TO ERC 02 M ARCH 2011 P ROCUREMENT REPORT TO ERC 02 M ARCH 2011 E - - PowerPoint PPT Presentation

FINANCE & RESOURCES REPORT

TO ERC

02 MARCH 2011

PROCUREMENT REPORT

TO ERC

02 MARCH 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

INFORMATION SERVICES REPORT

TO ERC

02 MARCH 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

IS AGENDA ITEMS

 Development Programme Update  IS Strategy Update  Matters arising

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

2010 DEVELOPMENT PROGRAMME

Student \ staff services Infrastructure developments Network developments Security Management & Operations Planning Initiation Voice services plan Bandwidth upgrades: Mount St, Portland row, Temple bar Web server replacement Completed Application Architecture [Medium term solution] Scheduled 2011 Upgrade of staff & student Email & decouple from Luminis Data leakage prevention Upgrade of the DHCP & DNS service (PILOT) Electronic documents records management Network Access Control Power availability (UPS & batteries) Student communication Application Architecture [Short term solution] Network equipment replacement [Phase 2 – Equipment replacement] Execution Expenses Managed print Programme (PILOT) Sector collaboration Excellence in administration (Registrations) Active directory expansion – CBS Active directory expansion – Mountjoy Sq Resilient connection HEA Active directory server upgrades HEA student statistical returns Network equipment replacement [Phase 1 – Tender & audit] SS circulation machines

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

2010 DEVELOPMENT PROGRAMME

 2010 Programme will complete on time and

within budget April 2011

 Key Deliverables 2010 – Full Report June

2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUSINESS BENEFITS FROM IS WORK

PROGRAMME 2010-11

 Compliance with HEA reporting requirements  New network equipment replacement tender in place  Student print service managed by Ricoh, cost savings to DIT  Standard registrations process in place  Resilient network connection to the HEA  “One DIT” desktop service extended to Cathal Brugha St &

Mountjoy Square – cost savings in licensing/hardware, IT support

 Network upgrades to: Mount St, Temple Bar, Portland Row  Encryption service available, improved staff awareness on

information security

 Improved desktop security and Windows 7 support  Pilot project to introduce Edugate (federated access management) to

enable exchange of information between other Institutes.

BUSINESS ESSENTIAL PROJECTS FOR 2011

Projects Requested in 2011 (incl VAT) Q1 2011 Q2 2011 Q3 2011 Q4 2011 Funding required for 2011 Webcourse to managed services (Completed) €40,000 €40,000 €40,000 Upgrade to Millennium (Library system) €60,000 €20,000 €20,000 Millennium: Encore implementation €10,000 €10,000 €10,000 Millennium - staff records interface (Completed) €7,000 €0 Banner upgrade (Timing TBC) €360,000 €0 Research Information system Agresso, Core HR interface €4,000 €4,000 €4,000 Integration of Banner & Coursewise (incl academic prog data management) €24,000 €24,000 €24,000 New Institute reports (assume small selected shortlist) €24,000 €24,000 €24,000 Junior music management system €5,000 €0 €0 Migration and upgrade of all applications of alpha platform (incl TLT) €450,000 €20,000 €10,000 €30,000 Agresso 5.5 upgrade (incl. Online requisitioning) Timing TBC €280,000 €280,000 €280,000 Online payments by installments €36,000 €36,000 €36,000 CMIS application upgrade €36,000 €36,000 €36,000 Expansion of the office of the future principle in DIT €20,000 €5,000 €15,000 €20,000 Application Architecture (incl. Internal & external hosting) €570,000 €140,000 €20,000 €410,000 €570,000 Replace security infrastructure (firewall & load balancer) €80,000 €80,000 €80,000 Physical environment (DC, Wiring centre, computer rooms) €82,000 €40,000 €42,000 €82,000 Network equipment upgrade [Phase 3 - Provide for reliable & performant staff & wireless connectivity] €220,000 €160,000 €160,000 Network upgrade - [ Phase 4 - Student desktop connectivity] (subject to cross function services roadmap) €450,000 €100,000 €200,000 €150,000 €450,000 Introduction of procurement cards for small value purchasing €18,500 €18,500 €18,500 Provision of self-service machines at Bolton St and Kevin St libraries (timing TBC) €70,000 €70,000 €70,000 introduction of e-Recruit application €66,000 €66,000 €66,000 Student Email & Collaboration (commenced 2010) €50,000 €20,000 €20,000 €10,000 €50,000 Compliance with the requirements of the Office of the Data Protection Commissioner €0 Web services for incident management €0 €0 €0 Desktop services consolidation €65,000 €5,000 €30,000 €30,000 €65,000 Admissions via Campus IT TBA

NON-ESSENTIAL PROJECTS FOR 2011

Projects

Cost in 2011 Introduction of a Membership Management System in Fit2Go club €24,000 Installation of an ePortfolio system and integration with the Active Directory System €20,000 GradIrelandConnect (aka TargetConnect), Careers service – client relationship management system €3,500 Student attendance monitoring for retention €10,000 Research Student registration upgrade Minimal Introduction of a new Texting service across DIT €10,000 Replace outdated equipment in Aungier St labs and staff offices €258,496 Assess the suitability of VDI to deliver Engineering applications 15000 - 30000 White paper developments \ Common Systems Design (CSD) €30,000 €355,996

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

2011 DEVELOPMENT PROGRAMME

 Key Highlights for 2011

 ICT Strategy 2011 – 14  Office of the Future Expansion

• Paperless Meetings, Document Management

 Data Integration  Infrastructure Risk greatly mitigated  Student/Staff Collaboration Architecture  Email, calendar, shared space, social networking, etc  New Applications, Admissions, eRecruit, Expenses, etc  Cloud Computing, Shared Services, Managed Services  Student Desktop Services Plan (Technology Committee to draft).  Mobile Computing/Wireless expansion – national approach and

locally

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

IT STRATEGIC PLAN 2011-2014

Mobile computing Cloud-based services Social computing Virtualisation Political requirements Strategic objectives of

• ther Higher Education

Institutes Emerging technologies Sustain IT infrastructure Optimise business operations Make information secure Support Research ONEGOV Hunt report Circular 2/09

DIT Vision 2001-2015 DIT Strategic Objectives 2010-2012 (and 2012-2015) College/Function IT Priorities IT Strategy 2011-2014

Customer surveys Workshops

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

IT STRATEGIC PLAN 2011-2014

Learning & Teaching Research Administration

Greater availability of collaboration tools to improve workflow, communications and business processes Access to professional IT services to better understand emerging technologies and to provide support and advice Equality of service to all DIT Students with assistive IT training and support available Facilities to better promote DIT to external marketplace (showcase for DIT Research, higher ranking on search engines e.g. Google) Co-ordinated delivery of IT services across DIT Improved communication of IT services to DIT customer base Be able to respond quickly to changing needs in Learning & Teaching Greater exploitation of MIS (including shared services) to create efficiencies and facilitate reporting needs Facilitate a successful

• utcome to Organisation of

DIT / EIA

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

IT STRATEGIC THEMES

Superior Customer Experience Operational reliability Cost efficiency Process improvement Workforce resources

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

IT STRATEGIC THEMES

Superior Customer Experience Operational reliability Cost efficiency Process improvement Workforce resources Organisation of DIT Delivery of benefits to support DIT strategy Measurement of benefits that support DIT strategy Customer-centred service Compliance with legislative and reporting requirements Learning & Teaching support Research Information security and infrastructure

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

ICT STRATEGY 2011 - 2014

 Draft Strategy circulated  Next steps

 Feedback and consultation with Planning, Directors,

Technology Committee, Research, Academic Affairs, Finance, HR, and Colleges

 Review risk register  Final draft April 2011  Review April – June 2011 incorporating new DIT Strategy  June 2011 ERC & SLT for approval.

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

MATTERS ARISING

 Encryption of Laptops

 Data breach management process approved  SLT laptops to be encrypted as priority  10 DIT laptops stolen since January 2011 – 1 encrypted

 ICT Equipment Replacement Strategy

 Library & Computer Labs & Informal Space  3,126 DIT PCs for student use in 135 locations  74% of PCs in located in Aungier, Bolton and Kevin Sts  86% of students have a laptop (ECAR survey 2009)

 Managed Print Service

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

MATTERS ARISING

 IT Architecture Platform

 HEAnet & An Cheim & Supplier hosting services considered

under Application Architecture Planning.

 Registrations Project

 Report considered by EIA board 17th February.  Final report in June 2011 as part of overall programme.

 ISPMO 2010-2011 Programme

 Final report submitted in June 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

MATTERS ARISING

 Glossary of Terms – P Reardon

 Glossary of Terms to be available as screentips  HEA Student Statistical Returns – Definitions Prepared  Research – Definitions prepared.  Review and cross-referencing of Coursewise/HEA  Review with Research scheduled

BUILDINGS REPORT

TO ERC

02 MARCH 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Recurrent Grant

2010 - €4.5m

2011 – €4.1m - - 9.04%

 Energy

• € 2.2m

 Fixed Contracts

• € 550k

 Maintenance

• € 1.2m

 Other

• €150k

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Recurrent Grant

2010 - €4.5m 2011 – €4.1m - - 9.04%

 Energy

• € 2.2m

 Fixed Contracts

• € 550k

 Maintenance - € 1.2m  Other

• €150k

___________________________________________ Excludes Running Costs for:

 Bannow Road

• €100k

 Clocktower Building

• € 50k

 Additional Energy

• €400k

 Denmark St.

• € 50k
• €600k

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Procurement 2010

 Contract Framework (€0 - €500k)

8 Contractors Mini Budgetary Competition Each Project will detail Schedule of Work Longer Time

 Lifts

28 Lifts

 Procurement 2011

 Framework M&E Contractors

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Devolved Grant 2010

 Available Fund: €1.4m  Approved €400k

 Capital Works

 Tender For FOCAS Extension: €200k

 Minor Capital Works

 Available Fund €1m

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Minor Capital Works

 Fire Strategy

• €500k

 Fabric

• €500k
• €1m

 Kevin St. Lift  Chatham Row Brick Work  General Fabric

 Other

 Bannow Road - €100k  Clocktower - €500k

 Academic Requirements

 Denmark St. - €300k  CBS Second Bakery - €300k  Kevin St. Lab Refurb - €300k

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

BUILDINGS OFFICE REPORT

 Other Works

 Kevin Street Sports Centre – DoE&LG - €150k

PROPERTY & FACILITIES OFFICE REPORT

2 MARCH 2011

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

Leased & Owned Properties

Location Area m2 Lease Cost Break Date Notice (months) East Wall Road 347 €47,663 Any time 3 Lurgan Street 390 €77,550 31st Oct 2011 6 (Annual breaks) Green Street 479 €198,760 6th March 2012 6 (latest 6th Sept 2011) 23 Mountjoy Square 369 €106,140 6th June 2012 termination 68-72 Capel Street 1,608 €414,670 30th June 2012 12 (latest 30th June 2011) Temple Bar 744 €37,129 11th Nov 2012 termination Rathmines House 2,381 €650,000 31st April 2018 termination Marlborough Court 180 €55,000 1st May 2013 12 Portland Row 2,205 €390,000 1st Sept 2014 6 Chatham Row 1,014 €26,500 1st June 2018 termination Airport Business Park 630 €76,000 1st Dec 2019 termination 40-45 Mountjoy Sq. 6,645 €1,432,000 1st Sept 2021 termination Bolton Campus Review by College of Engineering & Built Environment completed

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

Large Rooms Booking – Update

Site Name Capacity

Aungier Street 2-046 106 3-067/3-068 106 4-027 141 4-068 109 4-079 106 5-034 106 Bolton Street – Main BL236 Theatre Small Kinema 108 BL259 Michael O'Donnell Theatre 316 BL281 John D Barry Theatre 138 Cathal Brugha Street Kathleen O'Sullivan Theatre 129 Kevin Street – Main 1-008 177 2-008 109 3-008 109 4-008 106 G-007 115 Mountjoy Square G6 - Lecture Theatre 104

Occupation survey conducted Mon 22nd to 26th November 2010 and Proposals

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

Proposals for Improved Usage

 Add in group sizes to one off room bookings to ensure

correct use of rooms

 Timetabling Manager to add total student numbers per

programme and year into CMIS to assist in estimating room requirements.

 Encourage use Friday afternoons as institute Meeting

time.

 Continue to encourage use of Mountjoy Square Room

G6 for events.

 Add in group sizes to one off room bookings to ensure

correct use of rooms

 Timetabling Manager to add total student numbers per

programme and year into CMIS to assist in estimating room requirements.

 Encourage use Friday afternoons as institute Meeting

time.

 Continue to encourage use of Mountjoy Square Room

G6 for events.

EXECUTIVE RESOURCES COMMITTEE: 02 MAR 2011

Improved Usage Follow Up

 Break down of remaining classrooms BST – Including Linenhall and Zhivago KST – Including Annexe, Main and Church Lane

Specialist spaces Total – 213 (lab, workshop, studio etc)

 Proposal to draw up a space and timetabling policy to coordinate space,

• ccupancy, timetabling, and building maintenance information

Size AUN BST CBS KST MARLB MNTJY SACKV RATHM TOTAL 100 Plus 6 3 1 5 1 16 70-100 3 2 1 7 50-69 16 12 2 11 3 1 45 30-49 10 15 4 14 3 9 2 1 58 16-29 10 26 1 13 1 3 6 1 61 15 or less 4 3 7