NPTF SUMMER SESSION

HOLDING THE LINE7/20/2009

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Agenda

Future NPTF meetings Cost saving ideas

Progress to date What else can we do?

NGP infrastructure status UPS for building entrance/closets

electronics PennNet Phone General discussion

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Meeting Schedule

April 6 (planning session) May 4 (strategy session) July 20 (strategy session-reducing costs) August 3 (cancelled) September 21 (Wireless, monitoring,

Active Directory, anything else?) October 19 (Security/ID management) November 16 (rate setting)

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Background

We have held a few NPTF planning sessions, we talked to many of you individually and we discussed ideas within ISC.

Of the many topics that surfaced: Some are going to IT Roundtable

PGP whole disk encryption support for LSPs Standards for Content Management System on Penn web services Wireless/Guest Credentials

Some are operational and are being addressed Tactical PennNet Phone concerns

Many we will provide status on over the next few months at NPTF NGP infrastructure NG Wireless Security/ID Management

A few new ideas have emerged that we could consider doing centrally in FY’11 Fault monitoring Active directory Data center

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Background (Continued)

Given that we are in very tight economic times and all have decreasing funds available

Given that we don’t appear to have any glaring problems to fix

Given that we started 8 new Security/ID management projects last year

It feels like FY’11 should be “steady-state” year Should we shift our focus on how best to lower

costs by eliminating legacy services, consolidating services, etc?

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Progress To Date (continued)

Our projected average FY’10-14 expenses are a 9.5% reduction from FY’09.

We have reduced expenses and lowered costs in many areas Port savings of nearly $800k (2 years) Central Service Fee savings of about $200k (2

years) IP addresses are only $1.67 in FY’10

PennNet Phone $1M annual savings to Penn when completed in FY ‘13

Increased storage of 250 Meg for email at no additional cost for FY’10

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Progress To Date (Continued)

We continue to work aggressively to lower costs on all contracts and purchases SAN and wireless most recent successes

We are seeking opportunities to eliminate costly legacy services/applications Websec moving to Cosign

After 12/09, it will cost us over $10k/month to maintain Websec We urge you to migrate your applications We are offering free use of our contractors if you need help

We are looking at other opportunities to lower cost or enhance service Evaluating outsourcing of video streaming service Outsourcing Student Email (several thousand accounts in most

schools) Should we do faculty/staff email?

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Progress To Date (Continued) We have also outsourced successfully

Main web for peaks and redundancy ACD Operator Services (898-5000)

Other creative uses emerging Overflow phone traffic (SRFS) Appearance of 7X24 operation (Wharton)

Given high development costs, why not VoIP? Cisco & Avaya are over 50% higher, have

proprietary phone sets and have high license fees for their software.

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Services To Consider Consolidating

Data center Virtualization

For development Other purposes

Email Video teleconferencing Others?

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Potential New Services

Video content capturing Telepresence Second Life Expanded use of Operator Services Expanded use of call center services What else?

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NGP Infrastructure

By the end of FY’10, the NGP project will be substantially completed All NAPs completed All single mode fiber to NAPs completed Single mode fiber to all buildings in FY ‘10 Dual gig to key buildings (91) in FY ‘10

We have protected against the risk of most single points of failure (2 week outages down to none or 4 hours) and have enhanced capacity (100 Meg on old fiber to 100Gig with new).

Should we be doing more dual Gig? The CSF has never paid for this work.

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Gig Connected Buildings (Dual Feed)

Building Code Description Primary NAP (Uplink) Secondary NAP (Uplink)

ACH Anatomy Chemistry ModV – Gig BLKRouter - Gig

ANB Annenberg Center Levy – Gig HNT - Gig

APP Annenberg Public Policy Bldg Levy – Gig HNT - Gig

BLK Blockley Hall ModV - Gig HNT1- Gig

BNH Bennett Hall Vag - Gig NIC - Gig

BRB Bio-Medical Research Building #1 Modv - Gig HNT - Gig

BRC Bio-Medical Research Building #2 Modv - Gig HNT - Gig

CAS Caster Building HNT - Gig Vag - Gig

CHM Chemistry Labs Vag – Gig Modv - Gig

CHP Public Safety 4040 HNT – Gig LEV - Gig

COL College Hall Vag – Gig Modv - Gig

CPN Colonial Penn HNT - Gig Vag - Gig

CRB Clinical Research Building Modv - Gig HNT - Gig

CUT Nursing LIFE Building Levy – Gig NIC - Gig

DRL David Rittenhouse Labs Vag - Gig NIC – Gig

DUB Dubois Building (Low Rise North) HNT – Gig LEV - Gig

ENG English House NIC - Gig HNT – Gig

EVN Evans Dental HNT - Gig SCH – Gig

FKB Franklin Building NIC – Gig Vag – Gig

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Gig Connected Buildings (Dual Feed)

Building Code Description Primary NAP (Uplink) Secondary NAP (Uplink)

FUR Furness Building Vag - Gig HNT - Gig

GEO Left Bank Vag - Gig NIC - Gig

GYM Gimbel Gym NIC – Gig HNT – Gig

HIL Hill House Vag - Gig NIC - Gig

HNT Huntsman Hall HNT - Gig Vance – Gig

HNW Harnwell House LEV - Gig Modv- Gig

HRN High Rise North (Rodin) LEV - Gig Modv- Gig

HRS High Rise South (Harrison) LEV - Gig Modv- Gig

HSE Class of 1925 House LEV – Gig Modv – Gig

HSH Hill Pavillion LEV - Gig HNT – Gig

IST Vagelos Labs NIC – Gig Vag – Gig

JSN Johnson Pavilion (Med School) ModV - Gig HNT – Gig

KIN Kings Court NIC - Gig HNT – Gig

LDY Leidy Labs ModV - Gig HNT – Gig

LEV Levy Dental HNT - Gig SCH - Gig

LOG Logan Hall HNT - Gig Vag - Gig

MCN McNeil Building HNT - Gig Vag - Gig

MEY Meyerson Hall HNT - Gig Vag - Gig

MKC 3624 Market St. NIC – Gig MKE - Router

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Gig Connected Buildings (Dual Feed)

Building Code Description Primary NAP (Uplink) Secondary NAP (Uplink)

MKE 3535 Market St. CHNR - Gig MKC-Router

MKT 3440 Market St NIC - Gig Vag - Gig

NEB Nursing Education Building ModV - Gig HNT - Gig

SCC Steinberg Conference Center Huntsman Rtr - Gig Vance - Gig

SCH Schattner Building Lev – Gig EVN - Router

SDH Steinberg Hall-Dietrich Hall HNT Router - Gig Vance - Gig

SEAS/GRW Graduate Research Wing (Moore) Vag - Gig NIC - Gig

SPC 3609 Spruce LEV - Gig MODV - Gig

SPE Sansom Place East (Nichols) NIC - Gig HNT - Gig

SPW Sansom Place West (Grad Tower) NIC – Gig HNT - Gig

VAN Vance Hall ModV – Gig HNT Rtr – Gig

VHP Vet Hospital VRB Router - Gig LEV - Gig

VPL Van Pelt Library Vag – Gig Huntsman Rtr - Gig

VPM Van Pelt Manor HNT – Gig LEV - Gig

VRB Veterinary Medicine Teaching & Research Building ModV – Gig Vet Hospital Rtr – Gig

WAL 3401 Walnut St. NIC - Gig Vag - Gig

WMS Williams Hall Vag - Gig HNT - Gig

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Gig Connected Buildings (FY ‘10)

Building Code

Description Comments Building Code

Description Comments

AFC Adams Fine Arts Building Group BOK Bookstore Computer Connection

EAP Eastern Apparatus CHN Quad

HAJ Hajoca WXPN CHT 3910 Chestnut Adult Literacy + TRC

HOU Houston Hall Mission Continuity Site EIS Eisenlohr

HTC Hutchinson Gym Building Group FEL Fels School of Govt. Building Group

IRV Irvine Auditorium Mission Continuity Site GEB Graduate Education Bldg

LSB Life Sciences Building HAY Hayden Hall Building Group

LSL Law School Library INT International House ???

MAY Mayer Hall LCT 3601 Locust Walk Building Group

MEB Stemmler Hall LSW 3805 Locust Walk Building Group

MGN Morgan Building Building Group RAL Ralston House ???

MLA Med Labs (John Morgan) SFA 3537 Locust Walk Building Group

MSC Music Building Building Group MEL Mellon Bank Building Group

MUS Museum LFR Lauder Fscher Building Group

PSY Psychology Labs OVH Old Vet Hospital Building Group

POB Psychology Office Building

Building Group ROS Rosenthal Building Group

SFR Stouffer Triangle HNT – Gig SLC St. Leonard's Court General Council

MKA 3401 Market St. Building Group WTM Weightman Hall Athletics Franklin Field

Redundancy (UPS)

■ As we move towards data, voice and video IP-based systems and services that all rely on electrical power, how much protection should we do and can we afford?■ We have back up generators and UPS in the 5 NAPs. So

theoretically they should not go down.■ Network availability is high (between 99.9 and 99.99% uptime

or between 1 and 9 hours of downtime/year), it cannot be better than the building power, without substantial costs

■ Building power is not 99.999 from PECO/Facilities.■ While we do not have solid historical data, we began recording

data on power outages beginning in March 2007.■ Since March 21,2007 the campus has had 138 hours of outage

due to power loss in 47 buildings. ■ Generally, outages are either very short (blip) or 1+ hours.

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Redundancy (UPS)

■ It costs about $2400 per location to install UPS (assuming the UPS has 45 minutes of battery time and no other wiring closet work need to be done). ■ Cost of $600 per 30 minutes additional battery time

■ Rough ongoing costs would be approximately $700/yr per location.■ Based on 6 year Chassis and 3 year Battery life cycles.

■ N&T manages over 650 wiring closets on campus■ Annual cost would be about $455K

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Redundancy (UPS)

■ Alternatively, we could just do UPS on the building entrance devices (Routers and Switches).

■ There are only 100 Building Routing locations.o Without UPS, a short electrical blink causes them to reboot, forcing

a 5-10 minute outage.o This would mean for that duration, there would be no services that

require the network including phones.o Annual cost for UPS on Routed Building Entrance devices $70k

■ There are another 65 Building Switch locations■ Annual cost for UPS for Remaining Building Entrance Switch devices

$46k (these are BE’s that are closet switches – used in one or two closet Bldgs)

■ Are you interested in this? Is it worth spending this much to protect against 45 minutes of outage?

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Campus Buildings with Generators

Anatomy Chemistry (Outside) (4)

Annenberg School Unit #1 (BSMT MR & Roof) (5)

Blockley Hall (BSMT MR) (8)

BRB II Unit #1 & 2 (Roof) (24)

BRC (24)

CHEM 73(PH Elevator RM) (5)

CRB Unit #1 & 2(Ground FL. MR) (14)

Fisher/Bennett Hall (BSMT MR) (3)

 Franklin Field Archives (Outside) (2)

1920 Dining Commons (BSMT MR) (1)

 Hamilton House (BSMT MR) (10)

 Harnwell House (BSMT MR) (9)

 Harrison House (BSMT MR) (10)

Hill Pavilion (5)

Huntsman Hall (PH MR) (15)

Ice Rink (BSMT MR) (1)

Johnson Pav. (PH MR) (7)

 Left Bank (Ground Fl. MR) (3)

 Liedy Labs (BSMT MR) (2)

 Levine Hall (PH MR) (?)

Levy Dental (Ground FL.MR)  (2)

 Life Sciences (2)

L.R.S.M. (PH MR) (?)

 Mayer Hall (Ground FL. MR) (1)

 Meyerson Hall (BSMT MR) (5)

MKE 3535 Market St.

MKC 3624 Market St.

MKT 3440 Market St.

 MOD-6 Unit #2 (Ground FL. MR) (1)

 MOD-7 (Outside ) (1)

GRW of Moore School (BSMT MR) (?)

 MUDD BLDG. (BSMT MR) (1)

 Museum Academic Wing (BSMT MR) (8)

 Nursing Education (PH MR) (7)

 Pottruck Center (BSMT) (1)

 Richards/John Morgan (Outside) (2)

  

Samson Commons East (BSMT MR) (14)

Samson Commons West (BSMT MR) (14)

Schattner Hall (PH MR) (3)

Stienberg C.C. Fire Pump (BSMT MR) (12)

Stellar Chance  (PH MR) (5)

Stemmler Hall Unit #1 (PH MR & Roof) (6)

Stouffer Triangle (3)

 Tandem BLDG. (Outside) (1)

 Tannenbaum Hall (PH MR) (7)

Vagelos Hall (PH MR) (3)

 Vance Hall (BSMT MR) (7)

 V-HUP (BSMT MR) (4)

 Old Vet School (PH MR) (5)

 Williams Hall (BSMT MR) (3)

 3401 Walnut ST. (BSMT MR) (9*)

 

UPS Units MINUTEMAN UPS 2000  ED2000RM

Base Unit/15 minutes 2 RU Rack Mountable

MINUTEMAN EDBP48XL  EXTENDED RUN TIME BATTERY Base Unit/30 minutes 2 RU Rack Mountable

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Current Status21

Summary

More than 2,200 Phones Deployed. Goal of 5000 in FY’10. 20,000 by FY ‘13.

Enhanced Multi-line services available – Bridged Line Appearance, Phones supporting up-to 20 lines

Centrex-Asterisk pilot voice mail program ended. Customers recommended to migrate to PennNet Phone

Expanding Support Model to include Telephone Support Providers (TSPs)

Trialing alternatives to simplify process for support providers to report trouble tickets: Using a web frontend to Remedy. We do this today for analog telephony with very good results.

Current Status22

For most new phone requests, PennNet Phone is the default Polycom 550 offered in place of traditional single and two line sets Set prices have been reduced from $8/month with Cisco to $4 and $2.50

with Polycom as of FY ‘10. Wall-mount phones available for classrooms and laboratories Electronic signature for “Terms of Service” agreement no longer

required by OGC http://www.upenn.edu/computing/voice/general/basics.html

PennNet Phone headsets now stocked at the Computer Connection; http://prowiki.isc.upenn.edu/wiki/PennNet_Phone_Polycom_Headsets

E911/511 Location Information provided to the Campus Police and Philadelphia PSAP for traditional and PennNet Phone services

Lunchtime Learning – Supporting the PennNet Phone Service offered second Tuesday of every month http://www.tts.isc.upenn.edu/oncampus.asp

PNP SIG starting in September 2009 – 9/23 @ 1:00pm

Supporting PennNet Phone

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Quarterly PennNet Phone Special Interest Group-Proposed Agenda Operational update Known issues Roadmap discussion Useful “Tips” Solicit Customer feedback regarding service and installations Open questions

People planning a large migration or in the process of migrating should attend

Order Management System

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Business Problem/Need Currently LSPs and TSPs provide order information via

disjointed spreadsheets and multiple emails Business Vision/Goal

Web based application that guides users through the order process: automating the dispatch, close and billing tasks

Benefits and Success Measures Increase accuracy and completeness of entered orders Stream-line communications regarding services requested Monitor progress of order requested via web service

Service Implementation Summer - ISC back office staff and Project Managers Fall - LSPs and TSPs

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FY ‘10 Service Roadmap

July-Sept

Oct-Dec Jan-Mar Apr-June

Fall Feature ReleaseSchedule features to turn on/off based on time-of-day/day-of-week. For example, Call Forward between 5:00pm and 8:30am.

Summer ProgramTraditional M9316 and M9417 Sets retired.

Electronic Terms of Service discontinued by OGC

Rollout PennNet Phone Order Management System

Spring Feature ReleaseIncrease number of sets supported in a Ring Group (limit is 4)

Provide Call Hunting - advance to more than one telephone number (Phone A -> Phone B -> Phone C)

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Upgrade to PennNet Phone What to expect

Summary

Lower charges

Web access to feature control

Cheaper and quicker moves and changes

Option to have voicemail delivered to your email account

911 and 511 services remain the same between traditional and PennNet Phone services

PennNet Phones do not work during power and network outages

Traditional phone (Octel) voice mail messages will not be migrated to PennNet Phone

Customer will need to record new voice mail greetings and create a new password

Not all features available as yet (intercom)

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FY ‘10 PennNet Phone Rates (Monthly)

Traditional Phone FY '10 VOIPCentrex line/VOIP line $16.50 $16.50Phone Set (1) w/maintenance $10.03 $2.50 - $4.00 (3)Voicemail $9.75 $3.00Port $0 $5.00Subtotal/user $36.28 $27-28.50

Usage - Local ($0.08/call) $3.00 $1.50Usage - Long Distance ($.10/min) $3.00 $1.50

TOTAL $42.28 $30-31.50

Conversions N/A $80 waived (2)

Assumptions

1. Meridian Business Set depreciated over a 60-month period for this comparison2. Waived until end of FY ’103. Two new Polycom sets at $2.50 or $4.00/month4. Some monies available for infrastructure work for PNP installations, if entire buildings

are done

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PennNet Phone

There will be a $1M reduction in expenses for Penn’s telephony with the full deployment of PennNet Phone by FY’13. What obstacles exist to full deployment? What is your perception of the service? What should we be doing differently?

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Send a request to service-requests@isc.upenn.edu asking for a review of your telephone lines that have not had any billable usage calls placed from them for the past 12 months.

The reviews should potentially result in reducing the number of telephone lines and voice mail boxes currently in use. Some groups are seeing a 10% - 20% reductions in total telephony

expenditures Departments may use the review to identify lines for disconnect

Lines can be suspended for 2 weeks; disallowing telephone calls Lines then are disconnected

Interested in auditing your telephone lines?

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General Discussion

Legacy services to drop? What services to consolidate? New services to offer? Other??