Elson S. Floyd, Ph.D. - 11/19/09
Rebuilding Our IT Infrastructure
When I took over the job of president of Washington State University in May 2007, I already knew one of the major challenges facing our institution — a pressing need to overhaul and upgrade our information management systems.
Everyone who works at this university — or at any technology-driven institution — understands how much we rely on our information systems. Unfortunately, WSU’s IT infrastructure is increasingly unreliable, made up of obsolete systems that were not originally designed for the multiple tasks they now perform. That they continue to work at all is a tribute to employees who have specialized knowledge of the unique fixes that are frequently required.
Clearly, a world-class research university cannot long stand on such a shaky IT foundation. In fact, in the generally glowing accreditation report filed by the Northwest Commission on Colleges and Universities about our university this summer, one recommendation read: “The Committee recommends that Washington State University provide contemporary information management systems that will address the needs of the future for its student, academic and management support requirements.”
The committee echoed the findings of Gartner, Inc., the consulting firm brought in by WSU to examine our information systems in light of our funding requests. “The current applications do not provide the necessary agility to meet changing business and academic requirements in a rapidly growing and evolving environment such as WSU is experiencing today,” the report found.
Students and their parents are frustrated by breakdowns in our systems for registration, payments and financial aid. Just this fall, our registration software failed in the days leading up to the first day of classes. The situation was resolved, thanks to an intensive round-the-clock effort by our programming team. However, it was yet another clear sign that we can no longer delay solutions.
That’s why we are submitting a supplemental budget request to the Legislature for funding to replace our student information systems — the systems that handle admissions, student records, financial aid, registration and a host of other functions for all of our campuses.
In October, the Board of Regents approved a $22 million request for this purpose. After discussions with state officials, and after closely examining the current business environment, we plan, with the consent of the regents, to reduce that request to $15 million.
We recognize that still is a large figure in this difficult budget time. In light of the expected budget shortfall, we will be asking the Legislature to approve a budget proviso that will authorize funding through certificates of participation, in effect allowing us to borrow money to cover the costs.
Beyond the issue of funding, an overhaul of our information systems raises other concerns. We are so reliant on these systems that it may seem easier to cling to the old than to move forward into the new. But even though change creates uncertainty, inaction is no longer an option. We run the risk of repeated system failures that will cripple our university.
We are issuing the request for proposals for the student information systems project this week. The estimated timeline for the project runs from July 2010 to Oct. 2012.
I will greatly appreciate your support and your patience as this important work goes forward. For more information please go to https://webapps.wsu.edu/ais/erp/default.aspx and login with your WSU NetID and password. We will be providing updates there on a regular basis.
