Office of Information Technology OIT by mikesanye


									Office of Information

  Auxiliary Controllers’ Council
          June 11, 2008
  Clyde Morrell & Britt Pearson
OIT Formed in 1998
 University Computing Services

 Telephone Services

 Media Services
Computer Services
 Provided mainframe (IBM 360) computing
    environment, billed based on capacity usage
   Supported Computer Associates and Informix
    databases and development tools used by
    decentralized programming staffs
   Located on Talmage Building main floor, loosely
    secured behind glass windows, locked doors
   Limited programming support for campus units with
    no programming staff
   Campus network (coaxial cable, etc.)
Telecommunication Services
 Analog (“ROLM”) telephone service to all
  campus units, including Campus Housing
  students, for basic and long-distance phone
 Provided and billed local and long-distance
  service, based on AT&T rate structure
 Home-grown telephone call capture and
  billing system (“TIMS”)
   Media Services
 Provided classroom media support (overhead
  projectors & screens, movie projectors, film
  library, sound systems, theater lighting, etc.)
 Maintained, repaired and delivered electronic
  media equipment and presentations to
  requested classrooms and other locations
 Homegrown costing/billing system (“PROJ”)
Centralization of Administrative
Development Staff
1999 Administrative Mandate:
 Financial Computer Support
 Student Computing Services Support
 SAS Computing Support

Some administrative units remained
     Harold B. Lee Library
     Continuing Education
     Physical Facilities
Church Data Center - Provo
 BYU needed hardened, secured space,
  adequate air cooling and continuous power to
  support computer operations
 Church requested that BYU expand the Data
  Center design to accommodate the Church’s
  data processing operations (except Family
 Resulting Church Data Center – Provo was
  dedicated in 2003
Rapidly Changing World of IT
 Efficiencies of distributed equipment vs.
  mainframe environment, local printing
 Personal computers, powerful software
  (VisiCalc, Lotus 1-2-3, WordPerfect, etc.)
 Student computing labs
 E-mail and other collaborative software
 High-speed fiber-optic networks
 Miniaturized servers, mass storage, etc.
And the Revolution Continues…
 Commercial “ERP” systems
 VHS, DVD, Digital Audio Recordings
 Cell phones, competitive long-distance
 Internet
 IP Telephony
 Virtual servers
 Virtual data centers
 Digital/IP Television
 Service-oriented architecture, reusable objects
What’s Next?
Who knows? Here’s what we’re seeing…
 Ubiquitous global network?
 Ubiquitous campus wireless network?
 More powerful networked hand-held devices
 Virtual keyboards, thin desktop devices?
 PC services provided from virtual data
But it will probably be here before we get the
  2009 Resource Planning decisions made,
  approved and funded next January!
OIT Governance
 Kelly Flanagan (VP-Technology & CIO)
     OIT, Print & Mail Services, Super Computing
 Kelly McDonald (Associate VP-Technology –
 Development Priorities are Resource-
  Planned and approved by the Information
  Technology Priorities Committee (“ITPC” --
  all BYU Vice Presidents)
Campus Locations
 OIT Management, Architects & Service Desks
   McDonald Building (old Health Center)
 Classroom Support, Installers & Service
  Center, Project Managers, Software Distrib.
     Fletcher Building
 Engineers
    B-77 (old Provo Trade Tech/UVSC building)
 Technology Training
    JKB South wing
 Data Center & Riverwoods
OIT Finance Paradigm
Three fundamental accounting/reporting requirements:
 Traditional financial accounting as a service auxiliary
  & standard chart of accounts, operating units for org
  chart (PeopleSoft 15xxxxxx-operating units)
 Pinnacle work order (time & materials) costing
  system (source of billed revenue/cost reallocations)
 Service/Product Profitability and Project Cost
  Accounting using Pinnacle Cost Accounting & Billing
  System (more PeopleSoft 15xxxxxx- and Cxxxxxxx-
  operating units)
Financial Accounting as a Service
Auxiliary (15-operating units)
 Appropriations for maintenance of fundamental
  campus systems (in-house developed and purchased
  systems, classroom support, etc.)
 Sales of Services
      Campus Units – discretionary services (telephone,
       network jacks, premium e-mail, campus-funded
       organization projects & services, etc.)
      Church Units (Church Data Center, Global Service
 Standard accounts 5xxx thru 8xxx (primarily
  personnel salaries & benefits -- 80%; other operating
“Pinnacle” Work Order Accounting
 (Telephone) Billing System – one-time and
  recurring monthly charges
 Work Order Cost Accumulation
     Efforts (billable hours) x Department Billing
      Rates (installers, engineers, project managers,
      etc.) – budgeted to break-even
     Inventory management & costing
     Direct expenses (consultants, purchases)
 Reallocation to services/products & projects
Project Costing (C-Operating Units)
 Resource Planning-approved projects for new
  services and products
 Campus unit sponsored projects
 Church-funded technology infrastructure
  replacements and improvements (“ITI”) –
  patterned after CNA
 Church-funded campus-wide projects (“ITD”)
 Church-funded purchased software
  maintenance (“ITS”)
Service & Product Profitability/ Cost
 Pinnacle Cost Accounting & Billing for revenues and
  cost allocations
      Time-keeping for all billable service providers
       (developers, operations & customer services)
      Inventory, other direct costs
 Technology costs (database, software, etc.) via
  intermediate 15- accounts and usage calculations
 Use “intra-division sales/purchases” accounts to
  reallocate natural costs to other 15-technology,
  service/product and C-project operating units
Service & Product Profitability/ Cost
Accounting (continued)
 Revenue budgets & billings OIT funding,
  Resource-Planned sponsors
 Allocated costs from OIT operating units and
  direct project costs (purchased software,
  consultant fees, etc.)
 Project costs are capitalized and depreciated
  under Financial Services policies and
Do You Need An IT Project?
 Define your needs – work with us on solutions
    (Enterprise Account Managers)
   Sell the need to your Vice President! Each VP
    prioritizes his/her proposed projects
   ITPC (Vice Presidents) prioritize for campus
   OIT architects design, estimate efforts & other costs
   Funding requested from Church, OIT appropriations,
    sponsoring VPs
   OIT calendars based on Resource Planning priorities
    and available skills
   Outside resources may be considered ($$$)

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