IT Architecture and Infrastructure Committee 9:00 – 10:30 a.m., June 12, 2015, FAC 228D I. VoIP – Update (William Green, Linda Buckley) II. ASMP Technical Architecture – Update (Julienne VanDerZiel, Pat Jones, Eric Weigel) III. Pilot to Explore Leveraging the Full Capabilities of UT System Office 365 Licensing – Proposal (Trice Humpert, Shannon Strank, Bob Gloyd) IV. TSC Training Update – Update (Sandra Germenis, Cam Beasley)

Voice over Internet Protocol - ‐ Update

Overview The university is moving its legacy phone system to Voice over Internet Protocol (VoIP). Contractor assisted deployment process is projected to complete in August 2015.

Status • Deployment:

o 18,238 of 23,000 lines have been converted or removed

o Units are being efficient—projections:

§ $2.6- $3M local expenditures ($4M original estimate) ‐

§ 25% of lines removed (10% original estimate, impacts Rate)

§ Annual phone bill reduced campus- wide by $2.3-‐ $2.5M ‐

o Eliminated Avaya phones and FAX ATA adapters

o Catching up on 911 building turn- overs to Units ‐

• Tasks:

o Unit self- provisionin‐ g for Basic Service

o Mobile client (smart phone)

o Transition: Long Distance, Call Centers, other old technologies

• Rate Projection: Basic $5à$7/month; Business $17à$20/month

Learn more • Project web site for more info: https://www.utexas.edu/its/voip/

AIC V 1.0 June 5, 2015

Administrative SystemsModernization Program(ASMP 2.0)

Technical Architecture Implementation (TAI) Plan Review

Agenda

•  The New Technical Architecture•  Key Milestones•  Key Processes•  Next Steps•  Questions

2

Introduction: TAI Major Milestones7. Technical Architecture Opera2ons (TAO)

6. Release 4 – University Portal, Document Genera2on, Automated Virtual Environment

5. SoHware Developer Training Program Redesign

4. Release 3 – Jama Full Release, DVCS, Workload Automa2on

3. Release 2 – Exadata, Storage, Infrastructure Monitoring

We are here

2. Release 1 - Jama Pilot, Enterprise Serv‐ ice Bus, Electronic Document Signature

1. Technical Architecture Implementa2on Project Ini2a2on

0. Technical Architecture Design and Specifica2on > COMPLETE!!! 3

The New Technical ArchitectureOur Mission:

•  Provide production and development environments that support cloud, package, and custom applications for Administrative units and their interfaces.

•  Provide an Administrative Systems Technical Architecture that is component-based, flexible, predictable, resilient, secure, and scalable.

•  Enable University developers to focus their IT skills on solving business problems, not figuring out architecture, tools, and environments.

•  Follow ITIL and CMMI practices to build environments, processes, and tools that support these goals.

4

TEXAS-ATAUSnN-

WHAT STARTS HERE CHANGES THE WORLD

The New Technical Architecture:

mJ

1

Interim Administrative Systems Technical ArchitectureTech nology Modeling

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The following diagram shows a high level view of major admini strative systems and techni cal architecture at UT a sit is currently envisi oned to be. In some cases, the diagram shows future systems that are not yet online,but are being planned.

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Major TAI Milestones•  Release 1 – 01/2016•  Release 2 – 06/2016•  Release 3 – 11/2016•  Release 4 – 04/2017

TAI Start05/2015

Release 101/2016

Release 206/2016

Release 311/2016

Release 404/2017

2015 Q2

Today- MuleSoH (Alpha ‐Release)

- Oracle ‐Exadata

-‐MySQL

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2017

- Jama (Alpha Release)‐- Oracle Database Ho‐ s2ng(General Release)- MuleSoH (General ‐Release)

- IaaS Backup and ‐Restore- IaaS One Stop Shop‐- EMC Documentum‐- Open Text Brava ‐Viewer- Splunk‐- Zenoss SaaS‐

- Stonebranch‐- Kofax Products‐- ADC: Citrix Netscaler‐- IaaS Windows‐- Linux Mgmt Tools‐- Checkmarx Sta2c‐ CodeAnalyser- GitHub Enterprise‐- Sauce Labs‐- SeleniumHQ‐- Sonar Source ‐

SonarQube

- Kofax Mul2func2on‐ Capture- Exoprise‐- New Relic SaaS‐- Apache Jmeter‐- Apache Maven‐- Jenkins‐- JIRA‐- ParasoH‐- Development Tes2ng‐ Plaform- Thoughtworks Go!‐- HP Exstream: Document‐Genera2on 7

Key Processes: Key Document Overview•  Five major documents are interrelated and share a common

numbering system

Technical Release

Schedule

Product release sequence based on UT requirements and priori2es.

MethodologyDiagrams

Visual depic2on of Release Management and Service Deployment workflows.

Technical Descrip2on

of WorkDetailed descrip2on of each major step in the methodology.

ProjectWorkplan

Detailed plan to implement products and Services via Technical Releases.

Future Architecture

Diagrams

Visual depic2on of the future Architecture and Services.

8

9

Key Processes:Organizational Change Management Overview

•  Change Impact Assessments, Role Mapping, SkillChange

ReadinessGap Analysis for Service Providers

•  Provide data, tools, and templates to CSUs for RoleMapping

StakeholderEngagement

•  Focus Groups•  Key Stakeholder Interviews

Communication•  FYI Sessions & Newsletters•  Messages & Training Invitations/Availability

Notifications

Training•  Plan & Coordinate Training for Service Providers &

Service Consumers•  Redesign the Software Developer Training Program

(SDTP)

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Operational Readiness(By Service)

Quality Assurance(By Service)

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10

Key Processes: Service Deployment MethodologyIdentify

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11

Key Processes: Alpha Users

•  Early Service Consumers that have a business need to begin early use of service

•  Service is not yet deployed nor fully supported:–  Training may or may not be available–  Incomplete/unstable environments–  “Best Effort” support model–  Effort matures over time and service nears deployment

readiness

•  Reconfiguration or Refactoring may be needed as processes and standards are defined

•  Required to collaborate, provide feedback and work closely with Service Owner

12

Next Steps:Major Upcoming Deliverables

Name StartTAI Begins 05/2015TAI Organiza>onal Change Management Strategy 06/2015TAI Stakeholder Management Strategy 06/2015Service Deployment Playbook 06/2015Release Management Playbook 06/2015TAI Project Plan 06/2015TAI Organiza>on Design Strategy 07/2015Release Deployment Training for UT 07/2015Service Deployment Training for UT 07/2015TAI Communica>ons Strategy 07/2015App Mod Org Design Toolkit for TAI Release I 08/2015TAI Training Strategy 08/2015

TAI Service Design Package - Enterprise Service Bus (ESB)‐ 08/2015

Next Steps: Release 1

•  Release 1 Implementation date – 01/2016•  Services in scope

–  IaaS - Compute and Storage–  IaaS - System Administration–  Application Lifecycle Management

•  Requirements Management•  Jama Product Pilot

–  Integration Services•  Enterprise Service Bus•  Message Service•  API Registry

14

Questions?

15

Proposing a pilot to explore leveraging the full capabilities of UT System Office 365 licensing

Overview:

UT System Office 365 licensing is in place for a number of tools we are not currently leveraging. UT Austin pilot would provide data relevant to evaluating the value and incremental labor cost to deploying this toolset across campus.

Perspective:

The McCombs School of Business has already deployed these tools in a separate tenant.Per David Burns:

We’ve been able to deploy Lync, Yammer, and OneDrive at essentially zero cost to our department. Training is available in Lynda.Com and the software deployment and licensing is trivial to manage.

It may be useful to note that it is our understanding that all of these enhanced Office 365 tools are already in use at:

- UT Dallas: htt p:/ / www . u t d al l a s .e d u /ir/ o ff ic e3 6 5/ - UT El Paso: htt p:/ / admin. u t ep.e d u / D ef a u lt.a s p x ?tab i d = 7 4 0 58 - UTSA: htt p:/ / ut s a c l o u d - p u blic.s h a r epoint. c om / P ages / Tr ain i ng/ T r ain i ng.aspx - UT Pan American: htt p:/ / blo g s.utpa.ed u / i t/ c a t ego r y/ off i ce - 3 6 5/

Opportunity: to leverage existing productivity and software installations from a trusted source

Key capabilities that are envisioned for the evaluation within the pilot are:1) Streamlining personal productivity through a richer set of collaboration and document

sharing tools, in the form of Skype for Business and OneDrive.a. Enterprise Instant messaging (EIM) and Presence are also part of this package.

i. The EIM capabilities could help unify adhoc implementations of various tools currently deployed around campus. (including Jabber)

b. Since OneDrive can host a richer set of file formats, applications such as OneDrive canbe leveraged significantly more effectively.

2) Further facilitating software installations from a trusted source, to include perpetual upgrade paths via the UT System portal.

a. This includes the Office Suite (Word, Excel, PowerPoint) and more…i. outlook.office365.com/owa/utexas.edu, …

b. Including enhanced capabilities, such asa. Online versions of Office 2013 available via the browser on many devices for easy

file sharing and editingb. Office 365 now supports larger email messages—up to 150 MB

a. htt p://b l ogs.o ff ic e. c om / 2 0 1 5/ 0 4 /1 5 /o f f i c e - 3 6 5 - now - sup p o rt s - l arge r -ema i l- me s sage s - u p -t o -15 0 - mb/

Scope: initial participants, yet open to those who are interested and able to self-support.

CSU, etc. Contact Comments:

Cockrell School ofEngineering

Bob Gloyd - chomping at the bit to leverage these additional capabilitieson main campus and at research facilities at PRC, etc.

COLA Tim Fackler - improve business processes using the full set of distributedMS storage, content, and collaboration tools

Communication Charles Soto - just deployed Ofc365 recently and getting asked about additional functionality.

Jackson School ofGeosciences

Jeffrey Ty Lehman - enhanced communication tools would be immediately useful for them, including PRC.

Law Mike Harvey - “Must have it” chance to upgrade functionality, inparticular desire for improved communication tools.

LBJ School of PublicAffairs

Caren Troutman - collaboration and document sharing especially to support improved and streamlined business processes

Libraries Christian Carter - 10 campus buildings, PRC and Marine Science Institute in Port Aransas.

McCombs School ofBusiness

David Burns - already has these tools deployed in a separate tenant.- willing to engage in a transformative campus endeavor.

TechnologyResources

Roy Ruiz - especially interested in additional software licensing options.

ITS Systems would certainly need to be a facilitating partner on this project and are welcomed to be a participant. Their overhead, in support of this UT System/Cloud service, is expected to be minimal. However, if units are contracting IT support through MITS or ATS, these corresponding support organizations would be appropriately engaged to support the aspirations of their customers.

Timeline: nominally one year, initiating in June 2015 and communicating results whenever the AIC would like, with final recommendations in the Summer of 2016.

Other factors:- This pilot is intended to be a precursor to making these capabilities available to any unit that chooses to

leverage them, with the goal of making these services shovel ready for the campus at large.- Nominally all of the currently identified partners are highly managed desktop environments that can deploy

the software and train users without assistance from ITS.- Once the product is available for pilot units and our IT staff can test functionality and integration with Office

365 and AD, we will start an open-ended pilot to demonstrate both the utility of the software for our businesses and the support requirements.

- Pilot units will document support costs for the added features.

Request to AIC:Endorse a Task Force to explore/exercise these tools over the coming year. Limited support needed fromITS other than enabling capabilities for select units. Bob Gloyd will lead and report findings back to AIC.