IT Services
2005 – 2006
PBA
IT PBA
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IT Overview & Resources
IT Accountability
IT Funding Requests
ITSC & College Department’s Requests
The IT Problem, Planning, Solutions
Summary of Top Priority Requests
Information Technology
Overview and Resources
 Divisions
 Infrastructure Services
 User Services
 Other
Office of IT
Information Technology
Services
Infrastructure
Services
User
Services
Other Areas
Infrastructure Division
Infrastructure
Services
1.5 FT
Networking and
Servers
3 FT
Email, backup,
& NOC
1 FT 1 PT
Supports
Network
Switches
Servers
Wiring, etc.
Supports
Email
Backup
NOC (tier 2)
Critical Needs
Training
Network Upgrade
Critical Needs
New positions
Hardware
Backup system
Training
software
UVSCNET
Automation, reporting
2 FT 1 Temp
Supports
UVSCNet
Wireless
Crystal Reports
Workflow
Self-funded prj
Critical Needs
Positions
Training
Hardware
software
Administrative
Programming
9 FT (adding)
Supports
Banner
Plus legacy sys
Campus Scheduling
LMS, FSAAtlas
Teacher Evals
Teacher Verification
Data feeds to systems
Critical Needs
Oracle Training
Current expense
User Services Division
User Services
1.5 FT
IT Help Desk
4 FT 10 PT 5 WS
Supports
All desktop users
Campus wide tech.
Standards
Wireless signup
One Stop
Student connections
Overhead projectors
Critical Needs
Full-time people
Center for
Student Computing
4 FT 12 PT
Supports
Open Labs
Some dept labs
Kiosks
Student accounts
Student requests
Portal
Critical Needs
Consulting hours
Lab strategy
Funded by FEES
Web Development
Services
4 FT 5 PT
Supports
Web sites 58 mil hits
52% growth this year
60,000 pages in 200 dept.
CMS 150 Users 102 sites
10,000 pages
WebCT 4600 sects
116 sites & 14,480
pgs produced in year
Critical Needs
Positions
Hardware, space
(Adding)
Media
1 FT
Supports
Media in classrooms
Media Engineering
TV/VCR/DVD
Sound/Projectors
Overhead repair
Critical Needs
Positions!!!!!
Equipment
Plan
Space
Other Areas
OIT
1.5 FTE
Telephone Services
4 FT 5 PT
Supports
Operators
Telephone
Infrastructure
Campus Wiring
Critical Needs
Personnel
Training
Auto attendant
Banner Project
Project Management
1 FT 1 PT
Supports
Banner
Special Projects
Grants
Critical Needs
Banner needs
IT Security Officer
1 FT
Supports
Network Security
Data Security
Security training
Critical Needs
Firewall
Security tools
Forensic tools
User Training
Database
Administrator
1 FT
Supports
Banner
All Databases
Oracle
Critical Needs
Assistant DBA
Training
RAC technology
Administrative
Systems
and Operations
4 FT 2 PT
Supports
Administrative
Systems hardware
Administrative
Backup
Administrative
Jobs, printing
24x6
Critical Needs
Training
Hardware
Dat
Employees
 Full-time Employees – 41.5
 Part-time Employees – 29
 Work Study Employees – 12
full time
part time
work study
We Support campus
technical staff
 Coordinate with Campus Department’s Technical Staff
 42 FT, 22 PT, additional Work Study
 Coordinate with Studios & Engineering
 Was dual report - moved during 2004 under Ian Wilson
 Studios and Engineering includes
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Broadcasts
Studios
Fiber external to campus
UEN TOC & Distance Ed. Support
Cable system
Video Conferencing support
 Classroom technology, Media services & support
 1 FT for all of campus classroom technology
 Designs, installs, maintains, repairs, trains
ITS Budget
Total On-Going Budget - $3,776,337
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Wages, Salaries & Benefits $2,772,456
$150,000 Software
$103,000 Telephone lines
$24,000 Media
contingency/projects $22,081
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$480,000 Banner on-going
$124,000 current expense (at
$3K/FTE should be $168,000)
$100,000 infrastructure
Wages
Banner on-going
Software
current expense
telephone lines
infrastructure
media
Contingency
Budgets…
 Soft Budgets - self-funding for :
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UVSCNet & wireless
CSC (open labs, etc. from student fees)
New computer New port fee ($100/new computer)
Self-funded projects
 One-time Funding (Average over 1 million per year)
 1999 for Y2K servers & systems (2 million+)
 2001 for phone switch/network (4 million)
 2002 – 2004 Administrative Systems(1million per year)
IT Accountability
2004-2005 Goals
(working on)
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IT Strategic Plan
Finish IT re-organization
IT Policies (6 submitted & approved with 6 more coming)
Banner Migration (currently working on Student/FinAid)
Security (Network and Data) – hired security officer
 Security assessment of network & systems currently underway
 Network Infrastructure (Used $150,000 & patch design)
 Backup System (implemented patch for aging system)
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Better Academic Support for Technology (using HelpDesk to supplement Media)
Web Strategic Plan (working on with WAC)
Disk Space on Servers (Created self-funding procedure - in process of implementing)
Software budget shortfall fund from vacated position funds
Work with Academics on Computer rotation proposal (in process)
SPAM System RFP
2004-2005 PBA Requests
 *Funded IT Security Position
 Not funded $20,000 operating budget
 Security audit of server systems & vulnerabilities
 *Funded Projector bulbs ($25,000 one-time)
 Purchase replacement bulbs for LA building
 Need Network project $500,000 (not funded)
 Need 7 positions in addition to Security Position
 Not funded
 Funded 2 programmers for Banner
2004-2005 Funding Needs
 7 Positions not funded were
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Infrastructure (systems)
NOC
Web Center
Student Computing
Media Engineering
Telephone Services
HelpDesk
(Still need all of these!)
 Backup System $200,000 (requested but did not make
top priority)
 Generator $100,000 (requested but did not make top
priority)
IT Funding Requests
2005-2006
 Prioritized On-going priorities
 Prioritized One-time priorities
 Top priorities at the end of the
presentation
On-going priorities
 IT Network equipment funds $150,000
 To be used for Network Infrastructure (fiber,
switches, etc.) upgrades and finish build out.
On-going priorities
 Temporary 1 year soft funded position to
permanent position $50,000
 Position for Crystal Reports, WorkFlow,
Automation
 (one of seven requested last year)
On-going priorities
 Software fund shortfall $49,470
 Immediate need
 This year and On-going
Current shortfall without any expansion or increases
(averages about 5% per year)
SOFTWARE Includes:
Microsoft, Virus software, Scheduling software, Lab
support software, WebCT, Novell, Trouble ticket
software, Printing software, Micrograde, etc.
On-going priorities
 Support position for MacIntosh (40% of
salary) $22,710
 MUST DO!
 Aviation & Fire Science were paying
On-going priorities
 System Adminstrator for Web & WebCT
servers $52,587
Currently one employee (not adequate)
(one of seven requested last year)
On-going priorities
 Increase to Infrastructure funding $100,000
 For replacement/repair/upgrades of aging servers
 Training needs for all of IT $85,000
 Convert 3 part-time helpdesk positions to fulltime $57,000 (one of seven requested last year)
 Current expense shortfall $20,000
 Administrative assistant for ITS software and
projects $22,187
On-going priorities
 Position for email manager $50,000
(one of seven requested last year)
 Position for NOC manager $50,000
(one of seven requested last year)
 Administrative assistant for Web
Development Service $42,030
 DBA Assistant (2nd DBA) – possible
internal reallocation/reclass
One-time priorities
 Generator for Admin building $75,000
One-time priorities
 Layer Seven Campus Firewall $125,000
One-time priorities
 Voice Activated operator $60,000
Save on-going costs of additional operators
for overflow and after hours calls
One-time priorities
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Blade servers for RAC Phase I $150,000
RAC license to Oracle $120,000
100 SCT consulting hours (Luminis) $16,500
Forensics Software $5,000
Backup Software $ 50,000
Radius Software $10,000
Media Carts for self checkout $40,000
 1st year of 3 year build-out plan
 Cell phone Neutral Hosting project
Other IT priorities that
didn’t make the top list
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Telephone Services 2 FT technicians** (one of seven requested last year)
Media Services 1 FT 2 PT**(one of seven requested last year)
Open Port & authentication solution for college*****
Network position 1 FT**
Web Developers 2 FT
Campus ID system & database**
PatchLink patch management software** $27,000
Web-based application server*
Web server updates to hardware & software
Campus desktop backup solutions
Hardware for data warehouse
Banner data security position
additional positions in Infrastructure 3 FT
Ongoing Maintenance budget for telephone Infrastructure
Campus backup hardware
Hard Funding for Wireless instead of soft funding
Laptop computers shared across for employees travel & portability
Future projects
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Title III grant
UVCN & UTOPIA
Cell phone Neutral Hosting
Wireless external to campus
Data warehouse or Data Mart
Digital Learning Center Building
ITSC & College
Department’s Requests
Student Services
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SCT Extender imaging system
2 Programmers for Banner
ID card system and ID database
On-line Ticket sales system
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Cell phone coverage on campus
Wireless networking improvement at no cost
Open port authentication
24X7 support
Students
Alumni & Development
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Media and broadcast split – 1 position
Web resource center – 1 position
Email for life
Help with Blackbaud
Administrative Services
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New server for parking
4 new PCs
Automated billing system
Firewall
TouchNet phase II
Generator
Time clock system
Security cameras
People Admin Software
BPA & WorkFlow assistance
Campus Ticket sales system
Student ID/financial Card system
Academics
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WebCT support – 1 position
Media support people & equipment
Plan for media in all classrooms
Plan for computer purchase/rotation
 School’s Requests
HASS
 IT position for HASS (half-time to full-time)
 Gunther Trades classrooms media equipment
 New server/network upgrade for Gunther
Trades
 Mac support
 Open lab MAC computers & software
Science & Health
 Backup for staff
 RAM for lab computers
 Additional Storage space in SANs
General Academics &
Library
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AdvisorTrak/TutorTrak Software
New Sun Server
E-commons
2 ½ of position for technical help
Firewall
Port Authentication for library
14 additional PCs
Server hardware $2500
TTI
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Hourly Position for Provo airport
40% of salary of technician picked up by IT
Technician Position for TTI
Process for computer upgrades for Lab
Gunther trades building network
Projectors in Gunther trades area
Wireless in Gunther trades area
Firewall
New Server
Business
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12 notebooks
79 desktops
SPSS license (5 additional)
5 Macromedia licenses
PatchLink – patch management
Education
 Tech position needed but not requested
 Classroom Media for New Education building
 $5k – 10K per classroom plus installation charges/personnel?
CSE
 Computer replacement for labs & staff
 Open Port and authentication solution
Continuing Education
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30 computers
Fiber to National Guard building
High speed to Mall
Fiber to ALL
1 technical position for Banner etc.
The IT Resource Story
(the “black hole”)
Infrastructure Value
 Server & Wiring Rooms $930,050 (life 10 yr)
 Fiber Plant $226,755 (life 15 yr)
 Copper Plant $3,074,400 (life 10 yr) (Cat 3 needs
replacement)
 Wireless $97,675 (life 3 yr) (self-funded)
 Switches $2,315,000 (life 5 yr) (some over 7 years old)
 Servers $721,000 (life 4 yr) (last purchase 1999)
Total Network Infrastructure - $7.4 million
 Does not include
 Administrative Systems, Security, Phone Systems,
 Classroom Media Systems, Software, maintenance, support etc.
College-wide IT expenditures
2003-2004
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Software – $916,895
Hardware network parts $354,531
Hardware computer parts $2,041,163
AV $103,327
AV Supplies $586,702
Telephone Equipment $48,136
Capital Data & computer $651,786
TOTAL = $4,702,540 (IT accounts for only $776,881)
 Does not include procard purchases!
 Does not include Instructional Equipment $319,594
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Telephone carriers $217,458
Telephone cell phone $294,763
Pagers $7,902
Budget & Employees
ITS
 Total Budget $3,776,337
 All on-going funding including
salaries, Banner, etc.
 IT staff in Central IT
 41.5 Full time
 29 Part time
 Work Study Employees –
12
 One-time Funding
(Average over 1 million
per year)
Rest of College
 `Total Budget over 4
million (not salaries)
 IT staff in departments
across campus
 42 Full time
 22 Part time
 Additional work study
 Buy equipment but not
pay for support
ITS Spending
 ITS accounts for 25% of campus
Technology spending (Includes Banner funding)
 ITS accounts for 50% of IT personnel
 ITS Infrastructure funded by one-time
spending model
Computers Purchased
2003-2004
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Computer Shop sold about 800 computers
Additional Notebooks
Additional Name brands (not standard)
Approximately $2 million spent
 Total desktop computers on campus =
4,029+
Computer Lease (Business/CSE) & purchase with buildings
Desktop Computer
Replacement?
4000 computers at an
average of $1500 each
over a 3,4,5 year rotation cycle
($6 million)
3 year – $2 million/year
4 year – $1.5 million/year
5 year – $1.2 million/year
We spent $2 million last year!
The IT Challenge
 Not Fully funding IT costs
 Example cost of media equipment only but not support!
 Can’t say NO and don’t fund YES
 Departments want more and if ITS can’t service them, they
do it themselves or complaints. Then ITS must support.
 Personnel needs and costs
 Dependency on PT and high cost of FT
 One-time funding model
 Cost of Infrastructure and Technology
 Change and Growth of IT industry
 training, update, outdate, new technology
 IT growth at UVSC in requests & expectations
 WebCT should be up 24x7 but no-one is here on Sundays!
IT Solution
1. IT Strategic Plan (not funding but mission
and philosophy)
2. Examine everything! (use task force)
3. Reorganize IT using consultants
recommendations
4. Examine and Implement Funding options
1. IT Strategic Plan
 Never approved because cost too much!
 Avoided
 Need direction even if there is no
funding!
 We spend the money even if we don’t
plan it! (~ 5 million last year - not on salaries)
2. Examine everything
 IT Task Force
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Look at IT personnel from campus-wide perspective
Re-organize IT personnel for efficiency
Identify and prioritize IT issues
Look at all expenses and suggest cost savings
Create centralized system for requests
Create self-funding mechanisms for requests
Set limits on departments without identifying real costs.
(fund support as well as technology)
 Look at Technology fee
 Create Strategic Plan
 Grants and External Funding Sources
3. Reorganization of IT
 Consultants recommendations
 3 divisions in ITS
 Centralize Academic IT division
4. Examine and Implement
Funding options
 Student Technology Fee of $25/semester
 Generates approximately $875,000 per year
 Fund additional Infrastructure & support
needs through a Port Charge of
$125/every computer/year (cost of dial-up ISP)
 Generates approximately $500,000 per year
Other Possible Funding
Sources for IT
 Consistent Lab access fee for all computer labs with
part to infrastructure
 Fees to departments based on number of phones.
 Charge for projects that are not funded through
campus priority
 Required Service Level Agreements for support
 Full-funding when systems are brought on
 Increase one-time fee for new computer & make it for
all purchased computers (currently $100 for new only).
 Grants – Title III, etc.
Strategic Alignment for IT
priorities
 Manage Enrollment
 Positive Image and Awareness of UVSC
 Develop, retain and attract exceptional Faculty
& Staff
 Expand & Reallocate Institutional resources
 Realize a comprehensive four-year college
mission
 Infrastructure!
Top priorities
 On-going
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Infrastructure funds $150,000
1 position $50,000
Software index deficit $49,470
40% Contract obligation $22,710
 One-time
 Generator $75,000
 Layer Seven Firewall $125,000
 Voice activated operator $60,000
 Total $532,180
 on-going $272,180
 one-time $260,000)
Greatest Need
 Approved Strategic Plan
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Alignment of IT with Institutional priorities
The UVSC Model for IT
Strategic direction on how to use IT funds
Strategic direction on how to fund T
Biggest Challenge
 Trying to service all of campus’s expectations without
the resources needed and with the ability of the
departments to go outside and spend more and create
hidden costs that IT must absorb.