Finance & Business Information Technology Forum

1. Finance & BusinessInformation Technology Forum

2. 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

3. IT Key Initiative Committee Members

4. Rich Pearce (Key Initiative Manager), Deputy Associate Vice President, Auxiliary & Business Services, rhp1@psu.eduJan Barnoff, Director, Financial Information Systems, Corporate Controller's Office, janb@psu.eduScott Bitner, Manager, Applications Support, Bursar’s Office, sbitner@psu.edu

5. Francie Brown (Staff Support), Staff Assistant to Rich Pearce, fac1@psu.eduJan Grasser, Senior Business Analyst, Administrative Information Services, jmg1@psu.eduAnn Gray, Associate Director, Information Resources, University Budget Office, abg2@psu.edu

6. Gary Grgurich, Manager, Information Technology, Internal Audit, gjg13@psu.eduJoyce Haney, Director, Procurement Services, jzh8@psu.eduDebbie Meder, Assistant Controller, Corporate Controller's Office, dmm4@psu.edu

7. Steve Neeper, Assistant Director, Network Systems, University Budget Office, sdn2@psu.eduRon Rash, Senior Director, Administrative Information Services, rhr@psu.eduDave Rose, Financial Officer for Finance & Business, dar1@psu.edu

8. Steve Savard, Manager, Business Information Systems Development, Administrative Information Services, sds3@psu.eduSteve Selfe, Manager Information Systems, Office of Human Resources, srs1@psu.eduMike Sherlock, Assistant Director, IT-Application Development, Auxiliary & Business Services, mts9@psu.edu

9. Jim Smith, Manager, IT Services Office of Physical Plant, jas4@psu.eduJoel Weidner, Director, Information Systems Operations for Auxiliary & Business Services, jlw2@psu.edu

10. Overview • Finance & Business Strategic Plan • Key Initiatives identified for 2008-13 • Creating a Safer Secure University Environment • Enterprise Risk Management • Environmental Stewardship • Focus on People • Fostering Diversity • Information Technology • Providing Great Service

11. Overview Key Inititiatives are organization wide goals enabling F&B to successfully target important practices across all units.

12. 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.

13. 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.

14. Work Plan • Data Collection • Focused Initiatives • Develop the Strategy

15. Data Collection Conduct an information technology inventory of staff, equipment, networks and application data – COMPLETED

16. 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

17. 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

18. Focused Initiatives • Architecture for a Common IT Infrastructure – Determine the best shared infrastructure that will support common F&B applications and services moving forward

19. F&B IT Forums and Listserv • New listserv – L-FBIT@lists.psu.edu • 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

20. 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

21. Auxiliary & Business Services - Joel Weidner

22. A&BS Business Units • 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

23. A&BS IT Scope • 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

24. A&BS IT Staff • Leadership • Joel Weidner, Sean Costella, Mike Sherlock • 3 - IT managers • 6 - programmer analysts • 5 - network administrators • 8 – other support staff • 40-50 student employees (ResCom)

25. 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

26. AB&S Projects in the Works • 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

27. 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

28. Corporate Controller – Bursar - Scott Bitner

29. Units • Bursar • Loans & Scholarships • Endowments • NCRR

30. Bursar IT Scope • 47 staff • 66 workstations supported • 15 servers supported • Data center located in Shields

31. Bursar IT staff • Leadership • Scott Bitner • 1 - Lead programmer / analyst • 2 - Senior programmer / analysts • 1 - Network administrator • 1 - other support staff

32. 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

33. Bursar Projects in the Works • Big fix • Virtualizing production servers (Vmware) • COOP development • Rewriting ISIS screens in Java (eISIS) • Volunteers and Donations • Truth in lending

34. 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

35. Corporate Controller Financial Information Systems - Jan Barnoff

36. FIS Support Units – applications & infrastructure • Central Office (408 Old Main) – (no infrastructure) • Payroll • Financial Officers • Accounting Operations • Financial Reporting • Systems and Procedures • Property Inventory • Risk Management

37. FIS Support Units – Infrastructure Only • Research Accounting • Internal Audit • Office of Planning & Institutional Assessment • Cost Analysis

38. FIS IT Scope • Approx. 120 staff across business units • 140 workstations supported • 20 servers supported • Data center located James Elliott Building

39. FIS IT Staff • Leadership - Jan Barnoff • 3 - IT managers – Kelley King, Todd Cardamone, Cathy Helsel • 10 - programmer analysts • 3 - network administrators • 2 – other support staff

40. Sampling of FIS Applications • Pcard Processing • Employee Reimbursement System • IBIS Financial System • Property Inventory System • ESSIC (payroll tab) • Central Reporting

41. FIS Projects in the Works • 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

42. A few Interesting Facts About FIS • 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

43. The Office of Human Resources - Steve Selfe

44. OHR Divisions • 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

45. OHR IT Scope • Approximately 100 staff • 100+ workstations supported • 25+ servers supported • 2 locations – James M. Elliott Building and Centre Medical Sciences Building

46. 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

47. 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

48. 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

49. OHR Projects in the Works • Health Matters Registration & Appointment Processing System • Performance Management System (SRDP) • Various Components of a Human Resource Information System

50. 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