Finance & BusinessInformation Technology Forum

Welcome & Agenda

• Introduction of IT Key Initiative committee members

• Introduction and overview of the IT Key Initiative

• IT Forum and Listserv

• Overview of F&B IT units

• Wrap-up and informal networking

IT Key Initiative Committee Members

Rich Pearce (Key Initiative Manager), Deputy Associate Vice President, Auxiliary & Business Services, rhp1@psu.edu

Jan Barnoff, Director, Financial Information Systems, Corporate Controller's Office, janb@psu.edu

Scott Bitner, Manager, Applications Support, Bursar’s Office, sbitner@psu.edu

Francie Brown (Staff Support), Staff Assistant to Rich Pearce, fac1@psu.edu

Jan Grasser, Senior Business Analyst, Administrative Information Services, jmg1@psu.edu

Ann Gray, Associate Director, Information Resources, University Budget Office, abg2@psu.edu

Gary Grgurich, Manager, Information Technology, Internal Audit, gjg13@psu.edu

Joyce Haney, Director, Procurement Services, jzh8@psu.edu

Debbie Meder, Assistant Controller, Corporate Controller's Office, dmm4@psu.edu

Steve Neeper, Assistant Director, Network Systems, University Budget Office, sdn2@psu.edu

Ron Rash, Senior Director, Administrative Information Services, rhr@psu.edu

Dave Rose, Financial Officer for Finance & Business, dar1@psu.edu

Steve Savard, Manager, Business Information Systems Development, Administrative Information Services, sds3@psu.edu

Steve Selfe, Manager Information Systems, Office of Human Resources, srs1@psu.edu

Mike Sherlock, Assistant Director, IT-Application Development, Auxiliary & Business Services, mts9@psu.edu

Jim Smith, Manager, IT Services Office of Physical Plant, jas4@psu.edu

Joel Weidner, Director, Information Systems Operations for Auxiliary & Business Services, jlw2@psu.edu

Overview• Finance & Business Strategic Plan

– Key Initiatives identified for 2008-13• Creating a Safer Secure University Environment• Enterprise Risk Management• Environmental Stewardship • Focus on People• Fostering Diversity• Information Technology• Providing Great Service

Overview

Key Inititiatives are organization wide goals enabling F&B to successfully target important practices across all units.

Overview of IT Key Initiative

Goals

• Develop a comprehensive Information Technology strategy for Finance & Business

• Promote strategic IT planning and foster cooperation within and between F&B and University Departments.

Overview of IT Key InitiativeGoals (continued)• Review and promote best practices to ensure

confidentiality, integrity, and availability of information.

• Where applicable, implement common business applications and systems to improve efficiency and cost effectiveness.

Work Plan

• Data Collection

• Focused Initiatives

• Develop the Strategy

Data Collection

Conduct an information technology

inventory of staff, equipment, networks and application data – COMPLETED

Focused Initiatives

• IT Forum – Build relationships and facilitate communication and collaboration across the F&B IT community

• BigFix – Evaluate and determine how best to deploy across F&B

Focused Initiatives

• F&B Wide Project Planning and Prioritization Tool – provide a common application across F&B for collecting IT project data and for executives to view pending and active projects and assist in prioritization

Focused Initiatives

• Architecture for a Common IT Infrastructure – Determine the best shared infrastructure that will support common F&B applications and services moving forward

F&B IT Forums and Listserv

• New listserv – L-FBIT@lists.psu.edu– Includes all F&B IT staff and key initiative

committee members– All members can post to list – meant to be for

discussion—not just announcements

• IT Forums – Give us your ideas for topics/speakers for future forums

F&B IT Unit Snapshots• Auxiliary & Business Services

• Corporate Controller - Bursar

• Corporate Controller – Financial Information Systems

• Office of Human Resources

• Physical Plant & Police Services

• University Budget Office

Auxiliary & Business Services

- Joel Weidner

A&BS Business Units• Bryce Jordan Center• Hospitality Services• Housing, Food Services, & Residence Life• Penn State id+ Card• Multimedia & Print Center• Procurement and Materials Management• Transportation Services• University Airport

A&BS IT Scope• 1,342 full-time employees in all units

• 922 workstations supported

• 92 servers supported

• Support for other devices including point of sale, card access readers, and time clocks

• Data centers located in H&FS, BJC, and Penn Stater

A&BS IT Staff

• Leadership – Joel Weidner, Sean Costella, Mike Sherlock

• 3 - IT managers

• 6 - programmer analysts

• 5 - network administrators

• 8 – other support staff

• 40-50 student employees (ResCom)

Sampling of A&BS Applications

• Blackboard ID transactions processing (Campus Meal & LionCash+)

• eBuy – University wide purchasing• eLiving – on-campus housing management• Food Pro – Menu management, forecasting,

and inventory control• Opera Hotel Property Management System• Print Portal – online print job bidding

AB&S Projects in the Works• eBuy Phase II (will replace IBIS REQR)• eLiving apartment leases module• eLiving special living option self assignments• Replacement of Oracle Financials general

ledger• Micros Simphony POS upgrades• Online employee applications• New web site content management system

A few Interesting Facts About A&BS• More than 24 million card swipes processed each

year• ResCom program supports more than 18,000

network connections in student residence halls• We support the Archtics application for ticketing

that issues all tickets for the BJC, Athletics and the Center for the Performing Arts

• Operate 24x7x365

Corporate Controller – Bursar

- Scott Bitner

Units

• Bursar

• Loans & Scholarships

• Endowments

• NCRR

Bursar IT Scope

• 47 staff

• 66 workstations supported

• 15 servers supported

• Data center located in Shields

Bursar IT staff

• Leadership – Scott Bitner

• 1 - Lead programmer / analyst

• 2 - Senior programmer / analysts

• 1 - Network administrator

• 1 - other support staff

Sampling of Bursar Applications

• Develop / maintain applications in ISIS and eLion

• EASIS (major source of data for eSteward)

• Master promissory note eSign site for Perkins & University Loans

• MyLoans

Bursar Projects in the Works

• Big fix

• Virtualizing production servers (Vmware)

• COOP development

• Rewriting ISIS screens in Java (eISIS)

• Volunteers and Donations

• Truth in lending

A few Interesting Facts About Bursar

• Each semester we collect approximately 615M in tuition, disburse 438M in financial aid and refund 94M to students and parents

• 73% (52k) semester bills were paid / processed on eLion this semester

• In 2009, 20K parents / others created an FPS account in order to view their student’s information on eLion

Corporate Controller Financial Information Systems

- Jan Barnoff

FIS Support Units – applications & infrastructure

• Central Office (408 Old Main) – (no infrastructure)• Payroll• Financial Officers• Accounting Operations• Financial Reporting• Systems and Procedures• Property Inventory• Risk Management

FIS Support Units – Infrastructure Only

• Research Accounting

• Internal Audit

• Office of Planning & Institutional Assessment

• Cost Analysis

FIS IT Scope

• Approx. 120 staff across business units

• 140 workstations supported

• 20 servers supported

• Data center located James Elliott Building

FIS IT Staff

• Leadership - Jan Barnoff• 3 - IT managers – Kelley King, Todd Cardamone, Cathy Helsel

• 10 - programmer analysts

• 3 - network administrators

• 2 – other support staff

Sampling of FIS Applications

• Pcard Processing

• Employee Reimbursement System

• IBIS Financial System

• Property Inventory System

• ESSIC (payroll tab)

• Central Reporting

FIS Projects in the Works• Property Inventory WEB tag application• SRFC Vendoring• Automate “Special Projects” processing• Payroll modernization (ESSIC enhancements)• Item Unique Identification Data (IUID)• BCP/DR plans• Image System Upgrade• Virtualization of Servers

A few Interesting Facts About FIS

• 306,000 of PCards processed each year

• 95,000 of ERS Reports process each year

• 3.5 m of Financial records in a FY

• 921,000 IBIS Forms processed in 2009

The Office of Human Resources

- Steve Selfe

OHR Divisions• Information Systems• Employee Benefits• Health Matters• Employment & Compensation• Management Engineering• Work/Life Programs• Human Resource Development Center• Marketing• International Scholars & Faculty Visa Services• Occupational Medicine

OHR IT Scope

• Approximately 100 staff

• 100+ workstations supported

• 25+ servers supported• 2 locations – James M. Elliott Building and

Centre Medical Sciences Building

OHR IT Staff

• Manager – Steve Selfe • 4 Developer/Analysts – Tim Beckwith, Sherry

Lonsdale, Clark Wagner, Hazel Weaver

• 1 Systems Security/Network Analyst - David Stucky

• 1 Network Systems Specialist – Jason Browne

• 1 PC Support – Joyce Matis

Sampling of OHR’s Applications

• ESSIC – Employee Self-Service Information Center

• ISJ/PSSJ/EJMS – Internal/External Job Vacancy/Bidding and Job Management System

• Attendance System• UCIS – Unemployment Compensation Information

System

• WebClassic – HRDC/Health Matters Course Registration System

Sampling of OHR’s Applications

• LMRC – Leadership and Management Resource Center

• Promotion & Tenure Dossier Viewing System

• Numerous Internal Administrative Systems

• Numerous Mainframe Applications and Procedures

OHR Projects in the Works

• Health Matters Registration & Appointment Processing System

• Performance Management System (SRDP)

• Various Components of a Human Resource Information System

A few Interesting Facts About OHR

• Supports over 40,000 full and part-time faculty & staff

• Over 200 Job Vacancies announced and processed per month

• Approx. 40,000 ESSIC logins per month

• Approx. 22,000 External Job Candidate logins per month

Physical Plant and Police Services

- Jim Smith

Physical Plant Units Supported• Administrative and Financial Services• Buildings and Grounds• Campus Planning & Design• Campus Sustainability Office• Commonwealth Services• Design and Construction• Energy and Engineering• Environmental Health and Safety• Work Control Center• HMC Design and Construction• Police Services

Physical Plant IT Scope • 450 staff & 1025 tech service employees across

business units• >500 workstations supported (1400 users)• Users in 11 UP Campus Locations and Hershey

Medical Center• 90 servers supported (About 90% Virtualized)• 1 IBM min-mainframe• Data centers located in OPP, EPD, North Chiller

Building and equipment in the co-location center

Physical Plant IT Staff

• Leadership – Jim Smith, Bob Kellar, Joe Laskowski, Fred

DiMuccio

• 8 - Applications Developers

• 6 - Network support and System Administrators personnel

• 1 - DBA

Sampling of Physical Plant’s Applications

• Maximo - Work Order, Inventory, Purchase Requisition System (Asset Management)

• CIS – Customer Information System• FAMIS – Billing, HR, Time and attendance, OPP Financial System,

Internal Construction• FASTER – Vehicle Maintenance System• Timberline – Construction Estimating System• FIS – Facilities Information System • P3E – Job/Project Scheduling System• Time and Attendance Web Application for Technical Service

Employees

Sampling of Physical Plant’s Applications• Docfinity – Document Management System• EnergyCAP – Energy Management System• Real Estate – Property and Lease management• Tools Management• IQRMS – Police Crimes system• Groupwise – eMail system• TimeTrak – Police time tracking system• CCURE800 – Card Swipe System• Essential Employee System

OPP Projects in the Works• Abacus – FAMIS Replacement• Tririga – Project Management System• FIS – Upgrade• CCURE9000 – Upgrade and expansion of mission• Maximo version 7.x – Upgrade• Thin Client (aka Virtual Desktops)• FASTER Billing Interface

University Budget Office (UBO)

- UBO Network – Steve Neeper - UBO Information Resources - Ann Gray

UBO Network IT Staff

• Steve Neeper – Assistant Director, Information Technology Services• John Matty – Systems Administrator• Dan Hirschbiel – Network Coordinator• Sandy Stauffer – IT Specialist• Stephen Kirsch – IST Student Intern

UBO Network Overview

• F&B units• Central F&B Office• University Budget Office• Central Corporate Controller’s Office• Office of Investment Management (OIM)

UBO Network Overview

• Non-F&B units• President’s Office• Provost’s Office• Vice Provost’s Office• Board of Trustees Office• President’s Human Resource Office• Vice President Educational Equity

UBO Network IT Scope

• Remote sites • OIM (Innovation Park)• President’s Residence (Schreyer House)

• 150 workstations

• 15 servers

• Data centers located in Old Main and Innovation Park

IT Support Provided• Day-to-day network user support

• University Senior Administration

• Board of Trustees (BOT)- current and emeritus

• BOT meetings and seminars

• University Messaging System (UMS)• UBO Network users, Trustees, Schreyer Honors

College, University Relations, and Governmental Affairs

UBO Network IT Support

• Smartphone support• BlackBerry server and devices• iPhone, Droid, etc.

UBO – Information Resources• IT Staff (15 people)

• Associate Director - Ann Gray• Assistant Director - Mark Weaver• 3 Core Team Leaders• 8 Programmer/Analysts• 2 Support Staff

IR Scope/Function

• Information Resources versesInformation Technology

• Our Mission is to offer the highest quality Information Services

Major Applications• Facilitate Development of Annual

Operating Budget

• Create Official University Data Sources

• Generate Various Projections

Other Responsibilities

• Studies & Support for Central Administration

• Reporting to External Agencies

• Web Presence

Meeting Wrap-up

Finance & BusinessInformation Technology Forum