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

Dr Richard L BrownVice Chancellor Finance Operations and ITDecember 2009

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Assessment and Planning Assessment and Planning UTC Information UTC Information Technology 2010-2015Technology 2010-2015

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Information Technology Information Technology Assessment and Strategic Assessment and Strategic Plan 2010-2015Plan 2010-2015Goal 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

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Action Plan for Information Action Plan for Information Technology Assessment :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

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Action Plan Information Action Plan Information Technology Assessment: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

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Action Plan Information Action Plan Information Technology Assessment Consultant Technology Assessment Consultant DeliverablesDeliverables

◦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

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IT Assessment and Planning IT Assessment and Planning CommitteeCommitteeIT Assessment Executive

Sponsors Richard BrownPhil Oldham

Committee Co ChairsKaren Adsit Monty Wilson

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Committee membersCommittee members

Stephanie Smullen Computer Science -Chair Classroom TechnologyVirginia Cairns LIBR CTCNick Honerkamp SOCEd Rozema MathRoger Thompson CRMJGavin Townsend ARTCindy White BMGTJoe Wilferth ENG

Kay Lindgren CHEPSBeth Dodd Continuing Education Chuck Cantrell Development/University

Matt Pope AthleticsYancy Freeman Student Development Relations Vanasia Parks FOIT Clint Smullen ARCS Banner Debbie Parker BannerRichard Gambrell IT BannerDeborah Arfken Strategic PlanningTBD SimCenterMichael Dinkins ISOSteve Dodd Auxiliary Services

Committee Timeline 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

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ITD Enterprise ServicesITD Enterprise ServicesNetwork Jeff KellSystems Tony ParsleyInformation Systems\Banner

Richard Gambrell Communication and Network Infrastructure Luis Leon

Technology Support Charity Trillet

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Distributed Enterprise IT Distributed Enterprise IT Service ProvidersService ProvidersLeaning Management System-

Blackboard Karen Adsit Clint SmullenCard 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

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Grand Strategy For ITD at Grand Strategy For ITD at UTCUTC

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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.

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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

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Critical IT Support Provided 2004 2005 2006 2007 2008 2009

Podiums In Service 93 102 115 121 125 126

26% increase

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

94.7% Increase

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2004 2005 2006 2007 2008 2009

Internet Bandwidth MB 30 30 30 45 100 200

Internet 2 1Gb 1Gb 0 0 1Gb 1Gb

85% increase in bandwidth

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2004 2005 2006 2007 2008 2009

email accounts 14915 15345 17897 18227 19872 21623

31% Increase

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

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2004 2005 2006 2007 2008 2009  

Telephone lines  in service 2850 2896 2979 3023 3073 3110 8.36%

               

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2004 2005 2006 2007 2008 2009

Wired Network Ports 9977 10570 12185 14484 17273 18404

45.8% Increase

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  2004 2005 2006 2007 2008 2009

IT Division Staff E&G 29 30 30 30 31 31

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 44Banner Project IT Staff 0 0 0 0 1 5

• No net increase in ITD operational staff in five years • Five added for Banner Project new requirements. • Four existing staff 95% dedicated to Banner Plus two 50%

ITD Staff Support

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+2

Critical IT Support Provided 2004 2005 2006 2007 2008 2009

% increase 2004 to 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%

Summary ITD Key Services 2004- 2009

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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 $108,143,735IT Budget $1,630,676 $1,654,613 $1,758,181 $1,891,350 $1,901,216 $1,693,183Tech Fee Budget $882,147 $1,125,075 $1,130,244 $1,264,428 $1,082,343 $1,047,343$204000 one time funds removed from FY2008

One time funds removed from chart          

UTC Unrestricted Revenues from FY2004  through FY 2010 

Source UT System Budget Report Unrestricted Revenues 24

Gartner Recommends 5% = $5.4 million

ITD E&G and ITD Tech Fee funding trends FY2005 -FY2010

Source UT System Budget Report Unrestricted Revenues

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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

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      FY2004   FY2010 Increase

Adjusted for inflation  2004-2009 *

Change  in purchasing  power from 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 StatisticsSource UT System Budget Report Unrestricted Revenues

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FIVE GRAND STRATEGIES IDENTIFIED FIVE GRAND STRATEGIES IDENTIFIED WITHIN THE STRATEGIC PLANWITHIN 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 FIVE GRAND STRATEGIES IDENTIFIED WITHIN THE STRATEGIC PLAN (cont.)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.

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ESSENTIAL ITD STRATEGIES FORESSENTIAL ITD STRATEGIES FOR FINANCIAL POSITIONING 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.

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CAMPUS FEEDBACK FOR LONG-RANGE CAMPUS FEEDBACK FOR LONG-RANGE ITD FOCUSITD 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.

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

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UTC ITD SWOT ANALYSISUTC ITD SWOT ANALYSIS

Strengths•Talented IT staff•New fiber backbone•Integrated student, financial, and teaching ERP systems•Student technology fee•UT system ITD core support for student systems

Weaknesses•Decentralized silo IT functions•A lack of shared governance structure for decision making•Limited five year finance plan• Integration of UT System leadership and System IT Plan•Proactive versus reactive responses

Opportunities•Create a five-year ITD strategic plan•Providing leading edge campus technology•Create new revenue opportunities•Enhance teaching, research, and student services•Create a sustainable financial plan•Enhance campus confidence

Threats•Outsourcing of some ITD functions•Waste of limited resources•Continued Decentralization and silos•Loss of strategic positioning•Potential growth in customer dissatisfaction•Must enhance campus confidence33

GAP ANALYSIS—ITD SERVICESGAP ANALYSIS—ITD SERVICES

CURRENT STATE DESIRED STATE•Decentralized services•Unclear governance structure•Limited Five-Year Strategic Plan•Limited Major ITD online instructional support strategy•Challenged customer centered services given resources

•Synergy and service centralization•Unified governance with ITD engaged with Chancellor’s Cabinet•Five-year Financial Plan aligned with ITD Strategic Plan•Implement a new UTC online university with degree completion programs•Customer feedback and data will drive assessment and new ITD investment

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IT Spend as Percent of Revenue IT Spend as Percent of Revenue by Industry Sectorby Industry Sector

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ITD Strategic PlanITD Strategic Plan

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