Strategic IT Accountability Board
2:00 – 3:00 p.m., January 22, 2015, Stark Library
I. 2:00 – 2:15 2014 – 2015 IT Governance Priorities and Estimated Budget – Endorse (Brad
Englert)
II. 2:15 – 2:30 Digital Preservation Network – Update (Dan Stanzione)
III. 2:30 – 2:45 Administrative System Modernization Program – Update (Renee Wallace)
IV. 2:45 – 3:00 – WiFi Change – Update (William Green)
Next Meeting: April 16, 2:00-3:00, Stark Library (MAI 400)
2014-2015 Governance Priorities and Estimated Budget – Endorse
Summary Status of IT Governance Priorities – FY 2014-2015
Summary of IT Governance Priorities – FY 2014-2015
Oversee the Administrative Systems Modernization Program
Develop Learning Data Analytics Strategy
Participate in Technology Enhanced Education Governance
Create a Digital Asset Management Strategy
Complete VoIP Deployment
Create a Building Security System Replacement Strategy
Retire Under-utilized ITS Services
Establish a Direction for Infrastructure as a Service
Create Technical Support Coordinator Certification Program
ITS Capital Budget in Support of Governance Priorities – FY 2014-2015
Project
Complete VoIP
Identity Management
Estimated Budget
$1,000,000
$1,400,000 - $1,700,000
TOTAL
$2,400,000 $2,700,000
Notes
ITS Capital Budget in Support of IT Operations – FY 2014-2015
Project
Network Upgrades
Information Security
Enhancements
UT Back-up (CrashPlan Renewal)
TOTAL
2
Estimated Budget
$250,000 - $300,000
$500,000
$628,000
$1,378,000 - $1,428,000
2014-2015 Governance Priorities and Estimated Budget – Endorse
Notes
Digital Preservation Network (DPN)—Update
Problem Statement and Response
The scholarship produced today is at serious risk of being lost forever to future generations. Growth
of knowledge in science and humanities has outpaced current preservation processes. Existing
digital collections are susceptible to many single points of failure. Leading research universities have
acknowledged the need to pool resources to address this problem by creating the Digital
Preservation Network (DPN) within the academy.
DPN will do the following: create a network of linked repositories (TACC is one), audit and verify that
digital content is preserved according to best preservation practices and technologies, establish a
legal framework for rights management, and develop a sustainable financial model.
UT Austin and about 60 universities have each invested $20,000 for three years to launch DPN. We
are in the second year.
Updates
There are five Replication nodes: U Texas at Austin (TACC), U Virginia, U Michigan, UC San
Diego, and Stanford
Replication nodes provide behind-the-scenes data replication, data verification, inter-node
communications and reporting. This is “dark” data storage--not data back-up.
First nodes work directly with DPN members and offer customer facing services such as data
ingest, packaging and dissemination, contracts and finances. The Texas Digital Library is one
of the First nodes
Dan Stanzione, Executive Director of TACC, and Brad Englert, CIO, are on the DPN Board. Lee
Smith, in Legal Affairs, is participating in the establishment of the legal framework for DPN
Basic technical architecture is ready to exercise, and pilots are in process: TACC and Texas
A&M (16th century colonial Mexican books); Stanford with Yale (missionary journals); and UC
San Diego and Dartmouth (18th century historical documents)
Internet2 is providing DPN administrative services at reasonable cost
Next Steps in calendar year 2015: Complete the legal agreements, develop the financial
model, conduct more pilots, and provision the production infrastructure
3
Digital Preservation Network – Update
Administrative Systems Modernization Program – Update
1) Timeline and Workday Implementation Approach
a. Target is mid-February for finalizing the Workday implementation
approach and program timeline taking into account all the learnings from
planning, design and discovery work to date
b. Due to the very tightly integrated nature of our legacy HR, Payroll and
Finance systems, developing a bridging strategy for a phased approach
required significant analysis from many of the team members and was
the primary activity during December
c. During January, the team is evaluating pros and cons of multiple options
considering:
Bridging Return on Investment
Project team resource availability
Impact to campus – both functional and technical resources
Cost
Acceptable Risk
Other campus initiatives and business cycles
Support model
d. Decision brief to be presented to the Business Services Committee on
February 6, the Administrative Systems Modernization Program Steering
Committee the following week, the Operational IT Committee in March,
and the Strategic IT Accountability Board in April
2) Change Coordination Process
a. No advancement on getting this process underway due to all-hands focus
on implementation approach and timeline
b. Will re-focus attention in February
c. BSC has charged Kristi Fisher to continue leading the effort to implement
3) Student Selection Kick-off
a. Created charter and held initial meeting with Advisory group on January 7
b. Steering committee is being established
c. Student Town Hall meeting is scheduled for January 29
4) Technical Architecture
a. Technical Architecture Design Specification (TADS) phase is wrapping up
b. Transitioning into procurement and implementation phase
c. Acquiring and installing all components is within the $10M budget
4
Administrative Systems Modernization Program – Update
WiFi Change (Spring/Summer 201
5)—Update
Overview
Over 185,000 wireless devices are going to require user intervention to continue to function on
UT’s wireless network this summer. This is because the digital certificate for the current
“restricted.utexas.edu” expires July 3, 2015.
Notes
1) IT Architecture and Infrastructure Committee recommendation
a. Create a new wireless network over spring break called “utexas”, and run in
parallel with restricted.utexas.edu
b. Marketing campaign to encourage movement to utexas during the rest of the
semester
c. On May 26th, deactivate restricted.utexas.edu. The Operational IT Committee
may decide to turn it back on if there are lots of device problems to provide a
few more weeks to fix devices (it will stop working July 3rd)
2) Numerous support/technical alternatives considered
Big bang on July 3rd, keep the name restricted.utexas.edu
Self-signed long expiration versus commercial certificates
3) Anticipated problems
For the vast majority, this will be easy
IT support is working on solutions to handle this for managed devices
For less mainstream/older devices, help may be needed (just 1% is ~2K devices)
5
WiFi Change – Update