1. Information Technology Services Strategic Directions 2003 - 05
“Charting The Course”

2. Agenda Review the EBC project and upcoming announcements
Review strategic direction for IT at UCSC
Discuss critical next steps
Solicit feedback and discussion

3. The EBC Project
The first two phases of the EBC process were designed to accomplish the following
Identify opportunities to reduce costs in response to the state’s budget crisis
Look across the campus for opportunities to gain economies of scale and other efficiencies leading to reduced costs
Identify opportunities to create additional capacity to accommodate future growth
Where possible, improve services

4. The EBC Project
The EBC project confirmed several analysis and assumptions about IT and other business functions at UCSC
Key Finding - Highly distributed services and systems has;
Resulted in high costs
Limited the ability to leverage and use resources across the campus in a coordinated fashion
Created multiple redundant processes and systems
Created an environment with few real standards
Added additional risk
Created multiple competing interests
Led to inefficiencies

5. Consolidation
The EBC Project concluded that the only meaningful way to reduce costs is by consolidating key business functions
Last week, campus leaders announced their decision to consolidate IT operations and services at UCSC
IT consolidation is considered to be among the highest priorities for the campus and will be given significant focus and commitment
IT Consolidation will result in cost savings and other benefits
Improved delivery of IT services to campus
Increased efficiencies
Increased project resources
Ability to set and enforce standards
Reduced risk

6. IT Consolidation IT consolidation will involve several components
Physical consolidation, maintenance and administration of Servers
Consolidated delivery of Work Station Support
Consolidated Application Development
Consolidated Databases
Consolidated Web Development
Consolidation of the maintenance and administration of Special Purpose Student Labs

7. IT Consolidation
IT consolidation will begin with a rigorous analysis of current IT operations and services
Sample Activities
Hardware and soft ware inventory
Existing services provided and service levels
Processes and work flows
Individual roles and responsibilities
Space and other logistical requirements
Technical and other infrastructure requirements
Servers
Work Station Support
Application Development
Databases
Web Development
Special Purpose Labs
Initial analysis will be completed within 3-4 months
The goal for achieving consolidation is 12 months

8. IT Consolidation Planning
IT Consolidation will be thoughtful, sequenced in an appropriate manner, and well planned
Planning will be inclusive and collaborative – designed to gain the best thinking from across the organization
IT Consolidation Assessment Teams will be formed in three key areas to assess current operations and services
Servers
Workstation Support
Customer Service Model

9. EBC Transformation Project Structure
A framework for managing IT Consolidation and other EBC initiatives has been established
Executive Budget Committee
Business Transformation
Leader
Academic Support Transformation
Leader
Resource Management Transformation
Leader
IT Transformation
Leader
Advisory
Committee
Advisory
Committee
Advisory
Committee
Advisory
Committee
Project
Teams
Project
Teams
Project
Teams
Project
Teams

10. Strengthening IT across the campus
Beyond consolidation of IT, there is a need to strengthen the overall IT organization
In fact, the financial drivers for IT Consolidation create the opportunity for IT to reinvent itself
The future IT organization must deliver:
Faster, better, lower cost access to information & services
Cost effective portfolio of IT services
Standards that enable efficiencies & collaboration
Highly responsive to customer needs
“Just in time, just for me” portal applications
Protected and secure IT assets
Campus wide confidence in ITS
IT integral component in campus planning processes

11. Reinventing IT
Several enhancements to IT infrastructure and IT organization need to occur
Infrastructure
Enhancements
Organization
Enhancements
Portal
Security
Network & Wireless
Data Center
Instructional Technology
ITS Organization Transformation
IT Service Consolidation

12. Enhancement Components
Each of the major Enhancements will involve several unique components
Instructional Technology
Labs
Classrooms
Course Redesign
ITS Organization
Project Management Office
Space Planning
Communications
Incident Management
IT Service Consolidation
Servers
Work Station Support
Application Development
Databases
Web Development
Portal
Directory
Web Services
UCSC Portal
Security
Internal Audit Response
Disaster Recovery
Security Risk Management
Access Policy Design
Network
Wireless
Rate Model
CCU Priorities
New Building Requirements
Telecom Plan
Data Center
UPS/Generator
Server Racks

13. Portal Components Objectives Key Benefits Directory Web Services
UCSC Portal
Objectives
Eliminate redundancy of web site management
Self supporting tool set that focuses on content rather than delivery
Service aggregation for virtual communities
Membership in multiple virtual communities
Leverage existing AIS infrastructure investment in PeopleSoft
Provide single point of contact to key services & information
Key Benefits
Promotes standard processes, ease of use
Deploy applications to broad audiences quickly
Promotes relationships between various constituencies
Reduces cost by promoting 70/20/10 self service model
Reduced costs by consolidating distributed web servers

14. Security Benefits Components Objectives Internal Audit Response
Disaster Recovery
Security Risk Management
Objectives
Implement security standards
Reduce overall risk exposure
Respond to increased attack threat levels
Meet increased regulatory compliance requirements
Benefits
Security (prevent theft or destruction of data & services)
Confidence in recovery after loss
Regulatory compliance
Cost avoidance
Cost reduction

15. Network & Wireless Components Objectives Benefits Wireless access
Rate Model
CCU Priorities
New Building Requirements
Telecom/Network Plan
Objectives
Deploy 200 wireless access points in 2004
Provide reliable, secure, network access
Create more “instructional space” (enable existing space)
Benefits
Reduced costs over physical wiring
Better use of campus facilities
Improved flexibility of instructional delivery
Reduced cost of lab operations
High-speed network access for research
Tier 1 research university needs a HS, robust wireless network

16. Data Center Components Objectives Benefits UPS Generator Server racks
Create the robust, reliable infrastructure required to support ITS service offerings including server, application, and database hosting.
Meet Fire Safety codes
Benefits
Reduced costs and number of distributed servers
Higher security, reliability

17. Instructional Technology
Components
Labs
Course Redesign
Classroom Upgrades & Space Planning
Objectives
Identify course areas that could benefit from course redesign
Specify evaluation criteria for learning performance
Create cost / benefit model for course redesign
Create distance learning applications
Benefits
Supports innovative teaching, learning
Improved learning outcomes
Sustainable lab infrastructure
Improved instructional space
Reduced costs
Increased capacity

18. ITS Organization Components Project Management Office Space Planning
Communications / Support
Incident Management
Objectives
Increase completion of projects on time & on budget
Project management expertise, training, and tools
Appropriate work space for all staff
Deliver effective, timely communications
Benefits
Reduced costs due to overruns & project failures
Improved estimation, budgeting accuracy
Increased efficiency of co-locating staff
Creative synergy & team building
Improved collaboration
Faster assimilation of change

19. Getting Started Next Steps Project Teams are being formed
Projected launch is set for July 21, 2003
Analysis phase projected to be complete within 120 days
Inventory and data collection will commence almost immediately
All IT resources are needed and will be called upon to support the effort
Commitment for broad participation and inclusion
Commitment for continuous two way communication

20. Questions?