UTS Annual Report
2014
Changes
• UTS completed a successful list of projects
involving all areas of the campus.
A full list of goals and activities is available at:
Annual Goals 2013-2014
http://goo.gl/9EogUq
Growth and Transformation
The 2013-14 academic year focused on technology change and positioning for a technical future that is
much different from the present. We call this “IT and Disruptive Change.“ The pace of technological
change is fast and there is strong need for the information technology organization to be agile and
responsive to change. Our three-year Strategic Plan for Information Technology at Oakland University
has evolved to an evergreen planning cycle, where we are always in year one of a plan, looking forward
two years.
UTS supported growth and transformation
for both the physical campus and the IT
strategic plan. The impact of these rapid
changes required an IT response based on
a continuous improvement model both
fluid enough to grow with technology
platform shifts, and robust enough to
accommodate campus demands for
increased capacity and support for the
high-performance network.
The pie chart shows the impact these
investments made in each area.
Run
29%
11%
Grow
60%
Transform
We Contribute To Student Success
UTS provides value to and support for Oakland University’s Goals and Priorities.
Our technical solutions, resources and support services are present from the moment a potential
student visits our campus virtually, to the moment when we engage them as a student and through
their academic career.
Advising
Teaching,
Learning,
Research, &
Campus Life
Support
Evolving
University
Goals
Support
Evolving
Campus
Demands
The mission of University Technology Services is to provide,
assist with the selection of, and support the ongoing operation of,
Recruiting
technically current and reliable information technology resources
and
Admissions for
students, faculty, and staff. University Technology Services
implements solutions that are innovative, integrative, and supportive to
evolving university goals. University Technology Services provides
information technology resources to enhance, support, and foster teaching,
learning, research, administration, service, communications, and outreach.
Building Up and
Out
Last year we discussed transformative growth, including the Human Health
Building that opened for classes in fall 2012. UTS implemented new networking
strategies and provided networking for a new classroom management system.
Renovations were launched in O’Dowd Hall and Hannah Hall. Plans and
groundbreaking for the new Engineering Building were completed.
A campus network transformed:
The renovations for O’Dowd Hall and Hannah Hall were completed, the
new Oak View Residence Hall opened, the Engineering Center is scheduled
to open in August 2014, and the new Elliott Tower will be completed in
early fall. UTS has been engaged in designing and implementing significant
projects related to network, wireless, and VoIP projects that will continue
as these new construction projects open their doors for occupancy.
Storage, Data, and Analytics
The campus is doing more with informed decision-making using analytics. We made investments
upgrading our Banner database noting that it is now over 300 gigabytes and we have over 70
terabytes of storage for university data. The Student Retention Performance and the Recruiting and
Admissions Performance modules, and the Student Success Collaborative, are in early stages of use
as we build a culture of student analytics.
Looking Ahead
We know that the trend for storage growth will continue to
increase.
Themes that impact our future business decisions include considerations around Virtualization build-out
versus Cloud Storage, Infrastructure as a Service and Platform as a Service.
As the world around us continues to adopt cloud-based solutions we must analyze the impact to our
campus culture.
Emergent themes include:
• Security Policies
• Data Accessibility
• Vendor Management
What’s Trending
OU has a fight song and IT has a cheer.
There are 3 themes that encapsulate our 3-year strategic plan. These
themes are incorporated into conversations about providing information
technology resources to enhance, support, and foster robust learning
and advising communities and the educational infrastructure necessary
to keep pace with the demands from faculty staff and students.
The IT Cheer goes something like this…
“Give Me an N”
• High quality, high-performance network
“Give Me an M”
• Think mobile first for a mobile enabled universe
“Give Me an C”
• Capability – density, security, throughput,
bandwidth
Virtualization
Change Drivers
____________
Virtualization simplifies
the IT infrastructure, as
storage, computing and
network are pooled and
elastic. Data protection
and disaster recovery
are simplified.
Additionally,
virtualization supports
“green initiatives” and
environmental
sustainability by
reducing electricity
utilization and
environmental cooling.
Creating and maintaining a physical and software-defined
architecture to support a virtualized server environment is an IT
challenge and an enabler for university initiatives.
In the past year, we have increased from 110 virtual servers to 172.
We will grow from 3 to 5 server hosts this year to support increases
in demand. This continued rapid growth requires us to review and
re-evaluate the need for architecture build-out. While the footprint
for physical hardware has been reduced, there is still a need to
budget for capital expenses related to the VM architecture.
However, there is also a significant shift from capital expense to
operating expense to support licensing and maintenance renewals
that must be accounted for in department budgets.
Data Storage Requirements Nearly
Doubled
Oakland’s Central Storage continues to grow. Growth drivers are research computing,
enterprise computing, virtualization, and backup processing. This graph represents NAS /
SAN storage. Other storage environments provide an additional 50 TB of data storage.
Virtualization
UTS is better able to support Academic Research
computation and Enterprise Computing through the
VM architecture. We can provision new services much
faster, and any application or service can be
dynamically scaled without disruption.
There are many key services provided from the virtual infrastructure:
• Panopto, a video capture and management system used for lecture capture and
learning delivery.
• Digital Microscopy, linked to a large and growing storage structure, storing images used
in research and education.
• Bradford Network Access Control, the system used for network authentication and
registration.
• Web architecture, providing growth by processor enhancements and installed test
environments.
• Banner application servers, supporting a more cost-effective implementation.
• Support processing for e-learning.
Evolving Resource Models
Last year we touched on change drivers related to the evolving
resource models. One example was moving away from desktopcentralized and standardized computing to individual computing
decisions moving in a swirl among several devices, loaded with a
variety of personally selected software.
We continue to be faced with a torrent of device variety, software proliferation, and new models
for selection, procurement, and licensing of solutions. Increasing software variety is leading to an
explosion of software purchases in a variety of flavors, including on-premise install, subscriptionbased service, and apps. In addition to all the variety of software choices, vendors are also
reconfiguring licensing models, often with significant additional costs.
What We Know
This isn’t going away and is impacting every industry. IT Consumerization is changing the way the
world is procuring the technology resources they Want and Need. However, the vendor’s business
model does not always cooperate with business and academic usage, purpose, or operational
policies. This leaves factors that need to be considered, and planning will be essential to the
success and sustainability of tracking and managing all the various resources.
The Challenge of Shared Data and Apps in a BYOD Environment CIO Theresa Rowe and Vala Afshar
in The Blog, Huffington Post Tech, August 12, 2014
http://www.huffingtonpost.com/vala-afshar/the-challenge-of-shared-d_b_5630507.html
Procurement Management
Defining the “cloud” is
not the current issue.
Instead, the message
is more
straightforward: “The
Cloud” is here and it is
not going away.
At Oakland, IT defines
“cloud” as using an
application or storage
service that is offcampus and accessed
through the Internet.
•Budget plans for storage and
licensing over time
•Cyclical refresh moves from
hardware replacement to
long-term vendor
management
Storage
The
Cloud
Data
Security
Vendor
Management
•Data accessibility and
download of information
•Maintaining data quality
•Return of data when
contract ends
•How are data shared
•How are data encrypted at rest
and in transit
•University security standards
that protect data apply
wherever data are located
•Manage vendor tasks to
contract- start, ongoing, and
closure at termination
•Monitor vendor performance
•Determine if and when contract
is to be terminated
MySAIL: The Mobile Story
The Advising Suite has been added to the MySAIL portal this year to allow for Oakland
Advising personnel to search for a student and view a student's current and past
schedules, current and past grades, holds, progress to degree, what-if analysis, and
academic details. Additionally many single sign-on links and bookmarking features are
available for advisors so they can easily get to resources they need.
Oakland University also released two versions of the MySAIL app (iPhone and Android).
This app gives a mobile-friendly view of the MySAIL portal and links to many key OU
sites that are also mobile-friendly. As of June 2014, the OU MySAIL app has been
downloaded over 15,000 times.
Measuring in Mobile Moments
Mobile continues to grow significantly and we can track changes in operating system
dependency and popularity. We are able to track how users are visiting the
oakland.edu website using Google Analytics. Some notable highlights are:
Overall user sessions (Million): Desktop: 8.3 Mobile: 2.3 Tablet: 0.7
Visits from Mobile Devices
2012-2013
Percent Change
2000%
1800%
Google Chrome and Safari are the
top browsers both in usage and
growth for both Mobile and
Desktop Environments
1600%
1400%
1200%
1000%
800%
600%
400%
200%
0%
Percent Change
Visits from iOS
2012-2013
Android
Windows Phone
Chrome OS
•
•
•
Chrome up 44% from last year
Safari is up 9%
Firefox is Down 24%
Making Connections: Network Highlights
High density networks are
important for mobile success on
campus. This means our wireless
network strategy is moving away
from a model of adequate
coverage in a wireless-as-aconvenience model to a highdensity enterprise and academic
implementation.
Last year, HHB represented the first building
implementation of Voice over Internet Protocol (VoIP).
Since then, the campus has been transformed by the
roll out and implementation of VoIP services.
Comparison Data
2012-2013
2013-2014
VoIP phones Deployed
400
1450
Full VoIP Implementation
3 Main Campus Buildings
17 Main Campus Buildings
Making Connections: Network Highlights
Game Changer
_______________
High capacity, high performance
networks are important for
research data file exchanges, for
online educational materials, and
for educational video.
Our network capacity targets are 10G and 802.11ac;
these are the standards to keep performance ahead
of service expectations.
The installation of a secondary boarder firewall last
July completed the complete border router
replacement and upgrade project. All distribution
links from the primary campus core are now 10G.
Another highlight was the purchase and roll out of a
new VPN environment that supports two factor
authentication. This is yet an added layer of security
for our network and constituents.
Significant investments were made to refresh all
network equipment for the Data Center Core as well
as about 30% of all wired access hardware. The
upgrades will increase redundancy and reduce single
point access.
Making Connections: Wireless Network News
High density networks are important for mobile success on campus.
We completed the procurement process for a new wireless platform
and completed a purchase with Aruba, 802.11ac standard.
The campus is being transformed by this implementation.
Fast Facts
11 Buildings transitioned to the new Wireless Technology in 2013
The transition included high traffic buildings such as the Oakland Center and
South Foundation Hall
South Foundation Hall doubled in the number of wireless access points
Re-design of the Anatomy Lab in Hannah Hall eliminated co-channel
interference allowing UTS to provide a dense, high speed, wireless
environment
Making Connections: Security Highlights
Values
_______________
We value individual privacy and the security
of data about an individual, recognizing our
role as caretakers and stewards.
We value the security of the resources used
to manage the identity of an individual, an
individual’s records, the university’s records,
and the security of our entire environment.
Security is everyone’s responsibility, and
each individual is expected to apply current
security standards to their work.
A new border firewall was purchased to protect
the network perimeter. We also implemented
and a new PCI-compliant VLAN. The PCI audit and
HIPAA audit were successfully completed.
Over the past 12 months we have continued to
implement tools and configuration changes that
better protect our network and systems from
known attack vectors.
Based on security events that occurred over the
past year there was a need for specific tools that
identify and mitigate data vulnerabilities as well as
increased logging capacity and capabilities.
We started an procurement process to identify
and purchase a Security Information and Event
Management solution that will allow us to comply
with HIPAA and PCI requirements.
Enterprise Highlights: Aspire to Rise
Building and Maintaining
Connections
Our relationships with future
students, current students,
alumni, and friends of the
university necessitate that we
implement communications
solutions and tools to best
maintain connections.
As collaboration with Undergraduate and Graduate
Admissions progressed while implementing Banner
Communications Management (formerly Banner
Relationship Management), Banner Recruiting and
Admissions Performance and Banner Student
Retention Performance, our ERP vendor changed
direction and determined that a new product
offering, Recruiter, would be the essential key
component to the recruiting cycle.
This tool in connection with the BCM suite will enable
Oakland to find, engage and enroll more students that
truly identify with and desire to be Grizzlies.
Oakland University implemented Banner Document
Management. This solution supports campus green
initiatives, streamlines document storage, and
provides process efficiency. Financial Aid and
Accounting completed implementation.
Highlight on ADVISING
Once a future student has been identified and admitted, it is critical to support their academic
success. Many investments in advising support have been implemented.
• AdvisorTrac. Originally purchased as a replacement system for a homegrown School of
Business Administration advising appointment system, a campus-wide solution was purchased
with SBA as the original departmental user. This is an advising center management system
that allows for appointment scheduling.
• Supported Registrar and Athletics in designing an athletics advising and academic progress
solution using the Curriculum, Advising, and Program Planning (CAPP) module in Banner.
• Banner Document Management: Advisers use many documents to support advising. Part of
the project to implement Banner Document Management will be to create an online student
file.
• UTS built a MySAIL portal for advisers. We tracked over 60 systems and web sites in use by
advisers; around a dozen require a login. A driving enhancement adviser access to see a
student-friendly view of progress to degree.
• Providing advice to a Registrar / Student Team Kaizen Lean process that links current records
advising to graduation application and graduation audit processes. This will likely result in a
supportive development process that will improve the graduation audit process. The
graduation application has been implemented in Banner Self-Service (SAIL).
UTS Knowledge is Valued Nationally
UTS is recognized as a leader in the Apereo organization and a thought leader on
mobile development. UTS staff members, working with a student development
team, create and implement changes to the MySAIL portal and mobile apps.
Oakland University’s Apereo contributions have been nationally recognized and
Oakland staff and students were invited to present at OpenApereo. UTS teams
partnered to present sessions on CAS, Identity Management, and Mobile and Open
Source Cross Platform Developer Toolbox. Aaron Grant, Lee Foltz, Brandon Powell,
David Derderian, and UTS student employees Andrew Clissold, Steven Wiggins, and
Rachel Glomski presented these sessions. Our OU Portlet was showcased at the
conference as well.
HEEMAC is recognized as the premiere conference to discuss higher ed and
government mobile app strategies, implementation, and design. This year, Lori
Tirpak and Aaron Grant from Enterprise Applications presented on “Agile Mobile
Strategies on a Shoe-string Budget”. Lori, David and Aaron also presented at Merit
Member Conference “Open Source Portal and Mobile Solutions”.
Lori Tirpak contributed to a new published Educause guideline: An Introduction
to BYOD Mobile Data Collection (ECAR, April 2014 www.educause.edu).
Professional Development
These are the conference, training, and professional development opportunities and
themes that UTS employees participated in to continue to advance current knowledge
and skill sets to keep pace with the rapid technology shifts and changes.
IT People Matter: Contributions
We are proud of the professional development commitment our UTS staff members demonstrate.
•
Teri Abbo participated in an Educause group that is researching and developing a framework to
calculate the Total Cost of Ownership for Cloud. She passed the Certified Technology
Procurement Executive certification test and was invited to become an Caucus Advisory Board
Member.
•
Dennis Bolton completed training in SANS Critical Controls, and attend the Educause Security
Professionals Conference and the REN-ISAC Member Meeting.
•
Chris Chamberlain represented OU at Cisco Live.
•
Lee Foltz completed Red Hat System Administration II and Merit Web Security.
•
Mariusz Nowack earned certification as a Vmware Certified Professional 5 – Datacenter
Virtualization.
•
Steve Glowacki earned certification as a Certified Disaster Recovery Engineer.
•
Gabe Jackson earned certification as a Cisco Certified Network Associate
•
Several staff members completed Merit Web Security and uMobile Portlet Development training.
•
Some members of the Change Management Committee completed Academy Leadership
professional development.
Survey Feedback
We participated in the Educause Center for Applied Research 2014 Faculty Technology Survey and
Student Technology Survey. Interesting results:
•
46% of students rate reliable wireless experience as good or excellent, but those rating poor or
fair are slightly higher than national results. 72% of faculty rate reliable wireless experience as
good or excellent, but those rating poor or fair are slightly lower than national results. This
supports the investment we are making to upgrade and improve wireless access as a strategic IT
goal, particularly in residential and common areas such as the Oakland Center and Kresge Library.
•
65% of students and 63% of faculty rate as very satisfied or satisfied overall with the Moodle
learning management system, higher than national responses. Investments into improved server
capabilities leading to reliability and response time contribute to higher satisfaction.
•
69% of faculty rate their experiences with communications technology, such as the campus
Google email system, as good or excellent, comparable to national response satisfaction.
•
Faculty indicated that more support for research computing and research software is desired.
•
Faculty indicated that an agile approach to IT infrastructure is needed, supporting UTS goals to
work toward an agile support model.
•
Faculty responses indicate more work needs to be done in the security infrastructure, supporting
UTS goals to improve that environment.
Pathways to the Future
Our pathways to the future have a strong foundation and the challenges we
are encountering are impacting an entire industry.
People are
key
Technology staff are proving more difficult to hire as the economy improves. Additionally,
hiring and retaining diverse staff, a requirement for innovation and creative problem
solving, is a national challenge. Professional development and training are essential for
developing and retaining capable staff.
Processes
Oakland processes need to be efficient, nimble, and agile. We need to be able to act on
technology decisions quickly. We need to find ways to reduce process overhead and use
redesign and lean strategies to improve university efficiency.
Technology
New technologies, including hardware architectures, network electronics, and software
solutions, are rapidly entering the market and presenting new options. We need to
effectively evaluate new solutions.
Sustainability
Supported platforms require monitoring for continued growth. Understanding forecasts
and predicting when base budget is inadequate to sustain the installed technology base
are critical activities. Continue to seek opportunities to contain costs.
Innovation
Supporting an innovative spirit that provides new opportunities, provides action on
university and UTS missions, and complies with policies and procedures is key.
2014
2015
2016
Budget Portfolio
Critical Goals 2014-2015
•
Contribute to the successful completion of university building projects, including Oak View
Residence Hall, Engineering Center, Elliott Tower, P32 Parking Structure, and others.
• Continue the Voice over IP telecom transition project.
• Continue the Aruba wireless network transition project.
• Provide improvements to the MySAIL portal and app products.
• Complete migration to the PerfectForms online routable forms solution.
• Migrate remaining key operations into the Banner Document Management environment.
• Support Communications & Marketing transition to the Percussion Content Management system
for the oakland.edu domain.
• Complete installs and implementations of Banner related upgrades to establish the BannerXE
environment.
• Implement solutions to improve the university technology security posture.
• Detailed goals can be reviewed at:
UTS 2014 2015 Goals http://www.oakland.edu/uts/vision#goals
Looking Ahead
Please let us know how we can assist you with your vision for selecting,
implementing, or using information technology resources. We are happy to
answer any questions you may have about our initiatives and projects.
Our Vision
University Technology Services
will provide expertise, value,
and excitement for information
technology initiatives that
inspire education, research,
and service. University
Technology Services staff
members are valued partners
with the campus community.
We are inspired by asking:
What is the most we can do to
help students achieve their
educational goals?