Leadership and the Future of Information Technology in Higher Education October 15, 2012 Presented by: John Gregory, Chief Information Officer, University of Maine Clint Davies, Principal, BerryDunn

Introductions JOHN GREGORY, Ed.D. Chief Information Officer CLINT DAVIES, MBA Certified Computing Professional Principal JOHN/UMAINE CLINT/BERRYDUNN Leader - Higher education IT consulting practice 25 + years experience Berry Dunn serving clients across the country

Objectives of this Presentation Share perspective on future technology for higher education Identify distinctions for leadership that will drive information technology success Provide ideas that you can take back to your campus Clint - Share perspective …. on the role of technology and importance of effective planning Educate our colleagues …. about elements and distinctions for leadership - Provide takeaways …. Techniques and ideas that you can apply to your institution

Top Ten IT Issues of 2012 (EDUCAUSE) Updating IT professionals skills and roles to accommodate emerging technologies and changing IT management and service delivery models Supporting IT consumerization and BYOD Developing an institution-wide cloud strategy Improving operational efficiency through IT Integrating information technology into institutional decision making Using analytics to support critical outcomes Clint

Top Ten IT Issues of 2012 (EDUCAUSE) Funding information technology strategically Transforming the institutions business with information technology Supporting the research mission through high-performance computing, large data, and analytics Establishing and implementing IT Governance throughout the institution Clint

University of Maine Overview John – talk about UMaine

Project Goals Develop an IT strategy to meet increased and changing demands Identify services that bring value to stakeholders and technology users Define central and distributed IT services Align technology staffing skill sets John? - Develop a strategy to meet the increased and changing demands on staff and infrastructure - Identify the right services needed to address centralized and decentralized IT needs - Identify technology services that provide value to stakeholders and provide strong benefits to end-users. - Align technology staffing

A Two-Phase Project IT Master Plan Objective Assessment PHASE 2 Clint PHASE 1: Objective Assessment - On campus interviews, focus groups, and work sessions – over 150 participated from the campus community - Information and documentation collected from across the campus and organized in a project repository -Peer and aspirant benchmarking -Report identified issues and opportunities PHASE 2: Information Technology Master Planning - Core team established to work with BerryDunn - Cross-functional team of leaders from across the campus have been invested and committed to the planning process Considered issues identified, operational objectives, service improvements, future needs, decision making, and governance PHASE 1

The Project Team Campus Leaders and Stakeholders BerryDunn consulting team Broad participation in Phase 1 and more focused in Phase 2 Brought plan back to the entire UMaine community Clint UMaine Information technology department Distributed IT, and System IT Broad participation and focused key players Describe how participation resembled an hour glass – with more broad participation in phase one and more focused participation in phase 2 BerryDunn Knowledge and experience with higher education – assessment team included specialists in security and higher ed systems (in this case Banner) BerryDunn had broad participation in Phase 1 and then a focused team in phase two as well

PHASE 1: The Assessment Considered technology systems, software, and needs across the campus Engaged over 150 members of the University community through interviews and focus groups Considered IT service delivery, security, and technology management practices Looked at supporting, budgeting, and reporting practices Considered University System resources Clint Talk about the process of the assessment. Provide a flavor of what we did, and then move on to high level about what we found on the following slides…..

UMaine IT Department Locations John Demonstrates IT Department is spread out

Department FTE Counts – IT Staff

Help Center Open Ticket Status Dashboard

UMIT Technology Communications

Mac and PC Displays at the Computer Connection

Online.Maine.edu Homepage

Themes that came from our Assessment Need for IT Governance structure that helps leaders anticipate challenges, and to respond in a proactive and informed manner. Importance of identifying and delivering key IT services that support teaching, research, service, and operational goals. Determining role of centralized and decentralized IT resources. Aligning information technology investments and key technologies and IT services. Promoting awareness and understanding through ongoing communication and training programs. Clint Establishing an IT Governance structure that enables leaders to anticipate information technology-related challenges, and to respond in a proactive and informed manner that facilitates effective change. Identifying key IT services that will enable the University to meet its objectives over the course of the next five years, including teaching, research, service, and operational goals. Identifying how to effectively, efficiently, and securely deliver key IT services; whether through Distributed IT, UMIT, UMS ITS, or an outsourced partner. Determining the role of UMIT as the UMaine dedicated campus information technology resource. Planning for and managing information technology investments that align with the delivery of key technologies and associated IT services. These investments include, but are not limited to, information technology refresh, cabling, asset tracking, software tools, server migration, and online and blended technology. Promoting information technology awareness and understanding by engaging students, educators, researchers, staff, and the greater UMaine community by means of ongoing communication and training programs.

PHASE 2: Collaborative Planning Clint Speak to the collaborative process and engaging stakeholders Core team was identified and assigned by sponsors – Janet and Sue Clint speaks to what the team did and the way it worked together

Contents of the Plan Mission and Vision Strategic Themes Initiatives Communicating and Implementing the Plan Sustaining the Plan Supporting Evidence Clint About the Plan

UMaine IT Strategic Perspective IT Strategic Vision User-centered Supportive Effective Agile Cooperative Collaborative Clint

Four Elements of IT Strategy Clint

Tangible Initiatives are Important I know you can’t read this, but…

Prioritizing Initiatives Foundational Customer Service Capacity-Building How the core team looked at and prioritized initiatives

Priority 1 Initiatives IT leadership and Governance Fiscal Management Organizational Alignment Clint

Priority 2 Initiatives Training and Professional Development Help Desk Learning Space IT Support Model Technology Support for, and Collaboration with, Distance and Online Learning Clint

Priority 3 Initiatives IT Refresh and Reassessment Application Virtualization IT Service Catalog Learning Management System Email Clint

July/August Meeting of SCIT to begin planning for IT Sustaining…. July/August Meeting of SCIT to begin planning for IT August/ September Meeting of BRITE Based on outcomes of SCIT meeting, BRITE group will meet to determine technical implications October/ November Second Meeting of SCIT Review progress on IT initiatives and alignment with IT Plan November Second Meeting of BRITE Maintenance of Technical Reference Model and update if necessary December Joint Meeting of BRITE and SCIT to Transition from Technology Planning to Technology Budgeting February/March Joint Meeting of BRITE and SCIT Planning Session, Technology Budget Priorities are finalized and submitted for consideration April/May Meeting of BRITE to prepare for next year's operations based on approved IT budget priorities Clint Demonstrates ongoing cycle of technology governance and plan updates

UMaine 2012 Clint transitions back to John to describe what UMaine has ben doing….

UMaine Progress Initiative #1 Leadership and Governance John

UMaine Progress Initiative #3 Organizational Alignment VoIP project and merging video conferencing Adopt a common voice mail system Considering common billing system Deploying video phones on UMaine campus May include alarms and security cameras John

UMaine Progress Initiative #5 Help Desk 24/7 Customer Support One stop shop for all technology issues Shared ticketing system and knowledge base across all campuses John

UMaine Progress Initiative #8 IT for Research Establishment of Advanced Computing Center with governing body Six member board including Research, IT, System, Faculty, External Researcher Growing need for storage to support NSF and NIH data management requirements Plan to be sustainable in three years John

UMaine Progress Initiative #9 IT Refresh Expand Faculty Laptop Incentive Program to 150 laptops per year Exploring similar program for staff John

UMaine Progress Initiative #10 Application Virtualization System task force on VDI and BYOD Looking at 3 vendors Possible mix of campus, system, cloud hosting Developing system wide policy for bring your own device (BYOD) Benefits of virtual desktop infrastructure (VDI) -software anywhere, possible elimination of computer labs John

Questions, Answers and Discussion

For More Information: John Gregory – CIO – jgregory@maine.edu 207- 581- 1602 Janet Waldron – Senior Vice President for Administration and Finance jwaldron@maine.edu (207) 581-1541 Clint Davies – Principal cdavies@berrydunn.com 207-541-2322 David Houle – Manager dhoule@berrydunn.com 207-541-2218