Task Force Charter. Mobile Strategy Document Version 3.0 Chief Information Officer, ITS Last Edited December 17, 2012.

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1 Chief Information Officer, ITS Last Edited December 17, 2012 Task Force Charter Mobile Strategy Executive Summary The mobile strategy will provide the policies, best practices, mobile website and application and infrastructure roadmap for engaging alumni, donors, students, faculty and staff, prospective students and other key audiences, on and off campus. It will also outline the business, research, teaching, communications, marketing and development drivers for future investments in mobility. Business Need and Background The number of mobile devices on campus and use of the mobile web and applications is increasing significantly. Increased proliferation and access to devices presents an opportunity for improved efficiency and changes in fundamental business, communications, development and academic operations of the University. There is an opportunity to engage audiences by providing better information and tools via mobile websites and applications. The potential for radical change in access requires us to look at our operations, business drivers and new requirements for information technology services on campus. It is anticipated that those changes in operations and new requirements will prompt a need for increases in mobile web and application management and development skills, network capacity, increases in information security services, new models for end-user support, new funding models, augmented guidelines for applications and web development and infrastructure investments, new governance requirements to accommodate growth and innovation in mobility on campus. To prepare for, set expectations for, and maximize the potential of the mobile experience, a mobile strategy will be developed. That strategy will be based on existing and anticipated use cases and will address mobile websites, mobile applications, infrastructure, device, and mobile software demands campus will be expected to meet in the near future. In addition, it is also anticipated that adoption and use of new technologies will be unique to units and operations. To capture some of the innovation in development of the mobile web and in use of devices, a repository of best practices will be collected so that members of campus will have access to multiple resources in the early stages of the development of the mobile experience. 1

2 Project Description The purpose of a mobile technology strategy is to provide a central point of information and contact for programs, policies and procedures for various units across campus to develop, adopt, and address increasing growth of mobile devices. The goals of the strategy are two-fold: 1. To define the websites and applications roadmap for key audiences and 2) to help define and enhance the framework and building blocks from which the potential of mobile technology may be maximized given the security concerns and constraints of the environment. However, it is beyond the scope of this goal to produce a series of dictates for certain technologies or applications (e.g. The strategy might include a desire that applications are developed in a device independent language, but not dictate that all applications be developed in HTML5.) The strategy will be supported by guidelines and best practices derived from business, research, teaching communications, marketing and development use cases and industry trends. The outcomes of this task force include a strategy for maximizing the potential of mobility with key audiences (on and off campus) a resources repository of best practices for mobility, and a set of policies to support the future of mobility along with recommended next steps for strategy implementation. That strategy will include anticipated resources, budgets, infrastructure, and workforce needs of campus. The task force falls under the auspices of the Research and Educational Technology Committee ( and will include input from the Business Services Committee, the Architecture and Infrastructure Committee, as well as a designated team of communications, marketing and development professionals on campus. Task Force Goals The goals of the task force are to (in order of strategy development): Identify business drivers for mobile usage (such as mobile information needs, mobile utilities, course transformation and audience response systems) Identify use cases for mobile devices on and off campus Identify best practices and future trends for use of mobile devices in the classroom, in research, in business operations, communications, marketing and development. This will include use cases for audiences prior to attending the University, while at the university and after graduation. Define a governance approach for university-wide mobile websites and applications Identify resources, budgets, infrastructure, and workforce needs to support mobile strategy and define how units should work with ITS and third-party developers. Develop a resource set of best practices for using mobile devices Develop policies and policy recommendations for data and device use on campus Develop a mobile strategy that will provide the policies and best practices for maximizing the potential of mobility Task Force Charter 2

3 Schedule and Milestones Milestone/Deliverable General Device Statistics (pulled internally and from various universities) State of the Field (background materials) formally drafted Business Drivers for Mobile Usage Use Case Survey Use Case Interviews Mobile websites, applications and Content Development Requirement Projections Governance Review of Data University Network Requirement Projections Mobile Applications Development Guidelines and Policies Mobile Web Development Guidelines and Policies (including leveraging the Information Resources Use and Security Policy and Minimum Security Standards for Application Development and Administration) Information Security Guidelines and Policies (including leveraging the Information Resources Use and Security Policy) Physical and Computing Infrastructure Considerations Data Use Policies (including leveraging existing contract language) Strategy Communication Plan Development Governance Review of Strategy Best Practices Repository Mobile Strategy Publication Target Date March March April April April June June June September September Ongoing October October October-January November-January Ongoing February Scope The mobile strategy will address the mobile website and applications, content development, networking, security, infrastructure, support and workforce expected to be affected by increased mobile web and device use and presence on and off campus. Associated policies will also address data sharing on campus and the guidelines for mobile content and application development. It will also address possible modes for revenue generation via mobile applications and possible spurs for innovation. Ultimately, a responsibility matrix for all IT departments and a responsibility structure for campus units will be developed. An outline of this level of responsibility along with an outline for advisory and steering responsibility to maintain the strategy will take shape in the policies developed in association with the mobile strategy. In Scope Items that are in scope include mobile websites, mobile applications, making current websites mobile friendly, multi-year budget projections, anticipated security measures, anticipated infrastructure requirements and resources, anticipated workforce requirements, governance for university-wide mobile sites and apps, policies and strategic goals for enhancing mobility. Additionally, the task force will compile a set of best practices for mobility. Task Force Charter 3

4 Out of Scope Out of scope items include recommendations for specific technologies or software. The goal of strategy development is to make high level recommendations for the constructs necessary to accept and to maximize the potential of mobility. It is not to make specific recommendations regarding the technologies or development platforms that might be used to implement mobility solutions. Task Force Management and Governance The mobile strategy falls under the auspices of the Research and Education Committee. A task force is currently under construction to develop the mobile strategy. Role Name(s)/Title(s) Responsibilities Executive Sponsor(s) Brad Englert/Chief Information Officer Pat Davis/R&E Committee Chair R&E Chair and Research R&E Committee AIC Committee BSC Committee C-13 Faculty University Brand Initiatives University Brand Initiatives Office of Development Office of Development Office of the Registrar Texas Exes Athletics Security and Safety Engineering Geoff Leavenworth/Chief Communications Officer Pat Davis Jim Kerkhoff (Assistant Dean for Information Technology, College of Fine Arts) Bradley Johnston (College of Fine Arts) and Mark McFarland (Libraries) Michael Bos (Athletics) Misti Owens (Budget Office) John Chambers (CS) Kathleen Mabley Paul Walker Cesar De La Garza Kevin Rathge Shelby Stanfield Leslie Cedar Teri Pierce Bob Harkins Maria Arrellaga Task Force Charter 4

5 McCombs School Office of the President Center for Teach and Learning Undergraduate Students Graduate Student At-Large Information Security Networking Applications Applications Systems McCombs School of Business School of Pharmacy Technology Resources UT Community Dave Wenger Nyleva Corley Ross Strader Mackenzie Spaniol Michael Redding Andrew R Carls (Law School) Cam Beasley William Green Julienne VanDerZiel Jenn Coast Pei Chen Jennifer Chance Kamran Ziai Rich Janes Multiple Project Facilities and Resources To develop the mobile strategy, the following resources will be necessary: Meeting and interview space that is available on a regularly scheduled basis Time from faculty, students, and staff for surveys and interviews Time from faculty, students, staff of peer institutions for selected and targeted interviews Survey development tools (e.g. Survey Station UT s survey service) Web posting space for the resources and best practices repository Web posting space for the strategy, policies, and associated documentation A compilation of resources necessary to maximize the potential of mobility will be developed in tandem with the strategy Impact Analysis Impact analysis will be developed in tandem with the mobile strategy. Task Force Charter 5

6 Assumptions Assumptions will be developed in conjunction with the mobile strategy. See Appendix 1 for Mobile Strategy basics. Constraints The project will be time bound. Interviews with targeted members of our peer institutions and a survey of the representative population and their uses, best practices, and preferences for mobile devices, content, and web development will be used to make a generalized strategy for campus. Additionally, budget guidelines and considerations will be developed in consultation with University purchasing. Risks The largest risk for the project will be limited access to data survey and interviews. Careful attention to composition of survey population will be made to ensure as much participation from as many participants as possible so that the results are generalizable and representative of campus needs and preferences. A goal of the ultimate strategy is that it be robust enough to withstand the introduction of a disruptive technology or software. Adoption of the strategy is expected to be difficult in the federated environment. Along with involvement in the development of the strategy, a communication plan will for the strategy will be developed, to ensure broad participation and representation which will aid in adoption. Revision History Version Date Description V 1 12/16/2011 Initial draft completed V 2 12/21/2011 Second draft completed V 3 2/15/2012 Third draft completed (feedback from ITS Leadership and Communications incorporated) Signatures Representing Name(s)/Title(s) Signature Executive Sponsors Brad Englert/Chief Information Officer Pat Davis/R&E Committee Chair R&E Chair and Research R&E Committee AIC Committee Geoff Leavenworth/Chief Communications Officer Pat Davis Jim Kerkhoff (Assistant Dean for Information Technology, College of Fine Arts) Bradley Johnston (College of Fine Arts) and Mark McFarland (Libraries) Task Force Charter 6

7 BSC Committee C-13 Faculty University Brand Initiatives University Brand Initiatives Office of Development Office of Development Office of the Registrar Texas Exes Athletics Engineering McCombs School Office of the President Center for Teach and Learning Undergraduate Students Graduate Student Alum At-Large Information Security Networking Applications Applications Systems McCombs School of Business School of Pharmacy Technology Resources Michael Bos (Athletics) Misti Owens (Budget Office) John Chambers (CS) Kathleen Mabley Paul Walker Cesar De La Garza Kevin Rathge Shelby Stanfield Leslie Cedar Teri Pierce Maria Arrellaga Dave Wenger Nyleva Corley Ross Strader Mackenzie Spaniol Michael Redding Melissa Miller (LBJ School) Andrew R Carls (Law School) Cam Beasley William Green Julienne VanDerZiel Jenn Coast Pei Chen Jennifer Chance Kamran Ziai Rich Janes Task Force Charter 7

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9 Mobile Strategy Appendix I: Mobile Strategy Basics Strategy Components Business Drivers What do units need to complete their business? What do units need to reduce administrative costs? What does the university and its units need to do to engage audiences? What are the future trends in mobility for which units need to be aware and plan? Audience Strategy Who are our audiences? o Current Students o Faculty o Staff o Prospects o Alumni and friends o Visitors o Donors What is the priority structure for our audiences? What are the attributes of each of our audiences? What are their use cases? o Repetitive now: someone checking for the same piece of information over and over again, like checking the same stock quotes or weather. o Bored now: users who have time on their hands. People on trains or waiting for class or a professor or sitting in dorms and food halls. o Urgent now: a request to find something specific fast, like the directions to a building or contact information for a professor or the ability to participate in an interactive class. Local users and localization most mobile is local to find local Driving engagement and motivation Network Strategy What is the capacity of our wireless network with respect to mobile devices generally? What about classrooms and large auditoriums? What are current statistics and growth projections? How do we develop a growth strategy to accommodate a potential exponential growth in mobile devices, applications, and use? Should minimum network standards for wireless be increased (currently evaluated by local departments)? Are bandwidth consumption policies still appropriate? Besides UT s wireless/wi-fi infrastructure are there needs to the wireless carrier networks (i.e. 3G/4G/internal building Distributed Antenna Systems)? Task Force Charter 9

10 Security Strategy How do we secure the expanding network that is accessed by an increasing number of devices? How do we secure devices/promote the security of devices? Platform Strategy What devices can we expect? What technologies can we expect? What software requirements can we expect? What will our base mobile platform entail (developing adaptive designs for both mobile and native web)? Content and Application Strategy What does content look like for mobile devices (local, usable, meeting the needs of the audience)? How do we develop content that leverages the mobile environment (create, not convert)? What are appropriate content guidelines? What are appropriate and consistent application guidelines? How do we support application development? How do we secure application development? How do we monitor, register, maintain, and retire mobile applications? Business Model What are possible revenue sources from mobile devices and applications? What are possible efficiencies gained from mobile devices and applications? What are the expected costs of increasing mobility (security and network, especially)? What are the budget implications for ITS, communications, the colleges, and units? Are changes needed for the Communication Device Allowance Policies for Faculty/Staff? (devices themselves, service plans, and new software purchases) How should mobile business related applications be licensed/purchased/managed? (not procedural, but higher level university goals for enabling or not) Associated Policies Data access policy Data sharing policy Mobile content guidelines (create, don t convert leverage the mobile content) Strategy Assessment How do we assess the overall strategy? How do we assess the strategy components? Task Force Charter 10

11 Appendix II: Mobile Strategy Table of Contents Mobile Strategy Background and State of the Field 1 Business Drivers for Mobile Usage 5 Use Case Survey and Interview Findings 7 Content Development Requirement Projections and Policies 11 University Network Implications 15 Impact Projections Necessary Policies Information Security Implications 19 Impact Projections Necessary Policies Mobile Applications and Web Development Guidelines and Policies 22 Physical and Computing Infrastructure Considerations 25 Budgetary Considerations 28 Data Sharing Policies 30 Mobile Strategy Conclusion 33 Appendix I: Business Driver Details 35 Appendix II: Survey Data 45 Appendix III: Interview Data 55 Accompanying Materials Strategy Communication Plan Development Best Practices Repository Task Force Charter 11