How Much How Much Infrastructure Infrastructure

Is Enough?Is Enough?

Jeff Overholtzer, Washington and Lee UniversityJeff Overholtzer, Washington and Lee UniversityDave Smallen, Hamilton CollegeDave Smallen, Hamilton CollegeBrad Weaver, Wabash CollegeBrad Weaver, Wabash College

October 12, 2006October 12, 2006EDUCAUSEEDUCAUSE

Today’s OutlineToday’s Outline

Data / Goals/ ChallengesData / Goals/ Challenges Managing GrowthManaging Growth Financing GrowthFinancing Growth Your solutions,Your solutions,

observationsobservations

IT InfrastructureIT Infrastructure

Desktop/laptop computersDesktop/laptop computers ServersServers Network electronics/wiringNetwork electronics/wiring Data projectorsData projectors SoftwareSoftware Classroom control systemsClassroom control systems Audio and video equipmentAudio and video equipment Telephone systemsTelephone systems

Two Realities…Two Realities…

IT infrastructure will continue to grow IT infrastructure will continue to grow and it will be expected that it is: and it will be expected that it is: reliable reliable available available easy-to-useeasy-to-use

We must plan creatively for the We must plan creatively for the necessary resources to maintain the necessary resources to maintain the infrastructure as it grows.infrastructure as it grows.

Managing Growth Managing Growth

Approximately ¼ of CLAC IT staff are Approximately ¼ of CLAC IT staff are devoted to maintaining infrastructure devoted to maintaining infrastructure (COSTS 2004-2005)(COSTS 2004-2005) Hamilton 22%Hamilton 22% Wabash 21%Wabash 21% W & L 41%W & L 41%

Wabash (2003-2006)Wabash (2003-2006) ““On-cycle” computer count increased 38%On-cycle” computer count increased 38% Disk quota for student file storage Disk quota for student file storage

increased more than 20x (75Mb to 2Gb)increased more than 20x (75Mb to 2Gb) Wireless coverage of campus buildings Wireless coverage of campus buildings

grew from 10% to 90%grew from 10% to 90% Internet bandwidth increased 400% (9MB Internet bandwidth increased 400% (9MB

to 45Mb)to 45Mb) Number of licensed software applications Number of licensed software applications

increased nearly 25%increased nearly 25%

Financing GrowthFinancing Growth

57% of institutions do not have fully-57% of institutions do not have fully-funded replacement plans for desktop funded replacement plans for desktop computers (EDUCAUSE CDS 2006)computers (EDUCAUSE CDS 2006)

1/3 of CLAC IT budgets are devoted to 1/3 of CLAC IT budgets are devoted to acquiring/replacing IT infrastructure acquiring/replacing IT infrastructure (COSTS 2004-2005)(COSTS 2004-2005) Hamilton 36%Hamilton 36% Wabash 46%Wabash 46% W & L 34%W & L 34%

Goals of an IT Goals of an IT Infrastructure PlanInfrastructure Plan

Assure sufficient IT infrastructure to Assure sufficient IT infrastructure to support institutional missionsupport institutional mission

Assure there are sufficient resources Assure there are sufficient resources ($$$, staff) to maintain the ($$$, staff) to maintain the usefulness of the IT infrastructureusefulness of the IT infrastructure

ChallengesChallenges

Are there useful benchmarks?Are there useful benchmarks? What are appropriate processes for What are appropriate processes for

managing growth?managing growth? What are alternative models for What are alternative models for

financing growth?financing growth?

Problematic Benchmarks?Problematic Benchmarks?

# computers/ # IT staff# computers/ # IT staff # network ports/ # IT network staff# network ports/ # IT network staff # (employees + students)/ # IT staff# (employees + students)/ # IT staff # (employees + students)/ # IT # (employees + students)/ # IT

network staffnetwork staff # wireless access points / IT network # wireless access points / IT network

staffstaff ??????

Managing GrowthManaging Growth

Principles of Managing Principles of Managing GrowthGrowth

Maintain an accurate Maintain an accurate inventoryinventory

Promote standardsPromote standards Link support resources to Link support resources to

infrastructure growthinfrastructure growth Provide campus oversight of Provide campus oversight of

growthgrowth Provide IT oversight of Provide IT oversight of

purchasespurchases

Accurate InventoryAccurate Inventory

Re-use of retired computersRe-use of retired computers Assess the scope of the problem. W&L Assess the scope of the problem. W&L

had nearly 300 retired machines in use had nearly 300 retired machines in use in early 05in early 05

Convince stakeholders of harm caused:Convince stakeholders of harm caused: Diminished reliability, increased downtimeDiminished reliability, increased downtime Support resources divertedSupport resources diverted Security risk: limited ability to run newer OS Security risk: limited ability to run newer OS

and patchesand patches

Accurate InventoryAccurate Inventory

Retired computersRetired computers Articulate a plan to reduce dependence on Articulate a plan to reduce dependence on

retired machines. retired machines. W&L incorporated “temporary use” stickers, W&L incorporated “temporary use” stickers,

phase-out timeline and proactive efforts to phase-out timeline and proactive efforts to develop capital requests: see develop capital requests: see http://computing.wlu.edu/policies/retired_reushttp://computing.wlu.edu/policies/retired_reuse.htmle.html

Anticipate requests for exceptionsAnticipate requests for exceptions Contingency planContingency plan

Accurate InventoryAccurate Inventory Off-lease computers: requests for small Off-lease computers: requests for small

departmental computer clusters, or for departmental computer clusters, or for student workers.student workers. Wabash May 2004 policy Wabash May 2004 policy

http://www.wabash.edu/technology/docs/offleahttp://www.wabash.edu/technology/docs/offlease.pdfse.pdf

Chargeback fee to departments: $150 for up to Chargeback fee to departments: $150 for up to 1 year, or $250 for 2 years.1 year, or $250 for 2 years.

Support is limited Support is limited Systems are removed from service at 5 years Systems are removed from service at 5 years

oldold (Hamilton) Almost no exceptions. See (Hamilton) Almost no exceptions. See

policypolicy

Promote StandardsPromote Standards

Computers (W&L)Computers (W&L) Written justification required for non-Written justification required for non-

standard modelsstandard models Matching funds required for hardware Matching funds required for hardware

outside of specified cost range outside of specified cost range W&L policy:W&L policy:

http://computing.wlu.edu/policies/replace.http://computing.wlu.edu/policies/replace.htmlhtml

Promote StandardsPromote Standards SoftwareSoftware

(Wabash) Standardize on equipment (Wabash) Standardize on equipment manufacturers and software packages manufacturers and software packages campus-wide, regardless of funding source. campus-wide, regardless of funding source.

Challenge specialized tools such as Challenge specialized tools such as Mathematica/Maple, JMP/SPSS, InDesign/Quark. Mathematica/Maple, JMP/SPSS, InDesign/Quark.

HardwareHardware Network, data projectors, classroom control, Network, data projectors, classroom control,

computers, etc.computers, etc.

Link Resources to Link Resources to GrowthGrowth

(W&L) Use computer/FTE support (W&L) Use computer/FTE support ratio to make the case for additional ratio to make the case for additional staff. Show growth over time, and staff. Show growth over time, and deficit compared to other units within deficit compared to other units within University. Successfully added Mac University. Successfully added Mac specialist; capitalized on vocal specialist; capitalized on vocal constituencyconstituency

Link Resources to Link Resources to GrowthGrowth

(W&L) Capitalize on new buildings and (W&L) Capitalize on new buildings and programs to advocate for commensurate programs to advocate for commensurate increases in support:increases in support: Journalism renovation Journalism renovation and “converged media” and “converged media”

programprogram New arts building offered opportunity for two New arts building offered opportunity for two

new technology-related positions: sound new technology-related positions: sound technician and art (including technician and art (including digitaldigital) curator) curator

Proposal to add classroom technology explicitly Proposal to add classroom technology explicitly linked to need for new FTElinked to need for new FTE

Link Resources to Link Resources to GrowthGrowth

(Hamilton) Develop a support model (Hamilton) Develop a support model for technology-enhanced classroomsfor technology-enhanced classrooms One-timeOne-time

Acquisition & installationAcquisition & installation OngoingOngoing

Replacement costsReplacement costs Image maintenanceImage maintenance TroubleshootingTroubleshooting User supportUser support

IT Oversight of IT Oversight of PurchasesPurchases

(Wabash) Regardless of funding source, IT must (Wabash) Regardless of funding source, IT must sign off on all technology purchases. This helps sign off on all technology purchases. This helps us gauge support requirements and uncover us gauge support requirements and uncover hidden (or unplanned) costs, as well as enforce hidden (or unplanned) costs, as well as enforce standards.standards.

(Hamilton) All computer purchases must go (Hamilton) All computer purchases must go through IT for supportability check. through IT for supportability check. The goal is purchase/installation of new computers once The goal is purchase/installation of new computers once

each year to maintain consistency.each year to maintain consistency.

Campus OversightCampus Oversight

(Hamilton) Cabinet level review(Hamilton) Cabinet level review When acquisitions approved, appropriate When acquisitions approved, appropriate

amounts added to replacement budgets amounts added to replacement budgets (computers, network, servers, data (computers, network, servers, data projectors)projectors)

(W&L) Technology Impact Review Committee(W&L) Technology Impact Review Committee (Wabash) Technology advisory committee (Wabash) Technology advisory committee

reviews all new equipment purchasesreviews all new equipment purchases On-going support and cost consideredOn-going support and cost considered Approved items funded by increasing lease Approved items funded by increasing lease

operating budget, which assures perpetual operating budget, which assures perpetual replacement funds.replacement funds.

Financing GrowthFinancing Growth

Principles: Financing Principles: Financing GrowthGrowth

Articulate a fully-funded replacement Articulate a fully-funded replacement planplan

Develop an appropriate funding Develop an appropriate funding modelmodel

Fully cost out additionsFully cost out additions Create documented proceduresCreate documented procedures Seek efficiencies / economies of scaleSeek efficiencies / economies of scale

$$$$$$$$$$$$$$$$

Some Replacement CyclesSome Replacement Cycles

HamiltonHamilton WabashWabash W & LW & L

ComputersComputers 3-43-4 33 55

ServersServers 3-43-4 33 4-54-5

Data Data ProjectorsProjectors

66 44 4-54-5

Network Network ElectronicsElectronics

66 4-54-5 55

WiringWiring ?? ?? ??

Control Control SystemsSystems

?? ?? ??

Develop Funding ModelDevelop Funding Model LeasingLeasing Annual central budgetAnnual central budget ChargebackChargeback

(W&L) Large-volume relatively static academic (W&L) Large-volume relatively static academic projects stored on special server; depts. projects stored on special server; depts. Charged $1/gigabyte/monthCharged $1/gigabyte/month

Technology fees (CDS 2005)Technology fees (CDS 2005) BLA (23%), MA (62%), DR (56%), ALL (51%)BLA (23%), MA (62%), DR (56%), ALL (51%) CLAC (15%)CLAC (15%)

Staffing and supportStaffing and support

Fully Cost Out Additions Fully Cost Out Additions to Infrastructureto Infrastructure

Replacement costsReplacement costs Staffing implicationsStaffing implications Impact on related services: network Impact on related services: network

bandwidth, etc.bandwidth, etc.

Document ProceduresDocument Procedures (Hamilton) Form for approval of (Hamilton) Form for approval of

computers purchased out of normal computers purchased out of normal cycle/ not on replacement plancycle/ not on replacement plan

(W&L) Joint workshop with (W&L) Joint workshop with VP/Administration on “making an VP/Administration on “making an effective capital budget request” – effective capital budget request” – describe and promote proceduresdescribe and promote procedures Challenge: Requests for new positions Challenge: Requests for new positions

don’t synch with capital budget cycledon’t synch with capital budget cycle

EfficienciesEfficiencies

SoftwareSoftware Choose concurrent-user option when Choose concurrent-user option when

possiblepossible Support costs are lowered – simplified Support costs are lowered – simplified

imagingimaging Pre-loading software helps with Pre-loading software helps with

standardizationstandardization VirtualizationVirtualization Hosted solutionsHosted solutions

Economies of ScaleEconomies of Scale

Hardware Hardware Volume purchasing – computers only Volume purchasing – computers only

purchased once (or twice) per yearpurchased once (or twice) per year Wabash surveyWabash survey

SoftwareSoftware Site or volume license vs. individual Site or volume license vs. individual

copiescopies

Questions?Questions?

Jeff OverholtzerJeff Overholtzer joverholtzer@wlu.edujoverholtzer@wlu.edu

Dave SmallenDave Smallen dsmallen@hamilton.edudsmallen@hamilton.edu

Brad WeaverBrad Weaver weaverb@wabash.eduweaverb@wabash.edu

CopyrightCopyright Copyright Jeff Overholtzer, Dave Smallen, Brad Copyright Jeff Overholtzer, Dave Smallen, Brad

Weaver, 2006. This work is the intellectual Weaver, 2006. This work is the intellectual property of the authors. Permission is granted for property of the authors. Permission is granted for this material to be shared for non-commercial, this material to be shared for non-commercial, educational purposes, provided that this educational purposes, provided that this copyright statement appears on the reproduced copyright statement appears on the reproduced materials and notice is given that the copying is materials and notice is given that the copying is by permission of the authors. To disseminate by permission of the authors. To disseminate otherwise or to republish requires written otherwise or to republish requires written permission from the authors.permission from the authors.