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

January 2010January 2010DRAFT Enterprise IT Services ProposalDRAFT Enterprise IT Services Proposal

Seattle Community Colleges DistrictSeattle Community Colleges DistrictJanuary 2010January 2010


It’s time to think

outside the box!

Current budget climate requires Current budget climate requires new and innovative approaches new and innovative approaches to delivering services.to delivering services.

““A budget crisis is a terrible A budget crisis is a terrible thing to waste”thing to waste”


Enterprise IT ServicesEnterprise IT ServicesA Single IT OrganizationA Single IT Organization

Serving all campuses Serving all campuses and the District Officeand the District Office


IT Staff organized IT Staff organized functionallyfunctionally,, not not geographicallygeographically

Re-distribution of staff and managers Re-distribution of staff and managers based upon functional and technical based upon functional and technical expertiseexpertise

Enterprise IT Organization functions as a Enterprise IT Organization functions as a single agency serving all 5 locationssingle agency serving all 5 locations


Chancellor Presidents

Central Information Technology

Services

Systems and Directory Services

Data Center / Server MgtSystems AdministratorsDatabase AdministratorsManagement of

Directory Services / Identity Management

Email Server (or externally hosted system)

Database Structures

Data Warehouse

Liaison with Go Forward, LMS Admin, etc.

Systems Analysis and Applications

Development

Systems AnalystsApplication DevelopersMiddleware 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 AdministratorsWiring 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 StaffDesktop 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 Example of Proposed Functional OrganizationFunctional Organization

IT Business – Budget / Purchasing


Collaborative Collaborative OrganizationalOrganizationalStructureStructure


Flexible team orientationFlexible team orientation Cooperation and collaboration – Cooperation and collaboration – Strong leadershipStrong leadership Shared technical knowledgeShared technical knowledge

Eschew “hype” and shiny new technologies & “pet projects”Eschew “hype” and shiny new technologies & “pet projects” Educate usersEducate users

Not bound by historical organizational competitionNot bound by historical organizational competition Not affiliated with any one campus, so it can support allNot affiliated with any one campus, so it can support all Not affiliated with Instruction or Administration, so that Not affiliated with Instruction or Administration, so that

it can support bothit can support both Total support and buy-in from the Chancellor and Total support and buy-in from the Chancellor and

Presidents for the new structure – including Presidents for the new structure – including budgetary supportbudgetary support


Enterprise-centric IT SupportEnterprise-centric IT Support

Tier One Help Desk Support / Initial Call CenterTier One Help Desk Support / Initial Call Center Single Point of Contact for usersSingle Point of Contact for users Less finger-pointing (campus Less finger-pointing (campus district district CIS) CIS)

Network & Infrastructure Management / DesignNetwork & Infrastructure Management / Design Juniper Project & Telecom examplesJuniper Project & Telecom examples

Directory Services / Identity ManagementDirectory Services / Identity Management Systems Analysis / User Needs AnalysisSystems Analysis / User Needs Analysis Project Management / Process ImprovementProject Management / Process Improvement Application DevelopmentApplication Development User Training and DocumentationUser Training and Documentation Development of Standards / Service Level AgreementsDevelopment of Standards / Service Level Agreements


Campus-centric IT SupportCampus-centric IT Support

Campus Based Services – Managed CentrallyCampus Based Services – Managed Centrally

Tier Two Help DeskTier Two Help Desk

Desktop Support / Face-to-face Customer Desktop Support / Face-to-face Customer SupportSupport

Computer LabsComputer Labs

Infrastructure installation and repairInfrastructure installation and repair

Network troubleshootingNetwork troubleshooting


AdvantagesAdvantages Institutional continuity, succession planningInstitutional continuity, succession planning Multiple sets of eyes on every projectMultiple sets of eyes on every project Centralized project management Centralized project management Specialized, standardized and optimized servicesSpecialized, standardized and optimized services Best available resources from all campusesBest available resources from all campuses

Human CapitalHuman Capital HardwareHardware SoftwareSoftware

Elimination of redundant services in 5 locationsElimination of redundant services in 5 locations Economies of scale in purchasingEconomies of scale in purchasing More sustainable, eco-friendly infrastructureMore sustainable, eco-friendly infrastructure Time for proactive R&D, rather than putting out firesTime for proactive R&D, rather than putting out fires SCCD can be placed more strongly within CTC – more clout!SCCD can be placed more strongly within CTC – more clout!


Example : Enterprise Data Center Example : Enterprise Data Center Current ConfigurationCurrent 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 servicesAll campuses have servers to run applications and services All campuses have staff to manage servers (real and virtual)All campuses have staff to manage servers (real and virtual) All campuses dedicate space to house servers and related equipmentAll campuses dedicate space to house servers and related equipment

Space for servers is an issue on some campuses, so servers physically distributedSpace for servers is an issue on some campuses, so servers physically distributed Cost of Storage and other solutions is a challengeCost of Storage and other solutions is a challenge

Systems management distributed across partial FTE’s with other responsibilitiesSystems management distributed across partial FTE’s with other responsibilities Standards are developed at each campus on case-by-case basis Standards are developed at each campus on case-by-case basis Lack of redundancy and failoverLack of redundancy and failover


Enterprise Data CenterEnterprise Data CenterProposedProposed

North

North

Central

Central

District

District

SVISVI SouthSouth

Centralized Server FarmCentralized Server Farm• Standard hardware, OSStandard hardware, OS• More energy efficiencyMore energy efficiency• More efficient purchasingMore efficient purchasing• More efficient use of server spaceMore efficient use of server space• Trained dedicated support staffTrained dedicated support staff• Better Backup and SecurityBetter Backup and Security• Higher level of expertiseHigher level of expertise• Faster response timesFaster response times



North

North

Central

Central

District

District

SVISVI SouthSouth

Failover Server Farm



CostsCosts Space and renovationsSpace and renovations

HVAC Improvements – HVAC Improvements – servers servers need significant air flow and coolingneed significant air flow and cooling

Increased electrical capacityIncreased electrical capacity

Equipment Moving / Equipment Moving / Purchasing / DeploymentPurchasing / Deployment

Staff Learning CurveStaff Learning Curve

SavingsSavings Space (at vacated campuses)Space (at vacated campuses) HVAC and power for one HVAC and power for one

location cheaper than fivelocation cheaper than five Single server space can serve Single server space can serve

5 locations optimally5 locations optimally Redeployment of staff across Redeployment of staff across

other IT functionsother IT functions


Example: Enterprise Systems AnalysisExample: Enterprise Systems Analysisand Application Developmentand Application Development

North

North

Central

Central

District

District

SVISVI SouthSouth

User needs across 5 locations more similar than differentUser needs across 5 locations more similar than different

Electronic forms and applications can serve multiple locations Electronic forms and applications can serve multiple locations from a single instancefrom a single instance

IT resources at individual locations are stretched thin – so users IT resources at individual locations are stretched thin – so users are not getting what they needare not getting what they need


North

North

Central

Central

District

District

SVISVI SouthSouth

Current Process – decentralized approachCurrent Process – decentralized approach““We need a new Application / Form / Process”We need a new Application / Form / Process”

Purchase new software / hardware (if necessary)Purchase new software / hardware (if necessary)Programming and testingProgramming and testing

Programmer meets to determine user needsProgrammer meets to determine user needs

Application rollout and trainingApplication rollout and training

Hi! I’m your friendly IT

guy and I’m here to help!

Hi! I’m your friendly IT

guy and I’m here to help!

We like happy

computer users!

We like happy

computer users!

How can we make

things easier for

you?

How can we make

things easier for

you?

Let me stop what I’m doing to

help!

Let me stop what I’m doing to

help!

What can we do for

you?

What can we do for

you?

Happy Users . . . But great expense on each campusHappy Users . . . But great expense on each campus

Example: Enterprise Systems AnalysisExample: Enterprise Systems Analysisand Application Developmentand Application Development


North

North

Central

Central

District

District

SVISVI SouthSouth

ProposedProposed Process – centralized approach Process – centralized approach““We need a new Application / Form / Process”We need a new Application / Form / Process”

Call the data center to set up new applicationCall the data center to set up new applicationProgramming and testingProgramming and testing

Programmers meet campus users to determine user needsProgrammers meet campus users to determine user needs

Application rollout and trainingApplication rollout and training

Hi! What do y’all need?

Hi! What do y’all need?

Happy Users . . . with only one expense for all 5 campusesHappy Users . . . with only one expense for all 5 campuses

Enterprise Systems Analysis and Enterprise Systems Analysis and Application DevelopmentApplication Development


OpportunitiesOpportunities

Opportunity to Improve IT Opportunity to Improve IT Service, which we don’t have time Service, which we don’t have time or resources to do nowor resources to do now

Continuous Process ImprovementContinuous Process Improvement

Guarantee quality of serviceGuarantee quality of service

Stay in touch with user needsStay in touch with user needs

Opportunities to Explore Opportunities to Explore what’s on the horizon in ITwhat’s on the horizon in IT


1.5 Data Centers vs. 5 Data Centers1.5 Data Centers vs. 5 Data Centers Optimized use of server space (less boxes, more functions)Optimized use of server space (less boxes, more functions) Shared Applications, procedures, software licensesShared Applications, procedures, software licenses Optimized power managementOptimized power management

sustainable, eco-friendly power management modelssustainable, eco-friendly power management models utility savingsutility savings possible rebates (district collaboration with City Light)possible rebates (district collaboration with City Light)

Optimized use of specialized staffOptimized use of specialized staff Faster, better development of efficiency tools and processes to Faster, better development of efficiency tools and processes to

streamline the work of campus staff across the campusesstreamline the work of campus staff across the campuses Better poised as an organization to migrate to state-wide resources as Better poised as an organization to migrate to state-wide resources as

available available proof of concept model for the rest of the stateproof of concept model for the rest of the state SCCD becomes the “800 pound gorilla” as initiatives move forwardSCCD becomes the “800 pound gorilla” as initiatives move forward


ConclusionConclusionA responsive, centralized IT organization can help the entire district A responsive, centralized IT organization can help the entire district

to navigate this budget crisisto navigate this budget crisis

Good for StudentsGood for StudentsAdministrative Savings = More money for student programsAdministrative Savings = More money for student programs

Potential for Common shared applications to streamline the student experiencePotential for Common shared applications to streamline the student experience

Common Identity ManagementCommon Identity Management

Good for Faculty and StaffGood for Faculty and StaffMore responsive IT servicesMore responsive IT services

More and better online resourcesMore and better online resources

Good for ManagementGood for ManagementEfficient processes / Continuous improvementEfficient processes / Continuous improvement

Building a safety net for data communications and transactionsBuilding a safety net for data communications and transactions

Better stewardship and management of scarce resourcesBetter stewardship and management of scarce resources

Improved Planning and Follow-throughImproved Planning and Follow-through


Where are we now?Where are we now? Directors:Directors:

• Staffing considerationsStaffing considerations

• PlanningPlanning

AD Team:AD Team:• Planning for shared directoryPlanning for shared directory

• Examining best practicesExamining best practices

• Service Level MatrixService Level Matrix Determining minimum service levelsDetermining minimum service levels Standardizing service levels across 5 locationsStandardizing service levels across 5 locations

Data Center Team:Data Center Team:• Considering locationConsidering location

• Cost EstimatesCost Estimates

• Standardizing service levelsStandardizing service levels

• Considering Citrix for all 5 locationsConsidering Citrix for all 5 locations


A New Way of Doing BusinessA New Way of Doing Business

Status QuoStatus Quo InnovationInnovationPlanningPlanning ActionActionMaintenanceMaintenance CreationCreation

Create a Create a NEWNEW organization with solid organization with solid leadersleaders

Bring only what is necessary from the pastBring only what is necessary from the past


Your Questions?Your Questions?

Documents

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