back Office application REQUESTOR PROCUREMENT PROCESSING / SETTLEMENT ASSIGNMENT (ONLY POs) Procure + procurement application NOTE: Single supplier requisitions only. Enter item(s) information on "quick REQ" Val FAS acct? Correct FAS account No Yes NOTE: Limited FAS account validation. Fill shopping cart with various items EPIC Approvals workflow Print REQ (yellow copy) EMU Buyer Ast creates PO A Check out/ assign settlement Sende–mail to approver EMU Buyer Ast logs REQ Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form Procure +

18. SUPPLIER ORDER DELIVERY / INVOICING A NOTE: May be FAXor NuBridges P+ "Print" PO Send PO to supplier Supplier fills / ships order to requestor Invoice Customer receives goods Shippingdoc SETTLEMENT PROCESSING AND FAS SYSTEM FEED Enter invoice data to P+ BO EMU matching process Match OK? P+ Back Office interface to EMU AP EMU AP processes payments EMU FAS system Yes No Check writer prints checks ACH, V–Pmts Supplier settlement fulfilled Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form Procure + (continued)

19. CONTRACT STANDING ORDER ENTRY / RENEWAL CSO USE BY EMORY COMMUNITY AND SETTLEMENT ASSIGNMENT Renewal note printed 60 days b4 CSO exp. Customer places order with supplier CSOestablished with supplier Renewal notice reviewed by Buyer G–card order? Order shipped and invoiced to G–card Customer receives goods Yes Renew? Renewal entered intoAP/ FAS No Yes CSO entered into FAS as blanket PO No P card order? Order shipped and invoiced to P–card Customer receives goods Yes CSO entered into FAS Cancel CSO in AP/FAS No Order shipped and invoiced to FAS acct Customer receives goods EMU AP/FAS system SETTLEMENT PROCESSING AND FAS SYSTEM FEED NOTE: Only validation of SO number on invoice is done. Enter invoice data to P+ BO Emory AP processes payments P+ Back Office interface to EMU AP Match OK? Match process Yes No Supplier settlement fulfilled Check writer prints checks ACH, V–Pmts Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form Contract Standing Order Processing

20. STANDING ORDER ENTRY / RENEWAL SO USE BY EMORY COMMUNITY AND SETTLEMENT ASSIGNMENT Web Browser Customer creates EPIC Requisition Renewal note printed 60 days prior to SO exp. SO formprinted 1 day after entry Customer places order with supplier EPIC approvals work flow Renewal notice mailed to dept Form Faxed to supplier Customer receives goods Supplier ships order and invoices to SO Buyer cancels EPIC Req. Buyer fills out SO form Renew? Renewal entered into FAS Yes Customer receives goods Supplier ships order and invoices to SO No SO entered into FAS scns 04,05 (current) 34,35 (future) Cancel SO in AP/FAS SO form is filed in cabinet SO entered in AP/FAS EMU AP/FAS system SETTLEMENT PROCESSING AND FAS SYSTEM FEED 988888 acct? No Enter invoice in EMU AP/FAS Yes EMU AP/FAS Processes payments P+ Back Office interface to EMU AP/FAS Match OK? Match process Enter invoice data in P+ BO Yes No Supplier settlement fulfilled Check writer prints checks ACH, V–Pmts NOTE: Only validation of SO number on invoice is done. Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form Standing Order Processing

21. EPIC System Today • Old technology that served us well … but needs replacement • Solution locally hosted at Emory • Available to any “authorized signer”

22. LOGIN ADMINISTRATION EMU LDAP security SQ user profiles Catlg. Mgmt? Cntrct Mgmt? Profile. Mgmt? No No No Web Browser Yes Yes Yes Verify access to SQ SQ ID exists? SQ admin? Yes Yes SQ catalog management tool SQ contract management tool SQ profile management tool No No Assign default profile (TBD)? Final catalogs approved and placed online Update SQ DBs REQUESTOR PROCUREMENT PROCESSING / SETTLEMENT ASSIGNMENT Shop 4 items? SQ procurement application NOTE: Items may be ordered from multiple suppliers Yes Yes Check out/ assign settlement Cntrct apply? P card trans? Enter and validate P card P card > limit? No No Yes No Fill shopping cart by searching for items New spplr? Yes No Yes Catlg Item? Enter item(s) information on SQ e–form Select contract which applies, assign price V Pmnt trans? V Payment validation SQ approvals workflow No No Enter new supplier info Yes Yes No Non–PO inv? SQ createsPO Yes Punch out? Locate item(s) in various SQ catalogs FAS acct? Validate FAS account /sub–code No No Yes No Enter invoice data Yes Locate item(s) on supplier's site, return cart Exit SQ system (logout) Update SQ DBs EMU AP vendors EMU FAS accounts A Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form SciQuest

23. SUPPLIER ORDER DELIVERY / INVOICING A NOTE: Orders with multiple items can generate multiple POs to separate suppliers as needed NOTE: Order Status, and "E" functions require supplier(s) to have the necessary interfaces available SQ sends order to supplier Update SQ Order Status from supplier V Pmnt P card? SQ sends payment data to GE GE pays supplier & bills Emory E–invoice E–xmit/FAX PO to supplier(s) Yes No Supplier settlement fulfilled SQ sendse–mail to requestor Customer receives goods SQ sends PO to supplier Enter receiving data E–shipping doc Supplier fills / ships order to requestor SETTLEMENT PROCESSING AND FAS SYSTEM FEED SQ matching process Match OK? Webmethods interface Yes No EMU AP processes payments EMU FAS system Check writer prints checks ACH, V–Pmts Supplier settlement fulfilled Symbols: Start End Process Decision Man Proc Data I/O Data Stor on/off page Form E–form SciQuest (continued)

24. Hosted off-site at SciQuest Eventual replacement of EPIC Currently rolling out Pilot departments Full roll out over the next 12 months Emory Express (SciQuest)

25. SciQuest ? Questions

26. Remedy Upgrade Karen Jenkins

27. Categorization / Classification Category Product Categorization Type Item Operational Categorization Implemented using best practices: C=Noun T=Noun I=Verb/Action

28. Operational Categorization • Generic – no longer specific actions based on the “Category and Type” • Vast majority of our “Items” were a generic list of actions • Up to 3 Tiers

29. Production Categorization • Up to 3 Tiers plus Product Name, Model/Version, and Manufacturer • Product Name is a searchable field – will return the full categorization or a list of possible selections

30. Company based Categorization • Create classifications as either global or local • Local classifications are linked to a specific Company (IT Unit) • Provides greater flexibility for local support to create unit specific classifications

31. Status & Schedule • Application Install • New Oracle RAC • Foundation Data • User Guide • Testing & Input • Review Input • Training • Go-live • Complete • Complete • 2/2 • 2/2 • 2/5 – 2/9 • 2/12 – 2/16 • 2/12 - TBD • 2/19 – 3/2* *dependent upon testing and input received by customer base

32. Web Hosting Upgrade Karen Jenkins

33. Status • Approved by Governance in November • Funding approved/identified in December • Equipment ordered, scheduled to arrive next week • Working on planning, prep, and clean up • Target delivery mid March (spring break)

34. Suggested Topics? • Please forward any suggested topics for the IT briefing to: karen.jenkins@emory.edu