Ibm Collaboration Conference Sept 2007 V5

Modern IT Working EnvironmentModern IT Working Environment

The Modern IT Working Environment (MWE)

Great Expectations.....

Students today, Employees tomorrow

Simon Vaughan, Programme Director, Information Services

Cardiff University

October 2007


My Background

Joined Cardiff University in 2005 Programme Director Modern Working Environment Assistant Director University Systems Group

Over 20 Years Global IT experience in the Private Sector 14 years at Sony Manufacturing 6 years as Global Technical Director for a US Packaging company


Agenda

Background to Cardiff University & Information Services

The Modern IT Working Environment (MWE) Some Challenges MWE Vision

Overview of the MWE and the Journey to Date and Next Steps How we are implementing the IBM toolset….

Bringing Business Value to the University MWE Version 1.0 Websphere Portal, Collaboration tools, Business Process enablement tools

Questions


Cardiff University • Founded by Royal Charter in 1883

• A member of the Russell Group of leading UK research-intensive universities

• Annual turnover £350 million

• Annual research Income in excess of £100 million

• 22,000 students (full & part-time)– 5,000 student residences– 5,000 students graduate each year

• International Research and Learning & Teaching excellence:– 141st in Times Higher World Rankings– World top 100 for biomedical science & arts and humanities– Ranked 7th in last RAE

• Organisation:– 5,000+ staff– 30 plus Academic Schools and Centres– Corporate enabling services:

• 4 Administrative Directorates and Information Services


• The Modern IT Working Environment is a key strategic project at Cardiff University (Steering group led by the VC)

• Information Services (Insrv) is an Integrated (IT and Library) service with over 350 FTE staff

• The Director of Information Services is a key member of the University board and reports to the VC.

• IT groups within Insrv : The Enablement group University Systems Group

University Infrastructure Group University Futures Group CTO Office

Programme Management, Business Change Support Services (Finance, HR, PR)

• Insrv’s strategy is closely aligned to the University Strategy

Information Services


Modern IT Working Environment

Some Challenges we all face…….


Collaboration• Commoditization - everyone needs access from anywhere• Collaboration across institutions / Continents• Private sector collaboration / Exchange

Alumni• ‘Cradle to grave’• Access for life…

Globalization• Students from overseas• Expanding Markets (China…)• Border-mania

Research Community• Increasing needs• Reduce admin overhead• Collaborate with other researchers who are geographically dispersed

Some key drivers on the Academic Landscape

Students• Anywhere, Anytime Access• E-Portfolio• Greater demands

• Tech savy, • More for their (YOUR) money

• Why attend Cardiff - What makes us different and attract the best…..

Regulations• FOI• Data Protection• Intellectual property rights

Reduce Complexity• Technology is becoming a commodity• ‘More’ for Less

Administration (Schools and Divisions)• NEED Streamlined processes• Access to more information• Right tools for the right Job


A workforce in transition provides challenges …………………..and opportunities

Older workers(Age 50 +)

Mid- career workers(Age 35 – 50)

New generation(born after 1980)

Capture their knowledge before they

retire

Relieve their stress and increase their effectiveness

Attract and retain; harness their

collaborative style

Traditional approach to technology, collaboration, organizational loyalty, and rewards

Hold the wisdom and intellectual capital of the organization

Growing as % of workforce Shrinking as % of workforceEssential source of professionals and middle managersTech savvy but not “native speakers”; mixed approach to collaboration, loyalty, and rewards

Technology is 2nd nature; more interested in peer / interest groups than organizational identity; think work should be fun and fulfilling

Critical to long-term viability and innovation

Growing as % of workforce

Source : IBM


Web 2.0 is the native language of “Millennials” and the new language of collaboration …

A new blog gets created every second.Everyone’s opinion should be heard

By 2009, wikis are predicted to become mainstream collaboration tools in at least half of all companies.

Everyone contributes

Communication is constant

And every generation wants the applications at work to be as “cool” and attractive as the ones at home …

Source : IBM / Technorati/ Law Technology News, Dec 1, 2005; Comscore, Aug 8, 2005; America Online /Research Alert, Jan 6, 2006

E-mail is for old people….

Almost three-fourths of teens send instant messages more than e-mail.


Key highlights:

Social networking is considered VERY important by incoming students 65% 'regularly' use social networking sites, such as Facebook, MySpace or Flickr Only 5% 'never' use them at all!

Virtual environments such as Second Life are NOT popular amongst this age group

They see technology as a way to support teaching and learning, NOT a substitute for it

Potential Students see that the provision of IT may be a factor in applying for an institution, but the quality of teaching was considered FAR more important

Students need to see quantifiable benefits to new technologies, and would not be impressed by technologies introduced for the sake of the technology

http://www.jisc.ac.uk/publications/publications/studentexpectations

JISC Student expectation Survey Summer 2007…


Digitally Digitally LiterateLiterate‘‘The Thumb The Thumb Generation’Generation’

Always Always ConnectedConnected

Educationally Educationally AmbitiousAmbitious

Community Community OrientedOriented

21st

CenturyStudent

becomes the……..

21st Century Employee



The current IT provision…


Internet or

RemoteAccess

Campus Access

Staff

Students (Current)

StaffResearchers

Researchers

StudentEmail

Library Resources(Voyager)

Blackboard

Financesystem

HR and other Admin systems

Student records

Unstructured Content(Docs, Images,,,,)

‘Islands of Information’

Current IT setupCurrent IT setup

Access via a ‘desktop icon’ to individual applications / Systems


Current IT Setup…..Current IT Setup…..

• Information Overload….Information Overload….

• Paper, Paper, Paper…Paper, Paper, Paper…

We need an environment that ‘is just for me’ with the information that I need to do my We need an environment that ‘is just for me’ with the information that I need to do my job MORE EFFECTIVELY!job MORE EFFECTIVELY!


Islands of information……

FinanceEstates Student records

Manual ProcessTakes lots of time…Lots of PaperRe-keying of dataErrorsNo ‘one source’ of data‘Spaghetti effect’



The Vision…..…


Today, people choose online (Internet) services and business processes because they are fast / easy to use / and available at anytime from anywhere.

They expect online web based systems to “know them”…

… provide personalised choices

Why do we need an MWE at Cardiff?

… provide an intuitive user interface

… hide all system complexity

….. be available when ever they need to use them!


Internet / RemoteAccess

Campus Access

IDENTITYMANAGEMENT

Single point of secure access

Common andpersonalised viewof all resources

Seamless access toauthorised servicesregardless of location

Personalised view of allResources relevant to your role

Staff

Partners

Students (Current and Potential)

Students StaffHigh level VisionHigh level Vision

Researchers

Researchers

Alumni

Institution toInstitution

(eg Uni -> Uni, NHS, Commercial org, etc)

Collaboration tools(IM, E-mail, Calendar, Social Computing)

Unstructured Content(Docs, Images,,,,)

Library Resources(Voyager, E Journals, etc)

Blackboard

Finance system

Student records

HR and other Admin systems

External systems

External web content


Single Sign on Single Sign on (One Username / Password to access your authorised resources)(One Username / Password to access your authorised resources)

Identity Management SystemIdentity Management System

EnablesEnables

UserUser

My MWEMy MWE

My Business Processes

My Alerts / ‘Action items’

Web Site Content

Information Feeds / Subscription

Document sharing / Collaboration

Platform Independent Location IndependentCurrent ‘Services’ Independent

My Admin systems

E-Learning system (Blackboard)

Advanced Search Tools

My Library Information

‘My Schools’ Applications

Desk to Desk Video Conference

Instant Messaging

My Personal e-mail

My Cardiff University e-mail

New Services


The Foundations……………

a) Governance

University wide buy in Software / Services governance

Moving towards Composite applications(Collaboration tools ‘mashed up’ with Process enablement tools delivered by a single user interface - the Portal)

d) Move towards the introduction of Web services

c) Business process re-engineering (working with the Lean University team)

b) Implementing an Enterprise infrastructure (MWE SOI…)

A Procurement process, resulting in: Resilant Hardware Infrastructure Enterprise Portal (with Single Sign on to applications) Collaboration tools - e-mail, Calendar, IM, Social computing.. Enterprise Srv Bus with Data Integration / Apps integration toolkit Enterprise Content Management System (ECMS) Business Process modeling, mapping and monitoring toolkit


a) Governance / Buy in : Major Phases to date

INSRV Preparation INSRV investigation

Idea Generation

* Formulate MWE vision and plan

Key Deliverables* Project preparation in line with University strategic direction

Project Mobilisation

* Recruit Key Insrv Staff

* Bid For Funds

* Technical Evaluation

* Supplier Evaluation

* Basic elements of Insrv geared up and funding to start the journey secured

Dec 2005 2006

‘DO IT’ University led

* Phased implementation of MWE vision

Realisation and Delivery

* Phased implementation of MWE version 1.0 and beyond..

* Communications

* Tender process resulting in the Procurement of ‘softwareand infrastructure’ from IBM

* Partnership agreement with IBM

* User led implementation

* Training (Technical and User)

2004

* Gain support within the University

* Heads of School

* Admin Divisions and other team members

* University Board

* Development of Pilot

Education and Buy in

* Demonstrate pilot to

2007


MWE Steering GroupChair: Dr David Grant

Independent Reviewer

Portal Services Implementation Groups

MWE Programme Office Programme Management, Change Control,

Project Reviews, Financial Management

Technology RealisationArchitecture Design, Procurement,

Technical Knowledge Transfer, Product Release Management

Research PSIG

Chair: Pro VC research

Learning, Teaching and Student Experience PSIG

Chair: Pro VC L and T

Administration PSIG

Chair: Director of Strategy

Business Change Communications, Awareness raising, Requirements Gathering, Analysis,

Reporting & End-User Training

D E L I V E R Y T E A M S

a) Governance / Buy in : Structure


The Technology

b) Implementing an Enterprise infrastructure (MWE SOI…)


b) The Introduction of an Enterprise ArchitectureMWE - The Service Oriented Infrastructure (The SOI for SOA)

Data Integration platform

DW

Operational systems Business intelligence system Content managementsystem (CMS)

ECMSEventsMasterdata

Operational data WWW

Enterprise PortalSingle sign-on

SearchOffice

live web feeds & unstructured

contentECMSBI applications BI tools

BI Dashboard

Decision SupportServices

Enterprise Service Bus

Business Process Management

Performance Management

Service Registry

Operational data

Copyright © Intelligent Business Strategies 2007

Collaboration ServicesApplication Services

Service fromPackages

Externalservices

Customservices

Students,Students,ResearchersResearchers

Schools,Schools,DirectoratesDirectorates


• Version 1.0: The First Implementable Version of the MWE

Tender lots• Lot 1 Resilient hardware platforms and storage including backup/restore services

• Lot 2: Enterprise portal software including single sign-on services

• Lot 3: Collaboration tools including e-mail and calendaring

• Lot 4: Enterprise content management

• Lot 6: Application integration

• Lot 7: Data integration

• Lot 8: Knowledge transfer session

• Lot 5: Business Process management


Lot 2 - Enterprise Portal and Single Sign-on


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• We want to simplify end user access and provide internal and external users with a single, web-based, personalised user interface:– Client access – Windows, Apple & Linux clients + mobile devices– User management– Single sign-on– Taxonomy – design, build and maintenance– Search and crawlers– Forms support– Portal integration with

• ECMS, Business processes, applications, BI and collaboration tools

– Customization • Colour schemes, branding, layout, portlet building

– Role based personalisation

Lot 2 - Enterprise Portal and Single Sign-on


Lot 3 - Collaboration Tools


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• Needed to facilitate collaboration between communities of users on and off campus

• We need email and calendaring but require a rich suite of collaboration tools – Email, shared calendar, IM, Net Meetings, threaded discussions, video

conferencing, presence awareness, team workspaces, Blogs, Wiki

– Integration with portal software and Office applications

– Web services interfaces

– Scalability

– Storing of collaborative content in an ECMS

– Integration with records management

– Archiving of collaborative content

– Ability to crawl collaborative content

– Easy migration off existing tools (Groupwise)

Lot 3 - Collaboration Tools Including E-mail & Calendar


• Provide access via a single personalised user interface

• Collaboration tools for 30,000 plus users– Email, calendaring, instant messaging– Real-time presence awareness– Shared workspaces for virtual communities– Blogs / Wiki, etc…

• Information management– Better than Google tools to discover, search and manage information e.g. articles, documents, records, podcasts,

video streams...– Targeted information feeds e.g. e-journals – Replacing unmanaged document chaos on shared drives with a robust document and records management

system

• Applications and processes– Tools to integrate and manage any University application and implement ‘Paperless’ business processes– Library services e.g. My Bookshelf, My Library Account– E-learning services e.g. My Modules, My Assignments– Student records e.g. Update My Profile

• Built on resilient, eco-friendly hardware and network infrastructure for anytime, anywhere access

*Aimed for academic year 2007/08 rollout according to detailed priorities agreed by the Steering Group.

Version 1.0* is the MWE foundation


Tender TimescaleAction Date

Advertisement placed in the OJEC 31 January 2006

Expression of Interest deadline 10 March 2006

Invitation to Tender 31 March 2006

Last date to register for Bid Clarification Open Day and Closed Technical Sessions

Noon on 7 April 2006

Vendor Bid Clarification Open Day 11 April 2006

Vendor Closed Technical Session 12 April 2006

Receipt of Tenders Noon on 15 May 2006

Evaluation / bid clarification, reference site visits 17 May – 17 August 2006

Detailed discussion with Preferred Vendor 18 August - 29 Sept 2006

Steering Group Endorsement 18 Sept 2006

Contract award followed by start of work October 2006

Modern IT Working EnvironmentModern IT Working EnvironmentTender responses

PQQ responses

Invited to Tender

Submitted Tender

Preferred Partner

80 + Vendors

* Cap Gemini* Computacentre* EMC * IBM* Hummingbird* HBS* Parity* PCS

* EMC (Documentum, BEA, Microsoft) * IBM * HBS (SAP, Groupwise)* Parity (Oracle)

IBM


Resilient and Secure IT Resilient and Secure IT InfrastructureInfrastructure

Information and Administration SystemsInformation and Administration Systems School Systems \ applicationsSchool Systems \ applicationsSITS Compel Coda Honours Cyborg

Toolset for cross University integration, Process mapping and ‘e-forms’Toolset for cross University integration, Process mapping and ‘e-forms’

Secure Identity Managed EnvironmentSecure Identity Managed Environment

‘‘Glue’Glue’

ECMS ECMS (Doc (Doc Mgt)Mgt)

LibraryLibrary(Voyager)(Voyager)

VLEVLE(Blackboard(Blackboard

))

ExternaExternal l

contentcontent

Information ResourcesInformation Resources

WebWebContentContent

E-mailE-mail CalendaCalendarr

Collaborative Collaborative Workspaces Workspaces

Instant Instant MessageMessage ForumsForums

Collaboration and Communication ToolsCollaboration and Communication ToolsNewsNews FeedsFeeds

Discussion Discussion BoardsBoards

BlogsBlogs/ Wiki/ Wiki

Productivity ToolsProductivity Tools

Enterprise PortalEnterprise PortalIBM WebSphere Portal

Websphere, Ichain

Tivoli, IBM Blade centres

Lotus (Notes, Sametime, Quickplace, Connections)

Websphere Message Broker

Websphere Business Modeller

Websphere Process server

Workplace Forms

Rational

Portlet Factory

WID

Information server


c) Business process re-engineering


Process mapping, Modeling, Simulation

and Documentation

BusinessOwners

BusinessAnalysts

c) Business process re-engineering

Enabled by Business change and the ‘Lean

University’ Project

Empowered by the ‘MWE’ Project and toolset


d) The Introduction / development of Web Services


Consume external services

Create new services

from scratch

Service-enable

existing assets

Service-enable high-value existing IT assets for reuseWorking with current (and future) system vendors.. (where possible!)

(Facebook integration, Google maps, External feeds, etc)

Three key sources of servicesd) The Introduction / development of Web Services

Copyright © Open Logic

Fill in gaps by creating new services (use of MWE tools)

Use externally provide services to support commodity tasks


Composite Applications: Pulling it together

Aggregate

Student Records

Residence system

Finance system

Surface in an Enterprise Portal (MWE!)

Integration

Aggregate Disparate Information

2

1Combine services from multiple

back end systems (internal + external)

Present in an Interactive, Composite application thru

an Enterprise PortalUI

3

Student Number

ResidenceDetailsPayment

Details



Creating Business Value with Portal, Collaboration and Process tools integration

Modern IT Working EnvironmentModern IT Working EnvironmentThe real power of the MWE is the toolkit it will provide to help automate a Business process Combination of Document management, collaboration tools, process mapping and applications integration

‘ Back end systems’ will become transparent to the user

tasktasktask

‘TO DO’List

notificationTravel

requestorLine Manager Head Of School

e.g. Travel request (Attending a conference / University Business travel )

tasktasktask

‘TO DO’List

notification

Map Business Process

HR Recruitment process

Committee Papers

Other Examples….

Student Enrolment

Notifications to Students

HR Appraisal Process

A Senior Management “dashboard”

Streamlined Admin services for researchers

Online booking and payment for University facilities

Online Telephone Directory

Collaborative Work SpacesOnline Forums

Online Procurement

‘Update my details’

Expense Reporting

Copyright © Cardiff University, Information Services 2006

Student access from ‘Cradle to Grave’

Event Booking


Creating Business Value with Portal, Collaboration and Process integration

Extended My Tasks

Filter tasks by Business Process

Show task detail

1-click “Claim and Work on”

Sort on all columns

Show task priorities

Show task due date/time

Copyright © Cardiff University and Open Logic


Composite Applications: Pulling it togetherCreating Business Value with Portal, Collaboration and Process integration

Can also show processes that I participated in, even if I did not initiate the process

Sametime Integration: Chat with the process initiator, or with members that are the potential owners or actual owner of the current task within the process



Creating Business Value with Portal, Collaboration and Process integration

Extended My Tasks

1-click “Claim and Work on”

Sametime Integration: Chat with the process initiator, or other colleagues who can claim and work on this task




Next Steps

Connections, Quickr and Sametime 8 integration in the MWE


51

Lotus Connections / Quickr Services which we will use in the MWE

Communities Blogs Dogear ActivitiesProfiles

Benefits for Cardiff ;

Directory of Expertise, People search

Virtual Communities which individuals build up themselves (self selecing) Team Blogs, Personal blogs : share experience / expertise and more…………

Shared Content

TeamWorkspaces

Workflow

Anywhere

Anytime

WikisTeam Blogs

Business templates

Quickr content stores


Where are we : The Plan


Delivery plan – presented to Steering group July 2007

Dec 06 Jan 07 Feb 07 Mar 07 Apr 07 May 07 Jun 07 July 07 Aug 07 Sept 07

EARLY TEST VERSIONSTest out of box functionality demo servers and loan kit

PROTOTYPESTest dependencies in real environment

BETA TESTINGFirst version that test users will see and test resulting in iterative development

MW

E M

ilest

on

es

an

d a

ctiv

itie

s

Time

Hardware Early Delivery

Hardware DeliverySite1

USER ENGAGEMENT and BUSINESS CHANGE ACTIVITIES

DESIGN IMPLEMENTATION TESTING (Highly Structured) ROLLOUT

Begin planning for Further Versions

User Feedback

Hardware DeliverySite 2

v0.1.0 v0.1.1 v0.9.0 v 1.0

( Requirements gathering, Evaluation, Prioritisation, Feedback, Training, etc )

Oct 07 Nov 07 Dec 07


Programme Director: Simon Vaughan

Business ChangeDavid Harrison / Heather Kitts / Joan Wright

Technical Design Authority Hugh Beedie / Paul Hobson

Technical Realisation Guy Middleton

P R O G R A M M E O F F I C E

Financial Control Nicola Bolt

INSRV Technical Delivery Teams Governance Support

User Support

MWE Steering Group

Research PSIG

Administration PSIG

LTSE PSIG

Programme Officers

Infrastructure

Portal

Collaborative Tools

Authentication and Identity (SSO)

Business Process Management & Application Integration

Knowledge Transfer

Desktop Delivery

Data Integration and Business Intelligence

Findability

Content and Records Management

Test and Inter-stream integration

User Engagement

User Education

User Communication

User Experience

Rollout Management

Library Tech Group

Insrv working Group


• Key messages:

– Institutional level buy in / Governance is the key– Any project should be seen as a strategic initiative

– Technology is one enabler

– People are the key!

– Ensure your IT organisation is focused on:– An application integration strategy

– Developing a Comprehensive approach to Enterprise Architecture

– Developing integration competency centre (for SOA integration)

– Implements a comprehensive SOA infrastructure (the SOI!)

– Treat any such project as a Journey

Start small and advance gradually……

Keep Smiling On A constant basis


‘...trying to introduce change in a university is like trying to move a cemetery.

You can expect no help from the people inside.’

Graham Leicester, Policy Learning

And Finally.............


And every generation wants the applications at work to be as “cool” and attractive as the ones at home …

Technorati/ Law Technology News, Dec 1, 2005; Comscore, Aug 8, 2005; America Online /Research Alert, Jan 6, 2006

The environments we create for our Students will be expected from you when they join YOUR workforce…..


Thank you !

Questions.........

For further information, please feel free to contact:

Simon Vaughan [email protected]

October 2007


Environmental RequirementsGuaranteed to work in, and have no impact on existing infrastructure

– Foundry LAN

– DELL Servers

– Brocade Silkworm SAN switches

– EMX Clariion CX600 storage arrays

Supplier to define required environmental enhancements (aircon, etc)

Lot 1 - Hardware

Resilience and Scalability• No single point of failure• Highly available (99.9%)• Initial system sized to support FIV load• Easily capable of incremental growth without hardware replacement


Lot 4 – Enterprise Content Management


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• Required to manage the vast amount of unstructured content as well as cater for university records

• Includes support required for:– Integration with authoring tools and file management

• e.g. MS Office, Digital scanners and document capture, forms authoring

• Integration with Windows Explorer– Management of all kinds of unstructured content

• e.g. office documents, web content, digital media, collaborations, XML– Document libraries, check-in/check-out, versioning, document

workflow– JSR170 and WebDav APIs– Manage 3rd party content systems i.e. Virtual ECMS– Portal integration– Full records management support (ERMS)

• Including archiving for digital preservation• National Archive approval

– Search engine integration

Lot 4 – Enterprise Content Management


Lot 5 - Business Process Management


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• BPM required to allow the university to separate processes from applications and standardise on administration operations

• We require support for – Process modelling

• Graphical modelling, BPMN support, swim lanes, process rules • Mapping to underlying services and human tasks• Process simulation

– Process execution• BPEL parsing and execution, multiple version support, automated and

human task management• Portal integration• Integration with a rules engine

– Process monitoring• Event monitoring• BAM, ABC

– Eclipse based tooling

Lot 5 - Business Process Management


Lot 6 - Application Integration & ESB


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• Any to any application integration via a SOAP-based messaging backbone as the basis for the Cardiff University SOA

• Support required for – ESB and/or message broker support– Pre-built connectors (SCA, JCA, .Net etc.)– Service wrapper generation– Common business objects / vocabulary– Mediation services

• XML message translation• Message protocol mediation

– UDDI and service registry support– Service provisioning, management and security– Eclipse based tooling

Lot 6 - Application Integration & ESB


Lot 7 - Data Integration


DW





SearchOffice



BI Dashboard





Service Registry

Operational data




Externalservices

Customservices




• Enterprise data and metadata integration for all types of data integration needed by the University– Integration with data modelling tools

– Declaration of a shared business vocabulary

– Support for multiple database and file format data sources

– Data integration for • Master data management• Data consolidation - ETL development for data warehouse construction, data

migration• Data federation - EII for on-demand data integration• Data synchronisation• Re-purposing unstructured content and populating ECMSs

– Enterprise data quality – batch, event driven DQ, on-demand data quality services

Lot 7 - Data Integration


Lot 8 – Knowledge Transfer

KT … for our Technical staff

KT … for our Support staff

KT … for Our users

Innovative methods for delivering KT

Ibm Collaboration Conference Sept 2007 V5

Technology

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