3. Department(s) to receive funding: Various potential Remedy ticketing users.

Transcription

1 AVCIT & CIO FY BUDGET PLANNING SECTION V: BLOCK GRANT REQUEST Ticketing System for IST and Campus Departments (A continuation of the Remedy for Campus Block Grant Request for FY 0910) ABBA Category Two: Information Technology 1. Amount of OneTime Funding Request (FY 0910): $58,000 The current request is for a continuation of this funding which was originally approved for FY 0809, but not spent. 2. Control Unit/Department Funding Contribution: Client Services $57,000. Potential department participants may contribute, but this is currently unknown because a replacement product for the demised Remedy 7 implementation has not yet been identified. 3. Department(s) to receive funding: Various potential Remedy ticketing users. 4. Project Manager: Harold Pakulat 5. Describe the Activity: IST and many campus departments that have support areas are in need of a more robust ticketing system. The demise of the Remedy 7 implementation has caused us to evaluate five other alternatives that are less expensive to implement and maintain. While the Remedy 7 alternative product will result in lower ongoing costs. Any of the potential alternatives will need local integration in terms of additional software or integration consulting. The continuation of this block grant would address that need. 6. Describe the significance of the activity, indicating how the activity is in alignment with Chancellor s objectives (see The shared campus use of a ticketing system, where IST leverages it s expertise in software evaluation, hosting and support, allows campus departments to concentrate more efficiently on their core responsibilities including education and research. 7. Work Plan Provide a work plan for the proposed solution with highlevel steps to complete the solution, including timeline. (Try to limit your plan to no more than seven steps.) Milestone Timeline 1. Identify alternatives to local Remedy 7 Completed 2/1/2009 implementation. 2. Narrow five ticket alternatives to two for 3/16/2009 more in depth evaluation. 3. Identify primary ticketing system 4/6/ Begin, or expand, production use of selected primary ticketing system. 6/1/2009 (will vary depending on product selection.) April 2, 2009

2 AVCIT & CIO FY BUDGET PLANNING SECTION V: BLOCK GRANT REQUEST 8. Describe any savings or increase in income that will result from this activity, and how it will be measured. Distinguish savings in time and/or money, and identify any resulting reduction of staffing levels. Under any of the potential options under consideration, IST will minimally eliminate its long term Remedy hosting and license costs of approximately $80,000 per year. There are also associated staff support cost savings that are addressed elsewhere in relation to upcoming budget reduction initiatives. Because of the range and cost differences in the alternatives under consideration, other savings are difficult to quantify. But the availability of a widely shared primary ticketing system should result in additional savings to IST and many campus areas. While departments may contribute to some licensing costs, they avoid a number of greater time and money costs associated with selecting and maintaining the hardware, software, and infrastructure support costs associated with multiple individual ticketing systems. There is additional an efficiency in routing ticketing through the same shared ticketing system. 9. Funding: describe the overall funding plan for this activity. Describe any costsharing, matching, or external fund sources that might be used to support the activity. Client Services contributions includes reallocation.5 FTE of Service Desk staff and a proportion of server and infrastructure maintenance costs. Funding potentially includes campus departmental contributions for their own dedicated user licenses and the associated annual license maintenance fees, but this may vary widely depending on the selected solution. April 2, 2009

3 UC Berkeley FY Campus Budget Process Section V: Block Grant Funding Model and Budget Block Grant : Ticketing Item ACTUAL PROJECTED Funding Model Sources # FY 0708 FY 0809 FY 0910 FY 1011 FY 1112 FY 1213 FY 1314 Cummulative Total 1 OCIO 0 2 IST 56,776 56,776 56,776 56,776 56,776 56, ,656 3 IT Loan and payback 0 4 Grants 0 5 Other Sources 0 6 Request for Block Grant 58, ,000 7 Grand Total 114,776 56,776 56,776 56,776 56,776 56, ,656 Expense Budget ACTUAL PROJECTED FY 0708 FY 0809 FY 0910 FY 1011 FY 1112 FY 1213 FY 1314 Cummulative Total 8 Salaries 43,000 43,000 43,000 43,000 43,000 43, ,000 9 Benefits 8,600 8,600 8,600 8,600 8,600 8,600 51, Consultants/Contractors 54,400 54, General S&E 12 Hardware Maintenance 4,000 4,000 4,000 4,000 4,000 4,000 24, Infrastructure Services cost of recharge services 1,176 1,176 1,176 1,176 1,176 1,176 7, Inventorial Equipment 15 Software Maintenance/Licenses 3,600 3, Software Purchase 17 Travel/Training 18 Other Costs 19 Grand Total 56, ,776 56,776 56,776 56,776 56, , FUNDS LESS EXPENSE $0 $58,000 $58,000 $0 $0 $0 $0 21 Carryforward $0 $58,000 $0 $0 $0 $0 22 Cummulative Total $0 $58,000 $0 $0 $0 $0 $0 FY Block Grant Request Application

4 UC Berkeley FY 0910 Campus Budget Process Section V Part II: Line Item Description of Funding Model and Budget Block Grant: Ticketing Item Funding Model Sources # 1 OCIO 2 IST 3 IT Loan and payback 4 Grants 5 Other Sources Title Description 6 Request from the Block Grant 7 Total Funding Expense Budget 8 Salaries.5 FTE 9 Benefits 27% benefits calculation based on actual annual average 10 Consultants/Contractors Estimated external consulting or software will be required to bring selected ticketing software to meet minimum standards. 11 General S&E 12 Hardware Maintenance Server hardware maintenance is $4k annually. Estimate may become obsolete based on Remedy 7 replacement. Infrastructure services (backup, storage, colocation, 13 network nodes, desktop support, etc.) 14 Inventorial Equipment 15 Software Maintenance/Licenses 16 Software Purchase 17 Travel/Training 18 Other Costs 19 Total Expenses 6 rack units in COLO. 100GB of Standard Storage. Estimate may become obsolete based on Remedy 7 replacement. An estimate 10 licenses at $360 each will be needed each year. This should be the maximum cost based on the anticipated replacement for Remedy FUNDS LESS EXPENSES Funds Less Expenses 21 Carryforward consultants 22 Cummulative Total FY 0910 IT Bank Fund Request Application

5 Budget Area Dept Org Id Budget Category Line of Business Initiative Funded by Expense Category Expense Description FY 08 Actuals FY09 Proj Amt FY10 Proj Amt FY11 Proj Amt FY12 Proj Amt FY13 Proj Amt FY14 Proj Amt Cummulative Notes Help Desk Ticketing Client Services Major Project Service Desk IST Salaries Approx 50% of D. Silva's FTE at a salary of $86k 43,000 $ 43,000 $ 43,000 $ 43,000 $ 43,000 $ 43,000 $ $ 258, Help Desk Ticketing Client Services Major Project Service Desk IST Benefits 8,600 $ 8,600 $ 8,600 $ 8,600 $ 8,600 $ 8,600 $ $ 51, Estimated external consulting or software will be required to bring selected ticketing software to meet minimum standards. Help Desk Ticketing Client Services Major Project Service Desk Request for Block Grant Consultants/Contractors $ 54,400 $ $ $ $ $ $ 54,400 $ General S&E Help Desk Ticketing Client Services Major Project Service Desk IST Hardware Maintenance Server hardware maintenance is $4k annually. Estimate may become obsolete based on Remedy 7 replacement. $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 24,000 6 rack units in COLO. 100GB of Standard Storage. Estimate may become obsolete based on Remedy 7 replacement. Help Desk Ticketing Client Services Major Project Service Desk IST Infrastructure Services cost of recharge services 1,176 $ 1,176 $ 1,176 $ 1,176 $ 1,176 $ 1,176 $ $ 7,056 $ Inventorial Equipment Help Desk Ticketing Client Services Major Project Service Desk Request for Block Grant Software Maintenance/Licenses Other Costs $ Software Purchase Travel/Training An estimate 10 licenses at $360 each will be needed each year. This should be the maximum cost based on the anticipated replacement for Remedy 7. $ $ 3,600 $ $ $ $ $ 3,600

6 Budget Area Dept Org Id Budget Category Help Desk Ticketing Client Services Major Project Help Desk Ticketing Client Services Major Project Help Desk Ticketing Client Services Major Project

7 Line of Business Initiative Expense Category Service Desk Service Desk Service Desk

8 Expense Description FY 08 Actuals FY09 Actuals FY10 Proj Amt FY11 Proj Amt $ (56,776) $ (56,776) $ (56,776) $ (58,000) $ $ $ $

9 FY12 Proj Amt FY13 Proj Amt FY14 Proj Amt Cummulative Funding Type $ (56,776) $ (56,776) $ (56,776) $ (340,656) $ $ $ $ $ $ $ (58,000) $ $ $ $

10 IST OCIO Funding Source Program Fund Grants IT Loan and payback Request for Block Grant Other Sources

11 Notes

12 Event Major Project expense funding Central Permanent Central Temporary IT Bank Recharge IT Loan Pool Grants/Contracts/Gifts AVCIT Block Grant OCIO Discretionary BFS HRMS Voice Infrastructure Data Infrastructure 0809 Security 0910 Emergency Communication 1011 Payroll 1112 BAIRS FrontEnd 1213 BAIRS BackEnd Blu BFS HRMS Voice Infrastructure Data Infrastructure Security Emergency Communication Payroll BAIRS FrontEnd BAIRS BackEnd Blu COA Validation Payroll Migration Disaster Recovery BFS Enhancements

13 HRMS Enhancements BAIRS General

14 Control Unit: AVCIT/CIO IST OCIO IT Loan and payback Grants Other Sources Request for Block Grant BAI Payroll Network Communication Benefits Consultants/Contractors Infrastructure Services cost of recharge services General S&E Hardware Maintenance Inventorial Equipment Depreciation Inventorial Equipment NonInventorial Equipment Other Costs Recruitment Rent/Debt Service Repairs Salaries Software Maintenance/Licenses Software Purchase Travel/Training Office of the CIO Office of the Deputy CIO Application Services Client Services Data Services Infrastructure Services