RESEARCH AND EDUCATIONAL TECHNOLOGY COMMITTEE MEETING AGENDA Thursday, May 17, :00-9:00 a.m. FAC 228D

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1 RESEARCH AND EDUCATIONAL TECHNOLOGY COMMITTEE MEETING AGENDA Thursday, May 17, :00-9:00 a.m. FAC 228D I. Learning Management System (David Moss Dennis Klenk, Mario Guerra) II. My Edu (Brad Englert) III. Cloud File Sharing Task Force (Ryan Baldwin) IV. Teaching and Learning--Preferred Technologies (Discussion) V. Longhorn Innovation Fund for Technology Update (Russ Poldrack)

2 INSTRUCTURE CANVAS LEARNING MANAGEMENT SYSTEM UPDATE MAY 2012 Background The Course & Learning Management System (LMS) evaluation was a collaborative project between the Center for Teaching and Learning (CTL) and Information Technology Services (ITS). The goals of the project were to gather requirements from the university community, conduct a fair and impartial assessment of the options available and recommend a LMS that meet the stated business and technical needs of campus. A Request for Proposal (RFP) was issued in summer 2011, and after careful review and evaluation, the two finalists (Blackboard and Instructure Canvas) were only separated by a few points. As such, the recommendation of the customer steering committee was to move forward with a dual award. Additional information on the evaluation project can be found here: Instructure Canvas Overview Instructure s Canvas is a cloud-based LMS that includes standard course creation and delivery features along with integrated learning objects and mobile applications. It also interoperates with third-party services such as Turnitin, Facebook and Google (including Google Docs, Calendar and YouTube). Functionalities Canvas includes multiple functionalities, including: Administer assignments and quizzes Hold discussion groups Upload/download files Web conferencing Gradebook Create learning outcomes Grade assignments using rubric in SpeedGrader Automatically record outcome achievements Identify at-risk students (learning analytics) Timeline The contract is in the final review phase. Recommendations from the UT System Office of General Counsel are being incorporated into discussions with Instructure. Getting the contract in place is a top priority, as it is a prerequisite for engaging Instructure in substantive planning of the training and implementation. The general timeline targets training and implementation during the late spring and summer, so that Canvas can be ready for a small cross section of courses by the start of the fall 2012 semester. Canvas Use in Fall 2012 Those on campus who have expressed interest in Canvas are being contacted to more specifically identify instructors, courses, and estimated enrollments. Initial interested participants include faculty from College of Liberal Arts, College of Communication, College of Education and School of Law. ITS will continue to support Blackboard 9.1 as it is determined how Canvas improves teaching and learning on campus. Canvas Preview For an early, vendor-supported preview of Canvas and to setup to a sandbox to begin testing features, please visit Contact Information For additional information about the use of Canvas on campus, please contact the implementation team at canvas@utlists.utexas.edu. 1 Instructure Canvas Learning Management System Update May 2012

3 Cloud File Sharing Document Version 1.1 Joe Howe Cloud File Sharing Task Force Chair Last Edited April 12, 2012 Task Force Charter Cloud File Sharing Executive Summary The purpose of the task force is to accelerate the requirements analysis, review, and large scale pilot implementation of the Box solution provided via the Internet2 Net+ service offering. The task force will also provide requirements and analysis to inform future reviews of cloud file sharing services. 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 does violate existing policies that govern the use and protection of the University s data. In late 2011, Box and internet2 announced plans to offer a hosted cloud file sharing service focused on higher education for the technology, security, and contract language. This effort has continued to progress and will be available very soon. An informal pilot was already underway on the UT campus. Project Description The task force will define the requirements needed to provide a cloud-based file sharing service to the UT campus that also complies with existing University policies. Next, the group will coordinate the evaluation of the Box service for campus, comparing it to the requirements. The final document will also serve as the framework for other cloud file sharing services investigated by campus. The effort will be supported by guidelines and best practices derived from campus, business, research, and teaching use cases and industry trends. The task force will incorporate anticipated resources, budgets, infrastructure, and workforce needs of campus into the process. 1

4 Cloud File Sharing Document Version 1.1 Task Force Goals The goals of the task force are: Identify Use Cases and Requirements Identify use cases and requirements for UT and cloud-based file sharing on campus Benchmark current efforts at other leading universities focused on early adopters of Box Review of Box and Similar Services Systemic review of the Box service based on UT requirements including gathering specific feedback on Box from key technical and non-technical users Basic review of other leading cloud file sharing services based on UT requirements Provide final report with recommendation including Box assessment and framework for reviewing potential options in the future Resources, Support and Future Options Draft resources, budgets, infrastructure, and support needs to offer a cloud based file sharing service 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 Schedule and Milestones Milestone/Deliverable Identify use cases and requirements for cloud-based file sharing on campus Benchmark current efforts at other leading universities, focused on the early adopters of Box Systemic review of the Box service based on UT requirements including gathering specific feedback on Box from key technical and non-technical users Basic review of other leading cloud file sharing services based on UT requirements Provide final report with recommendation including Box assessment and framework for reviewing potential options in the future Draft resources, budgets, infrastructure, and support needs to offer a cloud based file sharing service 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 Target Date 3/30/12 4/13/12 4/13/12 4/13/12 4/20/12 4/20/12 5/4/12 Scope The task force will work to quickly assess the UT use cases and requirements for a cloud file sharing service, coordinate a hands-on review of the Box service and identify resources required to pilot the Task Force Charter 2

5 Cloud File Sharing Document Version 1.1 service on a larger scale. This information will also be useful in future reviews of cloud file sharing services In Scope Items that are in scope include multi-year budget projections, anticipated security measures, anticipated infrastructure requirements and resources, anticipated workforce requirements. Existing UT services like Webspace will also be considered in the use case review. Out of Scope Out of scope items include transitioning/decommissioning Webspace, identifying funding options, coordinating the actual implementation of a service and performing in depth reviews of other options besides Box. Some of these may require convening a new group to focus on that issue. In addition, the best practices and guidelines work from the Cloud Computing Best Practices Task Force will be leveraged where possible. The functions already assigned to that group will be out of scope for this task force. Task Force Management and Governance The cloud-based file sharing strategy falls under the auspices of the Architecture and Infrastructure Committee. 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 sharing collaboration documents Impact Analysis Impact analysis will be developed in tandem with the work of this task force. Task Force Charter 3

6 Cloud File Sharing Document Version 1.1 Assumptions Assumptions will be developed in conjunction with the work of this task force. 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 strategy for campus. Risks The largest risk for the project will be getting good data in a limited amount of time. Focus must be maintained on the goals of this task force and not on the numerous other components of the final implementation and endless possibilities. Due to the short time frame, it is critical to have a good information and feedback gathering plan, targeting the right people with the right questions. Revision History Version Date Description V 1 2/8/2012 Initial draft completed V 1.1 3/14/2012 Revised draft, focused on current Box opportunity Signatures Name Role Signature Date Ryan Baldwin AIC Chair and Infrastructure R&E Committee Member AIC Committee Member BSC Committee Member Cam Beasley (or his delegate) William Green (or his delegate) Pei Chen (or her delegate) Undergraduate Student Graduate Student Research Infrastructure Business Information Security Networking Systems Student Student Task Force Charter 4

7 Cloud File Sharing Task Force Summary of Recommendation The Cloud File Sharing Task Force recommends moving quickly forward with the Box service via Internet2 for both individual allocations and departmental folders. In order to spur rapid adoption, the Box offering should offer substantial benefits over other incumbent solutions such as Dropbox. To reduce the startup cost, Box should be approached about a reduced contract for the first year while UT develops and promotes the service. Negotiations with Box should address accessibility concerns, enterprise authentication challenges and user feature gaps. Once a Box solution is in place the existing Webspace service should be actively decommissioned In addition to a Box solution, the upcoming Google Drive offering for higher education should be watched closely as a potential solution to augment Box, especially for undergraduate students. Background The use of cloud-based file sharing services such as Dropbox has increased significantly in an ad-hoc fashion across campus. The use of these services for University business can and in some circumstances does violate University policies. Over the last year, two potential cloud based solutions to this predicament have developed - Box (via Internet2) and Google Drive (to be released as part of UT s Google Apps for Education). In March, the Architecture and Infrastructure Committee launched the Cloud File Sharing Task Force to (1) Identify Use Cases and Requirements, (2) Review of Box and Similar Services, and (3) Identify Resources, Support and Future Options. Box is a mature company offering enterprise cloud file sharing with competitive features like mobile access, sync, and collaboration. The Internet2 agreement provides reduced pricing, robust security, and a university focused contract. Drivers of Change 1. Current use of Unapproved Services by many faculty and staff potentially involving sensitive data 2. UT file sharing services like Webspace are cumbersome and lack modern features Challenges and Opportunities 1. Accessibility Box is aware of gaps and is working on fixing them but has not made significant progress. 2. Enterprise Integration a few challenges have been identified with using the authentication mechanisms offered by Box. Integration appears feasible but will require planning, effort, and possibly adjustments by Box. 3. Rapid Timeline Staging for a Fall 2012 launch, even a soft launch, provides a short timeframe for developing the support processes and provisioning interfaces needed for deployment to individuals and departments. 4. Current use of Dropbox Many at UT have already started using Dropbox and appear pleased with the service. Any UT offering should have comparable features and space. 5. Uncertainty of Google Drive The availability and cost of Google Drive make it worth evaluating as details emerge. There are still significant questions with use of the Google Drive including security, accessibility compliance, enterprise management, scaling storage allocations, and usage by departments 5/10/2012 Additional Background, details and findings are available in the Cloud File Sharing Task Force Report

8 Future Technology in Support of Teaching & Learning Interfaces Course Resources (Textbook Content, Library Material) Electronic Identification (EID) OLI Student Information Systems (SIS) Quest Human Resource Management System (HRMS) Social Media (Twitter, Facebook, Skype) Facilitates peer instruction, sharing and collaboration Google Apps for Education CANVAS Learning Management System Classroom Response System(s) itunes U Lecture Capture (Media Site, ECHO 360) Learning Analytics System Person (student, professor, advisor) Course College Institution Authoring Tools Course modules Quizzes Feedback systems Adobe Connect Video Snippets Plug-ins which enable flexibility for teaching & learning Version 2.1 April 2012