IT Briefing Thursday, December 20, 2007 University Technology Services.

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IT Briefing Thursday, December 20, 2007 University Technology Services

Transcript of IT Briefing Thursday, December 20, 2007 University Technology Services.

IT Briefing

Thursday, December 20, 2007

University

Technology

Services

IT BriefingIT HARDWARE INITIATIVE

EXCHANGE UPDATE

DAVID THURSTONJOHN SCARBROUGHLOWETTE KINGALISON HAAS

FELICIA BIANCHIJAY FLANAGAN

AGENDA FOR OCTOBER 2007

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IT HARDWARE INITIATIVE

David Thurston, John Scarbrough, Loette King, Alison Haas

PURPOSE & OBJECTIVES

SCOPE

APPROACH

RESULTS

NEXT STEPS

it hardware initiativeDISCUSSION OUTLINE

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PURPOSE• To review IT hardware in order to evaluate and reduce the costs through

improvements in sourcing, and structure and utilization of new agreements

OBJECTIVES• Cost savings

• Current contract expiring

• Evaluate IT hardwrae suppliers / industry

• Maintain or improve product quality and service levels

• Leverage Emory-wide spend

• Potential to consolidate IT hardware suppliers

PURPOSE & OBJECTIVESit hardware initiative

SCOPE: PCS, SERVERS, PRINTERS, AND PERIPHERALS

REVIEWED MORE THAN $10M OF IT HARDWARE ANNUAL SPEND

SPEND: UNIVERSITY - $6.1M HEALTHCARE - $4.025M

SCOPE

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Source: Based on A/P & P-Card spend for University, Hospital, (April 06 – March 07) and Clinic (FY06), Supplier reporting, & Emory expectations

1 Includes approximately $330K for services to Emory Healthcare for PC installation

2 Microsoft spend is estimated at $640K ($81K ordered from Dell)

3 Spend based on reported sales from Boise, also includes a 10% service fee for delivery

($'s in 000)

Vendor Primary User Computers Servers Printers Software PeripheralsAnnualSpend

Dell University $3,850 $640 $5 $125 $800 $5,420CDWG (Lenovo/MS)1,2 Healthcare/Computers 3,010 - - 560 - 3,570Tech Depot University 110 - 290 115 265 780Boise Office Max3 Healthcare - - 230 - - 230Other (Newegg) University - - - - 125 125

$6,970 $640 $525 $800 $1,190 $10,125Total

it hardware initiative

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ENGAGED VARIOUS STAKEHOLDERS TO GATHER FEEDBACK ON SERVICE, BUSINESS REQUIREMENTS• University procurement

• Healthcare procurement

• Emory Healthcare Information Services (EHc IS)

• University Technology Services (UTS)

DISCUSSED INITIATIVE & RECEIVED INPUT FROM IT SUPPORT COMMUNITYREQUESTED RESPONSE FROM 3 MANUFACTURERS:• Dell, Lenovo, HP, plus various distributors

CONDUCTED NUMEROUS SUPPLIER MEETINGS TO GET BEST AGREEMENT

APPROACHit hardware initiative

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RESULTS

Scenario 1: No change to current state

Scenario 2: Shift Printer business to CDWG, Continue PC relationships (Dell / Lenovo)

Maximize savings, minimal change, improves service level requirements, some supplier consolidation

Scenario 3: Consolidate university and healthcare PC business to Dell

Scenario 4: Consolidate university and healthcare PC business to Lenovo

Scenario 5: Consolidate ITH business to one distributor

Scenario 1

Scenario 2

Scenario 3

Scenario 4

Scenario 5

Scenario 1; Series1; $800,000

Scenario 2; Series1; $935,000

Scenario 3; Series1; $895,000

Scenario 4; Series1; $515,000

Scenario 5; Series1; $470,000

Estimated Annual Savings

it hardware initiative

RESULTS

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it hardware initiativeDell

Previous Discount

New Discount

Discount Improvement

% Discount Change

Lenovo

Previous Discount

New Discount

Discount Improvement

% Discount Change

Hewlett Packard

Previous Discount

New Discount

Discount Improvement

% Discount Change

9% 3%

LaserJet Printers Color LaserJet Printers

Non-Bundled Hardware

10%10%

Bundled Hardware

6% 2%

Bundled Hardware Non-Bundled Hardware

confidential

confidential

confidential

confidential

confidential

confidential

confidential

confidential

confidential

confidential

confidential

confidential

Laptops Previous Price New Price SavingsDell Latitude D830 confidential confidential 153$ Dell Latitude D630 confidential confidential 134$ Lenovo T60 confidential confidential 121$

DesktopsDell Optiplex 755 confidential confidential 126$ Lenovo M55 confidential confidential 157$

RESULTS

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it hardware initiative

DELL WARRANTY PARTS DIRECT

• Dell will fund up to 50 technicians for Tier 1 enrollment annually for life of agreement with UTS approval for funded license distribution

DELL GOLD TECHNICAL SUPPORT

• Optiplex systems at $XX add (std price $87) for 4 year and $XX add (std price $106) for 5 year

• Latitude systems at $XX add (std price $79) for 3 year and $XX add (std price $97) for 4 year

RESULTS

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it hardware initiative

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EMORY UNIVERSITY AND EMORY HEALTHCARE COMMUNICATIONROLLOUT OF STUDENT & PERSONAL PURCHASE PROGRAM• Dell Website

• CDWG Website

DELL PUNCH-OUT OPERATIONAL WITH NEW PRICING IN EFFECT SINCE OCTOBERCDWG PUNCH-OUT OPERATIONAL WITH NEW PRICING EFFECTIVE JANUARY 1, 2008LENOVO AND TECH DEPOT PUNCH-OUTS WILL BE DEACTIVATED EFFECTIVE JANUARY 1, 2008ENSURE CONTRACT COMPLIANCE; PRICING & SERVICE LEVELS

NEXT STEPSit hardware initiative

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EMORY ENTERPRISE EXCHANGE

Felicia Bianchi

TIME-LINEARCHIVINGACCESSONLINE RESOURCESQUESTIONS?

enterprise exchangeAGENDA

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EXCHANGE 2003 USERS

• First Quarter of 2008 all Exchange 2003 users will be moved to Exchange 2007.

• All mail, contacts, calendar, tasks and notes items will move to Exchange 2007.

• All resources, Distribution lists and Public folders will move to Exchange 2007.

• Any Eagle mail (webmail) that is needed can be migrated upon request.

• Any local archives created while using Exchange 2003 can be imported upon

request.

enterprise exchangeTIME-LINE

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ON A SPECIFIC WEEKEND (TBD)

• Migration begins 6pm Friday

• Friday night: All Exchange 2003 accounts are now Exchange 2007 accounts

• Friday night: Begin provisioning PDA accounts for all identified PDA accounts.

• PDA Provisioning Completed in 1 hour.

• Friday: All 2003 mail, calendar and contacts prior to Friday at 6pm are in the new

2007 account.

• Saturday:  2003 Mailbox data that was added/modified Friday afternoon/evening

appears in the 2007 environment.

enterprise exchangeINITIAL MIGRATION WEEKEND TIME-LINE

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CONTACT LOCAL SUPPORT FOR YOUR AREACALL THE HELP DESK AT 7-7777CREATE HELP DESK TICKET VIA HTTPS://HELP.EMORY.EDU

enterprise exchangeGENERAL MIGRATION SUPPORT

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PROVIDES EXCHANGE ARCHIVING / TIERED STORAGEEND USER RESTORABILITY OF DELETED MESSAGESNO STORAGE LIMITS FOR ARCHIVED MESSAGES (300MB ACTIVE MAILBOX LIMIT)SEAMLESS RECOVERY OF ARCHIVED MESSAGESSEARCH ABILITYRETENTION POLICIES

enterprise exchangeARCHIVAL OVERVIEW

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LOCAL SUPPORT CONFIGURED OUTLOOK 2007 CLIENTENTOURAGE CLIENTIMAPSOUTLOOK WEB ACCESS AT HTTPS://OWA.EMORY.EDU

enterprise exchangeACCESS

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HTTP://IT.EMORY.EDU/SHOWDOC.CFM?DOCID=8330

enterprise exchangeRESOURCE WEBSITE

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?Questions

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