Assessment of the Information Technology Infrastructure of Technology Management Center / Jennifer Levi M. Aquino

Year : 2007

Number of Pages : 33 leaves

Executive Summary

An Information Technology (IT) infrastructure of any organization is unique. It is developed basically based on its needs and available resource. Determining an IT infrastructure of any organization is a challenge because of its complexity. It comprises not only of the physical infrastructure but also the human, the processes and the tacit knowledge embedded to it. The Technology Management Center is in its 12th year of service in offering graduate degree programs, training programs, research programs, consulting services, conferences, workshops and networking. In support of the programs and services, the Center has established and continuously expands its Information Technology Infrastructure. This paper is the first attempt to formally assess the Information Technology Infrastructure of the Center, in addressing the business, technological and academic needs of Technology Management Center. It is intended that the assessment will help TMC leverage its IT Infrastructure in meeting the Center's mission and objectives. Hence, this paper aims to achieve the following : (1.) to document the current information technology infrastructure of technology management center (2) to assess the current IT infrastructure of TMC by identifying its strengths, weaknesses, opportunities and threats of external environment and (3) to provide recommendations and suggestive programs in improving the current IT Infrastructure of Technology Management Center. There is no single framework available for the proponent to use in the assessment of an IT Infrastructure. This is the reason why the proponent had extensive research. It was coupled with series of interview with key personnel and application of Technology Management Concepts. The proponent integrated best practices of both an educational institution and the corporate arena. The different components were identified and which can be categorized as the strategic or operational components of an IT Infrastructure. The defined components were used to document the current IT infrastructure, to assess the current scenario and to provide recommendations based on the assessment. The assessment will cover three major phases, namely : identification of the current scenario, assessment of the current scenario, provision of recommendations. Identification of the current scenario consists of documentation of the current practice, structure and plans of the Center which comprise of both the strategic and operational focus of the IT Infrastructure. The assessment involves the gap analysis between the current structure and the best practices. The gap analysis will be presented in terms of strengths, weaknesses, opportunities and threats based on best practices. Consequently, recommendations will be based on the gaps that were identified during the assessment.

The components are based from best practices and will be used as indicators during the assessment. The IT Infrastructure comprise the following : Strategic - IT policies, Strategic plan, Periodic plan, IT Governance, Funding and Expenditure, Business Architecture, Research and Development, Collaborations and Partnerships. Operational - Facilities and Staffing, Hardware and Software, Network Infrastructure (Connectivity, Bandwidth etc.), Standards and Security, IT Processes (Acquisition, Implementation, Needs Assessment, etc.), Training, Data Management, IT Support (Helpdesk, Business Continuity, and Recovery Services). The different components that comprise the IT Infrastructure are categorized either as the strategic or operational. The Center-Technology Management Center (TMC) was established in 23 February 1995 at the University of the Philippines at Diliman with a vision to "serve a world-class center for advanced education, research, and extension services". The current IT infrastructure of TMC was established based on the direction set by the University on computerization. Along with this direction, TMC also recognized the need to improve its IT Infrastructure in fulfilling its goals and vision. Some of the components of the IT Infrastructure are attributed to the programs and procedures of the University. This includes the University-wide policies, acquisition procedures as governed by the SPMO, and quality assurance of the acquired hard assets. Though some of the components were based from the direction and implementation set by the University, what has become of the IT Infrastructure of TMC is mainly because of the continuous effort of the Center to expand and improve it. The IT Infrastructure of TMC will be assessed by the proponent by defining its strengths, weaknesses, opportunities and threats of external environment. Each of the component of the IT Infrastructure was evaluated. The identified strengths of the current IT Infrastructure of the Center are : CTO provides strategic leadership Systematic and democractic decision making in acquiring hard assets Compliance and alignment to the university policies and procedures Significant budgetary support Application of best practices, Hardware inventory Facilitates conducive environment for technology-based institution and Computer literate faculty and staff. The weaknesses are : lack of TMC-specific IT policies and procedures Software are without license Insufficient technology planning Minimal IT governance Undeveloped business architecture Insufficient Metrics and Minimal resources for best practices. Opportunities are : Decentralized IT infrastructure First mover in state of the art technology and Center for excellence and IT hub. While, threat is that University-wide policies and procedures may affect future plans. The proponent believes that the current IT infrastructure of TMC is satisfactory considering that it is young and its not the core function of an educational institution. The growth and improvement of the IT infrastructure of TMC is relative to the growth of the Center itself. The progress is apparent in the 12 years of service of the center. Though there is a big room for improvements, some of its components are effective and conforms to best practices. The Center is still in the best position, specifically the stakeholders to assess if current or future plans are in accordance to best practices. Once again, IT Infrastructure should be based on the needs of all the stakeholders of this support unit. The proponent gave some ideas on IT Policies, on Strategic Planning, on Periodic Planning, on IT Governance, on Business Architecture, on Collaborations and Partnerships, on Training, on 3 Basic Elements and Data Management, and on TMC-specific processes and support system. Future developments would definitely be dependent on the plans that will be defined and programs that will be implemented by the Center. It is then necessary to have the first step on how to come up with these plans and programs. To convene the stakeholders and define targets is one step. The magnitude of improvement is up to what has been planned and implemented. There are different approaches available and what the Center opts to apply may vary. Strategic plans may be prioritized over specific programs. Some can be dealt with in parallel. Progress may be gradual but what is important is to have structure and to ensure that TMC IT Infrastructure would help the center leverage in becoming the center for excellence.