Coordinated IT
Coordinated IT aims to actively support the core activities through a uniform, cost-effective, and secure management of the IT environment at Karolinska Institutet. Coordinated IT is driven by the central IT Office on behalf of the University Management.
Background
Historically, the responsibility for the majority of IT-related issues has formally been placed with each department. This meant that the IT environment at KI differed greatly between departments and that there was a lack of coordination in IT issues. Many departments have had to buy hardware and maintain servers and software on their own - something that required resources in the form of both time and expensive investments.
The University Board has decided to coordinate IT centrally at KI, partly in order to gain a better overview of KI's IT investments and thus be able to benefit from coordination gains and meet the increasingly stringent requirements for IT security.
Being part of Coordinated IT
In short, being part of Coordinated IT means access to, among other things:
- Centralised modern storage with high security.
- Centrally managed client service (KI Karyon) with PC and Mac computers, for user-friendly and secure management.
- Secure cloud storage for all employees that backs up all content from specific folders on the computer.
- Helpdesk user support available during office hours combined with physical service desks that can provide additional support when needed.
- Simple procedures for purchasing IT equipment and software licences.
- Centralised multi-function printers with "follow me" functionality, enabling the use of printers in all KI buildings on campus.
- Management of the departments' central servers.
Is it possible to describe Coordinated IT very briefly?
For certain standard IT services, responsibility is transferred from the department to KI's central IT department. These services are:
- Client management
- Ordering of software and some licence management
- Storage
- Networks
- Server operation (IaaS or IaaS+)
- Administration of authorisations via a central Active Directory
- Printing
Why has KI initiated this project?
To increase information and IT security and utilise resources more efficiently. A general assessment from the Swedish National Audit Office states that information security at Swedish higher education institutions shows major deficiencies, and Coordinated IT is KI's measure to meet the requirements.
Do all departments have to participate?
Yes, they do. It has been decided by the University Director that when the project is completed, all departments will be included.
Does it include all IT at a department?
No. Operation, administration and support of specialised systems and proprietary solutions (such as lab and instrument computers) remain the responsibility of the department. However, as a rule, server operation should be carried out in the ITA's central data centre.
What does it cost?
The cost of implementing the project is borne by the ITA except for the resources that the department must provide (varying from department to department). In addition, the cost of computer rental, storage utilisation and server operation is charged according to a fixed price list. However, it is wrong to say that this is an additional cost as it is a cost that the department has already incurred but in a different form.
I have a new computer. Do I have to replace it?
As a rule, a new computer can be migrated to a new standard and does not need to be replaced. It should be emphasised that many take the opportunity to switch their entire client base to the rental computer option in order to have a uniform and cost-effective solution for their computers.
What happens to my old computer?
Each individual department decides what to do. A relatively new computer can be purchased from our partner after everything installed and stored on it has been securely erased. This generates a kickback on the residual value to the department or research group.
I am part of a research collective that shares documentation on Dropbox, will I be able to continue to do so?
No, and this applies regardless of whether you are part of Coordinated IT or not. There are equivalent solutions that meet KI's security requirements and where KI has valid agreements with suppliers.
How far has the project come and when will it be completed?
17 departments are incorporated and 7 remain. The plan is to be ready in 2026.
If I need help, how does it work?
ITA offers several support channels available between 8-17. You can reach the Helpdesk via KI Self Service, telephone or a visit to a service desk.
Timetable for remaining departments and operational support
Most departments and professional services at KI are today part of Coordinated IT. When a migration to Coordinated IT begins at a department, the work is led through a steering group with representatives from both the department and the IT Office. The IT Office's project manager convenes this well in advance of the project start. A timetable for the migration of remaining departments decided by the University Director exists and looks like this:
Ongoing projects
- Dentmed (Department of Dental Medicine)
- MEB (Department of Medical Epidemiology and Biostatistics)
- OnkPat (Department of Oncology-Pathology)
- KBH (Department of Women’s and Children’s Health)
Starts during 2024
- MMK (Department of Molecular Medicine and Surgery)
Starts during 2025
- CNS (Department of Clinical Neuroscience)
- KIB (University Library)
Documents: resolution and timetable (Swedish)
Contact us
Contact project manager Ola Danielsson or Jan Värmon if you have any questions.