IT Service Investment Board November 12, 2013 Agenda Welcome and - PowerPoint PPT Presentation

IT Service Investment Board November 12, 2013

Agenda  Welcome and Introductions  Strategy Board Update  Technology Recharge Fee Annual Review  FY 2015 Investment Opportunities  Portfolio Prioritization Process Follow Up  Wrap Up 2

Strategy Board Update 3

UW-I T Stra te g ic Ove rvie w DRAF T  Co nve nie nt a nd sa fe a c c e ss to info rma tio n a nd se rvic e s a c ro ss time , pla c e , d e vic e a nd Vision o rg a niza tio na l b o und a rie s  E na b le stud e nts, fa c ulty a nd sta ff to b e mo re e ffe c tive  He lp UW ma na g e risks a nd re so urc e s Mission  E nc o ura g e inno va tio n a nd c o mpe titive ne ss  Be a truste d , so ug ht-a fte r pa rtne r, pa ssio na te a b o ut using IT to impro ve the UW  Ope ra te a n e xe mpla ry o rg a niza tio n, kno wn fo r e xc e lle nc e , e ffic ie nc y, a nd inte g rity  De ve lo p stro ng stra te g ic pa rtne rships F oundation  F o ste r a c ulture o f e xplo ra tio n, sha ring , a nd d a ta -d rive n re sults  L iste n, a ntic ipa te , c o mmunic a te , e xe c ute  Clo ud , Co lla b o ra tio n, Co nsume riza tio n, Mo b ility, Pe rso na liza tio n, Big Da ta Dr ive r s Str ate gic Pro mo te De live r Goals Pro vid e Suppo rt Mo d e rnize Se c urity E ffe c tive Supe rio r Wo rld E na b le Info rma tio n a nd Se rvic e s Infra struc ture Cla ss Inno va tive & Busine ss Busine ss With Co st & T o o ls Re se a rc h T e a c hing Syste ms Co ntinuity T ra nspa re nc y Asse ssme nts & Outc ome s T e c hno lo g y Busine ss Custo me r Go ve rna nc e & Ma na g e me nt Sa tisfa c tio n De c isio n Ma king E ng a g e me nt

T ime line fo r Administra tive Applic a tio n Assumptio ns - DRAF T  One ma jo r syste m a t a time  I nc re me nta l inno va tio n a re a prio rity, e spe c ia lly in stude nt fa c ing syste ms  I nve stme nts in b usine ss pro c e ss re de sig n will le a d to b e tte r o utc o me s  Mo me ntum a nd e xpe rtise fro m syste m re pla c e me nts sho uld b e le ve ra g e d  Be tte r info rma tio n no w fo r de c isio n ma king is c ritic a l 5

Administrative Systems Replacement - DRAFT FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 HR/Payroll  Business process redesign  Replace legacy systems  Additional functionality Finance  Procure to Pay  HR/P - finance intersections  Options analysis  Business process redesign  Replace legacy systems  Additional functionality Student  MyPlan / Student self svc  Curriculum Management  Scoping & tech feasibility  Business process redesign  Student - finance intersections  Replace legacy systems Enterprise Info Mgmt  EDMS proof of concept  Enterprise integration  EDW / BI build-out Nov 2013 Significant implementation effort (Ongoing maintenance and production support not represented) Incremental modernization

I T Se rvic e I nve stme nt Bo a rd T ime line SIB Po rtfo lio SIB Po rtfo lio SIB Po rtfo lio Pro vo st Pro vo st Pro vo st Prio ritiza tio n Prio ritiza tio n Prio ritiza tio n Bud g e t Bud g e t Bud g e t Imple me nt Imple me nt Pro po sa l Pro po sa l T RF Pro po sa l T RF T RF Imple me nt Pro vo st Pro vo st T RF Appro ve d Appro ve d T RF Due Appro ve d T RF F und ing Due F und ing Due Aut Wtr Spr Sum Aut Wtr Spr Sum Aut Wtr Spr 2013 2014 2014 2014 2014 2015 2015 2015 2015 2016 2016 ST F ST F ST F ST F ST F ST F Pro po sa l F und ing Pro po sa l F und ing Pro po sa l F und ing Due Due Due  Po rtfo lio Re vie w Bo a rd (b i-we e kly) – Ma na g e d re so urc e s, a ssure pro je c ts a re o n tra c k  IT Se rvic e Ma na g e me nt Bo a rd (mo nthly) – Ma ke re c o mme nda tio ns fo r se rvic e impro ve me nts a nd disc o ntinua tio n o f se rvic e  IT Se rvic e Inve stme nt Bo a rd (SIB) (mo nthly) – Pro je c t prio ritie s, b udg e t re q ue sts, T RF  IT Stra te g y Bo a rd (3 time s pe r ye a r)– Po lic y, stra te g y, ma jo r IT inve stme nt, re vie w 7

Technology Recharge Fee Annual Review 8

TRF Review: Progress to Date Technology Recharge Fee  Successful audit of the TRF rate Advisory Committee Bill Ferris process by UW Internal Audit in UW Information Technology Co-Chair Spring 2013 Tom Sparks College of Engineering Co-Chair  Annual review and analysis by Cristi Chapman Management Accounting & Analysis David Green the Technology Recharge Fee School of Medicine Amy Floit Advisory Committee in October Office of Planning & Budgeting Jonathan Franklin School of Law  Recommendation to the Service Paul Ishizuka UW Medicine Investment Board today Linda Rose Nelson College of Arts & Sciences Paul Henderson, Ex-officio UW Medicine IT Services 9

TRF Rate for FY 2015 Cost Model Assumptions  Maintain methodology approved by Service Investment Board for FY14 & FY15  Use UW-IT FY 2014 budget as base  Maintain FY 2014 TRF funding level ‒ Use UW-IT Fund Balance to cover increase in expenditures - $2.9M  New investments from Provost are not included in calculations 10

UW-IT FY14 Budget $109M $50M Total UW-IT Budget Basic Services Self Sustaining $25.2M Basic Services - University Basic Central Supported Services, $31.2M Basic Services - TRF $3.9M $50.1M $18.9M Information Management $22.1M Classroom, Student Tech Fee Technology, & $2.2M Events, $6M 11

TRF Rate for FY 2015  TRF Committee recommendation is to maintain current TRF Rates (no change)*: FY 14 FY 15 Campus Rate $54.50 mo $54.50 mo Medical Center Rate $50.00 mo $50.00 mo *TRF rate calculation resulted in an immaterial rate change. Committee recommended maintaining existing rates. 12

Looking Ahead  Explore major changes to TRF for FY16: – Move to more transparent and simpler allocation methodology – Align with current UW-IT organization and services – Review treatment of Information Management and Classroom Technology & Events (new to UW- IT) – Review treatment of students – Review allocation of GOF/DOF  Begin in Winter/Spring 2014 13

FY 2015 Investment Opportunities 14

Should we include in the TRF?  40G Campus Network Upgrade – Increase the campus backbone network capacity to support big data research  Undergraduate Admissions Modernization – Transition the paper-intensive admissions review to an online process 15

Impact of New Investments on TRF FY 15 40 GB UGA Both Campus $54.50 $56.68 $56.98 $59.26 Med Ctrs* $50.00 $50.00 $50.00 $50.00 *Medical Centers are covered by separate networking agreement, and not impacted by 40 GB network. Medical Centers do not contribute to Information Management efforts. 16

Information Item: Included in UW-IT Provost Request FY 2015  40G Campus Network Upgrade  Undergraduate Admissions Modernization  MY Husky Experience – A technology ecosystem that promotes student engagement in co-curricular learning experiences across campus  UW Academic Explorer – Following MyPlan, additional academic planning tools 17

UW-IT Portfolio Ranking Process Follow Up 18

UW-IT Portfolio Ranking Process Outcomes  Use ranking process priorities to guide UW-IT project resource allocations when conflicts arise  Hold next phase of eFECS project* ‒ Scope a more limited project to deliver functionality not provided by future replacement systems  Hold next phase of MyFD project*  Seek funding for top two SIB priorities: 40G Network and Undergraduate Modernization *Projects have maintenance-level funding 19

Ranking Process Feedback  What worked well  Suggestions for improvement ‒ Process ‒ Project Proposals ‒ Ranking Criteria ‒ Other 20