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Sharing Models for IT Services in Higher Education Institutions

This article discusses the implementation of sharing models, including shared services, in higher education institutions to address the high demand and limited capacity. It provides an update on the shared services at OU and explores the potential for IT sharing for COIT institutional sharing. The article also highlights recent Oklahoma legislation and the push for state IT updates in higher education.

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Sharing Models for IT Services in Higher Education Institutions

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  1. sharing modelsCoit September 2013

  2. Playground Sharing

  3. Agenda • Our Problem: High Demand, Limited Capacity, Mandates • Sharing Models including Shared Services • Update: OU Shared Services • Possible IT Sharing for COIT

  4. Institutional Sharing

  5. *Fall enrollment has increased by more than 14,000 students since 2008. *Oklahoma State Regents for Higher Education

  6. OU Norman Unique Network Devices

  7. 2011 Higher Ed Compromise • Exempted from Consolidation • Created a State Regents’ CIO • Accomplish Governor’s goals: • Accountability • Transparency • Cost-efficiencies • Oversight Across 25 Oklahoma HE public institutions

  8. Recent Oklahoma Legislation Open Source and Open Standards Purchasing Policy House Bill 2197 (Murphey - Breechen) Shared Services Agency Consolidation House Bill 3053 (Steele - David) State CIO (2013) House Bill 2062 (Derby) Creation of Unified IT Purchasing System House Bill 2939 (Derby - Brinkley) Using Higher Ed Spend to Increase Purchasing Savings House Bill 2197 (Murphey - Breechen) Determining the Performance of Government Agencies House Bill 3053 (Steele - David)

  9. “Push for state IT update targets Higher Ed” The Edmond Sun, Feb. 5, 2013 • Governor Mary Fallin: • Two years ago, I asked you to work with me and our state’s Chief Information Officer Alex Petit to consolidate and improve IT. As I said in my state of the State address then, state government can’t continue to operate like an 8-track in an iPod world. • Rep. Jason Murphey: • The consolidation of information technology among agencies has been beneficial. But the lobbying strength of higher education institutions has been successful in exempting itself from reforming information technology. • Higher education’s reluctance to give up control is a huge stumbling block in that effort. • Higher education fought consolidation efforts last year so it could charge state agencies more money.

  10. Restructure and reorganize administrative offices, academic departments, and other units (e.g. IT services,…) resulting in fewer personnel Consolidate and outsource services such as email and other information technology when cost-efficient Outsource all or selected IT functions; contract to use off-site servers; contract to use Blackboard’s servers; share and consolidate IT services

  11. “For the last two to three years, our board is working closely with institutions on cost efficiency. We recognize that if we’re going to maintain the same level of access and service at our institutions, we have to bend the long-term cost curve.” -Dominic Chavez, Texas Higher Education Coordinating Board

  12. It is critical that we make sure that college is affordable for every single American who’s willing to work for it. Families and taxpayers can’t just keep paying more and more and more into an undisciplined system where costs just keep on going up and up and up. We’ll never have enough loan money, we’ll never have enough grant money, to keep up with costs that are going up 5, 6, 7 percent a year. We’ve got to get more out of what we pay for… President Obama July 24, 2013

  13. Across the Public Sector

  14. Public Sector Sharing

  15. State of Oklahoma Shared Services Center

  16. *Source: Harvard Shared Services Summit

  17. OU Shared Services • IT Function Only • Significant Investment by OU • Virtual Shared Services Center • Cross-Campuses • External Institutions and Affiliates • Private Cloud Solution Building Blocks • Insourcing: “Outsourced to ourselves” • Local Campus Budgets

  18. Virtual Shared Services Center • People First - No Consolidation • Management Team + Fractional Resources • Availability determined by local Director • Collaboration Tools • No Physical Workspace currently • Work Aligned to ITILv3 Design, Transition, Operations

  19. Shared Services

  20. S2 Program Timeline Norman Data Center Live OU-Tulsa Data Center Live April 2013 March 2013 October 2011 August 2011 March 2012 October 2012

  21. A Private Cloud for OU • Virtual Operations Team • Tri-campus design • Geo-Redundant • Purpose-Built for University-wide services • Standardized • De-duplicated • Cost efficient

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