Oxford Brookes University IT Landscape

Oxford Brookes has a user base of approximately 17,500 students and just under 2,500 staff. The IT directorate is made up of 94 colleagues, working across 5 physical sites. The Chief Information Officer is Seamus Shaw. The staff organisational chart currently looks like this.

The number of University employees is listed annually in our published annual accounts which you can find on the University's publicly available web site at www.brookes.ac.uk/about-brookes/structure-and-governance/policies-and-financial-statements

This IT strategy 2020 outlines a set of objectives that will ensure the successful delivery of information technology services across the University in the coming years. As well as supporting the Student Experience, Research and Knowledge Exchange and International and Partnership engagement, this strategy will contribute to the University’s infrastructure and services by:

• delivering IT platform excellence with solid foundations and a secure and reliable infrastructure

• enhancing educational technologies with forward-looking learning systems and tools to support educational excellence

• facilitating transformation and information delivery with integrated systems, enterprise applications and improved online processes

• enhancing IT service excellence through our staff, our skills and the practices and methodologies used to govern service delivery

It can be viewed online at www.brookes.ac.uk/it/strategy-2020

All IT related policies can be found at the end of the link below:

www.brookes.ac.uk/it/information-security/policies-procedures-legislation/

The bulk of the ICT budget is held by the University's IT directorate on behalf of the University. You will find some relevant information relating to the University's IT expenditure in our publicly available financial statements. A small part of the ICT budget is devolved in the University to allow, for example, individual faculties and departments to purchase IT equipment and consumables.

University expenditure on IT related equipment, supplies and consumables for the financial year ....2016 was £2,932,000, in 2015 was £3,266,000 and 2014 was £3,094,000.

With regard to the ICT budget held by the University's IT directorate, overall expenditure on the IT Programme over the past two years has been less than budgeted although a small number of projects have required additional funding due to delayed timescales.

The point of contact for IT procurement and purchasing information is Melissa Day, Finance Manager: mday@brookes.ac.uk or 01965 48 3336 but for information requested under the Freedom of Information Act please contact info.sec@brookes.ac.uk

The University's framework agreements are run by the Southern Universities Purchasing Consortium (supc.ac.uk) which lists and provides details of some of the University's agreements with suppliers.

Our current suppliers are Computer Disposals Limited and the age of disposal equipment is 5 years old. The quantity disposed of annually is approximately 3,200 kg. The relevant policy can be found at /it/information-security/policy-on-secure-disposal-of-it-equipment-and-information/.

We are currently in the process of moving the University over to VOIP telephony.

FIXED LINE	British Telecom	Contract date 29/5/15. 5 years	Average annual spend £82,000	38 analogue lines, 60 DASS, 90 QO31
FIXED MINUTES	British Telecom	Contract date 29/05/15. 2 years (with option to extend for 5)	Average annual spend £12,000	3000 extensions
FIXED BROADBAND	British Telecom	1 April - rolling contract	Average annual spend £240
WAN	JANET - main ISP	Contract renewal date 1 August - 5 years. Review 29/05/18	Average annual spend £39,000	19 sites
MOBILE	British Telecom	Contract date 16 May 2013 - for 3 years	Average annual spend £99,000	440 mobiles
CONTACT CENTRE	UNIFY	Contract renewal date 31 July 2015	Average annual spend £89.000	13 agents
	Intelecom	Contract renewal date May 2017	Average annual spend £10,000	5 agents

DESKTOPS/LAPTOPS	Dell, HP, Apple, Viglen	2,018 student PCs 2,700 staff computers
LAPTOPS	Dell, Google Chromebooks	105 Chromebooks
DESKTOP OPERATING SYSTEM	All managed PCs currently run Windows 7 but are in the process of upgrading to Windows 10 for September 2017
DOCUMENT STORAGE	Google Apps for education is our main document storage provider

BROADBAND	British Telecom	1 April - rolling contract	Average annual spend £240
WAN	JANET - main ISP BT - leased line connectivity	Contract renewal date of 1 August 5 years - review 29/05/18	Average annual spend £39,000 Average annual spend £82,000	19 sites
WI-FI	eduroam	7,000 concurrent onsite users		5 sites
Datacentres	The University operates two datacentres

The University has just finished a significant project to move over to a managed print service with Canon. Using multi-functional devices with 'anywhere print' functionality, that will print, photocopy and scan. We use large format plotters in our Print Unit and Architecture Studios. Read more about the printing project at www.brookes.ac.uk/brookes-print/print-anywhere

The software provided on all managed PCs for staff and students general use is delivered virtually to desktops using Cloudpager. We offer over 200 separate pieces of software.

WINDOWS	Microsoft Campus and Select-Civica Group	Annual re-newal - November
ANTI-VIRUS	SOPHOS Endpoint Control provides security and management features for the endpoint client. Also available for own devices, for staff and students.	3 year contract - expires February 2020
POWER MANAGEMENT	Certero
BACK UP SOFTWARE	NET Backup, Microsoft Shadow 7.5, ZFS, Snapshots, VM Ware Snaphots, HP Data Protector Xpress, Windows NT Backup, UFS Dump.
EMAIL	Google Apps for education	Ongoing contract

We have 11 core business applications that staff and students use at Brookes. They are:

GOOGLE	Google Apps for education
MOODLE	The University's Virtual Learning Environment
eCSIS	Student record System
CMiSGO	Room bookings and space allocation application
SERVICENOW	IT Service Desk web portal
CORE HR	Central HR and Payroll application
E5 FINANCE	Finance application
EKTRON	The University's content management system
TALIS	Library management system
RAISERS EDGE	Our alumni database
APTT	Business reporting application

Our VLE is MOODLE and externally hosted at University of London Computing Centre (ULCC.) It supports 17,500 student users and approximately 900 staff. Our contract is reviewed annually in December.

PHYSICAL SERVERS / SOFTWARE APPLICATIONS	155 on site	50 Microsoft, 65 Oracle, 40 Linux	Oracle annual renewal in November. Contract value = £130,294.03.	Primary Windows vendor is VM Ware. Contract runs until 2020. Average annual spend is £71,000
VIRTUAL SERVERS	310	Primary software is ESXi, VM Ware
STORAGE		Hard Drive 190 TB capacity	124 TB of data	Oracle Net App
DATABASES			Oracle, Microsoft, SQL, PostgreSQL
FIREWALL				The University uses enterprise-grade firewalls, clustered for high availability, and backed by full third-party support contract covering both hardware and software faults.

GOOGLE	Google Apps for education - email, document storage, groups, sites, calendar	Annual rolling contract - no charge to education
SERVICENOW	IT Service Desk web portal software	Contract renweal date February 2018 (5 year contract)	Average annual spend £90,000
INTELECOM	Telephone contact centre	Contract renewal date May 2017	Average annual spend £10,000

Our Audio Visual (AV) suppliers are chosen from the supc.ac.uk (Southern Universities Purchasing Consortium) framework agreement - Audio Visual Productsand Services - AV60002 HW Lot 3. Recently we have worked with Reflex AV and Snelling Business Systems to upgrade and install AV kit into 90 0f our 230 teaching rooms. We currently have no support contracts for our AV estate as this is providedin-house.

HEADINGTON	Pollycom Realpresence Desktop	In-house support
HARCOURT HILL	Cisco C20 Quick Set	In-house support
WHEATLEY	Pollycom Realpresence Desktop	In-house support
Our videoconferencing service is supplied and supported in-house.

Financial responsibility for IT projects resides with the IT Programme Steering Board headed by the University's Registrar. The University's IT directorate has a Programme Management Office for the governance of IT programmes and projects within the directorate. You will find details of the IT executive team, including the IT Programme Manager at https://www.brookes.ac.uk/it/about-us/ The University's strategic programme of IT projects can be found at www.brookes.ac.uk/it/pmo/it-delivery-plan-2018/