INFORMATION TECHNOLOGY MANAGEMENT AND BUDGET PLAN

Pittsburg State University

INFORMATION TECHNOLOGY MANAGEMENT AND BUDGET PLAN

Plan Date: 12‐11‐2012 Approved By: Dr. Steve Scott President Pittsburg State University Contact: Angela Neria Chief Information Officer Pittsburg State University 1701 South Broadway 620.235.4614 [email protected] Website: http://www.pittstate.edu

SECTION I ~ AGENCY PROFILE

MISSION Pittsburg State University, a comprehensive regional university, provides undergraduate and graduate programs and services to the people of southeast Kansas, but also to others who seek the benefits offered. This is accomplished by the unique combination of academic programs in the four colleges of the University: Arts and Sciences, Business, Education, and Technology. The university is equally committed to fulfilling its statewide mission in technology and economic development by facilitating partnerships with secondary and postsecondary educational institutions, businesses and industries. The university supports an organizational and interpersonal structure that actively encourages individuals to achieve their potential. The university provides programs and services that create opportunities for students and other individuals to develop intellectually, ethically, aesthetically, emotionally, socially and physically. The university provides intellectual leadership and multicultural experiences that contribute to the preservation of the heritage of the region and the enhancement of its inhabitants. Finally, the university recognizes the world as interdependent and, thus, seeks to promote a broad and interactive international perspective. The university fulfills the traditional academic missions of teaching, scholarship and service. Excellence in teaching is the primary focus of the university. The university recognizes that active scholarship and creativity add vitality to teaching, expand and refine the knowledge base and are instrumental to the professional development of the faculty and staff. Programs of professional and community service promote and strengthen university endeavors. Pittsburg State University fosters a campus culture of assessment and accountability that supports strategic planning and the continuous improvement of its academic programs and administrative processes.

BUSINESS PROGRAMS Program 1: Instruction: Pittsburg State University’s instructional programs are provided through the

four Colleges and Graduate and Continuing Studies. The College of Arts and Sciences offers opportunities for students for career preparation in

a number of areas of professional training, applied sciences and pre‐professional training. Additionally, many students specialize in the liberal arts because they realize that the same knowledge and skills learned in these programs will prepare them to pursue successful and productive careers in areas as diverse as teaching, law, management, sales, writing, and many others.

The College of Business provides educational opportunities primarily to students from

southeast Kansas and the adjacent regions, as well as to students from many foreign countries. The College helps students to become productive, competent professionals and responsible citizens in a dynamic global arena. The College also prepares students for lifelong learning.

The College of Education offers programs designed (1) to provide professional curricula for

the preparation of teachers, administrators, various school services, psychologists, counselors, and recreationists; (2) to offer undergraduate work leading to the baccalaureate degree with majors in elementary and secondary education, physical education, psychology and recreation; and (3) to offer graduate work for early childhood, elementary, secondary, and community college teachers; school and college service personnel; administrators; psychologists; counselors; and recreational therapists. The College is also organized to provide professional services to schools and to other educational and social agencies.

The mission for the College of Technology is to be the center for excellence in technology

for the state of Kansas. The college meets its regional and national responsibility by giving particular attention to supporting economic development.

Graduate and Continuing Studies assists the academic departments with the facilitation

of graduate degree programs on the main campus and programs offered off the main campus, including undergraduate and graduate degree programs as well as professional development and community interest programs.

Program 2: Academic Support: Academic administration, Library Services, Information Systems and

Teaching, Learning & Technology are included in the academic support programs. These activities provide vital resources for faculty and students and are basic to effective instruction and research.

Program 3: Institutional Support: This activity is composed of the President’s Office, Provost and Vice

President for Academic Affairs, Vice President for Administration and Campus Life, and Vice President for University Advancement. Also included are the Business Office; Purchasing; Budget and Human Resource Services; Analysis, Planning & Assessment; Alumni Relations; University Marketing & Communication; Printing and Postal Services; Internal Audit; General Counsel; and Equal Opportunity.

Program 4: Research: Pittsburg State University’s research programs are comprised of sponsored

research projects, National Science Foundation Research Grants, and National Defense Education Research Grants.

Program 5: Public Service: Public service includes those services maintained by the institution to provide services to the general community or special sectors within the community. The primary intent of this program is to provide services that are beneficial to groups and individuals outside the institution, although such programs may be of incidental benefit to faculty, staff and students. All programs within this activity are non‐credit producing and include restricted fees service centers, workshops, conferences, institutes and special projects. Included in Public Service are Intensive English Program, Business & Technology Institute, KRPS Public Radio and Nature Reach.

Program 6: Student Support: Student support is comprised of the following offices: Campus Life,

Enrollment Management & Student Success, Registrar, Admission, Student Financial Assistance, International Affairs, Student Diversity Program, Honors College, First Year Programs, Career Services, Testing Services and Intercollegiate Athletics.

Responsibilities discharged by offices under this activity include the following:

supervision and assistance on all student activities, recruitment and admission of students, maintenance of academic records and transcripts, degree checking, testing and scoring, testing analysis, academic counseling, speakers’ bureau, student employment, post‐graduate and alumni placement, and athletics.

This program also includes restricted fee expenditures from student activity funds

and variations from year to year may be expected with changing enrollments. Restricted Use expenditures for scholarships, student loans, etc., which are accounted for within “Student Aids and Awards,” are not included in this program.

Program 7: Physical Plant: Physical Plant operations include the departments responsible for the

maintenance and upkeep of the campus, Facilities Planning, Utilities and University Police. Expenditures for routine repairs and maintenance of campus buildings, grounds and parking lots are reported in this program.

Program 8: Student Aid/Scholarships & Fellowships: This program activity center includes funds

awarded to undergraduate and graduate students as grants‐in‐aid, stipends, and tuition waivers occurring within the Education and General Operating budget. Excluded from this activity are work‐study funds and student loan funds.

Program 9: Auxilliary Enterprises: Activities included within Auxiliary Enterprises include University

Housing, Parking, Student Health Services and University Counseling Services. Program 10: Service Clearing: The service clearing fund is used for the following service activities:

duplicating and printing services, instructional media services, office stationery and supplies, motor carpool, postage services, telephone services, and such other internal service activities as are authorized by the Board of Regents.

Program 11: Debt Service: This program activity is established to record expenditures made from bond

funds. Program 12: Capital Improvements: This program has construction, repair, and replacement costs.

STATE OF KANSAS IT STRATEGIC DIRECTION This section summarizes agency direction toward the current administration’s strategic initiatives in several key areas of information technology and business system management. Please indicate your agency’s plans in each area for the current state fiscal year and for SFY2013, 2014, and 2015.

• Information Technology Cost Reduction: [Indicate your agency’s plan to reduce the cost of IT in Kansas.]

FY 2012 Continue to grow the use of Virtual Servers. Expand on our Virtual Desktop pilot program. Reduce the use of hard copy print jobs by continuing to increase the development of electronic reporting. Deploy colaboration suite which encompasses email, calendaring, collaboration and reporting in one application. Deploy new learning management system. Continue promoting the use of IT efficiency tools at PSU. Continue to standardize IT practices to improve efficiencies. Continue promoting shutting down campus machines each evening to save energy.

FY 2013 Continue to grow the use of Virtual Servers. Expand on our Virtual Desktop pilot program. Research and recommend a new ERP application. Reduce the use of hard copy print jobs by continuing to increase the development of electronic reporting. Continue promoting the use of IT efficiency tools at PSU. Continue to standardize IT practices to improve efficiencies. Continue promoting shutting down campus machines each evening to save energy.

FY 2014 Continue to grow the use of Virtual Servers. Expand on our Virtual Desktop pilot program. Procure and begin implementation of a new ERP application. Deploy a new FMS (financial management system) that will allow us to create more efficiencies. Reduce the use of hard copy print jobs by continuing to increase the development of electronic reporting. Continue promoting the use of IT efficiency tools at PSU. Continue to standardize IT practices to improve efficiencies. Continue promoting shutting down campus machines each evening to save energy.

FY 2015 Continue to grow the use of Virtual Servers. Expand on our Virtual Desktop pilot program. Implementation of a new ERP application. Reduce the use of hard copy print jobs by continuing to increase the development of electronic reporting. Continue promoting the use of IT efficiency tools at PSU. Continue to standardize IT practices to improve efficiencies. Continue promoting shutting down campus machines each evening to save energy.

• Electronic Mail: [The Office of Information Technology Services will be moving to a single enterprise electronic mail system in FY2013. Indicate if your agency is willing to participate in this project. Additionally, provide any specific requirements your agency would need in an enterprise electronic mail system. Also, indicate your agency’s plans regarding electronic mail. Include all planned upgrades, modifications, and enhancements]

Willingness to Participate Not at this time

Requirements Not applicable

Agency Plans Regarding Electronic Mail (FY2013‐2015) The University has completed a campus wide roll out of Zimbra Open Source group collaboration suite. This suite contains email, calendaring, repository and collaboration capabilities. Although there was a small initial capital outlay to increase the memory capacity of our VMware cluster, implementation decreased our total cost of providing electronic mail by eliminating recurring costs associated with our current hardware and software. Continued plans for support growth as the university community increases familiarity with the new application’s group collaboration capabilities drives greater utilization of the application to enhance and streamline business and educational processes all across campus. We are anticipating needs for increased storage to support this increase in use as it will generate a need to plan for adequate reserve in our storage budget to accommodate projected growth.

Number of Mailboxes

Microsoft Exchange

Microsoft Exchange 2010 0 Microsoft Exchange 2007 0 Microsoft Exchange 2003 or Later 0

Lotus Notes 0 Novel Groupwise 0 Google Apps for Government 0 Microsoft 365 0 Other (list) Zimbra 1052

• Ticketing System: [The Office of Information Technology Services will be moving to a single

enterprise Information Technology Service Desk and Ticketing System in FY2013. Indicate if your agency is willing to participate in this project. Additionally, provide any specific requirements your agency would need in an enterprise service desk and ticketing system.]

Willingness to Participate Not at this time


Number of Tier One Helpdesk Support Staff The university employs 16 part‐time students, 1 part‐time staff, and 5 full‐time staff to support all faculty, staff and students.

• Filtering Internet Traffic: [The Office of Information Technology Services is exploring the centralization of internet traffic filtering. Does your agency filter internet traffic? If so, what type of traffic do you filter (e.g. pornography, social media, dangerous websites, ect.)? Indicate if your agency is willing to participate in this project. Additionally, provide any specific requirements your agency would need in an internet filtering project.]

What filtering tool do you use, and what do you filter Not applicable

Willingness to Participate Not applicable


• Desktop Support: [Indicate your agency’s plans regarding desktop support. Include strategies for

desktop provisioning, virtual desktop plans, and helpdesk solutions. Also, include how these plans will decrease the total cost of providing desktop support in Kansas.]

FY 2012 Pittsburg State University offers network drive space to users across campus for file storage and ease of access to shared documents. This allows for backups and protection of client files, easier recovery of files, and improved storage utilization. It also saves technical support time since there is less work involved in client support. Another initiative is desktop provisioning. Devices connected to the campus domain receive updates, patches and the latest security monitoring in an organized, methodical fashion. This also allows for streamlined management, improved security and standardization of campus equipment. Remote desktop support is available via Bomgar. This allows our support staff to resolve support issues in the most efficient and effective way with less downtime experienced by our clients. PSU also implemented a new help desk system. The former system was an enterprise program written years ago, which no longer met campus needs. We now use Parature, which provides more resources for our clients in a self‐help environment where they have access to a knowledge base and are able to submit a ticket if unable to locate a solution. The program also allows for automation of responses and processes, reducing the need for human interaction.

FY 2013 Due to our decentralized model of technical support, we have had some adopters using network drive space and desktop provisioning, however some areas have not moved this direction. There is progress in moving the non‐participants across campus to utilize these resources. We will continue expanding virtual desktops in our computer laboratories. We continue to use Bomgar for remote desktop support. This year we are increasing the number of support staff using this program. We are also looking at the opportunity of using such a program for remotely installing programs to increase efficiencies.

FY 2014 The University plans to continue to utilize central storage and advance desktop virtualization to increase efficiencies and stretch funding.

FY 2015 The University plans to continue to utilize central storage and advance desktop virtualization to increase efficiencies and stretch funding.

Indicate quantities in appropriate cells in the tables below.

2011 2013 2015 (estimated) Desktops 2078 1880 1800 Desktops Replaced 350 350 350 Notebooks 900 1100 1200 Tablets 600 700 800 Smart Phones 7 7 7 Other Cellular Devices 23 23 23

Number of Desktops

Windows 7 1518 Windows Vista 10 Windows XP or Older 150 Other (list) Mac – 400

• Physical Infrastructure: [Indicate your agency’s plans for data centers, servers and storage. Include all enhancements, additions, or cloud‐based strategies. Also, include how these plans will decrease the total cost of providing data center services in Kansas.] FY 2012 In July of this year, we completed migrating the university’s archaic e‐mail and calendar system with an integrated groupware solution. The new solution provides “self service” collaboration tools allowing employees to share e‐mail folders, addresses and contacts, calendars and appointments, documents and to‐do lists. Based on the observed “uptake” of these new collaboration tools, we believe the new system is successfully addressing widespread needs and improving both speed and efficiency as the university works to carry out its mission. The new system is based on the open source edition of vmWare’s Zimbra Collaboration Suite. The university pays zero license fees and has zero direct support costs. The system is hosted in‐house on cost‐effective virtual servers and leverages available capacity on the Enterprise SAN purchased in FY 2011. Further, Zimbra is supported totally by in‐house expertise. No additional staff was required to implement or support our deployment of Zimbra Open Source. Choosing to deploy an open source solution, hosted in‐house on existing virtual infrastructure and using existing Enterprise‐class storage has proven to be an extremely economical solution. Anticipating the storage growth Zimbra will stimulate, we’ve developed a strategy to control the cost of that storage. The university recently acquired some very low cost, moderately performing storage positioned to provide a low cost alternative to the Enterprise SAN purchased in FY 2011. We have deployed an automatic storage tier system that will migrate “old” user data from fast, expensive storage to slower, much less expensive storage. This tiering process is completely automated and fully transparent to the users. Data integrity and disaster recovery continue to be areas of focus for us as well. We have completed an in‐house design and are preparing to deploy a geographically diverse computing environment to leverage the geographically diverse storage subsystems we acquired and deployed in FY 2011. When complete, we will be able to withstand a total loss of our primary datacenter with only minimal impact on virtualized server and applications assets. We’ve approached this task with cost control in mind. Rather than acquire a duplicate set of hardware that will sit idle in the DR site, we’ve taken a distributed, private cloud approach where compute and storage at the DR site are a part of our day to day operations. We then provide additional capacity such that either location could run critical applications… albeit a little more slowly. We’ve also completed upgrades to our network core to support the deployment of 10 GIG between the primary and DR datacenter locations. This will replace a 4 x 1GIG multilink trunk. We are piloting deployment of virtual desktops for student use in lieu of traditional computer labs. We will also deploy VDI for evaluation by faculty and staff. We see VDI as the logical bridge between traditional computing using desktop or laptop PCs and true mobile computing on Android and IOS based devices. FY 2013 Additional enhancements to our virtual infrastructure to support a new library system are planned. Deployment of VDI location independent “lab” machines for students. Work on additional wireless infrastructure to support mobile device usage and population growth.

FY 2014 Virtual infrastructure enhancements to support additional VDI and new FMS and SIS solutions. Deployment of VDI for selected faculty and staff. Wireless infrastructure enhancements. FY 2015 Further infrastructure enhancements to support new SIS and additional VDI deployments. Ongoing wireless infrastructure enhancements.

What percentage of your agency’s computer equipment is hosted in the following locations? State Hosted Data Centers Agency Hosted Data Centers

and Server Rooms Other

0% 100% 0%

Indicate quantities in appropriate cells in the tables below. 2011 2013 2015 (estimated)

Mainframes1 0 0 0 Servers2 6 2 1 Virtual Servers3 4 6 8 Virtual OS Instances 100 120 150

How long does it take to provision a server and what is the average cost?

Physical Virtual Time to Provision 8 1 Average Cost Per Server4 $15,000 $3,500

What percentage of your agency’s storage is hosted in the following locations?

State Hosted SAN

State Hosted Other

Agency Hosted SAN

Agency Hosted Other

Other

FY2012 0% 0% 80% 20% 0% FY2013 0% 0% 95% 5% 0% FY2014 0% 0% 95% 5% 0% FY2015 0% 0% 99% 1% 0%

Cost Per Gigabyte of Storage FY2012 $147 FY2013 $147 FY2014 $147 FY2015 $147

1 A mainframe should only be recorded here if the mainframe is owned and operated by your agency. Do not record a mainframe here if you are using a mainframe application that is hosted on another agencies mainframe. Mainframes are distinct from midrange servers. Midrange servers should be listed with the other servers in your agency. 2 Physical Servers are defined as unique physical “boxes” that are running a server operating system. 3 Virtual Servers are defined as unique physical “boxes” that are running a virtual operation system. This number should not include the number of virtualized servers, but rather the hardware that is running the virtualized servers. 4 Please include operating system, staff, hardware, rack space, security, and patching

• IT Staffing: List all agency IT staff allocations by function5:

SFY 2013 ACTUAL FTE

IT FUNCTIONAL AREA Class. Uncl. Temp / Contract

General Management & Administration (includes training and cross‐agency coordination) 0 5

0 Application Maintenance and Enhancement (in‐production systems) 5 4

0

Application Development (includes general and tactical plans, business area analysis, process reengineering, prototyping, application design, coding, integration and testing) 2 2

0 Data Administration, Data Analysis/Validation and Database Administration 0 3

0 Network Engineering, Technical Management and Support 2 2

0

Computer Operations, Management and Technical Support 0 5

0

Web application development and maintenance 1 0

0

IT Security 1 0 0

Geographic Information Systems (Include all FTE; provide footnote to indicate if outside IT organization) 0 0

0 Other IT Functions (please identify)

Administrative assistant / officer 2 0 0

IT Documentation & Process Analysis 0 1 0

IT Training 0 1 0

College Technical Support (non OIS) 1 4 0 Instructional Support Consultation* 0 3 0

Academic Teaching, Learning & Technology* (non OIS) 0 1

0

Media Technician (non OIS) 3 0 0

TOTAL FTEs 17 31 0

TOTAL CLASSIFIED AND UNCLASSIFED IT EMPLOYEE SALARY (both OIS and non‐OIS

employees)

$1,907,717

*Historically not included in past numbers

5 Example: Someone who spends half their time modifying existing software, one‐third testing new applications, and the remainder doing database administration would have 0.5, 0.3 and 0.2, respectively, in the Application Maintenance, Application Development and Data Administration blocks.

INFORMATION TECHNOLOGY EXECUTIVE COUNCIL IT STRATEGIC DIRECTION This section will provide data to track action on ITEC lead efforts. This data will be used in the Three‐Year Plan Annual Summary and will be provided annually to the Information Technology Executive Council.

Kansas Information Technology Architecture • Target Architecture: Pittsburg State University has worked, and will continue to work, diligently

to reach target architecture goals. Through a central data center, central network, server virtualization, and more PSU is moving toward the target architecture.

• KITA Compliance: PSU is committed to the Kansas Information Technology Architecture and continues to review its infrastructure and service offerings to ensure alignment with those standards wherever possible. All major and minor initiatives are reviewed against KITA standards. Initiatives comply with those standards wherever technically, fiscally, and logistically possible. PSU is largely compliant with KITA standards for Access, Delivery, Support, and Infrastructure components. Two notable areas of non‐compliance include web server (dotCMS instead of IIS for the main web site, Apache and IIS elsewhere) and e‐mail (Google hosted for students, Zimbra Open Source for Faculty and Staff).

• Technology Infrastructure: The University infrastructure will continue to be upgrades through a cycle that we have in place which includes switch upgrades, access point additions, and wiring upgrades.

• Cloud Computing: We are using very little true cloud computing solutions. However, this is something that our Information Technology Council believes is important. We are exploring our options over the course of this year on this topic.

• Geographic Information Systems: This does not apply to us.

• Service Oriented Architecture: The University is diligently moving toward Service Oriented Architecture (SOA) as we purchase new products. In addition as we develop applications internally we consider SOA.

• Web Site Accessibility: PSU is committed to completing the state web accessibility report. We use several tools to identify accessibility issues with the primary tool being the state AMP tool. PSU has over 25,000 public pages and over 75,000 intranet pages. AMP will not automatically report on each page so most must be completed manually. This will take some time, however we recognize the importance of this and will push forward with this initiative. In addition over the past two years PSU has taken a new approach in how to build web accessible pages, revamped our intranet skin, and attended webinars/meetings regarding web accessibility standards and tools. Please see the below pages evaluated using the state approved application AMP. AMP compliance ratings are as follows:

axe.pittstate.edu website o Overall compliance rating was 91% o 508.22 compliance rating of 82% o WCAG2 A rating of 90% o WCAG2 AA rating of 99%

www.pittstate.edu website o Overall compliance rating was 87% o 508.22 compliance rating of 77% o WCAG2 A rating of 85% o WCAG2 AA rating of 100%

www.psuvetmemorial.org website o Overall compliance rating was 91% o 508.22 compliance rating of 80% o WCAG2 A rating of 91% o WCAG2 AA rating of 100%

Strategic Information Management Plan • Data Catalog:

Please answer the questions below. Does Your Agency Have A Published Data Catalog?

No

If so, is it Available to Other State Agencies? N/A

If so, what method is used to make it available? (Manual download, online,etc.)

N/A

• Data Exchange Standards: List the name of all current automated interfaces used for data exchange in your agency and classify them as internal or external data exchanges.

Data Exchange Name Internal or External Data Exchange Administrative System to CyberSource Internal

Millennium to the Administrative System Interna Administrative System to CampusCall Internal

ETS GRE and TOEFL External GMAT Scores External

Paypal External National Student Clearinghouse External

Cashnet External WENS External RED External

StarRez Internal IRS External

Student Health 101 External Cbord Internal

SciQuest External INFO1 External

Parature Internal Docufide External

Hobsons Connect Internal and External Live Text Internal

Studio Abroad Internal Ed Express/COD Internal and External

Canvas External Zimbra Internal

What percentage of current automated interfaces that are using standards‐based data exchanges compared to proprietary data exchanges?

Percent Standards Based Percent Proprietary 35% 65%

Does your exchange make use of National Information Exchange Model (NIEM) standards? (Yes, in development, in planning stage, n/a)

N/A

• External Collaborative Groups: List the number of agency external collaborative groups dealing with 1) services to citizens, 2) efficiency of agency operations, 3) local governments.

Services to Citizens Efficiency of Agency Operations Local Government

1 3 0

• Metadata Repository: Please answer the questions below.

Does Your Agency Have An Agency Metadata Repository? No

If so, is it Available to Other State Agencies?

N/A

If so, what standards/formats are used for the repository? N/A

• Online Transactional Services6:

List new and existing online services that your agency has deployed. Also, categorize each online service as being consumed by citizens, businesses, or other governmental entities.

Online Service Name New or Existing

Used by Citizens, Businesses, and/or

Government

Other Agencies Involved (list)

Student Services New and Existing

Students

Employee Services New and Existing

Employees

Public Services New and Existing

Citizens

List the online transactional services your agency charges users a convenience fee?

CashNet

List all agencies services that do not have an online presence None identified at this time

• Portfolio Management Methodology:

Please answer the questions below. Does Your Agency Use an Application Portfolio Management Methodology?

In process

Does Your Agency Use a Project Portfolio Management Methodology? In process

6 An “Online Service” is defined in this document to mean a “service” provided by the state that is available on the Internet for its customers to access. Examples of Online Services include Income Tax E‐Filing, the Kansas Business Center, and the Registered Offender Website.

• Web Services7: List all new and existing web services that your agency has deployed. Categorize the services as being access by either consumed by either citizens, businesses or other governmental entities.

Web Service Name New or Existing Used by Citizens, Businesses, and/or Government

CashNet Existing Government StarRez Existing Government AP System Existing Government SciQuest (Gorilla Marketplace)

Existing

Government

Docufide Existing Government Campus Visit New Government WENS Existing Government Parature Existing Government Zimbra New Government Campus Post Office Existing Government Hobsons Existing Government Activity Insight New Government

7 A “Web Service” is defined in this document to means “software system designed to support interoperable machine‐to‐machine interaction over a network.” (“Web Services Glossary.” World Wide Web Consortium. Available at http://www.w3.org/TR/2004/NOTE‐ws‐gloss‐20040211/)

AGENCY IT STRATEGIC DIRECTION This section summarizes agency direction in several key areas of information technology and business system management.

• Summary: [Provide a summary of the future IT direction in your agency for SFY 2013 through 2014. Identify how your IT direction aligns with agency business initiatives and objectives.]

The Pittsburg State University Information Technology Planning Process of the ITC: The Pittsburg State University information technology strategic planning membership consists of the University Information Technology Council (ITC) members. The ITC is made up of a diverse group of 19 University stakeholders who bring their experiences and suggestions to the Council in order to create a clear information technology direction for the University. The ITC consists of students, faculty, and staff with unique backgrounds, experiences, and perspectives. The ITC met each month during the academic year in order to construct a campus wide information technology plan. Throughout the process of strategic IT planning the ITC focused on the six University Goals in order to ensure that the University IT Plan was constructed as a supportive pillar for the University Strategic Plan. The University Goals are referenced in the IT Plan Objectives with the following numeric representation:

1. Enhancing learner success 2. Discovery and research 3. Engagement and interaction with external stakeholders 4. Embracing emerging technologies 5. Obtaining necessary resources for the future 6. Institutionalizing the concepts and practices of environmental sustainability.

The ITC began the planning process by learning about all University technology services and who offers those services across campus. After visiting with 13 individuals that support technology in 7 different areas across campus, the ITC began the process of evaluating all current campus information technology. The process used during the evaluation phase of planning consisted of a SWOT analysis, with group members examining current University technology Strengths, Weaknesses, Opportunities, and Threats. Following the SWOT analysis, statements of need were constructed and ranked by the ITC members. Each objective was evaluated to ensure that it was specific, measurable/observable, achievable, relevant to the University mission, and time bound. Although challenging, the ITC felt it important to set target dates as goals for each objective. Due to the complex manner of funding, information technology changes, and human resources the target dates listed are based on current known information. Target dates will be reviewed and updated by the ITC as needed. This process led to the following University Technology Plan Goals and Objectives.

University IT Plan Goals:

1. Enhance and develop faculty and staff technology training. 2. Support instruction and operations utilizing innovative and reliable technology tools. 3. Communicate information technology tools, initiatives and resources to the PSU community. 4. Support the addition and expansion of University research resources. 5. Provide and promote a secure IT environment for the PSU community. 6. Utilize technology resources to support campus sustainability efforts.

Goal 1 Enhance and develop faculty and staff technology training.

Objective A PSU Goal(s) Target Date

Expand current Instructional Technology Training Offerings for Faculty by 3. 1, 2, 4

Spring 2012. Complete. The expansion number is to be evaluated each year by the ITC.

Objective B PSU Goal(s) Target Date

Offer at least 3 Technology Training Workshops for Staff each year. 1, 2, 4

Spring 2012. Complete. The number of offerings is to be evaluated each year by the ITC.

Goal 2 Support instruction and operations utilizing innovative and reliable technology tools.


Deploy a suite of central enterprise resource planning (ERP) services that are built on industry standards.

1, 2, 3, 4, 5, 6

Begin evaluation of needs Summer of 2011. Has begun. Multiple products have been review. Planning of site visits underway. Final suite deployment targeted for Summer 2015.


Deploy a unified email and calendaring system. 1, 2, 3, 4, 5, 6

Summer 2012. Finalist selected after task force recommendation. Implementation to occur July 16, 2012.

Objective C PSU Goal(s) Target Date

Explore learning management products that would further support student and faculty demands.

1, 2, 4, 5, 6

Begin evaluation of tools Summer 2011. Final deployment targeted for Summer 2012. Finalist selected after task force recommendation. Pilot of new system began in Spring. Final conversation to occur June 1, 2012.

Objective D PSU Goal(s) Target Date

Identify and begin standardizing basic campus IT services and practices, which will lead to improved reliability and consistency of all campus IT. 1, 2, 4, 5

Begin Fall 2011. Began in the fall and Ongoing.

Goal 3 Communicate information technology tools, initiatives and resources to the PSU community.


Create a central University IT Web page for the PSU Community to access informational, instructional, and operational IT information from all campus-wide IT units. 1, 2, 3, 4

Spring 2012. Postponed due to Director of Web Marketing resignation. New Target date of Spring 2013.


Share campus IT Plan via the web, forums, email, social media. 1, 2, 3, 4 Fall 2011. Completed.


Create awareness of technology tools available on campus via the web, forums, email, social media.

1, 2, 3, 4, 5, 6

Spring 2012. Began in the fall and Ongoing.


Create awareness of technology training available on campus via the web, forums, email, social media.

1, 2, 3, 4, 5, 6

Spring 2012. Began in fall and Ongoing.

Goal 4 Support the addition and expansion of University research resources.


Deploy a new library software system that is built on industry standards.

1, 2, 3, 4, 5

Summer 2013. An RFP was made available and bids were taken and evaluated. On site demos were performed this spring and we are in the process of selecting from finalists now.


Deploy data dashboards and data warehousing tools to be used for trend analysis and data decision making.

1, 2, 3, 4, 6

Summer 2015 (this should be closely aligned to ERP changes/additions).


Identify and expand videoconferencing resources and opportunities to foster additional research and collaboration opportunities for our campus community.

1, 2, 3, 4, 5, 6

Summer 2012. OIS and the CTLT have plans to begin reviewing options for campus this summer.


Identify underutilized research tools currently available on campus and educate campus clients about the availability and benefits of these tools. 1, 2, 3, 4

Summer 2012. This has begun and will be Ongoing.

Goal 5 Provide and promote a secure IT environment for the PSU community.


Operate within the dynamic state and federal information technology security guidelines. 4, 5 Has begun. Ongoing.


Continue to construct an infrastructure that is secure and reliable, meeting the needs of today's mobile users.

1, 2, 3, 4, 5 Has begun. Ongoing.


Continue to promote information technology security awareness to students, faculty, and staff through events, training opportunities, emails, etc. 1, 4, 5 Has begun. Ongoing.

Goal 6 Utilize technology resources to support campus sustainability efforts.


Continue to promote proper eWaste disposal across campus by offering 2 campus eWaste sweeps per year for faculty and staff. 5, 6 Has begun. Ongoing.


Continue to offer eWaste disposal for students through Gorilla Geeks. 5, 6 Has begun. Ongoing.


Promote the benefits of using less paper through the P drive and document imaging. 5, 6 Fall 2011. Complete and Ongoing.


Continue to utilize server virtualization (when compatible) with new deployments. 4, 5, 6 Has begun. Ongoing.

Objective E PSU Goal(s) Target Date

Investigate the benefits and costs of desktop virtualization for student computer laboratories. Report this information back to the ITC. 4, 5, 6

Begin Fall 2011. Report to ITC Spring 2012. The report on this was positive. OIS is now working with others on campus to see if there is a desire to expand this option to additional locations.

Evaluation: The ITC will continue to meet regularly to evaluate the progress of each objective.

In addition, the ITC will annually examine the need for additional goals and objectives, given changing information technology resources and demands. AGENCY IT ACCOMPLISHMENTS This section summarizes agency IT accomplishments that happened in the previous state fiscal year.

• Summary: [Provide a summary of agency IT accomplishments in SFY 2012.] o The reorganization of the Office of Information Services. This reorganization has moved the OIS

from a silo’d organization to a project management organization, allowing for cross training, succession planning, and efficiencies of resources.

o Infrastructure upgrades including access point additions, switch upgrades, and a network controller installation.

o A SAN replacement, including the creation of additional redundancy in a University building separate from the data center.

o The consolidation of University storage and processing systems to the University virtual servers. o Implementation and training of Sci Quest purchasing system o Considerable efficiencies in the area of campus IT standards including: documentation, project

management, and help desk services. o Cyber Security Awareness campaign for all students, faculty, and staff. o Pittsburg State University presented at the annual KanREN conference. The two presentations

were disaster recovery and IT strategic planning. o Pittsburg State University presented at the annual CHECK conference. The three presentations

were focused on project management, disaster recovery and selection of a learning management system.

o Implementing Best Practices for the Administrative Programming unit to follow to allow our internal web pages more ADA accessible.

o Financial Assistance Direct Loan, automated reconciling with COD, PSU business accounts, multiple FA files.

o eTranscript with Docufide, build transcript, connect student with Docufide to request transcript, send and receive data files.

o Enrollment Management Services Freshmen Retention data reports. o Added over 75 IT training courses o Designed, developed and implemented an Athletic Gala Auction application o ID Card and Gorilla Geeks office merged and reorganized o OIS has created new collaboration teams as necessary called “Pitt Crews” o Disaster Recovery Plan update o National Educause presentations on the topics of disaster recovery and the new IT Plan o Groupware collaboration implemented and training provided. o Implementation of a new learning management system o ILS (Integrated Library System) search and recommendation o Project management software selection and implementation o Implementation of Parature, a help desk ticketing system and knowledge base faculty, staff and

students. o Facilitated academic department merger in our systems ‐ TCLS merger from SSLS and CURIN o Built a process to facilitate TB screening for all students as mandated by the state. o Campus visit program was built to allow prospective students to schedule campus visits on line. o Cbord upgrade o Digital Measures implementation to facilitate AACSB accreditation of the College of Business. o Worked with financial depts. On campus to set up Intuit payment process. o Avotus telephone system upgrade o Presentation to students about disaster recovery process o TES (Transcript Evaluation System)implemented to evaluate transcript of transfer students o Document Imaging upgrade to Ver 6.6

o Implementation of Fusion for Campus Recreation o StudioAbroad implementation o Development and implementation of Sodexo dining services survey o Implementation of online reviews for Unclassified staff o EEO report to track students with disabilities o Integration of Nook link into Canvas

SECTION II ~ MAJOR IT APPLICATIONS

This section identifies the agency's principal software applications or systems now in production. This list is limited to mission-critical batch or multi-user applications, which directly perform business functions for the agency. This list should not include standard third-party software products, such as word processors and spreadsheets. Projects still in planning, design or development (pre-production) should be listed in IT Project Budget Proposals. This section is broken down into three different areas. Each area requires a different amount of information to be submitted.

• Part One (Unmodified Applications) is dedicated to IT applications that have not been modified since the agencies last submission of the Three-Year IT Management and Budget Plan. The information required for these applications is much less than in past years.

• Part Two (New / Modified Applications) is dedicated to IT applications that are new or have changed over the past year. Please fill out the information required for Part One IT applications, plus any of the additional Part Two questions that have been modified in the past year. Modifications include enhancements to the system. Changes made due to maintenance of the application are not considered a modification. For new applications please complete all of Part Two.

• Part Three (Retired Applications) includes applications that had information submitted last year, but are no longer used in the agency. Please list these applications and the reason for it no longer being in use.

Additionally, if your agency would rather compile and submit all the information asked for in the “New / Modified Applications” sections, like in previous years, feel free to do so. If you decide to do this, please put an asterisk (*) next to every area that has been changed for each specific application. If you have any other ways that would make this section easier to fill out, while still maintaining the necessary information, please contact Bryan Dreiling and talk to him about your method. Unmodified Applications [Fill out this section in its entirety for every application that has not been modified since the last IT management and budget plan submission.] Application 1: Student Information Systems

Purpose: To provide a system for student related functions that will augment the university experience in an effective and efficient manner

Planned Initiatives: Web based financial awards, automated student messages, and

electronic application fee payments

Application 2: Millennium System

Purpose: To provide constituent tracking, fund raising, donor cultivation, and reporting for PSU Alumni and Development Offices

Planned Initiatives: Upgrade to Millennium 7.8 convert to Virtual Servers

Application 3: CampusCall

Purpose: Online, automated phonathon software for the Development Office

Planned Initiatives: None at this time

Application 4: Library Automation Systems

Purpose: Integrated software system to support library operations.Major functions are cataloging and online catalog,circulation, and acquisitions

Planned Initiatives: Product selection of a new integrated library system

Application 5: University Police and Parking Services

Purpose: To provide a stand-alone server for University Police and Parking Services use only. Access to the server is restricted to UPPS and OIS employees. Applications running on the server include 3rd party applications such as Cardinal TickeTrak ticket tracking software and GWKIBRS and LAW for reporting crime statistics to the KBI. It also includes inhouse developed applications such as the online parking permit application. With a stand-alone server, we can guarantee that only certain users have access to sensitive information such as crime statistics and incident reports

Planned Initiatives: Upgrade DBMS to SQL Server 2005

Application 6: Virtual Private Network

Purpose: To allow off-campus users to securely connect remotely to the campus network for the purposes of email, remote desktop, etc


Application 7: Ticket Office (Pro-venue / Tickets.com)

Purpose: To provide point of sale and Internet sales of tickets for campus events

Planned Initiatives: Plan to replace and retire

Application 8: Micros Point of Sale

Purpose: To provide point of sale support for campus food services


Application 9: Symantec Anti-Virus

Purpose: Provide current virus protection to all computers connected to the internal campus network


Application 10: Local Windows Update (WSUS) Server

Purpose: To provide an automated mechanism for keeping the Windows machines up-to-date with patches and security updates. These updates help to keep the client machines from becoming infected with the ever present malicious code (e.g. “worms” and “trojans”) constantly “hammering at our doors” via the Internet


Application 11: Student Health Center

Purpose: Electronic support of PSU Student Health Services Center


Application 12: StarRez

Purpose: University Housing system


Application 13: Inspiron Wireless Emergency Notification System

Purpose: To provide Emergency Text Messaging and Email to Faculty, Staff, Students, Parents, and Community Leaders.


Application 14: Pitt State Apps and Student email powered by Google

Purpose: Provides students with email accounts and other online applications for communicating and collaborating. Faculty, staff and alumni can request accounts for personal use.


Application 15: Shibboleth

Purpose: To provide single-sign on services to the campus.

Planned Initiatives: Migrate more applications to using Shibboleth for Authentication

Application 16: Online EDR (Employment Data Report) Form

Purpose: Allow recent graduates and departments to report employment information to the Career Services Office


Application 17: Hiring Process System

Purpose: Electronic work flow of searches and appointments for unclassified, classified and graduate assistant positions


Application 18: ESPTE

Purpose: Collects statistical analysis on instructor evaluations


Application 19: Hobson’s - Connect

Purpose: Provide Admission Office communication and tracking of prospective students. Daily uploads of applications for admission via web services updates student data for communication targeting applicants.


Application 20: Studio Abroad by Terra Dotta

Purpose: Provides student ability to login using single sign on, apply for study abroad programs, and allows them to request recommendation from faculty and faculty to respond to request


Application 21: Human Resource Information Systems

Purpose: To provide an integrated personnel/payroll system to the university HRS office that integrates through electronic interfaces with the SHARP system in Topeka.


Application 22: Business and Financial Information Systems

Purpose: To provide an efficient and effective method for maintaining purchasing, accounts receivable, budgeting, accounts payable, and general ledger information, and disseminating that information as appropriate back to university administration and other individuals. Also provides an electronic interface with an associated system in the State of Kansas financials areas. This system provides for static and dynamic reporting of financial information for effective decision making as well as both internal and external auditing.

Planned Initiatives: Replace home-grown system with purchase ERP

Application 23: Online Event Registration System

Purpose: [Allow any constituent to register for an Event Online

Planned Initiatives: Complete re-write

Application 24: Cbord One-Card System

Purpose: This is a card transaction processing system for faculty, staff and students.

Planned Initiatives: Adding a feature that integrates with IDWorks software package

Application 25: Avotus Unity

Purpose: To provide billing and maintenance interface to phone system


Application 26: Hobson’s - Retained

Purpose: Provide Enrollment Management Services ability to track current student retention and communication plan with students. Currently working with vendor on data files and communication plan.


Application 27: Parchment - Docufide Secure Transcript

Purpose: Provide student ability to request electronic transcript through PSU GUS secure web pages. Currently building XML transcript data which is sent to Parchment via Web services and receiving response file in return.


Application 28: AllofE Online Catalog

Purpose: A searchable catalog with one entry point from PSU web pages and minimize printing


Application 29: Database Logging and Auditing

Purpose: Logs changes to the administrative database. Saved logs include a description of the change similar to that commonly used in traditional database logging, and useful for recovery. Also logged is a large amount of context information that can be used for auditing, application debugging, and various kinds of analysis.


Application 30: Parature Ticketing Program

Purpose: This application will be used for client support. It provides a ticketing function for reporting technology issues. A self-help component is available so our faculty, staff and students can have access to a knowledge base or review the status of their ticket at any time. The system will allow us to set up criteria and routing to reduce the amount of staff interactions and allow for increased efficiencies.

Planned Initiatives: Intigrate with API for user load balancing

Application 31: Purchasing and Accounts Payable

Purpose: Re-write and replace the Purchasing and Accounts Payable systems. This was due to the changes required from the state’s implementation of PeopeSoft Financials. We retired this functionality from the existing legacy system and ported these systems to a newer platform.

Planned Initiatives: Retire and replace with purchased ERP system

Application 32: SciQuest E-Procurement System

Purpose: Provide a managed E-procurement system and processes which are available to the entire university administrative staff.


Application 33: Pitt Points

Purpose: To provide a transactional point reward system for students

Planned Initiatives: None at this time Application 34: Baja

Purpose: To provide a near time online score list for an international SAE Baja event hosted by Pittsburg State University

Planned Initiatives: Host event in 2014

Application 35: Tech Tips Repository

Purpose: To provide a repository to technical tips generated by OIS to the rest of the campus.


Application 36: Policy Repository

Purpose: To provide a policy repository for the Pittsburg State University campus.

Planned Initiatives: None at this time Application 37: Online License Plate Program

Purpose: Allows constituents to purchase their Pittsburg State license plate online

Planned Initiatives: None at this time Application 38: Live Text

Purpose: Student Assessment and Portfolio Tool

Planned Initiatives: Students in the Colleges of Business and Education will continue to first use this tool for assessment purposes as well as student portfolio purposes. The tool will continue to be used across varying departments in both the College of Arts and Sciences and the College of Technology as needed for assessment and student portfolio purposes.

Application 39: ECSI

Purpose: Manages student financial aid payments


New / Modified Applications [For every applications that has been modified since the last IT management and budget plan submission, fill out the Application, Purpose, and Planned Initiatives questions, in addition to any other questions that has changed. Fill out this section in its entirety for every new application. Modifications include enhancements to the system. Changes made due to maintenance of the application are not considered a modification. ] Application 1: Document Imaging

Purpose: Provides document imaging services and repository for university related documents from various administrative areas.

Planned Initiatives: Add additional storage, upgrade operating system, and upgrade

application software to latest revision. Hosted: Agency Internally Hosted Interaction: Agency-internal Technical Environment:

Hardware: Virtual Machine Network Protocols: TCP/IP System s/w: Windows Server 2008 R2 64 bit DBMS: MSSQL 2005 Client: Thick client

Language: Proprietary Implemented: January, 2002 Revision: December, 2011; Version 6.6.0

Maintenance: Pittsburg State University and Perceptive Software

Application 2: Zimbra Collaborative Suite (Faculty and Staff Email)

Purpose: A groupware suite which provides, electronic mail communication service, calendaring, repository, and task list for staff, and internet community.

Planned Initiatives: Development of Zimlets, and upgrade application software to latest

revision. Hosted: Agency Internally Hosted Interaction: Agency-internal Technical Environment:

Hardware: Virtual Machine Network Protocols: TCP/IP System s/w: Liniux (CentOS 6.3) DBMS: MySQL Client: Web-based

Language: Proprietary Implemented: July 16, 2012 Revision: July 16, 2012; Version 7

Maintenance: Pittsburg State University

Application 3: Virtual Servers

Purpose: To provide a more flexible, reliable and efficient server platform Planned Initiatives: Add additional hardware to support disaster recovery Hosted: Agency Internally Hosted Interaction: Agency-internal Technical Environment:

Hardware: IBM Bladecenter Network Protocols: TCP/IP, iSCSI System s/w: ESXi 5.1 DBMS: [MSSQL 2008

Implemented: Pilot 2005, Rollout 2006 Revision: October 3, 2012; Version 5.1

Maintenance: Pittsburg State Univeristy

Application 4: Consolidated Backups

Purpose: To provide a centralized, reliable backup process Planned Initiatives: Added deduplication, increased online availability to 60 days. Added

image backup for disaster recovery. Hosted: Agency Internally Hosted Interaction: Agency-internal and customers (students) Technical Environment:

Hardware: Dell server and virtual machine Network Protocols: TCP/IP System s/w: Windows Server 2008 & Linux CentOS 6.3 DBMS: MSSQL 2008 Client: Backup agent

Implemented: July, 2005 Revision: September, 2012; Commvault Version 9.0 R2 SP 7B and October 3, 2012; VMWare data protection Version 1.0


Application 5: Canvas

Purpose: Provides faculty and students access to course information, documents, and assignments. Also used to support group interactions

Planned Initiatives: None at this time Hosted: Externally Hosted with Instructure Interaction: Agency-internal and customers (students) Implemented: June 1, 2012 Revision: September 29, 2012 maintenance update

Maintenance: Instructure

Application 6: Tegrity

Purpose: To provide lecture-capture services to faculty and improve student comprehension of course material.

Planned Initiatives: None at this time Hosted: Externally Hosted Interaction: Agency-internal (students and faculty) Technical Environment:

Special s/w: Canvas Implemented: December, 2008 Revision: October, 2012

Maintenance: AA/RS

Application 7: Campus Recreation Fusion

Purpose: Management software for campus recreation facility Planned Initiatives: Intramural functionality Hosted: Agency Internally Hosted Interaction: Agency-internal Technical Environment:

Hardware: Virtual Machine Network Protocols: TCP/IP System s/w: Windows Server 2008 R2 DBMS: MS SQL 2005 Client: Thick client

Implemented: January, 2012

Maintenance: Fusion

Application 8: TES College Source

Purpose: To allow automatic matching of courses across universities Planned Initiatives: None at this time Hosted: Agency Internally Hosted Interaction: Agency-internal and other universities Technical Environment:

Hardware: IBM Power 7 Network Protocols: TCP/IP System s/w: AIX Client: Terminal pc Special s/w: Putty

Language: Universe Basic Implemented: September 12, 2012


Application 9: Gala

Purpose: Fund raising auction system for university to track auction information Planned Initiatives: None at this time Hosted: Agency Internally Hosted Interaction: Agency-internal Technical Environment:


Language: Universe Basic Implemented: July 1, 2012


Application 10: Team Dynamix

Purpose: Project management system Planned Initiatives: Implementation in Fall of 2012 Hosted: Externally Hosted by Team Dynamix Interaction: Agency-internal Implemented: Proposed for November, 2012

Maintenance: Team Dynamix

Application 11: Campus Visit

Purpose: A system for admissions to schedule prospective student visits Planned Initiatives: Implementation for Fall of 2012 Hosted: Agency Internally Hosted Interaction: Agency-internal and general public Technical Environment:

Hardware: IBM Power 7 Network Protocols: TCP/IP System s/w: AIX DBMS: MSSQL Server 2005 Client: Terminal pc Special s/w: Putty

Language: Universe Basic Implemented: October, 2012


Application 12: Credential Request

Purpose: A software system for PSU teacher education graduates to request credential files to be sent to prospective employers

Planned Initiatives: Implementation in Spring of 2013 Hosted: Agency Internally Hosted Interaction: Agency-internal and general public (graduated students) Technical Environment:


Language: Universe Basic Implemented: Projected implementation date of January, 2013

Maintenance: Pittsburg State University Application 13: TB Screening

Purpose: Program developed to meet state requirements for TB screening Planned Initiatives: None at this time Hosted: Agency Internally Hosted Interaction: Agency-internal and other state agencies Technical Environment:

Hardware: IBM Power 7 Network Protocols: TCP/IP System s/w: AIX and MS Windows Server 2008 DBMS: MSSQL RunTime Client: Terminal pc Special s/w: Putty

Language: Universe Basic Implemented: August, 2012


Application 14: Emergency Mass Notification System

Purpose: Notify PSU audience of emergency situations through mass communication methods

Planned Initiatives: Proposed implementation January 2013 Hosted: Externally Hosted by RAVE Interaction: Agency-internal and PSU constituents Implemented: Proposed implementation for January 2013

Maintenance: RAVE

Application 15: Activity Insight by Digital Measures

Purpose: Product to develop reporting, archive data, for the college of business to track AACSB acreditation.

Planned Initiatives: To be implemented Spring 2013 Hosted: Externally Hosted by Digital Measures Interaction: Agency-internal Implemented: Spring 2013 Maintenance: Digital Measures

Retired Applications [Fill out this section in its entirety for every application that has been retired or phased out since the last IT Management and Budget plan submission.] Application 1: Sendmail Email Retirement Reason: Obsolete application no longer reliable, experienced significant downtime, non-industry standard.

Application 2: Oracle Calendar/Corporate Time Retirement Reason: Obsolete application no longer reliable, experienced significant downtime, and response time slow.

Application 3: ANGEL Learning System, Course Management System (LMS) Retirement Reason: Software is to be discontinued.

Application 4: Reading Screening Retirement Reason: Moved off campus. Application 5: Xythos Web File Share Retirement Reason: Functionality provided by Zimbra Collaboration Suite Application 4: Reading Screening Retirement Reason: Moved off campus

SECTION III ~ IT PLANNED PROJECTS Provide information below for all planned projects with an estimated total cost of $250,000 or more from any source of funds, in which the agency is proposing new state funding or has spending authority. Agencies are required to provide this information pursuant to KSA 75-7209. Planned projects identify new projects by agencies that are in planning stages only and the IT Project Plan may or may not have been submitted for CITO approval. An information technology project is defined in KSA 75-7201 as “a project for a major computer, telecommunications or other information technology improvement with an estimated cumulative cost of $250,000 or more and includes any such project that has proposed expenditures for: (1) New or replacement equipment or software; (2) upgrade improvements to existing equipment and any computer systems, programs or software upgrades therefor; or (3) data or consulting or other professional services for such a project.” Agency Name: Pittsburg State University Date Submitted: May 2007 Project Name: Integrated Library System Project Acronym: ILS Estimated Project Cost: [Total estimated cost, or estimated range (i.e. $2 – 6M) over the life of the

project from any source of funds, over all fiscal years. Include internal direct costs of state government staff and external project costs.]

Internal Costs: $ 125,000 (estimated) External Costs: $ 385,000 (estimated) Estimated Ongoing Cost: [Total estimated operational cost from any source of funds, for three

ensuing state fiscal years after project implementation.] SFY 14 $ 80,000 SFY 15 $ 80,000 SFY 16 $ 80,000 Estimated total project cost and three ensuing years of ongoing cost: $ 750,000 Estimated Start Date: March 2012 Estimated Completion Date: June 2013 Project Business Objective(s) or Motivator(s): Due to aging of the current library system, Pittsburg State University Library Consortium desires to partner with a library automation company that is well developed and provides in-depth support for a fully featured enterprise class library system software solution. We seek to implement an integrated library system (ILS) that is developed for consortia, has depth and flexibility in consortia borrowing policies, advanced reporting capabilities for each member library, distributed technical service functions and configurations, and state-of-the-art Web 2.0 integration features for patrons including mobile PAC, text messaging, email, and other patron-engagement and discovery features. The Pittsburg State University Library Consortium is comprised of libraries and administrative service units on the campus of Pittsburg State University (the Leonard H. Axe Library, the Kansas Technology Center Library, the Career Resource Library, and the Campus Recreation Center); Pittsburg Public Library; Pittsburg Unified School District 250 (six sites); Eureka Public Library; Sedan Public Library; Parsons Public Library; and Fort Scott Community College Library. An additional 1-2 library sites may be added to the Consortium in the near future.

http://da.ks.gov/itec/Statutes/KS75-7209.htm


E-Government: Pittsburg State University Library Consortium desires to partner with a library automation company that is well developed and provides in-depth support for a fully featured software solution. We seek an ILS that is developed for consortia, has depth and flexibility in consortial borrowing policies, advanced reporting capabilities for each member library, distributed technical service functions and configurations, and state-of-the-art Web 2.0 integration features for patrons including mobile PAC, text messaging, email, and other patron-engagement and discovery features. Technical Architecture: The Pittsburg State University Library Consortium is seeking firm proposals for a new integrated library system (ILS). The Pittsburg State University Library Consortium is comprised of libraries and administrative service units on the campus of Pittsburg State University (the Leonard H. Axe Library, the Kansas Technology Center Library, the Career Resource Library, and the Campus Recreation Center); Pittsburg Public Library; Pittsburg Unified School District 250 (six sites); Eureka Public Library; Sedan Public Library; Parsons Public Library; and Fort Scott Community College Library. Project Description and Scope: The Pittsburg State University Library Consortium is comprised of libraries and administrative service units on the campus of Pittsburg State University (the Leonard H. Axe Library, the Kansas Technology Center Library, the Career Resource Library, and the Campus Recreation Center); Pittsburg Public Library; Pittsburg Unified School District 250 (six sites); Eureka Public Library; Sedan Public Library; Parsons Public Library; and Fort Scott Community College Library. An additional 1-2 library sites may be added to the Consortium in the near future. The mission of the Pittsburg State University Library Consortium is to provide quality library services for all sizes and types of libraries, which mutually benefit from each other through cooperation and collaboration in the southeast Kansas region. The Consortium shares bibliographic and patron databases, utilizes holds management and centralized catalog records, indexes, and resource-sharing policies. Project Status: High-level project plan underway.

SECTION III ~ IT PLANNED PROJECTS Provide information below for all planned projects with an estimated total cost of $250,000 or more from any source of funds, in which the agency is proposing new state funding or has spending authority. Agencies are required to provide this information pursuant to KSA 75-7209. Planned projects identify new projects by agencies that are in planning stages only and the IT Project Plan may or may not have been submitted for CITO approval. An information technology project is defined in KSA 75-7201 as “a project for a major computer, telecommunications or other information technology improvement with an estimated cumulative cost of $250,000 or more and includes any such project that has proposed expenditures for: (1) New or replacement equipment or software; (2) upgrade improvements to existing equipment and any computer systems, programs or software upgrades therefor; or (3) data or consulting or other professional services for such a project.” To: Anthony Schlinsog, Executive Branch CITO From: Barbara Herbert, [email protected], 620-235-4604 Agency Name: Pittsburg State University Date Submitted: 12/05/2011 Project Name: Financial Management System Project Acronym: FMS Estimated Project Cost: [Total estimated cost, or estimated range (i.e. $2 – 6M) over the life of the

project from any source of funds, over all fiscal years. Include internal direct costs of state government staff and external project costs.]

Internal Costs: $ 400,000 External Costs: $ 1,500,000 Estimated Ongoing Cost: [Total estimated operational cost from any source of funds, for three

ensuing state fiscal years after project implementation.] SFY 14 $ 100,000 SFY 15 $ 100,000 SFY 16 $ 100,000 Estimated total project cost and three ensuing years of ongoing cost: $ 2,200,000 Anticipated Funding Source: TBD Estimated Start Date: December 1, 2011 Estimated Completion Date: January 1, 2014 Project Business Objective(s) or Motivator(s): The current financial management package at Pittsburg State University is a legacy system written primarily in UniVerse Basic using th UniVerse database. Since this is an outdated system that is not built to any industry standard there are concerns about future development and on-going support. Since many of Pittsburg State’s business functions communicate with the State of Kansas’ systems, it is important that integration is as seamless as possible.. E-Government: One strategic goal for Pittsburg State University is to “Institutionalize environmental sustainability into all university activities including operations, teaching and learning, discovery and engagement. Enhance discovery and research.” This project would address this effort by increasing the electronic access and interaction with information. More of the university’s functions would become electronic, which would help with efficiency and reduce dependency on environmental resources.



Technical Architecture: One goal of this project is to have a system that is built to industry standards for ease in future development and on-going support. Technical architecture to be determined as project moves forward. Project Description and Scope: This project consists of updating the financial management package at Pittsburg State University. The functionality of the business operations will be addressed, which will impact the majority of campus clients, in addition to vendors, donors, etc. Functionality included in the projects consists of human resources, payroll, time and leave, budget, general ledger, general ledger functions, accounts payable, travel, asset management, fixed assets, depreciation and reporting. Project Status:

We are accessing our needs and contacting various vendors to schedule demos of their projects.

SECTION IV ~ BUSINESS AND TECHNOLOGY RADAR CHARTS This section displays, in a graphical model, the current and future alignment of business projects with application development, maintenance, and infrastructure initiatives. Ideally, IT initiatives should help fuel business initiative’s success. In order to do this, the radar chart process is broken down into three components:

• Agency Business Program Initiatives, • Technology Infrastructure, • IT Business System Initiatives. • Online-Enabled Services Initiatives

Agency Business Program Initiatives charts the high level business goals set by your agency. Technology Infrastructure looks at agency platforms, storage, network, and databases and the plans to enhance those components in the future. IT Business System Initiatives looks at planned application development, upgrade, and maintenance. Completion of this section will allow an agency to distinguish points in which their IT and business initiatives are not in alignment. This section’s intention is to illustrate the agencies strategic IT direction. The initiatives listed in this section do not have to exclusively be projects that have budgets requiring CITO approval, but rather any initiative that will change the landscape of IT in your agency. Instructions: [A template to aid in the design of this document is available at

http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm ]

Business Program Initiatives: The strategic direction component of the FY2011 Budget Document should provide documented goals and objectives for your agency and goals specifically for each business program. Once this list is compiled, the different initiatives can be mapped to the radar chart in their corresponding year(s). Technology Infrastructure: This information should be the same as the information given in Section I of this document under “IT Strategic Direction – Technology Infrastructure”. This is not limited to projects only in Section IV. All planned changes should be included. Include this information on the radar chart in the proper timeframe. IT Business System Initiative: This information should be the same as the information given in Section III of this document under “Major IT Applications – Planned Initiatives”. This is not limited to projects only in Section IV. All planned changes should be included. Include this information on the radar chart in the proper timeframe. Online-Enabled Services Initiatives: Pursuant to the Strategic Information Management Plan, Agencies should specifically break out online-enabled services8 in a separate section of the Business and Technology Radar Charts. Any initiative dealing with creating or modifying one or more online-enabled services should be included in this section.

Example: [Examples to help aid in the development of this section will be available at http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm ]

8 An “Online Service” is defined in this document to mean a “service” provided by the state that is available on the Internet for its customers to access. Examples of Online Services include Income Tax E‐Filing, the Kansas Business Center, and the Registered Offender Website.

http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm


Agency Business Program Initiatives FY 2012 FY 2013 FY 2014 FY 2015 Enhance and develop faculty and staff technology training. Support instruction and operations utilizing innovative and reliable technology tools Communicate information technology tools, initiatives and resources to the PSU community. Support the addition and expansion of University research resources. Provide and promote a secure IT environment for the PSU community. Utilize technology resources to support campus sustainability efforts. Technology Infrastructure FY 2012 FY 2013 FY 2014 FY 2015 Upgrade Data Switches Migration of IPV6 Expansion of VM Platform Expansion of SAN Platform Virtual Desktop Initiative Regents Cloud Disaster Recovery Data Center IT Business Initiatives FY 2012 FY 2013 FY 2014 FY 2015 Integrated Library System (ILS) Enterprise Resource Planning (ERP) System Replacement (FMS, HRS, SIS) Uniform Campus Printing Project Management System Online‐Enabled Services Initiatives FY 2012 FY 2013 FY 2014 FY 2015 Campus Visit System for Admissions Credential Request for Career Services New2PSU process for new employees Event system upgrade Faculty Credential Check process Dashboard analysis product implementation

SECTION V ~ ENTERPRISE BUSINESS PARTNERS MODEL This section identifies the different organizations, groups, and individuals that your agency interfaces with during normal business operations. Moreover, it articulates the different inputs that each agency receives from each business partner, and the outputs that each business partner receives from the agency. Completion of this section will allow agencies to have a better understanding of who they are in contact with during normal business operation and what information is important to each group(s). Moreover, this section will create opportunities for other state agencies to look at different models of communication and information delivery. A template for this section will be provided at http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm . Instructions: Agencies that have done this before have found different ways to successfully complete this document. The most common method is to do a survey of the different business programs in the agency. Ask the necessary people for everyone they interface with outside of the agency while working, and also the inputs and outputs supplied to each business partner. This is intended to be a high level model. In the example provided below, there was no need for KDOT to list every different public transit authority they interface with, because on a high level they all virtually require the same outputs and give the same inputs. It is more important to recognize the macro-level communication chain than to drill down on the nuances of specific organizations, agencies, and individuals.

Business Partner Data Shared - INPUT AGENCY Data Shared - OUTPUT

Kansas Board of Regents Student Enrollment Data

Pitt

sbur

g S

tate

U

nive

rsity

Federal Department of Education Student Demographic Data State of Kansas Accounts Payable Data State of Kansas Employee Data

Other Higher Education Institutions Student Data Secondary Institutions Student Data

International Institutions Student Data Federal Department of Education Financial Aid Student Financial Records Data


SECTION VI ~ ENTERPRISE VALUE CHAIN The value chain is a systematic approach to examining the development of competitive advantage. It was created by M. E. Porter in his book, Competitive Advantage (1980). The chain consists of a series of activities that create and build value. They culminate in the total value delivered by an organization. The organization is split into 'primary activities' and 'support activities.' Completing a Value Chain will give your agency a better understanding of how different units function together. This will allow for agencies to find areas for improvement or places to gain added efficiencies in order to give your customers the best value added service possible. Instructions: [A template to aid in the design and additional information about value chains will be

available at http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm ] There are two main areas of the value chain. They are the Primary Activities and Support Activities. Primary Activities are the links in the value chain that add value to the service or product you are providing. Examples of Primary Activities are construction, marketing, and development. Support Activities do not directly add value, but are still necessary in providing the services or products. Examples of Support Activities are Human Resources, Administration, and IT management.

Primary Activities: The first step in creating the value chain for primary activities is to develop a list of your agencies core business areas. For instance, KDOT’s core business areas are in the highway system, public transportation, and safety. Once those core business areas are decided upon, the agency is able to look at the chain of events that happen in order to meet the goal of these core business areas. Porter suggests that five main categories exist in this area of the value chain. His model does not present a direct one-to-one relationship to the services that state agencies provide, but it does give a helpful starting point to begin to think about the different links in the value chain. Porter’s five categories are:

• Inbound logistics • Operations • Outbound logistics • Marketing and Sales • Service

Agencies in the past have conducted information sessions with employees and asked questions in order to find different activities that occur under normal business operation. After this initial fact finding, they looked for areas in which the common goals were linked in order to feed the final core business area. At that point they are able to map out the primary activities of the organization.

Support Activities: Most of these activities are universal from agency to agency. They can be seen as more of the oversight and management areas of the agency. They do not have direct contact with the services provided by the agency or directly add value to them, but without theses activities the core business goals could not be realized. For example, Human Resources staff ensures that employees get paid, without this function there would be no reason for employees to come to work, or at very least work productively. Without an efficient employee base, there would be no chance for success in agency’s core business goals.


ENTERPRISE VALUE CHAIN (Continued) .

SECTION VII ~ ENTERPRISE APPLICATION MAP An Enterprise Application Map is an extension of the value chain. The application map seeks to categorize the applications and systems in your agency with links on the value chain. Completion of this section will allow agencies to see where each specific application fits in relation to the high level business areas in the organization. Instructions: After completing the Enterprise Value Chain, this section can be completed by overlaying your systems and applications on the appropriate section of the value chain. Example: [Examples to help aid in the development of this section will be available at


Application Name Associated Areas Activity Insight by Digital Measures F AllofE Online Catalog 3, 4 Avotus Unity A, B, D, E Baja 7, 8 Business and Financial Information Systems A, C, D, E, 10 Campus Recreation Fusion 14 Campus Visit 1 CampusCall 15, 16 Canvas C, F, 1, 2, 3, 4, 5, 6 Cbord One‐Card System A, B, 11, 12, 13, 14 Consolidated Backups A ‐ F, 1‐17 Credential Request 6 Database Logging and Auditing A ‐ F, 1‐17 Document Imaging A, B, C, D, E, F, 2, 4, 10 ECSI D, 10


Emergency Mass Notification System 15 ESPTE A, C Gala 12, 15, 16 Hiring Process System C Hobson's ‐ Connect 1, 5 Hobson's ‐ Retained 5 Inspiron Wireless Emergency Notification System A Library Automation System 3, 7, 8, 9, 13, 15 Live Text 3, 6 Local Windows Update (WSUS) Server A‐F, 1‐17 Micros Point of Sale E, 11 Millennium System 15, 16, 17 Online EDR (Employment Data Report) Form 5, 6, 16 Online Event Registration System A, 15, 16 Online License Plate Program 15, 16 Parature Ticketing Program B, E Parchment ‐ Docufide Secure Transcript E, 6 Pitt Points 5, 12 Pitt State Apps and Student email powered by Google A, B, 2, 3, 4, 5, 8, 10, 11, 16 Policy Repository A, F Purchasing and Accounts Payable A, D SciQuest E‐Procurement System A, D Shibboleth A‐F, 1‐6, 10‐17 StarRez 11 Student Health Center E Student Information System A, B, F, 2, 3, 4, 5, 6, 10, 11, 12, 13, 14 Studio Abroad by Terra Dotta F, 4 Symantec Anti‐Virus A‐F, 1‐17 TB Screening A Team Dynamix A, B Tech Tips Repository B, Tegrity C, 3, 15 TES College Source F, 2, 3, 5 Ticket Office (Pro‐venue/Tickets.com) 12, 15, 16 University Police and Parking Services A, E Virtual Privae Network A‐F, 1‐17 Virtual Servers A‐F, 1‐17 Zimbra Collaborative Suite A‐D, F, 1‐17

SECTION VIII ~ ENTERPRISE DATA MAP

An Enterprise Data Map is a high level mapping of the data your agency currently stores at a logical level. Completing this section will give the agency a better understanding of the types of data that is being collected and the ability to see where redundant information is being stored in different agency databases. Instructions: [Instructions for the Enterprise Data map will be sent on a later date and also available at

http://oits.ks.gov/kito/cita/ITMBP_Instructions.htm ] Examples: [Examples to help aid in the development of this section will be available at




Network Diagram

INFORMATION TECHNOLOGY MANAGEMENT AND BUDGET PLAN

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