13.7 Physical Resources

The institution ensures adequate physical facilities and resources, both on and off campus, that appropriately serve the needs of the institution’s educational programs, support services, and other mission-related activities.

Judgment

x Compliance o Non-Compliance o Partial Compliance

Narrative

Located in Lafayette, Louisiana, UL Lafayette has more than 17,500 students enrolled (head count), making it the second largest university in the state of Louisiana, as well as the largest in the University of Louisiana System. The University has nearly seven million gross square feet of space across 281 buildings situated on 1324 acres in the parishes of Lafayette, Iberia, St. Martin, and Acadia. While the majority of these buildings are located on either the main campus, the south campus, or the research commons campus within the city of Lafayette, the University also has facilities at the New Iberia Research Center (NIRC), the Cade Farm Laboratory, the Center for Ecology and Environmental Technology (CEET), and the Marine Survival Training Center (MSTC). The campus-built environment is an essential and integral part of the University's teaching, learning, research, economic development, recreation, athletic, and housing functions.

Campus Master Plan

In 2010, Architects Southwest was retained to develop and assist in the implementation of a Master Plan for the University. The plan, completed in May 2013, has as its primary goal to support the University Strategic Plan. The proposed campus transformation was initiated with the demolition of Guillory, Vermilion, and Lafayette Halls to create a plaza of green space in the heart of campus adjacent to the Student Union. Consultants met with the President, Provost, all Vice Presidents and Deans, and various faculty and student groups. Input was also gathered from members of the Lafayette City Parish Government.

In 2012, students voted to approve a self-assessed student fee to support implementation of the Master Plan. Besides guiding the University as it continues to grow and develop, the plan will contribute to student academic success, build a stronger sense of community, improve the quality of life on and around campus, enhance safety and sustainability efforts, and foster opportunities for economic development. The plan successfully weaves three currently incongruent adjacent landmasses—the main campus, the St. Landry Street corridor, and the research park—into one cohesive University District through an articulation of uses, patterns, transportation idioms, and environmental sensitivity.

Campus Facility & Infrastructure

Academic Facilities

There are 24 academic buildings on the University’s main campus that provide academic classrooms and seminar rooms, teaching labs and research labs, as well as administrative offices for the nine colleges and 42 departments. The first initiative called for in the University Strategic Plan 2015-2020 is prioritization of upgrades to academic facilities, an initiative that has driven the University’s facilities investments over this period. Over the past 15 years, technology enhancements have been undertaken in all academic buildings, providing wireless connectivity, state-of-the-art open and class computer classrooms through the SMART/STEP initiative, as well as state-of-the-art technology in the auditoriums of Angelle Hall, Hamilton Hall, Hawthorne Hall, H.L. Griffin Hall, Oliver Hall, and Wharton Hall.

All aspects of physical facilities at the University are maintained by the Facilities Management department. Working with the offices of Academic Affairs and Student Affairs, the Student Government Association (SGA), as well as the President and the Campus Facilities Planning Committee, the department works to ensure that student academic and research facilities adequately support the University’s mission and are directly tied to the University’s Master Plan. As improvements and modifications are made to campus facilities, the University works with Architects Southwest to keep the plan updated annually. In Student Evaluation of Instruction (SEI) surveys from Spring 2010 through Fall 2016, students rated the instructional facilities with an average of 4.42/5.

Deferred maintenance issues are prioritized and are addressed based on the allotted funds by the State and the University in each fiscal year. The State allotments are apportioned by the system boards, and funding is divided among the universities within each system. In this fiscal year, UL Lafayette’s deferred maintenance is part of the UL System’s $348,587,477 estimate. Funding for deferred maintenance was fairly common until FY2006-2007, when this funding stopped until 2013. Deferred maintenance issues affect every public two- and four-year institution in the state. Institutions have roofing, HVAC/electrical/mechanical, life safety code compliance, ADA, infrastructure, and other needs. Since 2016, the State has provided funding for deferred maintenance at a reduced rate, and the University has addressed the shortfall in line with other physical improvements.

The University contracted with ABM Industries Inc for campus-wide custodial services in 2015. ABM employees work closely with Facilities Management in overseeing the custodial needs of the University. Besides remarking on the cleaning benefits of daily custodial services, students, staff, and faculty have noticed improvements in reporting minor repairs in lighting, locks, restrooms, and circulation areas.

The University has collaborated with the community wherever possible to achieve its facilities goals. For example, in accordance with the Master Plan and the Strategic Plan 2015-2020, in order to provide the College of Engineering with the necessary space for their growing enrollment, the School of Geosciences was relocated from Madison Hall to Hamilton Hall, allowing Engineering to expand its number of classrooms and research labs. The move benefitted both departments, but required special consideration regarding the relocation of the extensive rock library and rock labs of the School of Geosciences. University administrators entered into discussion in 2013 with City of Lafayette officials about the possibility of utilizing excess space at the City’s Science Museum in downtown Lafayette, located adjacent to the University’s main campus. As a result of the discussions, the City agreed to provide space for a new public Geology Museum, as well as a state-of-the-art rock lab for faculty and graduate student research. This endeavor provides as much for the University and School of Geosciences as it does for the community-at-large, with the permanent housing of the curated rock specimens, which are more readily accessible to the public and school groups throughout Acadiana.

Student Union, Bike paths, On Campus Parking, and Intramural Sports Center

Student Union

Student Union construction was completed just prior to the return of students for the start of the Spring semester 2015. The renovation and expansion project began in late 2012. The new Union has about 178,000 square feet, or about 50,000 square feet more than the original structure. It offers multiple dining options, areas to relax and study, meeting rooms, campus offices, as well as the Bayou Bijou Theater, Student Union Administration, Cajun Card, Dean of Students, Student Engagement and Leadership, Student Cashier Center, UL Dining Services, International Affairs, Study Abroad, Student Government Association, Post Office, and the Bookstore.

Bike Paths, Bike Stations, and Parking

New bike lanes now occupy the outer two lanes of St. Mary Blvd. in each direction, between Taft and St. Landry Streets, with motorists using the two inside lanes, to increase cyclist safety and to manage traffic flow. These are among the bicycle and pedestrian improvements included in the University's Master Plan. The bike lane project was also a joint effort between UL Lafayette and Lafayette Consolidated Government (LCG). The University provided $70,000; LCG designed and installed the bike lanes.

The Master Plan proposed four bike stations, five bike locker stations, and 10 bike racks per parking area, as well as 10 new parking facilities throughout campus. To date, the University has built and put into use three multi-level parking towers (Taft Street Garage, McKinley Street Parking Tower, and Girard Park Circle Parking Tower); four covered bike parking stations (intramurals, Cypress Lake, Rex Street, and Lewis Street); and one ten unit bike locker station (because of lack of use, no more bike lockers have been built).

Student Housing

Since 2010, the University has invested in developing a physical campus community that serves its resident students. Over the course of developing the Master Plan, students were most interested in two areas: housing and parking. Over the past 10 years and as directed by the Master Plan, the University has demolished 13 residence halls. The majority of the residence halls were 25 to 30 years beyond their useful life as a result of their age and construction components. Replacement buildings were built on University property by Ragin Cajun Facilities, Inc. (RCFI), a 501(c)(3) incorporated in January of 2001, and operated by a Board of Directors (William Crist, Jerry Luke LeBlanc, Hunter Trahan, David Fontenot, and Nick Gachassin, Jr.). New housing fees collected from residents are used for repayment of the construction debt. All properties are managed and maintained by the Housing Office. Table 13.7 – 1 shows type and capacity of the University’s student housing facilities.

Table 13.7 – 1: Student Housing Data

Facility	Building	Year Built	Type	Beds
Rose Garden Facility	Bonin	2010	Co-ed suites	444
	Coronna	2010	Co-ed suites	436
	Harris	2010	Female only	130
Southwest Main	Legacy Park	2002	Apartments	631
	Agnes Edwards	1965	Junior suites	465
	Cajun Village	1980	Family housing, parking	100
Taft Street	Baker	2010	Co-ed suites	460
Taft Street	Huger	2010	Co-ed suites	468
Lewis Street	Heritage	2019	Apartments	589

In all of the residence halls throughout each of the three residential areas, students are provided with swipe card access/24-hour security, state-of-the-art telecommunications including high speed internet with Wi-Fi capability, and learning/study centers on each floor.

The University’s modern residential facilities accommodate 2,989 of its students. All residences provide parking adjacent to the residence halls. Despite this large number of on-campus residents, every semester the Housing Office has to turn away hundreds of students seeking on-campus housing, as there is not yet a sufficient number of beds available. The University has experienced a high demand for on-campus, apartment style housing for upperclassmen and graduate students. As a result, Facilities Management, through RCFI, has developed The Heritage at Cajun Village apartment housing, which is currently under construction and scheduled to open in Fall 2019. The complex is an on-campus residential community exclusively for upperclassmen that offers an independent lifestyle but is well within short walking distance of the entire main campus.

Facilities Management, in collaboration with the Campus Facilities Planning Committee and RCFI, published in Spring 2016 a Request for Expression of Interest: (RFEI) University Commons to explore the development of the 250-acre area known as the University Commons, including additional housing for students, as well as faculty and staff. The major opportunities for private investment are offices, restaurants, retail and entertainment uses, research, performing arts, convention center, and residential uses, provided they are integrated within a larger mixed-use environment. The total area subject to private investment and development is approximately 195.5 acres.

Student Dining Facilities

The University has dining facilities and food courts in and around the main campus, all of which are maintained and serviced by Sodexo. The newest dining facilities are those found in the newly renovated Student Union, the largest and most utilized being the Cypress Lake Dining Room, which serves prepared on site (or to order) breakfast, lunch, and dinner and serves 4,000 to 5,000 students on any given week day. The University Club is reserved for faculty and staff and offers the same menu items as in the Cypress Lake Dining Room. For more casual food selections, Sidelines and McAlister’s Deli serve salads, sandwiches, and beverages. The Brew is a coffee shop with a limited selection of sandwiches and pastries. The Ragin' Cajun Food Court at the Agnes Edwards Hall (Formerly the Conference Center), Café Fleur de Lis in Legacy Park, Jazzman’s Café in Dupré Library, Jamba Juice in Bourgeois Hall, and Zeus between Oliver and C.L. Rougeou Halls serve the campus community throughout the day with more options for casual food selections.

Athletic Facilities

UL Lafayette runs a 14-sport (seven women’s & seven men’s) Division I Athletics Program and participates in the Sun Belt Conference. The NCAA basketball court for UL’s basketball teams is the Cajundome Complex. Facilities for football (Cajun Field), baseball (Tigue Moore Field), softball (Lamson Park), track & field and soccer (Cajun Track/Soccer Facilities), and tennis (Cajun Courts) are all located adjacent to the Cajundome, in the University Commons.

The Athletic Facilities Master Plan, composed of three tiers, was proposed in March of 2013 and approved by the UL System BOS one month later. Tier 1 projects include the renovation of Cajun Field, the Ragin’ Cajuns football stadium, completed in the Fall 2014 season, and the renovation of the Ragin' Cajuns Track and Soccer Facility in Fall 2015. Cajun Field was modified with new concessions and rest rooms at the south end zone and nearly 6,000 new seats. This raised the Cajun Field seating capacity to nearly 37,000 seats. The grassy area in the north end zone increased stadium capacity to about 42,000.

The Leon C. Moncla Indoor Practice Facility was first unveiled in August of 2007. The 88,791-square foot facility was built by architect Gene Sellers for approximately $4.5 million. The facility houses a full 120-yard football field turf surface purchased from the New Orleans Saints, as well as a basketball practice facility that includes a full court with six goals, locker room, video room, player’s lounge, and meeting room. The facility also has drop-down batting cages above the west end zone that are utilized by the basketball, softball, and golf teams. Baseball and softball players use the turf for infield practice. Soccer, tennis, and track teams also use the facility.

In Fall 2014, ground was broken for the annex to the Leon C. Moncla Indoor Practice Facility. Appropriately named the Athletic Performance Center, the facility houses a 12,000-square foot weight room, a state-of-the-art athletic training room, and a 150-seat auditorium. It also includes a new football locker room and new offices and meeting rooms for the Ragin' Cajuns football coaching staff. The facility was completed and opened for use in Fall 2017.

The basketball court in the Cajundome was replaced by a court used in the NCAA Women's Basketball National Championship game. It was refinished with new paint in the Summer of 2012.

Off-Campus Facilities: Marine Survival Training Center (MSTC)

The UL Lafayette Marine Survival Training Center trains personnel from the petroleum, aviation, and maritime industries in emergency procedures and use of the lifesaving equipment available to them. Its mission is to provide the best marine safety training available by using state-of-the-art facilities and experienced, motivated instructors. The off-campus site is leased through the Lafayette Regional Airport Commission adjacent to Lafayette Regional Airport. Facilities include two enclosed pools for survival craft training and underwater helicopter egress training covering U.S.C.G. and commercial helicopters and equipment.

Facility Improvements

In the past five to seven years, the University has completed the following projects that directly support the University’s mission, strategic, and master plans. These projects have improved instructional space, research and academic activities, student housing, recreation services, and pedestrian safety enhancements (see UL Lafayette Building Changes Since 1990).

Projects Under Construction

· New apartment style housing on main campus, the Heritage at Cajun Village ($55M, completion in September 2019)

· Madison Hall renovations in partnership with Frank’s Casing Inc. ($25 M, and applying for state match)

· Roy House Renovation to accommodate the Center for Louisiana Studies and UL Press ($1.5 M expected completion by Fall 2020)

Recent Facility Improvements: Completed Projects

· Baseball Stadium completed February 2017 ($12.3 M)

· Athletic Project: Stadium Expansion completed August 2014 ($5.9 M)

· Lewis Street Parking Garage completed November 2014 ($24 M)

· Fletcher Hall Additions and Renovation completed January 2015 ($5.6 M)

· Renovation and Expansion of Student Union completed August 2015 ($51 M)

· Athletic Project: Athletic Performance Center completed October 2015 ($17.1 M)

· Athletic Project: Track/Soccer Offices completed October 2015 ($4 M)

· Student-funded Welcome Wall ($500,000) and Quad Renovation ($1.2M) completed January 2016

· Student Housing: Legacy Park (Phase 1A) completed January 2005 ($19 M)

· Student Housing: Legacy Park (Phase 1B) completed August 2010 ($12 M)

· Acadiana Law Enforcement Training Academy - 2^nd floor renovation 2010 ($575,000)

· Student Housing and Parking Project completed August 2012 ($103 M)

· Creamery renovation to accommodate Louisiana Archaeology Lab completed February 2019 ($145,000)

· Whittington House renovations to accommodate Distance Learning Office completed March 2019 ($190,000)

· New Transportation and Maintenance facility completed February 2019 ($1.7 M)

Capital Planning Process

Every year in response to the notification from the State Board of Regents (BOR), Facilities Management (FM) prepares and submits a Five-Year Capital Plan and Annual Major Repair and Renovation Funding Request. All capital requests are prepared using BOR guidelines and in conjunction with the recently completed Master Plan. The FY2015-2020 Capital Request for Major projects totals $82,403,019. All such requests are reviewed, discussed, and prioritized by the Campus Planning Committee, whose membership represents stakeholders from throughout the campus community, who are appointed by the President.

Facilities Energy Efficiency and Sustainability

UL Lafayette recognizes that efficiency and sustainability are important. In 2010, the University invested in a Building Energy Management System (BEMS), a computer-based system that helps to manage, control, and monitor building technical services (HVAC, lighting, etc.) and the energy consumption of devices used by the building, providing the information and the tools that building managers need both to understand the energy usage of the buildings and to control and improve the building’s energy performance.

Following the University’s Sustainability Strategic Plan, awareness for efficiency and sustainability improvements are implemented campus-wide, including replacing lighting ballasts for more energy efficient lighting, retrofitting lighting with LED technology, and installing one-pint per flush high efficiency urinals in all restrooms across campus. Beginning with the plans for the new Student Union, Leadership in Energy & Environmental Design (LEED) standards were followed in order to achieve the first LEED certified building on campus. RCFI has just completed its second LEED certified building on campus in the Research Commons.

The University is noted for supporting a natural swamp in the center of campus. Cypress Lake is a unique University landmark that is a habitat for native cypress, irises, alligators, turtles, birds, and fish, as well as a hangout for students and a point of interest for tourists visiting the region. The swamp and the numerous centennial oaks around campus have led to the University being designated as a Tree Campus USA.

Recently the University received a donation of LED lighting for experimenting with cost savings on exterior lighting. It was necessary to spend $15,000-20,000 for poles required for mounting and testing the LED lighting for efficiency. The site selected for the initial test is the UL Alumni Center.

Facilities Management Services Division

Facilities Management (FM) is responsible for the planning, design, construction, renovation, and maintenance and operation of all facilities at UL Lafayette. The goal of FM is to provide safe, clean, attractive, and energy efficient buildings that are conducive to teaching, research, living, and recreational activities. FM meets this goal through a customer-focused system to respond to specific requests and requirements.

The FM departments include Facility and Energy Services, Facility Planning, Facility Design and Construction, Property Control, Grounds Services, and Property Leasing. FM works with the Institutional Data Coordinator in the Division of Academic Affairs to maintain and update all the space and room inventories across campus for the annual BOR Facilities Utilization report, the biennial NSF Facilities Survey, and other reporting needs.

From a maintenance perspective, all buildings have coordinators who are responsible for their assigned facility areas. These coordinators report to the Associate Director of Public Safety any problems with mechanical, plumbing, and electrical systems. Selective contract services are used for specialized maintenance functions such as roof repair, elevator maintenance, building environment controls, and fire alarm systems. The preventative maintenance process is based on manufacturer recommendations and prioritized listing of critical equipment such as chillers, air handling units, pumps, and emergency generators. This process is used for all major facilities on the main campus and in the Research Commons, and for remote academic, research, and recreational facilities.

Facilities Management utilizes TMA Maintenance Management System primarily to issue scheduled (i.e. preventative maintenance) and non‑scheduled work orders to technicians to make repairs to the University’s buildings, equipment, vehicles, and campus grounds, and as a mechanism to process charges and expenses associated with this maintenance, which can include the payment to outside vendors and contractors, as well as interdepartmental charges to departments that are self‑generating and pay for their own services. Every area, room space, parking lot, electrical and mechanical equipment, and grounds area is inputted into TMA, and the system can be used to generate and track work orders. FM also uses TMA for the following:

· Accounting and inventory for Dollar Cost Average not-for-profit store (central receiving), where technicians have easy access to inexpensive materials that they regularly use.

· Elaborate scheduled maintenance custom checklist for major equipment (chillers, air handlers, boilers, electrical transformers, sub‑station, etc.) in accordance with the operations and maintenance manuals set forth by the equipment manufacturer.

· Custom maintenance schedules for non‑technical items still under the responsibility of FM, such as fire alarm and fire safety monitoring and inspection service, fleet vehicle safety inspection, etc.

· Technician tracking with personnel information, hours worked on work orders, etc.

The University processes approximately 21,000 work orders each year.

Building Systems Renovations

The combination of preventative maintenance and recent major capital equipment replacements has resulted in a significant improvement in the working environment for students, faculty, and staff. Through state emergency repair funding and internal funding, the University has renovated and upgraded its existing buildings, including Fletcher Hall, H.L. Griffin Hall, Girard Hall, Angelle Hall, Fletcher Hall, and Hamilton Hall.

South Louisiana presents special building maintenance challenges. Both Angelle Hall and H.L. Griffin Hall have had extensive water damage from flooding. Angelle Hall’s flooding was the result of deteriorating below-street drainage maintained by the City of Lafayette. In Fall 2013 the City undertook a $1 M drainage project to replace and restore services to this vital part of campus. Simultaneous with the City’s work, Facilities Management was working with architects and contractors to facilitate the repairs and renovations necessary for Angelle Hall so as to begin the restoration as soon as the City completed its work. In the Spring of 2013, contractors took over the project and by Fall 2014, the work had been completed. The scope of the work included re-roofing and waterproofing the building, as well as making necessary repairs to interior ceilings, which were also damaged by water. Angelle Hall serves the needs of the School of Music and Performing Arts in the College of the Arts.

Following a flooding event in the H.L. Griffin Hall auditorium as a result of extremely heavy rains, which exceeded what had historically been experienced over the past 40 years, Facilities Management made a determination that the sub-surface drainage around the auditorium had failed and needed to be repaired. Contractors were brought in under an emergency plan in the Summer of 2014 to repair the drainage at the site. In the Fall of that same year, the drainage failed again and flooded the H.L. Griffin auditorium once more. At this time, Facilities Management determined that the drainage system should be completely replaced and that the foundation of that portion of the building should be shored up to prevent a future flooding event. As a result of the flooding and because the auditorium was 45 years old and showing the results of extensive wear over the years, it was completely renovated. Following the bid guidelines for state contracts, the contractor began work within a week of the contract award. Asbestos-free ceiling tiles, LED lighting, resurfaced and repainted plaster walls, state-of-the-art technology, a theater sound system, and new furnishings were installed. The auditorium work was completed for the Fall 2015 semester and continues to be the most academically utilized auditorium on campus. H.L. Griffin Hall is the home of the Humanities in the College of Liberal Arts.

Fletcher Hall, which houses the College of the Arts, received funding through the state for emergency repair funding. Fletcher Hall opened in 1977, and the original design called for its interior atrium to be covered in glass, but because of budget constraints, it was built with an open-air courtyard instead. Years of exposure to rain resulted in extensive water damage. Phase I of the repairs was undertaken in Fall 2013. The renovation project corrected leaks and added 20,000 square feet of educational space to the second floor. The first-floor exterior walls were repaired, cleaned, weatherproofed, and coated to complement new metal panels used on the exterior of the upper floors. A sprinkler and fire-alarm system was added to the building. Phase II of repairs must wait for funding priority.

The renovation and restoration of historic Girard Hall was completed in Spring 2012. This classroom building is again occupied and serving students and faculty. Now containing modern classroom space, labs, and offices, the restoration of Girard Hall maintained the building’s original architectural features and ambiance. Completed in 1923, Girard Hall originally housed classrooms and the college’s library. Girard Hall now houses the Department of Psychology in the College of Liberal Arts.

University personnel can place requests for special needs or report problems in their facilities through the online reporting system. Facilities Management will determine if in-house service is sufficient or if an approved contractor is to be contacted for the specific service.

Risk Management

The University Environmental Health & Safety Office (EH&S) works to provide a safe and secure educational environment to the University’s students, employees, visitors, and volunteers. To accomplish its mission, long-term safe practices are created through education and leadership by example. To accomplish this, EH&S assigns various safety responsibilities throughout the campus to departmental employees known as Departmental Safety Coordinators (DSC). These individuals are provided training for their responsibilities. Some of those responsibilities include regularly inspecting all physical facilities and grounds, conducting safety meetings to increase awareness and remedy unsafe conditions to protect all on our campus, and aiding in emergency preparedness and evacuation of building occupants in the event of an emergency. EH&S also works closely with officials in the University's Public Safety Office, Security Office (Cajun Card Services), and the University President's Office, and with officials from city, parish, and state governments.

Through the Louisiana Division of Administration’s Office of Risk Management (ORM), the University maintains insurance on all assets—facilities, equipment, fixed objects such as fencing, exterior lighting, solar panel farms and signage, as well as vehicles. ORM administers the State’s self-insurance program and is responsible for managing all State insurance covering property and liability exposure. Risk Management is also responsible for managing all tort claims made against the State or any of its agencies, whether or not covered by the self-insurance fund. The University’s Chief Administrator of Health and Safety works directly with representatives of ORM, and ORM contracts with a third-party administrator to provide claims adjusting and loss prevention services, but retains its authority to approve all negotiations and settlements.

As part of its program, Risk Management consults with its agency clients on safety and loss control, provides for elevator inspections, reviews agency contracts for insurance and indemnity clauses, and maintains valuations on state-owned property. New facilities and remodeled/renovated facilities are inspected by a representative of ORM in order to maintain the accuracy of the values and replacement costs consisting of gross square footage, building materials, use, and occupancy. Following ORM inspections, the State Fire Marshal sets the maximum occupancy for each space within the facilities.

Annual inspection of all facilities is addressed by a team from Facilities Management and Academic Affairs. Data collected from the inspections becomes part of the permanent data records used for annual facilities reporting to the Louisiana BOR and the biennial NSF Survey of Science and Engineering Research Facilities.

The University’s EH&S Program was originally implemented to satisfy requirements from the ORM. Since its inception, the office responsibilities have evolved to include running multiple operations above and beyond the implementation of a basic safety program.

Physical Inventory

The Property Control department is responsible for the asset management of the University's movable equipment as per the LPAA Property Regulations. This includes assets purchased with State, federal, and private funds, including donated assets. The University conducts annual inventory beginning in the month of October each year. All departments are required to complete annual inventories of their movable assets in accordance with Louisiana State Law. The Louisiana Property Assistance Agency (LPAA) was designated by the Commissioner of Administration as being responsible for the control and disposition of all State movable property and fleet management for the State of Louisiana. These programs operate under the statutory authority of Louisiana Revised Statutes 39:321-332 and 39:361-364.

Movable property regulations provide the framework needed to track movable property throughout its lifespan. Inventory requirements are defined, personnel responsibilities are assigned, and disposal mechanisms for state owned movable property assets are provided within these statutes. They allow LPAA to return as much revenue as possible back to the State from the sale of assets no longer needed by any State agency.

Technology Infrastructure

Information Technology

Information Technology (IT) provides, supports, and enhances computing and networking facilities that serve the academic and administrative needs of the University, with emphasis on those that benefit multiple academic disciplines or administrative subunits. More specifically, Information Technology:

· Establishes policies and procedures that promote equitable access to computing for campus users and appropriate use of campus technology;

· Maintains the Information Technology infrastructure continuity plan;

· Responds to administrative and support needs of faculty and student body of the University;

· Ensures the integrity and security of the University’s databases;

· Evaluates current and future information technology requirements on campus; and

· Advises and assists members of the campus community in the use of technology needed to accomplish the University’s mission.

· In fulfilling its mission, Information Technology consists of five primary units: 1) University Computing Support Services; 2) Enterprise Application Services; 3) Network Services; 4) Security Services; and 5) the Project Management Office. An IT Advisory Council with broad membership guides decision making and prioritization of projects, and an Information Technology Governance Chart defines the flow if IT authority at the University. A strategic planning process Strategic Planning process guides all IT initiatives and has resulted in transformational Strategic Planning Accomplishments across campus. Other IT Initiatives have developed and been completed as needs have arisen.

Key Centralized Information Technology Resources

University Enterprise Resource Planning System(s) (ERP)

Between the 1980s and 2015, the University operated using a variety of independent software systems that did not allow integrated data management and planning. In 2010, the University began a process of acquiring approval to solicit bids for an integrated enterprise resource planning system (ERP) to improve its data management and planning processes. To find a software solution that would fit its needs, the University sought proposals through an RFP from all qualified vendors. Those vendors were required to show they could install and implement an integrated administrative information system (or ERP system) with state-of-the-art software and implementation services. A contract was awarded to Ellucian, Inc., whose proposal centered around the Banner System was graded to best meet the needs as defined in the RFP.

The ERP Implementation Approach included a hosted and managed environment necessary to stand up the system (hardware, application, application components, database, operating systems, etc.) in the cloud, which allowed the University to focus its human capital on business process change, system functionality, training, and maximizing both the tangible and intangible benefits available to the University community using the solution as illustrated in the Network and WiFi Infrastructure map. This approach also facilitated an immersive and operationally independent technical training program that reduced risk and increased system uptime, reliability, and stability of the solution. The Banner Application inventory includes:

· Banner Student (includes Student Self-Service and Faculty and Advisor Self-Service)

· Ellucian Recruiter CRM

· Ellucian Advise CRM

· Ellucian eTrancripts

· Banner Communication Management

· Ellucian Degree Works (Degree Audit)

· Banner Financial Aid (includes Financial Aid Self-Service)

· Financial Aid FM Methodology

· Banner Finance (includes Finance Self-Service)

· Chrome River Travel and Expense Management

· Banner Human Resources (includes Employee Self-Service)

· Talent Management Suite - Learning, Performance, and Recruiting

· Ellucian International Student & Scholar Management

· Banner Advancement (includes Advancement Self-Service)

· Evisions FormFusion

· Evisions IntelleCheck

· Banner Workflow

· Banner Document Management

· Banner Integration for eLearning

· Banner Operational Data Store

· Banner Enterprise Data Warehouse

· IBM Cognos Software

· Ellucian Analytics (implementation underway)

· Ellucian CRM Advance (implementation underway)

· Ellucian Payment Center by TouchNet

· T2 Systems (Transportation Management Solutions)

· StarRez (Housing)

· Ellucian Elevate (Continuing/Extended Education)

· Luminis Basic (Portal)

· Ellucian Mobile - Platform Edition

· Oracle Software - Application Specific Full Use (Database)

In order to facilitate improved access to application services for University constituencies, most of the “web” properties (both onside and hosted) have a responsive and mobile friendly design, including the ERP, learning management system (Moodle), University website, University Portal (ULink), email, and calendar.

University Learning Management System (LMS) – Moodle

The University currently hosts its learning management system (Moodle) onsite and operates at version 3.13. In addition, the University Office of Distance Learning and distance learning programs provide strategic and tactical leadership in the operation and governance of the system. In that role, they provide a number of educational tools (“Edu Tools”) that support online and hybrid instruction, including:

Examity. Virtual online proctoring service that is integrated with UL Lafayette’s Moodle LMS.

Panopto. Lecture capture software that enables instructors to create video and audio podcasts of lectures for student viewing at a later time.

ProctorU. Virtual online proctoring service that is integrated with the Moodle LMS.

Turnitin. Online tool that allows faculty to provide detailed feedback on written assignments with the added benefit of ensuring that students are submitting original and properly cited work.

VoiceThread. Web-based sharing and collaboration tool that allows conversations to happen asynchronously. This interactive and immersive tool can create excitement and more participation from students.

Zoom. Online virtual meeting space that can be utilized by instructors to hold synchronous (real-time) meetings and classes with students from any geographic location.

The Moodle system on campus is fully integrated into the University’s ERP system, and student, faculty, and staff access, course registrations, enrollments, etc. are all automated. When course sections are created/scheduled in the ERP, a “course shell” is automatically created in the LMS environment, and upon placement of course materials and other relevant content, the course is activated by the instructor of record and made available to students. In Spring 2019 over 2,100 course sections were activated in the Moodle environment. Table 13.7 – 2 lists Moodle usage in the Fall 2018 semester.

Table 13.7 – 2: Moodle Use Data for Fall 2018

Fall 2018	Avg. Logins For Day of Week	Avg. Distinct Users For Day of Week
MON	37,839	13,234
TUE	36,172	12,982
WED	33,269	12,559
THU	30,765	11,877
FRI	21,645	9,684
SAT	10,403	5,721
SUN	19,211	9,373

In addition to providing instructional support, the Moodle environment also serves as a repository for training materials, support archives, document collaboration, and faculty/staff professional development. University faculty and staff can manage enrollments, post information, and publish internal documentation that requires authentication and authorization. The system (and its subsidiary components) are completely virtualized, redundant, highly available, and scalable. This results in an operational model and environment that a) reduces downtime; b) can be migrated to/from both of the University’s data centers; and c) supports instructional activities year-round, 24/7.

Information Technology Service Desk

The UL Lafayette IT Service Desk provides technology support to all University students, faculty, and staff via telephone, email, Web, and chat, and will soon offer a self-service portlet in the University Portal (ULink).

In the last several years, IT Service Desk hours were expanded to include evening and weekend coverage to better accommodate the needs of both traditional and online learners. Current operating hours for the Service Desk are Monday through Thursday 7:30 a.m. - 5:00 p.m. and Friday 7:30 - 12:30, with after hours and weekend support provided via telephone. General service categories include:

· Access Services

· Banner and Enterprise Applications (ERP)

· Desktop Support Services

· Digital Learning

· Email, Calendaring, and Collaboration Services

· Network Services

· Online Courses (Moodle/LMS Support)

· Printing

· Student Technology Enhancement Program

· Security Services

· Software

· Telephones

· Web Services

· IT Support Services

Open-Use Student Technology Enhancement Program Laboratories (Computer Labs)

Open-use Student Technology Enhancement Program (STEP) labs are common areas where students can research information, write papers, and print documents using STEP computers. There is a total of eight locations throughout campus with nearly 400 PCs and Macintosh computers, with a broad array of software applications.

Eight locations on campus accommodate student needs for high-speed, duplex capable printing. The Library (the largest open-use computer laboratory) maintains extended hours, and the Agnes Edwards lab has 24/7 access for students (card access using University ID required). STEP funds 250 printed pages per student each semester and provides an online portal for students to purchase additional sheets as needed.

In addition to the open-use computer laboratories on campus, many departments and colleges operate specialized computer laboratories to host program-specific, computer-based teaching and learning resources for their students, faculty, and staff.

Technology Equipped “SMART/TECH” Classrooms

The University has deployed, maintains, and assists in managing approximately 168 SMART classrooms and technology-enhanced classrooms that include computers, overhead projection systems, sound systems, cameras, multi-media podiums, and Extron controllers/switchers to enhance the instructional experience. These deployment projects are a partnership between Information Technology, STEP, and Academic Affairs. The University has established a sustainability program plan to further enhance the Student Technology Enhancement Program (STEP SMART/TECH) campus-wide, as listed in the STEP Award History report.

Desktop Support Services (Standard Desktop, Laptop, and Mac computers)

The University has defined and maintains a set of computer hardware and software standards that allow it to provide better and more efficient support for students (lab use), faculty, and staff on campus. In addition, these standards facilitate the ability for the University to leverage its purchasing power directly to obtain the most cost-effective pricing available for computing equipment that meets or exceeds the use case (as well as defined life cycle). The current "standards" include both Windows and Macintosh platforms and have at least one desktop and one laptop model available for each type/operating system. The University standard machine comes with the latest version of Windows/Mac OS, Microsoft Office, AV software, all supported browsers, membership in the Active Directory, Software Center (for software provisioning via self-service), extended maintenance/warranty, and installation/setup/configuration/migration services and can be ordered online.

Network Services

UL Lafayette has a large and complex network that includes over 15,000 wired connections, 47,000 wireless endpoints, 2,600 wireless access points, 32 routers, 420 switches, four Internet Service Provider connections, and two perimeter UTM/firewalls distributed over a large, 70-building main campus and six satellite locations. All buildings having fiber optic cable to allow for high-speed connections to the scalable, redundant, 10 Gbps campus backbone.

Internet1 connectivity is delivered through Border Gateway Protocol (BGP) peering connections with the Louisiana Optical Network Infrastructure (LONI), LUS (Lafayette Utilities System), and Cox Communications; and LONI provides Internet2 connectivity to the University’s research community. These ISP peering connections are in place to provide a full and robust redundancy plan for Internet bandwidth. These providers supply ISP connectivity to the University campus at the following bandwidth capacities: LONI (2 x 10G), LUS (1G), and Cox (2 x 5G). ISP connectivity for the University’s Science DMZ is provided by LONI (1 x 40G).

The University has joint Internet2 membership through the Louisiana Board of Regents, and the University’s connection to the Internet2 network is made possible through a partnership with LONI, Louisiana’s statewide research and education network. Through this membership affiliation, the University’s students, faculty, and staff have access to Internet2’s nationwide, high-speed network, which connects research and educational institutions in the U.S. and interconnects with international research networks worldwide. Internet2 is the foremost U.S. advanced networking consortium. Led by the research and education community since 1996, Internet2 promotes the missions of its members by providing both leading-edge network capabilities and unique partnership opportunities that together facilitate the development, deployment, and use of revolutionary Internet technologies.

The University’s WiFi networks are available in all academic and residential buildings and in over 65 outdoor areas on campus. Anyone can use WiFi-compatible devices anywhere service is provided–both 2.4 GHz and 5 GHz bands are supported. Most locations also support the higher speed 802.11a/n/ac standards. The wireless service is provided free of charge to University students, faculty, staff, and guests.

Telephone Services

Network Services provides and manages telephone services throughout the main and subsidiary University campuses. Traditional analog and digital services are currently being replaced with a new VoIP service as new buildings are constructed or renovated. Features include voicemail, call forwarding, caller ID, call back, hunt groups, group pickup, self-service portal, video and telephone conferencing, teleworker services, Skype integration, soft phone integration, fax-to-email, contact integration, and instant messaging. Although initially hosted on campus (in both data centers), a hybrid (on campus and cloud) deployment model is being developed to provide a more redundant and resilient solution.

Physical Security Services

E-Lock (Electronically Controlled Doors) service provides an alternative to brass keys for access to areas. An e-Lock can be configured to allow access for specific individuals during certain times, while maintaining logs of usage. Access to e-Locks can be modified at any time without having to visit the door. The e-Lock technical service partners with the University’s Cajun Card, which serves as the University ID card, library card, meal-plan card, and parking access card, and provides access to copy and printing services and to the Cajun Cash program (declining balance service).

The Information Technology Security Office offers an enterprise-level security video management platform (Video Security as a Service, or VSaaS) to deliver a managed, supported, scalable, and cost efficient “one-stop” service. The platform provides 24/7/365 access to video recorded from cameras installed at UL Lafayette. Video is presented via a web portal in a timeline format for searching, review, and downloading. Recordings begin upon motion and are stored for a minimum of 15 days. Users are issued a user account specific to their cameras. The IT Security Office coordinates and manages the service offering for the user, including system design, installation and configuration, maintenance, and billing.

Virtual Servers, Disk Storage, and Application Services

University Computing Support Services (UCSS) offers a virtual machine/server service and will install and maintain the virtual machine, including appropriate system software. (Specific and specialized application hosting services are also available.) UCSS monitors the systems and provides support based on defined service levels. All computer systems are housed in a UCSS data center, which provides a physically secure, access-controlled location, an inert gas fire suppression system, 24/7 video monitoring, conditioned power, and redundant cooling systems. UCSS also provides network connectivity including hostname registration and permanent IP addresses.

In addition to the Microsoft OneDrive service (part of Office 365), UCSS offers Network File Shares that allow instructional and support departments to have a central location for files to be stored and used by others within the department. Each File Share is initially set up with 100GB per share. These shares are managed and maintained by UCSS to keep them operating properly.

How Information Technology projects are evaluated, prioritized, and funded

Irrespective of the source of funding, UL Lafayette’s Information Technology (IT) projects are typically selected and prioritized based on the following factors:

· Strategic importance and alignment with IT principles (from the University IT Strategic Plan 2015-2020)

· Business value to constituents and institution

· Time to return

· Ability to execute

These characteristics are evaluated holistically to determine priority, alignment with the core institutional services (either directly or indirectly), and the link to the strategic interests of the institution.

Tactical and operational plans for IT are driven by service benchmarks (and associated peer comparisons, when available), identified and perceived gaps in the IT service catalog, recommendations from University IT Governance Groups, and peer and industry “best practice” as defined in the Information Technology Governance document.

Projects are prioritized if they enhance student experience as it contributes to academic success; improve and/or upgrade faculty resources to facilitate teaching, research, and service; improve and/or upgrade research resources that support cutting-edge research and insightful scholarship; or support and build a shared governance structure that will improve the capacity of the institution to prioritize, enhance, and support the core functions of the University.

Alignment with the University Strategic Plan 2015-2020 is the ultimate criterion for evaluating most large, resource-intensive, information technology projects. These strategic links are supplemented by estimates and measurements of business value of the project to constituents and the institution; time to return on investment of the project; and the ability to execute the project “on time” and “on budget.” Smaller projects are aligned with the Information Technology Strategic Plan, annual IT Tactical Plans, the STEP Plan, as well as input from constituency and governance groups.

Information Technology Strategic Planning Process Overview

The strategic planning process is an ongoing, iterative one, involving engagement and collaboration with the entire University community. The IT leadership team guides the process in collaboration with the various Information Technology constituency, advisory, and governance groups on campus, as well as input from the University Strategic Planning Committee and the University Strategic Plan, resulting in a fully aligned IT Strategic Plan.

Strategic planning process/steps include:

· Environmental scan

· Discussions with campus community

· Establishment of the Mission, Values, and Vision, and Principles Statements

· Strength, weakness, opportunity, and threat analysis/exercise (SWOT - Identification of Priorities)

· Definition of goals, objectives, and associated strategies to execute (and defining links between University Plan and IT Plan)

· Development of tactical and operational action plans

Current Information Technology Initiatives

Science DMZ Project

The UL Lafayette Network Services Department (within the Office of Information Technology, or OIT) received funding through an NSF Campus Cyberinfrastructure (CC-NIE) grant to enhance the research network environment on campus by deploying 40 Gbps transport capacity between campus research centers, and to increase the connection to Internet2, through LONI, to 40 Gbps. This project has provided the University the capability to transport multiple circuits in 10 Gbps increments directly to researchers, research laboratories, and research centers deep within the campus, as well as to accommodate the growing scientific data demand between high performance computing (HPC) resources located on campus and across the world over Internet2.

Information Technology Service Management (ITSM) Implementation

The Office of Information Technology is in the process of implementing a new Service Management platform (ITSM) to assist in reducing costs; improving the quality of services; improving student, faculty, and staff satisfaction; improving governance and reducing project risks; and improving flexibility and increasing agility for IT Services. This project will yield a strategic approach for the design, delivery, management, and continuous improvement in the way IT is utilized within the University. Phase I of the ITSM Implementation project was the migration of incident reporting, and service requests and responses (including escalation paths) to the new system. Phase II (currently underway) includes the development and maturing of the service catalog and integration of billing, provisioning, and identification of service dependencies and requisites.

Cloud Strategy

The University selected and implemented a hosted and managed solution (Ellucian Banner in Amazon Web Services) for its ERP System. The technical advantage of this approach was to ensure that the University’s internal resources were focused on business process transformation as opposed to specifying, building, deploying, and maintaining the technical environment(s) necessary to support the solution and meet increasing availability requirements. The cloud also had the advantage of facilitating a more streamlined and cost-effective disaster recovery and business continuity approach for the University’s mission-critical business applications. Over time, the University will continue to mature its cloud strategy based on the following principles:

· Cloud options (hosted or SaaS) will be considered, encouraged, and evaluated for all service and application requests.

· Information Technology will continue to focus efforts on service management and improvement, resource realignment, and automation across the entire technology stack.

· Virtualization is a key readiness driver for ubiquitous deployment, management of IT systems, applications, and workloads.

· Technology is dependent on and intertwined with faculty/staff development and business process improvement.

· Data governance, data standards, and IT Security are integral and paramount to successful solution selection and deployments.

· In support of the cloud strategy, IT will increase resources in the key areas of integration services, support engineers, and architects, as well as service management/support specialists.

Operational System Resiliency

Over the last year, Information Technology has built a "second site" in Abdalla Hall in the event of catastrophic failure at the primary data center in Stephens Hall. Internet Service Provider points, Firewall/UTM, servers, primary routing equipment, storage, and key "drains" (both I1 and I2 services) exist at both sites and are fully redundant. In addition, this redundancy provides virtual private network services to securely access both the University’s onsite systems/services and its cloud-based platforms.

Research Compliance Platform

The Information Technology Security Office is expanding its security platform to enable researchers, centers, and business units to achieve greater visibility into their security posture and compliance standings. The platform will assist internal groups with risk, vulnerability, and compliance management using assurance report cards that will better enable the University to meet industry standards and regulatory mandates.

Office 365 Project

UCSS is currently in the planning and implementation phase of migrating email, collaboration services, and Office applications to the Microsoft Office 365 Platform. In keeping with its cloud strategy, the platform will provide a highly available service to facilitate access to key Microsoft Office applications including email, calendaring, word processing, spreadsheet, and presentation software for students, faculty, and staff.

ERP Maturity Project

In an effort to continue and build upon the successes of its initial Enterprise Resource Planning Implementation Project, the University has identified several additional software modules/components and services to supplement and enhance its ongoing business process transformation. Business process improvements thus far associated with and resulting directly from the initial project include: a) restructuring of the academic calendar to facilitate increased automation and improved course and scheduling flexibility for students; b) improved transfer credit and evaluation processes; c) full automation of the financial aid operation; d) consolidation and integration of the financial aid and scholarship processes; e) reduction in the number of separate payroll cycles; f) realignment of academic programs to facilitate automation/system management of pre- and co-requisite courses; g) more resilient and robust portal (new ULink) and Mobile access for students, faculty, and staff; h) change management processes that empower primary functional teams on campus; i) emergence of a consolidated electronic payment service; and j) real-time reports delivered electronically to target audiences.

In addition to continuing and supporting the ongoing business process transformations, the ERP Maturity Project will:

· Provide additional support for electronic personnel action forms, faculty load and compensation (FLAC), ACA, and end-of-year (fiscal and calendar) support;

· Assist in annual/semi-annual upgrade cycles;

· Build “fine-grain” access controls for student registration/advising;

· Provide ongoing and continued integration and technical knowledge transfer;

· Provide Banner 9 support, training, and migration;

· Offer additional post-implementation support for recent go-lives;

· Add new customer relationship management [CRM] system for advising;

· Add new Integrated Continuing Education module;

· Provide additional licensing for Talent Management and Recruit CRM; and

· Provide ongoing training and support for technical integrations and technical architecture.