Transform IT WorkshopDay 1

October 1-2, 2018

Introductions

Why Transform IT?

University MissionMission StatementServing the state, nation and world since 1876

The University of Oregon is a comprehensive public research university committed to exceptional teaching, discovery, and service. We work at a human scale to generate big ideas. As a community of scholars, we help individuals question critically, think logically, reason effectively, communicate clearly, act creatively, and live ethically.

Vision

We aspire to be a preeminent and innovative public research university encompassing the humanities and arts, the natural and social sciences, and the professions. We seek to enrich the human condition through collaboration, teaching, mentoring, scholarship, experiential learning, creative inquiry, scientific discovery, outreach, and public service.

Presidential Priorities

•Building tenure-related faculty and promoting academic research.

•Ensuring affordability, access and success for students.

•Delivering a rich, excellent educational experience for students in an inclusive and diverse environment.

Information Technology Vision

UO will strive to create a collaborative and secure IT environment that attracts and retains the best

students, faculty, and staff by providing a common foundation of anytime/anywhere technology access for all UO “citizens” and that focuses on strategically

funding targeted technology capabilities to support its learning and research goals.

Foundational IT Maturity

Enabling Education & Student

Success

Enabling Research

2019 2020 2021 2022

- Transform IT- IT Strategic Plan “Excellence through Technology”- Cybersecurity Strategic Plan “SecureU”- Network redesign- Project management maturity

- Online/hybrid education environment- Emphasize student success in technology choices- Use tech to meet students where they are

- High speed research connectivity- Oregon Fiber Partnership – regional high speed

connectivity- Research services

• Scalable and secure cloud services• On-premise services

Information Technology Priorities – AY 2018-2019 and Beyond

What is Transform IT?

Transform IT is the University of Oregon’s program that will rationalize the use of information technology resources on campus to better support the University of Oregon’s strategic academic and research missions

• Increase the level of IT maturity while creating equity in core IT services provided

• Establish effective organizational structures and governance, and provide transparency for IT investments

• Result in efficiencies and/or savings across the university that can be strategically reinvested in technology

Project Management Institute Methodology

Development of Shared Structure Documentation Templates

Hiring of Project Managers& Business Analysts

Service Inventory of Campus

Initiate

Development of Shared Structure Documentation Templates

Hiring of Project Managers& Business Analysts

Service Inventory of Campus

Initiate

Initiation Phase Progress

Plan

Alignment of ServicesDetermine Service Movement

Develop Transition Schedule

Project Management Institute Methodology

Execute

Document Workflow& Requirements

Assessment for Enterprise

Establish SLAGovernance & Advisory

Adjustment of Service

User Feedback

Implement Service&

Operational Support

Project Management Institute Methodology

Close

Post Implementation Feedback Adjustment for future approach

Project Management Institute Methodology

Table Top Session 1: Level set

1) Please work with your table to draft a definition of (20 min):

• Enterprise service

• Boutique service

2) Report outs by table (20 min for all)

3) Common definition (20 min)

Break

Table Top Session 2: Decisions

1) Please work with your table to brainstorm a list of possible decisions we’ll encounter during transform IT (15 min)

2) Report out by table (10 min) – at 12:15

3) Consolidated list (later)

Lunch!

Table Top Session 3: Values

University of Oregon Values

• We value the passions, aspirations, individuality, and success of the students, faculty, and staff who work and learn here.

• We value academic freedom, creative expression, and intellectual discourse.

• We value our diversity and seek to foster equity and inclusion in a welcoming, safe, and respectful community.

• We value the unique geography, history and culture of Oregon that shapes our identity and spirit.

• We value our shared charge to steward resources sustainably and responsibly.

Table Top Session 3: Values

What information technology values fit into each of the five institutional values?

Please work with your table to brainstorm IT centric values that align with each (30 min – 6 min per value)

Report out at each table (30 min)

Table Top Session 4: Guiding Principles

What principles should we use as an IT community to make decisions for the best interest of the university?

Please brainstorm at your table guiding principles we should use as an IT community when faced with decisions (30 min)

Report out by table (30 min)

Table Top Session 4: Guiding Principles

EXAMPLES/STARTERS:• This is NOT a headcount or budget reduction

exercise• We will not take FTE and budgets from units

and leave behind work• We will not reduce service levels to the well

served to raise service levels to the underserved

Break

Campus Engagement ReportIn scope:• Deliverables in the scope of the Campus Engagement Report consist of

the following:• Identifying and documenting all UO departments that deliver IT related

services• Identifying and documenting all IT services that are offered by all

departments• Creation of a "service map" that shows the relationship of services

offered by the different departments in the UO • A description of each service offered by each department• Identify and document the audience for each IT service offered by each

department (Faculty, staff, students, researchers, and other)• Identify the estimated work hours per week devoted to each service• Identifying and documenting the total IT budget per unit consisting of:

• FTE Budget (including OPE)• Student Employee Budget• Operating Budget

• Gather total FTE for each IT unit

Campus Engagement Report

Out of scope:• Identifying and documenting existing IT skills on campus by

employee• Making final determination for how services will be delivered as

part of Transform IT• Recommendations for what departments should or shouldn't

deliver services• Recommendations for staffing assignments and/or the reduction

of IT staff on campus. • Collection of IT unit revenue and cost information• Non-IT related services

Campus Engagement Report28 IT Units were asked to provide estimates of their annual IT Budgets which included:

Staff (+ OPE) BudgetStudent Employee BudgetOperational Budget (Hardware and Software)

Campus Engagement Report

Campus Engagement Report

Campus Engagement Report

Campus Engagement Report – Research

ResearchResearch groups on campus have not been a part of previous IT reports and they were pleased to be considered part of the Transform IT process. The CEP team was able to meet with all of the identified research groups (24 of 24). The question set used for research units was different than those used for academic and administrative IT units since the scope and nature of IT is different between these groups. The greatest area of desired interest for the research community:Programmatic support or consultation

The next most needed services were:• Data backup • Storage solutions • Website development• Application development• Desktop support

Campus Engagement Report – Research

Campus Engagement Report – Research

Campus Engagement Report – Focus areas

Focus areas for tomorrow were chosen because:• We can’t tackle all 30+ services in 2 days• High volume of resources spent across campus• Significant level of distribution• Expressed need for research support

Campus Engagement Report – Help DeskHelp DeskA unit made up of dedicated staff who act as a single point of contact and are responsible for technology support, including but not limited to: desktop and device support, tier 1 troubleshooting, escalating and triaging tickets to appropriate resources, and handling break-fix issues. Support may include visits (in-person or virtual) to an office\workspace or the end-user coming to a dedicated space.Number of units:

Walk-up help desk: 20 unitsHelp desk with student employees: 20 unitsHelp desk providing support for student devices and/or applications: 15 units

Total staff hours delivering service: 1067 hours per week

Campus Engagement Report – Help Desk

Campus Engagement Report – Desktop Support

Desktop Support:Services related to providing support for desktop computers, laptops, and devices, including associated operating system and application software.Number of units:

On campus, in-office desktop support – 26 unitsRemote desktop support – 21 total units

Units using Bomgar application for remote desktop support – 17 unitsOther remote desktop support – 4 units

Off-campus desktop support – 17 units

Total staff hours delivering service: 1049 hours per week

Campus Engagement Report – Desktop Support

Campus Engagement Report – Desktop Support

Campus Engagement Report – Storage

File Storage Back-end technology and services required to maintain storage capabilities, including server storage, data back-ups, etc.Number of units: 24 unitsTotal staff hours: 129 hours per weekUnique service offerings: 5

Campus Engagement Report – Storage

Campus Engagement Report – BackupData BackupTechnology and services required to back-up data.Number of units: 24 unitsTotal staff hours: 121 hours per weekUnique service offerings: 13 non-server / 4 serverLocations: 9 non-server / 7 server

Campus Engagement Report – Backup

Campus Engagement Report – Websites: hosting, development and design

Websites – Hosting, Development, and Design

Tools, services, and products that support website and mobile application development, hosting, media development, etc.

Number of units:Hosting websites – 17Doing website application development – 15Doing website design in house – 21Outsourcing website design - 12

Total staff hours: 445 hours per week

Unique service offerings: 7

Campus Engagement Report – Websites: hosting, development and design

Campus Engagement Report – Business Applications

Business ApplicationsEnterprise services that support the administrative and business functions of the UO. Includes document management, business intelligence, reporting, finance, human resources, student information systems, advancement, and research administration.Number of units: 23 unitsTotal staff hours: 996 hours per weekUnique service offerings: IT units reported a total of 61 different business applications being supported..

Campus Engagement Report – Business ApplicationsERP – Banner Campus Cash Localist Document Imaging Canto Cumulus Lutron (Lighting Control) IDR Cognos Content Delivery Network Manitou (alarm monitoring) AppWorx - Job Scheduling Coriomaster (Video Wall) Maxient CRM CS Gold Mobius app for Art Museum Duck Docs Dell Open Manage MSSQL server File Maker Pro Directory Services Oracle collection database Milestone Dispatch System People Counters/Trafsys Quickbooks Duck Web ResourceSpace (DAM) Time Clocks – Kronos E-Commerce application RezStar UO Spaces EHS Assistant for Safety Schnider (electric meter) 3rd Millenium FIG Database Siemens building control Aces2 – Admissions (Law) FOIAXpress app Simplicity Career Services Advisor Trac Forms.uoregon.edu Sunapsis Advocate (conduct system) Fusion TicketMaster AIM FYP Student Portal Ticket Trac AlcoholEdu/Haven Genbook Titanium BecSys (PEREC pool) GIS Application Web service/API Gateway CAAMS app for Affirmative Action Icsp.uoregon.edu Wonderware Campus Call (Telefund) ID Works Work management tool

Campus Engagement Report – Business ApplicationsIT Unit Contracted Services ATH Ticketmaster AE/CPE Audio Visual Bend BAO Campus Guard (QSA

Form) QuickPay (With NelNet)

BIO Equipment Services & Repair

CAS PCS Web Services Contracting Pool

CIS Apple Eaton ENROLL Campus Management

Corporation Apple

FASS AssetWorks HEALTH Eaglesoft (dental clinic) Legacy EHR

Practice Partner

Medicat HER (RDP)

Onsite Lab-Harvest (lab Interface)

ProPharm (Pharmacy)

VHI (Physical herapy)

HOU Kronos LIB Alma & Primo (ExLibris

Vendor) Diversified Orbis

Cascade Alliance

LCB Digital Measures Salesforce SAIT CS Gold Fusion Maxient Titanium JAQUA Delta AV Pacific Office

Automation SOJC Canon Smartsheet Ustream Vimeo SOMD Piano People TLC Ideal Logic

Tomorrow’s Agenda

We will begin to delve in depth into a selection of services to discuss feedback, challenges, and opportunities with each service:• Help desk and desktop support• Storage and backup• Websites: hosting, development, and design• Business applications: on prem and hosted

We will consider each of these in the context of the research feedback we received

THANK YOU!