Office of Information Technology OIT

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Office of Information TechnologyOIT

• Auxiliary Controllers Council
• June 11, 2008
• Clyde Morrell Britt Pearson

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OIT Formed in 1998

• University Computing Services
• Telephone Services
• Media Services

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Computer Services

• Provided mainframe (IBM 360) computing
  environment, billed based on capacity usage
• Supported Computer Associates and Informix
  databases and development tools used by
  decentralized programming staffs
• Located on Talmage Building main floor, loosely
  secured behind glass windows, locked doors
• Limited programming support for campus units with
  no programming staff
• Campus network (coaxial cable, etc.)

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Telecommunication Services

• Analog (ROLM) telephone service to all campus
  units, including Campus Housing students, for
  basic and long-distance phone service
• Provided and billed local and long-distance
  service, based on ATT rate structure
• Home-grown telephone call capture and billing
  system (TIMS)

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Media Services

• Provided classroom media support (overhead
  projectors screens, movie projectors, film
  library, sound systems, theater lighting, etc.)
• Maintained, repaired and delivered electronic
  media equipment and presentations to requested
  classrooms and other locations
• Homegrown costing/billing system (PROJ)

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Centralization of Administrative Development Staff

• 1999 Administrative Mandate
• Financial Computer Support
• Student Computing Services Support
• SAS Computing Support
• Some administrative units remained independent
• Harold B. Lee Library
• Continuing Education
• Physical Facilities

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Church Data Center - Provo

• BYU needed hardened, secured space, adequate air
  cooling and continuous power to support computer
  operations
• Church requested that BYU expand the Data Center
  design to accommodate the Churchs data
  processing operations (except Family History)
• Resulting Church Data Center Provo was
  dedicated in 2003

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Rapidly Changing World of IT

• Efficiencies of distributed equipment vs.
  mainframe environment, local printing
• Personal computers, powerful software (VisiCalc,
  Lotus 1-2-3, WordPerfect, etc.)
• Student computing labs
• E-mail and other collaborative software
• High-speed fiber-optic networks
• Miniaturized servers, mass storage, etc.

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And the Revolution Continues

• Commercial ERP systems
• VHS, DVD, Digital Audio Recordings
• Cell phones, competitive long-distance
• Internet
• IP Telephony
• Virtual servers
• Virtual data centers
• Digital/IP Television
• Service-oriented architecture, reusable objects

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Whats Next?

• Who knows? Heres what were seeing
• Ubiquitous global network?
• Ubiquitous campus wireless network?
• More powerful networked hand-held devices
• Virtual keyboards, thin desktop devices?
• PC services provided from virtual data centers?
• But it will probably be here before we get the
  2009 Resource Planning decisions made, approved
  and funded next January!

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OIT Governance

• Kelly Flanagan (VP-Technology CIO)
• OIT, Print Mail Services, Super Computing
• Kelly McDonald (Associate VP-Technology OIT)
• Development Priorities are Resource-Planned and
  approved by the Information Technology Priorities
  Committee (ITPC -- all BYU Vice Presidents)

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Campus Locations

• OIT Management, Architects Service Desks
• McDonald Building (old Health Center)
• Classroom Support, Installers Service Center,
  Project Managers, Software Distrib.
• Fletcher Building
• Engineers
• B-77 (old Provo Trade Tech/UVSC building)
• Technology Training
• JKB South wing
• Data Center Riverwoods

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OIT Finance Paradigm

• Three fundamental accounting/reporting
  requirements
• Traditional financial accounting as a service
  auxiliary standard chart of accounts, operating
  units for org chart (PeopleSoft
  15xxxxxx-operating units)
• Pinnacle work order (time materials) costing
  system (source of billed revenue/cost
  reallocations)
• Service/Product Profitability and Project Cost
  Accounting using Pinnacle Cost Accounting
  Billing System (more PeopleSoft 15xxxxxx- and
  Cxxxxxxx-operating units)

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Financial Accounting as a Service Auxiliary
(15-operating units)

• Revenues
• Appropriations for maintenance of fundamental
  campus systems (in-house developed and purchased
  systems, classroom support, etc.)
• Sales of Services
• Campus Units discretionary services (telephone,
  network jacks, premium e-mail, campus-funded
  organization projects services, etc.)
• Church Units (Church Data Center, Global Service
  Center)
• Expenses
• Standard accounts 5xxx thru 8xxx (primarily
  personnel salaries benefits -- 80 other
  operating costs)

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Pinnacle Work Order Accounting

• (Telephone) Billing System one-time and
  recurring monthly charges
• Work Order Cost Accumulation
• Efforts (billable hours) x Department Billing
  Rates (installers, engineers, project managers,
  etc.) budgeted to break-even
• Inventory management costing
• Direct expenses (consultants, purchases)
• Reallocation to services/products projects

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Project Costing (C-Operating Units)

• Resource Planning-approved projects for new
  services and products
• Campus unit sponsored projects
• Church-funded technology infrastructure
  replacements and improvements (ITI) patterned
  after CNA
• Church-funded campus-wide projects (ITD)
• Church-funded purchased software maintenance
  (ITS)

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Service Product Profitability/ Cost Accounting

• Pinnacle Cost Accounting Billing for revenues
  and cost allocations
• Time-keeping for all billable service providers
  (developers, operations customer services)
• Inventory, other direct costs
• Technology costs (database, software, etc.) via
  intermediate 15- accounts and usage calculations
• Use intra-division sales/purchases accounts to
  reallocate natural costs to other 15-technology,
  service/product and C-project operating units

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Service Product Profitability/ Cost Accounting
(continued)

• Revenue budgets billings OIT funding,
  Resource-Planned sponsors
• Allocated costs from OIT operating units and
  direct project costs (purchased software,
  consultant fees, etc.)
• Project costs are capitalized and depreciated
  under Financial Services policies and procedures

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Do You Need An IT Project?

• Define your needs work with us on solutions
  (Enterprise Account Managers)
• Sell the need to your Vice President! Each VP
  prioritizes his/her proposed projects
• ITPC (Vice Presidents) prioritize for campus
• OIT architects design, estimate efforts other
  costs
• Funding requested from Church, OIT
  appropriations, sponsoring VPs
• OIT calendars based on Resource Planning
  priorities and available skills
• Outside resources may be considered ()