IT PBA 2005-2007
December 2005
UVSC IT Organization
Accountability
ITS Organization
OIT
(CIO & Assistant)
DBA
Security Officer
Database
Administrator
Infrastructure
User Services
•19 FT & 17 PT
•Total hard budget – $1,598,739
•Soft budget – $424,878
•Telephone Services
•Email
•Backups
•WebCT & Web servers
•Cable TV
•Advanced tech support
•Network & wiring
•Servers & systems
•Banner Hardware
•UVSCNet &Wireless
•Off-campus connect.
•Internet connectivity
Programming
•11 FT & 33 PT
•Total hard budget -$747,458
•Soft budget - $387,810
•14 FT & 6 PT
•Total hard budget - $1,105,002
•Soft budget – $21,907
•HelpDesk/Tier 1 support
•Media Services
•Center for Student Computing
•Admin Programming
•Web Development
Services
Part time includes work study positions
ITS Budget (2004-2005)
Total On-Going Budget - $5,541,603
 Wages, salaries & benefits $3,099,160
 $480,000 Banner on-going
 $200,000 Software
 $124,000 current expense (at
 $103,000 Telephone lines
$3K/FTE should be $168,000)
 $100,000 infrastructure
 $24,000 Media
 Contingency/projects $22,081
Wages
Banner on-going
Software
Current expense
Telephone lines
Infrastructure
Media
Contingency
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
$24,000 media plus $75,000
 $225,000 infrastructure
 201,990 hardware maintenance
 $230,000 Banner one-time
 $124,000 current expense
 $22,081 contingency/projects
Wages & Benefits
Two positions came
from Studios &
Engineering.
Budget Cut – Project Manager ($100,000)
Obligations
Current, travel,
infrastructure
IT Successes
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Student Banner live
Converted systems to Banner interfaces
Banner 7.0 migration
Network upgrade from ATM & old wiring at 90% complete
Limited downtime on aging equipment
User controlled SPAM & virus filter
Wireless 100% of buildings & 90% of square footage
400 % increase of WebCT capacity (80% faculty use it at least some)
50% of academic departments moved to SAN
No major virus outbreaks on campus
Responded to 2 major security incidents
Higher speed connection to Internet through UEN
UTOPIA connection to community networks at UVSC
Measurements of Success
 Uptime
– All major systems & the network averaged over 98% uptime
 Campus Satisfaction
– Generally good except
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Backups (loss of data)
Banner change management
Reporting (not enough resources or patience)
Increased system downtime on Web, content management system, etc.
Storage on network servers (out of space)
Increase in dropped incoming calls to College
 Trained employees
– Employees are competent and trained except
• Training deficit in programming area for Oracle & Cold Fusion
• Training deficits in infrastructure
 Positions
– Progress with a net increase of 2.4 FTE last year except
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Work load of employees - still working long hours and under stress
Low numbers as compared to other peer institutions
Turn-over increasing – retention is an issue
1 position cut
Comparison to Weber State
 Why Compare to Weber State?
– A very similar central IT
– Almost identical systems
– Service similar numbers of students/employees
Position Comparison to Weber State
 Positions
– 59 FT positions at Weber as compared to 48 UVSC
(11 fewer positions)
– PT numbers indicate similar shortages
Full-time IT Employee Comparison
20
15
18
15
10
15
13
11
12
7
5
4
0
Weber
UVSC
infrastructure User Services
Admin
Programming
4
Web
4
Telephone
Services
Accountability for Last Year
Requests
Last Year 2005 – 2006
PBA Requests
 User Services – Media
– Moved Media to IT
– Multi-media classroom initiative $75,000 on-going
• 5 new classrooms
• Hourly money for support & installations
• Media carts & projectors for non-supported areas
– Full time media technician $45,000 - hired
– 17 Education building classrooms (plasma displays)
– Total enhanced rooms (91)
(More with projectors only)
Last Year 2005 – 2006
PBA Requests
 User Services – HelpDesk
– Convert soft-funded to hard funded 40%
($25,000) of MacIntosh/Provo airport support
person (end of grant)
– HelpDesk calls increased over 70% this year
Last Year 2005 – 2006
PBA Requests
Banner and Administrative Systems
– $100,000 one-time for consulting
– paid to state for SCT contract
– $35,000 one-time for internal costs
– for travel, training, etc.
– $100,000 one-time for contingency
– SUN hardware storage
– Consulting
– Report writer
– Campus Loan Manager $15,000 OT
– purchased hardware/software
– Programming position $100,000
– Hired programmer - Morgan Smith assigned to Banner Student
– One-time programming position $100,000
– used money for consulting
Last Year 2005 – 2006
PBA Requests
 SUN, TouchNet, CollegeNet maintenance $117,257
– TouchNet – support (e-check will save money!)
 Created a stop gap for current imaging system
• Extender not funded – We are using BMI (spending $32,000 per
year)
• Other departments can’t use it
Last Year 2005 – 2006
PBA Requests
 Infrastructure
– Network infrastructure $125,000
• Using for network & emergency server replacement
– WebCT system admin $75,000
– Convert PT temp to FT for Crystal &
Workflow system admin $48,500
Last Year 2005 – 2006
PBA Requests
 OIT
– IT base increase $50,000 – used for:
• Moved hourly web programmers from soft and one-time
funding
• Old soft funding is now for contingency & current
– Increase in Software costs $52,000
– Budget cut of IT project manager $100,000
Planning
IT Strategic Plan
 Goal is alignment with
– Administrative priorities
– Strategic directions of college
– Best practices
– Reality
IT Strategic Plan
 5 IT priorities
– Strategic Priority I: Infrastructure
• Provide a college-wide, secure, and reliable technology infrastructure for the
college that supports communications, teaching, learning, research and other
creative activities, and that delivers administrative and student services.
– Strategic Priority II: Enterprise Systems & Infostructure
• Improve administrative effectiveness and access to information through the
effective use of the administrative systems and innovative technological
applications, driven by institutional needs.
– Strategic Priority III: Academic Support
• Enhance the instructional and academic mission of the college through the use
and support of technology used in teaching, learning, applied research, and the
support of academics.
– Strategic Priority IV: College Community Support
• Support the individualized college community, use of technology, at a support
level defined by the institution.
– Strategic Priority V: IT Governance
• Proactively examine, consider, and implement methodologies for continuous
improvements in the areas of information technology management, planning,
coordination, communications and stewardship.
IT Strategic Plan
– Goals and Objectives within each priority
– Three support levels for goals and objectives
1
2
3
• Support Level 1 – Basic Functionality: critical to
meeting basic needs as defined by the college.
• Support Level 2 – Improvement: moves towards
reliability, redundancy and meeting the ideals of
users.
• Support Level 3 – Innovation and Initiatives:
develop and deploy technology not currently
available on campus. Important for creativity and
progress to new technologies.
Budgeting
IT PBA Requests 2005-2007
 Immediate decisions – reallocation of funds
 Positions
 One-time funding requests
 On-going funding requests
 Funding solutions
Immediate Decisions
(re-allocation of funds)
 Telephone Services Technician – soft-funded full-time
position
– Requested last year
– IT Strategic Priority IV: College Community Support
 HelpDesk Technician/shift supervisor – Combine 3 part-
time into 1 full-time
– Requested last year & supported
– IT Strategic Priority IV: College Community Support
 Web Developer (Combine 3-4 part-time into 1 full-time)
– Requested position last year
– IT Strategic Priority II: Enterprise Systems & Infostructure
Position Requests
Position Requests
#1 Assistant DBA (highest college-wide priority) - $86,740
#2 SUN/Luminis/Banner system admin - $86,740
#3 Convert 40% of HR programming position to IT - $28,000
#4 Report Writer for Banner - $57,922
 System admin for infrastructure - $65,392
 Web developer - $57,922
 Hourly money for HelpDesk, Media, Infrastructure, Programming - $120,000
 Media technician (to support academics) - $57,922
 School technical support for each school - HASS, Education
 Student Services “funky tech”
 Future needs
– System Admin for Infrastructure
– Report Writer
– Web Developer
– Oracle Developer
– IT Projects office/Assistant CIO
– Software Office
– Administrative assistants (2)
One-time IT Funding
Requests from ITS
#1 Layer Seven Campus Firewall - $125,000
#2 Software (shift of Microsoft license date) - $60,000
#3 Final Banner consulting payment - $60,000
#4 IT training - $80,000
#5 Phonetic Operator (buy over 3 years) - $80,000
First year funded out of current Telephone Services money
 Backup system $200,000
 Generator $75,000
(email, storage servers, Alphas, web, DNS, UVSCNet, wireless, NDS, Magic, Virus)
 Sun Hardware & storage $400,000
On-going IT Funding
Requests from ITS
#1 Pay the bills – total $245,921
#1 Software maintenance - $59,121
#2 S&E funds for IT - $71,000
#3 Hardware maintenance - $115,800
#2 Server infrastructure funding – total $364,000
#4 Server replacement initiative - $140,000
#5 Sun hardware & storage - $180,000
#6 Backup - $44,000
#3 Network infrastructure funding - $400,000
#7 Replacement costs in funding proposal below
(currently have $225,000 for infrastructure for #2 & #3)
IT Funding Proposals
1.
2.
3.
4.
5.
Fund real costs of computers on campus
Fund life-cycle costs of new computers
Fund replacement cycle of computers
Fund wireless
State legislative funding
Alternative Funding Ideas
Student technology fee
One-time funding
On-going base funding
Legislative initiatives
IT Funding Models
 Fund infrastructure based on the real cost
per computer on campus
IT Funding Models
 Life-cycle costs per new computer on campus
 Funded at time of new hire
 Funding of technology increases with new
positions to pay increase costs due to growth
– I.E. - Software licenses based on headcount
– Increase in number of ports
– Computer replacement
– Etc.
Actual count of computer support personnel - 62 FT & 68 PT
Not including programmers
IT Funding Models
 Computer replacement cycle funding
– Meet accreditation guidelines
Student Funding of Wireless
 “Free” wireless to
all students
Currently costs:
$25 one-time setup
$5/month or $55/year
IT Funding Models
 Cost of Wireless
Funding from State
IT Funding Initiatives Before
the Legislature
 $1.8 Million on-going for state-wide
software contracts shortfall
 $1 million - one-time funding for higher ed
infrastructure state-wide
 State-wide purchase of WebCT Vista (save
us between $40,000 & $889,800)
Summary
Summary - Immediate Decisions
 Reallocation of existing funds
– Full-time Telephone Services technician
– Full-time HelpDesk technician/shift supervisor
– Full-time Web developer
Summary - Position Requests
#1 Assistant DBA (highest college-wide priority) - $86,740
#2 SUN/Luminis/Banner system admin - $86,740
#3 Convert 40% of HR programming position to IT - $28,000
#4 Report Writer for Banner - $57,922
 System admin for infrastructure - $65,392
 Web developer - $57,922
 Hourly money for HelpDesk, Media, Infrastructure, Programming - $120,000
 Media technician (to support academics) - $57,922
 School technical support for each school - HASS, Education
 Student Services “funky tech”
 Future needs also
Summary - One-time Funding Requests
#1 Layer Seven Campus Firewall - $125,000
#2 Software (shift of Microsoft license date) - $60,000
#3 Final Banner consulting payment - $60,000
#4 IT training initiative - $80,000
#5 Phonetic Operator (buy over 3 years) - $80,000
First year $27,000 from telephone services
 Other - generator, backup system, SUN hardware
Summary - On-going Funding Requests
#1 Pay the bills – total $245,921
#1 Software maintenance - $59,121
#2 S&E funds for IT - $71,000
#3 Hardware maintenance - $115,800
#2 Server Infrastructure Funding – total $364,000
#4 Server replacement initiative - $140,000
#5 Sun hardware & storage - $180,000
#6 Backup - $44,000
#3 Network Infrastructure Funding - $400,000
#7 Replacement costs in funding proposal below
(currently have $225,000 for infrastructure for #2 & #3)
Summary - Funding Proposals
1.
2.
3.
4.
5.
Fund real costs of computers on campus - $120/computer/year
Fund life-cycle costs of new computers - $1600 per new computer
Fund replacement cycle of computers - $400,000 starting point
Fund wireless - $8/student/semester
State legislative funding
1.
2.
3.
Software licenses & maintenance
Network hardware
WebCT Vista
Alternative Funding Ideas
Student technology fee
One-time funding
On-going base funding
Legislative initiatives
Top Priorities for IT
 Aging infrastructure (servers & backup)
 Bring functionality back
– (Banner reporting, automation, functionality,
and on-line services including UVLink)
 Campus Website update
 IT planning & workload management
END