Western Washingtn Mves t the Clud Executive Summary WWU has the pprtunity t mve significant prtins f ur Exchange email t the clud, it ffers significant advantages and is cnsistent with recmmendatins made t the COP fr cllabratin amng Washingtn s higher educatin institutins. T license all Western emplyees, n ging funding f $135,000 is requested. ($195,000 less $60,000 [eliminate psitin in ITS]). Discussin The Washingtn Higher Educatin Technlgy Cnsrtium (WHETC), cnsisting f technlgy representatives frm all six fur year universities, the SBTCC, and the COP, has made the recmmendatin that all schls mve t Office 365 fr email and applicatins in the clud. This is cnsistent with legislative desire fr mre efficient peratins and mre cllabratin amng HE institutins. The prduct will be available this summer and schls will implement ver the next year r tw. Western prpses t mve student email as sn as the prduct is available and faculty/staff email prir t fall term if timing allws. Benefits: Email, Calendar, and Cntacts are hsted n remte Exchange servers with disaster recvery capability. Capacity is expanded t 25 GB (25 times ur current capacity) with a 25 MB attachment size. Access is thrugh current clients r thrugh the web. Built in antivirus and anti spam filters prtect the mailbxes. Unlimited telephne supprt 24/7 is ffered fr first tier prblems. Cnferencing, Instant Messaging, and Presence will allw faculty t cnduct nline classes, recrd them and share with thers fr playback at anytime, nline r ffline. Presence infrmatin allws user t knw wh is nline and available. Vide and vice chat is ffered including applicatin and desktp sharing. Online SharePint is ffered t allw class and grup sites t be created t share dcuments and infrmatin. Cllabratin is enhanced by allwing peple t wrk tgether n prjects in real time. Office Web Apps allws the viewing, editing, and sharing f Wrd, Excel, PwerPint, and OneNte files by individuals and grups frm any cmputer cnnected t the Internet. In additin, ptins are available t include Vicemail, Advanced Archive Capability (unlimited mailbx size), Access & Excel Frms with Visi Services, Office Pr Plus sftware and Hme Use Rights fr up t 5 cmputers. The final ptin wuld be Vice ver IP hsted by Micrsft. Our recmmendatin is t begin with the basic plan (A2) this summer at n cst and then mve faculty/staff t plan A3 the summer f 2013 r earlier if funding allws. Plan A3 ffers significant advantage fr bth the individual (Office & Hme Use) and the institutin (replacement f ur bslete vicemail system and mre advanced archiving fr public recrds and requests. It will prvide the quicker return n investment and ffer
substantially expanded capabilities. We will als have the pprtunity t add alumni email t the Exchange Online Plan at n cst. There are three plans available:
Return n Investment Because this represents an expansin f capabilities, much f the ROI will cme frm increased prductivity. Hwever we will be able t reduce ur staff by 1 FTE thus saving $60,000 in n ging funding. Further savings will be realized by the eliminatin f future capital purchases fr equipment. Frrester Research interviewed Office 365 cmpanies and reprted the fllwing benefits (we are NOT claiming the ROI numbers illustrated, we have highlighted thse that will be f benefit t Western): Benefits. The cmpsite rganizatin experienced the fllwing benefits (the first ten are included in the ROI analysis) that represent benefits experienced by the interviewed cmpanies: Eliminated hardware. As a clud slutin, Office 365 largely eliminates the need fr installing and managing any hardware. Over three years, mre than $217,000 t purchase and hst Exchange, SharePint, and Lync servers, alng with strage, are eliminated. This includes the primary facility as well as a limited backup capability. Web cnferencing savings. Office 365 includes Micrsft Lync Online, a full feature web cnferencing slutin. Lync will replace much f the use f an existing web cnferencing slutin, saving $150,000 ver three years. Telecnferencing savings. In additin t a web cnferencing slutin, the cmpsite rganizatin als has a traditinal, phne based telecnferencing slutin. The usage f this slutin is reduced as mre internal cnference calls are cmpleted using the Lync nline slutin. This amunts t $72,000 ver three years. Enterprise Agreement (EA) licenses substituted with Office 365 subscriptin. Full, n premises, EA licenses are substituted with the Office 365 subscriptins alng with Cre CAL Bridge fr Office 365 and Windws Sftware Assurance. Sme rganizatins may find the mve frm capex t pex beneficial. Over the three year perid, nearly $477,000 in EA licenses are substituted. This benefit is a partial ffset fr the Micrsft Subscriptin and License csts described later in the study, and are included s that nly the net increase in csts are factred int the ROI analysis. This des nt represent any type f discunt r a reductin in the ttal csts paid t Micrsft. Avided n premises implementatin labr. The time required t implement Office 365 is typically less than fr a cmparable n premises installatin. Apprximately $63,000, in n premises implementatin csts was avided. Reduced IT supprt effrt. Office 365 eliminates the need t manage hardware as described abve and greatly reduces the effrt t manage applicatins. In the Office 365 mdel, Micrsft prvides a help desk service, which als eliminates sme third tier help desk activity. The cmpsite rganizatin was able t reassign IT supprt and help desk resurces, saving $525,000 ver three years. Reduced travel csts and crrespnding CO2 emissins. The Lync Online slutin, alng with ther cllabratin and prductivity tls in Office 365, reduces the need fr face t face meetings bth with custmers and internally. Mre than $993,000 is saved, and the crrespnding CO2 reductin frm air travel is 238,000 kilgrams. Knwledge wrker prductivity gain. The 2010 slutin suite cnsisting f Exchange Online, Lync Online, SharePint Online, and Office Prfessinal Plus delivers substantial prductivity benefits t all knwledge wrkers. This is largely attributable t imprved cmmunicatin and
knwledge sharing. This benefit is similar in nature fr bth the nline Office 365 slutin and the n premises versins. $4,380,000 in prductivity gains are realized ver the life f the study. Mbile wrker incremental prductivity gain. In additin t the general prductivity gain described abve, Office 365 delivers incremental prductivity gains fr mbile wrkers wh have better access t IT resurces and dcuments while traveling. This cvers 250 senir cnsultants and salespeple and results in apprximately a $956,000 prductivity gain ver three years. Imprved/latest functinality and ease f upgrade (nnquantified). Office 365 makes the latest features and functinality available withut the need fr the IT department t cmplete any upgrades. Users will see additinal benefits frm earlier availability f these features. Better user experience (nnquantified). Office 365 delivers better user experiences by prviding imprved access fr wrking utside f the ffice, larger mailbx sizes, and easier cllabratin with custmers. Imprved IT security (nnquantified). Office 365 can prvide better IT security because all patching and updates are dne by Micrsft as sn as available. Additinally, Micrsft may prvide better encryptin and authenticatin than a cmpany s previus n premises slutin. Imprved archiving and cmpliance (nnquantified). Office 365 can imprve archiving by eliminating lcal Outlk.PST files fr email and by centralizing dcument strage in SharePint flders. This simplifies and quickens discvery and cmpliance activities. Imprved availability and disaster recvery (nnquantified). Office 365 ffers full gegraphic redundancy f data strage and enables users t access their infrmatin frm anywhere. Additinally, Micrsft prvides a 99.9% uptime service level agreement (SLA) fr all cmpnents f Office 365. Readers shuld take int cnsideratin the cst f failure t their rganizatin when evaluating the value f imprved availability and disaster recvery. Enabled mixed n premises/clud hybrid slutins (nnquantified). Office 365 supprts hybrid slutins in which sme cmpnents and/r users are hsted n premises and thers in the clud. This allws greater flexibility t realize cst savings in sme areas withut giving up functinality frm highly custmized applicatins. Several f the custmers interviewed indicated that they wuld be pursuing a hybrid slutin, especially fr SharePint.
WESTERN WASHINGTON UNIVERSITY 2013-15 Biennial Operating Budget Request (Part A) Initiative Title: Western Washingtn Mves t the Clud Planning Unit:Academic Affairs Planning Unit Pririty: 2013-14 2014-15 2013-15 RESOURCES Fund 001, General Fund - State $135,000 $135,000 $270,000 Fund 149, Tuitin Operating Fees $0 $0 $0 Fund XX, Other Surces $0 $0 $0 Ttal Resurces $135,000 $135,000 $270,000 USES (EXPENDITURES) Faculty Tenure/Tenure-Track $0 $0 $0 Faculty Nn Tenure-Track $0 $0 $0 Graduate Teaching/Research Assistants $0 $0 $0 Exempt Prfessinal $0 $0 $0 Classified $0 $0 $0 Salaries and Wages - Ttal $0 $0 $0 Emplyee Benefits $0 $0 $0 Gds and Services $135,000 $135,000 $270,000 Equipment $0 $0 $0 Ttal Expenditures $135,000 $135,000 $270,000 STAFFING FTE Faculty 0.00 0.00 Graduate Teaching /Research Assistants 0.00 0.00 Exempt Prfessinal 0.00 0.00 Classified 0.00 0.00 Ttal FTE 0.00 0.00
Web Develpment the Next Steps Significant prgress has been made n the redesign f the Western Washingtn University hme page. The ATUS Web Services team has wrked hard in cllabratin with the University Cmmunicatins team and individuals frm the Library, Admissins, as well as faculty frm ur Design Prgram and student interns t prduce the current designs. As we have seen thrugh the infrmatin architecture and design prtins f the prject, the result has been a truly dramatic verhaul f ur website that will be utward facing and marketing riented. Even as we begin the final implementatin, we need t turn ur attentin t next steps t cntinue t maintain and enhance ur presence n the web and ur ability t cmmunicate effectively t ur cnstituents bth internally and externally. We have develped the apprpriate synergy between Web Services and University Cmmunicatins as we mve frward int wrking relatinship with University Cmmunicatins. Mving frward, University Cmmunicatins will prvide the cntent and sme design develpment fr ur hme page and Web Services will prvide the technical and cntent management fr the vast amunt f infrmatin available thrugh ur website. We fully expect the cllabratin between these grups and thers t cntinue. Even with this cllabratin and synergy, there is still mre wrk than can be accmplished by these grups and there are new initiatives that must be undertaken bth fr regulatry needs and t keep ur web presence fresh and useful t prspective students and ther internal and external cnstituents. ATUS received 0.5 base funding and 0.5 ne time funding fr Blackbard Web Systems Analyst in 2011 12. This psitin is critical t the peratin f ur Learning Management System. This request is fr permanent funding. ATUS received n time funding fr a 1.0 FTE Web Systems Develper with a departmental fcus fr the 2010 12 perid. This request is fr permanent funding. T meet future gals fr web presence and mbile applicatins we prpse cnsideratin f adding persnnel t this team in the fllwing areas (in pririty rder): Web Systems Analyst with a fcus n Blackbard supprt, an additinal 0.5 FTE This psitin currently exists but is nly funded 0.5 FTE base and needs the additinal funding t bring t 1.0 FTE. Last year 3,558 curses used Blackbard fr sme prtin f the Learning Management Suite with ver 90,000 student enrllments in thse curses. With this level f use and the expected expansin f ff campus curses via Extended Educatin, this psitin must be full time. When there are ebbs in the wrklad, the psitin des assist the web team just as they assist with Blackbard supprt at peak times. Withut this psitin the webmaster wuld need t take n respnsibilities that wuld distract frm ur hme page effrts. Web Systems Develper with a fcus n department websites and ADA accessibility 1.0 FTE Federal law requires that entities receiving federal funding must have ADA Cmpliant websites as part f prviding equal access t prgrams, services and activities. Recently the Natinal Federatin f the Blind has been actively assisting students in bringing lawsuits against universities fr failure t prvide accessibility t web based infrmatin and applicatins. While WWU has made prgress twards cmpliance, ur departments need significant assistance in bringing their websites bth up t the standard f ur new design and t the apprpriate standard fr ADA cmpliance. This psitin culd assist in bth areas. Page 1
Shrt term deliverables: Develp and disseminate a new simple university template t departments currently n the ld university template Evaluate and assure ADA cmpliance f new hme page and initial Drupal sites Select departmental early adpters fr transitin t a Drupal template, develp and deliver training fr use f Drupal templates Evaluate ADA issues in nn cmpliant (nn university template sites) areas and transitin t Drupal r static templates fr ADA cmpliance Lng term deliverables: Cntinued assistance t departments in develping and prductin f their websites. Cntinued evaluatin and refinement f ADA cmpliance ver the entire WWU site. Assistance as needed in cntinual refreshing f WWU website. Web Systems Analyst with a fcus n mbile web and mbile apps. 1.0 FTE Mbile technlgy cntinues t evlve at an ever increasing rate, and the adptin rate f smartphne and tablets is quite high in ur target audience f yung adults. While the revisin f ur website was needed, we cannt expect a cntent rich website t be the experience we want t prvide n a mbile device. We need t wrk n mbile applicatins that bth prvide infrmatin and allw students t d. Mbile apps shuld nt be a static representatin f a website but rather a place where a student can register fr classes, dwnlad a pdcast f a lecture, view their grades, etc. This psitin wuld fcus n develpment f apps fr the tw mst cmmn mbile perating systems and help ur team build a rbust mbile website accessible by any mbile device with a web brwser. Shrt term deliverables: Assure rll ut f mbile Learn mdule fr the Blackbard learning management Evaluate and develp candidate applicatins fr mbile web develpment vs. true mbile apps Gather data t supprt a selectin f 3 5 mst needed and urgent mbile applicatins (registratin, payment, applicatin, etc) and evaluate current vendr fferings vs. develpment Implement r develp selected apps Lng term deliverables: Cntinued develpment f mbile web sites fr university and departmental sites. Cntinued develpment f web applicatins. Cntinued refinement and develpment f mbile apps. With the additin f these critical psitins, we believe that we can cntinue the trajectry established by the Web Redesign prject. We will be able t prvide needed help t departments with their web sites, cmpliance with federal law, and expansin f ur use f the web fr mbile technlgy; all at the level demanded by ur cnstituents and t validate ur character traits, supprt the reasns t believe, and t demnstrate that Western is a leader in active learning, critical thinking and scietal prblem slving. Page 2
WESTERN WASHINGTON UNIVERSITY 2013-15 Biennial Operating Budget Request (Part A) Initiative Title: Web Develpment Next Steps Planning Unit:Academic Affairs Planning Unit Pririty: 2013-14 2014-15 2013-15 RESOURCES Fund 001, General Fund - State $0 $155,000 $250,000 Fund 149, Tuitin Operating Fees $0 $0 $0 Fund XX, Other Surces $0 $0 $0 Ttal Resurces $0 $155,000 $250,000 USES (EXPENDITURES) Faculty Tenure/Tenure-Track $0 $0 $0 Faculty Nn Tenure-Track $0 $0 $0 Graduate Teaching/Research Assistants $0 $0 $0 Exempt Prfessinal $0 $0 $0 Classified $95,000 $155,000 $250,000 Salaries and Wages - Ttal $95,000 $155,000 $250,000 Emplyee Benefits $0 $0 $0 Gds and Services -$95,000 $0 $0 Equipment $0 $0 $0 Ttal Expenditures $0 $155,000 $250,000 STAFFING FTE Faculty 0.00 0.00 Graduate Teaching /Research Assistants 0.00 0.00 Exempt Prfessinal 0.00 0.00 Classified 1.50 2.50 Ttal FTE 1.50 2.50
Infrmatin Security Officer 2013 14 The Security Audit perfrmed by LBL Technlgies had a significant number f recmmendatins with a "high" pririty level. Many f these have been cmpleted and wrk is in prgress t remediate remaining issues. Fr example: Our Netwrk Infrastructure Prject allwed us t purchase new Intrusin Detectin /Prtectin Systems (IDS/IPS) that are apprpriately sized fr ur bandwidth. The prject als reinfrced ur Firewall capacity. We received minr capital prject funding in t address infrastructure imprvements t ur data center. These changes prvide the extra remediatin recmmended in the reprt such as additinal water detectrs, better pwer and cling capacity and earthquake resistant racks. We have requested capital funding in fr upgrading ur wireless netwrk which will address the cncerns raised abut wireless security. Hwever we will als take remedial actin with the current wireless infrastructure. A recmmendatin nt addressed due t the decline in state resurces and the pr active realignment f staff duties was the need fr and Infrmatin Security fficer. Recent events have reinfrced the need t have a dedicated persn t infrmatin security. Infrmatin Security Officer $110,000.00 plus benefits n ging funding fr an Infrmatin Security Officer in ITS. A persn in this rle will be able t help us address many f the items in the audit related t plicy develpment, training and review in each categry f the audit. $5,000.00 n ging fr security training and certificatin needs. $80,000.00 ne time and $15,000 n ging fr data security and metric devices. The recmmendatin fr develping metrics wuld be greatly assisted with sftware and hardware tls. The Security Officer psitin wuld address these audit tpics: Data Integrity & Security The recmmendatins in this area wuld be verseen by the Infrmatin Security Officer. Recmmendatin fr email cnslidatin wuld need bth versight and the ptential centralizatin f service. This prject is prpsed in the request Western Mve t the Clud. Infrastructure Testing equipment fr this area is included in the Gvernance sectin abve. Authenticatin, Authrizatin, and Identity Management Recmmendatins in this area include centralized authenticatin, authrizatin and identity management. Scial Engineering Recmmendatins in this area can be part f the Infrmatin Security Officer's respnsibility in cnjunctin with Human Resurces training prgrams.
WESTERN WASHINGTON UNIVERSITY 2013-15 Biennial Operating Budget Request (Part A) Initiative Title: Infrmatin Security Officer Planning Unit:Academic Affairs Planning Unit Pririty: 2013-14 2014-15 2013-15 RESOURCES Fund 001, General Fund - State $110,000 $130,000 $340,000 Fund 149, Tuitin Operating Fees $0 $0 $0 Fund XX, Other Surces $0 $0 $0 Ttal Resurces $110,000 $130,000 $340,000 USES (EXPENDITURES) Faculty Tenure/Tenure-Track $0 $0 $0 Faculty Nn Tenure-Track $0 $0 $0 Graduate Teaching/Research Assistants $0 $0 $0 Exempt Prfessinal $110,000 $110,000 $220,000 Classified $0 $0 $0 Salaries and Wages - Ttal $110,000 $110,000 $220,000 Emplyee Benefits $0 $0 $0 Gds and Services $0 $20,000 $120,000 Equipment $0 $0 $0 Ttal Expenditures $110,000 $130,000 $340,000 STAFFING FTE Faculty 0.00 0.00 Graduate Teaching /Research Assistants 0.00 0.00 Exempt Prfessinal 1.00 1.00 Classified 0.00 0.00 Ttal FTE 1.00 1.00