OPERATIONAL INFORMATION TECHNOLOGY COMMITTEE MEETING NOTES
Wednesday, October 28, 2015
3:00 – 4:00 PM
FAC 228D
I. 2015-2016 Priorities Confirmation
Brad Englert reviewed the new IT Governance Priorities for the new fiscal year for
each committee. Handout includes all priorities.
Q. Can you explain more on the continued Office 365 deployments?
A. We are still exploring a number of options like chat. Need to insure privacy and
security.
II. Zero-Based Budget – Growth and Retirement Opportunities in ITS Networking
and Applications (William Green, Julienne VanDerZiel)
William Green spoke on the new services by Network and Telecommunications.
New services implemented since 2009 include VoIP, new Data Center Network,
Internet Protocol Address Management, deployed AT&T Wifi, Building Access
Control and Security, Facilities Design of new spaces, and Internal DAS.
Changes and Retirements include: legacy phone system retirement, voice line count
reduced by 25%, removing BACS, removal of copper cabling, public network
authentication wired ports retired, legacy DNS system retirement and removal of
satellite uplink/downlink facility.
Future changes and retirements include: architecture changes to support increased
security needs in general and at Dell Medical School, more efforts to reduce costs,
consider removing cable television, support ASMP and Dell Medical School.
Q. How does the campus carry figure into our conversation on fee for services and
door access/panic buttons?
A. It’s a big concern for Dr. Harkins. We only operate the system but he owns the
security and operations. We don’t expect a big difference in security. It might be
more effective to have people trained to use 911 on their phones rather than going to
find a panic button in the room. But we have noticed an increase in panic button
requests.
Q. Where are services declining?
A. We see our costumer satisfaction declining. I have also personally seen it as well
with engineers making mistakes because they can’t just use cookie cutter solutions to
fix problems that departments have.
Q. Can you speak more on the distributed antenna system?
A. The carriers are agreeing to fund. The only hope for campus is for wifi calling. We
are trying to increase wifi coverage.
Q. How much extra wifi do you need for wifi calling?
A. Not a whole lot more.
Julienne VanDerZiel presented the Application changes.
New services implemented include: UTLogin, multifactor authentication, replaced
legacy email, and replaced web architecture.
New services in process include: new authentication system, SailPoint, that will
replace the homegrown one, manage CMS Drupal open to campus, and many ASMP
2.0 new services.
Q. What the timeline for Manage Drupal, DevOps, and Salespoint?
A. Salespoint by the end of the fiscal year. Hopefully have selection for Drupal
replacement in February and then offered by August. DevOps will be rolled out series
over the course of three years with the first this year. It is available for alpha users
right now.
III. Shared Services – Update (Jamie Southerland)
Jamie Southerland gave an update on Shared Services. Biggest issue is the backlog on
encrypting the computers and backing up their archives. CBO is the administrative
service arm for many departments and it has been a challenge due to not changing
policies, practices, and procedures. Trying to make DEFINE work in an environment
that is was not made for. Did not try to standardize the process, which let to many
mistakes.
With workday coming online and other tools coming, there is an opportunity to do
things differently. For example, if there is a system that can audit these line items as
they come in rather than passed through 4.6 people on average, we can change this.
Q. Have Julienne and Jamie been talking with the role-based for Servicenow?
A. Yes. If Workday recognizes a new employee, it can notify Service Now with their
information. This can automatically update Salespoint authorization, which includes
turning it off as well. It has not been detail designed yet.
Trying to optimize processes. Need a common way to do our 60-80% of our stuff and
try to find solutions for the other things.
Q. How have Berkley and our other peer institutions handled this?
A. They both had problems when they rolled out. Our process is different due to ERP.
We have a big opportunity to change the way we do business.
Q. Through this trading of money from state to local funds, are able to retire the
centralized travel agency?
A. No.
IV. ASMP – Update (Renee Wallace)
Renee Wallace gave an update on ASMP efforts. Changed our approach to go Big Bang
implementation. Workday is now our primary contractor in our efforts. It has been
going well. Have been revisiting our timeline. Town Hall meeting tomorrow will
announce the tentative go-live date as January 1, 2017. Will go live if all the criteria
are met (campus, workday, and gaps). We are accessing these criteria quarterly to
make sure that we are on track. One potential significant area that could push our
timeline back is Workday and it’s functionality gaps.
V. Faculty and Staff Bandwidth Allocation – Update (William Green)
William Green gave a short update on Faculty and Staff Bandwidth allocation.
Dramatically increased allocation. Increases are: 500G to 2Terabyte for faculty. 50G
to 500G for staff.