OPERATIONAL INFORMATION TECHNOLOGY COMMITTEE (OIT)
Meeting Notes
February 24, 2016
3:00 – 4:00 pm
FAC 228D
- Zero-Based Budget – Growth and Retirement Opportunities in Customer Support Services (Susan Roy)
Susan Roy gave an update on the Growth and Retirement Opportunities in Customer Support Services. A lot of discovery and reconciliation is occurring in regard to the portfolio. Implementation improvements are in progress for the service center billing. There are plans to combine ATS and MITS into a central option for campus.
Q: How are the savings calculated?
A: We received a discount from Dell in addition to the original purchase price relative was.
Q: This is not included in next year’s budget cycle?
No, no it would not be included for that cycle. However, we will be planning during this fiscal year.
Q: Does your plan involve rate changes soon?
A: Potentially, right now we don’t really know what the cost is and the fair price to charge campus. This would be something planned for the future like 2017 or 2018. No rate increases will take place during this fiscal year.
Q: Those receiving MITS right now, will there be changes right now?
A: No, not right now and for a while. This fiscal year, we will be looking at the costs and potential rate before implementing changes.
Q: What kind of input would the customers have into this process?
A: We are still building the project schedule. Our intent is to review it with each of our customers. We are coming up with an approach and will be collecting feedback along the way. It’ll start with a recommendation and then we’ll start from there.
Q: What’s the problem we’re trying to fix here?
A: We are supporting different colleges and schools on campus. Where the lines have blurred for us is essence when shared services was formed, we were asked not to extend our services. We are trying to stay as we are. We either need to break that mold or do something to combine forces to provide one centralized services for campus. One central number whether you’re ATS or MITS. The people providing the support and the quality of the support should go up.
Will the level of service we’re used to diminish?
We should not implement any model that will be detrimental to service delivery. At the end of the day, we should provide better service delivery so unless we can bring that forward, I would agree that there is no reason to combine the teams. We must make a decision of what is the charter for ATS and what is the charter for MITS.
ID Center: Toofer will replace Duo – ID center will face some changes. Planning on merging 1 big desk in FAC up to 10 dual- purpose stations during big enrollments.
We’re working a lot with ASMP for sustainment model. We’re looking on how to provide more student services from a student’s standpoint. Footprints will be replaced. Service Now implementation.
- Strategic IT Accountability Board Meeting – Update (Brad Englert)
Brad was unable to attend the meeting.
- Administrative Systems Modernization Program - Update (Renee Wallace)
A Go Live Readiness handout was passed out. Currently monitoring the implementations from three main areas: project, product, and campus. Continuing to march towards the January 2017 Go Live date. There is a checkpoint coming up in March. The December and January dates are important milestones because it will indicate the completed conversion into tenant. This is critical because it’s really complicated and the environment of end to end testing will be established.
On the product, Workday has two major updates per year. One is in March and one is in September. With the current goal of January, only 27/41 problems will be addressed. Analysis needs to take place about possible delays until June.
There is an interdepartmental transfer process however; it is not a good process right now. There needs to be a better tool to manage this. Most of the gaps are not conducive to high volumes that will be present. Currently looking for ways to ensure that everything can handle high volumes.
Q: Are we consulting? We’re not hiring current staff?
A: Yes, we want to provide some support and consultations.
- VoIP Cost Savings – Update (William Green)
Item was bumped to the next meeting.
- Network Task Force – Charter (William Green)
Item was bumped to the next meeting.
No meeting in March.