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UCSB Milestones Poster - 2015

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Business Transformation

  • In the coming years, UCSB will need to invest many millions of dollars in enterprise technology, and associated business transformation. The annual cost for the new projects the campus has committed to is currently expected to be from $8 to $12 million.
  • This effort entails concurrently planning, managing and coordinating the design and deployment of new solutions for Financial/Payroll, Human Resources, Timekeeping, Email and Calendaring, and Service Desk, while creating the organizational infrastructure necessary to ensure successful implementation of these unprecedented enterprise projects.
  • Cross-campus advisory committees, working groups, functional subject matter experts, project teams and IT governance bodies are working together to define the future of UCSB’s business processes .
  • The impact of this transformation is being felt in every campus department; UCSB is taking this opportunity to create new partnerships among diverse IT groups, particularly as implementation of the new Federated IT Operating Model is ongoing.

New Federated IT Operating Model

  • A federated IT model creates an environment where both autonomous departmental IT units and centralized IT collaborate to meet the needs of the whole campus. Central IT and departmental IT units engage to share expertise and find synergies in order to accomplish broad IT objectives for the campus. In a federated model, departments have more influence on large-scale IT through systematic participation in governance. The campus benefits from increased standardization, cost visibility and economies of scale.
  • UCSB adopted this model to help the campus avoid isolation, redundancy, inadequate support, and unnecessary high costs and risks borne by departments in a decentralized IT environment. Federated interaction also recognizes the criticality of localized program needs, and leverages local expertise by establishing service agreements with divisional/departmental IT units as needed, and where capacity exists, to provide enterprise-level services. This approach ensures that the campus fully utilizes its existing IT resources toward common objectives.
  • Federation activities are ongoing as UCSB looks to expansion of this concept.

Core Infrastructure

  • The Computer Center & Virtualization Infrastructure Services group manages UCSB’s central data center, the North Hall Data Center (NHDC), providing colocation services for UCSB IT systems.
  • Recent accomplishments include:
    • Installed over 40 miles of communications cabling in campus buildings.
    • Deployed a new radio system to maximize efficiency of inter-jurisdictional communications in emergency situations.
    • Enhanced infrastructure of North Hall Data Center (NHDC) while continuing the intake of new and repeat customer IT systems, including systems previously located in leased spaces off campus. More than 50 campus departments now host equipment at the NHDC, ranging from single server deployments to 5 rack allocations.
    • Deployed approximately 60 video security cameras across campus.
    • Installed 93 wireless access points in 23 buildings.
    • Migrated building management systems from unsupportable legacy network equipment to standard campus networking.

PeopleSoft Financials

  • The Financial System Implementation Project is a phased implementation of a PeopleSoft product to modernize UCSB’s 45-year-old financial system, move core financial applications off the mainframe, and improve the stability and functionality of the financial system.
  • Recent accomplishments include:
    • UCSB met its Go-Live date of July 1, 2015, for the following PeopleSoft Financials modules: the General Ledger, Accounts Payable, Budget Ledger, Asset Management, and Project Costing; this represents monumental effort by UCSB’s project team and sponsors!
    • Converted 3,500,000 records from the legacy financial system to PeopleSoft.
    • Identified and tested 113 interfaces between PeopleSoft Financials and legacy systems.
    • Coordinated training sessions on PeopleSoft Financials modules attended by 25 central office and departmental business users.

Telecommunications

  • Telecommunications is responsible for the campus-wide voice network, campus-wide cable television networks, inter-building communications physical infrastructure, and campus two-way/Public Safety radio systems.
  • Recent accomplishments include:
    • Processed approximately 2.2 million outgoing calls.
    • Processed approximately 1.4 million radio transmissions.
    • Processed approximately 2,250 customer service requests.
    • Resolved 145 repairs.
    • Installed 40 miles of communications cabling in campus buildings.
    • Installed an alternative Televideo/Direct TV service saving the University Center, Intercollegiate Athletics, Exercise & Sports Studies, and Film & Media Studies approximately $50,000 annually.
    • Transitioned the Sedgwick Reserve from a commercial low speed (1.5 Mb) data service to a point-to-point wireless radio (100Mb) data service, reducing the Reserve’s annual network costs.

Electronic Timekeeping System

  • UCSB is replacing paper timesheets with an electronic timekeeping application (Kronos).
  • Employees’ time and attendance data will be gathered electronically and exported to the payroll system.
  • Recent accomplishments include:
    • The project is 66% complete, with projected deployment of all remaining UCSB departments to occur over the next 18 months.
    • Kronos currently has over 5600 users across 132 departments, and this number could potentially double once deployment of the remaining 66 (mostly academic) departments is complete.
    • Successfully upgraded UCSB from Kronos version 6.3 to version 7.0; completed Service Pack upgrade from version 7.0.3 to 7.0.7.
    • Provided 30 Electronic Timekeeping training sessions for the version 7.0 upgrade attended by 360+ payroll managers and timekeepers.

Email & Calendaring

  • Connect is UCSB’s new communication and collaboration service, designed and developed to be reliable in our diverse campus environment. Core components include e-mail and calendaring via Microsoft Exchange and Google Apps platforms, with more features planned for the future. 
  • Recent accomplishments include:
    • Developed the Connect Mailing Lists service from open-source code.
    • Conducted a business needs assessment for email and calendaring services, which included a Google Apps proof-of-concept, analysis of the Google Apps and Office365 service offerings, and detailed implementation scenarios for Office365, Google Apps, and dual-platform co-existence.
    • Successfully migrated UCSB’s Library  and Project Management Office to the Google Apps Client for email and calendaring.

Enterprise Service Desk

  • UCSB’s Enterprise Service Desk is becoming the single point of contact for technical services; it includes campus-facing and internal processes based on the Information Technology Infrastructure Library (ITIL) framework.
  • The Enterprise Service Desk organization provides multiple channels of service engagement along with a predefined catalog of services including: Service Level Agreements (SLA), Operating Level Agreements (OLA), and Underpinning Contracts (UC).
  • UCSB’s related (new) Incident Response System, ServiceNow, is also being deployed campus-wide to support enterprise IT services.  It is already in use by the Electronic Timekeeping Project as a pilot for the remaining enterprise systems.
  • Recent accomplishments include:
    • Developed a draft service catalogue that includes 11 service areas, ranging from Application Services to Web Hosting and Identity.
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