I&IT Managers Meeting Agenda

I&IT Prioritization & Recovery Committee Notes California State Polytechnic University Pomona

Meeting Logistics

Title I&IT Prioritization & Recovery Committee Meeting

Review our programs and services to determine whether they should receive increased support, decreased support, level support, be Purpose restructured, discontinued, or initiated and assign budget accordingly for new projects and positions. Date Monday, November 19, 2007 Time 1:00 PM – 2:00 PM Location 98-C5-5

Debra Brum, Mauricio Calderon, James Caplette, Curtis Clark, Dave Drivdahl, Stephanie Doda, Heather Fannin, Marcy Gates, JoAnn Karns, Participants Gabe Kuri, Jerry Lerma, Bill Maris, Joe Matsumoto, April McKettrick, Denny Mosier, Hye Ok Park, Susan Reese, Janet Rice, Daniel Smith, Betty Wu and Abel Zamora

Agenda

Topic Meeting Outcomes Time Facilitator Topic 1: 2007/2008 Project Funding Discuss project 60 min. Stephanie Requests requests and  Help Line Replacement determine which should be approved  PBX Upgrade for funding  SAN Switch Port Additions  VMware Phase II (Production)

Topic 2: Next Meeting - Monday, December 3, 2007 at 1:00 PM

Topic 1: 2007/2008 Project Funding Requests (Stephanie) Handout: 2007/2008 I&IT Division Proposed Projects Summary Per Stephanie, if there is an item on the sheet above the orange line that was approved last year but was not funded, it is being brought back today with an update on the project’s progress and discussion on whether we should continue to fund it. Per Mauricio, he doesn’t have one for I&IT Prioritization & Recovery Committee Notes California State Polytechnic University Pomona November 19, 2007 the Production Grid Project because he is waiting for the consultant to make a recommendation on the hardware. Per Debra, this one can wait. Per Debra, for the ones that were approved in 2006-2007 where the money was set aside, but they didn’t get done, we need to bring them back and review them and then decide if they still should go forward.

Help Line Replacement Handout: I&IT Funding Request – Help Line Replacement Per Denny, this is a funding request for software. The current system has not aged well and it is not supported well. His group looked at several products (Remedy, Heat, RT and Footprints). They decided to come back to Web Help Desk. It is very low cost. It is being used heavily in Academic Affairs. There are disadvantages to the other software products. Heat does not talk to LDAP; Remedy is very expensive and we would need someone to take care of it. Per Debra, she thought we would see the criteria to judge the candidates. Per Denny, there were several documents on that in the final report. He will send the report plus the timeline out to this group by 12/3. Per Curtis, this is contingent on the production of VMware being funded. Does this need to be implemented before production VMware is ready? Per David, is there a hard deadline for this to be replaced? Per Denny, his goal is to get this up in the winter quarter. In his documentation Denny will put in the contingency for hardware. They don’t care what platform this runs on. Per Mauricio, the long term goal is to move toward one application for the entire campus? Per Denny, that is a possibility. His hope is to roll this out to the division one department at a time and then at some point open it up to the users in other divisions. Per Mauricio, please include him in the multi-department team. Per Denny, this project is completed and the implementation project name will be Web Help Desk.

PBX Upgrade Handout: I&IT Funding Request – PBX Upgrade Per Stephanie, this came to the group last year, but it did not go out on contract. They did a feasible study for the Chancellor’s Office last year since it was over half a million dollars. The benefit to the university is that we will have an up and working system. Stephanie will add to the document that the current system is not reliable. Two additional vendors are giving us designs including Avaya. We hired Ernie Lazararas who has done this upgrade multiple times and he confirmed what Linda and Stephanie thought that we are missing parts. Stephanie did a five year projection for the CO’s office. The annual projection is actually what the cost is to maintain the switch. These are loaded costs for manager and staff support. We keep changing the timeline. We have verified that everything in Avaya is 508 compliant. We are waiting for information from one vendor. This is sole brand, but not sole source. The current system goes off warranty in 2009. The upgrade will last us about 8 – 10 years. It will be working on a complete fiber network of its own.

SAN Switch Port Additions Handout: I&IT Funding Request – SAN Switch Port Additions Per David, this is about connecting VMware to the SAN. The switches we now have are full so we need more ports. This project will also include a license. This is to buy two 8 port activations. This will support other things besides VMware like upgrading our existing SQL cluster. Per Stephanie, we need to get back the million dollars that is being held by the university. To do this we need to show the benefit of this project to the university. So she needs a more extensive write-up from David.

I&IT Prioritization & Recovery Committee Notes California State Polytechnic University Pomona November 19, 2007 VMware Phase II (Production) Handout: I&IT Funding Request – VMware Phase II Per David, we have the pilot up and running and it has been working really well. We are ready to move on. We need to migrate from one physical box to another. What we did not include in this project request is that we need to order boxes before January 2008 if we want to go with V-Motion to replace the boxes that we have now. This is similar with what we brought to the pilot with a few minor changes. We would be buying storage and we would need additional SAN licenses. The three year costs are included in this because it has both hardware and software. We are looking at about an eight week implementation period. Week three, four and five are most likely to be the heaviest work load for he and Luke. This will be physically located in the Data Center where the existing box is. Per Stephanie, have they calculated the savings for not supporting our older systems? Per David, we are shutting down a few systems. We might have some uses to repurpose them so it is not clear at this time how many systems we will be turning off and taking out of the racks. The fact that IBM is discontinuing the dual core will not affect our ability to get parts and service. Per Joe, it is not critical to have a crash kit. Per David, regarding the return on our investment, if we do this there will be very little need to buy development servers and we will reclaim servers from the old servers. Per Debra, the Intranet Replacement pair and the Oracle Grid (Production) will be done between 12/3/07 and 2/08. At the next meeting we need to see everything that is not going to wait until February. Per Stephanie, if you have one that is medium you could bring that on 12/3. Per Debra, if you have any reservations on funding any of these projects please let her know early in the day on Wednesday. She will approve or not approve based on what she hears on Wednesday.

Topic 2: Next Meeting - Monday, December 3, 2007 at 1:00 PM 2007/2008 I&IT Division Proposed Projects Summary

PROJECTED DEPARTMENT PROJECT PRIORITY STATUS COSTS Security Forensic Lab High Approved in 2006/2007 15,000 Security Forensic Lab Additions High Augmentation 3,810 Support Help Line Replacement High Approved in 2006/2007 10,000 Systems Intranet Replacement (Original) High Approved in 2006/2007 100,000 Systems Intranet Replacement Supplemental High Augmentation 181,000 Systems ITRP2 Network Core Upgrade High Approved in 2006/2007 20,000 Systems ITRP2 Network Security Additions High Approved in 2006/2007 90,000 Applications Oracle Grid Consultants High Augmentation 71,000 Operations PBX Upgrade High Approved in 2006/2007 535,000

Applications Oracle Grid (Production) High New Proposal 85,000 Systems SAN Switch Port Additions High New Proposal 20,000 Systems VMware Phase II (Production) High New Proposal 110,000 Security Web Vulnerability Management High New Proposal 39,104 Systems Add Alert Notification Tool Medium New Proposal 12,000 Systems Add Storage to DX30 (On Disk Backup) Medium New Proposal 35,000 Systems DS4800 Additional Drive Expansion Units Medium New Proposal 14,000 Systems ITRP2 Wireless Medium New Proposal 0 Systems Upgrade Exchange to 2007 Medium New Proposal 120,000 Systems Upgrade SQL Cluster to use SAN and 2005 Medium New Proposal 35,000 Systems Upgrade Tape drives to LTO-4 Medium New Proposal 40,000 Systems UPS Replacement Phase 2 Medium New Proposal 135,000 Systems VMware Phase III (Leased VM services) Medium New Proposal 50,000 Systems CBORD Oracle Migration Low New Proposal 15,000 PROJECT TOTAL $1,735,914