Budget Forum

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Budget Forum
American University

• November 15, 2006
• 900 1100am
• SIS Lounge

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Agenda Items

• Information Technology Enterprise Systems
  Overview Kamalika Sandell, Director of
  Enterprise Systems
• IT Application Security Policy Sean
  Stockburger, Manager of Helpdesk
• FY2008-9 Budget Development Process
• New Policies Forthcoming
• Questions

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IT Enterprise Systems - Mission

• To provide a comprehensive, integrated set of
  technology solutions that will enable American
  University to transform and improve the way we
  conduct business, provide customer service, and
  support staff and academic functions
• To provide vision and leadership in utilizing
  information technology to support the goals and
  strategic direction of the university
• To manage the universitys systems securely,
  efficiently and effectively, thereby enhancing
  the reliance on information technology to
  generate data, support staff and academic
  functions, communicate with colleagues, and
  facilitate the creation of knowledge

Office of Information Technology
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Scope of IT Enterprise Systems
Transaction Processing Systems
Data Management, Analytical Tools
Web and On-line Applications
Office of Information Technology
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Key Opportunities

• Developing a set of key metrics to measure
  success and report progress
• Defining a target roadmap for IT systems that
  aligns with strategic direction of the
  institution
• Instituting portfolio management processes to
  manage the IT systems portfolio and priorities
• Striking an appropriate balance between the
  amount of time spent maintaining existing
  solutions vs. time remaining to promote/ develop
  new capabilities and/or applications
• Maintaining a global perspective given the
  breadth of integration, dependency and shared
  data
• Creating shared ownership and accountability for
  projects
• Breaking away from silo mentality to ensure
  broader representation of institutional interests
  are considered
• Developing strategic partnerships with key
  vendors and service providers
• Requirements management, managing scope creep and
  managing change effectively

Office of Information Technology
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University Enterprise Systems Project Team

• The University Enterprise Systems Project Team is
  intended to be a resource to help address,
  refine, research and promote the use of
  Enterprise Systems as a strategic information
  management practice throughout the University
• The Project Team will
• Make recommendations and provide advice with
  respect to policy, procedures and standards
  related to the maintenance and update of
  Enterprise IT systems
• Review all operating unit IT systems and provide
  recommendations to the university
• Recommend IT technologies that will serve as
  foundations for department wide systems
• Identify improved IT practices and promote their
  adoption throughout the institution
• Share experiences, ideas and promising practices
  among the community at large

Office of Information Technology
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Colleague Release 18 - Overview

• Whats new in R18?
• Almost all changes are behind the scenes
• New architecture will enable Datatel to adapt new
  technologies more rapidly
• Data base independence
• Major improvements in distributing and installing
  software updates
• Why implement R18?
• Datatel will no longer support Release 17 after
  August 2007
• No regulatory updates (Financial Aid, W-2, 1099,
  1098, etc.)

Office of Information Technology
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Colleague Release 18 - Overview

• Why is the conversion so complex?
• Our implementation of Colleague is heavily
  customized
• All computed columns (i-descriptors) and
  subroutines that are accessed by Colleague must
  be written in Envision
• 3,312 computed columns
• 247 subroutines
• Enterprise Systems staff had minimal experience
  with Envision
• Some Envision coding practices that were
  acceptable in R17 will not work in R18

Office of Information Technology
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Colleague Release 18 - Status

• Completed Tasks
• Implemented UI to replace wIntegrate
• Trained Enterprise Systems staff in Envision
• Installed R18
• Converted computed columns to Envision in R17
• Converted subroutines to Envision in R17
• Remaining Tasks
• Migrate all computed columns and subroutines to
  R18
• Migrate custom processes and forms to R18
• Apply customizations to Datatel delivered
  processes
• Test everything

Office of Information Technology
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Colleague Release 18 - Timeline

• Now January 2007
• Migrate all customized code to R18 and unit test
• Develop test plans
• February March 2007
• Integration testing by Enterprise Systems Group
• April May 2007
• User acceptance testing
• June 2007
• Implementation preparation
• Early July 2007
• Live on R18

Office of Information Technology
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Appendix Service Philosophy

• Enterprise wide perspective think horizontally
  vs in silos
• Exploit synergies across services and/or
  divisions, integrating data and applications
• Leverage existing systems to maximize investment
  and add value
• Streamline system maintenance by building
  software management processes
• Plan to retire existing systems that are no
  longer in use/ used inconsistently
• Optimize processes, automate hand-offs, eliminate
  redundancy
• Facilitate greater use of data and analytics,
  make reports available as self service and online
• Implement state of the industry solutions to
  support recruitment and retention of students
• Manage scope, deliver on commitments consistently
• Demonstrate a deep understanding of universitys
  academic and business communities
• Develop a culture of dedicated, service-oriented
  staff that strive for excellence to continuously
  focus and improve customer satisfaction

Office of Information Technology
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Appendix Project Components

• Preliminary feasibility assessment
• Impact analysis, pros and cons, recommendation
• Project plan development
• Detailed business and technical requirements
• Technical specification and design
• Coding and system testing
• Data conversion
• User acceptance testing
• Communication/ training/ change management
• Help desk coordination and implementation
• Account security and access management
• Production readiness assessment
• Implementation
• Ongoing production support

Office of Information Technology
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Appendix Core Applications

• Datatel Colleague
• Datatel Benefactor
• University Scheduling Tool Resource 25
• Portal my.american.edu
• Internet www.american.edu
• Eagledata Data Warehouse
• WebTrends Analytics website statistical
  tracking
• LIFT Machine accessibility management
• DominoDoc imaging applications
• Prospective Student Portal (Undergraduate and
  Graduate versions)
• Project Central
• Performance Based Increase Application
• Performance Management Application
• Students Evaluation of Teaching Application

• Timesheet Application
• HR/ Payroll On-line
• Recruiting Management
• International Student and Scholar Information
  Systems
• Housing Application
• Sponsored Programs
• Undergraduate Common Application Download
• Claims and Lawsuit Application
• 2FIX Facilities Management
• Survey Builder (Campus surveys)
• Online Giving
• Washington Semester Internships
• Student Clearinghouse
• AUA Application
• Content Management System

Office of Information Technology
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Current OIT Policies ProceduresApplication
Security Policy

• Account Creation for the Colleague Benefactor
  Systems
• All access requests must be approved by the
  department manager that the employee will be
  working under and the appropriate data custodian.
  
• All requests are formally logged by the Help Desk
  in the C-Support incident tracking system.
• The supervisor/employee should fill out the
  online request form at www.american.edu/technology
  /accounts.html. This electronic form can be used
  for new Datatel accounts or to modify an existing
  account.
• When this form is submitted, an e-mail is sent to
  data custodians based on the security classes
  requested for approval.
• No action is taken by the Help Desk without the
  approval from the assigned data custodian for
  that security class!

Office of Information Technology
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Current OIT Policies ProceduresApplication
Security Policy
www.american.edu/technology/accounts
Office of Information Technology
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Current OIT Policies ProceduresApplication
Security Policy

• Once approval is obtained, the Help Desk staff
  will
• Create the new Datatel account and assign the
  approved access, or modify the existing Datatel
  account to assign the approved access.
• Set the password flag to prompt the user to reset
  their password upon the first successful login.
• Record information in a c.Support ticket.
• Notify the customer.
• Audit Activities
• Datatel accounts are audited monthly to insure
  all access has been approved and assigned
  accurately.
• Inactive Datatel accounts that have not been
  accessed for 90 days are deleted quarterly.
• A warning e-mail is sent one week before
  deletion.
• The accounts can be restored immediately upon
  request since the access has already been
  approved.

Office of Information Technology
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Current OIT Policies ProceduresApplication
Security Policy

• Separations Terminations
• When staff or faculty members leave the
  university, a daily warehouse report is generated
  detailing employee separations from the
  university for the previous day. This report is
  e-mailed to Terry each morning. She verifies the
  accuracy of the report and forwards the request
  into the c.Support call tracking system for
  recording purposes. Terminations are high
  priority tickets that must be processed the
  morning that they are received.
• If Employee Relations or a supervisor contacts
  Terry or the Help Desk to have an employee's
  accounts closed for an involuntary termination,
  the request must be logged within the c.Support
  call tracking system. Then, all access must be
  removed immediately.
• Every action is logged and documented in the
  c.Support system.
• Terminations are reviewed on a monthly basis to
  ensure accounts have been deleted for all
  separated employees, without a recorded request
  for extension from the department head.

Office of Information Technology
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FY2008-9 Budget Development Process

• University Budget Committee (UBC)
• Two-year budget process
• FY2008-9 Budget Development Guidelines
  approved at the Board of Trustees meeting on
  November 2-3, 2006
• Budget Call Letter from Interim President to
  the Presidents Cabinet on November 8, 2006
• Budget Proposals due to Interim President by
  Friday, December 22, 2006
• FY2008-9 University Budget Proposal to the
  Board on February 22-23, 2007.
• Budget Allocations to the Presidents Cabinet
  in March 2007
• Line-item budget due in April 2007
• FY2008 begins on May 1, 2007

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AU BUDGET PROCESS BUDGET YEAR
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AU BUDGET PROCESS ALTERNATE BUDGET YEAR
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FY2008-9 Budget Proposal Documents

• Budget Call Letter from Interim President to
  Presidents Cabinet
• Detailed Budget Planning and Formulation
  Guidelines
• FY2008 Planning Base Revenue and
  Expenditures
• FY2008-9 Budget Proposal Template
• New Position Request Form
• Five-Year Historical Trend Review (HTR)
  available on the warehouse
• Year-End Budget Performance Reviews

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Stakeholders
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Budget and Performance Integration
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New Policies Forthcoming

• International Travel Policy
• IT Security Policy
• Confidentiality of Financial Information Policy
  (Gramm-Leach-Bliley Act)
• Records Retention and Disposal Policy

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Budget Forum

• Questions?