An update from IT@arts

The IT@arts team has been making a lot of changes. We wanted to take the time to explain to you what’s happening and why, and how the changes will support your work.

Everything we’re doing is focused on the staff and student experience i.e. we’re trying to

improve things for you.

We know things haven’t always been smooth, and thank you for bearing with us through

any disruptions you’ve experienced. Our goal is for the changes we are putting in place to address some of the fundamental issues and build a framework that’s fit for the future.

All the changes we’re looking to make, we will continue to fully discuss with you, our customer. Any changes that are decided on will only be introduced once they have been

accepted by yourselves.

What have we been up to?

1.  Student expectations: Students will judge us on our ability

to provide the latest equipment and IT services.

2.  Security and resilience: Our current back up plans and

on-site storage facilities leave us very exposed . We’ve

been lucky so far, but we need to protect ourselves from

risks of system failure.

3.  Data storage: The amount of data we are storing has risen

by a staggering 3,140% since 2006. Secure, cloud-based

services now give us the option to shop for flexible

solutions, but it’s still costly and we need to cut waste and

inefficiency by being better at managing data.

4.  Rapid innovation: We need to take advantage of

innovations in technology and build an environment that

enables us to adapt to future evolutionary change.

5.  Consistency: We can make things simpler and cheaper by

creating a backbone of common administrative systems.

6.  Regulations: We’re at risk of large fines if we don’t comply

with regulations, such as data protection and copyright.

Six reasons why we need to transform IT

2.5TB 81TB

2600TB

The exponential rise in UAL data storage

2006 2012 2018 (projected) 1 Terabyte = 1,000,000,000,000 bytes and stores the equivalent of 500 2 hour movies

162TB best-case

worst-case

Overall strategy Our priority is to deliver and maintain day-to-day services and at the same time rebuild the underlying structures so we can establish a framework that’s fit for the future. It’s a case of rewiring the house while the lights are on…

stabilise simplify grow

Following a period of underinvestment, our current IT infrastructure is both unstable and prone to failures. As well as carrying out repairs, we are urgently taking measures to update services, storage and server facilities to improve stability and security.

We can save money and time, and even generate income by simplifying and integrating the way our IT systems work. With your help, we would like to reduce the number of IT technologies, applications and suppliers we use.

Our aim is to support UAL’s strategy for growth. We can achieve this by building a system that has solid common foundations, but has the in-built flexibility to keep pace with unpredictable future demands and enable teams to experiment.

Priorities

Desktop Transformation

Architecture Information Management

Infrastructure

Website MyArts and Intranet

Online Portfolio Review Tool

Virtual Learning Environment

Hardware Software licensing

Printing IT Service Desk

Priorities Infrastructure and Storage We currently manage three equipment rooms on site. To create more data storage and a more flexible, secure and resilient service, we are moving to an outsourced infrastructure service. The switch over is planned for the end of the year. A backup storage solution for the whole university will be in place by the end of May.

Information Management We need to establish how we organise information, how we protect it, and how we ‘retire it’. We’re in the process of writing the core policies and will need to communicate some basic do’s and don’ts in advance of an audit in the summer.

Desktop transformation We’re halfway through a five year programme to upgrade the systems that manage our computers and the software you use. We'll also be upgrading operating systems so you can use the latest applications.

A programme of software asset management is being implemented to support a standard deployment of applications wherever possible, whilst remaining flexible to the needs of individual courses and keeping pace with the latest technologies to deliver a world-class supported service.

You shouldn’t notice too much changing except for a significantly better service. The benefits are that you will be able to access the UAL network anytime, anyplace, from any device.

Architecture

At the moment, our systems are a bit like a complex spaghetti of connections. This makes them unreliable and costly to maintain and develop. It also means that data can’t be easily shared.

Our first task is to understand how the “spaghetti” of connections is currently working. Ultimately, we want to design a system that will make it easy to access shared and report information, across the organisation.

Priorities

Hardware This year, we’ll be spending £1.4 million on replacing some of UAL’s 2,800 Macs and 4,200 PCs. This is part of an rolling hardware replacement programme ensuring you have access to the latest hardware.

Software licensing We’re conducting a review to make sure we’ve got the right number and range of licences to meet users’ needs, and we’re complying with licence agreements.

Printing We’re working to develop a common print solution for all UAL staff and students. The new system will be in place by the end of the year.

Priorities

IT Service Desk A new Service Management team has been set up to consolidate the support service provided across the University. The IT Service Desk will field the first line of enquiries and 11 support engineers, who will provide on-site services across the organisation. The aim is to go live with the reorganised service on 1st August.

Projects we’re involved in

Online Portfolio Review Tool This enables applicants to upload their portfolio and course leaders to review their submission. The system was used in January for 20 courses. Work is underway to develop a system that will cater for all 30,000 applicants.

Website A more flexible, ‘mobile first’ website has been designed to promote the UAL brand as well as reflect the personalities of the individual colleges. Designs have been signed off and we’re on track to launch on September 17th.

Virtual Learning Environment All course related information – timetables, reading lists, course notes, assignments – will be moved from the current ‘Blackboard’ environment to a new application called Moodle.

This will be the home of all Virtual Learning applications and will integrate with all other systems. Courses are in the process of being created – our target is for all courses to be live on Moodle by September 2013.

MyArts and Intranet Replacing the current MyArts, a new homepage will become the single point of access for all online applications.

Sitting behind MyArts, a redesigned intranet will give content publishers more flexible page templates and users more personalised information.

What’s coming up

MyArts and intranet relaunch July 31: New portal (MyArts) page launched, plus phase 1 of the intranet

Website relaunch September 17: New website launch

New data storage solution in place By December: Users should experience no change, other than a faster more reliable service.

Centralised IT Service Desk goes live August 1: New service desk goes live. From now on call 9898 for all IT queries

June: Phased switch over to centralised IT Service Desk begins

New policies communicated July: New policies introduced to tighten the way information is managed across all sites, and to ensure we are compliant with regulations.

IT Strategy June: IT Strategy presented to the board

May June July August September October November December

Online Portfolio Review Tool options By July 31: Complete project to understand requirements and next steps for the Online Portfolio Review Tool

Moodle launch October: All Virtual Learning Experience programmes now

Information Commissioner audit August / September: Following an incident last year, the Information Commissioner is coming in to check what policies and practices we have in place to protect personal data.

July - Sept: Next phase of desktop refreshments take place

Desktop refresh

CRM July 31: Delivering scoping for QL integration alongside minor improvements to functionality.

May: OpenDays management system launched

July – Sept: Annual Summer moves Summer moves

Unified Printing Policy July 31: supplier selection Aug/Sept: LCF / CCW implementation Oct/Nov: LCC / CSM implementation

Aug/Dec: Printing Policy implementation

How we can help The changes we've been making to our team structures are nearing completion and we now have three new heads of department in place.

Phil Swain Associate Director of Service Management

The Service Management team is responsible for providing joined up support for day-to-day queries and issues. Talk to Phil if you'd like to discuss levels of service or support.

Helen Davies Associate Director of Portfolio Management

The Portfolio Management team is responsible for co-ordinating improvement projects. Talk to Helen if you want to start a new project with IT requirements.

Gareth Bedford Associate Director of Strategy & Architecture

The Strategy and Architecture team is responsible for shaping the overall design and planning for the future. Talk to Gareth If you would like to discuss ideas or ask questions about technology used at UAL.

John Brown Director of IT

How you can help us

Complete security details on the password self service site

Log your call with the IT Service Desk when you have a problem (visit it.arts.ac.uk or call 9898)

Look out for policies coming out shortly

Some of the changes we're working on won't have any impact on you (other than an improved service). For other changes, we will be asking you and your teams to make small changes in the way you work. Here are some immediate things you can help us with:

New changes in regulation means that we could risk fines of up to 2% of our revenues if we break certain conventions. A first step has been to put common policies together; a next step is to communicate them.

The IT support team receives about 5,000 calls a year about forgotten passwords. That takes up vast amounts of time and costs approximately £125,000 a year. You can save everyone time and money by logging security details online, so when you forget, you can find the answer yourself.

Thank you for reading. We'll be back in touch in a few weeks with more information about how we can protect all at UAL from IT-related risks, such as viruses, security and regulation breaches.