OPERATIONAL IT COMMITTEE (OIT) MEETING NOTES WEDNESDAY, JANUARY 27, 2010

Transcription

1 OPERATIONAL IT COMMITTEE (OIT) MEETING NOTES WEDNESDAY, JANUARY 27, 2010 Attendees: Liz Aebersold, Alex Albright, Tony Ambler, Danielle Brown, Fred Chang, Brad Englert, Mike Harvey, Fred Heath, John McCall, Steve Monti, Clark Penrod, Soncia Reagins-Lilly, Merri Su Ruhmann, Shelby Stanfield Absent: Gloria Gonzales Dholakia, Chris Plonsky, Charles Roeckle, Dan Stanzione Liz Aebersold and Brad Englert presented an overview of the SITAC initiatives and new governance structure. Alex Albright and Tony Ambler, both of whom served on SITAC, also provided background and insight into the SITAC process and recommendations. The responsibility and accountability for the SITAC initiatives land with the various new and existing IT governance committees identified by the first initiative, Define IT Governance. SITAC defined IT Governance as decision-making rights and a framework for accountability. Five committees were created and broken up into three decision making areas: Strategic, Operational and Technical. The IT Architecture & Infrastructure Committee (AIC) will define integration and standards requirements. The Research and Educational Technology Committee (R&E) will be responsible for identifying research, teaching and collaboration tools. They will also be responsible for defining a process and allocating $500,000 of innovation seed money. The Business Services Committee (BSC) will continue the work they have been doing to define the business needs and application requirements to support them. The chairs of each of these three committees will serve on OIT, and the chair of OIT will serve in turn on the Strategic IT Accountability Board (SITAB). OIT will facilitate communication and integration among the various IT governance groups. The chairs of the committees are: Strategic IT Accountability Board: President Powers Operational IT Committee: Tony Ambler (Electrical and Computer Engineering (voted in meeting)) Business Service Committee: Shelby Stanfield (Registrar) Research and Educational Technology Committee: Dan Stanzione (TACC) Architecture and Infrastructure Committee: Mike Harvey (Law) Also, Fred Chang and Brad Englert serve on the Faculty Council IT Committee (C-13), for added ease of communication throughout the IT governance structure. Paul Resta is the chair of C-13. Accountability will happen at the OIT level, and final decisions will be made by SITAB. SITAB is the executive level of the new IT governance structure and members are: Bill Powers, Steve Leslie, Pat Clubb, Jay Boisseau, Tom Gilligan, Rod Hart, Kevin Hegarty, Brad Englert, Tony Ambler (chair OIT), Paul Resta (chair C-13). SITAB will meet quarterly, while the other IT governance committees will meet monthly. Budget requests will be submitted to OIT for review, and OIT will make recommendations to SITAB.

2 The committee reviewed the responsibilities and charter for the group and supplied edits. In particular, endorse wasn t the right word choice for committee s responsibility towards Common Good services. OIT is the gatekeeper of IT on campus, and Common Good services affect all IT on campus. Cable TV or public/private school were proposed metaphors for Common Good services. The responsibilities and charter will be revised by the Governance support staff and resent to the committee for review in the next OIT meeting. OIT and the other IT governance groups can rely on the Governance support staff to record notes, post agendas, and facilitate the work and discussions with other committees. The committee nominated and elected Tony Ambler as chair. Tony will attend the SITAB meetings the first is Monday, February 1, There was some confusion regarding the chair of OIT serving on SITAB, because this was not specifically listed in the SITAC report. Following the publication of the report committee members were chosen and some modifications to the recommendations were made. For continuity purposes it was determined the chair of OIT should sit on SITAB in the same way the chairs of the BSC, R&E and AIC sit on OIT. This accounts for the discrepancy between what was first recommended and what has been implemented. Brad gave an overview of the ITS fresh look process that has been going on since he served as ex-officio member of SITAC. While on SITAC, Brad, Tony Ambler, and Andrew Dillon researched and made recommendations for SITAC initiative 4: Address Negative Perceptions of ITS. They met with ITS upper management, front line staff, and customers to understand the current state as of spring 2009 and recommended streamlining layers of management and narrowing service focus so that the organization can focus on providing excellent customer service -- both suggestions from ITS management and customers alike. Brad was appointed as interim Chief Operating Officer in June 2009 and has continued working on improving ITS service delivery to campus. The question arose whether the ITS budget balances at $40 million, and the answer is yes. ITS has saved about $5 million of recurring funding through changes implemented by the fresh looks. Approximately 70 positions have been eliminated -- ~60% of which were management and administrative positions. ITS is also creating its first ever capital budget. As a result of the fresh look at each area, ITS has made service improvements, including the launch of Adobe Connect, increased Help Desk hours and lowering the Managed Services rates, creating customer steering committees, forming new partnerships with other units on campus such as TACC and Libraries, and improved communications through more efficient outage communication and weekly updates on status and progress from Brad. Brad also reviewed the ITS budget at a high level. IT spend on campus overall is about $130 million, which is comparable to Berkeley and Michigan. Of that $130 million, about $40 million is ITS and breaks down as follows:

3 $20 million for Common Good Services $16 million for Fee for Service $4 million for capital improvements The ITS tax is about $8 million of the $24 million that ITS receives in central funding. The capital budget will primarily be spent on updating the neglected and aging IT infrastructure. The ITS capital budget will be covered in much more detail in the February OIT meeting. Liz reviewed the Common Good Services initiative at a high level, reviewing how SITAC approached the initiative. It was unclear what ITS did, though it offered over 300 services. Those services have since been organized into about 30 categories, which OIT will review in more detail at the February meeting. As chair, Tony will be meeting with each of the committee members over the next month to discuss goals and expectations for OIT. The committee decided not to allow proxies if members could not attend the meetings. Tony will ensure absent members are aware of upcoming meeting topics and have a chance to provide input. The Governance support staff will make sure to supply meeting notes and documentation so all members can review meeting discussions after the fact. Next meeting: February 24, 3-4 p.m., FAC 228D SITAB will be meeting on Monday, February 1, then again in April, by which time OIT should have its first recommendations ready for SITAB review. Action items: Type up and distribute meeting notes to committee members (Governance support staff) SharePoint access instructions for OIT members (Governance support staff) One-on-one meetings between chair and committee members (Tony) Prepare more detailed numbers and descriptions for Common Good Services and ITS budget discussions in next meeting (Governance support staff) Topics for next meeting: Edits to the OIT charter ITS capital and operating budget (Brad) Common Good Services

4 Operational IT Committee January 27, p.m., FAC 228D 1 Agenda I. Introductions and Overview II. Review Committee Charter II. Elect Chair III. ITS Fresh Look IV. ITS Budget Transparency V. Future Discussion Items 10/11 Budget Common Good Service Recommendations Big Rock Capital Budget Items Rate Review VI. Review and Close 2

5 Introduction and Overview Committee introductions SITAC recommendations and IT Governance 3 SITAC Initiatives 1. Define IT governance 2. Build the new ITS funding model 3. Establish flexible provisioning of IT services 4. Address negative perceptions of ITS 5. Sustain and grow the network infrastructure 6. Sustain and grow IT security capabilities 7. Foster sharing of campus wide IT innovation 8. Create clear vision and direction for instructional technologies 9. Enhance administrative systems 4

6 IT Governance Structure 5 Operational IT Responsibilities Recommend key IT priorities Recommend ground rules and criteria for IT investment Oversee campus wide IT initiatives and foster coordination and collaboration Endorse the proposed Common Good services and other service rates, oversee ITS rate setting Endorse the five year ITS capital and operational budgets Establish accountability Establish project priorities Optimize IT resource allocation Establish measurement criteria 6

7 Charter Encompassing both academic and administrative responsibilities campus wide, the Operational IT Committee will recommend IT priorities, endorse Common Good services, oversee ITS rate setting, endorse the ITS budget requests, and focus on coordination and collaboration of IT resources across campus. Project priorities, initiative management, and forecasting are all important responsibilities of this committee. The Operational IT Committee will work closely with SITAB and with the subject area committees. While overall strategies and priorities will be set by the Board, the Operational IT Committee will define and recommend approaches to key IT issues requiring decisions. The Operational IT Committee will also govern the exploration and funding of new services as well as sun setting services that have reached end of life. The Operational IT Committee will ask the Business Services, Research and Educational Technology, and IT Architecture & Infrastructure Committees to take the lead in exploring new IT opportunities and in resolving IT issues and recommending courses of action. Special interest task forces may also be launched by the Operational IT Committee to address and make recommendations on issues that span all three areas. 7 Elect Chair Responsibilities and Expectations Familiarity with SITAC, understanding of issues Keep committee focused, accountable Work with support team on agendas, notes, communications Represent Operational Committee on SITAB Nominations Vote 8

8 ITS Fresh Look Numbers Approximately 70 positions eliminated ~60% management and admin positions ~$5 million in savings Approximately 40 positions moved to other units June 2009: 370 positions February 2010: 260 positions 9 ITS Fresh Look Service Improvements Services: Expanded Help Desk hours, Adobe Connect, Managed Services lower rates Customer involvement: steering committees, hiring panels, org assessment panels New Partnerships: TACC, Libraries, Data Center, Engineering, KUT Communication: Outage/Maintenance reporting, Weekly updates from COO 10

9 ITS Budget Transparency ~$130 million IT spend campus wide $40 million ITS: Common Good: $20 million Fee for Service: $16 million Capital Budget: $4 million 11 Common Good: $20 million Communications and Infrastructure Productivity Applications Business Infrastructure Student, Faculty, Staff Support Backup Services Campus Network Cellular Infrastructure Data Center Department Networks External Networks Public Networks Public Safety: Building Security, Emergency Communications Collaborative Tools Database Services E mail and messaging Software (Bevoware) Storage Virtual Services Web Hosting Application Development Tools Authorization and Workflow Tools e Commerce Identity and Access Management Information Analyst/Software Developer Training Program Mainframe UT Direct Courseware Help Desk Operations Labs and Rooms Information Security Training 12

10 Fee for Service: $16 million Communications and Infrastructure Productivity Applications Business Infrastructure Student, Faculty, Staff Support Public Safety: Building Security, Emergency Communications (Building Security System Services) Cabling and Construction Data Center (Colocation Services) Public Networks (Resnet: Residence Hall Network Voice Communications Infrastructure & Services Collaborative Tools (SharePoint) Database Services (Microsoft SQL Server, MySQL) E mail and messaging (Austin BlackBerry Service) Web Hosting (ColdFusion Service, Custom Web Publishing) Storage (Storage Area Network, UNIX storage, Netscalers, Austin Disk) Software and Hardware (Dells, Apples, Sun, Mac and Windows OS, Stats, Security software, Software Distribution Services, Microsoft Licensing) Virtual Services (Virtual Servers, Lansa) Computer Store Identification Center Printing Services Professional Services (Managed Desktop and Lab Support, Managed Server Support, Contract Software and Web Development) Repair Shop (Computer Equipment Repair for Departments, Printer Repair and Contracts, Warranty Repair Service) Special Event and Audio/Visual Support (Audio Visual Services, Videoconferencing, Satellite Programming, Campus Cable TV) 13 ITS Capital Budget: $4 million Priority 1: Service will go down or impacted if not done = $2 million Priority 2: Service may be degraded if not done = $1.5 million Priority 3: Something we think should be done, but things will continue to run without = $500k 14

11 Future Discussion Items 10/11 Budget Common Good Service Recommendations Big Rock Capital Budget Items Rate Review 15 Review and Close Action items Questions or discussion Next meeting: Wednesday, February 24, 3 4 p.m. in FAC 228D 16