UAAITSC ELT Monthly Update for December 2017 14
University Academic and Administrative Information Technology Steering Committee
ELT Monthly Update for December 2017
New IT Investment Proposals
1. School of Medicine – Human Simulation & Patient Safety: SimulationIQ Server refresh
Sponsor: David Walton
Description: Server refresh and architectural upgrade.
Resources: No additional staff resources.
Audience: Medical students, nursing students, residents, and practicing healthcare providers from all professions.
Benefits: Team Training, Hands-On training vs in-case lecture.
Total Cost: $122,000 one-time cost
Funded: Yes
Recommendation: APPROVE
2. Safety and Risk Management EHS – DX4040 Gasmet with Calcmet 4040 PRO Software
Sponsor: Valerie Pegues
Description: Identification of potentially hazardous chemical contaminants in air samples on campus with handheld Gasmet analyzer having Calcmet 4040 PRO Software.
Resources: No additional staff resources.
Audience: VCU community.
Benefits: Full featured analyzer for routine assessments and emergency responses.
Total Cost: $ 69,142 one-time cost
Funded: Yes
Recommendation: APPROVE
Infrastructure and Operations Portfolio
1. CBORD CS Building Access Control System /
VCU Police Department / $1,631,445/ Y
$81,214 yearly / Enhance building security and reduce risk, improve service to customers / Procure and implement the CBORD CS Access building control system, convert all VCU buildings
2. Hosted Email Encryption Service / Technology Services / $170,700/ Y
$68,925 yearly / Unified email encryption for Gmail and Lotus users; avoids cost of upgrading end-of-life equipment / Migrate email encryption from in-house to Zix systems hosted environment
3. Telephone Equipment and Billing System / Technology Services / $225,000/ Y
$28,000 yearly / Primary operations system for Telecommunications office / Replace current system (Pinnacle) losing vendor support
4. LANDesk Customer
Management System /
Technology Services / $150,000/ Y
$120,000 yearly / Improved user experience, elimination of duplicative solutions, integration with current software suite / Replace current system (Remedy), savings to partially fund new system
5. Move Blackboard LMS to hosted solution / Technology Services / $318,000 Y / Eliminate hardware costs and reduce staff time to support / Move Blackboard from VCU-supported platform to vendor-supported
6. Point-Of-Sale System
for Technology Store /
Business Services / $17,250/ Y
$2,000 yearly / Support sales and administrative activities of new technology retail outlet / Business Services to implement the LightSpeed POS system
7. QRadar Security Incident Monitoring System / Technology Services / $118,000/ Y
$23,600 yearly / Improve monitoring of risks and vulnerabilities that affect VCU’s information technology assets, and provide better data to aide decisions regarding those risks / Information Security Office to procure additional components and upgrade QRadar
8. Server and Storage Architecture for MOOCs / Learning Innovation and Student Success / $18,000/ Y
$18,000 yearly / Model and showcase distinctive, high-engagement online learning that leads to deep learning / Implement the WordPress Course Site and build an online learning community for MOOCs beginning in Summer 2014
9. e911 System / Telecommunications / $131,400 Y / Provide number and location data for all 911 calls / Replace existing system losing vendor support
10. Internet Upgrade /
Technology Services / $370,000 yearly Y / Increase aggregate bandwidth from 5 Gbps to 7 Gbps / 40% increase in bandwidth available for Internet traffic
11. Network Equipment End-Of-Life Refresh /
Technology Services / $294,000 Y / Replace 80 existing network switches reaching EOL in 2015 / Improved network reliability and access speed
12. Sanger Hall Network Upgrade / Technology Services / $350,000 Y / Install new fiber to improve architecture and meet standards / Improve Sanger’s network reliability and access speed
13. PrivateNet Network Refresh / Technology Services / $72,500 Y / Replace 40 network switches on the VCUCard point-of-sale network / Improve financial network’s reliability and access speed
14. Incident Management System / VCU Police / $120,000 Y / An incident management system allows for the real-time collection and aggregation of information related to incidents or events that could cause life safety issues or operational continuity disruption. / Improve response to incidents and management of Police resources.
15. Weather Notification System / VCU Police / $5,500 yearly Y / Ensure operational and public safety units can make efficient and timely decisions during severe weather events / Improved weather information will facilitate better decisions about VCU reaction and preparation for weather-related events.
16. PARCS Parking Access and Control System / Parking & Transportation / $2.4 Million Y / Enhance customer service, security, and financial position of parking system (eliminate $5 Mil subsidy from University Fee) / Procure and implement an integrated access control, automated revenue, and enterprise management system
17. Utilities Management System / FMD / $150,000 Y / Solution to track utility consumption, costs, forecasting, rate verification and charges / Contract with EnergyCap for hosted system.
18. Network End-Of-Life equipment replacement
/ Technology Services / $160,000 Y / Replace 116 network switches reaching obsolescence. / Procure and install new equipment.
19. Hosted Ironport eMail Service / Technology Services / $15,869 yearly Y / Relocate the majority of email traffic between Ironport and Google from the VCU network. / Transfer the 3 Ironport appliances to a Cisco-hosted solution.
20. Penetration Testing Solution / ISO / $12,000 yearly Y / Identify VCU security vulnerabilities before an attacker can exploit them. Additionally, this system can also be used to conduct social engineering exercises against VCU personnel, thus providing anti-phishing training. / Employ a third party to perform continuous penetration tests against VCU’s perimeter technology infrastructure and actively share results with the VCU information security team.
21. Packet Broker Device / ISO / $80,000 initial Y / Automated and real-time defensive capabilities that will minimize the risks of compromise for on-premises assets and reduce the amount of threats and incidents needing manual intervention. / Procure and implement a packet broker device that will allow the University to integrate various individual security tools in-line with the University’s overall network.
22. Identity Access Management Solution / Technology Services / $450, 000 initial, Y $311,000 yrs 2-5=
$1,694,000 / Reduced wait times for new eID accounts, more control over access to systems and resources, and increased efficiencies through granting baseline access by role in the university. / Implementation of an identity access management (IAM) solution will streamline current user access authorization workflows and procedures, and provide access management to critical university resources.
23. SOPHOS security software renewal / Technology Services ISO / $53,000 yearly Y / SOPHOS security software provides protection against computer virus and malware attacks. / The existing contract for Sophos expires in June 2016 and VCU will need to issue an RFP to establish a new contract so we can ensure that continuing services for endpoint protection are provided.
24. Avaya IP-PBX Equipment, Support, and Maintenance / $1,000,000 Y / Lowers overall cost, eliminates physical servers security risk / Establish a contract to provide equipment, maintenance coverage, and expert level technical support for the existing Communication Manager system (IP-PBX) and adjunct servers (i.e. voice mail, Session Manager, Session Border Controller).
25. Network Equipment End-Of-Life Refresh /
Technology Services / $763,000 Y / Improved network reliability and access speed / Replace 305 existing network switches reaching EOL in FY 2017
26. Application Vulnerability Scanner/
Technology Services ISO / $180,000 yearly Y / VCU will enjoy a safer and more secure application environment, and enjoy better assurance for the security of their information / A centrally managed and scalable application vulnerability management platform to adequately assess the applications provisioned and developed at VCU
27. Cisco RFP/
Technology Services Network Services / $3,000,000 yearly Y / The primary benefit will be felt by end users in the form of sustained network reliability and access speed. / A replacement VASCUPP contract with Cisco will facilitate network expansion, the replacement of older equipment. It will provide a state of the art network for the VCU community for years to come.
28. Banner Contract Renewal / Technology Services Administrative Systems / $671,516 yearly Y / Continued use of Banner as the VCU enterprise resource planner. / All VCU employees, students, and affiliates for years to come.
29. Planning Assessment and Accreditation Software / $100,000 initial Y
$5,000 yearly / Provides the replacement for Weave by providing a collaborative online system for engagement in planning, assessment, and reporting activities. / Academic affairs: All academic programs; Administrative support units: All units supporting academics; Accredited programs and planning offices.
30. VCU SAS Visual Analytics/Visual Statistics/Data Management Advanced Environment / $222,000 initial Y
$50,000 yearly / A new SAS environment enabling decision makers at all levels to make data-enabled decisions and focus on fact based planning, thereby promoting effective decision making. / A replacement to VCU’s existing SAS Enterprise Business Intelligence (EBI) platform consisting of SAS Visual Analytics, SAS Visual Statistics, and SAS Advanced Data Management.
31. SEM - Online Graduate Admissions Application / Initial unknown Y
$98,667 yearly / A graduate application product providing functionalities meeting applicants’ 21st century technology expectations in ways that our current product does not. / A replacement to SEM’s existing graduate application providing a better graduate faculty, staff and student experience.
32. SEM - Customer Relationship Management (CRM) System / $221,870 yearly Y / A CRM providing functionalities meeting applicants’ 21st century technology expectations in ways that our current product does not. / A replacement to SEM’s existing CRM providing a better applicant and staff experience.
33. School of the Arts – Apple Computer Lease / $74,836 yearly Y / Increased student satisfaction with facilities which should lead to an improved classroom experience / Three-year equipment lease for the school’s classrooms
34. ResNet Network Equipment R&R FY 2018 / Technology Services / $210,000 Y / Increased network reliability and wireless coverage in residential areas / 235 Wireless Access Points and 10 switches reaching EOL in FY 2018
35. Network Equipment End-Of-Life Refresh /
Technology Services / $630,000 Y / Improved network reliability and access speed / Replace 260 existing network switches reaching EOL in FY 2018
36. ANSYS /
Mechanical & Nuclear Engineering / $115,165 Y / Students learning the leading engineering analysis software and increased capacity for researchers / Additional software licenses for faculty and students matching demand within MNE.
37. DAR / Constituent Engagement Management System (CEMS) / $78.724 initial Y
$54,000 yearly / More successful engagement and fundraising strategies / A CEMS to support DAR’s digital offering needs to alumni and constituents
38. SOM - SimulationIQ Server refresh / $122,000 Y / Team Training, Hands-On training vs in-case lecture / SimulationIQ Server refresh and architectural upgrade
39. Safety and Risk Management EHS - Gasmet 4040 with Calcmet Pro / $69,142 Y / VCU community / Id potentially hazardous chemical contaminants in air samples on campus
PORTFOLIO COST / $ 11,410,326 initial
$ 5,148,997 yearly
Business Process Automation and Improvement Portfolio
Project/Sponsor / Cost Funded / Benefits / Description1. Customer Relationship Management System / Development & Alumni Relations / $2,073,604 / Y
$245,874 yearly / Improve communications management to support fundraising and alumni relations / Implement the Blackbaud CRM system
2. Grants Management System/Office of Research Administration / $670,000 / Y
$35,000 yearly / Improve grant submission and award management processes / Implement Click Commerce system
3. Animal Resources System / ORA / $437,000 / Y
$20,000 yearly / Improved functionality in animal resource management / Implement Click Commerce system
4. Time and Attendance System / Human Resources / $262,000 / Y
$26,900 yearly / Automated attendance and leave recording; improve FLSA compliance / Implement TimeClock Plus system
5. ImageNow site license/ Technology Services / $399,500 / Y
$72,000 yearly / Remove funding barrier for schools and departments; leverage functionality / Convert per user license to site license
6. Hobsons Apply Yourself / Strategic Enrollment Mgmt / $100,000 + / Y
$25,000 yearly / Improve graduate application process / Purchase off State contract, configure and implement hosted solution
7. Visa Management System / Global Education Office / $60,000 / Y
$10,000 yearly / Automate reporting of student/staff/faculty visa information to SEVIS / Implement the Sunapsis system from Indiana University
8. Career Services Technology Platform / University Career Center / $125,000 Y / Improve ability for students to perform job searches / Partner with School of Business and School of Engineering to procure hosted solution
9. VIRTIFY Clinical Trial Registration and Results System / $65,000 Y / Improve required reporting to ClinicalTrials.gov; ensure compliance with FDAAA / Purchase and implement VIRTIFY’s Clinical Trial Registration and Results System
10. Course Evaluation / ALT Lab / $90,000 / Y
$18,500 yearly / Improved instrument, more student data / Implement the eXplorance Blue system
11. Curriculum Vitae Builder / School of Medicine / $50,000 (est.) Y / Consistent format
User friendly
Eliminate redundant data entry
Online updates / Develop a system to automate the production of CVs for School of Medicine faculty and staff
12. Recreational Management System / VCU Recreational Sports / $65,000 (est.) Y / Improve customer service, record keeping and audit tracking; record inventory loan and point of sale transactions / Survey the marketplace for a new rec sports information system; procure, implement, train staff
13. Huron Consulting Agreement for OnCore Financials / Office of Research / $290,000 Y / Create database for clinical research studies at VCU for accurate billing and compliance with regulatory issues / Engage Huron consulting services to extend OnCore to be enterprise solution
14. Portal for Board of Visitors / Presidents Office / $3,000 / Y
$32,000 yearly / Collaborative software to allow BOV members to securely store and access documents. / Implement the chosen solution and introduce to BOV operations
15. Courseleaf
/ Office of Faculty & Academic Affairs / $199,980 / Y
$35,980 yearly / Automate and integrate the catalog and academic activities into a more efficient and effective central reference system. / Purchase and implement the Courseleaf software.
16. Banner Revitalization/VP for Finance and Administration / $75,000 Y / Streamline business processes and make ERP data more accessible, accurate, and usable / Engage consulting firm to analyze and identify how Banner can be revitalized.