Presentation for FY
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- Bertram Morris
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2 Mission DSAES IT Services is committed to providing reliable support and innovative technology solutions for department services, programs and resources that sustain an environment dedicated to student success. Vision Working collaboratively, DSAES IT Services will maintain an efficient and proactive information technology environment that provides seamless support and tier one customer service that elevates staff productivity, and services. DSAES Strategic Initiatives: 2 - Actualize and leverage the fiscal, human, technological, and facility resources that enhance the student experience. 4 - Develop a culture of innovation and accountability in the redesign of Division policies, processes and procedures. 6 - Create and engage in strategic partnerships. UH Strategic Initiative: 2 Student Success
3 DSAES IT Services Organization Chart Lawrence Daniel Server Administration Information Resource & Technology Management Dir. DSAES IT Services & Student Media Sam T. Nguyen Mgr. Division Info Services 2 University IT Le Nguyen Assistant Manager User Services Support VACANT Assistant Manager User Services Support Kyle Stehling Assistant Manager Design & Web Development Darryl Creeks Applications Developer 2 Eli Aaron Systems Administrator User Services, Desktop Support & Security Management Giang Tran User Services Specialist Viet Nguyen User Services Specialist VACANT Web Developer 1 VACANT Applications Developer 1 Applications, Database & Web Services User Services, Desktop Support & Security Management for Enrollment Services Departments. (3) Student Assistants
4 Our Brief History Fall 2012: University IT, at the request of Division of Student Affairs & Enrollment Services, led a division-wide comprehensive IT assessment Spring/Summer 2013: University IT assessment recommendations were reviewed by Division of Student Affairs & Enrollment Services Leadership and the decision was made to centralize Information Technology (IT) throughout the division Fall 2013 : DSAES IT Services was established to efficiently manage IT resources and began providing complete IT support for 21 DSAES departments & 10 Fee - Funded Student Organizations. Spring 2015 : DSAES IT Services began providing desktop support to Enrollment Services departments, which increased the total of departments supported to 28.
5 We provide support 10 Fee-Funded Student Organizations 16 Department Specific Applications & Databases *28 DSAES Departments 23 Servers 55 Websites 968 Computers Desktop Support IT Security Support Hardware & Software Support DSAES IT Services Department Server Support Application & Database Support *Student Housing & Residential Life receives IT Support directly from University IT through an annual Service Level Agreement. Web Support
6 DSAES IT Highlights/Accomplishments DSAES IT staff played a major role in providing continuous support to multiple specialty applications throughout the division. Campus Recreation o Updates to Recreation Management Application Health Center o Upgrades to Pharmacy Prescription System o Updates to Electronic Medical Records System Student Centers o Updates to Event Management Systems (EMS) o Updates to content on Student Centers Digital Screens and Marquees Updated forms for the Payeezy Gateway, which supports online Credit Card Transactions for DSAES departments as needed.
7 DSAES IT Highlights/Accomplishments All 55 websites were successfully transitioned to the new University Website Template, which included many student resources and events pages: UH Career Service Urban Experience Program Counseling and Psychological Services UH Veteran Services UH Weeks of Welcome Scarlet Seals of Excellence Stress Free Finals Week (Fall & Spring) UH Citizenship Month UH Homecoming
8 DSAES IT Highlights/Accomplishments Successfully launched the Website Support Request Management Ticket System o Accurately tracks utilization of website support services. (1,733 requests in FY17) o Tracks support request history by department. o Allows for developers to better prioritize work load. o Website Monitors, who request website updates on behalf of the department or Student Organization (98.7% - Satisfaction with overall experience with Web Support Ticket request system). o All requests are funneled through one department representative.
9 FY 17 Assessments & Findings Satisfaction and Effectiveness: Web Support Ticket System % - Satisfaction with the promptness of response to Website support ticket requests % - Agreed that the web team was very helpful in navigating through their requests % - Agreed that their website projects/update requests were completed quickly and on time as requested.
10 FY 17 Assessments & Findings Customer Service and Satisfaction - Desktop Support % - Customers received IT assisted support within 24 hours of request desktop support ticket system.(63.83% on the same day) % - Reported that their questions or issues were resolved the first time they submitted a ticket.(+2.92% from FY16) % - Satisfaction with the overall quality of the service they received from DSAESIT.
11 FY17 Challenges & Responses Challenge: Staff Vacancies Lost 4 staff members in the span of a year Impacted each area of our support portfolio Application and Database Support (1) Desktop Support for Enrollment Services (2) Website Support (1) Forced our department to reprioritize/defer some department strategic initiatives. At times, impacted staff availability.
12 FY17 Challenges & Responses Response: Staff Vacancies Reevaluated our staff structure to identify possible inefficiencies related to service Completed May 2017 Working with HR, made changes to the Organization Chart Transitioned our Assistant Manager, Information Services position to an Applications Developer 1 Position - Projected Hire by November 2017 Shifts focus from project management to more hands on support. Promoted our Web Developer 2 position to Assistant Manager, Design and Web Development - Completed August 2017 Assists with merging department specific branding to align with web presence. Posting and hiring a new Web Developer Projected Hire by February 2018
13 FY17 Challenges & Responses Response: Staff Vacancies Changes to Enrollment Services support Transitioned the Micro Systems Analyst 2 position to an Assistant Manager, User Services - Projected hire by January 2018 Leads the management of day to day requests for Enrollment Services desktop support needs. Hired new User Service Specialist to support desktop support across the division Completed July 2017
14 DSAES IT Services Organization Chart Lawrence Daniel Server Administration Information Resource & Technology Management Dir. DSAES IT Services & Student Media Sam T. Nguyen Mgr. Division Info Services 2 University IT Le Nguyen Assistant Manager User Services Support VACANT Assistant Manager User Services Support Kyle Stehling Assistant Manager Design & Web Development Darryl Creeks Applications Developer 2 Eli Aaron Systems Administrator User Services, Desktop Support & Security Management Giang Tran User Services Specialist Viet Nguyen User Services Specialist VACANT Web Developer 1 VACANT Applications Developer 1 Applications, Database & Web Services User Services, Desktop Support & Security Management for Enrollment Services Departments. (3) Student Assistants
15 FY17 Challenges & Responses Challenge: Awareness of Support Offerings Often called to support items we don t support % of our customers are aware of all of the services we offer 57.45% of our customers are familiar with some of our services 6.38% are not familiar with any of the services DSAES IT provides Lack of awareness created some frustration amongst users Affects the Customer Service experience for all involved
16 FY17 Challenges & Responses Response: Awareness of Support Offerings Included questions that measured the awareness of support offerings by DSAES staff in our customer service assessment Completed Summer 2017 Purchased customize mouse pads that feature IT support tips imprinted on them Completed Summer 2017 Working on a DSAES IT Services website relaunch - Projected Completion Spring 2018 FAQs Help Desk Information Links to password reset and other common IT Support request needs
17 FY17 Challenges & Responses Challenge: All DSAES Staff Training on Upgraded Technology UIT Service Assurance Report: Identified Lync/Skype for Business adoption rates were at 32% as a Division (above University Rate 28%) - Awareness of features and functionality UIT introduced a series of upgrades related to Office 365 These upgrades will provide new and enhanced resources for communication, , file storage, etc., which will involve: Briefing/Training for all DSAES staff on changes and updated features Providing spot updates to computers as needed Upgrading 968 computers to Office 365, while working around multiple department schedules
18 FY17 Challenges & Responses Response: DSAES Staff Training on Upgraded Technology Sent Assessment to all DSAES Staff to guage software training needs. Completed July 2017 In collaboration with University IT, planning an Office 365 training on new features. Projected Completion December 2017 Working with the DSAES Professional Development Committee to establish series of IT Software trainings (Including Lync/Skype for Business) Spring 2018
19 Budget Review/Updates No New Requests SFAC Funding Impacts on Efficiencies Eliminates the need for any DSAES department to request funding for computer replacement. Secures all DSAES department servers and allows for continued support in the University IT s virtual environment. Creates unique opportunities for students to work with experienced IT professionals Provides base funding for a consistent budget allocation to manage a 4 -year Desktop Lifecycle Replacement Plan 776 (252 funded by Enrollment Services in FY16 and FY17) computers have been replaced division-wide since FY 2014
20 THANK YOU FOR YOUR CONTINUED SUPPORT!
21 Questions & Answers
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