THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
EITS All Staff Meeting
06/25/2008
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Agenda
•
Strategic Items (45 minutes)
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–
–
•
EITS/OCIO Budget Update
Overview of EITS Planning Process: Connecting the Dots!
OIIT/EITS Collaboration in Support of MSD/ITCL Re-Alignment
Informational Items (25 minutes)
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–
–
–
–
–
UGA/Medical School of Georgia (MCG) Proposed Medical
School Collaboration
UGA Telecommunications Upgrade/VoIP Hybrid
UGA Campus IT Governance Realignment/ State Leadership
Role
UGA Identity Management Initiative
2008 EITS Performance Appraisal Process Update
Annex/Boyd/Fred Building Personnel Logistics/Relocation
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
EITS/OCIO Budget Update
All Staff Meeting
June 25, 2008
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Briefing Goals
• OCIO/EITS Financial Profile
– Sources of Funding
– State Funding Uses
– FY08 Project Accomplishments
• FY08 One-time Administrative Allocations
• FY09 Challenges
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
OCIO/EITS Sources of Funding
• State “E&G” funding…………………$14+ Million
• Student Technology Fee……………$ .4 Million
(ongoing)
• Cost Recovery……………………….$ 8+ Million
• MRR…………………………………..$ .5+ Million
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
OCIO/EITS State Funding Uses
OCIO EITS FY08 Budget
$382,626, (3%)
$792,487, (5%)
Personnel
HW/SW Maintenance, Installment
Purchase Agreements (IPAs)
Operating Expenses
Upgrades/Investments
$3,898,593, (26%)
$9,666,271, (66%)
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
FY08 One-time
Administrative Allocations
•
•
•
•
•
$659,749 for Disaster Recovery Tape Systems
$260,000 Maintenance for Network Routers
$342,595 for WebCT Vista Hardware
$610,000 for IMS Database Conversion
$230,000 for Removal of SSN from Business
Processes
• $592,000 for Network Core Infrastructure
Upgrade (MRR funds)
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
FY09 Challenges
• 2% Reserve ($300k) deeper cuts likely
• Maintenance Spending $4+ million
– Opportunity for savings?
– Need Business Cases
– Re-think Risks
• Service Reduction Options Need to be developed
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
The EITS Transformation
Journey…
What is my role?
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Transformation from
Good To Great
• Customer Focused
• Performance Driven
• Learning Organization
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
EITS Transformation Journey
If you want to get somewhere you
have to know where you want to go
and how to get there. Then never,
never, never give up.
Norman Vincent Peale
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Overview
• Goal: Where We Want To Go
– Good To Great--Become a more customer-focused,
performance driven, learning organization
• Foundation: How To Get There-Part 1?
– EITS True North
– Strategic Planning Model
– EITS FactBook
• Roadmap: How To Get There-Part 2?
– EITS Performance Maturity Model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
What is a Customer-Focused, Performance
Driven, Learning Organization?
• organization that focuses on the customer first
• organization that plans differently in order to meet the mission
• organization that bases decisions on facts
• organization that utilizes best practices
• organization that strives for continuous improvement
• organization that retains staff and others desire to join
• organization which others model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Pulse Check
1. Do you believe EITS is the best
organization it can be?
--Have We Reached Everest
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Overview
• Goal: Where We Want To Go
– Good To Great--Become a more customer-focused,
performance driven, learning organization
• Foundation: How To Get There-Part 1?
– EITS True North
– Strategic Planning Model
– EITS FactBook
• Roadmap: How To Get There-Part 2?
– EITS Performance Maturity Model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Foundation-How To Get There Part 1
Early Explorations
July 2004 - June 2006
Strategic –
Planning Processes
1/1/2005
1/1/2006
July 2006 - June 2007
Tactical Services
Alignment,
7/1/2007 - 6/30/2008
Coordination
Operational Tool Implementation
1/1/2007
1/1/2008
7/1/2004
6/30/2008
Building
•
•
•
5 Year Plan
Compact Plan
EITS True North
Growing/Training
•
•
•
Compact Planning
Coordination
Alignment
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Foundation-How To Get There Part 1
Strategic Planning Cycle
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Foundation-How To Get There Part 1?
Use the Plan
• EITS Accomplishments
– Support of 68 Services
– Implementing 67 Projects
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Pulse Check
2. Do you believe EITS is described by our
customers as a customer-focused,
performance-driven, learning organization?
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Overview
• Goal: Where We Want To Go
– Good To Great--Become a more customer-focused,
performance driven, learning organization
• Foundation: How To Get There-Part 1?
– EITS True North
– Strategic Planning Model
– EITS FactBook
• Roadmap: How To Get There-Part 2?
– EITS Performance Maturity Model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Roadmap: How To Get There- Part 2?
EITS Performance Maturity Model
Goal: Good To Great-Becoming a more Customer-Focused, Performance Driven,
Learning Organization
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Why
• Customer-Focused, Performance Driven, &
Learning Organization
• Vision
– Continue in the role of state and national leader in
information technology, and to be recognized as the
first source for knowledge and expertise in the area
of information technology.
• Mission
– Provide a robust, reliable, and secure information
technology infrastructure, maintain essential production
services, and offer world-class support.
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Out of our
Control
Why
External Drivers
• Fulfill the EITS Vision
•
Competition
•
Change
•
•
In our
control
Internal Drivers
• Increase proactiveness
External regulation &
Public oversight
Budgets Flat &
Stakeholder expectations
are rising
•
Improve documentation
•
Utilize best practices
•
Create partnerships
•
Define clear ownership
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
What
Success Look Like: Customers characterize EITS as:
•
a unified and proactive service organization that focuses on the customer first
•
a forward focused and planned organization to meet the UGA mission
•
a data-driven organization that base decisions on facts
•
an efficient and effective organization that utilizes best practices
•
an organization that walks the walk and strives for continuous improvement
•
an organization which staff remain/loyal/desire to be part of and others desire
to join
•
an organization which others model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Pulse Check
3. Do you feel that your team actively
contributes to EITS being its best and
meeting the mission of the University of
Georgia?
Building the New Learning Environment,
Maximizing Research Opportunities,
Competing in a Global Economy
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
How
• EITS Performance Maturity Model
– Key Features
• Focus on organizational perspective
• Graduated levels of performance
• Integrated approach
AD-HOC
Reactive
OPTIMIZING
Proactive
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
How
• 8 categories which identify specific areas
EITS will focus on to meet the goal
• The EPMM is based upon a maturity model
format. There are 5 Levels within the model
• There is a specific measurable objective for
each of the 8 categories at each level.
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
How
Category
Level 1 Deliverables
Operational IT Process
Performance
100% key business processes are
documented
Core IT Service Delivery
100% Key Services are identified
IT Portfolio and Project
Management
100% of Level A Projects
are documented and tracked according
to industry and EITS organizational
standards.
Quality Assurance and
Assessment
Quality Assurance/Assessment
Guidelines are defined for 80% of
key services
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
How
Category
Level 1 Deliverables
Budget Management and
Stewardship
(1) Budget process is integrated with 5
Year and Compact Plan.
(2) 5 Year Investment Strategy is
refreshed annually
Alignment and Prioritization
with UGA Goals & Objectives
Compact Plan is annually integrated
with the campus 5 Year Plan
Learning Organization
Staff performance evaluations use
standard methods and some
objective data
Resource Planning and
Forecasting
(1)Staff resource project and service estimates
Are compared to actuals.
(2) 70% of key hardware capacities are
documented and replacement cycles planned.
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
The Challenge
• Change in Culture
– How we plan
– How we operate
– How we are held accountable
– How we define processes and data
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
The Challenge
• Change takes time, effort, and steadfast
commitment from everyone
• Communicate
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Pulse Check
4. Do you feel you have personal ownership
in helping EITS become a more customerfocused, performance driven, learning
organization?
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
EITS Transformation Journey
If you want to get somewhere you
have to know where you want to go
and how to get there. Then never,
never, never give up.
Norman Vincent Peale
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Focus:
Alignment,
Prioritization,
Resource Allocation
Tools: Compact
Planning, Project
Management, Clarity
Focus:
Prediction,
Optimization,
Depreciation Tools:
Forecasting,
Trending, Data
Warehousing,
QuickBase
ITPDS
Strategic
Planning &
Portfolio
Management
Predictable
Lifecycle
& Capacity
Management
Assessment &
Improvement
Research
Focus:
Standards,
Efficiency,
Assurance,
Compliance
Tools: Six Sigma,
Dashboards,
QuickBase, ITIL
Focus:
Comparisons
Peers/Aspirants
Industry
Tools:
Educause,
Gartner,
Surveys
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
ITPDS Contact: itplan@uga.edu
Area
Services
Who
Strategic Planning &
Portfolio Management
Strategic Planning/Compact
Planning
Lynn Latimer
Strategic Planning &
Portfolio Management
Portfolio & Project Management
Pat Wagman
Assessment &
Improvement
Assessment/Dashboards
Process Improvement
Lili Zhao
Kate Camfield
Predictable Lifecycle
& Capacity Management
Lifecycle-Inventory
Capacity Management
Annie Hollis
Lili Zhao
Research
Surveys and Research
Georgia Moore
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Key Points
• Goal: Where We Want To Go
– Good To Great--Become a more customer-focused,
performance driven, learning organization
• Foundation: How To Get There-Part 1?
– EITS True North,
– Strategic Planning Model
– EITS FactBook
• Roadmap: How To Get There-Part 2?
– EITS Performance Maturity Model
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Telephone System Upgrade
• RFP was sent to UGA Procurement during the month of March.
• UGA Procurement requested a release from the State
Procurement; however the state had some questions that had to be
clarified. We had a meeting with the State in May, to address their
questions.
• They release the RFP on May 29 for UGA procurement to manage.
• It was then posted to the UGA Procurement Registry on June 3,
2008.
• June 17, 2008 - Mandatory Site Visit /8 Vendors
• July 15, 2008 - Vendor Proposals are due
• August/September 2008 - Contract will be award
• September/October 2008 – Estimated time for Contractor begins
work
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Identity Management
Update
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Goals
Reduce the number of places identity data such as a Social Security Number is stored
and reduce the number of processes that use that data.
•
•
•
•
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Increased level of service
Reduce administrative costs
Reduce duplication of data and processes
Establish a dedicated, independent and unique identifier
Create a centralized service for distributing identities
Plan
1. Hire consultancy to discover requirements and produce specifications
2. Implement the core Identity Management components as part of a first phase
• Hire separate consultancy for implementation
• Hire FTE’s to maintain the core components
3. Address Social Security and other issues in external applications
of 15
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Plan
• Provide efficiency in storing and managing user/account information
– Extend, expand and enhance current eDirectory
•
•
•
•
Leverage current investments in provisioning
Reduce duplication of data
Insure completeness of Identity store
Establish a unique identifier across systems
– Result:
• Platform for a comprehensive IdM solution
• Create a centralized service for distributing identity information
– Extend, expand and enhance current eProvisioning solution
•
•
•
•
Leverage current investments
Integrate additional systems into provisioning infrastructure (HR, Reg, Adm)
Replace ‘scripts’ for MyId, UGAMail and WebCT account creation
Unify processes for managing the complete user life-cycle
– Result:
• account linking, data consistency, process efficiency, technology effectiveness
• More effective provisioning of MyID, email, LMS, etc.
• Foundation for IdM and removal of SSN
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THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Plan
1.) Create
the User
2.) Modify
the User
4.) Report
on the User
3.) Remove
the User
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THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Progress
• Proposal presented to the Executive Management Team (EMT),
funding approved for phase 1
• Functional committee formed and meeting regularly, discussing scope,
issues, risks
• Technical committee formed and meeting regularly, product
demonstrations, discussing issues, risks
• Phase 1 analysis consultancy identified, hired, and on-site. Working
on requirements discovery
– Initial discovery with ID Management functional team, previous ID Management
effort documentation, and various technical personnel completed
– Currently meeting with the technical team, key business personnel and key EITS
support personnel
– Result
•
Detailed requirements for phase 1
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THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Time-Line
• ~3 months of ID Management analysis
– 2 weeks elapsed
• ~6 months of implementation of the specifications
More Information/Updates?
• http://IDManage.uga.edu/
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THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Client Service, Operations and
Infrastructure Alignment
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Security Operations, Infrastructure and Operations
Supports Security Operations, Network Operations,
Engineering, Infrastructure and Telephone Services.
Integrating TEC Services cabling support group into the
organization starting July 1, 2008. (Brian Rivers)
• Focused on improving Security Incident Response Capability
and Managing Risk (Ben Myers and Chris Workman)
• Integrates TEC Service Cable department, Cable TV, and
Network Infrastructure Group into one unit (David Stewart)
• Merges Network Operations, Network Security, Engineering
and Student Network Support into one unit (Paul Keck)
• Develops resources for network project management and
telecommunications unit to manage the strategic
projects...telephone system transitioned
(Chris Baines)
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Client Services
Supports Help Desk, Client Relations, Computer
Labs, Instructional Multimedia. Aligning CITP closer
with (Shawn Ellis)
• Merges CITP Desktop unit and Enterprise
Application Support under one leadership
(Mike Ellerson)
• Provides better coverage for CITP and EITS
clients
• Provides better management alignment between
CITP and clients (Marcus Henderson)
• Better alignment of CITP and the Helpdesk
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
System Provisioning and Maintenance:
Supports Mainframe Operations and System
Support, Server Hosting/CITP, System
Administration and Partnerships
(SLC/Admissions) (Jeff Teasley)
• Merges EITS System Administration
responsibilities with CITP/hosted System
Administration responsibilities for better
support, backup and standards.
• Provides resource support for project
management
THE UNIVERSITY OF GEORGIA
Office of the Chief Information Officer
Enterprise Information Technology Services
Research Computing
• Supports Research Computing Architecture and
R&D Coordination (David Matthews-Morgan)
• Aligns Research Architecture staffing under
proper leadership
• Supports our goal for better IT support for
Extended UGA Sites (Rayid Tartir)