STRATEGIC IT ACCOUNTABILITY BOARD
AGENDA
Thursday, November 12, 2015
STARK LIBRARY MAI 400
I.
Fiscal Year 2014 – 2015 Priorities and ITS Capital Budget – Update (Brad Englert)
Brad Englert presented the 2014-2015 priorities for the previous fiscal year.
Handout includes completed and in progress priorities. Completed: VoIP
Deployment, Canvas Learning Management Transition, Create Technical Support
Coordinator Certification Program, and Participate in Technology Enhanced
Education Governance. In Progress: Create a Building Security System Replacement
Strategy, Oversee the Administrative Systems Modernization Program, Develop
Learning Data Analytics, and Establish a Direction for Infrastructure as a Service.
Q. Can you explain the 2.5 million saved with VoIP? It would be very useful to have
a high-level summary of each college’s savings. It’s important to know what the
distribution of numbers is.
A. We’re going to generate a report card in December for the buildings. We can’t
explain it into groups since it goes into account numbers
II.
Fiscal Year 2015 – 2016 Priorities and ITS Capital Budget – Endorse (Brad Englert)
Brad Englert sought endorsement on the new fiscal year priorities and ITS Capital
Budget. They are: Oversee the Administrative System Modernization Program,
Implement the Technical Architecture for the ASMP, Campus Network
Enhancement, Building Digital Asset Management Core System, Determine the
Building Security System Replacement Approach, IT Architecture and
Infrastructure Projects Oversight, Systems Management And Remote Support, and
Research and Education Technology Policy Review.
Q. What are the drones are being used for?
A. Mapping, imagery, people count, infrared measures, etc.
Q. Is the policy on campus?
A. It is a UT policy for campus.
Q. Is the 3.2 million in your current budget? That doesn’t include ASMP, correct?
A. It does not include ASMP.
Endorsed unanimously.
III.
Administrative System Modernization Program – Update (Renee Wallace)
Renee Wallace gave an update on the Administrative System Modernization
Program. Had some issues with integration partner that did not resolve.
Restructured the contract to make Workday as the integration partner in July.
Workday has since taken on the leadership role for integration.
Q. What is IBM’s relationship now?
A. Subcontractor to Workday. We selected few personnel from IBM. Still working
with Technical and Architecture component.
Currently working and revaluating the working timeline for the Big Bang
implementation. Announced in October that the go live date is January 2017. Will
be assessing three main areas in contingent with going forward: project, product,
and campus readiness in order to go live. Upcoming milestones: financial design
reviews and HCM/Payroll playbacks.
Q. On the playbacks, is in animations? How widely will it be shared?
A. It’s actual functionality of the system. A demonstration will be shared across
campus.
Q. Can you speak more on the extent of testing?
A. There are multiple levels of testing that will occur. Includes unit testing, system
testing, and user acceptance testing. Will be doing four cycles of payrolls to test
functionality. Testing starts in January of next year.
Q. Policy changes? Will this affect tax year?
A. Not significant right now. Just the way that it is done that will different. The
timing of things will be potentially different. These things will be shown to
employees. It will not affect tax year.
New Architecture has been put in place that is service oriented to fill the gaps of the
old system. New education and training will have to be made for units to
understand how to use the parts and optimize functionality. Teaming up with ASMP
to develop toolkits and disseminate information about new architecture to CSUs.
Implementing a new training management system, Cornerstone that is branded as
UTLearn. This is a solution for managing training content and offerings for
employees, replacing the mainframe application TXCLASS. Target launch is April
2016.
Q. What about current learning management systems on campus?
A. We did evaluate it but the functionality did not meet our standards. It only met
40% of our needs. It would be significantly more expensive to use Canvas. It is
possible that Destiny One could have but in the future. Workday announced that
they are moving into the Learning Management field and we could buy into that in a
few years.
Q. How big is the problem migrating the legacy content?
A. It is a lot that we are going to move over. We are working through it right now.
Steering committee has been established with initial meetings geared to orienting
members. Gartner (independent research firm within IT) analyst has been engaged
to provide information in early December about student information systems and
the market.
IV.
The State of the Network – Update (William Green)
William Green presented the update on the network. Building network grades
dropped from 78 to 74. There is $8.9M in deferred building network investment
that includes a $3.2M increase from 2013. Will have to take a look at operations for
the continued growth and increasing complexity may not be sustainable. OIT is
forming a task force to review and make recommendations.
Q. Do students will use ports in the resident’s halls?
A. Yes, they do. 33% use the ports.