1. IT PBA 2006-2008 November 2006

2. Top 10 - Educause  Security & Identity Management  Funding IT  Administrative/ERP/Information Systems  Disaster Recovery/Business Continuity  Faculty Development, Support, Training  Infrastructure  Strategic Planning  Governance, Organization, & Leadership  E-Learning/Distributed Teaching & Learning  Web Systems & Services & Enterprise Level Portals

3. State of IT Services  Successes –Gone from no base funding to some base funding –State funding and recognition at state level –Re-organization of ITS & committees –Master Plan Draft  Challenges –IT “Silo” groups –SLAs (Service Level Agreements) & expectations –Single entry for IT projects/requests & status feedback –Keeping up with technology and expectations  Direction –Establishing metrics, SLAs, capacity & setting expectations –Real numbers on life cycle costs and life cycle planning –Accountability & transparency –Say Yes! – cooperative outsource, insource, and prioritize

4. IT Master Plan (Priorities)  I.Infrastructure (SD #5) –Provide a college-wide, secure, reliable technology infrastructure  II.Enterprise Systems & Infostructure (SD #1, #2) –Improve administrative effectiveness and access to information  III.Academic Support (SD #6) –Enhance the instructional and academic mission of the college through technology  IV.College Community Support (SD #4) –Support individualized, college community use of technology  V.IT Governance (SD #3) –Improve management, planning, coordination, communications and stewardship

5. Accountability Accomplishments & Metrics  Accomplishments Clean Access, GroupWise 7.X, Banner 7.X Repair of air conditioning in server rooms, replace UPS batteries Replaced last of ATM network Replaced administrative systems interfaces to other systems On-line policy system Replacement of the majority of legacy administrative reports in Banner environment Moved systems from daily and weekly downtime to monthly and quarterly downtime On-line payment systems for departments Campus on-line cameras Remodeling – rewiring WSC, BA basement, DLC planning, etc. Campus wide student lab printing

6. Last Year ITS Budget (2005-2006)  Wages, Salaries & Benefits $3,696,227 –Includes `Budget Cut of $100,000  $254,000 software  $333,369 Oracle  $110,000 telephone lines  $18,000 media plus $75,000  $225,000 infrastructure  $201,990 hardware maintenance  $230,000 Banner one-time  $124,000 current expense  $22,081 contingency/projects  Total On-Going Budget - $5,724,242 Budget Cuts – Project Manager ($86,000)

7. Accountability - Current Status  Start of year hard funded –46.1 FT –$1,348,328 in current, capital, travel, software –$281,775 in hourly  Added –DBA FT, Helpdesk FT (from PT), Media FT, 2 PT, Clay Salary 40%(from HR) –$150,000 – servers  CUTS –WebCT Maintenance - $30,000 (need back) –1 Position - $86,000  Academic Media Funds – $75,000  Total State Funds - $426,932 ($64,400 one time)  Software & maintenance obligations – $1,309,481  Soft funded –Telephone Services (break even wiring, equipment, long distance, wiring labor, etc) –Student Computing (break even open labs, kiosks, labor) –Wireless & UVSCNet dialup – (break even services without labor costs) –Media – charge and build for department –Infrastructure fee ($100/new computer) –Web Services & Automation – self funding charges to organizations & projects beyond funding

8. Position Comparison to Weber State  Positions –60 FT positions at Weber as compared to 51 UVSC (9 fewer positions) –PT numbers indicate similar shortages

9. Report Last Year PBA - Immediate Decisions  Reallocation of existing funds NO NEW FUNDS –Full-time Telephone Services technician Received permission & hired (soft funded) –Full-time HelpDesk technician/shift supervisor Received permission & hired (lost 3 hourly PT funding) –Full-time Web developer Received permission (haven’t hired because of current workload shift to hourly positions & less programming) –Other requests on Internal PBA Internally funded through reallocation of existing funds

10. Report Last Year PBA - Position Requests #1 Assistant DBA (highest college-wide priority) - $86,740 Funded - Hired Chuck Colborne (now searching for programmer) #2 SUN/Luminis/Banner system admin - $86,740 Not funded – still on request for this year #3 Convert 40% of HR programming position to IT - $28,000 Funded from HR and given to HR hourly ($16,000) #4 Report Writer for Banner - $57,922 Funded – Continued employment of Jerry Clarke Media technician & hourly - $120,000 Funded – Hired FT & PT **Supported Student Services “funky tech” FUNDED TO STUDENT SERVICES NOT FUNDED  Web developer - $57,922 – still on request for this year  Hourly money for HelpDesk, Media, Infrastructure, Programming - $120,000  System admin for infrastructure - $65,392  School technical support for each school - HASS, Education  Additional future needs also

11. Report Last Year One-time Funding Requests #1 Layer Seven Campus Firewall - $125,000 NOT FUNDED #2 Software (shift of Microsoft license date/deficit) - $60,000 NOT FUNDED (state money may help - see Budget Plan) #3 Final Banner consulting payment - $60,000 FUNDED #4 IT training initiative - $80,000 NOT FUNDED #5 Phonetic Operator (buy over 3 years) - $80,000 NOT FUNDED Other - generator, backup system, SUN hardware SUN HARDWARE NOW BECOMING CRITICAL

12. Report Last Year On-going Funding Requests #1 Pay the bills – total $245,921 #1 Software maintenance - $59,121 Partial FUNDED by state money ($60,000 Net) #2 S&E funds for IT - $71,000 (request again) #3 Hardware maintenance - $115,800 (request again) #2 Server Infrastructure Funding – total $364,000 #1 Server replacement initiative - $150,000 FUNDED $150,000 #2 Sun hardware & storage – $180,000 Partial FUNDED($90,000 reallocation from Banner) #3 Backup stop gap - $44,000 (request again) #3 Network Infrastructure Funding - $400,000 Partial FUNDED $60,000 from State one-time Wireless ($330,000 per year through student fees) NOT FUNDED Funding for Infrastructure through port charge ($120/computer/year) - $704,000 NOT FUNDED New Computer on-going funding - $1600 for each new computer base funding NOT FUNDED

13. Summary of Last Year PBA Positions New Funds – 3 FT, 2 PT (DBA, Reports, Media) Total – Gained 4 FT, retained 1 FT temporary Lost 5 PT to trades for FT positions Could gain 1 FT and lose 4 PT in trade Lost 1 FT to health, several empty positions One-Time $60,000 college (last Banner consulting payment obligation) $60,000 state for hardware On-Going $150,000 college for servers $60,000 state for software obligations

14. Budget Plan for This Year  Across IT –Current expense - for travel, supplies, equipment, phones –Software - Pay obligations (expect to be only $20,000 in hole reducing deficit) –Maintenance contracts –Furniture/remodeling for move of IT offices

15. Budget Plans for This Year  Infrastructure –$558,000 for Infrastructure from IT Projects, new computer fee, state money, Banner contingency, new PBA money, carry forward –Funds Created Physical Infrastructure R&R – $20,000 Power Infrastructure R&R – $20,000 Air Conditioning Maintenance - $19,000 Software Licensing (1 st year) Hardware Maintenance – $54,100 Media Infrastructure R&R – $10,000 UVSCNet R&R - $20,000 Server R&R - $190,000 Sun/Banner System Maintenance Stop Gap - $90,000 Network/Security - $85,000 Contingency - $50,000 (spent at year end)

16. Budget Plans for This Year  Administrative Computing –eSAF –ePAF –Reporting –Website –469 Multiple PIDMs identified & corrected since January –148 Banner programming requests completed since January –544 web projects including policy system, Banner/web systems interfaces for systems such as BookMatch, Testing Center, etc.  Technology Support Services –Campus wide lab printing –Working with Call Center –5 new media enhanced classrooms –20 minute classroom response

17. Plan – Strategic (Major Budget Impacts)  Replace Banner hardware before end of 2008  Replace network before end of 2009  Replace phone switch before end of 2015  Replace all media equipment in LA classrooms by 2010  Replace all servers by 2009 Based on end of life estimates

18. Plan – Operational  Train as many programmers in Oracle as funds allow  Replace as many servers as funds allow  Replace Campus Network Core  Backups – Set expectations within capabilities  Programming – Set expectations within capabilities  Plan for DLC impact issues (timing)  Battle security challenges

19. Up Coming Events & Technology  Windows Vista migration –Issues, software, testing, hardware  WebCT Vista migration (UEN hosted system)  Laptop Computers on campus  ITIL (IT Infrastructure Library) – method for supporting IT based on service level agreements  Virtual technology (virtual servers)  Consumer wireless-phone technology

20. Gartner Hype Cycle Gartner Hype Cycle 2005

21. History of IT Funding  1999 Y2K – $800,000  2000 – Phone Switch & Network RFP – $1.2Million  2001 – Additional funding for Network/Phone $1.1 Million  2003 - 2006 Banner $6.2 Million  Buildings –2001 - CS building - funded campus cores, 3 building cores, all CS building and surrounding areas (library, halls), studio, Cable TV, etc. –2002 - Student Center expansion – funded student center core & infrastructure –2003 - LA building – funded all LA building, server room for Banner, campus SAN, media enhanced classrooms, etc. –2003 - Wasatch Campus – funded all infrastructure for Wasatch Campus and between.  Technology has been one of the principle uses of growth money both for academics and other areas across the college  Area requests – fund initiative system only (FSAAtlas, WebCT, etc.) –Later ask for software maintenance but not hardware or support!

22. With One-Time Money UVSC has…  Built $1.2 million phone system (10-12 year life)  Built $2.1 million network (5-7 years)  Built $1 million wiring plant (10 years)  Funded $500,000 for servers (3-5 years)  Funded $400,000 SAN storage (4-7 years)  Funded $200,000 backup systems (3-5 years)  Funded $620,000 SUN servers & SAN (4-7 years)  Built $6.2 million Banner/Oracle system (10 -12 years)  30+ systems (TouchNet, fsaATLAS, PE Issue Room, advisor check in, etc.) –(software maintenance is funded)  $1,500,000 server room infrastructure (10 years)  $250,000 cable TV infrastructure (10 years)  Over 100 media enhanced classrooms at $8,000 each (5-7 years)  Several Distance Learning classrooms & associated technology (3-5 years)  4500 computers ($4,500,000 worth) (3-5 years)  Additional department owned servers (5-7 years)

23. Black Hole One time funding Banner Servers Phone Switch Computers

24. Funding Options (How do we maintain it?)  One-time –Over & over & over – black hole of IT –Example (servers, Banner, phone switch) –Advantage – only get when need Disadvantage – planning – emergency mode funding  Life-cycle of technology (base funding) –Repair, replacement, and maintenance –Example (software maintenance) –Advantage – planning, real costs, not keep asking Disadvantage – changing needs, inflation, review  Base funding based on some metrics –Per person, per port – grows with new people –Example – companies software site licenses –Advantage – grows with metric, easy planning for growth Disadvantage – shrinking metric  Charge back based on usage, cost –Example – dial-up, wireless, long distance, wiring –Advantage – users pay cost, reduces cost based on need –Disadvantage – expectation, avoidance,  Mixed – some of each depending on situation

25. Funding IT  Need an extended discussion on this issue –We have been good at funding one-time costs but not on-going costs  General principles –Unfunded but high demand = self-funded –Need to control costs = charge back –Universal need = base funding –Affected by growth = based on per user

26. Budget Requests & Initiatives

27. PBA Initiatives – Infrastructure Provide a college-wide, secure, reliable technology infrastructure  People Needed –#1 Priority - Luminis Admin - $86,740 –System Admins, network personnel 3 FT & 2 PT  Infrastructure –#2 On-going Funding of Server Infrastructure $2,850,000 one-time or $600,000 on-going total cost New money – $420,000 on-going (5 year cycle) Includes servers, SUN servers, storage, backup system (have $150,000) –#9 On-going Funding of Network Infrastructure $2,100,000 one-time or $350,000 on-going total cost New money - $176,000 on-going (6 year cycle) Includes switches and routers (have $174,000) –#5 Security $150,000 one-time & 20,000 on-going maintenance or $50,000 on-going Campus firewall and maintenance (5 year life cycle)

28. PBA Initiatives – Infrastructure Provide a college-wide, secure, reliable technology infrastructure  #3 IT Employee Support Funds – see below –For training, supplies, and equipment for IT staff  Campus/State IT Initiatives (Innovation) –#8 Support Wireless Initiative for Infrastructure $300,000 on-going funds Includes life cycle funding and support for 8,000 users (currently have 1000) Includes 1 Full time 1 Part time position –Disaster Recovery & Business Continuity (Oracle RAC) – State of Utah –$150,000 Digital Signage Infrastructure –$35,000 Video over IP upgrade – Phase I –$50,000 on-going Identity Management –$150,000 – Wiring Fund – no charges for wiring new rooms during remodels

29. PBA Initiatives – Enterprise Systems Improve administrative effectiveness and access to Information  Infrastructure for Systems – see above  People –#4 Web Developer - $57,922 –#7 Oracle Developer - $86,740  #3 IT Employee Support Funds – see below For training, supplies, and equipment for IT staff  Campus Initiatives (Innovation) –Support Title III Grant –Add on to Title III Grant Programming position permanent instead of 1 year - $57,922 EDW software & consulting - $390,460 OT, $67,500 on-going –Web site redesign & system stabilization (institutional pages) –Tracking system for requests and reports

30. PBA Initiatives – Academic Support Enhance the instructional & academic mission through technology  #10 Media Infrastructure –$800,000 one-time or $114,000 on-going Replacement cycle for 100 rooms (7 years)  Campus Initiatives (Innovation) –Support academic IT initiatives WebCT Vista migration ($30,000 plus work) Computer replacement funds & cycle Technicians in Education & HASS Scheduling Initiative Plagarism checking $22,000 per year –SRS classroom feedback technology standard & funding - $60,000 –Software application serving for laptops & labs - $120,000 (Could reduce software costs from departments) –Video streaming, podcasting, classroom Internet technology - $110,000 –Media enhanced classroom build-out to all of campus (7yr schedule) –Text messaging & mobile communications system –Student, faculty, & staff web pages, wikis, and blogs

31. PBA Initiatives–College Community Support Support individualized, college community use of technology  People –#6 HelpDesk - $57,922 –Software Office - $46,000  ITIL Initiative - incident response to support students, faculty, staff, for help, training, and support  Campus Initiatives (Innovation) –$79,500 one-time, $16,000 on-going - voice-activated operator –My-Messaging monthly charge of $5 a month per user to cover the $62,000 software upgrade –Call Center Initiative in Student Services –24x7 support and system expectations –$9,000 (base on-going) off-campus wireless service - then self-funded –Desktop computer replacement funding

32. PBA Initiatives - IT Governance Improve management, planning, coordination, and stewardship  People –Administrative support  #3 IT Support Funds –IT employee support funds - $150,000 Hourly, supplies, training, equipment for IT personnel  Campus Communications Initiative  IT Project & Request Tracking Process  Campus Initiatives (Innovation) –Employee retention & market equity

33. Summary

34. Summary by Position Requests  People Positions –#1 Luminis Admin - $86,740 –#4 Web Developer - $57,922 –#6 HelpDesk - $57,922 –#7 Oracle Developer - $86,740 –#8 Wireless Technician & support (part of $300,000) –Others including – Software Office, System Admins, Network, etc.  #3 IT Employee Support Funds - $150,000 Hourly, supplies, training, equipment

35. Summary of Major Initiatives One-time Existing  $2.65 million for all servers & storage  $200,000 for backup system (plus maintenance)  $2.1 million for network  $800,000 117 media rooms at about $8,000 per room New functionality  $150,000 firewall (plus $20,000 maintenance) (Note: DLC affects timing of install) On-going Existing  #2 $530,000 for all servers & storage – 5 year cycle  #2 $70,000 for backup system –3 year cycle (includes maintenance)  #9 $350,000 for network –6 year cycle  #10 $114,000 media –7 year cycle New functionality  #5 $50,000 firewall –5 year cycle (includes maintenance)  #8 $300,000 wireless  Have $174,000 for network  Have $150,000 for servers

36. IT PBA Prioritized List  #1 $86,740 for Luminis/Banner System Admin  #2 $420,000 for R&R of Servers, Storage, Backup*  #3 $150,000 for IT Employee Support Funds (S&E)  #4 $57,922 for Web Developer  #5 $50,000 Campus Firewall*  #6 $57,922 for HelpDesk Technician  #7 $86,740 for Oracle Developer  #8 $300,000 for Wireless Infrastructure  #9 $176,000 for Network Infrastructure (R&R)*  #10 $114,000 for Media Infrastructure (R&R)* All are on-going requests but * have one-time options

37. Other campus initiatives we support  1 Employee Retention and Market Equity (HR/PACE)  2 Wireless Infrastructure ($300,000 students) **  3 Title III ($390,460 one-time $67,500 on-going)  4 Digital Signage ($150,000 OT)  5 SRS (Student response system $60,000 OT)  6 Video Upgrade (IP Video phase I $35,000 OT)  7 Disaster Recovery (state initiatives from state funds)  8 Software Serving for Laptops ($120,000 OT)  9 Automatic Voice Activated Operator ($79,500 OT)  10 Desktop & Lab Computer replacement  11 Academic and Campus Scheduling Initiative ** On IT Top Ten priority list at #8

38. Top Priorities for IT 2007- 2008  Aging infrastructure (servers, backup, network – support for University)  Reporting, information, and functionality of systems (especially for recruitment/retention)  Institutional Website  Campus and IT Communications  IT planning & workload management