UAAITSC ELT Monthly Update for February, 2014 3
University Academic and Administrative Information Technology Steering Committee
Monthly Update for February, 2014
I. New IT Investment Proposals
1. CBORD CS Building Access Control System
Sponsor: John Venutti, VCU Police Chief
Description: VCU’s current building access control solution exposes the University to security risks and faces expensive equipment end-of-life replacement cost. This Proposal is to procure and implement the integrated and automated CBORD CS Access building control and management system.
Schedule: Thirteen months (March 2014 – April 2015)
Resources: UCC Staff (1) – Server installation
Network Services (4) – 2 Network Engineers (hardware & network), Installer, and Contractor Supervisor
VCU Police (3) – 1 Project Coordinator, 2 Project Assistants
VCU Housing (2) – Coordination of access assignments & schedules
Building Managers (?) – Coordination of access assignments & schedules
VCUCard (4) – Manager, 2 Equipment Techs, 2 System Administrators
Audience: VCU faculty, staff, students and visitors
Benefits: Reduce risk through automated data exchange with VCUCard
Enhance security and cecrease manual processing
Overall improvements in customer service to faculty, staff, visitors
(NOTE – only buildings with existing access controls are included, approximately 80% of all VCU campus facilities)
5-Year Cost: $2,321,445 initial cost
$81,214 per year operational cost
Funded: Yes
Recommendation: APPROVE
2. Internet Upgrade
Sponsor: Alex Henson, Chief Information Officer
Description: VCU currently receives an aggregate Internet bandwidth of 5 Gbs from two carriers. This project will increase the aggregate bandwidth to 7 Gbs. Additionally, the license file for the Procera traffic shaping appliances will be upgraded to cover the increased bandwidth and the allocation to ResNet increased from 2 Gbs to 3 Gbs.
Schedule: May 2014 – July 2014
Resources: Project Manager
Network Engineer
Audience: All members of the University Community who utilize the Internet via a VCU network connection.
Benefits: A 40% increase in the bandwidth available for Intenet traffic, and a 33% increase in bandwidth to the residence halls.
5-Year Cost: $370,000 per year ($62,000 increase over current cost)
Funded: Yes
Recommendation: APPROVE
3. Network Equipment End-Of-Life Refresh
Sponsor: Alex Henson, Chief Information Officer
Description: This project will replace approximately 80 network switches reaching EoL in FY15. Expanding on the work completed with the Gig to Building project, the new switch models will provide gigabit Ethernet connections to the desktop.
Schedule: One year (July 2014 – June 2015)
Resources: Project Manager
Network Engineer
Audience: All members of the University Community who utilize a VCU network
Benefits: Improved network reliability and access speed
5-Year Cost: $294,400 one-time (a contingency amount of 10% of the value of the switches is included to address sub-standard wiring that may be encountered)
Funded: Yes
Recommendation: APPROVE
4. Sanger Hall Network Upgrade
Sponsor: Alex Henson, Chief Information Officer
Description: This project will install fiber to supplement the existing riser, allowing us to move from a floor distribution switch topology to a building distribution switch model, thus eliminating one switch hop and bringing the building back into compliance with standards. If alternative space can be found, the main distribution point will be relocated from the B3 level. Additionally, approximately 60 switches will be replaced to address the issue of the imminent end of manufacturer support.
Schedule: Six months (May 2014 - November 2014)
Resources: Four total – (1) Project Manager
(1) Construction Supervisor
(2) Network Engineers
Audience: All University community members who utilize the network in Sanger Hall (note - the current out of standards topology induces a measureable amount of jitter and latency to network traffic to and from Sanger Hall, resulting in higher error and re-transmission rates. While this is not noticeable by end users under current utilization, it could become apparent as network speeds and utilization increases.)
Benefits: Improved network reliability and access speed
5-Year Cost: $350,000 one-time
Funded: Yes
Recommendation: APPROVE
5. PrivateNet Network Refresh
Sponsor: Alex Henson, Chief Information Officer
Description: PrivateNet supports VCUCard point of sale terminals and other financial transactions. Some network components of PrivateNet are aging and are at increasing risk of equipment failure. This project will replace approximately 40 network switches reaching EoL in FY15. The bulk of those switches will be replaced with newer model switches that have been removed from service during renovations; the replacement switches are limited to 100Mbs ports (plenty for PrivateNet applications) but are still under manufacturer support until 2019.
Schedule: Five months (May 2014 – September 2014)
Resources: Project Manager
Network Engineer
Audience: All members of the University Community who utilize the PrivateNet network
Benefits: Improved network reliability and access speed
5-Year Cost: $72,500 one-time (note - utilizing the used switches reduces project cost by $95,000)
Funded: Yes
Recommendation: APPROVE
Infrastructure and Operations Portfolio
1. Telephone Equipment and Billing System / Technology Services / $225,000/ Y
$28,000 yearly / Primary operations system for Telecommunications office / Replace current system (Pinnacle) losing vendor support
2. LANDesk Customer
Management System /
Technology Services / $150,000/ Y
$120,000 yearly / Improved user experience, elimination of duplicative solutions, integration with current software suite / Replace current system (Remedy), savings to partially fund new system
3. Move Blackboard LMS to hosted solution / Technology Services / $318,000 Y / Eliminate hardware costs and reduce staff time to support / Move Blackboard from VCU-supported platform to vendor-supported
4. Point-Of-Sale System
for Technology Store /
Business Services / $17,250 initial/ Y
$2,000 yearly / Support sales and administrative activities of new technology retail outlet / Business Services to implement the LightSpeed POS system
5. QRadar Security Incident Monitoring System / Technology Services / $118,000 initial/ Y
$23,600 yearly / Improve monitoring of risks and vulnerabilities that affect VCU’s information technology assets, and provide better data to aide decisions regarding those risks / Information Security Office to procure additional components and upgrade QRadar
6. Serve and Storage Architecture for MOOCs / Learning Innovation and Student Success / $18,000 initial/ Y
$18,000 yearly / Model and showcase distinctive, high-engagement online learning that leads to deep learning / Implement the WordPress Course Site and build an online learning community for MOOCs beginning in Summer 2014
7. RedCap Survey Tool Support / Center for Clinical and Translational Research / $100,000 yearly N
(salary + benefits) / Improved service to all users of RedCap survey software / Request to add staff (1) required to fully support RedCap survey tool
8. e911 System / Telecommunications / $131,400 Y / Provide number and location data for all 911 calls / Replace existing system losing vendor support
PORTFOLIO COST
In Queue
/ $1,077,650 initial$291,600 yearly / NOTE – RedCap support funding is not identified
1. PARCS Parking Access and Control System / Parking&Transportation / $2.5 - $3 Y
Million
(TBD by RFP) / Enhance customer service, security, and financial position of parking system (eliminate $5 Mil subsidy from University Fee) / Procure and implement an integrated access control, automated revenue, and enterprise management system
Business Process Automation and Improvement Portfolio
Project/Sponsor1. Grants Management System/Office of Research Administration / Cost Funded
$670,000 / Y
$35,000 yearly / Benefits
Improve grant submission and award management processes / Description
Implement Click Commerce system
2. Animal Resources System / ORA / $437,000 / Y
$20,000 yearly / Improved functionality in animal resource management / Implement Click Commerce system
3. Time and Attendance System / Human Resources / $262,000 / Y
$26,900 yearly / Automated attendance and leave recording; improve FLSA compliance / Implement TimeClock Plus system
4. ImageNow site license/ Technology Services / $399,500 / Y
$72,000 yearly / Remove funding barrier for schools and departments; leverage functionality / Convert per user license to site license
5. Hobsons Apply Yourself / Strategic Enrollment Mgmt / $100,000 + / Y
$25,000 yearly / Improve graduate application process / Purchase off State contract, configure and implement hosted solution
6. Visa Management System / Global Education Office / $60,000 / Y
$10,000 yearly / Automate reporting of student/staff/faculty visa information to SEVIS / Implement the Sunapsis system from Indiana University
7. Career Services Technology Platform / University Career Center / $125,000 Y / Improve ability for students to perform job searches / Partner with School of Business and School of Engineering to procure hosted solution
8. VIRTIFY Clinical Trial Registration and Results System / $65,000 Y / Improve required reporting to ClinicalTrials.gov; ensure compliance with FDAAA / Purchase and implement VIRTIFY’s Clinical Trial Registration and Results System
8. Course Evaluation / Center for Teaching Excellence
PORTFOLIO COST / $90,000 / Y
$18,500 yearly
$2,208,500 initial
$207,400 yearly / Improved instrument, more student data / Implement the eXplorance Blue system
IN QUEUE
1. Customer Relationship Management System / Development & Alumni Relations / $2.5 – 3 million Y / Improve communications management to support fundraising and alumni relations / Issue an RFP to replace current Mellinum CRM system
2. Curriculum Vitae Builder / School of Medicine / $50,000 (estimate) Y / Consistent format
User friendly
Eliminate redundant data entry
Online updates / Develop a system to automate the production of CVs for School of Medicine faculty and staff
Innovation Portfolio
Project / Cost Funded / Benefits / Description1. Research Opportunity and Application System / Center for High Performance Computing / $60,000 / Provide researchers ability to post research opportunities and students to apply for them / Quest for Distinction funded project to be developed by Nihar Sheth
2. Preterm Birth Prevention / School of Medicine / $50,000 Y / Provide research data - Collection of demographic information; program
related information;
Tracking returning subjects; information browsed by subjects / This health literacy project will place computers in 5 resource centers throughout Richmond’s East end.
3. Predictive Crime Analysis / VCU Police Department
PORTFOLIO COST / $9,000 / year Y
$119,000 initial
$9,000 / year / Tracking crime by time and location will facilitate better utilization of VCU PD resources. / Purchase a license for PredPol, the same system used by Richmond PD.
Non-Discretionary Portfolio
Project / Cost Funded / Benefits / Description1. Security Camera Upgrade / VCU Police
PORTFOLIO COST / $ 1,200,000 Y
$1,200,000 / Upgrade existing cameras and install 300 additional ones / Improve surveillance and the ability to identify suspects
Initial Cost Yearly Operational Cost
TOTAL FOR ALL PORTFOLIOS $4,605,150 $508,000
Other Information/Issues for ELT:
The UAAITSC does not have a representative from the Council of Deans.