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    IMPROVING THE STUDENT EXPERIENCE BUILDING A FOUNDATION FOR THE FUTURE ENABLING WORLD-CHANGING DISCOVERY CREATING COMMUNITIES PARTNERING FOR BETTER SERVICE UW Information Technology 2013 ANNUAL REPORT


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    Table of Contents Who We Are Welcome From Kelli Trosvig . . . . . . . . . . . . . . . . . . . . . . . . . 1 UW Information Technology (UW-IT) is the central IT organization for the University What’s the Plan? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 of Washington, responsible for strategic IMPROVING THE STUDENT EXPERIENCE planning, oversight and direction of the University’s IT infrastructure, resources Seeing Is Believing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 and services. BUILDING A FOUNDATION FOR THE FUTURE We provide critical technology support to Defining a New Sky . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 all three campuses, the UW medical centers ENABLING WORLD-CHANGING DISCOVERY and research operations around the world. Pedagogy First . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 We partner with the UW community to CREATING COMMUNITIES enable innovation, learning, discovery and service. Service Made Simple . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 PARTNERING FOR BETTER SERVICE UW-IT Strategic Plan: Progress on Goals . . . . . . . . . . . . . . 12 more What’s Ahead for 2014 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 info UW-IT’s Annual Budget: Fiscal Year 2014 . . . . . . . . . . . . . . 16 UW Information Technology (UW-IT) uw.edu/uwit By the Numbers . . . . . . . . . . . . . . . . . . . . . .inside back cover IT Connect uw.edu/itconnect UW-IT Service Catalog uw.edu/uwit/services Our Mission Enable UW students, faculty and staff to be more effective Help the UW manage risks and resources Foster a community of innovation


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    Welcome At UW Information Technology, success comes through collaboration. Whether it’s moving forward with a major initiative to modernize UW human resources and payroll operations, bringing faculty together to share how they’re using technology to enrich student learning, or helping researchers identify the best technology resources to support their work, everything we do involves collabo- rating with our partners to advance teaching, learning, innovation and discovery. Through collaboration, we continue to deliver innovative administrative infrastructure to meet the demands of a tools that deepen and expand interactions between faculty global research institution. The UW is moving forward with and students. Last summer 36 faculty members shared knowl- a revised six-year roadmap that will deliver new functionality edge and best practices on using technology to enhance and increased efficiencies faster and at less cost. learning as part of a Technology Teaching Fellows program To ensure we are delivering the highest value services, three developed in partnership with the Center for Teaching and information technology governance boards provide us with Learning, UW Libraries and the Office of the Provost. They guidance on strategic directions and on project and service showed how they use tools, including the Canvas learning priorities. This spring we will conduct a customer satisfac- management system and Tegrity lecture capture, to hold tion survey to gather broader UW community input. We are virtual office hours, provide real-time feedback to students, partnering with the Foster School of Business to implement and put lectures and quizzes online, freeing up classroom a new service management toolset to increase efficiency and time for more interactive work. improve customer service, and plan to offer it to other local The launch of the MyPlan online academic planning tool IT departments, with the goal of creating a unified, auto- earlier this year was made possible through collaboration mated help system. with student advisers, Undergraduate Admissions and the UW Information technology is a game-changer for today’s Registrar, and funding support from the Student Technology research universities. It is transforming the way we teach, Fee. Response was enthusiastic, with 24 percent of undergrad- learn, work, communicate and even how we think. It is uates using it by spring quarter. A recently secured $1 million changing what problems we solve and what we believe grant from the Bill and Melinda Gates Foundation allows us to is possible. By collaborating together we can continue to extend MyPlan to Washington state Community and Technical harness information technology to help advance our most Colleges in two years, making it easier for those students to important work—developing tomorrow’s leaders, solving plan for a four-year degree and transfer to the UW. global challenges and transforming lives. In the research area, our continuing partnership with the UW eScience Institute is helping to provide new tools to handle Kelli Trosvig VICE PRESIDENT FOR UW INFORMATION TECHNOLOGY big data, a major challenge for researchers. An important step AND CHIEF INFORMATION OFFICER is the launch of a new 100G High Speed Research Network, which will help researchers better compete for big data science projects. We doubled the capacity of Hyak, the UW’s high- performance shared computing cluster, and lowered rates and minimums for lolo, the centrally managed data storage service. Strategic partnerships with Microsoft and Amazon enable UW researchers to access Microsoft Azure and Amazon Web Services cloud platforms more easily, and at discounted prices. Another major collaboration is the UW’s initiative to modernize critical HR/Payroll operations. Led by UW Senior Vice President V’Ella Warren, this project will strengthen regulatory compliance and produce substantial productivity gains throughout UW units. This is the first step in a larger effort to modernize the UW’s aging 2013 ANNUAL REPORT 1


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    What’s the Plan? MyPlan promises to transform student academic planning R ahul Devanarayanan had his sights set on a challenging double degree in Civil Engineering and Community, Environment, and Planning—with the goal of finishing his studies in a timely manner. Unfortunately, his planning hit a snag. Trying to line up the parallel tracks just wasn’t working. That was when Civil & Environmental Engineering Adviser Mariko Navin introduced Rahul to MyPlan, a visual, feature-rich academic planning tool launched to all students in January 2013. MyPlan was created by UW-IT with funding support from the Student Technology Fee. Before MyPlan, students had to use several stand-alone systems to pull together information for their academic plans. Much work also was done with pencil and paper—a painstaking and error-prone approach in the University’s dynamic environment. “With MyPlan, we were able to visualize all the courses Rahul needed and come up with a great alternative strategy,” Navin explained. “MyPlan allows you to be very intentional about how you plan, in a way that’s easy to visualize, adapt, and share,” Devanarayanan said. “With MyPlan we were able to opti- mize my classes so my learning experience will be much more cohesive. Not only that, but with MyPlan I was able to figure out how to add two minors, in Mathematics and Urban Planning, and graduate in the same amount of time.” 2 UW INFORMATION TECHNOLOGY


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    I MP R OV IN G THE STUDENT EXPERIENCE Canvas offers broader access, new features. Notify.UW offers course availability alerts to more This learning management system now provides access to guest lecturers, non-matriculated students, and gives a better picture of course demand. Students receive a text or email info students and others with Google accounts, and message when space opens in a course can be used to create non-academic content. of interest, easing registration for high- Teaching and Learning Instructors can request course sites ahead of demand courses. uw.edu/itconnect/learn/tools quarter start. Integration with UW’s central A new student recruitment and enrollment MyPlan authorization service makes it easy to assign system provides a streamlined, personalized depts.washington.edu/ and manage administrative roles. approach to recruitment, applicant myplan SpaceScout expands to UW Tacoma, wins communications and admission reviews, Classroom Technology recognition. This Web and mobile app for and is used by Undergraduate Admissions & Events locating ideal study spots features 270 spaces at all campuses. uw.edu/uwit/cte at UW Seattle and UW Tacoma, and will A new UW Shopping Sheet tool, available add UW Bothell in winter 2014. It received through MyUW, helps prospective students an international Campus Technology 2013 understand the costs of attending UW and Innovators Award. compare their UW financial aid package with To better respond to classroom technology other offers. changes, Classroom Technology & Events (CTE) eTextbooks don’t offer significant advantages joined UW-IT. The move positions UW Seattle over printed textbooks at this time, according to plan more strategically, provide faculty with to findings of a UW-IT pilot with 1,800 students one-stop shopping for classroom needs and in 23 courses over four quarters. UW-IT enhance the student equipment program. will continue to explore eTextbooks as the CTE and UW Libraries created the new technology evolves. Odegaard Undergraduate Library Active Learning Classrooms. Mariko Navin, Civil & Environmental Engineering adviser (top), and UW junior Rahul Devanarayanan (bottom) use MyPlan to map out his academic path. “It’s amazing how much functionality MyPlan has,” promises to dramatically improve Navin said. “It’s going to be totally transformative in the the student experience. MyPlan is way we work with students to help them reach their currently being adopted by Kuali academic goals.” member Indiana University, which is already working on enhance- Early adoption of the new tool has been outstanding, ments that it will give back to Kuali Student, of which UW according to Darcy Van Patten, UW-IT’s is a founding member. Student Program Director. So far, MyPlan has had nearly 32,000 unique “It’s going to be totally “Eventually, we want to have inte- visitors, with about 11,000 creating an grated Kuali’s open-source platforms academic plan. transformative in the way for admission, enrollment, tuition, “We modeled many of the features we work with students advising, billing and accounts, and financial aid,” Van Patten said. of MyPlan after modern travel and shopping websites, so students have to help them reach their “We’re adding features continuously. Next year, we will integrate MyPlan a familiar interface,” Van Patten explained. Some notable features academic goals.” with the UW’s registration system to provide an improved academic plan- include robust course search, filtering and saving, inte- ning and registration experience.” grated degree audit reports, real-time sharing of plans with advisers and detailed registration planning. “What MyPlan does is immense,” Navin said. “It lets students spend less time and energy on the logistics of MyPlan is the first online tool to go live at the UW under their education—so they have more time for learning.” Kuali Student, a next-generation student system that 2013 ANNUAL REPORT 3


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    Seeing Is Believing New tools, better access bring striking visual insights for decision makers T here’s a graph that Chief Financial Officer Ben Robinson loves. The single image tells the story of UW’s School of Public Health. It shows a seven-year trajectory for each of the seven Public Health programs, with the number of students enrolled and the amount of research awards generated by each. Robinson created it with Tableau data visualization software, using data from the Enterprise Data Warehouse (EDW). “This was the first clear picture of who we are and what we do—and here it is on one slide,” Robinson said. “Before this, we never had a single cohesive understanding of the School. There were simply so many moving parts that a spreadsheet could never capture our story so simply and clearly.” Now, generating insights like this—definitive, useful, easy to understand and based on nearly real-time data—is simple, efficient, and even fun, Robinson said, thanks to Tableau, EDW, and interactive reports and data sets developed by UW-IT. “Tableau is the first thing I turn on every morning and the last thing I turn off every night,” Robinson said. “I use it in every aspect of what I do, from budgeting and forecasting to immediately answering questions in meetings with real-time data.” “Our big goal for this year was making the EDW data more accessible,” said Anja Canfield- Budde, UW-IT’s Director for Enterprise Data & Analytics. “We want every decision maker to have access to reliable, comprehensive, central data, and useful ways to work with it.” 4 UW INFORMATION TECHNOLOGY


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    B UI L D IN G A FOUNDATION FOR THE FUTURE The HR/Payroll Modernization project involved CISO provides significantly enhanced more than 300 UW staff in redesigning HR and data security. The UW Office of the Chief more payroll business processes to inform selection of a new HR/Payroll system; two finalist Information Security Officer (CISO) published a new University-wide policy on Information info vendors gave demos. Security Controls and Operational Practices (APS 2.6), provided social media and UW-IT Decision Support UW Profiles, a new set of institutional uw.edu/uwit/im/ds encryption guidelines and expanded security dashboards, offers a dynamic way to access, and privacy online training. It also improved UW Profiles explore and understand basic UW data. The UW NetID abuse detection and mitigation to uwprofiles.uw.edu first release this fall provides academic data. help safeguard UW institutional information. Created by the Office of Planning & Budgeting HR/P Modernization with UW-IT, UW Profiles uses Tableau data A new UW Indoor Alert system provides f2.uw.edu/teams/hrp visualization software to provide access to the emergency audio and/or reader board Enterprise Data Warehouse, UW’s source of notifications in most UW Seattle buildings, UW Office of the Chief major institutional data. augmenting the outdoor public address Information Security Officer system. A new mass-notification solution ciso.uw.edu New Enterprise Data Warehouse (EDW) for UW Alert is speeding up email and text resources provide better access to institutional delivery and automatically updates the UW data. In addition to UW Profiles and Tableau Alert Facebook and Twitter pages. software, these include a new Business Intelligence portal with central reports and Geographic redundancy for UW’s critical analytics, and training opportunities. The EDW business systems, part of the UW’s business has added data on research administration continuity plan, is halfway completed. This is for analyzing research awards, academics a five-year effort to build out a data center including courses taught and course/section in Eastern Washington and at remote cloud size and student credit hours. locations. Ben Robinson, School of Public Health CFO, uses Tableau to create a clear picture of his School. To make EDW data easy to access and use, UW-IT also “The tool is just the tip of the hosts more than 200 custom, fully interactive reports iceberg,” she said. “The bulk of the loaded with previously unavailable aggregate data from effort is incurred in gathering, inte- human resources, payroll, admissions, research administra- grating, organizing, modeling and defining the data.” tion, finance and more. It also created one research and Providing access to valid, defined data from the EDW three financial “cubes” packed with biennium data that lowers the barrier to effective decision-making, she said. can be “sliced and diced” and used to This is an important step toward create visual representations that high- uniform, agreed-upon institutional light historical trends. “It’s a whole new way of data and analytics at the UW, based “There are so many ‘aha’ moments working with data.” on a single source of central adminis- trative data. that happen when people start using the drag-and-drop functionality of these tools Because the data in the EDW is definitive, one of the most through the new Business Intelligence portal,” said Ann powerful impacts of these tools has been their ability Wunderlin, Education and Communication Manager for to “myth bust,” Robinson said. “With Activity Based UW-IT’s Enterprise Data & Analytics. As one user told her, Budgeting, it’s very important that decisions are made “Manipulating data used to be like pushing a shopping with facts. In the past, we often had to deal with assump- cart, but now it’s like driving a Ferrari.” tions that could be difficult to check. Now it’s simple.” To increase transparency and confidence in the data, There are other, less expected benefits as well. “With each UW-IT has been careful to design all its new tools to interaction, each visualization, you learn new things, and be easy to “look under the hood” to confirm the frequently fork off in new directions that deepen your underlying raw data is complete and correct, Canfield- understanding,” Robinson said. “It’s a whole new way of Budde explained. working with data.” 2013 ANNUAL REPORT 5


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    Defining a New Sky Big data is transforming science, and building capacity to handle it is key I f you tried to describe the southern half of the observable universe in zeroes and ones, how much data would you pile up? UW Astronomy Professor Andrew Connolly and his colleagues plan to find out. They’ll use the eight-meter Large Synoptic Survey Telescope (LSST) being built in Chile, with a 3.2 billion-pixel camera, to survey the sky. “Where you see one object with the naked eye, we’ll see 10 million galaxies,” Connolly said. “Within a year from the start of the survey, we’ll have collected more information about the sky than in the entire history of astronomy.” So much data will be collected, in fact, that the LSST project describes its goal as “defining a new sky.” Helping researchers transfer, store, share and access the overwhelming immensity of that data is UW-IT’s job. “Fundamentally, it comes down to plumbing,” said Clare Donahue, UW-IT’s Associate Vice President for Networks, Data Centers & Telecommunications. “You need big pipes. And you need them properly maintained, always available and secure. It’s all part of the core infra- structure that UW-IT provides.” To help prepare for this flood of data, UW’s infrastructure is on the verge of a major upgrade, thanks in part to a grant from the National Science Foundation. By 2015 UW-IT plans to complete installation of a 40G “big pipe” to serve as the UW’s data backbone. That’s four times the capacity of UW’s existing 10G network. 6 UW INFORMATION TECHNOLOGY


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    E NA B L IN G WORLD-CHANGING DISCOVERY Provide a new 100G High Speed Research Network that will help UW researchers Support UW social science researchers with high-performance computing services. The more better compete for big data science projects and enhance the UW’s data-driven research Information School and Department of Communication now use the Hyak high- info capabilities. The project is underway and performance computing cluster for big data Hyak shared partially funded by a National Science projects, joining more than three dozen computing cluster Foundation grant. other research groups in using UW-IT– uw.edu/uwit/services/hyak supported high-performance compute, Provide researchers more computing Lolo scalable, file-based storage and networking services. capacity for their research dollars. Hyak, the storage service UW’s high-performance shared computing Added enhanced resources for researchers uw.edu/uwit/services/ cluster, has doubled its capacity to more to a national service portfolio offered by archivestorage than 1,000 nodes. Hyak saves users from Internet2, a university consortium focused having to procure and maintain their on innovative technology. UW-IT led the The UW eScience Institute own systems. effort to provide Microsoft Azure with escience.uw.edu HIPAA- and FERPA-compliant storage and Lower rates and minimums for lolo, UW’s computing services in Internet2’s NET+ centrally managed data storage service that portfolio at a significant discount, including supports data archiving and file sharing for a Business Associate Agreement to safe- researchers operating at all scales. Rates guard protected health information. for lolo Archive were reduced 46 percent; lolo Collaboration, 22 percent. Minimum purchase requirements are now eight times lower. Astronomy Professor Andrew Connolly relies on UW’s high-performance network to handle massive data sets. As part of this ambitious upgrade, UW-IT is also creating It’s not only astronomy that needs a 100G High Speed Research Network (HSRN) span- this capacity, Donahue said. Other ning the UW data centers and connecting to the outside UW researchers are working on research Internet through the Pacific Northwest Gigapop decoding the human genome, unraveling the mysteries of and Internet2. The combined backbone design and ocean currents and tectonic plates, and unearthing clues HSRN will offer dedicated data paths for researchers, to discover core principles at the interface of mathematics, including enhancements to UW’s biology, and medicine, and they need “Science DMZ,” a network design it too. promoted and partially funded “Having this infrastructure In the end, many people will benefit by federal agencies that allows collaboration with peers at other helps UW get the best from discoveries that emerge from the masses of data generated by UW institutions without being slowed down by firewalls. This, when scientists, the best researchers researchers and supported by UW-IT, Donahue said. It might come in the used with large-scale storage and and the best students.” form of previously undreamed-of compute systems at UW like Hyak cures for diseases or ways to prolong and lolo, will help support big data science projects. life, early warning of devastating tsunamis or fundamen- “If you don’t have the underlying pipes, dealing with all tally new understandings of the nature of the universe. this data can take weeks or even months,” Connolly said. “UW-IT is a good partner, open to thinking about “With a thousand times more data than today’s surveys, providing resources we’ll need five years down the road,” waiting a month to analyze it changes the sort of ques- Connolly said. “Having this infrastructure helps UW get the tions you’re going to ask and changes the exploratory best scientists, the best researchers and the best students.” nature of science.” 2013 ANNUAL REPORT 7


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    Pedagogy First A broad UW partnership maximizes how technology supports teaching and learning Y ou might assume that immersing yourself for a full week in Canvas, the UW’s new learning management tool, would be strictly an exercise in tech- nology. But for the 36 faculty who redesigned their courses with Canvas and other learning technology tools as part of the Technology Teaching Fellows (TTF) last summer, it was a lot more. “You can add all kinds of gizmos and whizbangs to a class, but that doesn’t mean students are going to learn better,” said participant Betsy Evans, Associate Professor of Linguistics. “The pedagogy has to come first.” Ben Marwick, Assistant Professor of Anthropology, agrees. “The priority through the TTF workshop was always maximizing benefit to students. Technology was part of that solution, but the primary intention was improving teaching and learning.” That intention was baked into TTF, thanks to the broad partnership that put the program together—UW-IT, the Center for Teaching and Learning (CTL), UW Libraries, and the Provost’s Office, including advice and support from experts at UW Tacoma and UW Bothell. “We had a wide variety of smart people with great expertise to support our faculty to improve the quality of teaching and learning,” said Gerald Baldasty, Senior Vice Provost for Academic and Student Affairs. In particular, Baldasty said, TTF co-facilitators Beth Kalikoff from CTL and UW-IT’s Tyler Fox blended their impressive respective knowledge of pedagogy and technology to keep a tight focus on teaching and learning. 8 UW INFORMATION TECHNOLOGY


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    CREATING C OM M U N ITIES more info UW SkyDrive Pro and UW Lync promote easier A major upgrade of the K-20 Education collaboration. UW SkyDrive Pro provides Network increased bandwidth to 40G to keep Technology Teaching Fellows 25GB of cloud-based file storage and sharing. up with rising demand, particularly mobile. uw.edu/teaching/innovation/ UW Lync offers online meetings, virtual The high-performance network, designed and summer_institute whiteboards, instant messaging and more. Both operated by UW-IT, connects Washington’s UW Skydrive Pro Microsoft Office 365 services are HIPAA- and K-12 schools, community colleges, universities, uw.edu/itconnect/wares/ FERPA-compliant and became available this fall. libraries and museums. online-storage/skydrive-pro A recently completed Wi-Fi upgrade at Faculty and staff feedback helps shape the UW Lync UW Seattle replaced outdated equipment, future of UW telecommunications. More than uw.edu/itconnect/connect/ expanded capacity and improved network 3,000 participated in a survey and focus groups conferencing/lync-online resiliency and performance to meet to provide vital input for UW-IT’s evaluation rising demand. of collaborative communications solutions. MediaAMP These will integrate email, voice, instant uw.edu/uwit/services/ A new UW Event Calendar provides an messaging, videoconferencing and application mediaamp improved user interface and better mobile sharing across devices, conference rooms experience. Powered by Trumba, it launched and classrooms. this summer for all UW public events and for departmental and college event calendars. Additional UW Google Apps bring enhanced features. Google Takeout, Chrome Web Store, MediaAMP stores, manages and distributes Fusion Tables, Translator Toolkit, Custom streaming audio and video and other digital Search, and Google+ premium features were media on a range of devices and platforms, made available. including the Canvas learning management system. Available in the UW-IT Service Catalog, the cloud-based system supports protected health information and enables global-scale collaboration. Associate Professor of Linguistics Betsy Evans (top), Chemistry Communication Lecturer Colleen C. Craig (bottom left) and Assistant Professor Principal Lecturer of Anthropology Ben Marwick (bottom right) joined Lisa Coutu Lisa Coutu in the summer 2013 Technology Teaching Fellows program. According to the Provost’s TTF Coordinator Brigid Nulty, the program attracted an equally wide variety of smart participants. “The 17 faculty members in the first of the two cohorts represented 16 different departments. There Among other things, Coutu is using the “virtual office were very different levels of comfort with the technology, hours” function of Canvas to be more available to her too,” Nulty said. professional graduate students who aren’t usually on Most participants found this diversity to be an unexpected campus. She’s also using Tegrity lecture capture software benefit. “It was great to explore the technology of deliv- to post short lectures about upcoming readings. Evans, ering a class with colleagues from many Marwick and Craig are putting more lecture-oriented other fields,” said Chemistry Lecturer content and quizzes online, allowing Colleen Craig. “It gave me a chance to “It gave me a chance to them to do more small group work look at how I’m delivering my class with and interaction in their large courses. new eyes.” look at how I’m delivering “We want to equip faculty to try Communication Principal Lecturer Lisa my class with new eyes.” new things,” Nulty said. “The more Coutu agrees. “One of the biggest bene- we can get the conversations going, fits was the community among faculty across units, to talk the more we can create a culture where it’s common to to people who have such different teaching needs and talk about teaching and technology, and understand they challenges,” she said. Coutu, like a number of her TTF can work together very well.” colleagues, is continuing those connections, inviting a faculty “Before TTF, the thought of learning Canvas and Tegrity member in Arabic and Linguistics to monitor and critique her was totally overwhelming,” Coutu said. “Now I see they’re Canvas-enriched course, and reviewing the ways she plans to giving me more ways to engage my students.” use technology tools with Colleen Craig, in Chemistry. 2013 ANNUAL REPORT 9


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    Service Made Simple Partnering to pioneer a new tool for one-stop, end-to-end IT service M ick Westrick, IT Director for the Foster School of Business, understands why his customers sometimes get confused or frustrated trying to get IT services. “It can be tough to know who to call,” Westrick said. “For instance, if you have a broken projector bulb in your classroom, you need to call a different group than if you have a broken lightbulb. The same is true for different types of IT issues. Should I call my School’s IT department—or UW-IT?” Multiply this problem by the number of local IT support staff across the University, and the need for a simpler, more efficient method to get help becomes clear. That’s one key reason why UW-IT is partnering with the Business School to implement a new IT service management platform. The new application will support the lifecycle of IT services, from the time they’re developed until they’re retired. It will let users easily report issues, automatically route them to the correct place and track progress until the problem is solved. It will also create a self- help knowledge base, establish a standard terminology for IT issues, address duplicate services and more. Westrick and the Foster School are UW-IT’s initial partners for the pilot effort to build and test the system. Over the next year or so, UW-IT will begin to integrate the new service manage- ment application into almost every aspect of its business. Eventually, UW-IT plans to offer this new toolset to local IT departments across the UW, with the goal of creating a unified, automated system for accessing and delivering help. 10 UW INFORMATION TECHNOLOGY


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    PART N E R IN G FOR BETTER SERVICE Redesigned the IT Connect website to Engaged the UW community in guiding make it easier to find information, with streamlined content, improved navigation information technology (IT) strategies, priorities, funding levels and services more and a design that works across mobile and other devices. It also offers better through three governance boards. The IT Strategy Board advises on IT strategy; the IT info accessibility for those using assistive Service Investment Board conducts an annual UW-IT Service Catalog technologies. review of the Technology Recharge Fee and uw.edu/uwit/services prioritizes UW-IT projects; and the IT Service Received EPA ENERGY STAR certification IT Connect Management Board identifies UW-IT services for the UW Tower Data Center for superior uw.edu/itconnect to enhance or retire. energy efficiency; the UW is one of only two universities in the country to ever earn it. Made significant progress on “Top Five” UW-IT Metrics Reduced power consumption in all UW UW-IT service priorities. As recommended uw.edu/uwit/metrics data centers, increasing efficiency and by UW’s IT Service Management Board, IT Governance lowering rates. these include support for faculty use of uw.edu/uwit/governance technology; consolidated research consulting Strengthened strategic partnerships with services; enhanced Enterprise Data leading technology companies to keep UW Warehouse analytics; consolidated servers on the forefront of innovation. UW users and storage; and better management of can now easily access the Microsoft Azure UW-IT’s collaboration services portfolio. cloud computing platform with a UW NetID. Google Apps for Education provides services to more than 34,000 UW users. Amazon’s cloud computing platform will benefit scientific computing at the UW. Foster School of Business IT Director Mick Westrick is partnering with UW-IT to improve customer service. “We’re excited about partnering with UW-IT on this,” “Eventually, this will provide Westrick said. “We want to be a good partner, and we a single place that people can want to learn, and this is going to help us be a better go, either on the Web or on the IT department.” phone, that integrates all the support that they need,” Lundberg said. Erik Lundberg, UW-IT’s Assistant Vice President for IT Services & Strategic Sourcing, Westrick is happy that agrees. “I believe this is going to UW-IT is spearheading this be transformational for us and for “This approach is going to effort. With four help desk other IT groups on campus, and staff and more than 90,000 provide a more streamlined experi- help us be much more proactive requests for help each year, ence for all,” he said. Implementing he doesn’t have a lot of time a service management system is about how we provide service to implement new systems. part of UW-IT’s adoption of ITIL, to our customers.” “So often, we’re stuck in the most widely used set of IT the weeds just solving prob- best practices in the world, he lems,” he said. “I think this explained. The goal is to make service management approach is going to help us be UW-IT, and other IT units that join in, more efficient and much more proactive about how we provide service to responsive, with the end result to deliver better service to our customers.” the University. 2013 ANNUAL REPORT 11


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    UW-IT Strategic Plan: Progress on Goals UW-IT STRATEGIC GOALS KEY COMPLETED PROJECTS Excellent infrastructure and •฀UW฀Seattle฀Wi-Fi: Completed major three-year upgrade to improve 1. foundation services performance •฀UW’s฀data฀centers: Consolidated from five to three, with significant power efficiencies and cost savings •฀Telecommunications: Surveyed 3,000 staff and faculty to develop strategies for integrated communications •฀Authentication฀infrastructure: Upgraded identity and authentication servers to improve security and support future collaboration •฀K-20฀Education฀Network: Completed major upgrade, increasing capacity and performance •฀Enterprise฀Integration฀Platform: Continued development to minimize dependencies between systems, resulting in faster service deployments Advanced productivity and •฀UW฀SkyDrive฀Pro฀and฀UW฀Lync: Launched these Office 365 2. collaboration tools services for enhanced collaboration; UW SkyDrive Pro offers 25GB of storage •฀SpaceScout: Expanded to include UW Tacoma study spaces; received Campus Technology 2013 Innovators Award •฀Software฀licensing฀agreements: Renewed with Microsoft and Apple, making popular software available •฀UW฀Event฀Calendar: Released new calendar for University public events and departmental/college event calendars •฀IT฀Connect฀website:฀Redesigned for improved mobile access, navigation, and streamlined accessible content Improved global •฀Hyak: Doubled capacity of UW’s high-performance shared 3. research support computing cluster •฀lolo฀Archive: Reduced rates 46 percent, and 22 percent for lolo Collaboration; minimum purchase requirements eight times lower •฀Microsoft฀Azure: Negotiated cloud storage and compute contract with Internet2 NET+ providing discounted rates and a Business Associate Agreement for protected health information •฀Research฀Network: Launched a project to more than double capacity to connect to off-campus research networks (to 100G) as part of the High Speed Research Network •฀Research฀Support: Established a research technology facilitator position to support researchers in using UW’s cyberinfrastructure more info UW-IT Strategic Plan uw.edu/uwit/strategic.plan 12 UW INFORMATION TECHNOLOGY


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    UW-IT STRATEGIC GOALS KEY COMPLETED PROJECTS Improved student experience •฀Canvas: Rolled out learning management system to all three 4. campuses; adopted statewide, with lower pricing •฀Tegrity: Launched Web-based lecture capture; increased functionality •฀MyPlan: Released academic planning tool to advisers and students; will also provide data collection that could aid in course planning •฀Classroom฀Technology฀&฀Events: Merged with UW-IT; created Active Learning Classrooms in Odegaard with UW Libraries •฀Notify.UW: Launched free course availability alerts for students, gathering better data on course demand •฀Financial฀Aid฀Shopping฀Sheet: Released tool to help students compare financial aid offers •฀Student฀recruitment฀and฀enrollment: Launched new system for all three campuses for 2014 admissions •฀eTextbooks฀pilot:฀Completed and released findings Modern information •฀HR/Payroll฀Modernization: Completed Business Process Redesign 5. management and effort; selected two vendor finalists business systems •฀Enterprise฀Data฀Warehouse฀(EDW): Expanded to include more student and research award data •฀Business฀Intelligence฀portal:฀Provides access to central reports and analytics in the EDW •฀Tableau฀data฀visualization฀software: Offered to campus after successful pilot •฀UW฀Profiles: Launched institutional dashboards for key UW academic data from EDW, with Office of Planning & Budgeting •฀eProcurement: Automated purchasing and invoice reconciliation system, with Office of Financial Management •฀Service฀Management: Selected IT Service Management toolset to enable more efficient and streamlined customer service Business continuity, security •฀Information฀security: Established new policy on information 6. and privacy security controls and operational practices and published social media and encryption guidelines; expanded security and privacy online training •฀UW฀institutional฀data: Further safeguarded through improved UW NetID abuse detection and mitigation •฀Geographic฀redundancy: Completed first half of a five-year effort for UW’s critical business systems •฀UW฀Indoor฀Alert: New system provides emergency audio and/or reader board alerts in most UW Seattle buildings, and a new UW Alert mass-notification solution for email and text, integrated with social media 2013 ANNUAL REPORT 13


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    What’s Ahead BUILDING A FOUNDATION FOR THE FUTURE IMPROVING THE STUDENT EXPERIENCE Move฀forward฀with฀new฀HR/Payroll฀system implementation, Enhance the MyPlan academic planning tool with after vendor selection and review and approval by the Board adviser-created sample plans and integrate it with UW’s of Regents. registration system. Implement an Enterprise Document Management System Automate the curriculum review process with Kuali to increase efficiencies, reduce paper, and support records Student Curriculum Management, to simplify curriculum retention and collaboration. planning, implementation and assessment, in partnership with the Office of the Registrar. Expand UW’s Enterprise Data Warehouse to include student course enrollment data for Activity Based Budgeting reporting Redesign MyUW to improve navigation, better present and other student data by summer. information, and provide a mobile version of course resources. Engage MyUW users in a needs assessment to Roll out Tableau software with new data visualization guide future development. capabilities for UW students, faculty and staff; provide more institutional dashboards in UW Profiles, with the Office of Certify student work with Turnitin anti-plagiarism soft- Planning & Budgeting, that will include information about ware to help instructors and students check their work classroom utilizations, research awards and proposals and against a database of 24+ billion Web pages, 300+ million financial expenditures. student papers and leading library resources. It works with Canvas online assignment submission. Continue to implement eProcurement, creating greater effi- ciency through spend management, automating processes for Develop new survey tools to offer a quick, reliable way to contract storage and compliance, honoraria for individuals, build and administer online surveys and quizzes anytime, and receiving goods and services prior to payment. on any device. Launch฀My฀Husky฀Experience to explore ways to better ENABLING WORLD-CHANGING DISCOVERY support student participation in co-curricular learning through enhancements to MyPlan and MyUW. Upgrade the UW network to 40G to improve capacity and performance. Explore new Web-based lecture capture tool as a single solution for all three campuses. The new tool works in Survey UW researchers about their technology needs and use large lecture halls that current technologies can’t serve. the findings to enhance support. Connect฀Hyak high-performance shared computing cluster to the new High Speed Research Network (HSRN) and offer big data tools such as Hadoop. Combine lolo central storage with traditional backup file services to handle massive petabyte-scale data sets. Ensure Ocean Observatories Initiative data can be stored and recovered during seismic disruption by designing data network and storage facilities in geographically diverse cities. Expand the SQLShare database-as-a-service so it can be offered at no cost to any UW researcher. 14 UW INFORMATION TECHNOLOGY


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    for 2014 CREATING COMMUNITIES Offer UW Exchange Online, a cloud-based email and calendar service with 50GB of mailbox storage per user, PARTNERING FOR BETTER SERVICE covered by the Technology Recharge Fee. Work with the IT governance boards to prioritize resources, ensure transparency and deliver forward-looking, customer- Provide eduroam network access to support easier collabo- focused IT services. ration among research and education partners worldwide. Conduct a broad-based customer survey to measure satisfac- Continue to offer Technology Teaching Fellows workshops tion and identify improvements. to enable faculty to leverage technology tools to enrich learning. Collect continual customer feedback on services and outages. Improve interdisciplinary collaboration and minimize Implement a new service management tool, with the Foster online security and privacy risks by leading work to develop School of Business, to provide a unified, automated system Identity and Access Management software through the for accessing help. national higher education consortium CIFER (Community Partner with other IT units to leverage the new service Identity Framework for Education and Research). management tool to improve IT service delivery across Expand streaming audio and video services for UW the UW. campuses using MediaAMP. Redesign the UW-IT Service Catalog, enabling customers to Upgrade the UW SharePoint service to SharePoint 2013 more quickly and conveniently order services. to provide a substantially better cross-browser and mobile Integrate multiple UW-IT help desks to deliver 24x7 support experience. and create a more consistent customer experience. Provide a centralized captioning solution for UW-produced Expand service options for storage and servers to provide videos that is convenient and cost-effective. more efficient solutions to campus IT groups. Evaluate communications solutions for the UW that inte- grate email, voice, instant messaging, videoconferencing and more. 2013 ANNUAL REPORT 15


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    UW-IT’s Annual Budget: Fiscal Year 2014 Sources (Revenue) State Appropriations, Tuition, and Indirect Cost Recovery 51,260,994 Self-Sustaining Services 25,297,026 Technology Recharge Fee 18,896,903 Temporary Allocations and Carryover Funds 11,742,736 Student Technology Fee 2,216,760 Total* $ 109,414,419 Uses (Expenses) Administrative Systems 33,416,752 Data Networks 19,603,306 Telecommunication Services 8,520,991 Classroom Technology & Events 6,021,673 Regional Networks 4,941,908 Email, Calendaring, and Collaboration Tools 4,632,796 Teaching and Learning Tools 4,245,243 Information Security and Privacy 4,105,965 more Managed Servers and Workstations 3,512,902 info Data Center and Facilities Identity and Access Management 3,483,439 3,375,428 Technology Recharge Fee Campus Software Licensing 3,002,219 and Self-Sustaining Services Student Technology Fee–Funded Initiatives 2,216,760 uw.edu/uwit/recharge Digital Asset Management and Distribution 1,541,623 Backups and Mass Storage 1,464,086 Accessible Technologies 1,157,333 Emergency Preparedness and Business Continuity 1,039,592 Office of the VP and CIO 986,276 UW Support for KEXP and UWTV 671,579 *This budget reflects several changes in reporting meth- odology from prior periods: Sources (Revenue) now IT Consulting 572,076 includes Temporary Allocations and Carryover Funds; Cable Television 502,004 Uses (Expenses) now includes both Regional Networks Technology Spaces and Labs 400,467 and Classroom Technology & Events, which transferred to UW-IT from another unit in FY 2014. Total* $ 109,414,419 Basic Bundle of IT Services Funding Sources Almost 50 percent ($50,117,960) of UW-IT’s budget is dedi- Total: $50,117,960 cated to providing a basic bundle of critical information technology services to all UW students, faculty and staff. UW Central Funds $31,221,057 These basic services are supported by $31,221,057 in UW central funds and $18,896,903 from the Technology Recharge Fee. This fee was established in FY 2011 to provide a sustain- able, long-term funding model for information technology. It replaced an outdated recharge model based on phone lines, which did not fully cover the cost of services. The Technology Recharge Fee is a per capita rate paid by all UW academic and Technology Recharge Fee administrative units and medical centers. $18,896,903 16 UW INFORMATION TECHNOLOGY


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    By the Numbers: What UW-IT Supported This Year 228 thousand 12 petabytes People who used their UW NetIDs 1.1 petabytes Storage capacity for scientific Data the UW computing with Hyak and lolo exchanged over the Internet – equals 160 years of HD video 1.3 million 13 thousand per month Business transactions Requests/incidents processed on peak days managed through the Technology Service Center 31.7million minute 3perthousand CPU hours spent in scientific calculation using Hyak Student course registration transactions 18 thousand during peak times New downloads 295 thousand in 24 countries Unique devices that used the (including USA) UW wired network of the UW’s mobile apps 343 thousand 443 thousand Unique devices that used the Logins to UW wireless network computers in Odegaard Undergraduate 1.3 billion 192thousand Library Learning Commons Email messages processed — Information requests processed 69% incoming are spam by Enterprise Data Warehouse Credits Feature writing: Rudy Yuly Writing and editing: UW-IT Communications Team Design: Karin Mellskog, UW Creative Communications Feature photography: Mary Levin, University Photography Other photography: Brian DalBalcon; Morgan Dusatko, UW Admissions; Katherine B. Turner, University Marketing Contact uw.edu/uwit December 2013


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    uw.edu/uwit Printed on recycled paper containing 100% post-consumer waste


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