I. Administrative Systems Master Plan Update (Mary Knight)

Transcription

1 ARCHITECTURE & INFRASTRUCTURE COMMITTEE MEETING AGENDA FRIDAY, February 10, :00-10:30 AM I. Administrative Systems Master Plan Update (Mary Knight) II. Cloud File Sharing Task Force Update (Ryan Baldwin) III. Data Storage Update (Huapei Chen) IV. UMBS Retirement Update (Huapei Chen) V. UTbackup Update (Mark Jacaman) VI. ITS Printing Update (Mark Jacaman) VII. VOIP Update (William Green) VIII. Network Building Report Card Update (William Green) IX. Core Network Upgrade Update (William Green) X. Review and Update

2 Ryan Baldwin, AIC Chair Last Edited February 9, 2012 Task Force Charter Cloud File Sharing Executive Summary Cloud file sharing strategy will provide the functional requirements needed to provide a cloud-based file sharing service to the UT campus that also complies with existing University policies. Business Need and Background The use of cloud-based file sharing services such as Dropbox has increased significantly over the past 3 years. With features like synchronization of files to multiple computers, sharing files with others via shared folders or web links, and integration with mobile software, it is easy to see why this type of service has grown in popularity so quickly. The use of these services for University business can and in some circumstances violate existing policies that govern the use and protection of the University s data. To prepare for, set expectations for, and maximize the potential of cloud-based file sharing, a strategy will be developed. That strategy will be based on existing and anticipated use cases and will address the cloud-based file sharing demands campus will be expected to meet in the near future. Project Description The purpose of a cloud-based file sharing strategy is to provide a central point of information and contact for policies and procedures for various units across campus to develop, adopt, and address increasing growth in the use of cloud-based file sharing. The goal of the strategy is to help define and enhance the framework and building blocks from which the potential of cloud-based file sharing 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. The strategy will be supported by guidelines and best practices derived from business, research, and teaching use cases and industry trends. The outcomes of this task force include a strategy for maximizing the potential of cloud-based file sharing on campus, a resources repository of best practices for cloud-based file sharing, and a set of policies to support the future of cloud-based file sharing along with recommended next steps for strategy implementation. That strategy will include anticipated resources, budgets, infrastructure, and workforce needs of campus. 1

3 Task Force Goals The goals of the task force are to (in order of strategy development): Identify business drivers for cloud-based file sharing usage Identify use cases for cloud-based file sharing on campus Identify best practices and future trends for use of cloud-based file sharing in the classroom, in research, in business operations, and engaging in campus life Identify resources, budgets, infrastructure, and workforce needs to support cloud-based file sharing strategy Develop a resource set of best practices for using cloud-based file sharing Develop policies and policy recommendations for cloud-based file sharing use on campus Develop a cloud-based file sharing strategy that will provide the policies and best practices for maximizing the potential of this type of service. Schedule and Milestones Milestone/Deliverable Business Drivers for Cloud-based File Sharing Usage Use Case Survey Use Case Interviews University Network Requirement Projections 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) Governance Review of Data Strategy Communication Plan Development Best Practices Repository Governance Review of Strategy Cloud-based File Sharing Strategy Publication Target Date February June July Scope The cloud-based file sharing strategy will address the networking, security, infrastructure, support and workforce that may be affected by cloud-based file sharing use and presence on campus. Associated policies will also address data sharing on campus and the guidelines for cloud-based file sharing. In Scope Items that are in scope include multi-year budget projections, anticipated security measures, anticipated infrastructure requirements and resources, anticipated workforce requirements, policies and strategic goals for enhancing cloud-based file sharing. Additionally, the task force will compile a set of best practices for cloud-based file sharing. Task Force Charter 2

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 cloud-based file sharing. It is not to make specific recommendations about any one item to which cloud-based file sharing might apply. Task Force Management and Governance The cloud-based file sharing strategy falls under the auspices of the Architecture and Infrastructure Committee. A task force is currently under construction to develop the cloud-based file sharing strategy. (Table to be developed in tandem with the cloud file sharing strategy task force) Role Name(s)/Title(s) Responsibilities Executive Sponsor(s) Brad Englert/Chief Information Officer Project Manager Technical Lead Project Team Information Security Officer Stakeholder(s) Ryan Baldwin/AIC Committee Chair Project Facilities and Resources To develop the cloud-based file sharing 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 Impact Analysis Impact analysis will be developed in tandem with the cloud-based file sharing strategy. Assumptions Assumptions will be developed in conjunction with the cloud-based file sharing strategy. 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, and best practices will be used to make a generalized Task Force Charter 3

5 strategy for campus. Additionally, budget guidelines and considerations will be developed in consultation with University purchasing. Cloud File Sharing 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 for the strategy will be developed to ensure broad participation and representation that will aid in adoption. Revision History Version Date Description V 1 2/8/2012 Initial draft completed Signatures Name Role Signature Date Ryan Baldwin AIC Chair and Infrastructure R&E Committee AIC Committee BSC Committee Cam Beasley (or his delegate) William Green (or his delegate) Pei Chen (or her delegate) Undergraduate Graduate Research Infrastructure Business Information Security Networking Systems Task Force Charter 4