Dare to Double Down: How To Win With Integrated Planning

Gordon Smith

Kenneth Secor

Stephen DaigleOffice Of The Chancellor, California

State University

SCUP 2002-Las Vegas

Leveraging The Odds 1

Dealer Shows A Six

You Have An Ace And Six

Do You:

A. StandB. HitC. Double-Down

Overview Define The Odds (SWOT)

• General Environment• The IT Challenge

Play The Game

• Players• Strategy

Control The Outcome

• IT Business Case• Double Down On Accountability

The Institution: Large and Complex

390,000 students: 42,000 faculty/staff

23 campuses and six off-campus centers

Diverse campuses 

Diverse student population

Decision making is decentralizedCSU Stanislaus

Challenges

Demographic: Tidal Wave II.

Fiscal: budget cuts and unpredictability

Business As Usual: The Odds Were Against Us

Do more with less: technology a gamble?

Threats and opportunities: the Web changed the game

Campuses on their own: haves and have-nots

CIO’s: Necessary but insufficient

Changing the Game: Executive Buy-In

The Chancellor’s challenge: Do things differently

• IT is a strategic resource we can leverage in support of CSU goals and objectives

• Leadership must come from presidents

• No “have not” campuses

• Minimum baseline

New Players At New Tables

Presidential task forces

Blue-Ribbon Commissions•  Learning Resources and Information Technology

•  Institutional Management and Information Technology

• Telecommunications Infrastructure

Technology Steering Committee

Leveraging The Odds 2

Dealer Shows A Five

You Have A Pair Of Three’s

Do You:

A. StandB. HitC. Double-DownD. Split

Raising the Ante

Wagering CSU Substance Against the Future

What’s In The Pot?

Providing the campus technology pathways, spaces, media and terminal resources that will support anytime, anywhere access to information resources for all faculty, students and staff on all 23 campuses at a level consistent with the CSU’s educational mission as it enters the Twenty-First Century.

Developing The Game

Late 1980s: Emerging realization of the role technology might play in future teaching and learning

Early 1990s: Preparation for the CSU’s role

• Emphasis by campus and system leadership

• Development of planning standards and processes

Build-out Initiatives: Efforts to meet the CSU’s needs

• Full funding through the COP (1996/97)

• A public/private partnership (1997/98)

• The TII program (1998 to present)

The Strategy Of The Game

CSU’s Integrated Technology Strategy -- Desired Outcomes:

Excellence in Learning and Teaching

Quality of the Student Experience

Administrative Productivity and Quality

Personal Productivity

The Stakes

Administrative Systems: $400M Over 7 Years

Infrastructure Buildout: $275M Over 5 Years

• CSU/CA Legislature Capital Bond Agreement: $180M

• State General Fund: Remainder

How The Game Is Being Played

A Format Dictated by Economic and Practical Realities -- It’s All on the Table:

Stage 1 -- Individual campus technology physical plant upgrade projects funded as capital outlay

• Phase 1 – Eight campuses, “C” in 2000/01• Phase 2 – Six campuses, “C” in 2001/02• Phase 3 – Eight campuses, “C” in 2002/03

Stage 2 -- A centrally-managed and funded network provisioning activity implemented through a systems integrator

• Phasing and scheduling tailored to campus construction schedules

Players At The Table

Overall: Each campus has a designee responsible for project implementation

Stage 1:

Campus –

• Sets scope with preliminaries to CSU system standards• Develops working drawings from approved preliminaries• Bids and manages construction• Coordinates with Stage 2 integrator at the local level

Chancellor’s Office –

• CPDC: Provides oversight for capital outlay process• TII: Monitors application of specific standards and facilitates

integration with Stage 2

Players At The Table (Cont’d.)

Stage 2:

Campus –

• Coordinates local network design process with systems integrator• Establishes and maintains communications link with integrator for

scheduling provisioning activities• Oversees and participates in testing and acceptance of network

equipment

Chancellor’s Office –

• TII: Provides system-wide central management and oversight for

provisioning program, including funding Establishes and supports staff training and hardware and

software for network implementation

• CPDC: Facilitates integration with Stage 1 activities

How Does The Game Stand?

The CSU is a

winner so far!

Campus Bidding Contract Network

Process Award Discovery

Initiated Completed Initiated Completed Completed Completed Initiated Completed Ongoing Initiated Completed Initiated Completed

Phase 1:

Channel Islands C.I. has not been included in the TII build-out, since it has other funding for its initial development; however, its infrastructure will be in projected refresh cycles.

Dominguez Hills+Long Beach+Los Angeles+Northridge+Pomona+San Bernardino+

Phase 1a:

ChicoSonoma+

Phase 2:

HaywardHumboldtMaritime AcademySacramentoSan Luis ObispoStanislaus

Phase 3:

BakersfieldFresnoFullertonMonterey BaySan DiegoSan FranciscoSan J oseSan Marcos

NOTE: 1. To facilitate upgrade progress, campuses marked with a plus sign have been funded for some core equipment and/or management software in advance of completing their network designs.

Construction Document Project

Preparation Preparation Construction Implementation

Stage 1-- Capital Outlay ProgramNetwork Design Network

Stage 2 -- Terminal Resources ProjectPreliminary Design

Raising The Odds For Success

Is the Campus Team Ready?

Leadership committed

Team members identified

Roles defined

Resources established

Communications links prepared

Schedule requirements analyzed

Following Up On A Winner

Campus development of technology resources will continue

• New facilities will be planned to evolving CSU standards• Retrofits will be a routine concern

System-wide attention to the evolution of technology will continue

• Network refreshment will be ongoing

• Staff training will be regularized

• Standards will be continually reviewed and updated

• Maintenance and operations programs will be enhanced to new levels of service

When Will The Game Be Over?

There is no end, just a beginning…

Keep the Players Involved!

Leveraging The Odds 3

Dealer Shows A Ten

You Have A Ten And A Six

Do You:

A. Stand

B. Hit

C. Double-Down

Managing The Game

Make the IT Business Case • From Cost To Value

Control The Vocabulary• A New Lexicon 

Be Publicly Accountable • Negotiate The Outcome

Make The IT Business Case

 The New Economics

• IT Performance Increasing• IT Demand Increasing • Prices Declining• TCO Increasing

Applications Portfolios

• Operational• Tactical• Strategic

Infrastructure Budgets: Operational Or Capital?

Control The Vocabulary Infrastructure: Foundation And Permanence

• Utilities• Systems• People 

Baseline Access: Minimum And Fair

• Hardware• Software• Network• User Training• User Support

Investment

• Add On And Ad Hoc• Cost Center To Strategic Resource

Business Tools: Speak The Language

• Benchmarking• Total Cost Of Ownership• Knowledge Management• Risk Management• Return On Investment

Be Publicly Accountable

 Negotiated Accountability: 8-Year Agreement• Open Rules• Reciprocity

Accountability Infrastructure• Fiscal Controls• Campus “Culture Of Evidence”• Data Systems• Evaluation Reports 

Measures Of Success (MOS)

The MOS Investment

Biennial Surveys: Access, Use, Satisfaction

• Students• Faculty• Staff

Annual Institutional Surveys

• Academic Technology• Administrative Technology• IT Infrastructure

Conclusions

Enlist CEO Vision And Commitment

Develop A Broad Strategic Plan

• Academic • Administrative

Baseline Infrastructure: Play The Capital Card

Negotiate The Rules And Outcomes

Best Defense Is A Good Offense

If IT administrators measure and demonstrate the benefits of technology for faculty, students and staff in terms of:

• Improved learning and teaching,

• Improved services to students, and

• Improved institutional management,

IT can become like any other infrastructure investment----no one will question why it is needed or what is its value.

The Game Can Be Won Before It Ever Begins.

Leveraging The Odds 4

Dealer Shows A Nine

You Have A Pair Of Fives

Do You:

A. Stand

B. Hit

C. Double-Down

D. Split

Web Addresses

Home Page: http://its.calstate.edu

ITS Page: http://its.calstate.edu/systemwide_it_resources/its_report.pdf

MOS Page: http://its.calstate.edu/documents/Data_Collection/I_Reports_MOS/Measure_of_Success.shtml

Answers Key:

• The Odds 1: C

• The Odds 2: D

• The Odds 3: A

• The Odds 4: C