University Academic and Administrative ... - Web viewCentralizing information within one GRC Software Platform creates efficiencies in reporting, data analytics, monitoring and oversight

University Academic and Administrative Information Technology Steering Committee

ELT Monthly Update for February, 2017

New IT Investment Proposals

1. School of Nursing Workload System

Sponsor: Sue McGinnisDescription: VCU is moving to a new budget model based on responsibility center

management. A key aspect to this model is the encouragement and reward for revenue generation and cost effectiveness. A key aspect to this initiative is the ability to generate course schedules and to track how much courses cost based on the number of students enrolled in the course and the faculty member assigned to teach the course.

This type of cost-based scenario is only possible with a more robust scheduling and faculty workload system. Currently, course schedules are created and are error-prone due to the use of home-grown systems utilizing large Excel spreadsheets, RedCap databases or Microsoft Word documents. There is currently not a system that tracks the workload assigned to individual faculty members and such information as a 30% reduction in teaching responsibilities due to research grants, for example, during the teaching assignment process. Additionally, there is not a system that tracks the rank associated with individual faculty assigned to teach a specific course. Tracking the workload assigned to individual faculty members would also allow for a calculation of how much it costs an individual school to run a specific course. If a particular course is always taught by a full professor, for example, that course would cost more than another course that is primarily taught by faculty at the instructor level. This information is vital to schools looking to adopt responsibility center management.

Resources: 3 FTE for setup and operations with part-time employees for data entry

Audience: This application is necessary for the VCU School of Nursing with a potential adoption benefit to the other VCU health sciences schools.

UAAITSC ELT Monthly Update for January, 2017 2

Benefits: The creation of a web application that automates course scheduling and faculty assignment management for the specific and unique needs of the school of nursing with clinical courses, preceptor sites, and student site tracking.

Total Cost: $150,000 one-time cost / $1,000 yearly Funded: YesRecommendation:APPROVE

2. VCU SAS Visual Analytics/Visual Statistics/Data Management Advanced Environment

Sponsor: Alex Henson, CIODescription: The proposed business intelligence and data management platform

consists of SAS Visual Analytics, SAS Visual Statistics, and SAS Advanced Data Management. The software is a replacement to VCU’s existing SAS Enterprise Business Intelligence (EBI) platform and it is intended to optimize data integration, data warehousing, data governance, and data interoperability across the institution as well as support self-service business intelligence, analytics, data visualization and information reporting. This new environment will also enable decision makers at all levels to be able to make data-enabled decisions and focus on fact based planning, thereby promoting effective decision making.

Resources: 10 FTEs identified between OPDS and Technology ServicesAudience: The combined number of users for these suites expected to be one

thousand plus, including decision makers at all levels, data management professionals, institutional researchers, business, financial and data analysts, report writers, and other end users throughout the VCU community.

Benefits: With the support from Technology Services concerning security and administration of these systems, the Office of Planning and Decision Support will partner with institutional subject domains and data stewards to build underlying data infrastructures necessary to support integrated planning and decision making activities across the institution. This will include data modeling and integration, ETL, data quality management, development of cross functional data marts and deployment of business Intelligence solutions in the forms reports, dashboards, and scorecards, data dictionaries, etc.

Decision makers at all levels will use SAS Visual Analytics platform to view these reports scorecards and dashboards and will be able to perform their own self-service business intelligence tasks to satisfy their information needs. Accessing and using institutional data through single platform will build trust and establish a common language and understanding around institutional data.


Primarily Institutional researchers will use SAS Visual Statistics to prepare descriptive and predictive models to support academic and administrative units. With Visual Statistics, they will be able to quickly surface insights hidden in institutional data. Discover, analyze and evaluate new opportunities and find and recommend new ways to achieve institutional objectives. Powerful, predictive analytics with visual data exploration capabilities will enable institutional researchers and business analysts do more with data and share their findings effectively across the organization.

Data stewards and Data Architects and ETL (extraction, transform, load) developers will use SAS Data Management for data preparation, data profiling, and data structure which will include creating data management rules and standards. It will enable data stewards to update data, tweak processes and analyze results themselves and with utilization of built in business glossary all data management personnel will be on the same page. Data Management suite will also be leveraged to support university’s ongoing data governance initiatives through its council and its various task forces.

Total Cost: $222,000 one-time cost / $50,000 yearlyFunded: YesRecommendation:APPROVE


Infrastructure and Operations Portfolio Project/Sponsor Cost Funded Benefits Description

1. CBORD CS Building Access Control System /VCU Police Department

$1,631,445/ Y$81,214 yearly

Enhance building security and reduce risk, improve service to customers

Procure and implement the CBORD CS Access building control system, convert all VCU buildings

2. Hosted Email Encryption Service / Technology Services

$170,700/ Y$68,925 yearly

Unified email encryption for Gmail and Lotus users; avoids cost of upgrading end-of-life equipment

Migrate email encryption from in-house to Zix systems hosted environment

3. Telephone Equipment and Billing System / Technology Services

$225,000/ Y$28,000 yearly

Primary operations system for Telecommunications office

Replace current system (Pinnacle) losing vendor support

4. LANDesk CustomerManagement System /

Technology Services

$150,000/ Y$120,000 yearly

Improved user experience, elimination of duplicative solutions, integration with current software suite

Replace current system (Remedy), savings to partially fund new system

5. Move Blackboard LMS to hosted solution / Technology Services

$318,000 Y Eliminate hardware costs and reduce staff time to support

Move Blackboard from VCU-supported platform to vendor-supported

6. Point-Of-Sale Systemfor Technology Store /

Business Services

$17,250/ Y$2,000 yearly

Support sales and administrative activities of new technology retail outlet

Business Services to implement the LightSpeed POS system

7. QRadar Security Incident Monitoring System / Technology Services

$118,000/ Y$23,600 yearly

Improve monitoring of risks and vulnerabilities that affect VCU’s information technology assets, and provide better data to aide decisions regarding those risks

Information Security Office to procure additional components and upgrade QRadar

8. Server and Storage Architecture for MOOCs / Learning

$18,000/ Y$18,000 yearly

Model and showcase distinctive, high-engagement online

Implement the WordPress Course Site and build an online


Innovation and Student Success

learning that leads to deep learning

learning community for MOOCs beginning in Summer 2014

9. e911 System / Telecommunications

$131,400 Y Provide number and location data for all 911 calls

Replace existing system losing vendor support

10. Internet Upgrade /Technology Services

$370,000 yearly Y Increase aggregate bandwidth from 5 Gbps to 7 Gbps

40% increase in bandwidth available for Internet traffic

11. Network Equipment End-Of-Life Refresh /Technology Services

$294,000 Y Replace 80 existing network switches reaching EOL in 2015

Improved network reliability and access speed

12. Sanger Hall Network Upgrade / Technology Services

$350,000 Y Install new fiber to improve architecture and meet standards

Improve Sanger’s network reliability and access speed

13. PrivateNet Network Refresh / Technology Services

$72,500 Y Replace 40 network switches on the VCUCard point-of-sale network

Improve financial network’s reliability and access speed

14. Incident Management System / VCU Police

$120,000 Y An incident management system allows for the real-time collection and aggregation of information related to incidents or events that could cause life safety issues or operational continuity disruption.

Improve response to incidents and management of Police resources.

15. Weather Notification System / VCU Police

$5,500 yearly Y Ensure operational and public safety units can make efficient and timely decisions during severe weather events

Improved weather information will facilitate better decisions about VCU reaction and preparation for weather-related events.

16. PARCS Parking Access and Control System / Parking &

$2.4 Million Y Enhance customer service, security, and financial position of

Procure and implement an integrated access control, automated


Transportation parking system (eliminate $5 Mil subsidy from University Fee)

revenue, and enterprise management system

17. Utilities Management System / FMD

$150,000 Y Solution to track utility consumption, costs, forecasting, rate verification and charges

Contract with EnergyCap for hosted system.

18. Network End-Of-Life equipment replacement / Technology Services

$160,000 Y Replace 116 network switches reaching obsolescence.

Procure and install new equipment.

19. Hosted Ironport eMail Service / Technology Services

$15,869 yearly Y Relocate the majority of email traffic between Ironport and Google from the VCU network.

Transfer the 3 Ironport appliances to a Cisco-hosted solution.

20. Penetration Testing Solution / ISO

$12,000 yearly Y Identify VCU security vulnerabilities before an attacker can exploit them. Additionally, this system can also be used to conduct social engineering exercises against VCU personnel, thus providing anti-phishing training.

Employ a third party to perform continuous penetration tests against VCU’s perimeter technology infrastructure and actively share results with the VCU information security team.

21. Packet Broker Device / ISO

$80,000 initial Y Automated and real-time defensive capabilities that will minimize the risks of compromise for on-premises assets and reduce the amount of threats and incidents needing manual intervention.

Procure and implement a packet broker device that will allow the University to integrate various individual security tools in-line with the University’s overall network.

22. Identity Access Management Solution / Technology Services

$450, 000 initial, Y $311,000 yrs 2-5=$1,694,000

Reduced wait times for new eID accounts, more control over access to systems and resources, and increased efficiencies through granting baseline access by role in the university.

Implementation of an identity access management (IAM) solution will streamline current user access authorization workflows and procedures, and provide access management to critical university resources.


23. SOPHOS security software renewal / Technology Services ISO

$53,000 yearly Y SOPHOS security software provides protection against computer virus and malware attacks.

The existing contract for Sophos expires in June 2016 and VCU will need to issue an RFP to establish a new contract so we can ensure that continuing services for endpoint protection are provided.

24. Avaya IP-PBX Equipment, Support, and Maintenance

$1,000,000 Y Lowers overall cost, eliminates physical servers security risk

Establish a contract to provide equipment, maintenance coverage, and expert level technical support for the existing Communication Manager system (IP-PBX) and adjunct servers (i.e. voice mail, Session Manager, Session Border Controller).

25. Network Equipment End-Of-Life Refresh /Technology Services

$763,000 Y Improved network reliability and access speed

Replace 305 existing network switches reaching EOL in FY 2017

26. Application Vulnerability Scanner/Technology Services ISO

$180,000 yearly Y VCU will enjoy a safer and more secure application environment, and enjoy better assurance for the security of their information

A centrally managed and scalable application vulnerability management platform to adequately assess the applications provisioned and developed at VCU

27. Cisco RFP/Technology Services Network Services

$3,000,000 yearly Y The primary benefit will be felt by end users in the form of sustained network reliability and access speed.

A replacement VASCUPP contract with Cisco will facilitate network expansion, the replacement of older equipment. It will provide a state of the art network for the


VCU community for years to come.

28. Banner Contract Renewal / Technology Services Administrative Systems

$671,516 yearly Y Continued use of Banner as the VCU enterprise resource planner.

All VCU employees, students, and affiliates for years to come.

29. Planning Assessment and Accreditation Software

$100,000 initial Y$5,000 yearly

Provides the replacement for Weave by providing a collaborative online system for engagement in planning, assessment, and reporting activities.

Academic affairs: All academic programs; Administrative support units: All units supporting academics; Accredited programs and planning offices.

30. VCU SAS Visual Analytics/Visual Statistics/Data Management Advanced Environment


A new SAS environment enabling decision makers at all levels to make data-enabled decisions and focus on fact based planning, thereby promoting effective decision making.

A replacement to VCU’s existing SAS Enterprise Business Intelligence (EBI) platform consisting of SAS Visual Analytics, SAS Visual Statistics, and SAS Advanced Data Management.

PORTFOLIO COST $10,185,295 initial$4,699,624 yearly

Business Process Automation and Improvement Portfolio

Project/Sponsor Cost Funded Benefits Description

1. Customer Relationship Management System / Development & Alumni Relations

$2,073,604 / Y$245,874 yearly

Improve communications management to support fundraising and alumni relations

Implement the Blackbaud CRM system


2. Grants Management System/Office of Research Administration

$670,000 / Y$35,000 yearly

Improve grant submission and award management processes

Implement Click Commerce system

3. Animal Resources System / ORA

$437,000 / Y$20,000 yearly

Improved functionality in animal resource management

Implement Click Commerce system

4. Time and Attendance System / Human Resources

$262,000 / Y$26,900 yearly

Automated attendance and leave recording; improve FLSA compliance

Implement TimeClock Plus system

5. ImageNow site license/ Technology Services

$399,500 / Y$72,000 yearly

Remove funding barrier for schools and departments; leverage functionality

Convert per user license to site license

6. Hobsons Apply Yourself / Strategic Enrollment Mgmt

$100,000 + / Y$25,000 yearly

Improve graduate application process

Purchase off State contract, configure and implement hosted solution

7. Visa Management System / Global Education Office

$60,000 / Y$10,000 yearly

Automate reporting of student/staff/faculty visa information to SEVIS

Implement the Sunapsis system from Indiana University

8. Career Services Technology Platform / University Career Center

$125,000 Y Improve ability for students to perform job searches

Partner with School of Business and School of Engineering to procure hosted solution

9. VIRTIFY Clinical Trial Registration and Results System

$65,000 Y Improve required reporting to ClinicalTrials.gov; ensure compliance with FDAAA

Purchase and implement VIRTIFY’s Clinical Trial Registration and Results System

10. Course Evaluation / ALT Lab

$90,000 / Y$18,500 yearly

Improved instrument, more student data

Implement the eXplorance Blue system

11. Curriculum Vitae Builder / School of Medicine

$50,000 (est.) Y Consistent formatUser friendlyEliminate redundant data entryOnline updates

Develop a system to automate the production of CVs for School of Medicine faculty and staff

12. Recreational Management System /

$65,000 (est.) Y Improve customer service, record keeping

Survey the marketplace for a new rec sports


VCU Recreational Sports and audit tracking; record inventory loan and point of sale transactions

information system; procure, implement, train staff

13. Huron Consulting Agreement for OnCore Financials / Office of Research

$290,000 Y Create database for clinical research studies at VCU for accurate billing and compliance with regulatory issues

Engage Huron consulting services to extend OnCore to be enterprise solution

14. Portal for Board of Visitors / Presidents Office

$3,000 / Y$32,000 yearly

Collaborative software to allow BOV members to securely store and access documents.

Implement the chosen solution and introduce to BOV operations

15. Courseleaf/ Office of Faculty & Academic Affairs

$199,980 / Y$35,980 yearly

Automate and integrate the catalog and academic activities into a more efficient and effective central reference system.

Purchase and implement the Courseleaf software.

16. Banner Revitalization/VP for Finance and Administration

$75,000 Y Streamline business processes and make ERP data more accessible, accurate, and usable

Engage consulting firm to analyze and identify how Banner can be revitalized.

17. Online Student Orientation / Strategic Enrollment Management

$49,975 Y Provide improved service to incoming freshmen and eliminate inefficient processes.

Contract with Advantage Design Group for their hosted system.

18. Governance, Risk and Compliance e-Solution

$125,000 / Y$110,000 yearly

Centralizing information within one GRC Software Platform creates efficiencies in reporting, data analytics, monitoring and oversight of compliance and risk activities.

Governance, Risk and Compliance (GRC) e-solution – an enterprise-wide, comprehensive, vendor-hosted solution to effectively manage and document compliance activities.

19. Kaltura Video and Media Content ManagementSystem


Publish and share video and rich media; consolidate duplicative solutions; unlimited storage

Replace current video repository with Kaltura hosted solution.

20. lyndaCampus Learning Library and Training Repository

$120,000 yearly Y Video library with top-quality courses from industry experts.

Replace Atomic Learning with lyndaCampus hosted solution.


21. SPGA Web Site $68,000 initial Y Integrate student portsls, intranets, social media to reach current and potential students, alumni, donors and supporters.

Engage Web developer to design and implement new site for L. Douglas Wilder School

22. Hyperion Planning and Budget Software/Office of Planning and Budget


Organize and improve the University budgeting process.

Engage Performance Architects to implement the Hyperion Planning and Budget software.

23. Call Center Replacement / Development and Alumni Relations

$156,000 Y Update the call-center to better support DAR alumni and fund raising activities.

Issue an RFP, evaluate responses, select the best option and implement.

24. Preparation of RFP for Electronic Data Warehouse in Research / Office of Research

$300,000 Y The proposed EDW for Research will require a complex analysis and preparation of an RFP.

Contract with a consultant to more quickly and effectively develop the RFP.

25. Electronic Data Warehouse for Research / Office of Research

$2,000,000 (est.) Y Improve analysis capabilities in research, health outcomes, and grant funding

Integrate data from the VCUHS clinical systems, VCU biorepository, and genomics into an EDW

26. Cerner – OnCore Integration / Office of Research

$156,617 Y Provide more information on patients participating in research protocols.

Create an interface between the Clinical Research Management System (OnCore) and the Electronic Medical Record system (Cerner)

27. OnCore for CCTR $360,000 yearly Y Provide a secure web-based centralized database to comprehensively manage the unit’s clinical research activity

Extend the OnCore license agreement to include CCTR

Portfolio Cost $8,065,176 initial$1,350,254 yearly

Innovation Portfolio


Project Cost Funded Benefits Description

1. Research Opportunity and Application System / Center for Study of Biological Complexity

$60,000 Provide researchers ability to post research opportunities and students to apply for them

Quest for Distinction funded project to be developed by Nihar Sheth

2. Preterm Birth Prevention / School of Medicine

$50,000 Y Provide research data - Collection of demographic information; programrelated information;Tracking returning subjects; information browsed by subjects

This health literacy project will place computers in 5 resource centers throughout Richmond’s East end.

3. Predictive Crime Analysis / VCU Police Department

$9,000 yearly Y Tracking crime by time and location will facilitate better utilization of VCU PD resources.

Purchase a license for PredPol, the same system used by Richmond PD.

4. Taser Cameras / VCU Police

$100,842 one-time Y Recording of police activity will verify the officers are operating within all codes of conduct and following required procedures; serve training needs.

Purchase and install five Taser pods with five cameras each (total 25 officer cameras)

5. Education Advisory Board Student Success Collaborative / Strategic Enrollment Management

$183,000 yearly Y Provide advisors and administrators insight into problems impeding student success

Join the EAB-SSC and input VCU’s data into the predictive analysis capabilities; address identified issues

6. Digital Signature Pilot / Office of Faculty Recruitment and Retention

$26,000 Y Pilot project to evaluate the efficiencies and savings provided by digital signatures.

Trial in the Office of Faculty Recruitment and Retention for associated faculty contracts.

7. Sportstec Elite Video Analysis / Athletics

$238,902 Y Elite enables athletes and coaches to analyze game performance. Elite allows multiple systems

The Sportstec Elite Analysis software is a hosted solution that will allow the VCU Men’s


to network into the package resulting in more real-time information for more in-depth analysis.

and Women’s Basketball teams to record video in real-time during games and practices.

7. Membership Database and Ticketing Software Solution / ICA


All of the ICA’s audiences, including members, visitors of all ages, educational groups, students, staff, and faculty.

An institution-wide, fully integrated software system designed specifically for arts and cultural organizations, with customized features and functionalities befitting a top-tier cultural institution embedded in one of the nation’s premiere urban research universities

8. Website Design / ICA $175,000 initial Y $20,000 yearly

All of the ICA’s audiences, including members, visitors of all ages, educational groups, students, staff, and faculty.

An institution-wide, fully integrated software system designed specifically for arts and cultural organizations, with customized features and functionalities befitting a top-tier cultural institution embedded in one of the nation’s premiere urban research universities

9. School of Nursing Workload System

$150,000 initial Y $1,000 yearly

The creation of a web application that automates course scheduling and faculty assignment management for the specific and unique needs of the school of nursing with clinical courses, preceptor sites, and student site tracking.

A more robust scheduling and faculty workload system with the capacity to track how much courses cost based on the number of students enrolled in the course and the faculty member assigned to teach the course.


Portfolio Cost $934,342 initial$246,000 yearly

Non-Discretionary Portfolio

Project Cost Funded Benefits Description

1. Security Camera Upgrade / VCU Police

PORTFOLIO COST

$1,200,000 Y

$1,200,000

Improve surveillance and the ability to identify suspects

Upgrade existing cameras and install 300 additional ones

Initial Cost Yearly Cost

Infrastructure & Operations $10,185,295 $4,699,624Business Process $8,065,176 $1,350,254Innovation Portfolio $934,342 $246,000Non-Discretionary $1,200,000TOTAL ALL PORTFOLIOS $20,384,813 $6,295,878

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University Academic and Administrative ... - Web viewCentralizing information within one GRC Software Platform creates efficiencies in reporting, data analytics, monitoring and oversight