Presentation at Educause Southeast 2012 - The ever-costly hardware refresh cycle for administrative systems, coupled with budget cutbacks and IT audit findings, prompted five community colleges and their system offices to explore hosting or cloud computing as an alternative to independent systems at each of their campuses. Is collaborating in such a move to the cloud truly a viable option for lowering or maintaining current costs, both in real dollars and in staff hours? Can benefits be realized in terms of providing enhanced, more secure services, better redundancy, and increased availability and scalability? What issues arise when institutions collaborate in such a venture? Bring your own experiences and questions to this open dialogue where we'll create a working roadmap that you and others can follow.
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An Exploration: Moving Your Enterprise to a Cloud Collaboration
1. 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
2. AGENDA
This is a Discussion Session
(Already hosting, Considering Hosting, Corporate Sponsors)
Some background
Discussions
The economies of scale in collaboration
Tangible benefits #DISC22A
Pros & cons #DISC22B
Staff & management concerns #DISC22C
Roadmap items #DISC22D
3. 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
4. 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
9. 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
10. 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
11. 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
12. 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”
13. CONS – SHARED ENVIRONMENT
Additional security concerns
Outages will effect more than one campus
Internal changes with development practices
Complex infrastructure configurations
15. 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)
17. CLOUD COMPUTING ROADMAP ITEMS
Objective: Provide for an orderly migration to a cloud computing environment
Opportunity & Concerns
Current State Analysis Business Case & Roadmap
Identification
Activities Activities Activities
IT management interviews and surveys Identify key opportunities and benefits Define key initiatives to achieve desired
Stakeholder interviews and surveys Establish Executive Dashboard Vision and future state capabilities
IT architecture analysis priorities Finalize statement of work and project plan
IT budget analysis Develop initiative write-ups including: Identify interdependencies and required
– Project principles & desired outcomes implementation sequencing
IT staffing analysis
– Roles and expections Prepare project budget
Review existing audit and risk analysis reports
and documentation – Budgeting and resource allocations Negotiate service level expectations
Cloud/hosting vendor capabilities research Document overall changes to process, Develop a talent management program
technology and data Present consolidated roadmap, metrics design
Deliverables Finalize framework for governance and and related definitions to executive leadership
Current State assessment (gap analysis and related initiatives
process capability) Deliverables
Interview key findings and observations
Deliverables Statement of Work (SOW) Project Plan/Work
Future State Capability Vision Breakdown Structured (WBS)
Rough Order of Magnitude (ROM) Estimate
Principles of Implementation Detailed Budget
Governance Structure Service Level Agreement (SLA) & Dashboards
Budgetary Proposal Job descriptions and staff development plans
Contract with terms & conditions