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The presentation is about to begin We are technical people Lower your expectations 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 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 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 The scene… The modern, high-tech, lavish work environment of a dedicated fiscal officer this time last year

Communication Issues? ? ? Communication Issues? ? ?

Information Technology Rob Lowden Director, Enterprise Systems Infrastructure Information Technology Rob Lowden Director, Enterprise Systems Infrastructure

 • 714 Full Time Staff • 402 Part-time Staff • 6 Primary Divisions • 714 Full Time Staff • 402 Part-time Staff • 6 Primary Divisions

. . Accelerating the Journey http: //ovpit. iu. edu/itsp 2 . . Accelerating the Journey http: //ovpit. iu. edu/itsp 2

Empowering People ITSP 2 • Background • Charge from President Mc. Robbie • Developed 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 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 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 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 24 Hour Support Center Activity-based Costs Telephone Consulting

Activity-based Costs Classroom Technology Activity-based Costs Classroom Technology

Activity-based Costs Student Technology Centers Activity-based Costs Student Technology Centers

New Bloomington Data Center New Bloomington Data Center

Quick Facts • • • 88 K GSQFT Building Single Story Construction (withstand an 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 Business Systems Jim Thomas Director, Enterprise Business Systems

Enterprise Software John F. (Barry) Walsh, Associate Vice President Enterprise Academic Systems Sarah Chambers, 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 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 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 • 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 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 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 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 – 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 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 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 It’s all about YOU! User-centered delivery Single point of service

Empowering People Mobile access to administrative services Empowering People Mobile access to administrative services

Empowering People • Consolidate services and infrastructure • Emphasis on collaboration Empowering People • Consolidate services and infrastructure • Emphasis on collaboration

Empowering People • Modernized reporting & decision support Empowering People • Modernized reporting & decision support

Empowering People: Examples Role-based portal for effectiveness & efficiency – Electronic documents – Document 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 Empowering People: Examples • Access/approve documents from your PDA • Associate permissions and workflow responsibilities with IU positions

Break (15 minutes) Break (15 minutes)

Departmental Technology Ron Reuter Senior Network Administrator, FMS Departmental Technology Ron Reuter Senior Network Administrator, FMS

What is an LSP? • Local Support Provider – Many different Roles/Responsibilities – Middle 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 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? 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 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 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 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 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. 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 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 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 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 Technology at Indiana University Business Jeopardy! Systems Information Jeopardy! Technology Department Jeopardy! Technology $100 $200 $300 $400

Business Systems for $100 Role-based Portal Business Systems for $100 Role-based Portal

Answer What gives me access to all the tools I need to do my 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 Information Technology for $100 Dr. Bradley C. Wheeler

Answer Who is the Vice President and Chief Information Officer at IU? Answer Who is the Vice President and Chief Information Officer at IU?

Department Technology for $100 Identity Finder Department Technology for $100 Identity Finder

Answer What software can I use to scan my computer for SSN’s? Answer What software can I use to scan my computer for SSN’s?

Business Systems for $200 Collaboration/Working Together Business Systems for $200 Collaboration/Working Together

Answer How will we achieve success with the Empowering People plans? Answer How will we achieve success with the Empowering People plans?

Information Technology for $200 Empowering People Information Technology for $200 Empowering People

Answer What is the second IT strategic plan about? Answer What is the second IT strategic plan about?

Department Technology for $200 A process to “scramble” data using a complex algorithm. Used Department Technology for $200 A process to “scramble” data using a complex algorithm. Used to store or transport sensitive data.

Answer What is encryption? Answer What is encryption?

Business Systems for $300 Kuali Coeus Business Systems for $300 Kuali Coeus

Answer What is the name of the new community source Research Administration System? 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 Information Technology for $300 A financial practice that transparently represents all costs associated with a service

Answer What is Activity Based Cost Accounting? Answer What is Activity Based Cost Accounting?

Department Technology for $300 Keep it updated – preferably weekly Department Technology for $300 Keep it updated – preferably weekly

Answer What is the most important thing to regularly do with a virus scanner? Answer What is the most important thing to regularly do with a virus scanner?

Business Systems for $400 Aaron Neal Business Systems for $400 Aaron Neal

Answer Who is the manager of the Enterprise Business Systems: Human Resources Management Systems Answer Who is the manager of the Enterprise Business Systems: Human Resources Management Systems team?

Information Technology for $400 88, 000 Information Technology for $400 88, 000

Answer What is the total Gross Square Footage of the new Bloomington Data Center? Answer What is the total Gross Square Footage of the new Bloomington Data Center?

Department Technology for $400 An exceptionally long secure password Department Technology for $400 An exceptionally long secure password

Answer What is a passphrase? Answer What is a passphrase?

In summary… We hope that our next steps will lead to more of this… In summary… We hope that our next steps will lead to more of this… 77

And, less of this… 79 And, less of this… 79

We cannot take the next steps without your guidance. You will be hearing from 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 Questions? Rob Lowden: [email protected] edu Jim Thomas: [email protected] edu Ron Reuter: [email protected] edu

Technology at Indiana University Business Jeopardy! Systems Information Jeopardy! Technology Department Jeopardy! Technology $100 Technology at Indiana University Business Jeopardy! Systems Information Jeopardy! Technology Department Jeopardy! Technology $100 $200 $300 $400