January 2010 DRAFT Enterprise IT Services Proposal Seattle Community Colleges District January 2010

DRAFT Enterprise IT Services Proposal It’s time to think outside the box! Current budget climate requires new and innovative approaches to delivering services. “A budget crisis is a terrible thing to waste”

January 2010 DRAFT Enterprise IT Services Proposal Enterprise IT Services A Single IT Organization Serving all campuses and the District Office

January 2010 DRAFT Enterprise IT Services Proposal  IT Staff organized functionally, not geographically  Re-distribution of staff and managers based upon functional and technical expertise  Enterprise IT Organization functions as a single agency serving all 5 locations

January 2010 DRAFT Enterprise IT Services Proposal Chancellor Presidents Central Information Technology Services Systems and Directory Services Data Center / Server Mgt Systems Administrators Database Administrators Management of Directory Services / Identity Management Server (or externally hosted system) Database Structures Data Warehouse Liaison with Go Forward, LMS Admin, etc. Systems Analysis and Applications Development Systems Analysts Application Developers Middleware Developers Teams of app developers meet with users, define, simplify and automate processes using web-based and other tools. Provide portalized application tools, content management tools, intranets, etc. Project Management and Systems Analysis Networking and Infrastructure Network Administrators Wiring Specialists Management of Wiring closets & infrastructure Development of standards for all SCCD locations Training of local campus networking specialists Campus Based Lab and Desktop Support Lab Staff Desktop Support Teams Campus-based management of instructional labs Campus based management of help desk and desktop support for instructional and administrative desktops Example of Proposed Functional Organization IT Business – Budget / Purchasing IT Business – Budget / Purchasing

January 2010 DRAFT Enterprise IT Services Proposal Networking and Infrastructure Systems Analysis & Programming Data Centers and Systems Campus Based Labs and Desktop Support Collaborative Organizational Structure

January 2010 DRAFT Enterprise IT Services Proposal  Flexible team orientation  Cooperation and collaboration – Strong leadership  Shared technical knowledge  Eschew “hype” and shiny new technologies & “pet projects”  Educate users  Not bound by historical organizational competition  Not affiliated with any one campus, so it can support all  Not affiliated with Instruction or Administration, so that it can support both  Total support and buy-in from the Chancellor and Presidents for the new structure – including budgetary support

January 2010 DRAFT Enterprise IT Services Proposal Enterprise-centric IT Support  Tier One Help Desk Support / Initial Call Center  Single Point of Contact for users  Less finger-pointing (campus  district  CIS)  Network & Infrastructure Management / Design  Juniper Project & Telecom examples  Directory Services / Identity Management  Systems Analysis / User Needs Analysis  Project Management / Process Improvement  Application Development  User Training and Documentation  Development of Standards / Service Level Agreements

January 2010 DRAFT Enterprise IT Services Proposal Campus-centric IT Support Campus Based Services – Managed Centrally  Tier Two Help Desk  Desktop Support / Face-to-face Customer Support  Computer Labs  Infrastructure installation and repair  Network troubleshooting

January 2010 DRAFT Enterprise IT Services Proposal Advantages  Institutional continuity, succession planning  Multiple sets of eyes on every project  Centralized project management  Specialized, standardized and optimized services  Best available resources from all campuses  Human Capital  Hardware  Software  Elimination of redundant services in 5 locations  Economies of scale in purchasing  More sustainable, eco-friendly infrastructure  Time for proactive R&D, rather than putting out fires  SCCD can be placed more strongly within CTC – more clout!

January 2010 DRAFT Enterprise IT Services Proposal Example : Enterprise Data Center Current Configuration North = 42 = 1.2 North = 42 = 1.2 Central = 39 =.7 Central = 39 =.7 District = 30 =1 District = 30 =1 SVI = 7 =.25 SVI = 7 =.25 South =40 =2.5 South =40 =2.5  All campuses have servers to run applications and services  All campuses have staff to manage servers (real and virtual)  All campuses dedicate space to house servers and related equipment  Space for servers is an issue on some campuses, so servers physically distributed  Cost of Storage and other solutions is a challenge  Systems management distributed across partial FTE’s with other responsibilities  Standards are developed at each campus on case-by-case basis  Lack of redundancy and failover

January 2010 DRAFT Enterprise IT Services Proposal Enterprise Data Center Proposed North North Central District SVI South Centralized Server Farm Standard hardware, OS Standard hardware, OS More energy efficiency More energy efficiency More efficient purchasing More efficient purchasing More efficient use of server space More efficient use of server space Trained dedicated support staff Trained dedicated support staff Better Backup and Security Better Backup and Security Higher level of expertise Higher level of expertise Faster response times Faster response times

January 2010 DRAFT Enterprise IT Services Proposal Enterprise Data Center Proposed North North Central District SVI South Failover Server Farm

January 2010 DRAFT Enterprise IT Services Proposal Enterprise Data Center Proposed Costs  Space and renovations  HVAC Improvements – servers need significant air flow and cooling  Increased electrical capacity  Equipment Moving / Purchasing / Deployment  Staff Learning Curve Savings  Space (at vacated campuses)  HVAC and power for one location cheaper than five  Single server space can serve 5 locations optimally  Redeployment of staff across other IT functions

January 2010 DRAFT Enterprise IT Services Proposal Example: Enterprise Systems Analysis and Application Development North North Central District SVI South User needs across 5 locations more similar than different Electronic forms and applications can serve multiple locations from a single instance IT resources at individual locations are stretched thin – so users are not getting what they need

January 2010 DRAFT Enterprise IT Services Proposal North North Central District SVI South Current Process – decentralized approach “We need a new Application / Form / Process” Purchase new software / hardware (if necessary) Programming and testing Programmer meets to determine user needs Application rollout and training Hi! I’m your friendly IT guy and I’m here to help! We like happy computer users! How can we make things easier for you? Let me stop what I’m doing to help! What can we do for you? Happy Users... But great expense on each campus Example: Enterprise Systems Analysis and Application Development

January 2010 DRAFT Enterprise IT Services Proposal North North Central District SVI South Proposed Process – centralized approach “We need a new Application / Form / Process” Call the data center to set up new application Programming and testing Programmers meet campus users to determine user needs Application rollout and training Hi! What do y’all need? Happy Users... with only one expense for all 5 campuses Enterprise Systems Analysis and Application Development

January 2010 DRAFT Enterprise IT Services Proposal Opportunities User Request / Feedback IT Routing / Assignment IT Response: Development Bug Fix Training Etc. How Did we Do? Opportunity to Improve IT Service, which we don’t have time or resources to do now Continuous Process Improvement Guarantee quality of service Stay in touch with user needs Opportunities to Explore what’s on the horizon in IT

January 2010 DRAFT Enterprise IT Services Proposal  1.5 Data Centers vs. 5 Data Centers  Optimized use of server space (less boxes, more functions)  Shared Applications, procedures, software licenses  Optimized power management  sustainable, eco-friendly power management models  utility savings  possible rebates (district collaboration with City Light)  Optimized use of specialized staff  Faster, better development of efficiency tools and processes to streamline the work of campus staff across the campuses  Better poised as an organization to migrate to state-wide resources as available  proof of concept model for the rest of the state  SCCD becomes the “800 pound gorilla” as initiatives move forward

January 2010 DRAFT Enterprise IT Services Proposal Conclusion A responsive, centralized IT organization can help the entire district to navigate this budget crisis Good for Students Administrative Savings = More money for student programs Potential for Common shared applications to streamline the student experience Common Identity Management Good for Faculty and Staff More responsive IT services More and better online resources Good for Management Efficient processes / Continuous improvement Building a safety net for data communications and transactions Better stewardship and management of scarce resources Improved Planning and Follow-through

January 2010 DRAFT Enterprise IT Services Proposal Where are we now?  Directors: Staffing considerations Staffing considerations Planning Planning  AD Team: Planning for shared directory Planning for shared directory Examining best practices Examining best practices Service Level Matrix Service Level Matrix  Determining minimum service levels  Standardizing service levels across 5 locations  Data Center Team: Considering location Considering location Cost Estimates Cost Estimates Standardizing service levels Standardizing service levels Considering Citrix for all 5 locations Considering Citrix for all 5 locations

January 2010 DRAFT Enterprise IT Services Proposal A New Way of Doing Business Leap of Faith Status Quo  Innovation Planning  Action Maintenance  Creation Create a NEW organization with solid leaders Bring only what is necessary from the past

January 2010 DRAFT Enterprise IT Services Proposal Role of DITAC  Advisory Make sure project is on the right track Make sure project is on the right track Sounding Board for the working teams Sounding Board for the working teams  Communication Feedback from constituents Feedback from constituents Information and “marketing” to constituents Information and “marketing” to constituents  Management of Expectations  Support for the Teams

January 2010 DRAFT Enterprise IT Services Proposal Your Questions?