MIS. Platform Services. Software. Business Intelligence. Technology Customer Support

Transcription

1 * Custom application development Payroll applications (time & attendance) Student assignment algorithm HR applications (staffing, transfers etc.) School safety web applications Mobile platform applications * Interfacing with disparate data systems * District web server maintenance * Active directory and student account provisioning * Electronic document management * SharePoint administration * Data warehouse * Custom report development (e.g. Infinite Campus, MUNIS) * Design and develop Quality indicators Dashboard Student assignment algorithm Balanced scorecard and other decision support systems * Specialized data extraction for payroll, HR and students * Data extraction for student labels Software Business Intelligence Platform Services MIS Technology Customer Support * Data center maintenance * Server and application virtualization * Disaster recovery & business continuity * Enterprise storage consolidation * Active directory provisioning of staff and students * File and print cluster maintenance * ERP hardware support * Data forensics * Image depot and district-wide imaging services * District-wide technology support * Application troubleshooting * Infinite Campus permission management * Active directory password services * access and mailing list support * Remote troubleshooting of systems * Software installation

2 Systems Development

3 Agile Methodology Used by Different Business Functions Management Information Services 3

4 Prior Kanban Board 4

5 Current Kanban Board 5

6 Kanban summary Visualize Work workflow, bottlenecks, queues, assignments Limit Work in Process (WIP) keep work flowing avoid multi-tasking Manage Flow and Measure balance workload use metrics for analyzing and improving flow of work 6

7 Scrum summary Deliver the highest value to the business in the shortest time Sprints break down work into 2 week periods Daily Stand Up Meetings (15 minutes) What did you do yesterday? What will you do today? Do you have any impediments/roadblocks? Adaptability to change quicker and easier Customer involvement participation in stand-up meetings providing demos of potentially shippable products 7

8 Daily Stand Up Meeting Schedule 8:00 AM 8:15 AM - WhatsTheDeadLine Team (Cheul Hwang) Guy Clark, Janet Mikes 8:30 AM 8:45 AM - NotMyBug Team (Josh Franey) Joe Cho, Chris Hall, Kurt Taylor 9:00 AM 9:15 AM RestNVest Team (Doug Sutherland) Mike Carmouche, Phillip Jones, Priya Mohanraj 9:15 AM 9:30 AM - IGotNuthin Team (Daniel Waddell) Titus Anderson, Manuel Garr, Kyle McCormick, Alex Uhling 8

9 To Do Collect more history for metrics velocity burn down charts forecasts cost of projects Increase customer involvement stand-up meetings, demos, feedback, priorities Make changes as needed 9

10 Lessons Learned Define your process first workflow, work items to track, teams Start off simple use post-its for Kanban Board Have daily stand-up meetings team work communication accountability status 10

11 Resources Kanban Kanban: Successful Evolutionary Change for Your Technology Business by David J. Anderson Scrum Scrum: The Art of Doing Twice the Work in Half the Time by Jeff Sutherland Kanban and Scrum Louisville Agile Forum: 11

12 Software Development Average Cost Hour Project MIS GSA Contractor Cost Savings Position Avg Hrly Rate Pct 100 Hour Cost Avg Hrly Rate Pct 100 Hour Cost Database Administrator % $1, % $2, $1, Enterprise Architect % $1, % $4, $2, Software Developer % $1, % $5, $3, TOTAL COST 100 HOUR PROJECT: $4, $12, $7,

13 Technology Service Desk

14 Goals for this presentation: Metrics show pain spots and solutions to resolve them. Cost Analysis- show how the JCPS service desk is cheaper than outsourcing.

15 From the last meeting we discussed what changes can be made to improve performance? Automation, Automation, Automation Managed groups In progress Automated Staff IC account creation/permissions Automated Parent portal account creation Self Service domain password resets In progress New Addition integrate Infinite Campus accounts with Active Directory

16 How will the new provisioning system affect distribution groups? Time will tell. From January 1, 2014 December 31, 2014, distribution groups tickets completed.

17 Solution: Create a website where employees have to register in order to reset forgotten passwords.

18 20% of Total tickets have a survey sent. 16% of surveys sent are returned. Solution: Send more surveys out and make the survey more enticing.

19 Service Desk Cost Analysis Direct Labor Requirement for Processing Calls at the Service Desk -Gross Staffing Model January 1,2014 December 31,2014 Submission Method % of Incidents/Requests Phone Web Walk-In (Image Depot) Total 47% 17% 35% 1% 100% # of Incidents/Requests Average Processing Time of each Incident/Request 3,761 1,

20 Numbers are based on the HDI 2014 Practices and Salary Report - Information is provided by 873 technical support professionals. HDI Rates per ticket Median fully burdened cost Number of requests per month Total cost per month Cost per phone call $ $52, Cost per $ $25, Cost per walk in $ $2, Cost per web $ $12, Total Yearly Cost if outsourced Per $92,254.00Month $1,107, Number of requests per month JCPS Service Desk Rates - ** fully burdened cost Total cost per month Total Cost of service desk is Cost per phone call (avg minutes 7) $ $12, $320, Cost per (avg minutes 5) $ $6, Cost per walk in (avg minutes 30) $ $1, JCPS Savings by not outsourcing Cost per web (avg minutes 10) $ $6, $787, Per $26,669.23Month 71.09%Savings!! ** - Average cost per employee per minute is 49 cents (this is tier I, II, III and Lead). This is calculated by taking the fully burdened hourly rate average for all tiers $29.39/60=.49 - then multiplying average minutes per Phone, Web, and Walk in by.49 to get average cost per incident.

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22 Virtual Machines Virtual Machine Count Current Virtual Machines by Type Actual Projected Admins Students

23 Storage: Enterprise Storage Utilization By Type (in Terabytes) /18/2014 3/10/2015 Application Database E-School File Server Other School Storage Server Capacity - March 2015 Storage Server Online Raw (GB) Approximate Usable (GB) Allocated (GB) Available (GB) HP EVA ,440 66,960 44,112 22,848 HP EVA ,528 96,422 83,432 12,990 HP 3PAR 248, ,480 74, ,082 Hitachi AMS ,744 46, ,872 Total 434, , , ,792

24 Storage: Student Folders 200, , ,000 50,000 0 Number of Student Folders 12,000 10,000 8,000 6,000 4,000 2,000 0 Total Usage (in Gigabytes) Archive Elementary High Middle Other Special Archive Elementary High Middle Other Special

25 Storage: Backup 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 NetBackup Disk Pool Utilization (in Gigabytes) 3, , , , , , , , , , , , , , , , Dec-14 Jan-15 Feb-15 Mar-15 e275nbuss04 e275nbuss03 e275nbuss02 e275nbuss01

26 System Monitoring System Uptime Time Unavailabl e (minutes), 749,331, 1% Total Packet Transfers Packets Sent, 1,719,994, 5% Total Poll Time (minutes), 50,628,912, 99% Time Unavailable (minutes) Total Poll Time (minutes) Packets Lost, 34,776,450, 95% Packets Sent Packets Lost

27 Virtual Desktop Infrastructure: Education Use Cases Courtesy Dell

28 Virtual Desktop Infrastructure: Cost Savings Desktop Power Utilization 70 Watts in use 6 Watts in sleep $6.0 0desktop Annual per cost $270 Annual Kdesktop cost Dell Wyse Power Utilization 7 Watts in use 1 Watts in sleep $0.6 0desktop Annual per cost $27K Annual desktop cost Savings for desktop virtualizatio n 90% Less power consumptio n 85% Less power while in sleep 90% Less energy cost $243 KAnnual cost savings Courtesy Dell

29 Virtual Desktop Infrastructure: Cost Savings 10 Year Hardware Cost Savings $3,000, $2,500, $2,000, $1,500, $1,000, $2.4 Million Savings Estimate based on 45,000 desktops Deskto ps $500, $- Year 1 Year 3 Year 5 Year 10 Courtesy Dell

30 Virtual Desktop Infrastructure: Cost Savings 10 Year Hardware Cost Savings Based on Average Desktop cost of $600 Client Device 4 Year Cost 10 Year Cost Estimated Maintenance Total Cost Desktop $27 M $67.5 M $10 M+ $77.5 M Wyse Client $15 M $15 M $200k $30.2 M Desktop lifecycle is 3-4 years Wyse client lifecycle is 7-10 years $25 per hour for break/fix and install $40.3 Million Savings Courtesy Dell

31 Virtual Desktop Infrastructure: Deployment 8 different templates and 8 Remote Applications 8 blades running the virtual desktops Pilots in effect with: Myers HR CES Training Lab STCs asking to try-and-buy

32 Virtual Desktop Infrastructure: Next Steps Implement Software Standards Get More Feedback Test More Software Do Print Server Project Bring More People Onboard

33 Projects: Status 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0%

34 Projects: Timeline

35 Projects: Resources Project Resource Utilization Seekell; Roger P Olliges; Will R Lingad; Donald Harris; Annette R Barham; Joe W Anderson; Nat P.

36 Platform Services Average Cost 240 Hour Baseline Week MIS GSA Contractor Cost Savings Position Avg Hrly Rate Pct 240 Hour Cost Avg Hrly Rate Pct 240 Hour Cost Project Manager/Architect % $2, % $5, $3, Systems Engineer/Virtualization % $4, % $10, $6, Systems Administrator % $4, % $12, $7, TOTAL COST 240 HOUR Baseline Week: $11, $27, $16, Note below: Microsoft Rate % $60, $43,412.88