University of Illinois

December 6, 2013

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ACCC/CITES/ITS/AITS

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AITS

ACCC – UIC

ITS – UIS

CITES – UIUC

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Supporting University Mission

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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

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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

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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

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Ongoing Performance Measurement

AITS Strategic Plan

AITS Annual Progress Report

AITS Annual Metrics Report

ITPC Annual Report

ITPC/BPI Post-Project Reviews

Measuring Performance

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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

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Completed Activities

Ongoing Activities

What’s New

Operational Performance

Training Activities

Deployment/Rollout Activities

AITS Monthly Report

http://illinois.edu/emailer/newsletter/43986.html10

AITS Website Redesign

www.aits.uillinois.edu11

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

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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

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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

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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)

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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)

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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:

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Banner: Ellucian Roadmap Overview

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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

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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

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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

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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

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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

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Business Objects XI R4 Upgrade

ICS – Contract Management System

TEM Upgrade

Finance Reports Distribution

Online Course Catalog

IAM

Major ITPC Projects in Progress

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Rumor #1

IAM is dead.

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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

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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.

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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?”

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SiteMinder Monthly Logins

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SiteMinder Server Migrations

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