An Exploration: Moving Your Enterprise

to a Cloud Collaboration Thomas Danford | Tennessee Board of Regents

Fred Lewis | Northeast State Community College

May 31, 2012

#DISC22

AGENDA

This is a Discussion Session

Some background

Discussions

The economies of scale in collaboration

Tangible benefits #DISC22A

Pros & cons #DISC22B

Staff & management concerns #DISC22C

Roadmap items #DISC22D

(Already hosting, Considering Hosting, Corporate Sponsors)

ABOUT THE TENNESSEE BOARD OF REGENTS &

NORTHEAST STATE COMMUNITY COLLEGE

Tennessee Board of Regents (TBR)

Public post-secondary education system est.1972

6 universities, 13 community colleges and 27 technology

centers with programs in 90 of Tennessee’s 95 counties

200K+ Students, 14K+ employees, and a budget in

excess of $2.4B

Northeast State Community College

Founded in 1966 and under the governance of the TBR

since 1983

Enrollment of 6,775 students

A HISTORY OF BOTH COLLABORATION AND

CLOUD COMPUTING

Collaboration

Online Degree Program (RODP)

System Maintenance Office (SMO) & DBA Collaborative

Business Intelligence (BI)

Cloud (Hosting) Computing

Learning Management Systems

Self Hosted (WebCT at UoM)

Commercial (D2L)

Most recently Administrative …

In the State of Tennessee’s Data Center

Other

COLLABORATIVE “CLOUD” COMPUTING

Economies of Scale $

TANGIBLE BENEFITS (TIER 4)? #DISC22A

Physical Plant

• Intruder Secruity (Guards, Locks, Cameras, etc.) (State Audit concern)

• HVAC & Environmental Controls (Closed system, Redundant, Excess capacity)

• Power (N+1 Redundant, 2 circuits, Independent path, PDU, UPS/Battery)

• Diesel Generator (Redundant, 5 days operation w/o refueling)

• F-4 Tornado Rated Facility, Not on a floodplain

• Fire Detection & Suppression (State Audit concern)

• Bandwidth & Connectivity (Multiple providers, Independent path)

Infrastructure

• Offsite Data Replication (Disaster recovery/Business Continuity)

• Network Management (Firewalls, Load balancing)

• Server Failover

• Enterprise SAN with commodity disk space (fiber vs. SATA) • Enterprise Backups (Disk 2 Disk 2 Tape, 30 day onsite disk recovery, Deduplication) • 4 Year Hardware Refresh • System and Security Monitoring Appliances & Software (HP OpenView, Security)

Service Levels (Represents Increases in Staff Capability Presently Unavailable)

• Deep bench of Technicians (Networking, Server Admin, DBA)

• Network/Servers/Databases monitored 24 X 7

• Patches and upgrades are managed (State Audit concern)

• Strict Change Control Policy is enforced (State Audit concern)

• Help Desk is available 24 X 7

• Disaster Recovery Plan and Testing (State Audit concern) • Full-time Security Officer & Staff of 30

TANGIBLE BENEFITS (TIER I – IV)

HOSTING – PROS & CONS? #DISC22B

PROS – CAMPUS

IT staff can be repurposed to more “value add”

job functions

Better computing infrastructure w/o large

capital expenditures

Pooling resources results in lower overall

costs (15-30%)

Standardization across application suite

A more robust disaster recovery (DR) strategy

PROS – CAMPUS (CONTINUED)

Less complex IT audits

Enhanced security within Banner

Lower licensing costs for OS, DBMS,

compilers, etc.

“On-sight” support with proactive monitoring

CONS – CAMPUS

Perceived loss of control of system/data

Perceived concerns for long-term employment

Campus may have to alter processes to fit into

hosted environment

Scheduled downtimes for maintenance

PROS – SHARED ENVIRONMENT

Standardization of system equipment

Scheduled maintenance & 24x7 staff support

Standardized system processes

“Force multiplier” doing more with less for the

campuses

Enables staff to “specialize”

CONS – SHARED ENVIRONMENT

Additional security concerns

Outages will effect more than one campus

Internal changes with development practices

Complex infrastructure configurations

STAFF & MANAGEMENT CONCERNS? #DISC22C

STAFF & MANAGEMENT CONCERNS

Position elimination or demotion

Necessitation of learning new skillset(s)

Moving from an “eyes down” environment to one

of customer interaction

Moving from providing to provisioning (brokering)

DEVELOPING ROADMAP ITEMS? #DISC22D

CLOUD COMPUTING ROADMAP ITEMS Objective: Provide for an orderly migration to a cloud computing environment

Current State Analysis Opportunity & Concerns

Identification Business Case & Roadmap

Activities

Define key initiatives to achieve desired future state capabilities

Finalize statement of work and project plan

Identify interdependencies and required implementation sequencing

Prepare project budget

Negotiate service level expectations

Develop a talent management program

Present consolidated roadmap, metrics design and related definitions to executive leadership

Deliverables

Statement of Work (SOW) Project Plan/Work Breakdown Structured (WBS)

Detailed Budget

Service Level Agreement (SLA) & Dashboards

Job descriptions and staff development plans

Contract with terms & conditions

Activities

Identify key opportunities and benefits

Establish Executive Dashboard Vision and priorities

Develop initiative write-ups including:

– Project principles & desired outcomes

– Roles and expections

– Budgeting and resource allocations

Document overall changes to process, technology and data

Finalize framework for governance and related initiatives

Deliverables

Future State Capability Vision

Principles of Implementation

Governance Structure

Budgetary Proposal

Activities

IT management interviews and surveys

Stakeholder interviews and surveys

IT architecture analysis

IT budget analysis

IT staffing analysis

Review existing audit and risk analysis reports and documentation

Cloud/hosting vendor capabilities research

Deliverables

Current State assessment (gap analysis and process capability)

Interview key findings and observations

Rough Order of Magnitude (ROM) Estimate

THANK YOU

tdanford@tbr.edu

fdlewis@northeaststate.edu