BruinCard Replacement Project

Transcription

1 BruinCard Replacement Project Project Overview at the Common Systems Group June 25, 2013

2 BruinCard Today The Card UCLA s photo identification card Physical access key to buildings and rooms Debit Card

3 The BruinCard is UCLA s Official Photo ID. The BruinCard has long been UCLA Students campus photo ID. In addition, Chancellor Carnesale issued a directive in April 2003 requiring that all UCLA employees obtain and carry a BruinCard as the official campus Photo ID. UCLA has approximately 41,400 employees and 39,900 students as of Spring Over 600,000 BruinCards have been issued since the inception of the BruinCard System.

4 The BruinCard is an access key card. At least 55 UCLA Buildings use BruinCard to electronically control access to restricted areas, lab equipment, sporting events, and recreation facilities. 39 Buildings use BruinCard to control access to external building doors. In addition to employees and students, guests staying in the dorms or contractors and visitors requiring access to certain facilities also receive BruinCards as access keys.

5 The BruinCard is a Debit Card. In , 46,800 people used their BruinCard as a debit card to pay for about $6 million annually for goods and services at campus stores, eateries, vending machines, laundry appliances, copy machines, and stores in the Westwood Village. That s 31,810 students, 8,122 employees, and nearly 7,000 visitors, affiliates and ASUCLA staff who paid for services using their BruinCards in the past 12 months.

6 BruinCard Today The System Blackboard Application Oracle Database Custom built web management and selfservice tools (bruincard.ucla.edu) Card Readers, Controllers, and POS Stations Money Deposit Kiosks

7 BruinCard Today The Operation The BruinCard Office located in Kerckhoff Hall operated by Business & Finance Services card provisioning, customer support, deposit and debit processing The BruinCard Technical Operations operated by Corporate Financial Services IT BruinCard application hosting and operations coordinates reader installations and repairs develops and maintains custom web tool

8 Why Replace BruinCard? Campus Safety and PCI Compliance Enhance experience and function Improve administrative efficiency Meet emerging demands Refresh funding and cost model Current system reaching end-of-life

9 Why Replace BruinCard? Campus Safety & PCI Compliance Enhance experience and function Improve administrative efficiency Refresh funding and cost model Current system reaching end-of-life BruinCard System controlled doors can be remotely locked/unlocked with a simple push of a button at a computer workstation. Police can quickly lock (or unlock) campus building exterior doors in the event of an emergency. Today, only portions of the BruinCard ecosystem is PCI compliant. We need the entire ecosystem to be PCI compliant.

10 Why Replace BruinCard? Campus Safety & PCI Compliance Enhance experience and functions Improve administrative efficiency Refresh funding and cost model Current system reaching end-of-life My BruinCard will be like a Metro TAP card. I won t have to take my card out of my wallet to swipe it every time I want to buy something or to get through a door! Contactless readers speed up customer traffic (getting though lines at eateries, stores, and sporting events) Contactless cards suffer far less wear and tear, leading to fewer card replacements over time. A smart card chipped BruinCard paves the way to enable multi-factor authentication for applications with strong security needs

11 Why Replace BruinCard? Campus Safety & PCI Compliance Enhance experience and function Improve administrative efficiency Refresh funding and cost model Current system reaching end-of-life Integrate BruinCard infrastructure with IAMUCLA to enable integrated access management Leverage ESB to improve timeliness of information flow Migrate infrastructure hosting to IT Services Utilize Campus Data Warehouse to provide card system reporting Phase out old electronic locks and unify campus physical access solution

12 Why Replace BruinCard? Campus Safety & PCI Compliance Enhance experience and function Improve administrative efficiency Refresh funding and cost model Current system reaching end-of-life Today s BruinCard funding evolved over a decade. It does not adequately state the needs of a growing critical campus infrastructure. The cost recovery mechanism is also less than optimal. In addition to technology replacement, a critical component of the project is to develop and introduce a sustainable funding and cost recovery model for BruinCard operations.

13 Why Replace BruinCard? Campus Safety & PCI Compliance Enhance experience and function Improve administrative efficiency Refresh funding and cost model Current system reaching end-of-life We need to replace now because the Blackboard system currently supporting BruinCard reaches its end of life in August 2014.

14 Key Partners Replacing the BruinCard system is a campus-wide collaboration effort. We need to work together to make this a successful endeavor. IT Services Business & Finance Office CFS IT Medical Center School of Medicine ASUCLA Student Affairs Central Ticket Office Housing Vending and Dining Services UCPD General Services (Facilities) Transportation Library and many more groups

15 Project at a Glance August 2014 current Blackboard application support reaches end of life 2012 Summer 2013 Winter Spring 2015 Summer 2015 Inception & Planning Ramp Up & Design Implementation Deployment Vendor RFI RFP Business Case Development Project Planning Assemble Team System Design Service Design Communications Planning Detailed Requirements Review Detailed Implementation and Deployment Scheduling Team Training Device Replacement Continued System Installation Tools Development Reports Development IDM and Infrastructure Integration Service and Funding Model Development Testing Device Replacement Continued External System Integration Data Conversion Testing Rollout Stabilization

16 Beyond the Implementation Project All new BruinCards issued will have contactless capabilities As phone technology matures, near field communication (NFC) enabled mobile devices may become viable alternatives to a card. The new contactless readers support NFC communication. The sooner all readers are updated the sooner we can realize the full benefit of the new system. With the student body s natural turnover cycle, we expect to replace all BruinCards in 4 to 7 years. Policy changes may require additional readers to be installed (e.g., some campus building exterior doors)

17 Project Budget Scenario 1 Update all existing readers to contactless readers now. Staffing Implementation Anticipated Funding Source Common Infrastructure Project Implementation (2 year, FY 13-15) Operations (Annual; starting FY 15-16) 1,815,000 n/a Staffing Technical Operations Recharge/TBD n/a 690,000 Space Implementation Team Space Technical Operations Application Hardware Application & DB Software Implementation Team Training Vendor Consulting Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Common Infrastructure 180,000 n/a n/a 60, , , , ,000 70,000 10, ,000 n/a Reader Replacement - Devices Departments 1,041,000 n/a All readers will be able to accept new NFC/smart cards immediately, creating a more uniform user experience right away. Take advantage of additional discounted reader pricing from vendor (year 1 only). Departments with newer IP readers will incur partial replacement cost to replace the user facing components. Reader Wiring Labor Departments 398,000 n/a Total 4,185,000 1,059,000 All figures rounded to the nearest 1,000

18 Project Budget Scenario 2 Defer non-essential reader upgrades till later. Staffing Implementation Anticipated Funding Source Common Infrastructure Project Implementation (2 year, FY 13-15) Operations (Annual; starting FY 15-16) 1,815,000 n/a Staffing Technical Operations Recharge/TBD n/a 690,000 Space Implementation Team Space Technical Operations Application Hardware Application & DB Software Implementation Team Training Vendor Consulting Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Infrastructure / TBD Common Infrastructure 180,000 n/a n/a 60, , , , ,000 70,000 10, ,000 n/a Reader Replacement - Devices Departments 765,000 n/a Departments with newer IP readers won t immediately incur reader replacement cost Initial user experience isn t uniform Reader cost will go up after year 1, making the actual replacement cost higher whenever it happens Scenarios 1 and 2 only differ in Reader replacement cost Reader Wiring Labor Departments 398,000 n/a Total 3,909,000 1,059,000 All figures rounded to the nearest 1,000

19 Project Budget Details Project Implementation Team Staffing Resource Type Staffing Level Project Cost (2 years) Backfills BruinCard Office members working on the implementation Project Management 1 FTE, 24 months 264,000 Functional SME / Change Management / Communications 1 FTE, 23 months 253,000 Technical BruinCard SME 1 FTE, 23 months 253,000 Service and Financial Model Design 1 FTE, 10 months 110,000 Technical Lead 1 FTE, 23 months 253,000 Developer (Tooling) 1 FTE, 16 months 176,000 System Developer/Engineer 1 FTE, 23 months 253,000 Oracle Database Administrator 1 FTE, 23 months 253,000 Total 1,815,000 Backfills BruinCard Technical Operations member working on the implementation Organize and lead the service and cost model redesign work stream Leads the overall technical planning, implementation, and campus integration Develop/migrate custom BruinCard-related tools (e.g., Performs key integration and system engineering; augments the IT Services team in operations Augments the IT Services DBA team to support BruinCard DB and Reporting needs All figures rounded to the nearest 1,000

20 Project Budget Details Hardware, Software, Vendor Installation, and Training Resource Type Application Hosting Infrastructure Description Year 1 and 2 VM hosting costs to host BruinCard applications at IT Services Data Center. Project Cost (2 years) 150,000 BruinCard Application Year 1 and 2 license fee for the vendor software 260,000 Oracle Database License Year 1 and 2 of Oracle Database license 60,000 Implementation Team Training Training cost to train the implementation team to work with the vendor product 70,000 Vendor Consulting Vendor consulting resource to install, configure and test vendor system for UCLA 211,000 Total 751,000 All figures rounded to the nearest 1,000

21 Estimated cost to replace currently online readers. Scenario 1 Break Down Scenario 2 Break Down Campus Group Readers to Replace Total Reader Cost Rewiring Cost Readers to Replace Total Reader cost Rewiring Cost % Savings ASUCLA 13 $ 14,504 $ 5,600 8 $ 8,926 $ 5,600 28% BruinCard Office 14 12,475 2, ,380 2,100 28% Campus Recreation 3 3,347 2, ,347 2,100 0% Central Ticket Office 2 7,000 1, ,000 1,400 0% Corporate Financial Services 8 3, , % Health Sciences 64 22, % Hillbloom Center % Hillel Center 2 4,616 1, ,616 1,400 0% Hospital ,765 67, ,244 67,200 8% Housing & Dining Services , , , ,400 6% Il Tramezzino (Anderson) 1 1, % IT Services 71 34,572 7, ,137 7,700 51% Library 71 70,927 5, ,042 5,600 78% Life Science 5 4,855 2, ,141 2,100 10% Mail and Document Services 8 10,019 5, ,019 5,600 0% Mathematics 1 1, % Plaza Deli at MP , , % Real Estate 3 3,876 2, ,876 2,100 0% School of Dentistry 17 19,108 9, ,679 9,100 5% School of Engineering 10 3, % School of Medicine 94 58,134 18, ,842 18,200 32% School of Public Health 2 1, , % Social Science 32 43,376 20, ,029 20,300 5% Transportation Services 39 49,131 21, ,916 21,000 5% Trimana (Wilshire Center) 1 1, , % Vending Services ,459 18, ,125 18,900 59% Total ,041, , , ,600 19% Project Budget Details The reader replacement unit cost depends on the types of units being replaced and is based on preliminary inventory. We are assuming that replacing readers not currently on IP networks will incur rewiring cost of average $700 per unit.