University of Southern Indiana

Initiatives

Contents

Initiative:  Develop IT Project Management Office

Initiative:  Create Unified Help Desk

Initiative:  Upgrade VoIP Telephony and Unified Communications

Initiative:  Upgrade Faculty and Staff Email

Initiative:  Create Student Self-Help Repair Center

Initiative:  Move Campus to Single Identity Platform

Initiative:  Outsource Student Email

Initiative:  Build Large Capacity, Centralized Windows File Servers

Initiative:  Build Windows Print Servers

Initiative:  Decommission Novell Services

Initiative:  Implement Centralized Management of Desktops via Policy

Initiative:  Centralize Campus Data Storage

Initiative:  Consolidate Admin and Labs Wired Networks

Initiative:  Implement Updated Domain Controllers

Initiative:  Incorporate Students and Lab Computers into Domain

Initiative:  Create Bridged Wireless Infrastructure

Initiative:  Implement Default Encryption on Wireless Network

Initiative:  Implement New RAVE Alerting Model

Initiative:  Complete Campus Wide Desktop Inventory

Initiative:  Build Central Late Night Lab and Help Desk Service

Initiative:  Develop Standardized Equipment List and Replacement Strategy

Initiative:  Rehome TK20 to USI Campus

Initiative:  Implement Collaboration Services Platform

Initiative:  Implement Lecture Capture Capabilities

Initiative:  Develop High Capacity, Centralized Media Storage and Delivery Service

Initiative:  Rebuild Information Technology Website

Initiative:  Leverage Help Desk Toolset (Bomgar and Kace)

Initiative:  Implement Cisco Console

Initiative:  Implement File and Email Encryption Capabilities

Initiative:  Increase Campus Wireless Saturation

Initiative:  Implement Student My Docs File Servers

Initiative:  Increase Backup Capacity

Initiative:  Implement Ubiquitous VPN Capability

Initiative:  Develop Thin Client Prototype

Initiative:  Develop Disaster Recovery Solution

Initiative:  Prototype myUSI & Banner Mobile Capabilities

Initiative:  Banner Hardware Refresh

Initiative:  Implement Laptop H: Drive Sync and Default Encryption

Initiative:  Network Core Hardware Refresh

Initiative:  Retire Sun LDAP

Initiative:  Migrate Live@edu to Office 365

Initiative:  Implement FERPA Training

 

Initiative:  Develop IT Project Management Office

Initiative Description
To effectively manage the Information Technology team, a Project Management Office is needed.  This office will provide several functions:

  • Budgets and expenses will be tracked and reported.
  • Projects will be managed via project plans (Gantt Charts) and status summary sheets.
  • Performance metrics will be developed to measure operations.

A Project Management Review (PMR) meeting will be held on a regular basis to provide status on financials, projects, and metrics.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs

 

Initiative:  Create Unified Help Desk

Initiative Description
User support is not centralized, and users have multiple entry points for support, including myUSI, network and computer center, Blackboard, and AV.  Existing toolsets are minimal with end users having no visibility into trouble ticket status, and help desk staff having few tools to solve user issues.  Presently help desk staff (Tier 1) solve only a small subset of user requests, and almost all are turned over to Tier 2 team members throughout IT.

The vision is to unify all help desk access to a single phone number and single email address, answered by a live person between 8AM and 10PM weekdays.  Modern tools will be procured and implemented, providing a trouble ticketing system with visibility to end users (Kace), and remote support capabilities for the help desk staff (Bomgar).  Help desk staff will have training opportunities to increase their skill set, and over time will resolve a larger percentage of trouble tickets at the Tier 1 level, reducing the workload on the Tier 2 staff.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Enable Student Success

 

Initiative:  Upgrade VoIP Telephony and Unified Communications

Initiative Description
The campus telephony is split between an older, unsupported PBX system and a newer but not under maintenance support VoIP system.  Voicemail also exists in two separate systems, one attached to the PBX and one to the VoIP platform.  The campus needs to consolidate to a single telephony and voicemail system, and maintain currency and support on this system.

The expectation is to bring the main campus VoIP platform back under maintenance support, update the platform to current hardware and software levels, and then continue the replacement of the PBX infrastructure across the campus over the next three years.  Once this is completed, the PBX voicemail system can be decommissioned.

Campus housing also uses the PBX telephony platform.  This is not expected to be replaced with the VoIP platform; it will continue to operate on the PBX with an eventual expectation that phone services cease.

Steps:
1) Update server infrastructure
2) Install VoIP phones in OC, WA, and FA summer 2012
3) Install VoIP phones in LA, TC summer 2013
4) Install VoIP phones in HP, ED, SC summer 2014

Status
Underway.  Steps 1-3 completed.

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth

 

Initiative:  Upgrade Faculty and Staff Email

Initiative Description
Faculty and staff email presently sits on a single server running Microsoft Exchange 2007.  Mailbox sizes are very small forcing end users to aggressively delete email or save it to other locations.  Saving email to other locations opens the door to mail loss (if the storage location is not regularly backed up) and mail theft (if the location is on a local hard drive or laptop which could be stolen), and makes it difficult to work remotely since email is not all stored in a single location.  The architecture of the current system is not highly fault tolerant, and requires downtime for maintenance and patching.

This initiative will replace the hardware platform running Exchange with a high capacity storage network and redundant server architecture.  Exchange will be upgraded to the most current version (Exchange 2010), default mailbox sizes will increase to 3-4GB per user, and the redundant architecture will minimize unplanned and planned downtime.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Maintain Privacy and Security

 

Initiative:  Create Student Self-Help Repair Center

Initiative Description
Providing PC desktop and laptop support for students is a difficult position for the university.  Presently over 2000 computers arrive annually at the help desk requesting support, and the largest class of support is virus removal.  The university cannot afford this volume of work, and the students do not learn how to moderate their behavior and avoid these problems.

A new model of student support is being developed which will engage the students in the repair of their computers.  In this model, students will schedule a time slot to bring their computer into the help desk, and a student technician will explain the problem and avoidance methods while repairing their computer.  Through this process, the student should become more knowledgeable with managing patches preventing viruses from infecting their computer.  Other hardware and software issues will also be supported, under the same model of guidance and education.  This conforms much more closely with the educational model of the university.

Status
Completed

IT Strategic Goal(s) Addressed
Enable Student Success

 

Initiative:  Move Campus to Single Identity Platform

Initiative Description
Faculty and staff currently manage two primary accounts, their MyUSI account and their Network account.  This presents complications in using campus resources, and generates an extra burden on the help desk.  Students currently only manage a MyUSI account, but as student email is moved to Live@edu, students’ will need an account on the campus domain.  To simplify the management of accounts for students and employees, the campus needs to move to a single identity platform.  This can be accomplished by an identity management service such as Microsoft Forefront Identity Management.  Using a tool such as this will synchronize passwords across multiple systems, therefore only requiring the user to maintain one password.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success

 

Initiative:  Outsource Student Email

Initiative Description
Student email is on a deprecated service which is unsupported.  This email system is space constrained, and does not support modern features frequently requested by the students such as the ability to integrate their email onto their smart phone. 

Many schools have chosen to outsource student email to one of the major cloud providers.  These services are currently free for universities to use, and moving our students to this platform will provide much better email and file features, and reduce costs for the university. 

USI intends to move our student email to Microsoft Live@edu.  The major players in this space are Google and Microsoft.  Since our campus is largely Microsoft centered and uses Microsoft Office as the primary toolset for documents, Microsoft Live@edu will provide familiarity and better collaboration capabilities for the campus.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success

 

Initiative:  Build Large Capacity, Centralized Windows File Servers

Initiative Description
Most campus data is stored locally on individual hard drives, and a small portion is stored on a legacy Novell system.  A large capacity file server cluster providing all home directories and shared directories for the entire campus needs to be built. Cluster should be fault tolerant, continuing to provide services if one machine fails.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Build Windows Print Servers

Initiative Description
Printer queues currently reside predominantly on legacy Novell systems.  These will need to be migrated to a Windows platform in anticipation of Novell being shut down.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth

 

Initiative:  Decommission Novell Services

Initiative Description
Much of the campus faculty and staff work off of legacy Novell platform.  This platform is unsupported and needs to be replaced.  Windows active directory will take the place of Novell.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth

 

Initiative:  Implement Centralized Management of Desktops via Policy

Initiative Description
As all desktops are brought into Windows active directory, significant improvements in efficiency, consistency, and timeliness of desktop support can be achieved.  Policies for faculty, staff, and lab computers needs to be developed.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Centralize Campus Data Storage

Initiative Description
Using the new Windows files servers and group policy, once all computers are in active directory data storage can be centralized by moving My Documents to the network file server.  This will keep campus data safer, backed up, and can allow controlled access from any location.

Status
Underway - teams are being shifted to the network centric model individually, allowing people to ask questions and better understand the model.

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Consolidate Admin and Labs Wired Networks

Initiative Description
The current campus network consists of two distinct physical layers, one supporting faculty and staff and the other supporting students.  This makes collaboration and data sharing difficult.  The network will be modernized replacing very old core routers, and the networks will be built using a logical separation rather than physical.  This will allow more access from other the campus and open up avenues for student and faulty collaboration.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Enable Student Success

 

Initiative:  Implement Updated Domain Controllers

Initiative Description
The Domain Controller environment is minimally used and consists of several older domain controllers running on dated hardware.  These will be upgraded or replaced and the default domain level brought to current.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Incorporate Students and Lab Computers into Domain

Initiative Description
Students and lab computers are currently not part of the Novell directory or Windows active directory.  Students will be added to active directory, and lab computers will join the domain.  This will allow for better management of student accounts and lab computers, and provide opportunities for collaboration.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Create Bridged Wireless Infrastructure

Initiative Description
The current wireless network was built prior to the adoption of smartphones, and is not designed to stay connected as a person walks around campus.  The wireless network will be redesigned to support maintaining connection across the campus.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success

 

Initiative:  Implement Default Encryption on Wireless Network

Initiative Description
Current wireless does not provide access to encryption.  This presents security concerns and will need to be implemented.

Status
Not yet started

IT Strategic Goal(s) Addressed
Maintain Privacy and Security

 

Initiative:  Implement New RAVE Alerting Model

Initiative Description
The current RAVE implementation is based on an opt-in model, and does not have the capability to partition the RAVE population by attributes such as ON and OFF campus, building code, and user type (employee or student).  Current Educause recommendation is to switch to an opt-out model.  Partitioning the user set by the mentioned attributes will allow the university to deliver messages to targeted groups, increasing the usefulness of the tool.

This initiative is expected to progress in two phases:  the first phase will implement attributes and targeted delivery.  The second phase will switch the campus from an opt-in model to an opt-out model.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth

 

Initiative:  Complete Campus Wide Desktop Inventory

Initiative Description
A complete inventory of campus computers needs to be completed to help in planning a replacement strategy.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth

 

Initiative:  Build Central Late Night Lab and Help Desk Service

Initiative Description
Students currently have to visit different labs to access specific software for their courses.  Each lab has different hours and level of computers and software.  A single lab will be built which as much as possible will contain all software needed across the campus.  This lab will be centrally located, and stay open later than other labs.  Some of the other labs can then be closed at an earlier time.

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success

 

Initiative:  Develop Standardized Equipment List and Replacement Strategy

Initiative Description
Standardized desktop and laptop computers bought in bulk let the university purchase computer equipment as economically as possible.  A standardized set of computers needs to be developed and a year over year replacement plan needs to be developed and funding planned. 

Status
Completed

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth

 

Initiative:  Rehome TK20 to USI Campus

Initiative Description
The campus TK20 services are provided remotely and university equipment is housed off campus.  the decision has been made to bring this functionality back onto campus.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Implement Collaboration Services Platform

Initiative Description
Current collaboration space for faculty and students is limited to Blackboard.  A campus wide collaboration service such as SharePoint should be considered to provide team collaboration spaces for both academic and administrative functions.

Status
On hold

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Implement Lecture Capture Capabilities

Initiative Description
As the university increases distance learning offerings, a modern, easy to use lecture capture system is needed.  This will also be used for traditional classroom courses.  Panopto has been selected for this service. 

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Develop High Capacity, Centralized Media Storage and Delivery Service

Initiative Description
Multimedia files are becoming more common throughout the university, and students expect to be able to view these media in different formats on different devices at any time.  A high capacity, centralized media storage and delivery service is needed.

Status
On hold

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Rebuild Information Technology Website

Initiative Description
The IT web site is quite dated without useful information.  A new look with information targeted towards students and faculty and staff is needed.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Leverage Help Desk Toolset (Bomgar and Kace)

Initiative Description
Kace and Bomgar are deployed at the help desk, providing inventory tracking, trouble ticketing, and remote support.  These tools can provide much more capability with their ability to manage deployments and patching.  These features need to be leveraged to drive down cost of support.

Status
Underway

IT Strategic Goal(s) Addressed
Manage and Control Costs
Support University Growth
Enable Student Success

 

Initiative:  Implement Cisco Console

Initiative Description
The existing switchboard console is out of support and needs to be replaced.  Moving to a modern software based switchboard solution will provide the campus operator with better capabilities for call handling.  This system will also allow the switchboard to be switched over to a secondary command center in the event of an emergency on campus.

Status
On hold

IT Strategic Goal(s) Addressed
Support University Growth
Maintain Privacy and Security

 

Initiative:  Implement File and Email Encryption Capabilities

Initiative Description
As the campus moves to a more network centric environment for file storage and email storage, the ability to encrypt important documents and emails is needed. 

Status
Completed

IT Strategic Goal(s) Addressed
Maintain Privacy and Security

 

Initiative:  Increase Campus Wireless Saturation

Initiative Description
Expectations for wireless continue to increase with students and faculty alike expecting to be continuously connected to wireless through a multitude of devices, including laptops, smart phones, and tablets.

Status
Underway

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative:  Implement Student My Docs File Servers

Initiative Description
As students and lab computers enter the domain and come under domain management policies, students can have access to a network based My Documents file space, minimizing any need for transporting files via memory sticks.  This lets students more easily work from any computer on campus, and keeps their data files safer and backed up. 

Students and faculty have very few choices currently available for shared work spaces.   Shared file spaces fully accessible by faculty and students from any campus computer provides a simple collaboration area for sharing documents.

A fault tolerant clustered file server is needed.

Status
Completed

IT Strategic Goal(s) Addressed
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Increase Backup Capacity

Initiative Description
As the campus moves to a network centric storage model for data, backup capacities will need to be significantly increased.  Faculty, staff, and students will need to store very large amounts of data on the central servers, and this must be coupled with a backup architecture which supports this expected volume.

Status
Underway

IT Strategic Goal(s) Addressed
Support University Growth
Maintain Privacy and Security

 

Initiative:  Implement Ubiquitous VPN Capability

Initiative Description
A simple VPN capability supported by desktop computers, smart phones and tablets is necessary for all faculty, staff, and students on the campus.  This VPN needs to be accessible from all campus networks and the Internet.  Separate IP address pools will be necessary for students, for faculty and staff, and for IT administrators.  This will allow anyone to secure a connection and act as part of the campus network from any location or device.

Status
On hold

IT Strategic Goal(s) Addressed
Enable Student Success
Maintain Privacy and Security

 

Initiative:  Develop Thin Client Prototype

Initiative Description
Thin clients are becoming a viable option for many desktop situations.  This model has the potential to significantly reduce lifecycle costs at the desktop.  A prototype deployment is needed to assess the pros and cons of this model.

Status
On hold

IT Strategic Goal(s) Addressed
Support University Growth
Manage and Control Costs

 

Initiative: Develop Disaster Recovery Solution

Initiative Description
The state supported common DR site is being shut down, and USI must develop another DR solution. Current DR is also limited to several key functionalities, and this will be considered for expansion.

Status
Underway

IT Strategic Goal(s) Addressed
Maintain Privacy and Security
Support University Growth

 

Initiative: Prototype myUSI & Banner Mobile Capabilities

Initiative Description
Students expect mobile capabilities for university services.  A prototype mobile service for Banner and myUSI functions will be developed using commercial offerings.

Status
Underway

IT Strategic Goal(s) Addressed
Support University Growth
Enable Student Success

 

Initiative: Banner Hardware Refresh

Initiative Description
Current Banner hardware is approaching end of life and will need to be replaced. Banner will move to an Intel platform, and DR capabilities will be re-assessed.

Status
Underway

IT Strategic Goal(s) Addressed
Support University Growth

 

Initiative: Implement Laptop H: Drive Sync and Default Encryption

Initiative Description
As user data is centrally stored on network file servers, laptops need to be configured with a synchronization policy to enable the data while offline.  To protect these data, default encryption needs to be set up and tested on laptops. 

Status
Underway

IT Strategic Goal(s) Addressed
Maintain Privacy and Security

 

Initiative: Network Core Hardware Refresh

Initiative Description
Current network hardware is 10-15 years old for several core routers and multiple building and edge switches.  These will need to be replaced.

Status
Completed

IT Strategic Goal(s) Addressed
Support University Growth
Manage and Control Costs

 

Initiative: Retire Sun LDAP

Initiative Description
The global directory for the entire university is a legacy Sun LDAP, no longer supported.  All systems using this service for authentication must be moved over to CAS which will authenticate through active directory.

Status
Underway

IT Strategic Goal(s) Addressed
Support University Growth
Manage and Control Costs

 

Initiative: Migrate Live@edu to Office 365

Initiative Description
Microsoft is migrating all Live@edu customers to Office365.  This must be completed by August 2013.  This requires active directory federation be built.

Status
Completed

IT Strategic Goal(s) Addressed
Enable Student Success

 

Initiative: Implement FERPA Training

Initiative Description
The university needs a FERPA training platform to ensure all faculty and staff are knowledgeable about FERPA.

Status
Completed

IT Strategic Goal(s) Addressed
Enable Student Success
Maintain Privacy and Security

 

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