Submit Organizational Chart : 17Admin131_SubmitOrganizationalChart_ pdf

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1 Report Submission - ID: 17Admin131 Author(s): Stanley Harris Unit of Analysis ID Number: ID#26 Sector: Information Technology Division : Information Technology Unit for Assessment: Network Services State the mission, objectives, and primary functions of this unit. : A. The mission of the Network & Telecommunication Services (NTS) group is to provide highly available, flexible, and advanced network and telephone communications infrastructure in an efficient, cost effective and timely manner in support of UM s strategic mission and goals. NTS is responsible for UM s campus data network infrastructure (including: building data switches and routers, Network Core routers, wireless access points, campus internet border routers and firewalls), telephone system (including: telephones, the Private Branch Exchange switch, and voice mail system), and UM s network connectivity and service across Montana and the Pacific Northwest Region of the United States. In addition to the main campus, the network team is responsible for providing data services (mainly internet service and infrastructure links between all the campuses) and telephone connections to UM Affiliate Campuses and other educational, research, and health entities across Montana. Identify the primary users of the unit.: A. Primary users of services provided by NTS are: Internal users (students, faculty, staff, professionals) External users (prospective students, alumni, UM Affiliate Campuses, Tribal College, Health Institutions, State agencies and the local community) Submit Organizational Chart : 17Admin131_SubmitOrganizationalChart_ pdf Complete the FTE Detail Excel spreadsheet provided in the link below.: 17Admin131_CompletetheFTEDetailExcelspreadsheetprovidedinthelinkbelow_ pdf Using the space below, address any issues with your FTE Detail Sheet.: For all five IT program areas, we are using the same FTE summary sheet due to the fact that FTE and budgets for IT are managed holistically within IT Administration for all of Central IT. Given our approach in IT Administration, a summary sheet of all IT FTE and revenue expense breakdown by FY is the only thing that makes sense for IT.

2 Finance: Budget and Financial Planning,Purchasing/Procurement,Accounts Payable Research: Pre-award,Post-award,Research compliance Human Resources: Employee Training,Employee and Labor Relations,Employee Hiring (recruitment through on-boarding) Communications: Marketing and Communications,Website Maintenance/Development,Event Planning Criteria 1. - Bullet 1.: NTS provides essential data services (wired & wireless) and telephone services (traditional & VOIP) to the University of Montana Mountain Campus. In addition to the Mountain Campus, NTS provides these same services to Missoula College (River & West campuses), Mansfield Center Defense Critical Language and Culture Program located at the Palmer Complex, Avian Science Center located at Fort Missoula. NTS also provides data services to Affiliate Campuses of Helena College in Helena, MT., Montana Tech located in Butte, MT., and The Univ. of Montana Western located in Dillon, MT. NTS provides transport and/or Internet services, network support and engineering to the all the entities listed above and are aggregated at UM Mountain Campus. In addition, transport and/or Internet services are provided to the State of Montana Information Technology Division, Dawson Community College in Dawson, MT., Miles Community College in Miles City, Mt., Salish Kootenai College (a tribal college), Bitterroot College in Hamilton, Mt., Flathead Lake Biological Station, Lubrecht Experimental Forest and the US Forest Service located in Missoula, Mt. NTS provides essential communication needs (wired data, wireless data, and voice services) for all the educational and research at the Univ. to meet its goals and principals for the new strategic plan. By connecting multiple educational and research sites within the State of Montana, NTS is contributing to the Montana Univ. System charge to maintain the high quality of our institutions and the education provided to our students as the most important consideration of every goal and initiative. Criteria 1. - Bullet 2.: Data and telephone services are essential types of communications needed for the University to provide education. If data and/or telephone services were reduced, all the internal and external users (listed above) would be impacted. Reducing services that provide for the education of students, fire alarms, building maintenance monitoring, emergency phones, online courses, UM websites, UM online services, and more isn t justified nor practical if the University continues to provide educational services. Criteria 2. - Bullet 1.: Internal demand for data (wired) and telephone (traditional analog) services have decreased over the last five years due in part by Information Technology (IT) having a charge back funding model and decreasing funds for campus departments. Departments on campus have severely reduced their wired data and telephones to reduce departmental costs due to funding cuts. YEAR *PORT COUNT **TEL. COUNT

3 2013 9, ,358 3, ,585 3, ,374 3, ,872 2,988 As of July 2017, this downward trend has reversed because IT changed the funding model making it cost effective for departments to increase the number of wired data ports and telephones without increasing their costs. DATE *PORT COUNT **TEL. COUNT July ,324 2,988 Aug ,631 3,009 Sept ,666 3,011 *Count provided by the IT billing system TAIT ** Count provided by UM s central Telephone System We anticipate this increase for both data ports and telephones will continue at least until the end of this fiscal year We see a continuing demand and increase service request for wireless data and internet bandwidth on campus. This trend will continue into the future as more devices continue to be upgraded and added on campus. Internal demand for wireless data continues to increase in both demand for additional coverage and bandwidth required to do so. As technology advances, technology requires increased bandwidth ( Big Data ). Criteria 2. - Bullet 2.: External demands for data service in the past have continued to increase along with the amount of bandwidth provided. External demands are expected to continue to increase, especially for data and internet services. External connections to UM from Affiliate campuses and other educational and research institutions for educational and research internet service, Internet 2 service (I2), or commodity internet service are expected to continue to increase due to the increasing demand for bandwidth. With 100 Gbs. Service from Internet 2 (Internet 2 operates the nation s largest and fastest, coast-to-coast research and education network, with Internet 2 Network Operations Center powered by Indiana University. Internet 2 serves more than 90,000 community anchor institutions, 305 U.S. universities, 70 government agencies, 42 regional and state education

4 networks, 84 leading corporations working with our community and more than 65 national research and education networking partners representing more than 100 countries) the University of Montana is uniquely positioned to provide these services. Criteria 3. - Bullet 1.: NTS compares positively to peer institutions in data & telecom categories, especially with external Internet services. Among our peer institutions, UM provides a robust and stable Internet and Internet 2 services. UM is the only I2 Connector in the State of Montana providing 100Gb. service and only one of three or four single Educational Institutions Nationally with service at this 100Gb. level (see diagrams). Internet 2 s IP Network delivers a strategic advantage for leaders in research and education. Due to its community based operations and constant collaborative evaluation and optimization, the Advanced Layer 3 Services offer leading edge network characteristics to meet the constantly evolving needs of high-speed research and collaboration. No other peer institution in Montana can compare to UM and the robust direct Internet 2 educational and research connectivity it provides to the students, faculty and researchers. UM is the only Internet 2 Connector within a six state region including Montana, Idaho, Wyoming, North Dakota, South Dakota and Nebraska. Criteria 3. - Bullet 2.: Members of this unit have served on the following professional activities: o Presidents Administrative Advisory Council (2014, 2015, 2016, 2017) o IT Leadership (current) o MOR Leadership Training (2014) o Central IT Advisory Board (current) o Internet 2 Regional Principals Board (2015, 2016, 2017, 2018) o UM Tech Partners (current) o UM Staff Ambassador s o IT Ambassador s o Cisco training classes (too many to list) o Nortel and Avaya training classes (too many to list) o Fiber cable testing and engineering classes (too many to list) o Staff Senate (current) Criteria 3. - Bullet 3.: NA Criteria 3. - Bullet 4.: NA Criteria 4. - Bullet 1.: IT sources of revenue: General fund allocations Personnel FY13 $4,963,393.14

5 FY14 $5,194, FY15 $5,040, FY16 $4,825, FY17 $4,596, IT utilities FY13 $ 1,666,733 FY14 $ 1,387,145 FY15 $ 1,517,417 FY16 $ 1,237,147 FY17 $ 1,237,147 *expenses include: hardware, network, software & maintenance Network upgrade FY13 $ 100,000 FY14 $ 100,000 FY15 $ 100,000 FY16 $ 100,000 FY17 $ 100,000 *expenses include building network wiring/switches and wireless Designated funds Chargeback services FY13 $ 1,758,821 FY14 $ 1,684,319 FY15 $ 1,665,207 FY16 $ 1,674,893

6 FY17 $ 1,540,303 *expenses include service delivery, personnel and IT operations Shared services operations FY13 $ 730,803 FY14 $ 775,495 FY15 $ 798,388 FY16 $ 897,044 FY17 $ 845,650 *expenses include items in IT Utilities. Outside revenue sources FY13 $ 198,059 FY14 $ 142,676 FY15 $ 179,742 FY16 $ 128,032 FY17 $ 114,030 *expenses include service investments and operating expenses Student Fee transfers FY13 FY14 $ 2,144,383 *incl one-time for data center from tech fee $ 1,277,183 *$200K pulled from tech fee to A&F for UM shortfall FY15 $ 1,441,667 FY16 $ 1,561,464 *Tech fee increase and corresponding IT utilities GF base cut FY17 $ 1,458,026 *expenses include IT utilities for Banner and Oracle, classroom technology, student employment funds and other restricted uses in IT. Criteria 4. - Bullet 2.:

7 As noted earlier, revenue for the old charge back funding model for IT has not been sustainable to fund IT as it should be funded. Revenue over the past five years is down and hence a new funding model was needed. Personnel on the NTS group is also down from FY13. Up to FY13 NTS had a Manager for the Telecom technicians and in addition to managing these technicians was responsible for the wiring infrastructure, data switch building upgrades, and data/telecom projects. The IT CIO decided to form a Project Management Office during FY13 and the NTS Telecom Manager moved over to this new position as the Director of that team. NTS was without a manager for the telecom technicians and the Managers position was not filled. Management of the telecom technicians fell to the ACIO. Criteria 4. - Bullet 3.: Network & Telecommunications Services consisted of two operational areas (Data Network group and Telephone group). In the spring of 2017, these two operational groups combined into one operational group to provide better efficiencies and to reflect the ongoing development of combining data and telephone services in the industry. This also contributed to the operational unit being efficient. Rather than having technicians who were specific for one type of service now all the technicians can provide both services. The voice technician was at 1.0 FTE. The amount of work for the voice mail technician decreased as IT implemented a new IT Management System. As of this Fall Semester, the voice mail technician is now at.60 FTE. Criteria 4. - Bullet 4.: IT is able to generate external funds, but in most cases the revenue just matches the funds used. IT does this in order to accept more sources of funds for desired services, fill needs with the expertise that we have, increase efficiency on spends that are 'sunk', and improve collaboration. One area where IT may generate revenue and ultimately improve the bottom line is grant-related activities. IT has a continuing grant with the US Forest Service and is active in grant writing for NSF and other grant opportunities that could provide advancements in our IT infrastructure and services. An opportunity for revenue is to add partners on our connectivity with Internet2 for campus. UM is one of 33 Internet2 'connectors', able to connect and serve research and education throughout our state at the same costs as bringing service to our campus. The services are robust enough to serve all institutions, research laboratories, state/local government and libraries in Montana. Through membership or fee-based inclusion of other entities, UM's IT could generate significant funds. IT and athletics worked with Verizon and a company called Crown Castle to install at distributed antenna system in the stadium. This was no cost to UM, other than our time, and improved the wiring infrastructure of the stadium was a side benefit. Ongoing revenue from Crown Castle to UM is significant, but Criteria 5. - Bullet 1.: NTS is responsible for the UM network infrastructure that makes Engage Students Where They Are possible. The UM network provides the means for online delivery and accessibility making education affordable for all Montana students. Without the UM network students would not be able to receive or access the educational resources needed to complete their education. Technical jobs are some of the highest valued jobs in the market. Almost all the jobs in NTS are technical in nature thereby making NTS one of the highest desired area s on campus to work. NTS is strategically placed to partner with local service providers throughout the State of Montana. Example: NTS is part of the UM/Blackfoot Communications partnership providing data and telephone services to the new Montana College River campus.

8 One area where MUS can accomplish additional efficiencies and effectiveness will be in the area of providing more online courses for education. Online courses rely on a stable and robust network to deliver these courses. Students today rely on the internet network daily and NTS delivers such a network so students can be successful in their educational endeavors. Criteria 5. - Bullet 2.: No other department or group on campus has the responsibilities for engineering, configuring and maintaining the campus data and telephone networks. The scale and scope of our responsibilities are much larger than any other IT or technical group on campus. That said, it is imperative that NTS collaborate with other units on campus in order to provide the educational network needed to meet their educational and communication needs. There is one other unit on campus that manages data switch ports in the dorms, namely Student Affairs Information Technology (SAIT), but this is on a much smaller scale and scope of work. NTS is still responsible for maintaining the network equipment in the dorms. We collaborate together on performance issues and repairs in the dorms. Criteria 5. - Bullet 3.: As the only Internet 2 Connector in Montana, UM is in a unique position to offer internet service to educational and research entities at a reasonable cost. Connecting Tribal educational institutions is a real possibility and could be beneficial to the Tribes and UM. Connecting Tribal educational institutions could lower internet costs for the Tribal institution and possibly provide the framework to offer online courses directly from UM to the Tribal institution. Research at UM could benefit by having what is called a Science DMZ on the main campus. A Science DMZ would provide increased bandwidth with fewer restrictions for researchers and their projects. Dedicated bandwidth for a specific researcher or research project would be a possibility. For NTS to maintain the high level of services it provides we need a steady stream of dedicated funding to update, replace and enhance equipment providing all the data and telecom services for UM and its network connected partners.