ARCHITECTURE & INFRASTRUCTURE COMMITTEE MEETING AGENDA FRIDAY, December 14, :00 10:30 AM FAC 228D

Transcription

1 ARCHITECTURE & INFRASTRUCTURE COMMITTEE MEETING AGENDA FRIDAY, December 14, :00 10:30 AM FAC 228D I. Mobile Strategy Update (Mike Horn) II. Application Team Priorities (Julienne VanDerZiel) III. Office 365 Charter - Endorse (Pei Chen) IV. Data Access Policy Statement (Kristi Fisher)

2 Mobile Strategy Task Force 10/31/12

3 Key Definitions MOBILE WEB Browser-based access to the Internet from a mobile device such as a smartphone or tablet PC connected to a wireless network. NATIVE MOBILE APPS An application designed to run in the computer environment (machine language and OS) being referenced. WIREFRAME A basic visual guide used in interface design to suggest the structure of a website and relationships between its pages. Typically, wireframes are completed before any artwork is developed. RESPONSIVE DESIGN A layout system that enables the visual elements in a web page or application to adapt to changes in the size of the application window or capabilities of the device on which the application is running. CONTENT MANAGEMENT SYSTEM (CMS) Software that helps simplify the publication of web content to web sites and mobile devices in particular, allowing content creators to submit content without requiring technical knowledge of HTML or the uploading of files. INFORMATION ARCHITECTURE (IA) The information design, organization of content, and navigation of a website or intranet. A complete IA document includes a site map, wireframes for each template, and any necessary notations regarding navigation, flow of information, and features included on the site. 12/11/2012 2

4 A Major Shift the Explosion of Mobile 12/11/2012 3

5 In 2013, Mobile Internet should take over desktop internet usage 12/11/2012 4

6 New Products are Released Every Day Amazon Google Dell Microsoft Apple

7 52% Half of college-bound high school students have looked at a campus Web site on a mobile device Source: Noel-Levitz Survey, ctations.pdf 12/11/2012 6

8 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 At UT, Mobile is Growing and Devices Vary Traffic to utexas.edu Mobile Visits 22% 3% % Mobile visits are up 75% Y/Y 10% of all visits are mobile Apple devices account for 75% of the traffic 30% of all mobile traffic comes from an ipad 12/11/2012 7

9 Our Current Mobile Experience 12/11/2012 8

10 No Mobile Mobile Web Responsive Other Schools Are Already Investing No Apps iphone Apps Multiple Apps 12/11/2012 9

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13 Benefits of a Next Generation Online Experience Reach higher quality prospective students, staff, and faculty Help support four year graduation rates by improving the online student experience Increase online donations o 5% increase in donations would equal $225K per year Improve security of web sites across campus 12/11/

14 Vision We will create a leading, next generation digital experience for the University of Texas community. This experience will be optimized for mobile devices, personalized to our users, and socially engaging. And we will provide a technology platform and resources that will be accessible to the entire UT campus. 12/11/

15 Recommendations 1. Redesign the core web to be responsive, personalized, and socially connected while building out an infrastructure, CMS, tools, templates, governance and training to support the entire university 2. Establish a working budget to fund external resources for creative design and content strategy, along with development if necessary 3. Build a new digital student experience to provide easy access to online tools on any device along with a shared social experience 4. Invest in improvements to the iphone app to add personalization and a low cost Android option while maintaining the one app model for academic functions 5. Create a permanent, fully dedicated team to build, manage, and promote the new opt-in web publishing system while providing governance over standards and guidance for content strategy 12/11/

16 ITS Applications: Service Plan 12/11/ Information Technology Services: Applications

17 Table of Contents Applications Team Service Plan Review of Last Years Status 3 Team Organization Service Lines Projects 8 Team Effort Allocations 9 Deferred Projects 10 Improvement Program: TIP 12 12/11/ Information Technology Services: Applications

18 Review of Last Year Status 2011 Survey Assessment Completed Reorganization Removed 4 positions Transitioned 4 positions to Systems, saving 1 additional position Reinstated Education Program Began Process Improvement Program All Services under formal governance Standard time tracking and project reporting Requirements Analysis Solution Assessments Technical Environment Standards 12/11/ Information Technology Services: Applications

19 Team Organization: Team Overview Team Description Customer Base ERP Support Identity and Access Management Web Technologies Contracts and Methodology Supports ecommunications, Developer Frameworks, Enterprise Workflow, Enterprise Integration applications including UT Direct, Define Internals, Group and ERP UI Manages identity and access authority to UT Austin Systems (EID Applications) - TED, TIM, Apollo/DPUSER, CASI (OpenAM), ID Center and Photos Web Publishing, Web Hosting, Publisher Tools & Utilities, CMS Support for UT Home and Core pages, Mobile, Wikis, Blogs, Accessibility Testing, Web Analytics and Web Technology Standards Fee-based services for application development and maintenance. Provides methodology standards and templates across ITS Applications team. Mainly Administrative Systems, most units interface with ERPS Applications. UT Direct supports administrative staff, faculty and students Governed by BSC /ATL and its subgroups All Departments/Units, UT Systems, external organizations, ISO Governed by AIC/OIT University Communications, Campus-wide Webmasters and Communicators, Office of Institutional Equity (Accessibility Support) Governed by AIC/ WTI Subcommittee Undergraduate Studies (Wayfinder), Libraries, Colleges of Education, Communication, Engineering, etc. Governed by individual contract Education and Training Administers Software Developer Training Program, Oversee scontinuing Education Programs Primarily Administrative Systems; also across campus. Governed by AITL and training subgroup (EPAG) 12/11/ Information Technology Services: Applications

20 Team Management Julienne VanDerZiel Director, ITS Applications CW Belcher Sr. IT Manager Identity and Access Management Jenn Coast IT Manager Web Technologies Catherine Camillone Project Manager Contracts and Methodology Cassidy Santaguida Education Manager Software Developer Training Program Cooper Henson Sr. Software Developer/Analyst ERP Support Dustin Slater IT Manager Access Management David Cohen IT Manager Identity Management 12/11/ Information Technology Services: Applications

21 FTE Total 47.4 IAM 14.8 ERP 8.4 Web Technologies* 7.9 Contracts 8.3 Education 8.0 * assumes use of two contractors Planned FTEs by Team and Service Line IAM ERP Web Technologies* Contracts Education Service Lines by Team Team FTE Identity and Access Management 14.8 Authorization 0.8 Identity Management 3.1 Authentication 8.3 Directory Services 1.6 ID Center 0.7 Application Support Svcs 0.2 ERP Support 8.4 Enterprise Workflow 0.9 Enterprise Integration 1.7 Developer Frameworks 3.1 ecommunications 2.7 Web Technologies 7.9 Accessibility 0.7 Web Hosting 3.5 Web Publishing 2.6 Web Tools 0.5 Web Support Services 0.2 Websites & Applications 0.4 Contracts and Methodology 8.3 Contracts 7.3 Methodology 1.0 Education Management 8.0 Education Management 2.0 Education Trainees 6.0 Total /11/ Information Technology Services: Applications

22 Services and Projects Governance Process Assumed Sustainment and Major Maintenance funded at current level Reviewed all Service Plans and Projects with Governance ERPS: Administrative IT Leaders (AITL) IAM: Architecture Infrastructure Committee (AIC) Web: Web Technologies Infrastructure Committee (WTI) Education: Education Program Advisory Group (EPAG: subcommittee of AITL) Prioritized Projects via Governance: Need: Community and ITS input, Critical Disaster Recovery needs Effort: Looked at scale vs. capacity No contingency or unknown future project included Assumed level of vacant positions throughout the year based on past retention/replacement trends 12/11/ Information Technology Services: Applications

23 Major Applications Projects ERP Support ASMP: ESB/Workflow Planning and Requirements Group Upgrade CASI: Implement UTLogin CASI: Transition to UTLogin Identity Management Strategy TIM Disaster Recovery and Resiliency Identity & Access Management TED Disaster Recovery and Resiliency Improve Robustness of Shibboleth Infrastructure Explore ASMP alternatives Migrate to Worldspace/Retire WebXM UT Web Infrastructure Web Technologies Emergency Website Redesign and Implementation 12/11/ Information Technology Services: Applications

24 FTE Work Effort Distribution Team Maintain/Sustain Project Management Total Contracts Education ERPS IAM Web Total Total FTE Distribution by Effort Maintain/Sustain Project Management 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Contracts Education ERPS IAM Web Total 12/11/ Information Technology Services: Applications

25 Deferred Projects: High Priority Planned Planned Team Product/Service Line Product/Service Activity Hrs FTEs ERP ecommunications Secure Message Secure Message Upgrade ERP Enterprise Integration Command Authorizations Position-Based Authorization ERP Developer Frameworks UT Direct (UTD) UT Direct Framework - Open Systems ERP Enterprise Workflow Electronic Inbox ERP Inbox ERP Enterprise Workflow ERP Routing Routing by UIN IAM Identity Management TIM (utexas Identity Manager) Spinoff Projects from IAM Strategy IAM Directory Services TED (utexas Enterprise Directory) TED Password Policy Enforcement Web Web Publishing Web Publishing Web Redesign Phase I Web Web Publishing Web Publishing Web Redesign Phase II: Implement Redesign Web Web Publishing UT CMS - Central Drupal New Content and Owners in UT CMS /11/ Information Technology Services: Applications

26 Deferred Projects: Medium/Low Priority Team Product/Service Line Product/Service Activity Planned Hrs Planned FTEs ERP Enterprise Workflow ERP Routing Retire Non-Account-Based Routing ERP Developer Frameworks ERP UI ERP UI NavBar IAM Identity Management TIM (utexas Identity Manager) TIM Web Services API IAM Identity Management TIM (utexas Identity Manager) TIM Notification Subsystem Replacement IAM Identity Management TIM (utexas Identity Manager) Non-Person EID Management Webapp IAM Identity Management TIM (utexas Identity Manager) EID Authentication Status Standardization IAM Directory Services TED (utexas Enterprise Directory) TED Legacy Service Account Transition IAM ID Center ID Card System Replace ID Card System IAM ID Center ID Photos Applications Rewrite Photo Gateway Web Web Publisher Tools & Utilities Web Publisher Tools & Utilities Replace Urchin Web Analytics Tool Web Web Publisher Tools & Utilities Web Publisher Tools & Utilities Implement Short-link Service Web Websites & Applications Central Websites Improved Maps Web Websites & Applications Central Websites Directory WHIPS Banning Application Improvements Web Websites & Applications Mobile Implement Mobile Strategy Recommendations ERP Developer Frameworks UT Direct (UTD) UTD Notifications Retirement ERP ecommunications TXMAIL TXMAIL Lists Retirement IAM Identity Management TIM (utexas Identity Manager) TIM Database Layer Replacement IAM Identity Management TIM (utexas Identity Manager) EID Resetter Webapp IAM Identity Management TIM (utexas Identity Manager) Self-Service EID Webapp Rewrite IAM ID Center ID Photos Applications Rewrite Virtual ID Web Web Hosting Web Hosting & Support Contact Database for WTT Services Web Web Publishing UT CMS - Central Drupal Drupal 6 Templates for Community Web Web Publishing UT CMS - Central Drupal Upgrade UT CMS to Drupal 7, including D7 templates Web Web Publisher Tools & Utilities Web Publisher Tools & Utilities Helix Streaming Server Work Web Websites & Applications Central Websites Offices in UT CMS /11/ Information Technology Services: Applications

27 Improvement Program: TIP Targeting Our Technologies Roadmaps for each Service ASMP implications Standardizing Tools Improving Our Processes Planning and Estimating Traceability and Testing CMMI focus Preparing Our People Roles and Expectation Setting Focused Training Recruitment and Retention 12/11/ Information Technology Services: Applications

28 For more information Contact: Julienne VanDerZiel 12/11/ Information Technology Services: Applications

29 Office 365 Project Document Version 3.0 Prepared by Rich Zoch, ITS Last Edited December 11, 2012 Project Charter Office 365 Project Executive Summary The goal of this project is to determine the impact of implementing Microsoft s Office 365 services at UT Austin and make recommendations. Microsoft s 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 all accessible anywhere from nearly any device. The Office 365 service that will be reviewed and tested by UT Austin for this project is Exchange Online. Business Need and Background The University of Texas System has agreed to a contract with Microsoft that includes the option to use Microsoft s Office 365 services at no additional cost. Included within the Microsoft Office 365 suite of services is Exchange Online and Forefront Online Protection for Exchange (FOPE). Exchange Online is a Microsoft hosted , calendaring and contact management service that may be accessed, from a user s PC, phone and web browser. FOPE is a Microsoft hosted security service that removes spam and viruses from messages. Currently, the Austin Exchange Messaging Service (AEMS) is UT Austin s locally hosted Microsoft Exchange environment. As the AEMS infrastructure will need to be refreshed in FY13-14, ITS would like to see if there is greater value in having Microsoft host the Exchange infrastructure instead of UT Austin. Project Description This project will focus on documenting and testing the migration, administrative functionality, and client features of Office 365 s Exchange Online and FOPE. To accomplish this, ITS will coordinate with Microsoft to determine the best migration strategy for the production AEMS environment, document the differences between the current AEMS environment with Exchange Online and FOPE, and coordinate with the campus to shape UT Austin s adoption strategy for next generation Office 365 services. 1

30 Project Goals There are 3 main areas we need to gather data and make final recommendations on: Office 365 Project Document Version 3.0 Determining the feasibility of migrating all current AEMS accounts to Exchange Online, including folders, calendars, and tasks. Determining the risks associated with a cloud solution for employee and collaboration service such as AEMS. If possible, documenting the most appropriate migration plan for the AEMS service to Office 365 If possible, determining UT Austin s roles and responsibilities for managing AEMS via Office 365 Schedule and Milestones The following is a list of the major project milestones and dates. Milestone/Deliverable Target Date Upgrade AEMS to Exchange 2010 SP2 (pre-requisite for Exchange Online) October 7, 2012 Preliminary Approval from ITS management to proceed October 31, 2012 Initiate Migration Due Diligence assessment (MDD) with Microsoft November 27, 2012 Limited internal testing of Exchange Online (administrative, client, FOPE) December 1, 2012 Delivery of the complete assessment December 20, 2012 Review findings with Legal/Risk Management Offices January 8, 2013 Complete findings and recommendation for governance approval January 10, 2013 Formal recommendation and approval (AIC and OIT) January 14, 2013 Begin the migration of AEMS to Exchange Online and FOPE TBD Complete the migration of AEMS to Exchange Online and FOPE Scope In Scope The following deliverables or tasks are in scope for this project: Office 365 migration guidance and technical recommendations Detailed migration plan for Exchange Online and FOPE Partner with ISO to determine security compliance Partner with ITS Applications to determine accessibility compliance Cost analysis Review of the final SLA with Microsoft 365 (if approved by Governance) High level scoping of on-going operational procedures for Office 365 Out of Scope The following deliverables or tasks are out-of-scope for this project: Migration AEMS into this as a production service Strategy regarding other Office 365 related services (e.g., Sharepoint Online, Lync, SkyDrive) TBD Project Charter 2

31 Office 365 Project Document Version 3.0 Project Management and Governance Time Commit Role Name(s)/Title(s) Responsibilities As Required As Required Executive Sponsor Project steering committee Brad Englert, CIO Huapei Chen - Systems Cam Beasley - ISO TBD - User Services Responsible for the success of the project. Strategic project guidance and validation, management support, and resource allocation. Make final recommendation to the senior staff team..25 Project Manager Rich Zoch ITS Systems Provide project planning, coordination, and the communication strategy. Provide overall status reporting of deliverables to ITS senior staff. Track progress toward completion of the identified project goals..5 Technical Lead Glen Martin ITS Systems Provide technical resources to be utilized for project initiation, planning, design and execution. As Required Technical guidance Joel Wood Microsoft Laura D Antoni Microsoft John Belcher - Microsoft Based on Microsoft s best practices, provide migration recommendations for Office 365 services. As Required Communications TBD Generate documentation and communication..33 Technical Team Doug Bailey, ITS/Systems Larry Liberty, ITS/Systems Charlie Scott, ISO John Gordon, ISO Lewis Phillips, ITS Applications Confirm solution conforms to the standard operation guidelines of campus services. As Required Stakeholder(s) TBD by AIC, if necessary Customers utilizing the chosen solution. Project Facilities and Resources The following facilities and resources will be required for this project. ITS staff resources for planning and documenting the recommendation Vendor resources for documenting migration strategy based on best practices Impact Analysis This project is expected to have the following impacts: Technical feasibility of moving employee service to cloud provider, including cost analysis and risk assessment. Migration approach and efforts required. Project Charter 3

32 Office 365 Project Document Version 3.0 Assumptions The following assumptions have been made for this project: Requirement for all ITS users to participate. Constraints This project has the following constraints: Resource availability will greatly impact the timeline and availability of this new service. Risks This project carries the following risks: It is important that ITS clearly documents the differences between the current AEMS environment and the similar services provided by Office 365. If these differences are not documented appropriately, there may an unexpected impact on departmental business processes. Revision History Version Date Description V 1 10/15/2012 Initial draft completed. V 2 11/19/2012 Updates to timeline and coordination with vendor Signatures Name Role Signature Date Project Charter 4