UC Ref Group Mar09

‘ Extended’ Reference Group meeting 26 March 2009

Agenda Welcome, new meeting format – Ché Broekman IPTel Update – Sylvie Isabelle Carrier, Mobility and Billing – Jenny Connolly Desktop Lifecycle Services – Deborah Tapping Identity and Access Management – Terry Brennan Close Lunch

IPTel Project Update Sylvie Isabelle

Carrier, Mobility, and Billing Projects Updates Jenny Connolly

Carrier Update 10,500 lines (centrally managed service and Archives) churned to Optus 3,000 lines identified owners 2,500 lines unidentified owners (many transferred to TAFEs etc.) Further churning awaiting Billing System (CAAB) implementation identified & University owned lines Unidentified owners – cancellation process in place Non-university account holders – transfer ownership

Carrier Update Frame audits to identify additional (unknown) lines Numbers to be ported once Optus infrastructure in place dependent on fibre works – due later in year All University services identified and on a single account Billing for centrally managed services will be through Billing system (CAAB) Bills for locally managed services will continue to be sent to departments for payment Transitioning to IPTel includes services clean up review and consolidation of lines move to centrally managed billing service activity will be in line with staged IPTel transition

Billing Project Update Solution build completed AD and Themis integration completed CADS data imported into AD Back-office CAAB implementation due 6th April Includes cut-over from CADS No change to departmental staff processes CAAB upgrade due 4th May Functionality includes self-service bill information via web reporting

Billing Project Update cont. Call records from PABX and IPTel currently being captured parallel processing with CADS Retrospective bill processing and Themis feeds available from January for IPTel CADS data used for PABX bill processing to March CAAB used for PABX and IPTel bill processing from April onwards

Mobility Coverage Update Location and appearance of Optus towers identified Optus drop-in sessions held in February Fibre works set to commence Awaiting Optus agreement in place Tower construction to be completed mid year Optus recommendation halt all bulk transitioning until new infrastructure installed, given the assessment of Parkville campus

Mobility Transitioning Remediation due for completion mid year Bulk transitions will recommence at this stage Operational requests (new phones) now managed via the Service Desk Caveats about coverage are communicated prior to any service being added centrally request form, website Overseas usage – valuable information on website

Desktop Lifecycle Services Project Deborah Tapping

Project Rationale Cost containment - RDM Whole of University approach Leverage off University’s buying power Consolidation of printer, photocopier, fax machines & scanners Standardisation of Desktop Hardware and Desktop Build – O/S, SOEs Streamline, automate and centralise processes

Project Objectives To create an aggregated model which will: Centralise and streamline the procurement, tracking, configuration, deployment and disposal of Desktops Implement a University wide Managed Print Service focusing on MFDs – Parkville only Standardise desktop builds – O/S and SOEs Design and deploy Thin Clients / Virtual Desktops

Project Workstreams 4 Workstreams Desktop Procurement – 1st Phase Dec 2009 Printer/MFD Procurement using Managed Print Services (MPS) – Dec 2009 Desktop Build – Dec 2010 Thin Client / Virtualisation – Dec 2010 NB : Approval to proceed to Business Case on first phase of Workstream 1 and to Discovery & Design of Workstream 2

Workstream 1 - Desktop Procurement First Phase - By December 2009 Enable Desktop procurement using the Victorian Government Purchasing Board Tender for Macs to ensure premium vendor All machines to leave factory with Base O/S Second Phase – By December 2010 Online procurement & tracking processes Integration with Themis and Remedy Centralised IS Procurement Team All machines to be configured with Configuration Management Tool (i.e. Altiris)

Workstream 1 - Desktop Procurement Victorian Government Purchasing Board PC & Notebook Equipment Panel Can choose to purchase from one vendor or the entire Panel Panel established in April 2006 for 3 years – up for review. Current vendors:

Workstream 2 - Managed Print Services Approval to proceed to Design & Discovery Currently 2,182 staff printers Rationalise number of printers - increase employee to printer ratio from 4:1 to 20:1 Eliminate personal desktop printers and install MFDs Investigate MPS options available Offers significant reductions in cost and energy consumption Can support multi-vendor environment in initial stages

Workstream 2 – Managed Print Services Case Study – Road Traffic Authority, NSW Reduced devices from 2,100 to 750 Resulted in savings of $4 million over 5 years Decreased the print costs per FTE from $463 to $347 (based on 6,900 FTEs)

Workstream 3 – Desktop Build To commence after Procurement work Standardisation of SoEs across UoM Each SOE Build Model will include the Base Application (OS), Core Applications and Extended Applications. Implementation of a Desktop Management solution (i.e. Altiris) Standardisation of deployment processes and reduced Desktop support costs

Workstream 4 – Thin Client / Virtualisation Requirements analysis Business analysis to understand cost and environmental impacts Tender for an appropriate supplier(s) Pilot using Library – 300 PCs

Conclusion Change Management component Working Groups – need volunteers Feedback is important Questions? Contact: Deb Tapping or Jo Cusack

Identity & Access Management Project Terry Brennan http://go.unimelb.edu.au/sa6

Overview What is Identity and Access Management Why are we proposing an upgrade Drivers and benefits Scope of the project Schedule Budget Questions Contacts

What is Identity and Access Management? ‘ The right access for the right people at the right time’ Who are you? – Identification How do we know? – Authentication What access are you allowed? – Authorisation & Access Is information about you and your transactions secure? – Privacy, security

Right access, right people … ?

Why upgrade? ARS system developed 15 years ago and enables registration for key systems including Themis, Merlin and LMS. Risks and constraints Aging technology Design complexity Difficult to retain knowledge and skills for system support single points of failure Barriers to delivering future benefits and improvements: single sign on', on-line employee on-boarding and improved processes for student on-line registrations Exposure to sophisticated security threats also lends weight to a replacement of the current infrastructure IT Architectural drivers Business and strategic drivers

Drivers & Benefits - 1 Source: Gartner, Id#G00152051, 2007

One university’s experience Activity numbers Accounts 1812 Prof Staff 4566 Faculty staff 59064 Students 7944 Applicants 1095 Other 500-1500 changes per day (more at semester starts) Average provisioning time – 30-60 mins Return on Investment More than 13,000 staff hours recovered annually Implementation of IDM resulted in 3 Year Cost Savings or Avoidance of $1.7M 40% Reduction in Account-Related Help Desk Calls On-boarding time reduced from days to hours. Enrolments previously were cut-off 10 days prior to term, now are able to be accepted up to the day of the first class. Better customer service and enrolment revenue

Drivers, benefits and objectives Reduce/eliminate access breaches, e.g. student labs Support for multi-factor authentication Integration with smart card technologies Role based authorisation & access Proactive event monitoring, reporting, auditing Improved security Reduce/eliminate compliance breaches – IT security, copyright, privacy Improve / introduce proactive auditing capability Reduce support risk of multiple point to point solutions on legacy infrastructure Reduce risk to reputation Meet compliance and privacy requirements by better auditing and tracking features Improved compliance / risk reduction Improved productivity with speedier user provisioning Improved integration with enterprise applications facilitating role based authorisation. Reduce support risk / overhead of multiple point to point solutions on legacy infrastructure Increased web self-service capability, increasing quality & reducing load on central functions Improved directory services & search capability: consolidated LDAP-based directories, single staff/student AD Support for fee-for-service/billing per user Opportunities to participate in collaborative activities, e.g. via NCRIS initiatives requiring federated identity support Opportunities to improve business processes, e.g. simplified identity administration via distributed automated role based provisioning Reduce costs / improve efficiency & capability Enhanced user experience, e.g..seamless IT environment using single or reduced signon (RSO/SSO) Speedier user provisioning – 0 days Enhanced delivery capability for collaborative research, teaching and knowledge transfer activities by supporting federated identity initiatives e.g. Shibboleth support University ID for life- e.g. for alumni management Shared services / RDM support Strategic alignment, e.g.service delivery improvements impacting MSSM, Research & Teaching, Knowledge transfer, RDM Objectives Business Driver

Scope - 2 Overarching IdM architecture IdM requirements and solution design Select, procure, implement IdM solution Re-engineer existing Id data management processes Improve system interfaces and interoperability via SOA approach Restructure directory services and management RSO / SSO Business process and workflow improvement Support for federated IdM - e.g. Shibboleth Review IdM policies and practices Access management Authentication Authorisation Privacy

Overall schedule – high level

Budget Investigation and implementation are expected to take approximately 18-24 months and will require project funds of approximately $3 million.

Contact / Information points https://wiki.ea.unimelb.edu.au/display/IDMProject/IdM_Home OR http://go.unimelb.edu.au/sa6 OR [email_address] Terry Brennan, Project Manager, ext 42724 Frank Gomizel, Senior Business Analyst, ext 40338

UC Ref Group Mar09

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UC Ref Group Mar09