CampusITSpendStatusReportJuly14,2016Page1

InformationTechnologySpendExerciseStatusReport–July14,2016

ExecutiveSummary

Green

TeamontracktocompleteworkbyJuly25th

Green

Currentrisks/issuesaremanageable

Green

NoissueswithteamcommitmentlevelsStatusSummary:Overall:Divisionalinterviewsarenearlycompleteandthefinalreportisbeingcompiled.

KeyAccomplishments/CommentsfromthePastTwoWeeks:• Mostdivisionalinterviewshavebeencompleted• Appendix4(DivisionalSummary)formathasbeencompletedandagreeduponbytheteam• DoIThasprovideddatatoavoidduplicativecountsinfinancialsummarydata• Recommendationsforrepeatabilityoftheprocesscontinuetoberecorded• SpecialtopicslikelytohaveanimpactontheITlandscapecontinuetoberecordedforinclusioninthefinalreport

KeyStepsPlanned/CommentsfortheNextTwoWeeks:• Divisionalinterviewswillbecompletedby7/18• Finalinterviewnotesanddatasubmittedforinclusioninthereportby7/20• Finalreportwillbedeliveredon7/25• VCLehmanmayrequestapresentationtoAdministrativeCouncilduringthe7/28meeting

Other:

•

EmergingThemes# Theme Comments1 FocusoftheteamisITLandscapeinwhichIT

SpendisonecomponentSincediscussionsinitiallystarted,theteamhasexpandedtheirfocustoincludethecontextinwhichITSpendoccurs.

2 ITTitlingandCompensationGapAnalysisprojectisunderway

TheITTitlingandCompensationGapAnalysisprojectwillcomplementthisexerciseinthatrecommendationsfromthatprojectwillenableandfurthersupportrepeatabilityoftheprocessesdesiredhere.

3 Thisexerciseservesasanentrypointtoareasoffurtherexploration

Thevolumeofinformationlearnedthroughthisprocesshasopeneduppossibilitiesforfurtherexploration.Thisteamwillpresentinformationinasummarizedandconsumableformatwhileretainingmoredetailedinformationthatwillbeusefulifdeeperexplorationisrequested.

OverallStatus

Green

ITSpendExerciseontargettobecompletedbyJuly25th

Risks/Issues Timeline Expenses Forecast

CampusITSpendStatusReportJuly14,2016Page2

KeyRisks/Issues(SS=Showstopper,H=High,M=Medium,L=Low

# Issue/Risk Priority(SS,H,M.L)

Owner Impact/Mitigation/Comments

1 (Issue)FinancialSystem’sAccountCodesarenotconsistentlyusedorunderstood

H Team (Impact)Possiblethatnotalldatathatisdefinedas“ITSpend”willbeincluded;possiblethatsomedatathatisnotdefined“ITSpend”willbeincluded.

2 (Issue)Shouldtheteamfocusontryingtodeterminethespendforeachservicewithindivisionsandsub-units?

H Team (Comment)RecognizingthatdataaboutITexpendituresisalreadychallenging,extendingthisanalysisonestepfurthertotheservicelevelwilladdalayerofcomplexity.Thedataatthislevelwouldlargelybeestimated,andadegreeofaccuracycannotbeguaranteed.Resolved–theteamwillbefocusingonextendingtheanalysisofcostperservicetoDoITandAIMSonly.

3 (Risk)Somedivisionsmaynotparticipateinthetimelinewe’veidentified.

H Team (Comment)Projectchairtobenotifiedofpotentialconflictswithtimingorparticipationfromdivisionssotheycanbemitigatedasquicklyaspossible.Resolved–theteamhassuccessfullymadecontactwitheachdivision,andtheywillhavebeeninterviewedforthisreport.

OverallTimeline Begin End Variance Variance% Comments

Phase1:SetBoundaries

4/25/2016 6/1/2016

Phase2:GatherData

6/1/2016 7/20/2016 Mindfulaboutfiscalyearend.

Phase3:CompileReport

7/5/2016 7/25/2016

ProjectInfoExecutiveSponsor MichaelLehman,ViceChancellorfor

FinanceandAdministrationWorkingSponsor BruceMaas,ViceProvostforInformationTechnology&CIO

ProjectManager NicholasTincher(OVCRGE)

KeyStakeholders DivisionalChiefBusinessOfficers;DivisionalChiefInformationOfficersorITDirectors;OfficeoftheViceChancellorforFinance

andAdministrationCoreTeam NicholasTincher,BrunoBrowning,KevinCherek,JimFranzone,EricGiefer,AnneGunther,ChrisHopp,JenniferKlippel,

RobKohlhepp,LeeKonrad,BruceMaas,BethanyPluymers,BrendaSpychalla,MarkSweet,AndyTaylor,DaveTowers,GeorgeWatson

ProjectDescription:ThepurposeoftheInformationTechnologySpendExerciseistodevelopamethodologyandrepeatableprocesstocaptureandreportoninformationtechnology(IT)spend.ThisexerciseismeanttoincreasethetransparencyofITcostsandforuseinmakingfutureITinvestmentdecisions.

TheGoalsoftheITSpendExerciseareto:

a.createaframeworktogatherdataaroundthecostofinformationtechnologyb.createreportstoseedataaroundthecostsofandtoconveyastoryaboutinvestmentininformationtechnologyc.developaprocesstomaintaindataaroundthecostofinformationtechnologygoingforward