Information Technology Services. Planning Board (ITPB) Box Funding and the Information Technology Fee (TIF) June 10, 2014

Transcription

1 Information Technology Planning Board (ITPB) Box Funding and the Information Technology Fee (TIF) June 10,

2 Agenda Action: Endorsement to fund Box.com out of TIF; Box.com was brought to ITPB in February 2014 and was endorsed by ITPB to deploy as a campus service. IT Services is proceeding with CSG s recommendation to fund Box out of central funds and bringing forward the proposal to fund the service out of TIF. In 2010, the TIF Review Committee and EVC Waugh designated the ITPB as the body to review, comment, and approve changes to the TIF portfolio Cloud and Collaboration Services Box Storage and Collaboration Services Use Cases / Feedback / Individual and Department Use Box Deployment Approach and Timeline Box Projected Operating Costs and Funding Principles Technology Infrastructure Fee (TIF) Overview, Portfolio and Rate Calculation TIF Review Committee Recommendations Box Funding Request 2

3 Cloud and Collaboration Services Roadmap Google Apps available for all students Google Apps for faculty and staff soft launch Google Apps available for all faculty and staff Student deadline to migrate from BOL Faculty and staff deadline to migrate from BOL Sep 2012 Jun 2014 Sep 2014 Oct 2014 Jan 2015 BOL BOL BOL Oct 2012 Jan 2014 June 2014 Feb 2015 Office 365 evaluation Office 365 pilot Office 365 available for all campus departments Decommission Bruin Online (BOL) Nov 2012 Box evaluation Oct 2013 Box pilot Jun 2014 Box for faculty and staff soft launch Oct 2014 Box available for all faculty, staff, students and departments 3

4 Enterprise storage and collaboration services Box is a secure, simple to use cloud file storage and sharing service that allows students, faculty and staff to access, manage and share information anytime, with anyone, from anywhere and on any device Box is a more secure solution than commercial alternatives such as Dropbox; delegated administration features also provide better support for data management and retention needs As of April 2014, more than 70 universities across the country have adopted or are in the process of deploying Net+ Box (including UCD, UCM and UCSF) Box pilot is underway for 17 campus departments and groups Anderson School of Management California Center for Population Research (CCPR) Campus Services Portal Center for Digital Humanities (CDH) Graduate School of Education & Information Sciences (GSEIS) History Housing & Hospitality Services (H&HS), (IT Services) Library / Digital Initiatives and Information Technology (DIIT) Life Sciences Office for Research Information Systems (ORIS) Office of Information Technology (OIT) Office of Residential Life (ORL) School of Nursing Social Sciences Computing (SSC) Transportation Services University Extension (UNEX) 4

5 Box Use Cases Use Case What is it for? Who is it for? Why Box? Project and Interdisciplinary Research Collaboration Departmental File Storage Application and CMS Document Storage Organize and share project and research documents among members from different departments and universities Publishing materials for invitees only or public review and feedback Use Box as a supplement or replacement for conventional LAN file storage Move the LAN network drive onto Box Integrate Box with applications and web content management systems; use Box as application s attachment/document repository module Faculty research projects; University project teams; campus groups and communities Any UCLA faculty, student, or staff needing a way to easily post/share materials with others Department IT administrators looking for file storage alternatives Systems requiring attachment storage such as CCLE, Web Content Management Systems, etc. Box is available to all UCLA faculty, student, and staff; outside collaborators can access materials with invitations Box puts the power to share in the user s hands, making sharing easy Access documents from anywhere, anytime, from all your devices (PC, Mac, smartphones, tablets) Eliminate file server management (server upgrade/repair, back up/restore) work Box file encryption and versioning features rival and likely surpass typical LAN offerings BoxSync (a desktop computer client) makes the experience of using Box nearly identical to using a network drive from a computer BoxSync has mobile device clients that enable file access from your phone and tablets anytime, anywhere Potential financial savings in the department IT budget Box already has many application integration connectors, including Moodle (CCLE) and Drupal Box API makes additional application integration a smooth experience and, in most cases, integrating Box is more cost effective than implementing custom document storage/management solutions within an application 5

6 Early Adopter Feedback 17 Departments and groups 950 Individual users 471 GB data uploaded 100+ collaboration invites Users want individual storage comparable to online offerings Departments (some) want the ability to control storage allocation within their areas roughly 1TB per 100 users Groups want to adopt, but are waiting for campus commitment before moving forward with large scale deployment (don t want to have to migrate out after only a year) Box should be a common good service 6

7 Box for Individual Use Box s success depends on broad adoption and use. All active UCLA faculty, students, workers and scholars are encouraged to sign up for a UCLA Box account: Population Eligible? Storage Quota Current Faculty and Staff Yes 15 GB Current Student Yes 5 GB Emeriti Yes 15 GB Separated or Retired Faculty and Staff No n/a Former Student/Alumni No n/a Contractors/Visiting Scholar Sponsor Required * 0 GB * Guest access is provisioned with signed sponsorship from Dean and/or Directors; a guest account is assigned for group collaboration purposes only and is without individual storage. 7

8 Box for Departments / Groups In addition to the individual storage quota, departments will be entitled to additional, department managed storage. Department storage is allocated based on department FTE (estimated 30GB per FTE), and is provisioned upon the unit s IT organization s request. Provisioned department storage is managed by the unit s IT organization. Campus groups/projects, or departments wishing to acquire additional storage beyond their FTE based allocation, may purchase storage at an additional cost. 8

9 Box Deployment Approach June 2014 Soft Lunch to Faculty and Staff Offer individual accounts to employees: Manage adoption traffic by initially communicating the launch through IT departments and via word of mouth Create online web presence (web site and knowledge base) in conjunction with Box support materials to simplify support efforts Focus on helping department IT staff to provide support and answer user questions July October 2014 Facilitate Department Adoption Help departments begin using and supporting Box: Publish department adoption cookbook containing user, folder, and permission management best practices and illustrative examples Integrate Box with Grouper to simplify and automate department group membership provisioning and management Onboard Box Coordinator to facilitate department adoption and to provide 2 nd tier technical support Fall 2014 Official Launch Officially launch UCLA Box service, widely advertise the service s availability and begin full support for student, guest and project based accounts 9

10 Box Deployment Timeline Spring 2014 Summer 2014 Fall 2014 Winter 14 & Beyond Soft Launch Rollout employee individual accounts Pilot affiliate accounts Early Adopter department accounts Official Launch Student and affiliate individual accounts Full support for department, project, and group accounts Continue to expand adoption Automate account provisioning and de-provisioning Prepare department deployment guides Improve user experience: e.g., share with groups Develop additional use/adoption toolkits 10

11 Net+ Box Projected Operating Costs Box Subscription 1 197, , ,000 Administration / Support 2 108, , ,621 Technical Integration 3 76,600 40,215 42,226 Total 382, , , Internet2 Net+ Box tier 4 member subscription. Full Box Pricing Sheet: 2. Administration / Support includes one FTE to administer the Box program and to coordinate campus support efforts. 3. Technical Integration includes ½ of an FTE for single sign-on (Shibboleth), group / access management (Grouper) services, account provisioning / de-provisioning and ongoing technical maintenance. After , technical support is reduced to ¼ FTE. This cost does not include integration work required to integrate Box with services other than IAMUCLA. 11

12 Net+ Box Funding Principles Consideration Rationale Regulatory and policy mandates to avoid negative externalities Critical to business and operational needs A secure cloud file storage and sharing service is needed to protect the legal, privacy, information security, intellectual and other policy interests of the university. An effective collaboration solution with enterprise administration and data retention capabilities are critical to the research, teaching, clinical care, public service and administrative needs of the university. Network effects A major driver for deploying a cloud based storage service is to enable simple, secure, interdisciplinary, enterprise wide collaboration capabilities. A key component for achieving this goal is to make both internal and external access ubiquitous. Central funding The value of a box like service is realized through easy access and wideadoption. Funding via a central approach will eliminate a major user adoption barrier (i.e., free is infinitely better than inexpensive ) and encourage broad utilization in a manner that supports the data security needs of the university. Net+ Box meets the high bar for a secure, centrally funded cloud storage solution

13 Technology Infrastructure Fee (TIF) Funds common good technology infrastructure services Converted from a per telephone line based charge to a per FTE based charged in July 2006 TIF fees are calculated monthly based on actual employee FTE (i.e., payroll Calendar Months) TIF is a consistently applied direct charge to each and every unit regardless of funding source; TIF charges are not recovered as indirect costs TIF is typically allowable for contract and grant awards; otherwise the department is required to cover using unrestricted funding sources TIF Funded Services * FY14/15 Network Backbone & Internet Connectivity $ 3,200,180 Low Voltage Wiring Infrastructure $ 2,976,016 Bruin On Line Services $ 1,629,460 Exchange Services $ 1,352,536 Campus Systems $ 1,180,918 Wireless Services $ 811, MHz Radio Services $ 443,547 TIER Funding $ 2,100,000 TOTAL $ 13,694, MHz Radio Services, 3% Wireless Services, 6% * All TIF funds are managed by Academic Planning & Budget Campus Systems, 9% Exchange Services, 10% TIER Funding, 15% Bruin On Line Services, 12% Network Backbone & Internet Connectivity, 23% Low Voltage Wiring Infrastructure, 22% 13

14 Current TIF Portfolio TIF Funded Services Network Backbone & Internet Connectivity Low Voltage Wiring Infrastructure Bruin On Line Services (BOL) Exchange Services Campus Systems Wireless Services Description Campus backbone network, connections to CalREN and Internet 2, CENIC bandwidth charges Low voltage wiring, inter / intra building, building entry rooms, manhole system, construction and renovation adds / moves / changes, telecommunication rooms, copper cable and fiber maintenance BOL , BOL help desk, UCLA logon, spam and virus protection, wireless network access, public network ports, virtual private network (VPN), proxy server access, personal web hosting, mailing list, Usenet news server Enterprise Messaging (EM) , calendar and contacts Database and server administration for BOL, BruinPost, Campus Mail Lists and Usenet Common space and general assignment classroom (GAC) wireless network access 800 MHz Radio Services Two way radio coverage for UCLA campus, hospital and designated off campus locations (Santa Monica Hospital and University Apartments South); serves police, fire, environmental health, safety, security, emergency communications and other campus support functions TIER Funding Technology Infrastructure for Education and Research (TIER) program to support implementation of the Next Generation Network (NGN) architecture and operating model 14

15 TIF Rate Calculation The monthly TIF rate is calculated based on the total cost of provisioning services; it is reviewed and adjusted annually The proposed FY14/15 rate is $35.28; this will be further reduced with a onetime credit of $0.82 to $34.46 The TIF rate has been declining due to an increase in the estimated number of FTEs and reductions in IT Services operating costs Annual Operating Cost Rate = Average Monthly FTE * 12 TIF Rate by Fiscal Year /07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15

16 TIF Review Committee (June 2010) Recommendation Action 1) The FTE model is the most appropriate and practical approach The FTE model will be retained going forward 2) Students enrolled in self supporting programs should pay into the TIF 3) TIF should be used to support the medical enterprise system and the cost of connecting off campus medical center / clinical operations 4) TIER funds should disband as a subset fund and become part of the regular TIF used for common good infrastructure services that are operational 5) UCLA should create a substantial fund for technology planning across the whole campus 6) PIs would benefit from more help in getting TIF direct costs accepted in research grant proposals 7) Any future changes being considered for TIF should come to the Information Technology Planning Board for review, comment and approval Recommendation should be analyzed for compliance with university policy and to determine if program fees already cover TIF eligible expenses Health Sciences is reimbursed for the annual costs to provide (~$1.8M) and dark fiber connectivity to select clinics and hospitals (~$.5M) for a total annual cost of ~$2.28M TIER funds have been disbanded as a subset and are used to offset the cost of the reimbursing the Health Sciences for and wide area network operations Vice Provost Jim Davis to develop a proposal for such a fund to be submitted for review by CITI, Deans Council, and ITPB Vice Chancellor James Economou asked to consider how to best assist faculty in this regard Consultation with ITPB is necessary but insufficient; also needed is consultation with the deans and, where appropriate, POSSSE 16

17 Additional TIF Considerations IT Services is conducting a complete review and developing a full service cost model to improve the accuracy, consistency and transparency of service costs The service cost methodology and rates will be reviewed with POSSSE in FY14/15 We are expanding the wireless coverage of General Assignment Classrooms (GAC) and in other areas The campus 800 MHz radio system is nearing end of life and will be replaced soon TIF funds are not currently used to support the implementation of new services; TIF funds support the on going operation of approved common good services 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000, ,000 0 TIF Funded Services for FY09/10 to FY14/15 09/10 10/11 11/12 12/13 13/14 14/15 Campus Backbone & Internet Campus Low Voltage Wiring TIER Funding Bruin On Line Services Campus Exchange Services Campus Systems Campus Wireless Services Campus 800 MHz Services 17

18 Box Funding Request Proposed Box services and funding have been reviewed with: CSG January 2013, November 2013, January 2014 and April 2014 IT Funding Structures Committee April 2013 ITPB November 2013 and February 1014 A reduction in Enterprise Messaging costs with the deployment of O365 and in Bruin On Line costs with the termination of BOL will negate any increase in the TIF rate Box services provide a secure collaboration solution that complements our GAE and O365 cloud deployments Request that Box services (~$350K) be included in the TIF portfolio and funding IT Governance Committee Review and Recommendation Proposal: IT Services is requesting CSG review of the proposal to make the Internet2 Box Plus service available for all campus departments for enterprise storage and collaboration services. Recommendation: Cloud file storage is already widely used on campus, but in a distributed and often unauthorized way. Internet2 Box Plus is a cloud storage and collaboration offering designed for higher education at an enterprise scale. The CSG recommends adopting Box campus-wide to ensure the protections that a campus agreement can offer, and to make possible cross campus collaboration to the fullest extent. The CSG also recommends that this service be permanently funded centrally to enable university-wide adoption and maximize the benefits of university-wide collaboration. Driving Forces (Those which currently exist & support or drive the desired change) - Box is a more secure solution than commercial alternatives such as Dropbox and provides more privacy protection for the user. - Box is designed for team collaboration. - CCLE has built-in integration with files on Box. - The Internet2 Box Plus offering is designed specifically for higher education institutions; Box is committed to meeting the needs of the higher education sector. - Box provides secure cloud storage that allows students, faculty and staff to access, manage and share information anytime, with anyone, from anywhere and on any device for coursework, online learning, research, projects, meetings and other uses. - The UC agreement allows UC employees to store many sensitive data types in Box that are not allowed in other cloud storage services. - Delegated enterprise administration features also provide better support for data management and retention needs. - Subscription fees are reduced for higher education under the Internet2 Net+ agreement. Restraining Forces (Forces that may inhibit the implementation of the desired change.) - The decision on how Box will be funded going forward will determine how widely it is adopted by the campus. - There is administrative overhead on the departmental level for delegating storage of Box. - Many users already have personal Dropbox or Box accounts; clarity around when to use personal accounts vs. work accounts will be required. - Dropbox is a widely used commercial tool for cloud storage; difficult to get people to change established habits - Confusion around the multiplicity of cloud offerings on campus may weaken adoption of Box Actions To Be Taken: 1. Departments and users will need guidance on how and why to use Box, especially with regard to the storage of protected data, and also to provide guidelines to departments about how best to manage their allocations 2. The CSG would like regular updates on this project and/or funding scenario modifications. 18