Information Technology Services Strategic Directions 2003 - 05 “Charting The Course”

Agenda Review the EBC project and upcoming announcements Review strategic direction for IT at UCSC Discuss critical next steps Solicit feedback and discussion

The EBC Project The first two phases of the EBC process were designed to accomplish the following Identify opportunities to reduce costs in response to the state’s budget crisis Look across the campus for opportunities to gain economies of scale and other efficiencies leading to reduced costs Identify opportunities to create additional capacity to accommodate future growth Where possible, improve services

The EBC Project The EBC project confirmed several analysis and assumptions about IT and other business functions at UCSC Key Finding - Highly distributed services and systems has; Resulted in high costs Limited the ability to leverage and use resources across the campus in a coordinated fashion Created multiple redundant processes and systems Created an environment with few real standards Added additional risk Created multiple competing interests Led to inefficiencies

Consolidation The EBC Project concluded that the only meaningful way to reduce costs is by consolidating key business functions Last week, campus leaders announced their decision to consolidate IT operations and services at UCSC IT consolidation is considered to be among the highest priorities for the campus and will be given significant focus and commitment IT Consolidation will result in cost savings and other benefits Improved delivery of IT services to campus Increased efficiencies Increased project resources Ability to set and enforce standards Reduced risk

IT Consolidation IT consolidation will involve several components Physical consolidation, maintenance and administration of Servers Consolidated delivery of Work Station Support Consolidated Application Development Consolidated Databases Consolidated Web Development Consolidation of the maintenance and administration of Special Purpose Student Labs

IT Consolidation IT consolidation will begin with a rigorous analysis of current IT operations and services Sample Activities Hardware and soft ware inventory Existing services provided and service levels Processes and work flows Individual roles and responsibilities Space and other logistical requirements Technical and other infrastructure requirements Servers Work Station Support Application Development Databases Web Development Special Purpose Labs Initial analysis will be completed within 3-4 months The goal for achieving consolidation is 12 months

IT Consolidation Planning IT Consolidation will be thoughtful, sequenced in an appropriate manner, and well planned Planning will be inclusive and collaborative – designed to gain the best thinking from across the organization IT Consolidation Assessment Teams will be formed in three key areas to assess current operations and services Servers Workstation Support Customer Service Model

EBC Transformation Project Structure A framework for managing IT Consolidation and other EBC initiatives has been established Executive Budget Committee Business Transformation Leader Academic Support Transformation Leader Resource Management Transformation Leader IT Transformation Leader Advisory Committee Advisory Committee Advisory Committee Advisory Committee Project Teams Project Teams Project Teams Project Teams

Strengthening IT across the campus Beyond consolidation of IT, there is a need to strengthen the overall IT organization In fact, the financial drivers for IT Consolidation create the opportunity for IT to reinvent itself The future IT organization must deliver: Faster, better, lower cost access to information & services Cost effective portfolio of IT services Standards that enable efficiencies & collaboration Highly responsive to customer needs “Just in time, just for me” portal applications Protected and secure IT assets Campus wide confidence in ITS IT integral component in campus planning processes

Reinventing IT Several enhancements to IT infrastructure and IT organization need to occur Infrastructure Enhancements Organization Enhancements Portal Security Network & Wireless Data Center Instructional Technology ITS Organization Transformation IT Service Consolidation

Enhancement Components Each of the major Enhancements will involve several unique components Instructional Technology Labs Classrooms Course Redesign ITS Organization Project Management Office Space Planning Communications Incident Management IT Service Consolidation Servers Work Station Support Application Development Databases Web Development Portal Directory Web Services UCSC Portal Email Security Internal Audit Response Disaster Recovery Security Risk Management Access Policy Design Network Wireless Rate Model CCU Priorities New Building Requirements Telecom Plan Data Center UPS/Generator Server Racks

Portal Components Objectives Key Benefits Directory Web Services UCSC Portal Email Objectives Eliminate redundancy of web site management Self supporting tool set that focuses on content rather than delivery Service aggregation for virtual communities Membership in multiple virtual communities Leverage existing AIS infrastructure investment in PeopleSoft Provide single point of contact to key services & information Key Benefits Promotes standard processes, ease of use Deploy applications to broad audiences quickly Promotes relationships between various constituencies Reduces cost by promoting 70/20/10 self service model Reduced costs by consolidating distributed web servers

Security Benefits Components Objectives Internal Audit Response Disaster Recovery Security Risk Management Objectives Implement security standards Reduce overall risk exposure Respond to increased attack threat levels Meet increased regulatory compliance requirements Benefits Security (prevent theft or destruction of data & services) Confidence in recovery after loss Regulatory compliance Cost avoidance Cost reduction

Network & Wireless Components Objectives Benefits Wireless access Rate Model CCU Priorities New Building Requirements Telecom/Network Plan Objectives Deploy 200 wireless access points in 2004 Provide reliable, secure, network access Create more “instructional space” (enable existing space) Benefits Reduced costs over physical wiring Better use of campus facilities Improved flexibility of instructional delivery Reduced cost of lab operations High-speed network access for research Tier 1 research university needs a HS, robust wireless network

Data Center Components Objectives Benefits UPS Generator Server racks Create the robust, reliable infrastructure required to support ITS service offerings including server, application, and database hosting. Meet Fire Safety codes Benefits Reduced costs and number of distributed servers Higher security, reliability

Instructional Technology Components Labs Course Redesign Classroom Upgrades & Space Planning Objectives Identify course areas that could benefit from course redesign Specify evaluation criteria for learning performance Create cost / benefit model for course redesign Create distance learning applications Benefits Supports innovative teaching, learning Improved learning outcomes Sustainable lab infrastructure Improved instructional space Reduced costs Increased capacity

ITS Organization Components Project Management Office Space Planning Communications / Support Incident Management Objectives Increase completion of projects on time & on budget Project management expertise, training, and tools Appropriate work space for all staff Deliver effective, timely communications Benefits Reduced costs due to overruns & project failures Improved estimation, budgeting accuracy Increased efficiency of co-locating staff Creative synergy & team building Improved collaboration Faster assimilation of change

Getting Started Next Steps Project Teams are being formed Projected launch is set for July 21, 2003 Analysis phase projected to be complete within 120 days Inventory and data collection will commence almost immediately All IT resources are needed and will be called upon to support the effort Commitment for broad participation and inclusion Commitment for continuous two way communication

Questions?