Project Charter. Secure Message System Upgrade

Transcription

1 Prepared by Cooper Henson, ITS Last Edited March 24, 2014 Project Charter Secure Message System Executive Summary The Secure Message System provides authorized employees in The University of Texas System with a way to transmit sensitive messages and data securely to anyone who can log in to UT Direct using a UT EID and password. In addition to being available only to authorized recipients, these secure messages expire after a specified period of time, so that old sensitive information does not remain available indefinitely. The Secure Message System was designed primarily to safeguard the personal information of people or entities doing business with the UT System. Sensitive personal information may be required for some official transactions paying tuition or fees, for example. The Secure Message System also provides authorized staff with a way to administer secure messages. For example, you can extend the expiration date of a message you have sent (within limits) or delegate the authority to manage a message to other people. You can send attachments in a secure message, and these attachments are also handled securely. The existing Secure Message System is difficult to use and lacks many of the functionalities desired by the users. Therefore, an upgrade of the Secure Messaging System was recommended by the Administrative IT Leaders group. The Customer Steering Committee for the Secure Message System project has selected Cisco/Ironport Encryption with Data Loss Prevention as the replacement for the current Secure Message System. Business Need and Background Secure Messaging allows users with a high-assurance EID to transmit messages which may not be sent in an , usually due to security or legal restrictions. The existing system is difficult to use and provides no Reply To functionality. Sending messages requires specific non-standard rules for message formatting, and error handling is not user-friendly. Finally, although tracking and reporting of secure messages is provided, users have asked that this tracking and reporting be enhanced. An upgrade of the Secure Messaging system was prioritized by the Administrative IT Leaders group for implementation in FY Project Description and Scope This project will implement a secure messaging solution to enhance the user experience and provide an enhanced feature set (detailed below). Page 1 of 6

2 In order to accomplish this, we will consider several solutions (including 3 rd party solutions) and compare them against a set of requirements for secure messaging on campus. After this comparison, we will make a decision to implement the appropriate solution that meets the needs of our users. This project will also lay out detailed lifecycle management plans that include the retirement of the existing customized solution as well as the plan for adopting the new system. Cooperation between ITS Applications and ITS Systems will be necessary to implement the proposed solution. ITS User Services will provide Tier 1 support for the new system. In scope: Collect user data re: the desired user experience for secure messaging (web-based or client-based interface) Defining requirements for the solution Investigate possible solutions (including 3 rd party solutions) and compare features against defined requirements Selection and implementation of a solution Creating User Services and maintenance/stewardship processes and documents Communicating with and training end users Accessibility and Usability testing Security testing Provide a programmatic interface (API) for sending secure message. Retire obsolete SMS code Project Goals Goals of this project include the following: (1) Enhance the user experience related to sending and reading secure messages (2) Enhance the features provided by the system, including, but not limited to, Project Charter Page 2 of 6

3 a. Enhancing allowed message formatting to include HTML and other generally acceptable message formats, b. Increasing the number of recipients allowed per message, c. Making it easier to send and read messages, d. Adding secure reply to functionality, e. Enhancing tracking and reporting functionality, (3) Develop support processes for maintenance of the system, and (4) Ensure that solution meets all accessibility, legal and security requirements This project will follow the ITS project management framework and will be steered by the Customer Steering Committee. The ITS Applications ERP Support team and ITS Systems staff will execute the project. Project Schedule Milestone Due Date Project Charter Approval 6/5/13 Requirements Approval 11/8/13 Compare solutions against requirements 1/31/14 Select solution 1/31/14 Planning Phase complete 2/28/14 Design Phase complete 4/11/14 Build Phase complete 5/28/14 Test Phase complete 8/8/14 Train Phase complete 8/21/14 Solution implemented and configured 9/1/14 Retire old system 9/2/14 Project Charter Page 3 of 6

4 Project Management and Governance Role Name(s)/Title(s) Responsibilities Sponsor(s) Technical Lead(s) Information Security Officer Julienne VanDerZiel (ITS Applications) Don Nash (ITS Systems) Cam Beasley (ISO) Ensures the relevance of the product Project decision point approvals Project completion sign off Product implementation Technical development/customization Process testing and review User documentation Security audit/review Process testing and review Project Manager Cooper Henson (ITS Applications) Project planning Project documentation Internal project communication Resource planning Process testing and review Communication to internal and external customers Project Charter Page 4 of 6

5 Role Name(s)/Title(s) Responsibilities Stakeholder(s) Scott Mueller (ITS Systems), Janeka Rector (Development Office), Edmara Cavalcanti Reid (University Extension) Jason Ragland (ISO), Eric Hofstetter (ITS User Services) Requirements Definition Product review and selection Input and User Acceptance Business Analyst TBD Project Planning Project Communications Requirements Analysis Solutions Analysis User documentation Testing Project Facilities and Resources The project may require hardware purchases, and will require reources skilled in secure messaging platforms and solutions. The project should provide 24/365 availability. The project will require the participation of functional testers to help test the proposed solution. Impact Analysis This project will have an impact on any user of the Secure Messaging System and recipients. Assumptions Changes to the following assumptions could significantly impact cost and/or timeline for this project: There will be enough ITS resources available to successfully execute this project. Either a third party solution or an enhancement to the existing solution will be able to meet all the requirements defined by the stakeholders Project Charter Page 5 of 6

6 Constraints The following constraints may affect analysis, design and implementation decisions for this project: Secure messages must be sent through both a user-facing and programmatic interface Risks There is a risk that assurances from the vendor concerning requirements matching may prove inaccurate. There is a risk that ERPS resources do not have the skillset to effectively implement the solution. Revision History Version Date Updater Name Description V 1 November Cooper Henson Initial draft completed 2011 V 1.1 November 2011 Cooper Henson Added additional enhancements to project proposal V 1.2 November Cooper Henson Final Edits 2011 V 1.3 June 2012 Cooper Henson Re-baselined project due to loss of resources V 1.4 May 2013 Cooper Henson Revised milestone dates for new project kickoff V 1.5 May 2013 Swetha K Seshadri The new template for Project Charter was completed V 1.6 May 2013 Cooper Henson Updated charter using new document format V 2.0 January Cooper Henson Updated charter to add solution selection Added dates to schedule Signatures Name Role Signature Date Project Charter Page 6 of 6