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IT Services

IT Services. 2005 – 2006 PBA. IT PBA. IT Overview & Resources IT Accountability IT Funding Requests ITSC & College Department’s Requests The IT Problem, Planning, Solutions Summary of Top Priority Requests. Information Technology Overview and Resources. Divisions

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IT Services

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  1. IT Services 2005 – 2006 PBA

  2. IT PBA • IT Overview & Resources • IT Accountability • IT Funding Requests • ITSC & College Department’s Requests • The IT Problem, Planning, Solutions • Summary of Top Priority Requests

  3. Information TechnologyOverview and Resources • Divisions • Infrastructure Services • User Services • Other

  4. Infrastructure Division Supports Network Switches Servers Wiring, etc. Critical Needs Training Network Upgrade Supports Email Backup NOC (tier 2) Critical Needs New positions Hardware Backup system Training software Supports UVSCNet Wireless Crystal Reports Workflow Self-funded prj Critical Needs Positions Training Hardware software Supports Banner Plus legacy sys Campus Scheduling LMS, FSAAtlas Teacher Evals Teacher Verification Data feeds to systems Critical Needs Oracle Training Current expense

  5. User Services Division Supports Web sites 58 mil hits 52% growth this year 60,000 pages in 200 dept. CMS 150 Users 102 sites 10,000 pages WebCT 4600 sects 116 sites & 14,480 pgs produced in year Critical Needs Positions Hardware, space Supports All desktop users Campus wide tech. Standards Wireless signup One Stop Student connections Overhead projectors Critical Needs Full-time people Supports Open Labs Some dept labs Kiosks Student accounts Student requests Portal Critical Needs Consulting hours Lab strategy Funded by FEES Supports Media in classrooms Media Engineering TV/VCR/DVD Sound/Projectors Overhead repair Critical Needs Positions!!!!! Equipment Plan Space

  6. Other Areas Supports Operators Telephone Infrastructure Campus Wiring Critical Needs Personnel Training Auto attendant Supports Banner Special Projects Grants Critical Needs Banner needs Supports Network Security Data Security Security training Critical Needs Firewall Security tools Forensic tools User Training Supports Banner All Databases Oracle Critical Needs Assistant DBA Training RAC technology Supports Administrative Systems hardware Administrative Backup Administrative Jobs, printing 24x6 Critical Needs Training Hardware Dat

  7. Employees • Full-time Employees – 41.5 • Part-time Employees – 29 • Work Study Employees – 12

  8. We Support campus technical staff • Coordinate with Campus Department’s Technical Staff • 42 FT, 22 PT, additional Work Study • Coordinate with Studios & Engineering • Was dual report - moved during 2004 under Ian Wilson • Studios and Engineering includes • Broadcasts • Studios • Fiber external to campus • UEN TOC & Distance Ed. Support • Cable system • Video Conferencing support • Classroom technology, Media services & support • 1 FT for all of campus classroom technology • Designs, installs, maintains, repairs, trains

  9. Wages, Salaries & Benefits $2,772,456 $150,000 Software $103,000 Telephone lines $24,000 Media contingency/projects $22,081 $480,000 Banner on-going $124,000 current expense (at $3K/FTE should be $168,000) $100,000 infrastructure ITS Budget • Total On-Going Budget - $3,776,337

  10. Budgets… • Soft Budgets - self-funding for : • UVSCNet & wireless • CSC (open labs, etc. from student fees) • New computer New port fee ($100/new computer) • Self-funded projects • One-time Funding (Average over 1 million per year) • 1999 for Y2K servers & systems (2 million+) • 2001 for phone switch/network (4 million) • 2002 – 2004 Administrative Systems(1million per year)

  11. IT Accountability

  12. 2004-2005 Goals(working on) • IT Strategic Plan • Finish IT re-organization • IT Policies (6 submitted & approved with 6 more coming) • Banner Migration (currently working on Student/FinAid) • Security (Network and Data) – hired security officer • Security assessment of network & systems currently underway • Network Infrastructure (Used $150,000 & patch design) • Backup System (implemented patch for aging system) • Better Academic Support for Technology (using HelpDesk to supplement Media) • Web Strategic Plan (working on with WAC) • Disk Space on Servers (Created self-funding procedure - in process of implementing) • Software budget shortfall fund from vacated position funds • Work with Academics on Computer rotation proposal (in process) • SPAM System RFP

  13. 2004-2005 PBA Requests • *Funded IT Security Position • Not funded $20,000 operating budget • Security audit of server systems & vulnerabilities • *Funded Projector bulbs ($25,000 one-time) • Purchase replacement bulbs for LA building • Need Network project $500,000 (not funded) • Need 7 positions in addition to Security Position • Not funded • Funded 2 programmers for Banner

  14. 2004-2005 Funding Needs • 7 Positions not funded were • Infrastructure (systems) • NOC • Web Center • Student Computing • Media Engineering • Telephone Services • HelpDesk (Still need all of these!) • Backup System $200,000 (requested but did not make top priority) • Generator $100,000 (requested but did not make top priority)

  15. IT Funding Requests2005-2006 • Prioritized On-going priorities • Prioritized One-time priorities • Top priorities at the end of the presentation

  16. On-going priorities • IT Network equipment funds $150,000 • To be used for Network Infrastructure (fiber, switches, etc.) upgrades and finish build out.

  17. On-going priorities • Temporary 1 year soft funded position to permanent position $50,000 • Position for Crystal Reports, WorkFlow, Automation • (one of seven requested last year)

  18. On-going priorities • Software fund shortfall $49,470 • Immediate need • This year and On-going Current shortfall without any expansion or increases (averages about 5% per year) SOFTWARE Includes: Microsoft, Virus software, Scheduling software, Lab support software, WebCT, Novell, Trouble ticket software, Printing software, Micrograde, etc.

  19. On-going priorities • Support position for MacIntosh (40% of salary) $22,710 • MUST DO! • Aviation & Fire Science were paying

  20. On-going priorities • System Adminstrator for Web & WebCT servers $52,587 Currently one employee (not adequate) (one of seven requested last year)

  21. On-going priorities • Increase to Infrastructure funding $100,000 • For replacement/repair/upgrades of aging servers • Training needs for all of IT $85,000 • Convert 3 part-time helpdesk positions to full-time $57,000 (one of seven requested last year) • Current expense shortfall $20,000 • Administrative assistant for ITS software and projects $22,187

  22. On-going priorities • Position for email manager $50,000 (one of seven requested last year) • Position for NOC manager $50,000 (one of seven requested last year) • Administrative assistant for Web Development Service $42,030 • DBA Assistant (2nd DBA) – possible internal reallocation/reclass

  23. One-time priorities • Generator for Admin building $75,000

  24. One-time priorities • Layer Seven Campus Firewall $125,000

  25. One-time priorities • Voice Activated operator $60,000 Save on-going costs of additional operators for overflow and after hours calls

  26. One-time priorities • Blade servers for RAC Phase I $150,000 • RAC license to Oracle $120,000 • 100 SCT consulting hours (Luminis) $16,500 • Forensics Software $5,000 • Backup Software $ 50,000 • Radius Software $10,000 • Media Carts for self checkout $40,000 • 1st year of 3 year build-out plan • Cell phone Neutral Hosting project

  27. Other IT priorities that didn’t make the top list • Telephone Services 2 FT technicians** (one of seven requested last year) • Media Services 1 FT 2 PT**(one of seven requested last year) • Open Port & authentication solution for college***** • Network position 1 FT** • Web Developers 2 FT • Campus ID system & database** • PatchLink patch management software** $27,000 • Web-based application server* • Web server updates to hardware & software • Campus desktop backup solutions • Hardware for data warehouse • Banner data security position • additional positions in Infrastructure 3 FT • Ongoing Maintenance budget for telephone Infrastructure • Campus backup hardware • Hard Funding for Wireless instead of soft funding • Laptop computers shared across for employees travel & portability

  28. Future projects • Title III grant • UVCN & UTOPIA • Cell phone Neutral Hosting • Wireless external to campus • Data warehouse or Data Mart • Digital Learning Center Building

  29. ITSC & College Department’s Requests

  30. Student Services • SCT Extender imaging system • 2 Programmers for Banner • ID card system and ID database • On-line Ticket sales system Students • Cell phone coverage on campus • Wireless networking improvement at no cost • Open port authentication • 24X7 support

  31. Alumni & Development • Media and broadcast split – 1 position • Web resource center – 1 position • Email for life • Help with Blackbaud

  32. Administrative Services • New server for parking • 4 new PCs • Automated billing system • Firewall • TouchNet phase II • Generator • Time clock system • Security cameras • People Admin Software • BPA & WorkFlow assistance • Campus Ticket sales system • Student ID/financial Card system

  33. Academics • WebCT support – 1 position • Media support people & equipment • Plan for media in all classrooms • Plan for computer purchase/rotation • School’s Requests

  34. HASS • IT position for HASS (half-time to full-time) • Gunther Trades classrooms media equipment • New server/network upgrade for Gunther Trades • Mac support • Open lab MAC computers & software • Backup for staff • RAM for lab computers • Additional Storage space in SANs Science & Health

  35. General Academics & Library • AdvisorTrak/TutorTrak Software • New Sun Server • E-commons • 2 ½ of position for technical help • Firewall • Port Authentication for library • 14 additional PCs • Server hardware $2500

  36. TTI • Hourly Position for Provo airport • 40% of salary of technician picked up by IT • Technician Position for TTI • Process for computer upgrades for Lab • Gunther trades building network • Projectors in Gunther trades area • Wireless in Gunther trades area • Firewall • New Server

  37. Business • 12 notebooks • 79 desktops • SPSS license (5 additional) • 5 Macromedia licenses • PatchLink – patch management Education • Tech position needed but not requested • Classroom Media for New Education building • $5k – 10K per classroom plus installation charges/personnel?

  38. CSE • Computer replacement for labs & staff • Open Port and authentication solution Continuing Education • 30 computers • Fiber to National Guard building • High speed to Mall • Fiber to ALL • 1 technical position for Banner etc.

  39. The IT Resource Story(the “black hole”)

  40. Infrastructure Value • Server & Wiring Rooms $930,050 (life 10 yr) • Fiber Plant $226,755 (life 15 yr) • Copper Plant $3,074,400 (life 10 yr) (Cat 3 needs replacement) • Wireless $97,675 (life 3 yr) (self-funded) • Switches $2,315,000 (life 5 yr) (some over 7 years old) • Servers $721,000 (life 4 yr) (last purchase 1999) Total Network Infrastructure - $7.4 million • Does not include • Administrative Systems, Security, Phone Systems, • Classroom Media Systems, Software, maintenance, support etc.

  41. College-wide IT expenditures2003-2004 • Software – $916,895 • Hardware network parts $354,531 • Hardware computer parts $2,041,163 • AV $103,327 • AV Supplies $586,702 • Telephone Equipment $48,136 • Capital Data & computer $651,786 • TOTAL = $4,702,540 (IT accounts for only $776,881) • Does not include procard purchases! • Does not include Instructional Equipment $319,594 • Telephone carriers $217,458 • Telephone cell phone $294,763 • Pagers $7,902

  42. ITS Total Budget $3,776,337 All on-going funding including salaries, Banner, etc. IT staff in Central IT 41.5 Full time 29 Part time Work Study Employees – 12 One-time Funding (Average over 1 million per year) Rest of College `Total Budget over 4 million (not salaries) IT staff in departments across campus 42 Full time 22 Part time Additional work study Buy equipment but not pay for support Budget & Employees

  43. ITS Spending • ITS accounts for 25% of campus Technology spending (Includes Banner funding) • ITS accounts for 50% of IT personnel • ITS Infrastructure funded by one-time spending model

  44. Computers Purchased2003-2004 • Computer Shop sold about 800 computers • Additional Notebooks • Additional Name brands (not standard) • Approximately $2 million spent • Total desktop computers on campus = 4,029+ Computer Lease (Business/CSE) & purchase with buildings

  45. Desktop Computer Replacement? 4000 computers at an average of $1500 each over a 3,4,5 year rotation cycle ($6 million) 3 year – $2 million/year 4 year – $1.5 million/year 5 year – $1.2 million/year We spent $2 million last year!

  46. The IT Challenge • Not Fully funding IT costs • Example cost of media equipment only but not support! • Can’t say NO and don’t fund YES • Departments want more and if ITS can’t service them, they do it themselves or complaints. Then ITS must support. • Personnel needs and costs • Dependency on PT and high cost of FT • One-time funding model • Cost of Infrastructure and Technology • Change and Growth of IT industry • training, update, outdate, new technology • IT growth at UVSC in requests & expectations • WebCT should be up 24x7 but no-one is here on Sundays!

  47. IT Solution • IT Strategic Plan (not funding but mission and philosophy) • Examine everything! (use task force) • Reorganize IT using consultants recommendations • Examine and Implement Funding options

  48. 1. IT Strategic Plan • Never approved because cost too much! • Avoided • Need direction even if there is no funding! • We spend the money even if we don’t plan it! (~ 5 million last year - not on salaries)

  49. 2. Examine everything • IT Task Force • Look at IT personnel from campus-wide perspective • Re-organize IT personnel for efficiency • Identify and prioritize IT issues • Look at all expenses and suggest cost savings • Create centralized system for requests • Create self-funding mechanisms for requests • Set limits on departments without identifying real costs. (fund support as well as technology) • Look at Technology fee • Create Strategic Plan • Grants and External Funding Sources

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