IT PBA 2006-2008
November 2006
Top 10 - Educause
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Security & Identity Management
Funding IT
Administrative/ERP/Information Systems
Disaster Recovery/Business Continuity
Faculty Development, Support, Training
Infrastructure
Strategic Planning
Governance, Organization, & Leadership
E-Learning/Distributed Teaching & Learning
Web Systems & Services & Enterprise Level Portals
State of IT Services
 Successes
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Gone from no base funding to some base funding
State funding and recognition at state level
Re-organization of ITS & committees
Master Plan Draft
 Challenges
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IT “Silo” groups
SLAs (Service Level Agreements) & expectations
Single entry for IT projects/requests & status feedback
Keeping up with technology and expectations
 Direction
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Establishing metrics, SLAs, capacity & setting expectations
Real numbers on life cycle costs and life cycle planning
Accountability & transparency
Say Yes! – cooperative outsource, insource, and prioritize
IT Master Plan
(Priorities)
 I.
Infrastructure (SD #5)
– Provide a college-wide, secure, reliable technology infrastructure
 II. Enterprise Systems & Infostructure (SD #1, #2)
– Improve administrative effectiveness and access to information
 III. Academic Support (SD #6)
– Enhance the instructional and academic mission of the college
through technology
 IV. College Community Support (SD #4)
– Support individualized, college community use of technology
 V.
IT Governance (SD #3)
– Improve management, planning, coordination, communications
and stewardship
Accountability
Accomplishments & Metrics
 Accomplishments
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Clean Access, GroupWise 7.X, Banner 7.X
Repair of air conditioning in server rooms, replace UPS batteries
Replaced last of ATM network
Replaced administrative systems interfaces to other systems
On-line policy system
Replacement of the majority of legacy administrative reports in
Banner environment
Moved systems from daily and weekly downtime to monthly
and quarterly downtime
On-line payment systems for departments
Campus on-line cameras
Remodeling – rewiring WSC, BA basement, DLC planning, etc.
Campus wide student lab printing
Last Year ITS Budget (2005-2006)
Total On-Going Budget - $5,724,242
 Wages, Salaries & Benefits $3,696,227
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– Includes `Budget Cut of $100,000
$254,000 software
$333,369 Oracle
$110,000 telephone lines
$18,000 media plus $75,000
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$225,000 infrastructure
$201,990 hardware maintenance
$230,000 Banner one-time
$124,000 current expense
$22,081 contingency/projects
Wages & Benefits
Obligations
Budget Cuts – Project Manager ($86,000)
Current, travel,
infrastructure
Accountability - Current
Status
 Start of year hard funded
– 46.1 FT
– $1,348,328 in current, capital, travel, software
– $281,775 in hourly
 Added
– DBA FT, Helpdesk FT (from PT), Media FT, 2 PT, Clay Salary 40%(from HR)
– $150,000 – servers
 CUTS
– WebCT Maintenance - $30,000 (need back)
– 1 Position - $86,000
 Academic Media Funds – $75,000
 Total State Funds - $426,932 ($64,400 one time)
 Software & maintenance obligations – $1,309,481
 Soft funded
– Telephone Services (break even wiring, equipment, long distance, wiring labor, etc)
– Student Computing (break even open labs, kiosks, labor)
– Wireless & UVSCNet dialup – (break even services without labor costs)
– Media – charge and build for department
– Infrastructure fee ($100/new computer)
– Web Services & Automation – self funding charges to organizations & projects beyond funding
Position Comparison to Weber State
 Positions
– 60 FT positions at Weber as compared to 51 UVSC
(9 fewer positions)
– PT numbers indicate similar shortages
Full-time IT Employee Comparison
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16
14
12
10
8
6
4
2
0
17
14
15
13
13
11
Weber
UVSC
7
4
4
5
2
infrastructure User Services
Admin
Programming
Web
Telephone
Services
1
Security
Report
Last Year PBA - Immediate Decisions
 Reallocation of existing funds NO NEW FUNDS
– Full-time Telephone Services technician
• Received permission & hired (soft funded)
– Full-time HelpDesk technician/shift supervisor
• Received permission & hired (lost 3 hourly PT funding)
– Full-time Web developer
• Received permission (haven’t hired because of current
workload shift to hourly positions & less programming)
– Other requests on Internal PBA
• Internally funded through reallocation of existing funds
Report
Last Year PBA - Position Requests
#1 Assistant DBA (highest college-wide priority) - $86,740
Funded - Hired Chuck Colborne (now searching for programmer)
#2 SUN/Luminis/Banner system admin - $86,740
Not funded – still on request for this year
#3 Convert 40% of HR programming position to IT - $28,000
Funded from HR and given to HR hourly ($16,000)
#4 Report Writer for Banner - $57,922
Funded – Continued employment of Jerry Clarke
Media technician & hourly - $120,000
Funded – Hired FT & PT
**Supported Student Services “funky tech” FUNDED TO STUDENT SERVICES
NOT FUNDED
 Web developer - $57,922 – still on request for this year
 Hourly money for HelpDesk, Media, Infrastructure, Programming - $120,000
 System admin for infrastructure - $65,392
 School technical support for each school - HASS, Education
 Additional future needs also
Report
Last Year One-time Funding Requests
#1 Layer Seven Campus Firewall - $125,000
NOT FUNDED
#2 Software (shift of Microsoft license date/deficit) - $60,000
NOT FUNDED (state money may help - see Budget Plan)
#3 Final Banner consulting payment - $60,000
FUNDED
#4 IT training initiative - $80,000
NOT FUNDED
#5 Phonetic Operator (buy over 3 years) - $80,000
NOT FUNDED
Other - generator, backup system, SUN hardware
SUN HARDWARE NOW BECOMING CRITICAL
Report
Last Year On-going Funding Requests
#1 Pay the bills – total $245,921
#1 Software maintenance - $59,121 Partial FUNDED by state money ($60,000 Net)
#2 S&E funds for IT - $71,000 (request again)
#3 Hardware maintenance - $115,800 (request again)
#2 Server Infrastructure Funding – total $364,000
#1 Server replacement initiative - $150,000 FUNDED $150,000
#2 Sun hardware & storage – $180,000 Partial FUNDED($90,000 reallocation from Banner)
#3 Backup stop gap - $44,000 (request again)
#3 Network Infrastructure Funding - $400,000 Partial FUNDED $60,000 from State one-time
Wireless ($330,000 per year through student fees)
NOT FUNDED
Funding for Infrastructure through port charge ($120/computer/year) - $704,000
NOT FUNDED
New Computer on-going funding - $1600 for each new computer base funding
NOT FUNDED
Summary of Last Year PBA
Positions
New Funds – 3 FT, 2 PT (DBA, Reports, Media)
Total – Gained 4 FT, retained 1 FT temporary
Lost 5 PT to trades for FT positions
Could gain 1 FT and lose 4 PT in trade
Lost 1 FT to health, several empty positions
One-Time
$60,000 college (last Banner consulting payment obligation)
$60,000 state for hardware
On-Going
$150,000 college for servers
$60,000 state for software obligations
Budget Plan for This Year
 Across IT
– Current expense - for travel, supplies, equipment,
phones
– Software - Pay obligations (expect to be only
$20,000 in hole reducing deficit)
– Maintenance contracts
– Furniture/remodeling for move of IT offices
Budget Plans for This Year
 Infrastructure
– $558,000 for Infrastructure from IT Projects, new
computer fee, state money, Banner contingency, new PBA
money, carry forward
– Funds Created
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Physical Infrastructure R&R – $20,000
Power Infrastructure R&R – $20,000
Air Conditioning Maintenance - $19,000
Software Licensing (1st year) Hardware Maintenance – $54,100
Media Infrastructure R&R – $10,000
UVSCNet R&R - $20,000
Server R&R - $190,000
Sun/Banner System Maintenance Stop Gap - $90,000
Network/Security - $85,000
Contingency - $50,000 (spent at year end)
Budget Plans for This Year
 Administrative Computing
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eSAF
ePAF
Reporting
Website
469 Multiple PIDMs identified & corrected since January
148 Banner programming requests completed since January
544 web projects including policy system, Banner/web systems
interfaces for systems such as BookMatch, Testing Center, etc.
 Technology Support Services
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Campus wide lab printing
Working with Call Center
5 new media enhanced classrooms
20 minute classroom response
Plan – Strategic
(Major Budget Impacts)
 Replace Banner hardware before end of
2008
 Replace network before end of 2009
 Replace phone switch before end of 2015
 Replace all media equipment in LA
classrooms by 2010
 Replace all servers by 2009
Based on end of life estimates
Plan – Operational
 Train as many programmers in Oracle as
funds allow
 Replace as many servers as funds allow
 Replace Campus Network Core
 Backups – Set expectations within capabilities
 Programming – Set expectations within
capabilities
 Plan for DLC impact issues (timing)
 Battle security challenges
Up Coming Events &
Technology
 Windows Vista migration
– Issues, software, testing, hardware
 WebCT Vista migration (UEN hosted system)
 Laptop Computers on campus
 ITIL (IT Infrastructure Library)
– method for supporting IT based on service level
agreements
 Virtual technology (virtual servers)
 Consumer wireless-phone technology
Gartner Hype Cycle
Gartner
Hype
Cycle
2005
History of IT Funding
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1999 Y2K – $800,000
2000 – Phone Switch & Network RFP – $1.2Million
2001 – Additional funding for Network/Phone $1.1 Million
2003 - 2006 Banner $6.2 Million
Buildings
– 2001 - CS building - funded campus cores, 3 building cores, all CS building
and surrounding areas (library, halls), studio, Cable TV, etc.
– 2002 - Student Center expansion – funded student center core & infrastructure
– 2003 - LA building – funded all LA building, server room for Banner, campus
SAN, media enhanced classrooms, etc.
– 2003 - Wasatch Campus – funded all infrastructure for Wasatch Campus and
between.
 Technology has been one of the principle uses of growth
money both for academics and other areas across the college
 Area requests – fund initiative system only (FSAAtlas,
WebCT, etc.)
– Later ask for software maintenance but not hardware or support!
With One-Time Money UVSC
has…
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Built $1.2 million phone system (10-12 year life)
Built $2.1 million network (5-7 years)
Built $1 million wiring plant (10 years)
Funded $500,000 for servers (3-5 years)
Funded $400,000 SAN storage (4-7 years)
Funded $200,000 backup systems (3-5 years)
Funded $620,000 SUN servers & SAN (4-7 years)
Built $6.2 million Banner/Oracle system (10 -12 years)
30+ systems (TouchNet, fsaATLAS, PE Issue Room, advisor check in, etc.)
– (software maintenance is funded)
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$1,500,000 server room infrastructure (10 years)
$250,000 cable TV infrastructure (10 years)
Over 100 media enhanced classrooms at $8,000 each (5-7 years)
Several Distance Learning classrooms & associated technology (3-5 years)
4500 computers ($4,500,000 worth) (3-5 years)
Additional department owned servers (5-7 years)
Black Hole
One time funding
One time funding
One time funding
One time funding
One time funding
Banner
Computers
Phone Switch
Servers
Funding Options
(How do we maintain it?)
 One-time
– Over & over & over – black hole of IT
– Example (servers, Banner, phone switch)
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Advantage – only get when need Disadvantage – planning – emergency mode funding
 Life-cycle of technology (base funding)
– Repair, replacement, and maintenance
– Example (software maintenance)
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Advantage – planning, real costs, not keep asking Disadvantage – changing needs, inflation, review
 Base funding based on some metrics
– Per person, per port – grows with new people
– Example – companies software site licenses
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Advantage – grows with metric, easy planning for growth Disadvantage – shrinking metric
 Charge back based on usage, cost
– Example – dial-up, wireless, long distance, wiring
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Advantage – users pay cost, reduces cost based on need
Disadvantage – expectation, avoidance,
 Mixed – some of each depending on situation
Funding IT
 Need an extended discussion on this issue
– We have been good at funding one-time costs
but not on-going costs
 General principles
– Unfunded but high demand = self-funded
– Need to control costs = charge back
– Universal need = base funding
– Affected by growth = based on per user
Budget Requests & Initiatives
PBA Initiatives – Infrastructure
Provide a college-wide, secure, reliable
technology infrastructure
 People Needed
– #1 Priority - Luminis Admin - $86,740
– System Admins, network personnel 3 FT & 2 PT
 Infrastructure
– #2 On-going Funding of Server Infrastructure
• $2,850,000 one-time or $600,000 on-going total cost
• New money – $420,000 on-going (5 year cycle)
• Includes servers, SUN servers, storage, backup system (have $150,000)
– #9 On-going Funding of Network Infrastructure
• $2,100,000 one-time or $350,000 on-going total cost
• New money - $176,000 on-going (6 year cycle)
• Includes switches and routers (have $174,000)
– #5 Security
• $150,000 one-time & 20,000 on-going maintenance or $50,000 on-going
• Campus firewall and maintenance (5 year life cycle)
PBA Initiatives – Infrastructure
Provide a college-wide, secure, reliable
technology infrastructure
 #3 IT Employee Support Funds – see below
– For training, supplies, and equipment for IT staff
 Campus/State IT Initiatives (Innovation)
– #8 Support Wireless Initiative for Infrastructure
• $300,000 on-going funds
• Includes life cycle funding and support for 8,000 users (currently have
1000)
• Includes 1 Full time 1 Part time position
– Disaster Recovery & Business Continuity (Oracle RAC) – State of
Utah
– $150,000 Digital Signage Infrastructure
– $35,000 Video over IP upgrade – Phase I
– $50,000 on-going Identity Management
– $150,000 – Wiring Fund – no charges for wiring new rooms during
remodels
PBA Initiatives – Enterprise Systems
Improve administrative effectiveness and access
to Information
 Infrastructure for Systems – see above
 People
– #4 Web Developer - $57,922
– #7 Oracle Developer - $86,740
 #3 IT Employee Support Funds – see below
• For training, supplies, and equipment for IT staff
 Campus Initiatives (Innovation)
– Support Title III Grant
– Add on to Title III Grant
• Programming position permanent instead of 1 year - $57,922
• EDW software & consulting - $390,460 OT, $67,500 on-going
– Web site redesign & system stabilization (institutional pages)
– Tracking system for requests and reports
PBA Initiatives – Academic Support
Enhance the instructional & academic mission
through technology
 #10 Media Infrastructure
– $800,000 one-time or $114,000 on-going
• Replacement cycle for 100 rooms (7 years)
 Campus Initiatives (Innovation)
– Support academic IT initiatives
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WebCT Vista migration ($30,000 plus work)
Computer replacement funds & cycle
Technicians in Education & HASS
Scheduling Initiative
Plagarism checking $22,000 per year
– SRS classroom feedback technology standard & funding - $60,000
– Software application serving for laptops & labs - $120,000
(Could reduce software costs from departments)
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Video streaming, podcasting, classroom Internet technology - $110,000
Media enhanced classroom build-out to all of campus (7yr schedule)
Text messaging & mobile communications system
Student, faculty, & staff web pages, wikis, and blogs
PBA Initiatives–College Community Support
Support individualized, college community use of technology
 People
– #6 HelpDesk - $57,922
– Software Office - $46,000
 ITIL Initiative - incident response to support students, faculty,
staff, for help, training, and support
 Campus Initiatives (Innovation)
– $79,500 one-time, $16,000 on-going - voice-activated operator
– My-Messaging monthly charge of $5 a month per user to cover the
$62,000 software upgrade
– Call Center Initiative in Student Services
– 24x7 support and system expectations
– $9,000 (base on-going) off-campus wireless service - then self-funded
– Desktop computer replacement funding
PBA Initiatives - IT Governance
Improve management, planning, coordination,
and stewardship
 People
– Administrative support
 #3 IT Support Funds
– IT employee support funds - $150,000
• Hourly, supplies, training, equipment for IT personnel
 Campus Communications Initiative
 IT Project & Request Tracking Process
 Campus Initiatives (Innovation)
– Employee retention & market equity
Summary
Summary by Position Requests
 People Positions
– #1 Luminis Admin - $86,740
– #4 Web Developer - $57,922
– #6 HelpDesk - $57,922
– #7 Oracle Developer - $86,740
– #8 Wireless Technician & support (part of
$300,000)
– Others including – Software Office, System
Admins, Network, etc.
 #3 IT Employee Support Funds - $150,000
Hourly, supplies, training, equipment
Summary of Major Initiatives
On-going
One-time
Existing
 $2.65 million for all servers &
storage
 $200,000 for backup system (plus
maintenance)
 $2.1 million for network
 $800,000 117 media rooms at
about $8,000 per room
New functionality
 $150,000 firewall (plus $20,000
maintenance)
Existing
 #2 $530,000 for all servers & storage
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5 year cycle
 #2 $70,000 for backup system
– 3 year cycle (includes maintenance)
 #9 $350,000 for network
– 6 year cycle
 #10 $114,000 media
– 7 year cycle
New functionality
 #5 $50,000 firewall
– 5 year cycle (includes maintenance)
 #8 $300,000 wireless
(Note: DLC affects timing of install)
 Have $174,000 for network
 Have $150,000 for servers
IT PBA Prioritized List
 #1 $86,740 for Luminis/Banner System Admin
 #2 $420,000 for R&R of Servers, Storage, Backup*
 #3 $150,000 for IT Employee Support Funds (S&E)
 #4 $57,922 for Web Developer
 #5 $50,000 Campus Firewall*
 #6 $57,922 for HelpDesk Technician
 #7 $86,740 for Oracle Developer
 #8 $300,000 for Wireless Infrastructure
 #9 $176,000 for Network Infrastructure (R&R)*
 #10 $114,000 for Media Infrastructure (R&R)*
All are on-going requests but * have one-time options
Other campus initiatives we
support
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1 Employee Retention and Market Equity (HR/PACE)
2 Wireless Infrastructure ($300,000 students) **
3 Title III ($390,460 one-time $67,500 on-going)
4 Digital Signage ($150,000 OT)
5 SRS (Student response system $60,000 OT)
6 Video Upgrade (IP Video phase I $35,000 OT)
7 Disaster Recovery (state initiatives from state funds)
8 Software Serving for Laptops ($120,000 OT)
9 Automatic Voice Activated Operator ($79,500 OT)
10 Desktop & Lab Computer replacement
11 Academic and Campus Scheduling Initiative
** On IT Top Ten priority list at #8
Top Priorities for IT 20072008
 Aging infrastructure (servers, backup,
network – support for University)
 Reporting, information, and functionality of
systems (especially for recruitment/retention)
 Institutional Website
 Campus and IT Communications
 IT planning & workload management