Georgetown University Information Services FY2013 Report
Outlines Georgetown University Information Services' (UIS) technology modernization strategy and provides transparency on our progress and work in FY 2013. Let us know what you think on Twitter @GU_UIS.
EXCELLENCE & INNOVATION IN TEACHING, LEARNING & RESEARCH POWERED BY UIS report at a glance letter from the vice president & CIO 04 Technology and higher ed 08 the modernization strategy 10 6 Months of Modernization Progress 14 Building a Culture of Innovation 26 looking forward to 2014 32 LETTER FROM the Vice President & Chief Information Officer In my first 10 months at Georgetown University, my staff and I conducted a thorough assessment of our customers’ technology requirements, and Georgetown’s existing technology capabilities, as well as those of our peer institutions. This assessment included in-depth quantitative analysis and over 60 interviews with key leaders across Georgetown’s campuses. The distilled results became our five-year, technology modernization strategy in support of Georgetown’s teaching, learning, and research mission. 04 georgetown uIS 2013 fiscal year annual report Six Months of Progress June 2013 marked the end of the first six months of implementing that modernization strategy. Our modernization strategy delivers a modernized technology foundation to support technology-enhanced pedagogy, technology-integrated classrooms and labs, and seamless connection between living and learning spaces on campus. This report outlines that strategy and the progress made toward our goals in fiscal year 2013. While not included in this report, it is important to mention that UIS has also continued our day-to-day work of delivering excellent, cost effective, technology solutions for our customers – Georgetown’s students, faculty, staff and alumni. A few highlights from the first six months modernization work, in which UIS: • Established WiFi for 84% of Georgetown’s campus; • Built an open source mobile platform for student and vendor app development; and • Saved the University $350,000 per year by streamlining mobile device agreements across campus. Each of these modernization projects is a critical step in laying the foundation for Georgetown to continue delivering on its mission of excellence in teaching, learning and research for the future. 05 georgetown uIS 2013 fiscal year annual report Campus of the Future Today, technology is literally hard-wired into our buildings on the Hilltop and higher education as a whole is rapidly changing due to technological innovation. For the foreseeable future, universitiesâ€™ success in their teaching, learning and research mission will be defined by how they leverage technology. And, through the influence of massively open online courses, rise in popularity of online courses, and increasing integration of technology into every aspect of the university experience, technology innovation is reshaping education. On our horizon are boundless opportunities like technology-enhanced teaching and learning; new classrooms and pedagogical methods created by fusing online and traditional classrooms; and seamless connection between our teaching, 06 georgetown uIS 2013 fiscal year annual report learning and living spaces. Creating these inter-disciplinary opportunities at Georgetown University will require a comprehensive digital strategy. I look forward to working with leaders across Georgetown to develop and lead a digital strategy that continues to support the academic mission of Georgetown for generations to come. Looking forward to the year ahead! Lisa Davis Vice President & Chief Information Officer Georgetown University @LisaDavisCIO 07 georgetown uIS 2013 fiscal year annual report technology and higher ed At Georgetown, technology is the foundation on which we build our teaching, learning, and research, and is fully integrated in every aspect of the university. To continue providing an environment for excellent teaching, learning, and research, Georgetown needs a modernized foundation supporting technology-enhanced pedagogy, technology integrated classrooms and labs, and seamless connection between our living and learning spaces on campus. Additionally, Georgetown technology has the potential to transform traditional disruptors in higher education such as the rise in adult learners, growing online course enrollment, and increased cost pressures into new sources of innovation. Such opportunities include technology-enhanced teaching and learning; creative classrooms and pedagogy methods arising from the fusion of online and traditional tools and environments; and fostering improved, seamless connections among our teaching, learning and living spaces. To achieve such inter-disciplinary advances at Georgetown, the University will require a comprehensive digital strategy to drive and lead our digital engagement as an institution. 08 georgetown uIS 2013 fiscal year annual report the new student 21st century classroom digital takeover increased financial pressures teaching + learning + research living spaces classrooms technology foundation wifi apps network storage security mobile data - the modernization strategy The Modernization Strategy is UISâ€™ five-year strategic plan to equip Georgetown with the IT infrastructure and support it needs for continued excellence in its teaching, learning, and research mission for generations to come. Its components include: 10 georgetown uIS 2013 fiscal year annual report Building a foundation Enhancing our enterprise Ready for generations to come 5 years 5 goals Technology-Enhanced Teaching & Learning A strategy for innovative teaching, learning, and research through leveraging technology. Optimized Infrastructure A modern, standard, efficient, flexible, automated platform for computing, storage, and network capabilities. Transformed Service Delivery A consolidated IT delivery capability, leveraging shared services and partnerships across Georgetown for cost-effective and efficient services. Managed Risk & Security A proactive, predictive, consolidated, and pragmatic approach to cyber security and risk management for Georgetown. Modernized Applications A layered application architecture, minimizing point solutions and delivering key capabilities around business intelligence, customer relationship management, and the Web for cost-effective, rational, and efficient business processes. 2013 GEORGETOWN UNIVERSITY TOTAL TECH MODERNIZATION “And they have these new fangled things called chalk boards.” Technological innovation has brought us better travel, communication, medicine, and commerce so why can’t it give us a better educational experience? Georgetown is currently undergoing a massive technology upgrade that’s going to mean more engaged learning, better campus services, easier ways to research and a whole lot more. Interested? We’d hope so. Here we highlight why this transformation was needed, our successes so far, and innovations yet to come. Besides- chalk dusted pants are so last century. WHY THE TECHNOLOGY MODERNIZATION IS NEEDED 18 '87 11 K 29% # OF POINTS OF FAILURE IN GU’S NETWORK YEAR GU’S NETWORK WAS BUILT AS THE CAMPUS PHONE NETWORK # OF MOBILE DEVICES ON GU’S NETWORK AS OF APRIL 2013 % OF CAMPUS WITHOUT WIFI AS OF FEB 2012 For real-time modernization strategy progress updates, follow us on Twitter @GU_UIS or like us on Facebook, Georgetown UIS. WHAT WE’VE ACCOMPLISHED IN THE FIRST 6 MONTHS S I G N I F I C A N T S AV I N G S 84% MAINFRAME SHUTDOWN ESTABLISHED WIFI FOR 84% OF CAMPUS $195,000 $115,000 $44,000 $390,000 $1.5 M L EG AC Y H R PAY R O L L SYS T E M S H U T D O W N COMPLETED WIFI IN ALL 11 GU RESIDENCE HALLS And by Dec. 2013, GU will have ubiquitous wifi! 150 SWITCH TO GMAIL AS MAIL PROVIDER BUILDING A CULTURE O F I N N OVAT I O N Hosted GU’s 1st Hackathon engaging 150 students, faculty, staff, and alumni. LAUNCHED GU MOBILE PLATFORM MOBILE DEVICE PROGRAM STAFFING CHANGES > Created an open source platform where students & faculty can build out new apps for the GU community. > Created GU Mobile App with 10,000 total users. TOTAL: $2,244,000 IN SAVINGS REINVESTED IN MODERNIZING GU TECHNOLOGY WHERE WE’RE HEADED July 2013 PHASE ONE PHASE TWO Building a foundation Enhancing our enterprise PHASE THREE Ready for generations to come 6 Months of Modernization Progress â€œOur modernization strategy is laying the technology foundation for Georgetown to deliver on its mission for the next generation.â€? Lisa Davis 14 georgetown uIS 2013 fiscal year annual report instagram photo credit: @hbtamila % of project complete Technology-Enhanced Teaching & Learning 8 Initiative f or Tec h no lo gy- E n h a nce d L e a rn i ng (ITEL ) UIS served as a key partner with the President, Provost, CFO, the Center for New Design in Learning and Scholarship (CNDLS) and faculty in creating ITEL, an ongoing program that encompasses Georgetown’s online and Massively Open Online Course (MOOC) presence, as well as our experimentation with technology-integrated pedagogy, research, and the complete student living and learning experience. CIO Lisa Davis continues to partner with the Provost and CNDLS to develop a GU digital strategy to enable ITEL. edX As part of ITEL, UIS played a role in Georgetown’s search for a MOOC platform. UIS developed Georgetown’s MOOC platform criteria, served as a partner in platform evaluation and in the eventual edX platform selection, and established a four-year funding budget to address infrastructure needs. 15 georgetown uIS 2013 fiscal year annual report 442 Teraby tes of St o rag e UIS partnered with Georgetown University Medical Center (GUMC) to improve their data security. Together UIS and GUMC developed a GUMC-wide survey to identify servers not under central management. Based on survey findings, UIS added 442TB of storage for Georgetown, 200TB of which were dedicated to researchers. This added storage enabled researchers to move data from individual servers to University servers. AvesTerra (Phase I) UIS partnered with Georgetownâ€™s Senior Vice President for Research & Chief Technology Officer to kick-off an ongoing research project, AvesTerra. The AvesTerra team produced the first ever proof of concept platform for the visualization of ten billion objects, with real-time search capability across those objects, and a platform that can be expanded to include multiple data sets and billions of attributes per object. Sounds like a sci-fi movie, right? Onl ine Learning Syst e m A rch i t e ct ur e UIS partnered with the Provost and academic Deans to establish an online learning system architecture 16 georgetown uIS 2013 fiscal year annual report to integrate Georgetownâ€™s disparate online learning systems, reduce costs, and improve security. Consol idated MATLAB / STATA S o ft wa re Li ce n s e s UIS established enterprise-wide licenses for MATLAB and STATA, advanced computational software used by researchers, making the software available to students, all University-employed researchers, and faculty. Not only is this valuable tool now available to our researchers, consolidating the existing licenses on campus will result in cost savings over time. Optimized Infrastructure Wif i In April 2013 UIS completed WiFi in all Georgetown residence halls. By September 2013 WiFi will be installed in Healy Hall and White-Gravenor. By December 2013, Georgetown will have ubiquitous WiFi. Network Connec t i o n Up g r a d e UIS added 10Gbs to Laurel Data Center (Georgetownâ€™s primary data center for computing and storage) increasing the Universityâ€™s data transmission capacity by 1000%. Mainf rame Shutdow n UIS shutdown the mainframe, a large-scale, computing, platform in use at Georgetown since 1963. Applications formerly housed on the mainframe were transitioned to virtual computing or a private cloud. Basically, itâ€™s the equivalent of trading in your 1970 Honda for a hybrid model. This shutdown generated a cost savings of almost $700,000 that UIS then reinvested in funding other critical modernization projects. Goog l e Apps To improve and modernize email and calendar integration for students, staff and faculty, UIS completed a successful Google Email transition for 24,496 active users. Transitioning from GUMailStore to Google Mail saved $213K/year and another $800,000 in cost avoidance for the hardware refresh that was due last fiscal year. Veriz on Tow er UIS partnered with Verizon to install a wireless tower on main campus to provide improved cellular and broadband coverage. This will generate $22,000 in annual revenue to fund wireless improvements. The tower will be completed by December 2013. 19 georgetown uIS 2013 fiscal year annual report Transformed Service Delivery Ac c ount Manag er s UIS launched the account management program as a new way of delivering dedicated customer service to students, faculty, and staff. Nine account managers are now active as the key contact for investigating new technology applications, project management, and resolving escalations. Web/ Drupal Conve rsi o n UIS led the design and deployment of a next generation web environment in the Acquia/Amazon cloud using Drupal, an open source software. The conversion generates savings, is optimized for mobile devices, and provides a more flexible and agile web development environment enabling higher adoption across schools and departments. The McDonough School of Business website went live in February 2013. Remaining legacy websites will be migrated by June 2014. The School of Nursing and Health Sciences will be the next to launch its site on Drupal. 20 georgetown uIS 2013 fiscal year annual report Print Sol ution To improve campus-wide print capabilities, reduce costs, and improve sustainability efforts, UIS partnered with Xerox and led a working group of over 25 Georgetown University representatives to conduct a Universitywide print assessment. Assessment results revealed that Georgetown is spending nearly $2.7M a year on printing and has the potential to save nearly 18% over a four-year period through a managed print solution, totaling $3.5M in savings. UIS developed a plan for Georgetown to realize this savings while delivering improved print services to its students, faculty and staff. Plan implementation is pending board approval. Managed Risk & Security Sec urity Dash Boa r d UIS conducted a thorough security assessment and identified a need for a security dashboard to provide clear, readily available status information to management regarding information security. UIS anticipates expansion of the dashboard as additional metrics are identified. Additionally, UIS created a data steward program, deputizing 51 data stewards across campus in peer-to-peer data security education. Mobil e Devic e Prog r a m UIS launched a mobile device program in January 2013. This program generates significant cost savings on the Universityâ€™s mobile devices, improves customer service through easy to use and consistent acquisition and setup, and protects our institutional data by deploying balanced security settings and remote management. Overall, the University saved $350,000 on existing mobile accounts. 22 georgetown uIS 2013 fiscal year annual report Modernized Applications Business Intel l ig e nce a n d A na ly t i cs UIS formed a Business Intelligence & Analytics team in April 2013 to provide an institution-wide reporting platform to integrate data across Finance and Student Services. This phase of the project (Phase I) is targeted for completion in July 2014. Phase II will incorporate data from University Human Resources and Office of Advancement. Geeky? Totally, but this platform will enable the University to make data driven decisions much more quickly, so UIS is embracing the geek factor. GMS Stabil iz ation UIS led and successfully stabilized Georgetown Management System (GMS), the system we use for Human Resources, Payroll, and Benefits. Georgetown moved to this system in 2012, and encountered a number of difficulties that UIS helped mitigate through the infusion of staff, resources, business process reengineering, training, and vendor engagement. 23 georgetown uIS 2013 fiscal year annual report UIS drove the strategy for stabilization, and steered securing buy-in and funding for the effort. Chart of Ac c ount s UIS worked with customers across Georgetown to consolidate 12,000 accounting codes to 2,000. This consolidation was the first phase of modernizing Georgetownâ€™s financial management systems. Georg etow n Unive r s i t y M o b i le App P lat fo r m UIS established an open source mobile application platform for Georgetown. Since completion, UIS has partnered with other departments across Georgetown to launch versions 1-3 of the Georgetown Mobile App. Have questions about Georgetown or need services? Now Georgetown has an app for that. April 2012 - Launched Georgetown Mobile Web. September 2012 â€“ Brought the Georgetown Mobile App to iPhone and Android (version 1.0). February 2013 - In partnership with Office of Advancement, UIS added a number of new alumni-focused features, including news, events, photos, and Career Services (version 2.0). This 24 georgetown uIS 2013 fiscal year annual report release brought more than 1,500 new users to Georgetown Mobile. April 2013 â€“ In partnership with Office of Transportation, UIS launched NextGUTS, a new feature of the Georgetown Mobile App that empowers our community with real-time location and next Georgetown University Transportation Shuttle (GUTS) bus arrival times (version 3.0). This release brought more than 2,000 new users to Georgetown Mobile. NextGUTS serves an average of 370 users per day. For real-time modernization strategy progress updates, follow us on Twitter @GU_UIS or like us on Facebook, Georgetown UIS. Building a Culture of Innovation Building Georgetown’s Innovation Culture: h.innovation Last year, UIS collaborated with administrators, faculty, alumni, and students to create h.innovation: a startup within the University that designs and implements products to solve social problems. In September 2012, h.innovation hosted Georgetown’s first Hackathon and Innovation Summit and also created a University-wide Ideas Platform—Georgetown Ideas. 26 georgetown uIS 2013 fiscal year annual report H ack at h o n h.innovation launched the inaugural Georgetown Hackathon and Innovation Summit to transform the way students live and learn at universities. The Hackathon challenged 20 teams (composed of student and alumni) to create, in 36 hours, a prototype of a product that could be used in the university of the future. Teams were coached by faculty and industry thought leaders from the Bill & Melinda Gates Foundation, U.S. Department of Education, Palantir, and Mobile Alliance for Global Good. Prototypes were reviewed by a panel of senior administrators, including the Provost, COO, and CIO. Two products from the Hackathon are currently being incubated at Georgetown. F lipp e d Wo r k sh o p s Georgetown is the first University in the United States to hold a â€œFlippedâ€? Workshop bringing the Provost, CIO, 27 georgetown uIS 2013 fiscal year annual report instagram photo credits: @claudiafajardo (bottom) and COO together with student leaders to engage in dialogue about challenges facing the university and education. The â€œflippedâ€™ nature of the workshop turned the spotlight on students who were given an opportunity to present challenges and how they proposed to solve them. Senior leaders participated through Q&A to sharpen the ideas and provided feedback as to how best to implement these ideas on campus (and beyond). Georgetown Ideas UIS built Georgetown Ideas, a digital platform that connects crowdsourced ideas from faculty, staff, and students with implementers across the University (faculty, administrators). In just 12 months of beta testing, it has garnered ~3,500 users, +200 ideas, and ~30,000 votes and will be officially launched in August 2013. 28 georgetown uIS 2013 fiscal year annual report Rethinking Technology in Education: Cesar Chavez Georgetown University is partnering with Cesar Chavez Public Charter Schools (CCPCS) to re-think technologyâ€™s role in both K-12 and higher education. Georgetown UIS is providing technology strategy consulting services to Cesar Chavez to re-evaluate what kinds of technology and systems might be needed in the middle or high school of the future. UIS plans to engage with CCPCS regarding potential infrastructure and network needs and a re-evaluation of their learning management system and digital content strategy. Championing Women in IT Having worked in the technology field for her entire career, CIO Lisa Davis is both a champion for women in the field and a role model of the limitless possibilities for women in technology. She speaks regularly on the topic, most recently serving as the keynote speaker for the CIO Executive Councilâ€™s May 2013 Executive Women in IT conference. 29 georgetown uIS 2013 fiscal year annual report instagram photo credits: @profchrisc (top) Delivering Education @ the Margins Jesuit Commons: Higher Education at the Margins (JC:HEM) is an initiative of the Society of Jesus that brings Jesuit higher education to those at the margins of our society. It draws on the rich and centuries long Jesuit tradition of higher education and mobilizes the resources of the Jesuit worldwide network of educational institutions. JC:HEM connects students in refugee camps managed by the Jesuit Refugee Service with Jesuit institutions seeking a practical way to provide 30 georgetown uIS 2013 fiscal year annual report access to education where it is needed most. Georgetown is working to assist the worldwide work of JC:HEM by helping to provide access to and ongoing support for a comprehensive student information system, an online education platform, and identity management services. CIO Lisa Davis was appointed Georgetownâ€™s representative for JC:HEM. If you would like to volunteer with JC:HEM, please contact Lisa Davis at: OfficeoftheCIO@Georgetown.edu For more information about JC:HEM please see their website: www.jc-hem.org 31 georgetown uIS 2013 fiscal year annual report top goals for 2014 1 Establish a digital strategy for Georgetown that integrates with current master planning efforts and the Initiative on TechnologyEnhanced Learning (ITEL). 2 Determine opportunities for collaboration and consolidation to continue delivering exceptional technology and services while driving cost savings for Georgetown. 3 Continue our technology modernization strategy. Continue to drive a business intelligence and analytics strategy for Georgetown. Complete ubiquitous WiFi on Georgetownâ€™s campus. Continue to modernize Georgetownâ€™s financials platform through the implementation of GMS Financials. Identify funding strategy to address critical network infrastructure needs. 32 georgetown uIS 2013 fiscal year annual report Building a foundation Enhancing our enterprise @GU_UIS Ready for generations to come Georgetown UIS To keep up with our progress on our 2014 Goals, follow us on Twitter or like us on Facebook. 33 georgetown uIS 2013 fiscal year annual report INSTAGRAM photo credits _________________ @hbtamila, pg. 14 @claudiafajardo, pg. 27 (bottom) @profchrisc, pg. 29 (top) 01 georgetown uIS 2013 fiscal year annual report 01 georgetown uIS 2013 fiscal year annual report uis.georgetown.edu