The presentation is about to begin We are technical people Lower your expectations
Presenting Joe the Fiscal Officer in… Close Encounters of the Nerd Kind
UITS Hardware Guy…. Rob Lowden Director, UITS - Enterprise Systems Infrastructure “Joe the Fiscal Officer”…………… Jim Thomas Director, UITS - Enterprise Business Systems Local “Techno-geek”. . . Ron Reuter Senior Network Administrator, FMS
The scene… The modern, high-tech, lavish work environment of a dedicated fiscal officer this time last year
Communication Issues? ? ?
Information Technology Rob Lowden Director, Enterprise Systems Infrastructure
• 714 Full Time Staff • 402 Part-time Staff • 6 Primary Divisions
. . Accelerating the Journey http: //ovpit. iu. edu/itsp 2
Empowering People ITSP 2 • Background • Charge from President Mc. Robbie • Developed over 7 months • Endorsed by the Board of Trustees on 11 Dec 2008 • Community Effort • 140 members of the IU community in four task forces and an overall UITC committee • 1 month of public comment, 85 presentations, 150 e-mails • 15 recommendations and 72 action items • Changing the game
Three Major Sections • Sustaining the Foundations • Efficient use of resources for productivity gains • Human-centric IT • Easier to use, more useful • Grand Challenges and Opportunities • Changing the game
Campus IT Services Edge Trust ? Leverage Trust ? Edge
Activity-Based Service Costs examples http: //www. indiana. edu/~uits/business/report_on_cost_and_quality_of_services. html
24 Hour Support Center Activity-based Costs Telephone Consulting
Activity-based Costs Classroom Technology
Activity-based Costs Student Technology Centers
New Bloomington Data Center
Quick Facts • • • 88 K GSQFT Building Single Story Construction (withstand an F 5) 3 – 10 K SQFT machine room pods Supports Enterprise Systems and Research http: //it. iu. edu/datacenter/index. php
Enterprise Business Systems Jim Thomas Director, Enterprise Business Systems
Enterprise Software John F. (Barry) Walsh, Associate Vice President Enterprise Academic Systems Sarah Chambers, Director Enterprise Business Systems Jim Thomas, Director Enterprise Services, Integration & Delivery Brian Mc. Gough, Director Financial Systems Human Resources Systems Ailish Byrne, Manager Aaron Neal, Manager Purchasing/AP, Travel, & e. Commerce Systems Jim Julovich, Manager Research Systems Terry Durkin, Manager
Financial Systems Ailish Byrne, Manager • Financial Information System (FIS) • Kuali Financial System (KFS) Implementation
Proposed Kuali Implementation Timeline 2009 2010 February 2009 General Ledger Labor Ledger Sufficient Funds 2011 Fall 2011 Purchasing/AP Summer 2010 Contracts & Grants in FIS Kuali Coeus Winter 2009 More Batch Processes Chart of Accounts UI Feb/Mar 2011 Remaining FIS documents
What are we doing now? • Completing the 3 rd release of KFS • Fit-gap analysis • Getting an IU instance ready with your data (so that you can participate!)
Human Resources Systems Aaron Neal, Manager • • • HRMS System HR Edocs Payroll Timekeeping e. PTO Faculty Annual Report (FAR)
Human Resources Systems • December 2008/January 2009 – HR Edocs UI improvements (using Kuali NS) • March 2009 – Timekeeping enhancements • July 2009 – New e. PTO system • August 2009 – PAO/PAUs moving to Timekeeping
Research Administration Systems Terry Durkin, Manager • Electronic Research Administration (ERA) • Executive Reports Environment (ERE) • Coeus IRB • Kuali Coeus Implementation • Account Information Management (AIM)
Research Administration Systems • February 2009 – Coeus IRB Implementation • Fall 2009 – Kuali Coeus Release 2. 0 • Proposed Summer 2010 – Kuali Coeus Implementation
Purchasing/AP, Travel, & e. Commerce Jim Julovich, Manager • • Purchasing/AP (Epic) Travel Pre-Disbursement Processor (PDP) Secure electronic payments/shopping cart Direct Deposit Onbase MMS
Purchasing/AP, Travel, & e. Commerce • Travel Management System – May 2009 - Pilot release – July 2009 - Full rollout to campuses and depts • April 2009 – Secure Enterprise Shopping Cart • Proposed Winter 2011 – Epic and PDP replacement /KFS implementation
Empowering People It’s all about YOU! User-centered delivery Single point of service
Empowering People Mobile access to administrative services
Empowering People • Consolidate services and infrastructure • Emphasis on collaboration
Empowering People • Modernized reporting & decision support
Empowering People: Examples Role-based portal for effectiveness & efficiency – Electronic documents – Document search – Balance Inquiries – IUIE Reports – Policy Documentation
Empowering People: Examples • Access/approve documents from your PDA • Associate permissions and workflow responsibilities with IU positions
Break (15 minutes)
Departmental Technology Ron Reuter Senior Network Administrator, FMS
What is an LSP? • Local Support Provider – Many different Roles/Responsibilities – Middle Man – Trust • Supports End Users • Needs Support from users and Management
What do we worry about? ? ? • Providing on-time accurate support • Security BIG concern!! – We must protect all data, and assist you in doing the same • Uptime of desktops and servers • That our end users will bring us food!
User Security • • Password Pass Phrase Social Engineering The internet is secure……… right? ? – HTTPS – Encryption
User Security • • The web can be an UGLY place (Dark Alleys) Spyware Phishing Viruses -update –update -update
Server Security • • • Proper setup and configuration Secure Location Patches applied timely Firewalls ITSO Scans Backups
Security Do’s and Don’ts Don’t 1. Change to a Pass Phrase 2. Give your password to anyone 3. Allow someone else to logon with your account (new users) 4. Leave passwords on post-it notes on your monitor 5. Allow someone else to user your safeword card
Security Do’s and Don’ts Do 1. Change to a Pass Phrase 2. Lock workstation upon leaving 3. ASK QUESTIONS!!! 4. Schedule Security Scans 5. LSP’s must stay on top of security issues
Identity Finder • Scans your computer for sensitive information • Available from http: //iuware. iu. edu • Finds SSN’s, Passwords, Credit card info
Best Practices • • • Automated Virus Protection Monthly Security Scans User Training Concise Guidelines for Users LSP Training - Ongoing! Ask: Do we really need this!!
Best Practices (Desktop) • • • Update Virus Protection Run Defender (spyware) Apply OS patches (set for auto) Run Identity Finder Run without admin rights! NO longer optional!!!
Helpful Links Itso. iu. edu Iuware. iu. edu kb. iu. edu
Technology at Indiana University Business Jeopardy! Systems Information Jeopardy! Technology Department Jeopardy! Technology $100 $200 $300 $400
Business Systems for $100 Role-based Portal
Answer What gives me access to all the tools I need to do my job in one convenient location?
Information Technology for $100 Dr. Bradley C. Wheeler
Answer Who is the Vice President and Chief Information Officer at IU?
Department Technology for $100 Identity Finder
Answer What software can I use to scan my computer for SSN’s?
Business Systems for $200 Collaboration/Working Together
Answer How will we achieve success with the Empowering People plans?
Information Technology for $200 Empowering People
Answer What is the second IT strategic plan about?
Department Technology for $200 A process to “scramble” data using a complex algorithm. Used to store or transport sensitive data.
Answer What is encryption?
Business Systems for $300 Kuali Coeus
Answer What is the name of the new community source Research Administration System?
Information Technology for $300 A financial practice that transparently represents all costs associated with a service
Answer What is Activity Based Cost Accounting?
Department Technology for $300 Keep it updated – preferably weekly
Answer What is the most important thing to regularly do with a virus scanner?
Business Systems for $400 Aaron Neal
Answer Who is the manager of the Enterprise Business Systems: Human Resources Management Systems team?
Information Technology for $400 88, 000
Answer What is the total Gross Square Footage of the new Bloomington Data Center?
Department Technology for $400 An exceptionally long secure password
Answer What is a passphrase?
In summary… We hope that our next steps will lead to more of this… 77
And, less of this… 79
We cannot take the next steps without your guidance. You will be hearing from us. 81
Questions? Rob Lowden: rlowden@iu. edu Jim Thomas: jthomas@indiana. edu Ron Reuter: rreuter@indiana. edu
Technology at Indiana University Business Jeopardy! Systems Information Jeopardy! Technology Department Jeopardy! Technology $100 $200 $300 $400
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