Information Technology Master Plan Presentation November 2013
Trends Educause Top 10 (2009 2014) 1. Governance, Planning, Funding and Staffing 1. Establishing and implementing IT governance throughout the institution 2. Portfolio/Project Management 3. Strategic Planning of IT - Integrating information technology into institutional decision-making 4. Funding IT strategically (shifts) 5. IT staffing and organizational model (openness, agility, salary, training, updating) 2. Infrastructure 1. Infrastructure and Cyberinfrastructure 2. Institution-Wide cloud strategy (risks, size, funding, solutions, what make sense) 3. Supporting the trends toward IT consumerization and bring-your-own device(byod) 4. Identity/Access Management 3. Systems and Data for Decision Making & Operations 1. Using analytics to support critical institutional outcomes 2. Transforming & improving the institution's operational efficiency/business with information technology 3. Administrative/ERP/Information Systems 4. Security, Disaster Recovery/Business Continuity (Risks - balance costs and openness with security) 5. Mobile Technologies (including wireless devices, support & leveraging) 6. Teaching and Learning Technology 1. Improving student outcomes through an approach that leverages technology 2. Teaching and Learning with Technology including Learning Management Systems & classroom tech 3. Determining the role of online learning and developing a sustainable strategy for that role 4. Supporting research mission through high-performance computing, large/big data, and analytics 2
IT Mission and Objectives IT Mission Provide reliable, essential technology infrastructure, systems, and services that support the university s mission, core themes, objectives, and administrative imperatives and that provide technology tools to better educate more students with both effectiveness and efficiency. IT Vision and Role at UVU 1. Maintain (Keep The Lights On) It is imperative that IT maintains the current infrastructure and systems in order to provide the needed network, Internet, administrative/business systems, email and communications systems, and teaching infrastructure. This involves repair and replacement of aging equipment preferably before failure and at a goal of no more than seven years for most equipment. 2. Support (Keep UVU working) As the university grows, expands, and changes IT must provide service, support, and training for the campus during the time it is open and provide it for those who are not on campus 24x7x365 except in designated, necessary or unplanned outages and times. 3. Efficiency (Keep Costs Down) As the university grows, technology must provide efficient, effective user friendly systems for the business of the university that help to improve student outcomes, decrease the cost of instruction, increase the efficiency of campus service and facilitate communications and decision making. 4. Innovate (Introduce Innovative methods) - As the university expands its distance education offering and continues to face space challenges, IT must provide services and tools that provide for the Virtual University including video and audio conferencing and communications, Internet delivery systems, and remote services. These tools must also provide opportunities to engage students and university communities. 3
IT Objectives 1. Strategically plan, fund and manage technology across the university 2. Provide a stable and secure IT infrastructure 3. Provide up-to-date mobile systems and services 4. Provide efficient and effective systems and services 5. Support teaching and learning through technology 4
Strategically plan, fund and manage technology across the university Develop and implement a strategic master plan for IT 2014-2017 (Annually) - Review Strategic Master Plan for IT - Implement IT governance through the institution with executive and broad input - Integrate IT into institutional decision-making Review and establish funding models for IT FY 2013 - Establish real cost of IT services for accountability - IT funding models for growth (people, building, projects, systems) -2017 - Fund real costs of IT for campus initiatives and priorities - Move from a capital expenditures (Cap-Ex) model towards an operation expenditures (Op-Ex) model in preparation for cloud and state-wide services when financially feasible (out of R&R funds). 5
Strategically plan, fund and manage technology across the university Establish Priorities, Metrics and Accountability FY 2013 - Implement Wendia (project/portfolio management) for accountability & prioritization - Additional for site license $90,000 one-time - Additional maintenance for site license $18,000 on-going Address IT staffing issues of salary, training & workload - IT salaries adjustment towards market $100,000 FY 2015 - Skills/Training for changing technology $40,000-2017 (annually) - Address workload of IT employees (additional people, efficiency, reduction of work) - IT salaries adjustment towards market 6
Provide a stable and secure IT infrastructure Reduce the age of the infrastructure - Replacement of critical infrastructure 7 years and older $400,000 OT (Total need is $3,750,000 for 7 years and older) 3.5 2.5 1.5 0.5 Value in millions of dollars (Total value $11,190,000) 2013 0.27 0.71 2.20 1.49 0.70 2.07 1.32 0.36 2.07 Value in millions of dollars -0.5 1 year 2 year 3 years 4 years 5 years 6 years 7 years 8 years over 8 yrs 7 year replace cycle is $1,600,000 annually - Have $650,000 need $950,000 more 7
` Provide a stable and secure IT infrastructure Reduce the age of the Infrastructure - Progress towards replacement cycle - $100,000 OG (total needed $950,000) FY 2015 - Replace campus firewall (end of life) $350,000 OT - Replace Banner server & SPAM infrastructure $750,000 OT - Replace digital phone cards $50,000 OT -2017 - Increase staff in order to be able to do the replacement (see growth request) - Seven year replacement cycle - $850,000 OG (total needed $950,000) - Life-cycle funding for new technology 8
Provide a stable and secure IT infrastructure Address the growth of Technology System 1200 NOW 1000 800 DEVICES 600 400 200 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Servers VMs Wireless AP Network Additions to IT April 2012 Science Building ($ in new infrastructure) March 2014 Student Life and Wellness Building ($ in new infrastructure) January 2015 Classroom Building ($ in new infrastructure) Future Performing Arts, New Campus Entrance and Business Expansion Remote Campuses and Sites Current Wireless Over 6000 concurrent users Over 30,000 devices Only 400 access points Classroom need more coverage 9
Provide a stable and secure IT infrastructure Address the growth of Technology System FY 2013-14 - Install technology for Student Life and Wellness and Classroom Buildings - Fund increased software licensing costs $176,000 OG - Network Engineer $90,000 OG - Support Technician for Classroom building $28,500 OT (1/2) (part 1) - Media Technician for Classroom building $28,500 (1/2 shared with Wellness) FY 2015 - Support Technician for Classroom building $57,000 (part 2) - IT Operations Director $25,000 (internal promotion/re-org) - Virtual System Admin upgrade to senior $30,000 FY 2016 - Increase storage for email and network storage $150,000 FY 2015-17 - 7 Additional Infrastructure Support Personnel for Growth 4 Systems Administrators $360,000 2 Network Administrators $180,000 1 Technician $60,000 - Funding model for growth of employees and students (per person) 10
Provide a stable and secure IT infrastructure Increase the capability & efficiency of the infrastructure FY 2013-14 - Implement EduRoam and federation access and identity management - Move virtual servers to state cloud services - Move student email to cloud (Microsoft 365/Google Apps) FY 2016 - Wireless NAT for additional addresses $100,000 OT - Implement NAC for wired network ports $117,000 OT $95,000 OG - Start move to new networking technology (SDN) FY 2017 - Move to IPV6 (new Internet standard) -17 - Start move to public cloud services (evaluate carefully as to how and where it make sense) - Adjust to Software as a Service (SAS) model (Adobe, Microsoft, etc) - BYOD and shift towards consumer systems and support - Strategically implement SharePoint within resources available - Move to 10 Gig backbone and 1 Gig desktop network (during R&R) 11
Provide a stable and secure IT infrastructure Secure data, systems and technology FY 2013-14 - Install disaster recovery/business continuity hardware - PCI compliant level 3 - submit self study report and quarterly scans - Have a disaster recovery/business continuity drill to confirm capability FY 2015 - SIEM logging system and service for security event management $150,000 - Next state security audit improve on past performance FY 2013-17 - Create repeatable processes for security and compliance 12
h Provide up-to-date mobile systems and services Increase coverage and capacity of mobile infrastructure - Increase WiFi density by adding 100 access points($150,000 first year of 3 years) FY 2015-16 - Increase wireless density by adding 200 more access points (1 per classroom) ($200,000 OT) - Better cell phone coverage by completing DAS & get cell providers on-board FY 2017 - On-going maintenance for 300 more access points ($100,000 OG) Build mobile friendly apps, websites, and services FY 2013 - Registration on mobile just released FY 2013-14 - Finish migration to a mobile-enabled website - Mobile application modernization to include off-line capabilities/new look Have a mobile-first philosophy for implementing services -17 - When building new services, build interface with mobile design 13
Provide efficient and effective systems and services Support the business processes of the university FY 2013 - Rollout time and attendance system campus-wide - Implement BannerXE and start conversion of current processes - Implement Recruiter and Banner CRM FY 2015 - Software Engineer $106,500 (backlog of projects) - Web Programmer $80,000 (backlog of projects) Support Business Intelligence (data for decision making) - Financial reporting and business intelligence?? -17 - Support analytics for student success and retention 14
Provide efficient and effective systems and services Improve website and communications FY 2015 - Web Developer $70,000 (large backlog of projects) FY 2013-17 - Better accountability for content being up-to-date - Review effectiveness and usability of websites - Use website analytics and usability studies to improve website Improve business processes of the university and increase efficiency - Re-implement and improve UVLink portal - Kuali membership $9,500 FY 2017 - Move towards State-wide (possibly open source) administrative systems (Kuali) -17 - Improve DegreeWorks (WolverineTracks) for predictive scheduling and student success - Use Business Process Analysis to improve all major business processes - Process automation based on campus priorities 15
Support teaching and learning through technology Support classroom technology infrastructure - Install new classrooms in classroom building -17 - Seven year or less replacement cycle for classroom technology $200,000 OG - Leverage BYOD and virtual environments for more efficient classrooms Support distance and on-line learning technology FY 2013-17 - Support distance learning with infrastructure capacity and capability - Support testing technology for distance and on-line learning - Coordinate technology for on-campus and off-campus origination and receive sites - Implement and support new DE technologies & platforms as needed - Support for MOOCs and competency based education - Better support for remote campuses and off-campus activities FY 2015 - Expand HelpDesk/Call Center hours $85,000 16
Support teaching and learning through technology Provide current technology tools for academics - Fund and support state-wide Equella/Kaltura system $90,000 annually Equella is content management for teaching resources Kaltura is video streaming and storage - Turnitin Software on going funding (academic request) - Support e-portfolio needs for academics (training and systems) FY 2015 - Wide-spread availability of lecture capture systems FY 2016 - Institutionalize Adobe software contract - $140,000 annually FY 2013-2017 - Examine and recommend software for teaching and learning 17
Support teaching and learning through technology Provide resources and analytics for student and faculty success -17 - Move towards virtual labs and software as a service (SaaS) ($300,000 OT and $300,000 OG) - Implement analytics for teaching and learning (PARS) - Respond to other academic initiatives 18
Overview of IT Budget requests for FY2014 1. Software $176,000 OG (also support academic request for Turnitin) 2. 4 positions - $237,000 OG Network Engineer $90,000 critical need Support Technician for Classroom Building (1/2 year then OG) $28,500 ($57,000 for FY2015) Media Technician (1/2) for Classroom Building (shared with Wellness Center) $28,500 Support for growth of systems $90,000 3. Wireless growth (both access points and security) - $150,000 OT Includes access points $100,000 and security for growth $50,000 4. Critical R&R Infrastructure - $400,000 OT 5. R&R Infrastructure - $100,000 OG 6. Employee retention (Salary $100,000) 7. Equella/Kaltura state commitment $88,112 ($91,312 FY2015) OG 8. Project/Service Management Software $90,000 OT, $18,000 OG 9. Campus-wide IT Master Plan discussion/approval Support Academics with Media for Classrooms Support Wellness Center in ½ FT position for building media/technical support Total cost of requests for coming year $619,112 OG, $640k OT 19