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  1. 1. Where the Rubber Meets the Road: Two Years After Startup Joanne Kossuth, CIO Pedro Perez, Assoc Dir IT Olin College of Engineering
  2. 2. Copyright <ul><li>Copyright Joanne Kossuth and Pedro Perez 2004. </li></ul><ul><li>This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author. </li></ul>
  3. 3. Year in review <ul><li>Over the last two years a number of projects have achieved expected and better results while others have been and continue to be learning experiences </li></ul><ul><li>Seemingly “no brainer” best practices all of a sudden have not been so easy to implement </li></ul>
  4. 4. Years in Review, Cont. <ul><li>This presentation will highlight some of these experiences including; </li></ul><ul><li>Standards implementation </li></ul><ul><li>Growth estimation </li></ul><ul><li>ERP, AV, Web Design, Course management, Knowledge management practices, VOip </li></ul>
  5. 5. Years in Review, Cont. <ul><li>As well as the ongoing challenges of </li></ul><ul><li>Leadership, growing pains, staffing, strategic planning, network security, network device proliferation, wireless implications and collaboration </li></ul>
  6. 6. The Beginning
  7. 7. The Middle
  8. 8. The Present
  9. 9. The Ongoing
  10. 10. Standards <ul><li>Standards that work(ed): </li></ul><ul><ul><li>Wiring closets </li></ul></ul><ul><ul><li>Inter and intra building communications </li></ul></ul><ul><ul><li>Building access </li></ul></ul><ul><ul><li>Servers </li></ul></ul><ul><ul><li>Network equipment </li></ul></ul><ul><ul><li>Exchange calendaring </li></ul></ul><ul><ul><li>Web mail </li></ul></ul><ul><ul><li>Student laptop program </li></ul></ul>
  11. 11. Standards <ul><li>Standards that did not “take”: </li></ul><ul><ul><li>Desktop computers </li></ul></ul><ul><ul><li>Laptop computers </li></ul></ul><ul><ul><li>Printers </li></ul></ul><ul><ul><li>PDAs </li></ul></ul><ul><ul><li>Cell phones </li></ul></ul>
  12. 12. Standards <ul><li>The grey areas: </li></ul><ul><ul><li>One off applications </li></ul></ul><ul><ul><li>Linux builds </li></ul></ul><ul><ul><li>E-mail aliases </li></ul></ul><ul><ul><ul><li>Required [email_address] for faculty and staff </li></ul></ul></ul><ul><ul><ul><li>Required [email_address] for students </li></ul></ul></ul><ul><ul><ul><li>One alias per person </li></ul></ul></ul><ul><ul><li>Listservs </li></ul></ul>
  13. 13. Estimating Growth <ul><li>Underestimation seems to be the rule </li></ul><ul><ul><li>Mail system and the temporary Netscape system aka the daily crash </li></ul></ul><ul><ul><li>Modular units that have a bad habit of returning </li></ul></ul><ul><ul><li> space and maintenance e.g. a founding faculty member requiring ownership of </li></ul></ul><ul><ul><li>Server proliferation and lack of limitations in promoting “innovation” </li></ul></ul>
  14. 14. Estimating Growth Cont. <ul><li>Capacity planning </li></ul><ul><li>Peak loads </li></ul><ul><li>Bandwidth and management </li></ul><ul><li>Can you define mission critical? </li></ul>
  15. 15. VOIP <ul><li>A good decision </li></ul><ul><li>Cost effective, stable, scalable </li></ul><ul><li>Easy ROI when starting from scratch, harder when converting </li></ul><ul><li>Don’t forget network hardware requirements such as QOS </li></ul><ul><li>Even better news, local telco offices are starting the switch to ip based services e.g. Nortel and Verizon </li></ul><ul><li>Next up…multimedia presence and follow me but don’t forget the bandwidth requirements and ability of network hardware to handle multicast as well as unicast </li></ul>
  16. 16. Knowledge Management <ul><li>Issue of losing older documents in clean up e.g. curricular planning </li></ul><ul><li>Dependence on e-mail for communication …cc’s, attachments, etc. </li></ul><ul><li>We’re small, we all Have to Know Everything </li></ul><ul><li>Defining good communications…why are certain people ALWAYS left out? </li></ul><ul><li>Rounding up the startup cowboys </li></ul>
  17. 17. Wireless <ul><li>Addiction of freshman </li></ul><ul><li>Recovery of sophomores </li></ul><ul><ul><li>CAD, registration </li></ul></ul><ul><li>Designed as an complimentary network to wired access </li></ul><ul><li>Visitors, neighbors and other complicating factors </li></ul>
  18. 18. Network Device Proliferation <ul><li>The possibility of registration of systems </li></ul><ul><li>Challenges of multi platform e.g. Linux, MAC, PC, Xboxes, APs etc </li></ul><ul><li>Leading the way in convergence means leading the way on the number of networked devices </li></ul><ul><li>The challenge of management, identification and authorization in a collaborative work environment </li></ul>
  19. 19. AV <ul><li>Video over ip </li></ul><ul><li>Leading edge apps </li></ul><ul><li>Faculty don’t need any stinking AV </li></ul><ul><li>Oops, faculty need AV and how about by tomorrow </li></ul><ul><li>What happens when your vendor goes chapter 11 mid project? </li></ul>
  20. 20. ERP <ul><li>Startup </li></ul><ul><ul><li>What do we have to have now </li></ul></ul><ul><ul><li>Implications on out of order and partial implementations </li></ul></ul><ul><ul><li>Scope expansion </li></ul></ul><ul><ul><li>Current state </li></ul></ul>
  21. 21. Web Design <ul><li>Evolution from outsourced to insourced </li></ul><ul><li>Co-sourced redesign </li></ul><ul><li>From focus groups to web design committee </li></ul><ul><li>Ongoing design and redesign </li></ul><ul><li>Shared governance with Communications Office </li></ul><ul><li>Never ending process </li></ul><ul><li>Olin College Website </li></ul>/
  22. 22. Course Management System <ul><li>Interim use as KM tool </li></ul><ul><ul><li>Issues </li></ul></ul><ul><ul><li>Redesign </li></ul></ul><ul><ul><li>Communication </li></ul></ul><ul><ul><li>Alternatives </li></ul></ul><ul><li>In Progress </li></ul><ul><ul><li>Syllabi in one place </li></ul></ul><ul><ul><li>Course catalog </li></ul></ul><ul><ul><li>Links to portal project and other tools </li></ul></ul><ul><ul><li>Student use </li></ul></ul><ul><ul><li>Development </li></ul></ul>
  23. 24. Intranet <ul><li>Another interim solution </li></ul><ul><ul><li>Part communication </li></ul></ul><ul><ul><li>Part documentation </li></ul></ul><ul><ul><li>Migration to course management system and web sites </li></ul></ul><ul><ul><li>But what about those special applications that were just made for us??? </li></ul></ul>
  24. 28. Vendors <ul><li>Relationships and partnerships </li></ul><ul><li>Who gets what </li></ul><ul><li>Care and feeding on an ongoing basis </li></ul><ul><li>Talking the talk and walking the walk </li></ul><ul><li>Keeping everyone honest </li></ul>
  25. 29. Vendor Partners <ul><li>Nortel Networks Voice and Data Network hardware </li></ul><ul><li>Integrated Partners Corp Nortel integrator/reseller </li></ul><ul><li>Symbol Wireless access point vendor and Nortel partner </li></ul><ul><li>TAC Center Voice over IP maintenance provider </li></ul><ul><li>MTS Services Cabling contractor (voice/data/AV/controls/security) </li></ul><ul><li>NORDX/CDT Cabling and connectivity product manufacturer/supplier </li></ul><ul><li>APC UPS vendor </li></ul><ul><li>HP Server vendor, network printer manufacturer, and staff/faculty laptop option </li></ul><ul><li>Micron Desktop vendor </li></ul><ul><li>Dell Student Laptop program and staff/faculty laptop option </li></ul><ul><li>Ricoh Leased high speed multi function copier/printer/scanner </li></ul><ul><li>ImageTech Maintenance of Ricoh equipment </li></ul>
  26. 30. Security <ul><li>Closed versus open </li></ul><ul><li>The role of research </li></ul><ul><li>What the faculty bring with them </li></ul><ul><li>An interim solution </li></ul><ul><li>Why the let them stick their finger in the light socket approach can work </li></ul>
  27. 31. Contingency Planning <ul><li>Redundancy </li></ul><ul><li>Fail over </li></ul><ul><li>Defining mission critical </li></ul>
  28. 32. Leadership <ul><li>VPs and President never held their positions before </li></ul><ul><li>Education process </li></ul><ul><li>Multiple reporting relationships for CIO…good or bad </li></ul><ul><li>Having a voice </li></ul><ul><ul><li>Details versus issues </li></ul></ul><ul><ul><li>Why the politics matters </li></ul></ul>
  29. 33. Collaboration <ul><li>Successes </li></ul><ul><li>Failures </li></ul><ul><li>Looking ahead…challenges such as half of our student population cross registering for courses at other institutions </li></ul>
  30. 34. Strategic Planning <ul><li>Where is the plan </li></ul><ul><li>How do we get a plan </li></ul><ul><li>What about an IT plan </li></ul><ul><li>What about an inter-institutional IT plan </li></ul>
  31. 35. Adolescence <ul><li>The impact of a small community on relationships and governance </li></ul><ul><li>Family versus business </li></ul><ul><li>From one voice per person to one voice per group e.g. representation </li></ul><ul><li>Consensus versus my way or the highway </li></ul>
  32. 36. Staffing <ul><li>The challenges of staffing at a very small institution that also wants to provide lots of services, especially to students </li></ul><ul><li>Benchmarking project </li></ul><ul><li>The expectation games </li></ul>
  33. 37. The Olin Top Picks <ul><li>Converged network </li></ul><ul><li>VOip </li></ul><ul><li>Vendor partnerships and relationships </li></ul><ul><li>Student IT Working Group </li></ul><ul><li>Laptop Program </li></ul><ul><li>The IT Web page (still in progress) </li></ul>
  34. 38. The Olin Top Challenges <ul><li>Support expectations and growth </li></ul><ul><li>Network device proliferation </li></ul><ul><li>Identification, Authentication and Authorization across campus collaborations </li></ul><ul><li>Guest and community access </li></ul><ul><li>Ongoing education of leadership </li></ul><ul><li>The rate of technological change </li></ul>
  35. 39. Contact Information <ul><li>Joanne Kossuth </li></ul><ul><li>[email_address] or 781-292-2431 </li></ul><ul><li>Pedro Perez </li></ul><ul><li>[email_address] or 781-292-2435 </li></ul>