STATE BOARD FOR COMMUNITY COLLEGES AND OCCUPATIONAL EDUCATION. December 9, 2015

Transcription

1 STATE BOARD FOR COMMUNITY COLLEGES AND OCCUPATIONAL EDUCATION December 9, 2015 TOPIC: Information Technology Disaster Recovery/Business Continuity Plan Spending Authority Request PRESENTED BY: Julie Ouska, Chief Information Officer and Vice President, Information Technology, and Mark Superka, Vice President of Finance and Administration RELATIONSHIP TO THE STRATEGIC PLAN: REDEFINE OUR VALUE PROPOSITION THROUGH ACCESSIBILITY, AFFORDABILITY, QUALITY, ACCOUNTABILITY, RESOURCE DEVELOPMENT AND OPERATIONAL EXCELLENCE EXPLANATION: After the significant flood that hit the metro area in the Fall of 2013, the Board approved $939,000 in spending authority to formulate and contract for a IT disaster recovery site in order to maintain continuity of operations in the event of a significant weather or other event that could disrupt operations at the Lowry campus IT center. Lowry IT serves as the hub for the colleges wide area network, telecommunications, , and back office Banner/ERP functions. If Lowry IT is down, all of our colleges are down if IT equipment were to be damaged, this downtime could be significant. A team of college presidents, executive staff, and system IT employees was put together to prepare an RFP proposal and evaluate vendor responses/bids. After receiving bids and listening to vendor presentations, two key issues became apparent: 1) the initial estimate of $939,000 was significantly too low to cover the costs of a comprehensive IT disaster recovery in the CCCS environment; and 2) some vendors questioned the technical feasibility of meeting the Bannerrelated failover requirements. As a result of both of these issues, the RFP team decided to narrow the scope of the RFP to just cover the wide area network and /telecommunications disaster recovery components pulling the Banner portion out of the RFP in order to research the technical feasibility questions raised by some of the vendors. After additional submittals and then negotiation using the revised 42

2 scope RFP requirements was awarded within the original Board spending authority authorization. After extensive research by system IT and consultation with Oracle and other vendors, system IT has put together an IT disaster recovery plan that covers both the revised scope RFP components (which include the wide area network and /telecommunications) as well as the Bannerrelated components (which include a redundant environment for the Student, Human Resource/Payroll, Financial Aid, Finance, Operational Data Store, Enterprise Data Warehouse, Portal, Degree Works and Document Imaging modules). This plan supports the business functions of student enrollment, tuition and fee collection, advising, degree audit, business intelligence, data analytics, financial reporting, database encryption, data redundancy and transmission, and voice communications and connectivity for all the colleges and the system office to the Disaster Recovery/Business Continuity site. CCCSIT staff spent a significant amount of time with Oracle and Ellucian technical staff identifying the appropriate Oracle and Banner tools required to replicate the data without data loss and ensuring data integrity. In addition, tools were identified to manage the replication and failover inhouse. Additional tools ensure data is encrypted at rest, in all databases, and also while in transit ensuring that our environment remains secure at all times. CCCSIT staff also talked to other institutions that are using the methodology to validate that it is working as intended. This plan will allow for IT operations redundancy along the fiber loop and within the last mile of Lowry IT. If Lowry IT were to go down, an automatic failover to a DR site would occur that would allow recovery of all data and resume normal operations within several hours. If a problem with one part of the fiber loop occurred, traffic could be redirected to a redundant pathway with near zero loss of service. Please keep in mind that this plan does NOT cover redundancy for lastmile disconnects, which impact primarily our rural colleges that do not yet have two distinct sets of available fiber running into their towns. CCCS IT is constantly working with current and future vendors to rectify this redundancy issue across the state to all college campus locations. Attachment A outlines the main cost components associated with the plan, both onetime and on going. The onetime costs consist of wide area network switch and optical equipment costs to implement the redundant fiber ring across the state, software license costs related to Oracle tools that allow Banner modules to failover, and consulting/implementation costs. The total 43

3 onetime estimated costs for years one through five are $3.372 million. The ongoing costs consist of a 10year lease of dark fiber, disaster recovery site space, usage of server hardware, firewalls and network security at the DR/BC site, storage, monitoring, and connectivity costs, Bannerrelated software maintenance costs, and Bannerrelated server and storage costs. The annual ongoing cost estimates for years one through five range from $1.720 million to $1.515 million. Staff is proposing to pay for these onetime costs outlined in Attachment A using system reserve funds, which are sufficient to cover the anticipated expense. Staff is proposing to pay for ongoing costs as outlined in Attachment A using two sources of revenue: 1) the $939,000 in annual spending authority previously authorized by the Board through the system office budget; and 2) allowing the colleges to charge an extra 0.2% increment on tuition beginning in FY , which would cover the remaining ongoing costs. The extra 0.2% tuition increment would equate to approximately a $0.26 per credit hour resident tuition increase or $7.80 for a student taking 30 credit hours. Because staff anticipates changes in the technology environment over the tenyear period, we will return to the Board for approval of any onetime and ongoing expenditures in years six through ten with the exception of the dark fiber lease that runs a minimum of ten years and would require Board approval for the fulllease term. The first five years of costs for the dark fiber lease are included in the ongoing costs outlined above. The additional five years of the dark fiber lease would be an additional $1.8 million (or $360,000 annually). RECOMMENDATION: Staff recommends the Board approve spending authority to proceed with the implementation of the IT Disaster Recovery/Business Continuity plan as outlined above, with a do not exceed amount of $11.2 million in onetime and ongoing costs for the initial 5year term and an additional $1.8 million for years six through ten for the dark fiber lease for a total of $13.0 million. The Staff also recommends that the Board delegate to the System Vice President of Finance and Administration the authority to sign all related contract documents on the condition that all Board and State processes are followed. ATTACHMENT: A: IT Disaster Recovery Plan Estimated Costs 44

4 Attachment A: IT Disaster Recovery Plan Estimated Costs Work Session I.H., Consent Agenda VI.C. One Time Cost Year 1 Year 2 Year 3 Year 4 Year 5 Totals for Years 1 through 5 WAN and Optical equipment Costs* Includes 5 years SMARTnet $ 1,515, $ $ $ $ $ $ 1,515, Dark Fiber Cost based on 10 year IRU $ 360, $ 360, $ 360, $ 360, $ 360, $ 1,800, Switching Hardware Cost $ $ $ $ $ $ $ Server Hardware Cost $ $ 73, $ 73, $ 73, $ 73, $ 73, $ 367, Software Cost $ $ $ $ $ $ $ Licensing Cost $ $ $ $ $ $ $ Consulting / Project Management Fees $ 57, $ $ $ $ $ $ 57, Floor space and Power Cost (Two Cabinets) $ 3, $ 34, $ 34, $ 34, $ 34, $ 34, $ 173, Load Balancing Cost $ $ 8, $ 8, $ 8, $ 8, $ 8, $ 43, Firewall Cost $ $ 2, $ 2, $ 2, $ 2, $ 2, $ Internet Access Cost $ $ $ $ $ $ $ Other required costs (provide detail): WAN Monitoring Cost $ $ 7, $ 7, $ 7, $ 7, $ 7, $ 35, Cross Connect 1Gb Ethernet (Single Inet to Pearl) $ $ 1, $ 1, $ 1, $ 1, $ 1, $ 5, Cross Connect 2 10Gb Ethernet $ $ 2, $ 2, $ 2, $ 2, $ 2, $ EMC Storage $ $ 102, $ 102, $ 102, $ 102, $ 102, $ 510, Software Cost Vmware SRM Enterprise 25 $6, $ 3, $ 3, $ 3, $ 3, $ 3, $ 21, Banner Related Costs Oracle Site Guard License $411, $ $ $ $ $ $ 411, Site Guard Annual Maintenance $0.00 $ 90, $ 90, $ 90, $ 90, $ 90, $ 452, Oracle Golden Gate (includes Active Data Guard) License $599, $ $ $ $ $ $ 599, Golden Gate Annual Maintenance $0.00 $ 132, $ 132, $ 132, $ 132, $ 132, $ 660, Oracle Implementation/Support Services DR/BC $ 230, $ 50, $ 25, $ 25, $ 25, $ 355, Banner Data Defense (Ellucian) $575, $ 158, $ 158, $ 158, $ 158, $ 158, $ 1,365, Banner Data Defense (Ellucian) Implementation $80, $ $ $ $ $ $ 80, Software VMWare SRM Enterprise 150 $53, $ $ $ $ $ $ 53, Annual Support Maintenance VMWare SRM $ 21, $ 21, $ 21, $ 21, $ 21, $ 105, DR Site Consulting/PM Fees $69, $ $ $ $ $ 69, Server Hardware Costs $0.00 $ 260, $ 260, $ 260, $ 260, $ 260, $ 1,304, EMC Storage Cost $0.00 $ 233, $ 233, $ 233, $ 233, $ 233, $ 1,168, Totals for years 1 through 5 $ 3,371, $ 1,719, $ 1,539, $ 1,514, $ 1,514, $ 1,514, $ 11,176, Total Year One $ 5,091,

5 Attachment A: IT Disaster Recovery Plan Estimated Costs Work Session I.H., Consent Agenda VI.C. Year 6 One Time Costs Year 6 Year 7 Year 8 Year 9 Year 10 Totals for Years 6 through 10 TOTAL for all 10 Years WAN and Optical equipment Costs* Includes 5 years SMARTnet $ 775, $ $ $ $ $ $ 775, $ 2,290, Dark Fiber Cost based on 10 year IRU $ $ 360, $ 360, $ 360, $ 360, $ 360, $ 1,800, $ 3,600, Switching Hardware Cost $ $ $ $ $ $ $ $ Server Hardware Cost $ $ 73, $ 73, $ 73, $ 73, $ 73, $ 367, $ 734, Software Cost $ $ $ $ $ $ $ $ Licensing Cost $ $ $ $ $ $ $ $ Consulting / Project Management Fees $ $ $ $ $ $ $ $ 57, Floor space and Power Cost (Two Cabinets) $ $ 34, $ 34, $ 34, $ 34, $ 34, $ 170, $ 343, Load Balancing Cost $ $ 8, $ 8, $ 8, $ 8, $ 8, $ 43, $ 86, Firewall Cost $ $ 2, $ 2, $ 2, $ 2, $ 2, $ $ 21, Internet Access Cost $ $ $ $ $ $ $ $ Other required costs (provide detail): WAN Monitoring Cost $ $ 7, $ 7, $ 7, $ 7, $ 7, $ 35, $ 71, Cross Connect 1Gb Ethernet (Single Inet to Pearl) $ $ 1, $ 1, $ 1, $ 1, $ 1, $ 5, $ Cross Connect 2 10Gb Ethernet $ $ 2, $ 2, $ 2, $ 2, $ 2, $ $ 21, EMC Storage $ $ 102, $ 102, $ 102, $ 102, $ 102, $ 510, $ 1,020, Software Cost Vmware SRM Enterprise 25 $ $ 3, $ 3, $ 3, $ 3, $ 3, $ 15, $ 37, Banner Related Costs Oracle Site Guard License $0.00 $ $ $ $ $ $ Site Guard Annual Maintenance $0.00 $ 90, $ 90, $ 90, $ 90, $ 90, $ 452, Oracle Golden Gate (includes Active Data Guard) License $0.00 $ $ $ $ $ $ Golden Gate Annual Maintenance $0.00 $ 132, $ 132, $ 132, $ 132, $ 132, $ 660, Oracle Implementation/Support Services DR/BC $0.00 $ $ 50, $ 25, $ 25, $ 25, $ 125, Banner Data Defense (Ellucian) $0.00 $ 158, $ 158, $ 158, $ 158, $ 158, $ 790, Banner Data Defense (Ellucian) Implementation $0.00 $ $ $ $ $ $ Software VMWare SRM Enterprise 150 $0.00 $ $ $ $ $ $ Annual Support Maintenance VMWare SRM $0.00 $ 21, $ 21, $ 21, $ 21, $ 21, $ 105, DR Site Consulting/PM Fees $0.00 $ $ $ $ $ $ Server Hardware Costs $0.00 $ 260, $ 260, $ 260, $ 260, $ 260, $ 1,304, EMC Storage Cost $0.00 $ 233, $ 233, $ 233, $ 233, $ 233, $ 1,168, Totals for years 6 through 10 $ 775, $ 1,489, $ 1,539, $ 1,514, $ 1,514, $ 1,514, $ 8,349, $ 19,526,