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Finance & Business
Information Technology Forum
Welcome & Agenda
• Introduction of IT Key Initiative committee
members
• Introduction and overview of the IT Key
Initiative
• IT Forum and Listserv
• Overview of F&B IT units
• Wrap-up and informal networking
IT Key Initiative Committee
Members
Rich Pearce (Key Initiative Manager), Deputy
Associate Vice President, Auxiliary & Business
Services, [email protected]
Jan Barnoff, Director, Financial Information
Systems, Corporate Controller's Office,
[email protected]
Scott Bitner, Manager, Applications Support,
Bursar’s Office, [email protected]
Francie Brown (Staff Support), Staff Assistant
to Rich Pearce, [email protected]
Jan Grasser, Senior Business Analyst,
Administrative Information Services,
[email protected]
Ann Gray, Associate Director, Information
Resources, University Budget Office,
[email protected]
Gary Grgurich, Manager, Information
Technology, Internal Audit, [email protected]
Joyce Haney, Director, Procurement Services,
[email protected]
Debbie Meder, Assistant Controller, Corporate
Controller's Office, [email protected]
Steve Neeper, Assistant Director, Network
Systems, University Budget Office,
[email protected]
Ron Rash, Senior Director, Administrative
Information Services, [email protected]
Dave Rose, Financial Officer for Finance &
Business, [email protected]
Steve Savard, Manager, Business Information
Systems Development, Administrative
Information Services, [email protected]
Steve Selfe, Manager Information Systems,
Office of Human Resources, [email protected]
Mike Sherlock, Assistant Director, ITApplication Development, Auxiliary & Business
Services, [email protected]
Jim Smith, Manager, IT Services Office of
Physical Plant, [email protected]
Joel Weidner, Director, Information Systems
Operations for Auxiliary & Business Services,
[email protected]
Overview
• Finance & Business Strategic Plan
– Key Initiatives identified for 2008-13
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Creating a Safer Secure University Environment
Enterprise Risk Management
Environmental Stewardship
Focus on People
Fostering Diversity
Information Technology
Providing Great Service
Overview
Key Inititiatives are organization wide goals
enabling F&B to successfully target
important practices across all units.
Overview of IT Key Initiative
Goals
• Develop a comprehensive Information
Technology strategy for Finance &
Business
• Promote strategic IT planning and foster
cooperation within and between F&B and
University Departments.
Overview of IT Key Initiative
Goals (continued)
• Review and promote best practices to ensure
confidentiality, integrity, and availability of
information.
• Where applicable, implement common business
applications and systems to improve efficiency
and cost effectiveness.
Work Plan
• Data Collection
• Focused Initiatives
• Develop the Strategy
Data Collection
Conduct an information technology
inventory of staff, equipment, networks and
application data – COMPLETED
Focused Initiatives
• IT Forum – Build relationships and
facilitate communication and collaboration
across the F&B IT community
• BigFix – Evaluate and determine how best
to deploy across F&B
Focused Initiatives
• F&B Wide Project Planning and
Prioritization Tool – provide a common
application across F&B for collecting IT
project data and for executives to view
pending and active projects and assist in
prioritization
Focused Initiatives
• Architecture for a Common IT
Infrastructure – Determine the best shared
infrastructure that will support common
F&B applications and services moving
forward
F&B IT Forums and Listserv
• New listserv – [email protected]
– Includes all F&B IT staff and key initiative
committee members
– All members can post to list – meant to be for
discussion—not just announcements
• IT Forums – Give us your ideas for
topics/speakers for future forums
F&B IT Unit Snapshots
• Auxiliary & Business Services
• Corporate Controller - Bursar
• Corporate Controller – Financial
Information Systems
• Office of Human Resources
• Physical Plant & Police Services
• University Budget Office
Auxiliary & Business Services
- Joel Weidner
A&BS Business Units
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Bryce Jordan Center
Hospitality Services
Housing, Food Services, & Residence Life
Penn State id+ Card
Multimedia & Print Center
Procurement and Materials Management
Transportation Services
University Airport
A&BS IT Scope
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1,342 full-time employees in all units
922 workstations supported
92 servers supported
Support for other devices including point of
sale, card access readers, and time clocks
• Data centers located in H&FS, BJC, and
Penn Stater
A&BS IT Staff
• Leadership
– Joel Weidner, Sean Costella, Mike Sherlock
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3 - IT managers
6 - programmer analysts
5 - network administrators
8 – other support staff
40-50 student employees (ResCom)
Sampling of A&BS Applications
• Blackboard ID transactions processing
(Campus Meal & LionCash+)
• eBuy – University wide purchasing
• eLiving – on-campus housing management
• Food Pro – Menu management, forecasting,
and inventory control
• Opera Hotel Property Management System
• Print Portal – online print job bidding
AB&S Projects in the Works
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eBuy Phase II (will replace IBIS REQR)
eLiving apartment leases module
eLiving special living option self assignments
Replacement of Oracle Financials general
ledger
• Micros Simphony POS upgrades
• Online employee applications
• New web site content management system
A few Interesting Facts About A&BS
• More than 24 million card swipes processed each
year
• ResCom program supports more than 18,000
network connections in student residence halls
• We support the Archtics application for ticketing
that issues all tickets for the BJC, Athletics and the
Center for the Performing Arts
• Operate 24x7x365
Corporate Controller – Bursar
- Scott Bitner
Units
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Bursar
Loans & Scholarships
Endowments
NCRR
Bursar IT Scope
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47 staff
66 workstations supported
15 servers supported
Data center located in Shields
Bursar IT staff
• Leadership
– Scott Bitner
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- Lead programmer / analyst
- Senior programmer / analysts
- Network administrator
- other support staff
Sampling of Bursar Applications
• Develop / maintain applications in ISIS and
eLion
• EASIS (major source of data for eSteward)
• Master promissory note eSign site for
Perkins & University Loans
• MyLoans
Bursar Projects in the Works
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Big fix
Virtualizing production servers (Vmware)
COOP development
Rewriting ISIS screens in Java (eISIS)
Volunteers and Donations
Truth in lending
A few Interesting Facts About Bursar
• Each semester we collect approximately 615M in
tuition, disburse 438M in financial aid and refund
94M to students and parents
• 73% (52k) semester bills were paid / processed
on eLion this semester
• In 2009, 20K parents / others created an FPS
account in order to view their student’s
information on eLion
Corporate Controller
Financial Information Systems
- Jan Barnoff
FIS Support Units –
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applications & infrastructure
Central Office (408 Old Main) – (no infrastructure)
Payroll
Financial Officers
Accounting Operations
Financial Reporting
Systems and Procedures
Property Inventory
Risk Management
FIS Support Units – Infrastructure Only
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Research Accounting
Internal Audit
Office of Planning & Institutional Assessment
Cost Analysis
FIS IT Scope
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Approx. 120 staff across business units
140 workstations supported
20 servers supported
Data center located James Elliott Building
FIS IT Staff
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Leadership - Jan Barnoff
3 - IT managers – Kelley King, Todd Cardamone, Cathy Helsel
10 - programmer analysts
3 - network administrators
2 – other support staff
Sampling of FIS Applications
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Pcard Processing
Employee Reimbursement System
IBIS Financial System
Property Inventory System
ESSIC (payroll tab)
Central Reporting
FIS Projects in the Works
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Property Inventory WEB tag application
SRFC Vendoring
Automate “Special Projects” processing
Payroll modernization (ESSIC enhancements)
Item Unique Identification Data (IUID)
BCP/DR plans
Image System Upgrade
Virtualization of Servers
A few Interesting Facts About FIS
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306,000 of PCards processed each year
95,000 of ERS Reports process each year
3.5 m of Financial records in a FY
921,000 IBIS Forms processed in 2009
The Office of Human Resources
- Steve Selfe
OHR Divisions
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Information Systems
Employee Benefits
Health Matters
Employment & Compensation
Management Engineering
Work/Life Programs
Human Resource Development Center
Marketing
International Scholars & Faculty Visa Services
Occupational Medicine
OHR IT Scope
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Approximately 100 staff
100+ workstations supported
25+ servers supported
2 locations – James M. Elliott Building and
Centre Medical Sciences Building
OHR IT Staff
• Manager – Steve Selfe
• 4 Developer/Analysts – Tim Beckwith, Sherry
Lonsdale, Clark Wagner, Hazel Weaver
• 1 Systems Security/Network Analyst David Stucky
• 1 Network Systems Specialist –
Jason Browne
• 1 PC Support – Joyce Matis
Sampling of OHR’s Applications
• ESSIC – Employee Self-Service Information Center
• ISJ/PSSJ/EJMS – Internal/External Job
Vacancy/Bidding and Job Management System
• Attendance System
• UCIS – Unemployment Compensation Information
System
• WebClassic – HRDC/Health Matters Course
Registration System
Sampling of OHR’s Applications
• LMRC – Leadership and Management
Resource Center
• Promotion & Tenure Dossier Viewing
System
• Numerous Internal Administrative Systems
• Numerous Mainframe Applications and
Procedures
OHR Projects in the Works
• Health Matters Registration & Appointment
Processing System
• Performance Management System
(SRDP)
• Various Components of a Human
Resource Information System
A few Interesting Facts About OHR
• Supports over 40,000 full and part-time
faculty & staff
• Over 200 Job Vacancies announced and
processed per month
• Approx. 40,000 ESSIC logins per month
• Approx. 22,000 External Job Candidate
logins per month
Physical Plant and Police
Services
- Jim Smith
Physical Plant Units Supported
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Administrative and Financial Services
Buildings and Grounds
Campus Planning & Design
Campus Sustainability Office
Commonwealth Services
Design and Construction
Energy and Engineering
Environmental Health and Safety
Work Control Center
HMC Design and Construction
Police Services
Physical Plant IT Scope
• 450 staff & 1025 tech service employees across
business units
• >500 workstations supported (1400 users)
• Users in 11 UP Campus Locations and Hershey
Medical Center
• 90 servers supported (About 90% Virtualized)
• 1 IBM min-mainframe
• Data centers located in OPP, EPD, North Chiller
Building and equipment in the co-location center
Physical Plant IT Staff
• Leadership
– Jim Smith, Bob Kellar, Joe Laskowski, Fred
DiMuccio
• 8 - Applications Developers
• 6 - Network support and System
Administrators personnel
• 1 - DBA
Sampling of Physical Plant’s Applications
• Maximo - Work Order, Inventory, Purchase Requisition System
(Asset Management)
• CIS – Customer Information System
• FAMIS – Billing, HR, Time and attendance, OPP Financial System,
Internal Construction
• FASTER – Vehicle Maintenance System
• Timberline – Construction Estimating System
• FIS – Facilities Information System
• P3E – Job/Project Scheduling System
• Time and Attendance Web Application for Technical Service
Employees
Sampling of Physical Plant’s Applications
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Docfinity – Document Management System
EnergyCAP – Energy Management System
Real Estate – Property and Lease management
Tools Management
IQRMS – Police Crimes system
Groupwise – eMail system
TimeTrak – Police time tracking system
CCURE800 – Card Swipe System
Essential Employee System
OPP Projects in the Works
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Abacus – FAMIS Replacement
Tririga – Project Management System
FIS – Upgrade
CCURE9000 – Upgrade and expansion of mission
Maximo version 7.x – Upgrade
Thin Client (aka Virtual Desktops)
FASTER Billing Interface
University Budget Office (UBO)
- UBO Network – Steve Neeper
- UBO Information Resources
- Ann Gray
UBO Network IT Staff
• Steve Neeper – Assistant Director,
Information Technology Services
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John Matty – Systems Administrator
Dan Hirschbiel – Network Coordinator
Sandy Stauffer – IT Specialist
Stephen Kirsch – IST Student Intern
UBO Network Overview
• F&B units
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Central F&B Office
University Budget Office
Central Corporate Controller’s Office
Office of Investment Management (OIM)
UBO Network Overview
• Non-F&B units
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President’s Office
Provost’s Office
Vice Provost’s Office
Board of Trustees Office
President’s Human Resource Office
Vice President Educational Equity
UBO Network IT Scope
• Remote sites
• OIM (Innovation Park)
• President’s Residence (Schreyer House)
• 150 workstations
• 15 servers
• Data centers located in Old Main and
Innovation Park
IT Support Provided
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Day-to-day network user support
University Senior Administration
Board of Trustees (BOT)- current and emeritus
BOT meetings and seminars
University Messaging System (UMS)
• UBO Network users, Trustees, Schreyer Honors
College, University Relations, and Governmental
Affairs
UBO Network IT Support
• Smartphone support
• BlackBerry server and devices
• iPhone, Droid, etc.
UBO – Information Resources
• IT Staff (15 people)
• Associate Director - Ann Gray
• Assistant Director - Mark Weaver
• 3 Core Team Leaders
• 8 Programmer/Analysts
• 2 Support Staff
IR Scope/Function
• Information Resources verses
Information Technology
• Our Mission is to offer the highest
quality Information Services
Major Applications
• Facilitate Development of Annual
Operating Budget
• Create Official University Data Sources
• Generate Various Projections
Other Responsibilities
• Studies & Support for Central
Administration
• Reporting to External Agencies
• Web Presence
Meeting Wrap-up
Finance & Business
Information Technology Forum