CIO Update

SUBOA November 2014 Dave Powalyk

Agenda

• Agenda – SUNY-Wide IT Agreements • Participating Institution Agreement (PIA)

– Data Center Strategy Team Update

SUNY IT Contracts SUNY-Wide Contracts - VMWare - 53 campuses have signed a PIA - Now moving to RFQ under NYS ELA - T&C’s existing NYS contract - Pricing specific to SUNY - Microsoft - 52 campuses – Total $4.3M - SPSS - FY 14/15, we have enough campus participation to cover the contract costs - Breach Insurance

SUNY Contracts

Community College use of SUNY-Wide Contracts • Participating Institution Agreement (PIA) – Binding Agreement between SUNY, the Community College and the Vendor – Requires contract signatory for your institution – Financial commitment for the length of PIA (Contract period) – Is there a better way ?

• ITEC and SICAS Annual Service charges – Same contract approach necessary ? – Other options ?

Data Center Strategy Team Update • The SUNY Data Center Strategy Team (DCST) represented the needs and decision making process from eight (8) cross-sector campuses and two (2) University-wide entities, reps from CCBOA and SUBOA, and an IBM team to facilitate process • The DCST selected twelve (12) services for the Proof of Concept that represented a cross-section sampling of the SUNY services portfolio (Service examples: Student email, LMS) • The DCST members were engaged and contributed throughout the project. Activities included: •

completed profile assessments and ratings for both providers and services

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participated in workshops, web conferences and conference calls

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collaborated among the SUNY and IBM teams

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Share ideas and suggestions needed to customize the SUNY campus distinctions

Engagement Approach

The approach focused on a sample set of SUNY campuses, entities and services In-Scope Service Faculty/Staff E-mail Student E-mail Learning Management Systems (LMS) Academic Software Delivery (ASD) Asset Management (AM) Customer Relationship Management (CRM) Desktop Computer Management (DCM) Dorm & Housing Systems (DHS) Building Facilities Systems (BFS) Identity & Directory Management (IDM) Curriculum & Catalog Mgmt Systems (CCMS) Tutoring & Scheduling Video Streaming

Campus

Definition of Service, Feature/Function This is e-mail only, not a full collaboration suite, delivered to faculty and staff

University at Albany

This is e-mail only, not a full collaboration suite, delivered to students

Broome Community College

Big solutions, like Blackboard, Moodle, Angel, etc. Enterprise, not small individual tools. Delivery of e-learning courses or training programs Any enteprrise approach to provide S/W in support of academic purposes. Content delivered from a centralized server/service, of S/W licensed for concurrent use and/or enterprise wide. Not PC-based, ghosting, etc (centralized, federated, or independent) solutions to inventory, monitor, manage any campus asset (IT, physical plant, property control, etc), for assets that exceeds $5000 or is at risk for "loss". Any solution (COTS or home grown) supporting all aspects of CRM, such as potential students, vendors, alumini relations, etc. Eg: Salesforce, etc. Tools used to inventory, monitor and manage Faculty/Staff managed desktops and lab systems

University at Buffalo

State University of New York at Cortland

Fulton-Montgomery Community College State University College at Geneseo

systems that provide functionality related to the occupancy and availability of dorm facilities

State University College at New Paltz

access control systems as well as building monitoring and control systems (fire, security, video/cameras, etc). Also, energy, heating/air, electrical, lighting, etc. Environmental and life safety. All the tools that provide creation and management of credentials and the control of acccess (possibly role specific) to campus assets (IT, building). Entitlement mgmt may be included. inventory, track and SoR for the support of the registeration process. auditing/requirements for degrees.

Niagara County Community College

U-wide Entities

delivery of academic support services

Information Technology Exchange Center (ITEC)

streaming media services, both local and thru the cloud. Streaming content that is owned and/or created by SUNY and delivered with the support of IT

Office of Information Technology (OIT) Services

External IaaS IBM and SUNY Confidential External SaaS

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Data Center Strategy Team Update • GOAL: to develop a methodology that can be used to align services and providers: – Based upon defined service requirements / expectations – Apply consistent criteria (profiles) – Assess the capabilities of the campus and/or alternate provider (ITEC, OIT, vendor, etc.) TO: – Create a repeatable, reusable modeler tool to assist SUNY and the campus CIO’s – Align Services with the capabilities of the Service Providers – Identify future state target strategies and scenarios

Provider /Service Categorization Conceptual Diagram Category 1

Category 2

Category 3

Category 4

Campus ITEC Vendor Campus N Campus G Campus P Campus F

Campus C Campus R Campus E

HIGH

S E R V I C E

E X P E C T A T I O N S

LOW

Service Requirements

Each “service” was scored based on a set of requirement / expectations using questions falling under these headings • • • • • • •

Staffing Availability Disaster Recovery Business Impact Performance Standards Other

IBM and SUNY Confidential

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Provider Capabilities

The modeler used weighted criteria based on industry heuristics to rate “providers” according to these capabilities • DC Services Support Hours & Response Time • Staffing Levels • Level 2/3 Support Skill Levels • Monitoring & Dashboard • Disaster Recovery • DC Facility • Security

• • • • • • •

Relationship to Customer Standards and Governance Change Management Incident Management Problem Management Test/QA Lifecycle Infrastructure growth headroom

IBM and SUNY Confidential

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Provider Capabilities

Each provider was self-rated based on a common set of industry standard criteria to arrive at a provider score • Providers fell into one of four tiered categories based on their score • Categories were determined based on scoring levels and the IBM reference profiles that were SUNY customized for each of the categories • Each category represents, on average, a progressively more robust hosting environment, although each provider may excel or lag in one or more of the discrete capabilities within their category • Provider scores are a snapshot in time, and may improve or degrade over time based on changes in capabilities – providers should be scored at least periodically to determine changes in capabilities • Criteria for each category should be reviewed periodically to evaluate relevance, weighting and currency • The score should not be construed as a “grade”. It does not reflect on the performance, or suggest there is a gap between a provider’s ability and a campus’ need IBM and SUNY Confidential

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In Summary • The modeling tool is intended to identify capable and “willing” potential service providers • The tool is intended to find our collective strengths based on capability and collective weaknesses based on risk and expectations • To identify pockets of common needs that we can join together in acquisitions and implementations • To understand opportunities for service delivery and your campus’: – Associated Risk factors – Capabilities versus the decisions made – And, determine where adjustments may be necessary

DCST – Next Steps

• First phase completed by December 15th • Share specifics with all CIO’s • Expanding the data beyond the initial 10 SUNY participating entities in Q1 2015 • Articulate commonalities and broader opportunities for efficiencies • Develop and coordinate the delivery of services

Key Findings and Conclusions

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Visual Guide to the SUNY Service/Provider Modeler Tool

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Data Files The DATA file has two types of data you need to complete. PROVIDER PROFILE There are 18 questions in the PROVIDER tab in Column I. Answer every one with a rating between 1 and 5. Half increments like 2.5 are allowed. See the README tab for important information. This should remain as Tab #2.

Profile Questions

Level Descriptions (1-5)

Your Answers

SERVICE PROFILES Copy (but don’t remove) the SERVICE TEMPLATE tab. Fill out one tab for each service. There are 17 questions in Column G. The example above shows a campus that has profiled 5 services. You can profile as many services as you like. Name the tab with the service ID from the SUNY catalog of standard service names. The service profiles must start as Tab #4. FILE NAME Save this DATA file with the name of your institution. Such as Albany.xlsx. Send this to your SUNY point of contact as you make updates.

IBM and SUNY Confidential

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Key Findings and Conclusions

Visual Guide to the SUNY Service/Provider Modeler Tool

RUNNING THE TOOL

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Running the Tool – STEP #2 (OUTPUT) After clicking on the STEP #2 button, it will perform the analysis to map the selected provider to the best fit category. This uses the three “threshold” values you set at the beginning. The idea here is that if your campus doesn’t meet the SUNY standard for a category, you get a “demerit” that is based on how far you are below the standard, and the weight for that capability. If you are within the GREEN threshold value (97% default) you’ll see a green value. If you are within the BLUE threshold (80%) it’ll show up as blue. And more than that shows up as RED. If your overall rating adds up to more than the threshold value for demerits, you don’t qualify as that category. In this case, the threshold is a “9”, so Cortland did not qualify as a CAT 3.

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You can see there was only one serious gap (DR) and four minor gaps that kept them out of the CAT 3 rating. Click the dialogue to continue the tool IBM and SUNY Confidential

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Key Findings and Conclusions

RUNNING THE TOOL

Visual Guide to the SUNY Service/Provider Modeler Tool

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EXAMPLE ONLY

EXAMPLE ONLY

Running the Tool – STEP #3 (OUTPUT) There is a wealth of data on this screen. Essentially, it maps the MEDIAN (typical SUNY wide view of) service needs (for the selected service) against the four SUNY standard provider profiles to see which are valid fits, using the threshold and demerit system. It also compares the service to the selected provider’s capabilities. In this case, the service (CRM) can be hosted locally at Cortland, or in a CAT 3 or better provider. The RED and BLUE tell you where you would be at risk if you were to place it in a less capable provider. IBM and SUNY Confidential

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Key Findings and Conclusions

Visual Guide to the SUNY Service/Provider Modeler Tool

RUNNING THE TOOL

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Running the Tool – STEP #3 (OUTPUT) There is a companion TAB called MEDIAN-PUNCHLIST, which gives you a punch list of the demerit areas for the viable providers. Remember that we allow a provider that falls within the threshold value. Meaning that the provider may have a few gaps that don’t quite meet the needs of the service. This Tab explains what those are. DRAFT

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