Strategic Plan Technology Plan09 by f4JCu83

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									IT Support and Trends for
Information Technology Division
Efficiency and Effectiveness
Committee
UT Board of Trustees


Dr Richard L Brown
Vice Chancellor Finance Operations and IT
December 2009


                                            1
Assessment and Planning
UTC Information Technology
2010-2015




                             2
Information Technology Assessment
and Strategic Plan 2010-2015
 Goal One: Identify all Information
  Technology services provided by central
  ITD and distributed IT
 Goal Two: Consultant to Assess campus
  IT and prepare recommendations for the
  IT Plan 2010-2015
 Goal Three: Develop the vision for
  Campus IT and design the Campus IT
  plan 2010-2015 to support the vision and
  the Strategic Plan
                                             3
Action Plan for Information Technology
Assessment :
 Establish broad based committee to
  assess current state and develop Campus
  IT Plan for 2010-2015
 Document all Enterprise IT Services and
  customers supported
 Identify all resources committed to
  Campus IT: Financial, staff, equipment
  and space


                                            4
Action Plan Information Technology
Assessment:
   Select consultant to provide independent
    assessment of Information Technology at
    UTC.
    ◦   Assess current IT support requirements
    ◦   Assess current IT support to the campus
    ◦   Assess resource allocation and function
    ◦   Assess IT Governance
    ◦   Establish Peer benchmarks to compare UTC


                                                   5
Action Plan Information Technology
Assessment Consultant Deliverables
  ◦ Provide recommendations for the Campus IT
    Plan 2010 -2015 to support the Strategic Plan:
    Business Requirements of Information
     Technology to support the Mission of the
     University
      Teaching on campus and online
      Research
      Service
      Administrative Support for the Student
       Information System and campus IT services
    Organization Model for campus IT services
    Resources to support the campus requirements
    Governance of IT


                                                     6
IT Assessment and Planning
Committee
   IT Assessment Executive Sponsors
      Richard Brown
      Phil Oldham
   Committee Co Chairs
        Karen Adsit
        Monty Wilson




                                       7
Committee members
    Stephanie Smullen          Matt Pope Athletics
    Computer Science           Yancy Freeman Student
-Chair Classroom Technology    Development
    Virginia Cairns LIBR CTC   Relations
    Nick Honerkamp SOC         Vanasia Parks FOIT
    Ed Rozema Math             Clint Smullen ARCS Banner
    Roger Thompson CRMJ        Debbie Parker Banner
    Gavin Townsend ART         Richard Gambrell IT Banner
    Cindy White BMGT           Deborah Arfken Strategic
    Joe Wilferth ENG           Planning
                               TBD SimCenter
   Kay Lindgren CHEPS          Michael Dinkins ISO
   Beth Dodd Continuing        Steve Dodd Auxiliary
   Education                   Services
   Chuck Cantrell
   Development/University
Committee Timeline
   October: Assemble committee, identify data elements
    required, complete draft plan and review with Vice
    Chancellor and Provost for guidance.
   November: Meet with committee; identify potential
    consultants to send RFP, Develop draft RFP Provide draft for
    committee review ongoing data collection
   December: Committee complete RFP preparation, update
    the executive sponsors for a final approval and sent out.
   January: Vendors prepare response
   February: RFP returned, Consultant selected/campus visit
   March: Consultant completes work and submits report
   April: Executive committee reviews report and sets future
    course for IT support for the campus



                                                                   9
ITD Enterprise Services
 Network Jeff Kell
 Systems Tony Parsley
 Information Systems\Banner
  Richard Gambrell
 Communication and Network
  Infrastructure Luis Leon
 Technology Support Charity Trillet



                                       10
Distributed Enterprise IT Service
Providers
   Leaning Management System-Blackboard
    Karen Adsit Clint Smullen
   Card Access Cbord/Stanley Cindee Pulliam
   Library Systems Theresa Liedtka
   UTC Web Content Chuck Cantrell
   Housing Steven Hood
   COBA Desk top support Richard Cassavant
   Engineering desktop and server support
    Will Sutton
   SimCenter IT Operations and
    Maintenance Dave Whitfield
   ARCS- Clint Smullen

                                               11
Grand Strategy For ITD at UTC




                                12
Vision Statement:
to provide outstanding information technology
services to the University that leverages technology
to enable accomplishment of the vision, mission, and
core values identified by the University Strategic
Plan.
Action Plan:
• Partner with all Academic and Administrative campus
organizations to identify required Information
Technology services and execute leverage each
organizations ability to meet their core mission.

• Operate all Information Technology systems to provide
effective, reliable, scalable, and robust IT services.


                                                          13
Action Plan Continued:

• Improve the efficiency and cost effectiveness of all
information technology services

•Collaborate with all customers to establish a
governance process that efficiently identifies requirements
and allocates resources to meet campus information technology
requirements in a fiscally responsible manner.

• Join forces with the University of Tennessee Office of
Information Technology and decentralized UTC
Information Technology support staff to maximize the
effectiveness of all Information technology services supporting
the business of UTC


                                                                  14
  Classroom Teaching Podiums In Service 2004-2009
140
                                                         26% increase
120


100


 80

                                                         Podiums In Service
 60


 40


 20


  0
      2004   2005   2006   2007    2008    2009




Critical IT Support
Provided                     2004 2005 2006 2007 2008 2009

Podiums In Service                93      102     115   121        125        126
                                                                                    15
                      Wireless Access ports

  250
                                                         94.7% Increase
  200




  150

                                                      Wireless Access ports

  100




   50




    0
        2004   2005   2006    2007    2008   2009




                      2004 2005 2006 2007 2008 2009
Wireless Access
ports                    12          17      34     70 124 228

                                                                              16
                     Internet Bandwidth MB
  250


                                             85% increase in bandwidth
  200




  150


                                                                    Internet Bandwidth MB

  100




  50




   0
    2004     2005    2006        2007        2008        2009


                       2004       2005       2006        2007          2008          2009

Internet Bandwidth
MB                          30          30          30      45           100           200
Internet 2              1Gb        1Gb               0          0       1Gb           1Gb
                                                                                             17
                        UTC active email accounts
         25000

                                                           31% Increase
         20000




         15000



                                                                     email accounts
         10000




          5000




             0
                 2004    2005   2006     2007      2008      2009




                         2004     2005      2006          2007      2008       2009
email accounts          14915 15345 17897 18227 19872 21623
                                                                                      18
                           Computers on Campus
      5000

      4500

      4000
                                                        23.3% Increase
      3500

      3000

      2500
                                                        Computers on Campus

      2000

      1500

      1000

      500

        0
             2004   2005    2006   2007   2008   2009




                     2004 2005 2006 2007 2008 2009
Computers on
Campus               3513 3760 3900 4126 4315 4410

                                                                              19
             Telephone lines in service
3500
3000                                            8.3 % Increase

2500
2000                                     Telephone lines
                                         in service
1500
1000
500
  0

                            2004 2005 2006 2007 2008 2009
       Telephone lines in
       service              2850 2896 2979 3023 3073 3110   8.36%




                                                                    20
                         Wired Network Ports
   20000

   18000
                                                                 45.8% Increase
   16000

   14000

   12000

   10000
                                                      Wired Network Ports

    8000

    6000

    4000

    2000

      0
           2004   2005    2006   2007   2008   2009


                         2004 2005 2006 2007 2008 2009
Wired Network
Ports                    9977 10570 12185 14484 17273 18404


                                                                              21
     ITD Staff Support                                   • No net increase in ITD operational
                                                         staff in five years
45                                                       • Five added for Banner Project new
40                                                       requirements.
35                                                       • Four existing staff 95% dedicated to
30
                                                         Banner Plus two 50%
25                                                         Lupton Poidum Project
                                                           Tech Fee Staff
20                                                         IT Division Staff

15

10

 5

 0
      2004       2005   2006   2007   2008   2009




                                      2004     2005       2006          2007       2008   2009
IT Division Staff E&G                   29          30      30              30      31     31    +2
Tech Fee Staff                          10          10      12              13       13     13
Lupton Podium Project                    5           4        0                0      0      0

Total ITD Staff by year                44           44     42               43      44     44
Banner Project IT Staff                  0           0        0                0      1      5

                                                                                                      22
             Summary ITD Key Services 2004- 2009


                                                                      % increase
Critical IT Support                                                   2004 to
Provided                   2004   2005    2006     2007   2008   2009 2009
Podiums In Service           93    102     115     121    125     126    26.19%


Network Switches and
Routers                     326    368     388     410    483     523    37.67%

Wired Network Ports        9977 10570 12185 14484 17273 18404            45.79%

Wireless Access ports        12      17     34      70    124     228    94.74%

Network Bandwidth Mb         30      30     30      45    100     200    85.00%

Internet 2 Gb              1Gb     1Gb       0       0    1Gb    1Gb
email accounts            14915 15345 17897 18227 19872 21623            31.02%

Computers on Campus        3513   3760    3900     4126   4315   4410    20.34%
Telephone lines in
service                    2850   2896    2979     3023   3073   3110     8.36%
                                                                             23
                         UTC Campus Unrestricted Revenues
$120,000,000


$100,000,000


 $80,000,000


 $60,000,000


 $40,000,000


 $20,000,000


          $0
                 FY2005            FY2006           FY2007           FY2008            FY2009            FY2010
    Campus     $84,112,709       $88,048,481      $91,761,601      $103,201,220      $105,687,582      $108,143,735



    E&G               FY2005          FY2006      FY2007        FY2008            FY2009          FY2010
    Campus
    Unrestricted
    Revenues               $84,112,709 $88,048,481   $91,761,601   $103,201,220     $105,687,582    $108,143,735
    IT Budget               $1,630,676 $1,654,613     $1,758,181     $1,891,350       $1,901,216      $1,693,183
    Tech Fee Budget           $882,147 $1,125,075     $1,130,244     $1,264,428      $1,082,343       $1,047,343
    $204000 one time One time funds
    funds removed    removed from
    from FY2008      chart



    UTC Unrestricted Revenues from FY2004 through FY 2010                                  Gartner Recommends
                                                                                           5% = $5.4 million
    Source UT System Budget Report Unrestricted Revenues                                                              24
                          ITD E&G and ITD Tech Fee Funding
$2,000,000

$1,800,000

$1,600,000

$1,400,000

$1,200,000

$1,000,000

 $800,000

 $600,000

 $400,000

 $200,000

       $0
               FY2005       FY2006         FY2007        FY2008       FY2009       FY2010
 IT          $1,630,676    $1,654,613     $1,758,181    $1,891,350   $1,901,216   $1,693,183
 Tech Fee     $882,147     $1,125,075     $1,130,244    $1,264,428   $1,082,343   $1,047,343




      ITD E&G and ITD Tech Fee funding trends FY2005 -FY2010
      Source UT System Budget Report Unrestricted Revenues


                                                                                               25
                              Salary Percentage of Yearly ITD Funds FY 2004- FY2010
         $2,000,000                                                                                                       80%
         $1,800,000                                                                                                       78%
         $1,600,000                                                                                                       76%
         $1,400,000
                                                                                                                          74%
         $1,200,000
                                                                                                                          72%
         $1,000,000
                                                                                                                          70%
          $800,000
                                                                                                                          68%
          $600,000
          $400,000                                                                                                        66%

          $200,000                                                                                                        64%
                $0                                                                                                        62%
                        FY2004           FY2005           FY2006       FY2007       FY2008       FY2009       FY2010
Budget                 $1,640,660       $1,630,676       $1,654,613   $1,758,181   $1,891,350   $1,901,216   $1,693,183
Salary                 $1,116,589       $1,215,648       $1,213,299   $1,271,334   $1,328,495   $1,388,544   $1,314,054
Salary % of Budget         68%              75%             73%          72%          70%          73%          78%




  Salary increases reduce operating
  budget from 32% to 22%
  Less operating budget available to replace outdated hardware and meet new
  requirements
  Source UT System Budget Report Unrestricted Revenues



                                                                                                                                26
           Funding Percent Increase FY2004 to FY2010
             30%


             25%


             20%


             15%


             10%


              5%


              0%
                               Campus                                IT                         Tech Fee
Percentage Increase             27%                                  3%                           28%


                                                                                                    Change in
                                                                                       Adjusted for purchasing
                                                                                       inflation    power from
                                FY2004                  FY2010            Increase     2004-2009 * 2004
             Campus
             Unrestricted
             Revenue             $78,829,881              $108,141,735      $29,311,854 $ 90,069,710 $ 18,072,025
             ITD E&G budget       $1,640,660                $1,693,183          $52,523 $ 1,874,591 $ (181,408)
             Tech Fee It            $756,440                $1,047,343         $290,903 $ 864,294 $      183,049

             Comparison of E&G investment in ITD to Campus Unrestricted Revenues

             * CPI inflation calculator Bureau of Labor Statistics
             Source UT System Budget Report Unrestricted
             Revenues
                                                                                                                    27
FIVE GRAND STRATEGIES IDENTIFIED
WITHIN THE STRATEGIC PLAN
1.   ITD will become customer centered and customer
     directed. A transparent and accountable IT service is
     needed; one driven by cost sensitive customer input and
     quality technology design, creating a competitive advantage
     from efficiency and quality service.

2.   ITD will develop a unified governance structure that
     eliminates silos, lowers cost duplication, achieves
     synergy of management, and adopts policies and
     standards across the institution; elimination of duplication
     creates competitive positioning and sustainable growth.


                                                               28
FIVE GRAND STRATEGIES IDENTIFIED
WITHIN THE STRATEGIC PLAN (cont.)
3.   ITD will control costs by efficiency and effectiveness of
     design and systems integration; operational
     improvements will create a competitive leadership position
     with public comprehensive university markets.

4.   ITD will provide leading edge technology and capacity to
     support online instruction, research systems,
     administrative systems, and global connectivity. Faculty
     and staff incentives will drive online curriculum migration. The
     online university growth plan will create differentiation and
     market competitiveness.

5.   ITD will provide a five-year financial plan to support
     innovation and sustainable growth. Strategic financial
     planning ensures the university will attain goals and become a
     low cost leader in higher education.

                                                                      29
ESSENTIAL ITD STRATEGIES FOR
FINANCIAL POSITIONING

A.   Provide technology alignment with campus
     priorities;
B.   Provide excellence in teaching and research;
C.   Provide an ITD shared vision that aligns with
     university mission, goals, and core values;
D.   Provide financial and funding metrics;
E.   Provide differentiation via technology innovation.

     The ultimate objectives of this plan is to create a
     pathway for the institution to reduce costs,
     enhance services, and become empowered to
     control ITD future directions.

                                                           30
CAMPUS FEEDBACK FOR LONG-RANGE
ITD FOCUS

1.   Provide best practices for IT research and strategic
     planning.
2.   Provide best practices to assist with new RFP
     proposals of IT systems architecture.
3.   Provide technology application and data
     integration/data management assistance.
4.   Provide business intelligence and business process
     management.
5.   Provide enterprise systems management and
     outsourcing opportunities.



                                                            31
     CAMPUS FEEDBACK FOR LONG-RANGE
     ITD FOCUS (cont.)

6.    Create a high performance networked workplace.
7.    IT assist inventory and obsolescence plan.
8.    Mobile IT and wireless planning.
9.    Manage PCs - laptops and handheld devices.
10.   Provide security and privacy for servers and data storage
11.   Provide integrated web-services for online instruction
      and e-business.




                                                           32
 UTC ITD SWOT ANALYSIS
              Strengths                             Weaknesses
•Talented IT staff                     •Decentralized silo IT functions
•New fiber backbone                    •A lack of shared governance
•Integrated student, financial, and    structure for decision making
teaching ERP systems                   •Limited five year finance plan
•Student technology fee                • Integration of UT System
•UT system ITD core support for        leadership and System IT Plan
student systems                        •Proactive versus reactive
                                       responses
           Opportunities                               Threats
•Create a five-year ITD strategic      •Outsourcing of some ITD functions
plan                                   •Waste of limited resources
•Providing leading edge campus         •Continued Decentralization and
technology                             silos
•Create new revenue opportunities      •Loss of strategic positioning
•Enhance teaching, research, and       •Potential growth in customer
student services                       dissatisfaction
•Create a sustainable financial plan   •Must enhance campus 33   confidence
•Enhance campus confidence
GAP ANALYSIS—ITD SERVICES

 CURRENT STATE                    DESIRED STATE
 •Decentralized services          •Synergy and service
 •Unclear governance structure    centralization
 •Limited Five-Year Strategic     •Unified governance with ITD
 Plan                             engaged with Chancellor’s
 •Limited Major ITD online        Cabinet
 instructional support strategy   •Five-year Financial Plan
 •Challenged customer centered    aligned with ITD Strategic Plan
 services given resources         •Implement a new UTC online
                                  university with degree
                                  completion programs
                                  •Customer feedback and data
                                  will drive assessment and new
                                  ITD investment

                                                       34
IT Spend as Percent of Revenue by
Industry Sector
    Primary Ind                                       5.8

I     Education                                              6.7
n
d   HealthCare                                              6.5
u
s   Wsale/Retail                          4.5
t
r         T/U/C                                 5.1
y
 Manufacturing                  2.5

           Govt                                   5.6

        Fin Svcs                                  5.5

       Bus Svcs                                                                       12.2

                   0        2         4               6            8   10        12          14
                       Source: Info-Tech Research Group 2008


                                                                            35
 ITD Strategic Plan
           Proposed UTC Benchmarks and Measurement Timelines

                                                                1.7
        Reposition ITD at Executive Level
                                                    1
          Create Governance Committee
                                                                                      3
           Re-Evaluate ITD Strategic Plan
                                                                                                             5
Establish Expanded Technology Curriculum
                                                                                                             5
                 Integrate full Admin/ERP
                                                                                                    4
          Establish Permanent IT Budget
                                                        1.2
               Hire ITD plan Coordinator
                                                                                          3.2
     Implement Institutional ERP Solution
                                                                        2
         Fully Implement Banner Student
                                                                            2.5
       Fully Implement Online University
                                                              1.5
                Customer Centric Survey
                                Years       0   1                   2             3             4        5       6
                                                                                                    36

								
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