IT TASK FORCE REPORT FOR ARENA 1May 14, 2009

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IT OVERVIEW - TOTAL SYSTEM

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TOTAL UMS & CAMPUSES IT FY09 BUDGETSummary

Total $25.7M gross expenditures UMS 47% Campuses IT 41% Depts./schools 12%

4% of UMS Budget ($651M) Compared to higher education 4.7%-5.3%*

Headcount (positions) 231 IT manages 189 Dept/school managed 42 (UM-33)

*Educause Core Data Survey 2007

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FY2009 IT GROSS BASE EXPENSE BUDGET

IT ManagedDept/School

Managed TotalRetail

Operations

SWS $10,733,303 $0 $10,733,303 $0

UM 3,514,708 2,002,946 5,517,654 5,810,000

UMA 1,303,938 303,352 1,607,290 0

UMF 1,254,036 90,216 1,344,252 0

UMFK 526,193 0 526,193 0

UMM 255,477 0 255,477 0

UMPI 697,790 193,296 891,086 0

USM 4,438,046 352,778 4,790,824 1,503,546

TOTAL $22,723,491 $2,942,588 $25,666,079 $7,313,546

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FY2009 IT FTE STAFFING

IT ManagedDept/School

Managed TotalRetail

Operations

SWS 62.85 0.00 62.85 0.00

UM 35.60 28.00 63.60 8.00

UMA 10.00 4.00 14.00 0.00

UMF 14.00 1.00 15.00 0.00

UMFK 8.00 0.00 8.00 0.00

UMM 1.50 0.00 1.50 0.00

UMPI 9.00 4.00 13.00 0.00

USM 48.00 5.00 53.00 1.00

TOTAL 188.95 42.00 230.95 9.00

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CONCLUSIONS UMS total IT capacity 20% less than industry averages IT capacity required to drive business process automation/end user self

service/ technology based learning and research IT progress required to remain competitive against peer institutions Current IT organizational structure

Sub optimized Cuts/reductions by unit will further degrade capacity

System-wide IT resources must move towards consolidation SAVINGS FROM CONSOLIDATION DIFFICULT TO ESTIMATE WITHOUT A DUE

DILIGENCE PROCESS/BUSINESS CASE – 1ST STEP Consolidation across all industries have achieved lower total cost and better

service

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UMS – ITS CAPACITY

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ORGANIZATION – FY 09/10

Ralph CarusoCIO

Cindy MitchellDirector

Administrative Systems Development and Support

& Project Enterprise

John GroverAssociate DirectorSystems & Operations

Jeff LetourneauAssociate Director

Communications & Network Services

John ForkerAssociate DirectorAcademic Technologies& End-Users Support

IT Directors Group Sponsors

Legacy Support Legacy Support Legacy Support Legacy SupportMaineStreet Production MaineStreet Production RON Deployment University College Transition MaineStreet Development Maine Street Development MSLN- Plan, Etc. EBS Lease/Digitization• Campus Solutions Identity Management • Financials Upgrade Data Center Modernization• Financials Phase II DI/BlackboardDevelopment (Advance) Development (Advance)

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CRITICAL SYSTEM WIDE PROJECTS REQUIRED

o Improve support for course management system (Blackboard)

o Implement and support financial aid

o Improve student information system – records, financials

o Web portal- student/facultyo 71% of Higher Education Institutions have or are implementing a portal*

o Document imaging – academic processeso Complete development (Advance) UM

o Plan and implement other campuses

o Financial Management Systemo Upgrade to 9.0o Procure to payo Finance phase II – grants/etc.

o HRMS improvement/ expansiono Portalo Self service

*Educause Core Data Survey 2007

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ERP COMPETENCY CENTER(FINANCE AND HR)

UMS O/B Oracle/InSite Recommendation

Director 1 1

Functional Business Analyst 1 5

Technical Staff 5 8

DBA’s 1 2

System Administrator .5 2

Training Developers .5 1

Total 9 19

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ERP COMPETENCY CENTER(FINANCE, HR, AND STUDENT)

UMS Current O/B Oracle/InSite Recommended +Director 1 1

Functional Business AnalystFinance/HR 1 5Campus Solutions 2/2* 3

Technical StaffApplication Support 12 18Database Administration 3.5 4Security/Change Management 1 2Training / 2nd Level HD 2 3

Data Warehouse/Reporting 3 6

Systems Administration 1 2

Admin/Documentation/Web 1.5 2

Total 28/2* 45

*2 Non Recurring Funding

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PERSONNEL COMPARISONUniversity of Maine System

Syracuse University

North Dakota University System

University of Missouri System

(34,000 students, 6287 fac.staff, $567 Million)

(18,734 students, 4877 fac/staff)

(42,000 students, 13,00 fac/staff, $840 Million)

(63,000 students, 23,000 fac/staff, $1.9 Billion)

HRMS 1 financial functional lead

4 developers1 mgr/developer

1 mgr

3 developers3 functional

1 mgr

3.5 developers

7.7 developers

Financials (Support group is combined)

1 mgr4 developers5 functional

1 mgr1.5 developers2 functional

8.6 developers

Student Administration 1 functional lead8 developers1 mgr/developer

1 mgr6 developersfunctional (many)

1 mgr12 developers

15.2 developers

Database Administration/ Portal/Security

1 DBA lead3 DBAs/security analyst

1 mgr1 DBAs/security analysts

12.25 DBAs.5 mgr

10 DBAs

Training/User Support/Communications

2.5 9 (includes broader support than admin systems)

? 4.5

Reporting/Data Warehouse

1 mgr2 developer

1 mgr5 analysts

? 1 mgr7 developers

Total 26.5 43 36.75 54

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CRITICAL IT POSITIONS FY10-11 FY10 FY 11 Total

ERP Competency Center Functional Business Analysts (SME)

Financial Aid 1 1 Cross Campus Solutions (2 yrs) 1 1 Human Resources 1 1 AP/PO 1 1

Application Support Staff 2 24 Systems Administration/DBA 1 1

Alumni Development (Advance) Application Support 1 1 Systems Administration/DBA 1 1

Course Management System Systems Admin/Application Support 1 1

Document Imaging/E-mail/Share Point Technical Support/System Administration 1 12

TOTAL 9 5 14

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POSSIBLE SOURCES OF FUNDS-UMS-ITS SAVINGS

(000’s omitted)

FY10 FY11 Legacy (Software/Hardware) $ 288.5 $ 577.0 Legacy Data Center (Staff) $ 59.8 $ 127.0 SunGard Managed Services Contract $ 100.0 $ 210.0 Miscellaneous $ 63.0 $ 63.0

Total $ 511.3 $ 977.0

FY10 FY11 TotalAdditional StaffingSelf Funded 5 5 10Additional StaffingRequiring Funds 4 -- 4Total 9 5 14

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CRITICAL IT SOURCING WITHOUT CONSOLIDATION

FY10 FY11 IncreaseCOSTS:

Financial Aid SME Comp $53,090 $53,621Benefits 26,173 27,668

$79,263 $81,289 $2,026(a)

Cross Campus Solutions (2 years)(40%SWS: 60%UM) Comp $40,000 $40,400

Benefits 19,720 20,846Travel 4,000 4,000

$63,720 $65,246 $1,526(a)

Doc Mgmt/Email/Share PointComp $18,000(b) $36,360Benefits 8,874 18,762

$26,874 $55,122 $28,248(a)

Application Support (2)

600000 600000 0Sys Admin/DBAAlumni (Advance) Appl SuppAlumni (Advance) Sys Admin/DBACourse ManagementApplication Support (2)

0 500000 500000Human Resources SMEAP/PO SMEDoc Mgmt/Email/Share Point

TOTAL COSTS $769,857 $1,301,657 $531,800

Staffing Increase (includes 1 reassignment) 9 14 5(a) FY11 compensation based on 1% increase and benefit rate of 51.6%(b) Assumes 12/31/09 reduction

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CRITICAL IT SOURCING WITHOUT CONSOLIDATION

SWS FUNDING/SAVINGS:Legacy - Staff Reductions (2) Comp $25,626(b) $51,252

Severence (2,487) 0Benefits 11,407 25,267

$34,546 $76,519 $41,973

Legacy - Staff Reassignment Comp $16,890b) $33,780Benefits 8,327 16,654

$25,217 $50,434 $25,217

Legacy Software/Hardware:IBM Hardware Maintenance $27,500 $55,000 $27,500IBM Software Maintenance 163,500 327,000 163,500Non-IBM Software Maintenance 97,500 195,000 97,500

Total Legacy Maintenance Svgs $288,500b) $577,000 $288,500

SunGard Managed Service Contract $100,000(b) $210,000 $110,000Identity Management 63,000 63,000 0

$163,000 $273,000 $110,000TOTAL SWS FUNDING/SAVINGS $511,263 $976,953 $465,690

Required Campus Funding 258,594 324,704 66,110TOTAL FUNDING $769,857 $1,301,657 $531,800

Staffing decrease (includes 1 reassignment) (3) (3) 0

(a) FY11 compensation based on 1% increase and benefit rate of 51.6%(b) Assumes 12/31/09 reduction

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CRITICAL IT SOURCING WITHOUT CONSOLIDATION

FY10 FY11

UM 40.2% $103,955 $130,531

UMA 10.5% 27,152 34,094

UMF 8.4% 21,722 27,275

UMFK 3.5% 9,050 11,364

UMM 2.5% 6,465 8,118

UMPI 4.8% 12,413 15,586

USM 30.1% 77,837 97,736

$258,594 $324,704

% based in 5-year (fall 04 thru Fall 08) Student & Employee FTE average

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IT ORGANIZATIONAL OPTIONS

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IT CONSOLIDATION & EFFICIENCY STRATEGIES FY09/FY10Incremental – (UMS-ITS only)

Retire Legacy environment by 1/1/10 Archiving project required FY10 savings $300+, FY11 $550+

Consolidate UMS- ITS help desks Savings TBD

Semi Transformational – (towards consolidation)

Server consolidation – UMS/UM/USM Data center renovation required to achieve Study /plan can be done in parallel Saving potential – 25% reduction in servers

Acquisition, security, support, energy consumption, back up /recovery/ e-discovery Research servers/storage later

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IT CONSOLIDATION & EFFICIENCY STRATEGIES FY09/FY10

Semi Transformational

Email standardization consolidation Move students to Google Project to select and migrate faculty/staff to common platform (Google apps) Savings TBD

Acquisition, security, support, energy consumption, back up /recovery/ e-discovery

Standards/simplifications Desktop/laptop/PDA’s Servers/storage Back up Network Production software Academic software Others

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IT CONSOLIDATION & EFFICIENCY STRATEGIES FY09/FY10

Semi Transformational Formalize IT Directors group

Dotted line to the CIO CIO review/involvement/sign-off Draft charter/guidelines Share leadership initiatives

UMPI – continue to provide technology management and assistance Expand services provided as appropriate

Transformational Consolidate UMA-UMS-ATES

Savings- TBD(1-2 positions)

Consolidate all IT functions at UMaine Nationalize network Eliminate duplication Create capacity/support campus Reduce headcount expenses – TBD

Consolidate UMS ITS- UMIT

Complete consolidation after successful completion of steps above

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ORGANIZATION – FY09

CIO

Dir Admin Sys Dev & Support

Assoc Dir Systems & Operations

Assoc Dir Comm & Network Services

Assoc Dir Academic Tech & End-User

Support

IT Directors

USM

UMPI

UMFK

UMM

UMA

UMF

UM

Sponsors

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ORGANIZATION – FY09 HYBRID DOTTED LINE

CIO

Dir Admin Sys Dev & Support

Assoc Dir Systems & Operations

Assoc Dir Comm & Network Services

Assoc Dir Academic Tech & End-User

Support

IT Directors

USM

UMPI

UMFK

UMM

UMA

UMF

UM

Sponsors

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ORGANIZATION – FY09 HYBRID Pros

Should allow a better balance between Campus/System initiatives Savings can be generated from current projects and future work teams

Savings will accrue to campuses and departments Management structure is matrix based, but once ironed out will

become much clearer than current model enabling better alignment of resources for essential support services

Over time, with consolidation of purchases, equipment, software, etc, campuses will become more and more similar in IT offerings to faculty and students

Cons Savings potential below full consolidation Basic work of technical staff will change slowly over time – virtual

teams may overcome this IT decisions still decentralized and sub optimized

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DRAFT – CONSOLIDATED ORGANIZATIONSKILLS BASED

CIO

Application Development &

Support

Systems & Operations

Communications & Network

Services

End User Support (including

Classrooms and Labs)

Instructional Technology

Support

IT Security

Campus Liaisons

Sponsors

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BUSINESS CASECURRENT VS CONSOLIDATION

IT CONSOLIDATION FY10, 11 & 12Assumptions

Based on current FY09 budgets

IT managed $22.7MDept/school managed $ 3.0 – no savings anticipated

Consolidation effective 7/1/09 or sooner

Small campuses with dotted line take direction from consolidated organization (UMFK, UMPI, UMM)

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IT CONSOLIDATION FY10, 11 & 12Possible Budget Reductions

Retire Legacy mainframe environment 1/1/10 FY10 FY11 FY12

Software/Hardware maintenance $288.5 $577.0 $577.0Salaries/benefits (3)- Data Center $ 59.8 $127.0 $127.0Sungard Managed Services $100.0 $210.0 $210.0Identity Management $ 63.0 $ 63.0 $ 63.0

Outsource student email Fall 09Consolidate email faculty/staff TBD TBD TBD

Overall IT management (17 positions) 2-3 reductionSalaries/benefits $ 90.0 $275.0 $275.0 28

IT CONSOLIDATION FY10, 11 & 12Possible Budget Reductions cont.

Reduce purchase price on network hardware/software servers/storage systems by 10%+

FY10 FY11 FY12

Savings $ 50.0 $100.0 $125.0

Attrition (2)/ skills reductions (3)Salaries/benefits $100.0 $225.0 $225.0

Miscellaneous reductions Expenses $ 41.0 $ 41.0 $ 41.0

______________________TOTALS $792.3 $1618.0 $1643.0 29

Required Investments FY10 FY11 FY12

FY10 Reassign 5-9 (UMS, UMF,UM, USM)

Course management system (Blackboard) Student information system (MaineStreet) Web portal $ 26.9 $ 55.1 $ 55.1 Document imaging Development system (Advance)

FY10/11/12 – Additional IT staff (6) Based on priorities/business case $443.0 $600.0 $600.0

FY10/11/12 – Savings invested in OT fundsExamples (housing, development) $100.0 $150.0 $150.0

Net Savings $222.4 $666.3 $691.3

Overall objective – manage IT expenditures @3.5% of total UMS expenditures

IT CONSOLIDATION FY10, 11 & 12

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IT WITHOUT CONSOLIDATION FY10, 11 & 12Possible Budget Reductions

Retire Legacy mainframe environment 1/1/10 FY10 FY11 FY12

Software/Hardware maintenance $288.5 $577.0 $577.0Salaries/benefits (3)- Data Center $ 59.8 $127.0 $127.0

Sungard Managed Services Consultant $100.0 $210.0 $210.0

Identity Management $ 63.0 $ 63.0 $ 63.0

Total $511.3 $977.0 $977.0

Required Investments

FY10/11/12 – Hire 15 $769.9 $1301.7 $1301.7

Net Budget Increase $258.6 $324.7 $324.7 31

UMS – IT CONSOLIDATION VS. NO CONSOLIDATION

FY10 FY11 FY12 IT Consolidation

Net Savings $ 222.4 $ 666.3 $ 691.3

IT No Consolidation

Net Budget Increase $ 258.6 $ 324.7 $ 324.7

Δ Annual $ 481.0 $ 991.0 $1016.0

Δ Cumulative $1472.0 $2488.0

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IT DIRECTORS GROUPRECOMMENDATIONS/PROJECTS

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Meetings held March 6th, March 18th, and April 9.

Task Force reviewed IT consolidation proposal and IT capacity model prepared by System CIO

Discussed alternative Organization Models – Bill Wells, others.

Consensus reached on the following: IT service delivery involving Campus and System units needs

to change. Full consolidation based on skills not recommended. Hybrid model recommended.

New IT Governance Structure required CIO Responsibilities IT Directors Group will be formalized – dotted line to CIO

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PROJECTS INITIATED FOR POSSIBLE SAVINGS

Server/Data Centers Consolidation - Lauren DuBois UMA Inventory in progress UMA volunteered to pilot Draft SLA Savings to be determined

Desktop/Laptop Standards - Bill Wells USM Consolidate Volume Inventory Compiled Campus configurations close Possible acquisitions savings $150,000

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PROJECTS INITIATED FOR POSSIBLE SAVINGS

Software (desktop/academic) - Mike Matis UMM, John Gregory UM Inventory Compiled Possible savings through single license to be determined

Help Desk Consolidation - Mal Carey UMF Survey completed Recommendation – consider later

E-mail Consolidation - Fred Brittain UMF, John Grover UMS Proceed with students this Fall Business Case/Process required for Faculty/Staff $100,000+ possible

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PROJECTS INITIATED FOR POSSIBLE SAVINGS

Desktop/Laptop Warranties - Steve Houser USM Continue with current 3 year policy Work with Dell on certification/parts replacement

Common Emergency Notification - Leslie Kelly UMFK UMFK selected lower cost Vendor quote expected shortly Campuses may evaluate changing vendors

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Current UMS Services/Budget No recommendations made

ADMINISTRATIVE SYSTEMS UPDATE

INFORMATION TECHNOLOGY COMMITTEEBOARD OF TRUSTEES

FINANCIALS UPGRADE Very successful—non-event E-Payables implementation Travel and Expense Direct Deposit implementation

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FINANCIAL AID IMPLEMENTATION Milestones to date:

Download FAFSA data Package accepted student awards and send notifications Package continuing student awards and send notifications Students accept awards “Header schools” (UMA/USM) begin processing loans and

disburse aid

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CHALLENGES FOR FINANCIAL AID Feds very late finalizing PELL levels (ARRA) Student Load industry turmoil: lenders dropping out

leaving students and aid offices scrambling Header schools have a very compressed schedule from

award to disbursement

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NEXT STEPS FOR FINANCIAL AID Finish awarding aid to continuing students Mid summer—disburse aid for fall

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2009 INITIATIVES Usability and Productivity

Enhancements to Faculty and Student self-service Bill Payment Suite Convenience Fee (three campuses) New housing software (three/four campuses) Updates to Faculty and Student self-service

Retire the Mainframe Upgrade Tools and Database to current release level

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2010 AND BEYOND… Upgrade Campus Solutions, HR and Finance to Current

Release Level Full Portal implementation – students, faculty and staff Advance (Development) implementations 2nd phase of financials (Grants, contracts, Billing, AR) Budget software Facilities Software Multi-campus modifications

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DATACENTER READINESS & CONSOLIDATION

FACILITY READINESS Facility Assessment

2006 – Began assessment of 2 UMS datacenters to: Identify critical vulnerabilities

Business Capacity Reliability or Business Continuity Security or Business and Data safety Energy efficiency

Prioritize by importance to the mission and business of the UMS Develop remedies to address vulnerabilities Develop preliminary budget

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FACILITY ASSESSMENT Orono Datacenter at UM

Facility built in 1976 – few changes since then. Mechanicals

Single UPS is 12 years old and at capacity. At end of life (no parts avail.) Air Conditioning (A/C)

Only 2 of 3 units operable 1 unit over 19 years old

Equipment arrangement not optimal Requires changes to air distribution system to optimize cooling

Fire Suppression & enhanced room and equipment monitoring needed Create dedicated storage area to remove items from machine room. Other – floor tile replacement, door security, security cameras, raised

floor grounding, clean room ceiling tiles, signage 49

FACILITY ASSESSMENT Portland Datacenter at USM

Single A/C unit 22 years old Overhead ducting must be installed to achieve adequate cooling airflow

Single UPS (8 yrs old) “Window wall” should be replace with solid, fire-rated wall. Enhanced room and equipment monitoring needed. Other – Emergency power off, raised floor grounding, door security

system, floor tiles, clean room ceiling tiles, signage, work space relocation

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FACILITY RENOVATION COSTS Orono – 2,500 ft2 machine room space

75 watts/ft2 - $3,065,000 40 watts/ft2 - $2,125,000

Portland – 700 ft2 machine room space 20 watts/ft2 - $710,000

N.B. This wattage density is too low and will be increased.

Work can be phased to spread costs over time and address highest critical needs first.

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PHASE ONE OBJECTIVES Orono (approx. $750,000)

Install 2 redundant cooling units, larger capacity Units use winter cold to cool datacenter for energy savings

Layout and install air flow ducting for optimal cooling Rearrange equipment to make use of optimal ducting to get most

efficient cooling possible. Install 2 redundant UPS, larger capacity

All electrical maintenance can be down with no computer/network downtime

Create walled off space for storage, move mechanicals out of machine space.

Block windows in outside wall, upgrade walls to 1-hour fire rating Enhance monitoring systems

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PHASE ONE OBJECTIVES Portland (approx $350,000)

Install 2 redundant cooling units, larger capacity Units use winter cold to cool datacenter for energy savings

Layout and install air flow ducting for optimal cooling Rearrange equipment to make use of optimal ducting to get

most efficient cooling possible. Install 2 redundant UPS, larger capacity

All electrical maintenance can be down with no computer/network downtime

Remove/replace exterior room wall with 1-hour fire rated wall.

Enhance monitoring systems53

DATACENTER CONSIDERATIONS Exploring colocation with State of Maine Office of IT

OIT must be in new datacenter by end of 2012 Synergies exist such that colocating could mean savings for

each party Exploring development of datacenter at former Old

Town paper mill May be able to partner with researchers on MTI grant

(pending) for costs to develop space ($3million) Green, inexpensive, on-site power could provide cheapest

overall operational costs. Other paper mills may also be interested

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CONSOLIDATION Use secure, safe, efficient datacenter environments to

hold critical campus and system servers and storage Colocation to datacenters helps deploy more robust

backup, consolidation of system administration, inventory of data for response to eDiscovery

Provides for true DR capabilities

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SUMMARY Updating our datacenters is the key to

Continued and improved safety and security of electronic information

Continued and improved reliability (uptime) Continued capacity growth Reducing costs over time Enhanced and improved Business Continuity

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MAINEREN

STATUS UPDATE Phase 1

Bar Harbor to Portland operational since July 2008 Phase 2

Portland to Cambridge Fiber route complete - July 2009 Network Equipment Installation

Portland to Portsmouth – May 2009 Portsmouth to Cambridge – August 2009

USNH Agreement in place Sharing capital and operational costs Portsmouth to Cambridge

Portland to Brunswick expansion Fiber build complete

USM Bowdoin Two collocation facilities

340 Cumberland Nexus

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NORTH EAST CYBERINFRASTRUCTURE CONSORTIUM

Two Pending Proposals National Science Foundation

Research Infrastructure Improvement Track 2

Submitted Jan. 2009 Maine - $1.35M Two new fiber routes

National Institute of Health / National Center for Research Resources

Submitting May 2009 Maine - $1.2M Equipment to light two new

fiber routes59

ATLANTICAThe International Northeast Economic Region

A region bounded on the east by the Atlantic Ocean, on the north and west by Lake Ontario and the St. Lawrence River, and on the south by Highway I-90 to Buffalo and the southern borders of the states of Vermont and New Hampshire (http://www.atlantica.org)

MaineNew HampshireVermontUpstate New YorkNew BrunswickPrince Edward IslandNova ScotiaNewfoundlandSouthern Quebec

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ATLANTICA FIBER BACKBONE

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AMERICAN RECOVERY AND REINVESTMENT ACT PROPOSAL

Three regional interconnected fiber rings (red, blue green) Focus on unserved

/underserved regions Open access to all

public/private Exploring collaboration

with GWI, MMC, Oxford Networks, Pioneer Broadband

Coordinating with other northeast states

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EBS/ DISTANCE EDUCATION UPDATE

UC/ITV/ONLINE ASSESSMENT COMMITTEE• UMA president leading 25 member team• Reviewing distance learning trend data which shows

decrease in ITV and increase in online• Reviewing 19 recommendations made by UC

Increase online and videoconference--Have provided CAOs quantity and cost data for increasing

videoconference units (for Arena 2)Over 2 years decrease ITV to 2 channels (via landline only) In 2 years, cease ITV to sites where enrollments are too low

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EDUCATION BROADBAND SERVICES SPECTRUM UPDATEo Analog EBS currently used for ITVo FCC mandate digital by Oct 2010; Filed plan with FCC to

self-transitiono Excess capacity lease potential (market unsettled)o Need to deliver educational content to retain licenseso Current recommendation is to phase-out EBS at end of

2010-2011 academic yearo Currently talking to UMaine for transmitting research data

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