OPERATIONAL IT COMMITTEE MEETING AGENDA Wednesday, February 27, :00 4:00 p.m., FAC 228D

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1 OPERATIONAL IT COMMITTEE MEETING AGENDA Wednesday, February 27, :00 4:00 p.m., FAC 228D I. Service Retirement Strategy (Brad Englert) II. Office Update (Pei Chen) III. Technology Enhanced Education Governance Structure (David Laude, Pat Davis) IV. AIC, BSC, R&E Updates

2 Information Technology Services Service Retirements/New Services Operational IT Committee February 27, 2013 The following table represents the ITS services that have been retired and launched since the zero-based budget was created in fall Service Retirements AppScan Computer Equipment Repair for Departments Lansa Oracle Universal Content Management Printer Repair and Contracts TAM (utexas Access Manager) Safe Book University Mailbox Service Virtual Desktop Infrastructure (VDI) Warranty Repair Service Webmail Windows Terminal Services New Services Canvas Central Authentication System Implementation Cenzic Hailstorm ERP Improvements (User Interface, Integration, Workflow, Methodology) Footprints Indoor Notification System Qualtrics Secure Doc UT Backup UT Enterprise Bulk Storage UT Mail UT Print Virtual Servers/Enterprise UT-V VoIP Planned Service Retirements Fat Cookie Tamino Tivoli Service Manager vdesk Potential Service Retirements Austin Blackberry Service BevoWare Campus Cable TV Cold Fusion FAC Computer Lab, Training Room Laptop Checkout Service Netscaler Remedy Satellite Programming February 27, 2013 Operational IT Committee

3 MICROSOFT OFFICE 365 PROJECT FEBRUARY 2013 Project Overview The goal of this project is to analyze and determine the impact of implementing Microsoft s Office 365 services at UT Austin and make recommendations. While the complete Office 365 offering is an online subscription service that provides , shared calendars, the ability to create and edit documents online, instant messaging, web conferencing, and internal team sites, the services that will be reviewed and tested by UT Austin for this project (O365) are Exchange Online and Forefront Online Protection Engine (FOPE). A recommendation will be made to the appropriate governance committees to determine whether or not to move AEMS to O365. Tasks Completed Upgrade of AEMS to Exchange 2010 SP2 (pre-requisite) Solution Alignment Workshop and Migration Due Diligence Workshop with Microsoft o High-level understanding of O365 s features and functions o Ensure that a migration of the current environment to the O365 service is possible Limited internal testing and gap analysis of Exchange Online O365 High Level Cost Analysis (please see Appendix 1) Assessment Results The ISO has determined that Office 365 has an overall Low security risk. (please see attachment) The EIR Accessibility Review has been reviewed and approved by Linda Millstone. (please see attachment) UT Legal has been involved with security and privacy discussions about Exchange Online and FOPE, and thus far, Microsoft s responses to security and privacy have been acceptable. UT Legal has also provided the go ahead to continue with the small pilot phase, and they wish to continue meeting to discuss new ITS findings during the pilot phase. Major feature and functionality differences between AEMS and O365 Public folders: AEMS (in use), O365 (not available) Message size limit: AEMS (30 MB), O365 (25 MB) Default mailbox quotas: AEMS (2 GB), O365 (25 GB) Personal Archive folders: AEMS (not available), O365 (available) Deleted Items folder retention: AEMS (no enforcement), O365 (30 days) Point in time folder/message restoration: AEMS (previous 2 weeks), O365 (not available) Recommendation Based on ITS discussions with Microsoft and the results of limited internal testing, no significant technical obstacles with migrating the current AEMS environment to Exchange Online have been identified. It is our recommendation to AIC to approve the tentative migration of AEMS to O365. It is also recommended to pursue a consulting engagement from a professional services vendor that has successfully planned and executed the migration of another university to O365. This engagement would confirm the specific migration strategy and timeline UT Austin and provide assistance with the migration of production data to Exchange Online and Forefront Online Protection Engine. Next Steps AIC approval (February 11, 2013) Procure migration professional services from qualified Microsoft cloud services vendor Develop pilot production migration plan; compile and analyze findings Present final migration plan and timeline to governance in April to proceed with implementation 1 Microsoft Office 365 Project February 2013

4 MICROSOFT OFFICE 365 PROJECT FEBRUARY 2013 Appendix 1 - Office 365 (Exchange Online + FOPE) High Level Cost Analysis Hardware Cost for 2 GB quota (current) AEMS servers and primary storage $370k (purchased: 4/2011; refresh: 4/2014) AEMS secondary backup storage $40k/year Ironport AV/AS employee licensing $27k/year Ironport AV/AS hardware support $10k/year Subtotal $200k/year Estimated Hardware Cost for 25 GB quota AEMS servers and primary storage (estimate) AEMS secondary backup storage Ironport AV/AS employee licensing Ironport AV/AS hardware support Subtotal > $1,110k (3 year hardware refresh) $120k/year $27k/year $10k/year > $527k/year FTE Estimates for supporting Office 365 Office 365 service management for AEMS AV/AS support for AEMS Server/storage support for AEMS Programming/provisioning support for AEMS Management oversight for AEMS Helpdesk support for AEMS Reduce from 1 FTE to 0.5 FTE Reduce from 0.25 FTE to 0.05 FTE Eliminate existing 0.5 FTE allocation Increase from <0.05 FTE to 0.15 FTE No change No change 1 Microsoft Office 365 Project February 2013

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