CIO Update Dave Powalyk

September 17, 2014

CIO Update - Agenda

Data Center Strategy Team Update Contracts Update

Data Breach Insurance Finance and Management Operational Principles

Data Center Strategy Team Team Co-Chairs (voting member): StoP (UB’s Director IT) Saira Hasnain CC – CIO Broome CC John Petkash SUNY – CIO Dave Powalyk Team members (voting member): Amy Berg, CIO Cortland Chris Haile, CIO UA Jon Lewit, CIO New Paltz Sue Chichester, CIO Geneseo Dennis Michaels, CIO NCCC Greg Roth, CIO FMCC Mike Notarius, CIO ITEC Business Officers Liaison (VP’s) Bill Schicking, NCCC (CCBOA) Lyle Gomes, SUBOA Shared Service Liaison Laura Stetson (Director SS)

Scope and Approach - Approach

Within each of the phases, the IBM team will work with SUNY to identify opportunities, develop and facilitate a strategy for service delivery Engagement Phase Activities and Tasks Assess Current State Profile

Business and Academic Requirements

Strategize Opportunity and Gap Identification

• Gather and review documentation, such as

Analysis

Develop Options

Plan Select Target Scenarios

• Summarize data gathered

– Plans, standards, processes, organization

– Common criteria

– Services / Applications Portfolio

– Assumptions for data not available

– Service delivery capability – Business and Technical Requirements

• Conduct up to 4 work sessions and followinterviews, as required • Develop business and technical requirements • Collect additional data as necessary • Document current state • Conduct gap analysis

• Develop a list of target state scenarios for consideration • Conduct work session to present findings, impacts and identify options

• Evaluate options against the target scenarios

Identify Initiatives and Project Definition

Develop Roadmap

• Prepare and recommended target scenarios

• Review and select options for transition planning • Finalize recommendation • Develop high-level roadmap to implement the recommended target state – Define projects, timelines and key dependencies – Prioritize and sequence into roadmap

Data Center Strategy Team Align Services with the capabilities of Service Providers Create a repeatable, reusable modeler tool to assist SUNY and the campus CIO’s Assess campus and service provider (ITEC, vendors, etc.) capabilities Define Service expectations and requirements Identify future state target strategies and scenarios

Data Center Strategy Team SERVICE Category 1

Category 2

Category 3

Category 4

Campus Capability

Campus X ITEC Vendor Campus N Campus G Campus P Campus F

Campus C Campus R Campus E

Expectations

5,8

3, 9, 2

1, 4, 6

7,10,11 ,12

Contracts Update - SPSS

Contracts Team (Our Part) • System-wide contract signed in June • Researched campus licensing to create flexible pricing alternatives • We found # of campuses that were not in license compliance • Created Webinar to communicate and education re: licensing, pricing • Campus transition into contract through June 2015 Your part: • All SPSS campus spend must go through contract • Single campus point of contact for licensing (we cannot deal directly with faculty on campuses) • Single campus transaction

Contracts Update Microsoft • Lowered pricing for all campuses • Leverage NYS agreement with specific pricing for SUNY • In place by end of month VMWare • Lowers existing spend for all campuses • Single payment to vendor • Established standard discounts for all campuses regardless of size • Allows campuses to transition over 12 months • Held three webinars to communicate to all campuses • Need to work directly with VMWare team, using SUNY pricing to ensure your campus price is lower. • Then sign a Participating License Agreement with Glenn Massey (SUNY Contracts office) and your agreed campus price • Estimating savings of $4M over 5 years

Data Breach Insurance Data Breach Insurance to cover: • PII Data Loss on all campuses (StOp’s and CC’s) • Reputational protection – not legally required, BUT • Court Claim loss for the CC’s • StOp’s are covered by NYS • More and more campuses are interested and pursuing • Since May we have research campus breaches, filled out the initial application, and verifying coverage with other State HE system • NEXT STEP – submit application for insurance coverage, report results to BO’s ans CIO’s

Finance and Management Operational Principles

These principles define the ownership and responsibilities of System Administration and the campuses as it pertains to any/all SUNY financial information and processes. The following guiding principles are documented to help guide the various working committees, campuses and System Administration through the next generation of financial applications.

Finance and Management Operational Principles SUNY System Administration will: Be the sole entity that defines and implements financial business policies. House the financial ‘book of record’ for the State University of New York (SUNY) Be the sole entity that creates and distributes official financial statements on behalf of the State University of New York. Ensure all state and federal financial laws, policies and procedures are adhered to. Be the sole gateway for the exchange of data to any/all state and federal agencies. Act on behalf of the State University of New York when meeting with state and federal agencies to define, change and/or eliminate business policies and procedures.

Finance and Management Operational Principles

SUNY System Administration will: Ensure all financial information is in balance and reconciled with the Office of the State Comptroller (OSC). Ensure all budgetary information both at the system level and at the campus level meets the Department of Budget (DOB) policies and procedures. Be the sole distributor of allocations provided to SUNY by DOB. Provide university-wide applications and technologies that will assist the campuses in meeting their day-to-day operational and analytical needs. Reduce duplication of data by driving data standardization across functional areas, offices, systems and processes.

Finance and Management Operational Principles

If campuses choose to not implement the centralized SUNY application(s), the campuses will be responsible for: Ensuring all SUNY and State business rules are in place prior to forwarding financial transaction to SUNY’s University-Wide applications for processing. Funding the development of all required interfaces and reconciliations to the SUNY’s UWide application(s). All interfaces are required to be done in a standard automated fashion defined by System Administration.

Sending all detailed transactions to the associated SUNY Central application(s) in a realtime manor. Reconciling the campus financial transactions to the official book of record housed at SUNY System Administration.