Post on 02-Jan-2022
transcript
University of Illinois
December 6, 2013
1
ACCC/CITES/ITS/AITS
Dep
artm
enta
l, C
olle
ge
and
Oth
er IT
Su
pp
ort
ing
Aca
de
mic
Mis
sio
nEn
terprise A
dm
inistratio
n IT
AITS
ACCC – UIC
ITS – UIS
CITES – UIUC
2
Supporting University Mission
3
University-wide Collaborators
• Academic Professional Advisory Committee• Academic Technology Committee• Advance Illinois UI Council Committee• Advance Illinois Workgroup• Annual Configuration Meeting• Assistant and Associate Deans (A & A Deans)• Benefits Technical Coordination Meeting• Box Project Teams• BPI Shared Service Teams• Business Process Advisory Group• Campus HR/Pay Meeting• CIC Application Developers Group• CIC Security Working Group• CIC University Archives Electronic Records Working
Group• CISO-Chicago• College of Veterinary Medicine Process Improvement
Steering Committee• Contract Director Users Group• Contract System Steering Team• Cross Functional Group• CSSIA Competition Industry Advisory Board (CIAB)• Ellucian - Project Horizon User Experience Group• Ellucian BDMS Commons Steering Committee• Ellucian Community Source Initiative• Ellucian Community Source Technical Review
Committee• Ellucian Financial Aid Community Source Committee• Ellucian HR Community Source Committee• Ellucian HR Customer Advisory Board• Ellucian Large School Consortium• Ellucian Live Program Committee• Ellucian Priorities Meeting• Ellucian Recruiting and Admissions Development
Focus Group• Ellucian Student Functional Review Committee• Ellucian Web for Proxy
• Ellucian XE Early Adopters Group• End Point Management Project Teams• Finance Business Process Review Team• FormBuilder Steering Team• Generic IT PMLC Development Taskforce• Higher Education Data Warehousing Form• HRFE Steering Team• IAM Steering Committee/Teams• InCommon Silver Doc Group• Info Ed/Gold Support (Vendor)• Information Systems Audit and Control Association
(ISACA)• Infragard• IT Advocates Group• IT Priorities Committee (ITPC)|Subcommittees
including BI/PM, Finance, HR, Student, and Cross-Functional
• National Consortium for Continuous Improvement in Higher Education (NCCI) Membership and Outreach Committee
• National Visiting Committee (NVC) for the NSF National Resource Center for Systems Assurance and Information Security (CSSIA)
• PPM Training Team • Proxy Access Team• RIMS Policy Advisory Committee• Research Administration Project Steering Committee• Research and Education Networking – Information
Sharing and Analysis Center• SharePoint Shared Service Governance Committee• SharePoint Shared Service Teams• Software Process Engineering Group• State of Illinois Electronic Records Working Group• State PCI MeetingStorage Services Advisory Group• Student Production Support Meeting• Student Systems Coordination Call Meeting
• UA IT Council• UI Enterprise Architecture Committee• UI ERA RFP Steering Team• UI IT Leadership Team• UI Portal Committee• UIC Grad Document Upload Committee• UIC IT Governance Committee for Administration• UIC / UIUC IT Professionals Forum Planning
Committee• UIC OBFS Advisory Committee - Reporting
Subcommittee• UIC OSSS/OAR Admissions Tasks Meeting• UIC Provost Meeting• UIC Student Services Advisory Committee• UIC Student Systems Business Owners Meeting• UIS Business Managers Group• UIS HR Group• UIS Student Data Integrity Committee• UIS Student Disciplinary Committee• UIUC IT Alliance• University Enterprise Architecture Committee• University Leave Committee• University of Illinois Help Desk Steering Committee• University Technology Management Team (UTMT)• UTMT Security Working Group• WCMS Vendor Support Committee• Web Admissions Quarterly Group Meeting• Zero Percent Appointment Committee
100+ Groups
4
Administrative System Demand
300,000
Student Application Transactions
Annually
11,000,000
Registration Record Transactions
Annually
368,000
Financial Aid Disbursements Annually
119,000
Transcripts Processes Annually
145,000
eProcurement Transactions
Annually
875,000
Regular Payroll Transactions
Annually
400,000
Payment Requests Processed Annually
120,000
HR Front-end Transactions
Annually
240,000
Travel Expense Reimbursements
Annually
99.9%
FY 13 Banner Availability
150
Change Requests Per Month
240,000
EDDIE SessionsAnnually
32,315
Faculty/Staff
77,443
Students
5
Measuring Performance
Unit Reviews Results
2007 Pappas Consulting Group IT Governance overhaul
2009 University Administration –
Administrative IT Review
Consolidate PC support; Move Banner mod
maintenance in-house
2010 Administrative Review and
Restructuring Working Group
Cutting costs related to software maintenance and reducing headcount via attrition and redistribution and realignment of functions in the organization
2010 Huron Consulting Group Better coordination among campus and UA central IT
units; Coordinated IT Strategic Planning Process; BPI
Shared Service
2012-2013 University
Administration Review
Plans to improve work prioritization, customer
feedback, and improved alignment of institutional
reporting and decision support
6
Ongoing Performance Measurement
AITS Strategic Plan
AITS Annual Progress Report
AITS Annual Metrics Report
ITPC Annual Report
ITPC/BPI Post-Project Reviews
Measuring Performance
7
8
Dick Harris - Associate Vice PresidentApplications Development Support and Data (Kuali-Coeus, Advance Illinois)
Nyle Bolliger - Assistant Vice PresidentApplications Development and Support (IAM)
Amin Kassem - DirectorSolutions Architecture (IAM)
Marla McKinney - Associate DirectorIntegration Competency Center (IAM)
Chris Barton - DirectorInformation Security and Technology and Performance Optimization
Troye Kauffman - Assistant Director of Security
Karen Greenwalt - DirectorStrategic Budget and Finance
Suzi McLain - DirectorStrategic Human Capital Planning
Kim Nguyen-Jahiel - Assistant DirectorIT Planning
AITS Promotions and Role Changes
9
Completed Activities
Ongoing Activities
What’s New
Operational Performance
Training Activities
Deployment/Rollout Activities
AITS Monthly Report
http://illinois.edu/emailer/newsletter/43986.html10
Goal: To identify fully loaded costs for services delivered by AITS
Performed allocation of FTE and non-FTE expense from basic product and service elements (BPSE) to the lines of business (LOB)
In-depth analysis, AITS team involvement, and short turn-around with 291 meeting hours in three months
Next step to identify units of measure for LOB
Provides a sound measure of full effort required for services
Follows ABC process completed for CITES and ACCC
AITS Activity-based Costing (ABC) Analysis
12
Data Warehouse, Business Intelligence and other tools (including Business Objects, OLAP Cubes, and Solution Library reports)
Web Intelligence Report Conversions Lab: 12/12/2013, 1/7/2014, 1/16/2014
Transition to Web Intelligence: 1/9/2014, 1/23/2014
Web Intelligence Reporting Basics: 1/16/2014
1-to-1 Virtual Webi Report Conversion Assistance: 1/7/2014, 1/21/2014
Business Process Improvement Concepts
Lean and Six Sigma: 12/10/2013, 03/12/2014, 06/05/2014
AITS Upcoming Trainings
13
14
1. Mark Joseph, Applied Health Sciences (UIUC)
2. Michael Chan, Engineering (UIUC)
3. Brian Damm, Housing (UIUC)
4. Daniel Lewart, Vetmed (UIUC)
5. Tim Boerner, NCSA
6. Andre Krabbe, CITES
7. Kathy Lyons, CITES
8. Kenn Wislander, CITES
9. Lee Katman, College of Medicine (UIC)
10. Carmelo Tapia, College of Medicine (UIC)
11. Phil Reiter, Pharmacy (UIC)
12. Dean Dang, ACCC
13. Mike Lund, ACCC
14. Anthony Marino, ACCC
15. Josh Naylor, ACCC
16. Allen Randall, ACCC
17. Mint Simagrai, ACCC
18. Mat Willis, ACCC
19. Ed Zawacki, ACCC
IT Leaders at Illinois Program Participants
20. Gus Aldaba, UI Hospital
21. Hugh Avitia, UI Hospital
22. Rene Jackson, UI Hospital
23. Michael Jhattu, UI Hospital
24. Jeff Link, UI Hospital
25. Cheryl Murphy, UI Hospital
26. Mark Reberg, UI Hospital
27. George Sirepisios, UI Hospital
28. Noelle Sojka, UI Hospital
29. Xiaochun Tong, UI Hospital
30. Bill Cox, Springfield, ITS
31. Bill Reynen, UIF
32. Amber Munds, OBFS
33. Timothy Newcomb, CIC
34. Susan Flanagin, AITS
35. Heather Hafner, AITS
36. Kim Nguyen-Jahiel, AITS
37. Jennifer Selk, AITS
15
Goal: To broadly review and improve the advancement technology infrastructure to enhance fundraising and engagement for and on behalf of the University of Illinois.
Improve fundraising success
Reduce data management costs
Improve operations
Replace current FACTS with Blackbaud
Review current EDMS
Kickoff: December 10, 2013
Implementation: 2014-2015
Advance Illinois (AI)
16
Goal: To provide a cohesive approach to the effective management of records and information resources throughout the University of Illinois, across all departments and campuses
Improved compliance with external mandates Digitally reproduced records stored > 10 years approved to keep in digital only format
Requirements for managing electronic records approved; most enterprise systems are in compliance
Established affordable paper records storage Secured a records storage facility – low environmental impact
Launched digital repository project for archivists
Provided direct records disposal and information support Responded to > 100 new requests
Disposed of > 3,400 cubic ft. of paper (~ 177 sixty foot tall pine trees!)
Created and conducted trainings on all three campuses
Records and Information Management Service (RIMS)
17
Goal: To provide a path forward for the preservation of email correspondence that has enduring value to the University.
Project Scope: Propose workflow options for routinely depositing email messages into a digital archival
repository
Develop requirements for a digital archival repository to be used for managing email messages of enduring value
Recommend a management strategy for a digital archival repository
Provide a summary of issues related to the management of electronic records
RIMS:Preserving Email Messages of Enduring Value
Project Timeline:
18
Banner: Ellucian Roadmap Overview
19
To replace aging electronic research administration software and simplify compliance
START = System-wide Tools for Administration of Research and Training
myResearch = PI portal to display new and legacy research information
Built on Kuali Coeus open source software
Conflict of Interest (COI)
PI portal/dashboard (4 releases)
Pre-Award/Grant submission
IRB
IACUC
START myResearch ProjectElectronic Research Administration
University system-wide
Oversight by UIUC, UIC, and UIS VCRs, and CIO
Steering Committee
Implemented by AITS
1 Project Director; 1 Project Coordinator; 13 Staff Members
Project Kickoff at UIUC and UIS on 11/14, UIC on 11/15
Checkpoint
20
21
22
Business Objects is the supported software to retrieve and analyze data from the Data Warehouse
Web Intelligence (Webi) will be the primary reporting tool and Desktop Intelligence (Deski) will no longer be available
Business Objects XI 4.1 Upgrade
Timeline:
1. Deski Conversion Analysis (8/20/2012 – 5/31/2013)2. Standard Report Deski Conversion (3/1/2013 – 9/1/2014)3. Ad-Hoc Report Deski Conversion (6/3/2013 – 5/31/2013)4. BO XI 4.1 Upgrade Analysis (10/1/2013 – 4/1/2014)5. BO XI 4.1 Upgrade Implementation (4/1/2014 – 9/30/2014)
1/1/13 1/1/14 1/1/15
1
2
3
4 5
23
Developing a Culture of Quality
Trained over 320 employees on process improvement concepts, tools and techniques
Building Partnerships
78 shared service participants from 31 units on all 3 campuses and UA
Active participation with the Network for Change and Continuous Innovation (NCCI) organization
Achieving Results
105 recommendations for process improvements at 10 units at UIC, UIUC and within UA
Business Process Improvement Leading Process Improvement Projects
(29 Projects since Fall 2011)
College of Veterinary Medicine
- Helped establish Steering Committee and processes for proposing and prioritizing projects
- Completed 5 process improvement projects and 1 process analysis project
- Trained over 40 employees
Data Center Shared Services Onboarding Process Improvement
- Standardize initial request process- Followed RAPID methodology; conducted 2
working sessions/week for 4 weeks- In last phase, Determine the Success
Unit Security Contact Request Process Improvement
- Phase 1 (January 2014): Develop job aides for Hiring Managers requesting access for new employees and Unit Security Contacts
- Request for Information or volunteers from Hiring Managers, Unit Security Contact, and those involved in granting access: Marc Carlton (marcc@uillinois.edu)
Supporting University initiatives seeking to…• Improve customer service• Free up staff time• Reduce total cost• Deliver services faster
24
Governs: Build – Buy – Connect to Administration IT systems
Student, Finance, HR, and Business Intelligence campus representatives drive project definition, selection, prioritization
Saves money – under budget across 350 completed projects
To date:
ITPC Projects
475 projects reviewed
350 projects complete
65 projects in pipeline
60 rejected or withdrawn
25
PRIORITY PROJECT AREA
1 ITPC-0305 Upgrade to Astra Schedule Software to Version 7 REVISED Student
2 ITPC-0461 New Hire Redesign Implementation Human Resources
3 ITPC-0353 Learning Management Systems (LMS) Banner Integration Student
4 ITPC-0369 Course Trend and Grade Distribution Analysis BI PM
5 ITPC-0421 Employee Training Infrastructure Analysis Technology
6 ITPC-0467 Automated Grade Change Process Student
7 ITPC-0462 HR and Payroll Legacy Databases - Equivalent Access Analysis Human Resources
9 ITPC-0442 GCO: Federal Financial Report Modification Finance
10 ITPC-0468 Ad Astra UIC Unit Pilot (Implementation Phase 2) Student
11 ITPC-0464 Position Tracking System for Civil Service Employees Human Resources
12 ITPC-0466 HireTouch Data Acquisition Phase 2 – Custom Forms Data Human Resources
13 ITPC-0363 UAFR: FOAPAL Maintenance Web Application Finance
14 ITPC-0449 UAFR: Banner Feeder Application Finance
15 ITPC-0370 Costing Application Analysis Human Resources
16 ITPC-0447 CCFD System Enhancements Finance
17 ITPC-0453 Analysis and Implementation of iBuy data into the EDW Finance
MAND ITPC-0375 - IAM Phase 3: Business Intelligence Technology
MAND ITPC-0439 UPB: Direct Pay Application Rewrite Finance
ITPC Projects in Queue
26
Business Objects XI R4 Upgrade
ICS – Contract Management System
TEM Upgrade
Finance Reports Distribution
Online Course Catalog
IAM
Major ITPC Projects in Progress
27
28
Rumor #1
IAM is dead.
29
The reports of my death have been greatly exaggerated – IAM
IAM is in re-planning
IAM work is still being done
Once re-planning is complete, a new project schedule will be released
For all the latest information, go to web.uillinois.edu/iam
30
Month People Hours
August 40 1,834.15
September 42 1,739.45
October 39 1,886.60
From AITS’ Timekeeping system, a lot of people have been working a lot of hours on IAM.
31
Rumor #2
“I got a hot tip today that SiteMinder is going away and I shouldn't migrate to it. We migrated to it many months ago and have gotten it situated in our environment. There are a few hiccups once in a while, but we've gotten work arounds in place for those.
Is there truth in this though? Is there talk of already migrating away from SiteMinder?”
32
SiteMinder Monthly Logins
33
SiteMinder Server Migrations
34
35
36