it briefing thursday, december 20, 2007 university technology services
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IT BriefingIT HARDWARE INITIATIVE
EXCHANGE UPDATE
DAVID THURSTONJOHN SCARBROUGHLOWETTE KINGALISON HAAS
FELICIA BIANCHIJAY FLANAGAN
AGENDA FOR OCTOBER 2007
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PURPOSE• To review IT hardware in order to evaluate and reduce the costs through
improvements in sourcing, and structure and utilization of new agreements
OBJECTIVES• Cost savings
• Current contract expiring
• Evaluate IT hardwrae suppliers / industry
• Maintain or improve product quality and service levels
• Leverage Emory-wide spend
• Potential to consolidate IT hardware suppliers
PURPOSE & OBJECTIVESit hardware initiative
SCOPE: PCS, SERVERS, PRINTERS, AND PERIPHERALS
REVIEWED MORE THAN $10M OF IT HARDWARE ANNUAL SPEND
SPEND: UNIVERSITY - $6.1M HEALTHCARE - $4.025M
SCOPE
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Source: Based on A/P & P-Card spend for University, Hospital, (April 06 – March 07) and Clinic (FY06), Supplier reporting, & Emory expectations
1 Includes approximately $330K for services to Emory Healthcare for PC installation
2 Microsoft spend is estimated at $640K ($81K ordered from Dell)
3 Spend based on reported sales from Boise, also includes a 10% service fee for delivery
($'s in 000)
Vendor Primary User Computers Servers Printers Software PeripheralsAnnualSpend
Dell University $3,850 $640 $5 $125 $800 $5,420CDWG (Lenovo/MS)1,2 Healthcare/Computers 3,010 - - 560 - 3,570Tech Depot University 110 - 290 115 265 780Boise Office Max3 Healthcare - - 230 - - 230Other (Newegg) University - - - - 125 125
$6,970 $640 $525 $800 $1,190 $10,125Total
it hardware initiative
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ENGAGED VARIOUS STAKEHOLDERS TO GATHER FEEDBACK ON SERVICE, BUSINESS REQUIREMENTS• University procurement
• Healthcare procurement
• Emory Healthcare Information Services (EHc IS)
• University Technology Services (UTS)
DISCUSSED INITIATIVE & RECEIVED INPUT FROM IT SUPPORT COMMUNITYREQUESTED RESPONSE FROM 3 MANUFACTURERS:• Dell, Lenovo, HP, plus various distributors
CONDUCTED NUMEROUS SUPPLIER MEETINGS TO GET BEST AGREEMENT
APPROACHit hardware initiative
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RESULTS
Scenario 1: No change to current state
Scenario 2: Shift Printer business to CDWG, Continue PC relationships (Dell / Lenovo)
Maximize savings, minimal change, improves service level requirements, some supplier consolidation
Scenario 3: Consolidate university and healthcare PC business to Dell
Scenario 4: Consolidate university and healthcare PC business to Lenovo
Scenario 5: Consolidate ITH business to one distributor
Scenario 1
Scenario 2
Scenario 3
Scenario 4
Scenario 5
Scenario 1; Series1; $800,000
Scenario 2; Series1; $935,000
Scenario 3; Series1; $895,000
Scenario 4; Series1; $515,000
Scenario 5; Series1; $470,000
Estimated Annual Savings
it hardware initiative
RESULTS
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it hardware initiativeDell
Previous Discount
New Discount
Discount Improvement
% Discount Change
Lenovo
Previous Discount
New Discount
Discount Improvement
% Discount Change
Hewlett Packard
Previous Discount
New Discount
Discount Improvement
% Discount Change
9% 3%
LaserJet Printers Color LaserJet Printers
Non-Bundled Hardware
10%10%
Bundled Hardware
6% 2%
Bundled Hardware Non-Bundled Hardware
confidential
confidential
confidential
confidential
confidential
confidential
confidential
confidential
confidential
confidential
confidential
confidential
Laptops Previous Price New Price SavingsDell Latitude D830 confidential confidential 153$ Dell Latitude D630 confidential confidential 134$ Lenovo T60 confidential confidential 121$
DesktopsDell Optiplex 755 confidential confidential 126$ Lenovo M55 confidential confidential 157$
RESULTS
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it hardware initiative
DELL WARRANTY PARTS DIRECT
• Dell will fund up to 50 technicians for Tier 1 enrollment annually for life of agreement with UTS approval for funded license distribution
DELL GOLD TECHNICAL SUPPORT
• Optiplex systems at $XX add (std price $87) for 4 year and $XX add (std price $106) for 5 year
• Latitude systems at $XX add (std price $79) for 3 year and $XX add (std price $97) for 4 year
RESULTS
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it hardware initiative
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EMORY UNIVERSITY AND EMORY HEALTHCARE COMMUNICATIONROLLOUT OF STUDENT & PERSONAL PURCHASE PROGRAM• Dell Website
• CDWG Website
DELL PUNCH-OUT OPERATIONAL WITH NEW PRICING IN EFFECT SINCE OCTOBERCDWG PUNCH-OUT OPERATIONAL WITH NEW PRICING EFFECTIVE JANUARY 1, 2008LENOVO AND TECH DEPOT PUNCH-OUTS WILL BE DEACTIVATED EFFECTIVE JANUARY 1, 2008ENSURE CONTRACT COMPLIANCE; PRICING & SERVICE LEVELS
NEXT STEPSit hardware initiative
EXCHANGE 2003 USERS
• First Quarter of 2008 all Exchange 2003 users will be moved to Exchange 2007.
• All mail, contacts, calendar, tasks and notes items will move to Exchange 2007.
• All resources, Distribution lists and Public folders will move to Exchange 2007.
• Any Eagle mail (webmail) that is needed can be migrated upon request.
• Any local archives created while using Exchange 2003 can be imported upon
request.
enterprise exchangeTIME-LINE
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ON A SPECIFIC WEEKEND (TBD)
• Migration begins 6pm Friday
• Friday night: All Exchange 2003 accounts are now Exchange 2007 accounts
• Friday night: Begin provisioning PDA accounts for all identified PDA accounts.
• PDA Provisioning Completed in 1 hour.
• Friday: All 2003 mail, calendar and contacts prior to Friday at 6pm are in the new
2007 account.
• Saturday: 2003 Mailbox data that was added/modified Friday afternoon/evening
appears in the 2007 environment.
enterprise exchangeINITIAL MIGRATION WEEKEND TIME-LINE
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CONTACT LOCAL SUPPORT FOR YOUR AREACALL THE HELP DESK AT 7-7777CREATE HELP DESK TICKET VIA HTTPS://HELP.EMORY.EDU
enterprise exchangeGENERAL MIGRATION SUPPORT
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PROVIDES EXCHANGE ARCHIVING / TIERED STORAGEEND USER RESTORABILITY OF DELETED MESSAGESNO STORAGE LIMITS FOR ARCHIVED MESSAGES (300MB ACTIVE MAILBOX LIMIT)SEAMLESS RECOVERY OF ARCHIVED MESSAGESSEARCH ABILITYRETENTION POLICIES
enterprise exchangeARCHIVAL OVERVIEW
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LOCAL SUPPORT CONFIGURED OUTLOOK 2007 CLIENTENTOURAGE CLIENTIMAPSOUTLOOK WEB ACCESS AT HTTPS://OWA.EMORY.EDU
enterprise exchangeACCESS
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HTTP://IT.EMORY.EDU/SHOWDOC.CFM?DOCID=8330
enterprise exchangeRESOURCE WEBSITE
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