enterprise directory services: project planning
DESCRIPTION
Enterprise Directory Services: Project Planning. A. Michael Berman, VP, Instr. & Info Tech, Cal. Poly, Pomona Keith Hazelton, Sr. IT Architect University of Wisconsin. Topics. Enterprise Directory Implementation Roadmap Business Case Project planning. Tech and Policy Tracks. - PowerPoint PPT PresentationTRANSCRIPT
Enterprise Directory Services:Enterprise Directory Services:Project PlanningProject Planning
A. Michael Berman, VP, Instr. & Info Tech,
Cal. Poly, Pomona
Keith Hazelton, Sr. IT Architect
University of Wisconsin
CAMP Directory Workshop Feb 3-6, 2004
TopicsTopics
Enterprise Directory Implementation Roadmap– Business Case
– Project planning
CAMP Directory Workshop Feb 3-6, 2004
Tech and Policy TracksTech and Policy Tracks
CAMP Directory Workshop Feb 3-6, 2004
QuickTime™ and aTIFF (LZW) decompressor
are needed to see this picture.
CAMP Directory Workshop Feb 3-6, 2004
Project Planning, Preparation Project Planning, Preparation and Requirementsand Requirements
Policy/Management Develop Business Case & Secure Support Develop Project Plan Assemble Resources Strategize for success in policy matters
CAMP Directory Workshop Feb 3-6, 2004
Planning: The Biz Case Planning: The Biz Case
Educate yourself and organization on need for middleware
Assemble drivers for campus Assess strengths, weaknesses, and
critical success factors Develop business case Secure support
CAMP Directory Workshop Feb 3-6, 2004
Educate yourself and others…Educate yourself and others…
You’re here Materials on CD Excellent articles in Educause publications
– Written for a range of audiences
You don’t have to invent from scratch, but…
You will have to tailor for your campus
CAMP Directory Workshop Feb 3-6, 2004
Assemble Business DriversAssemble Business Drivers
You need to know why you’re undertaking this effort
It’s probably bigger than you think Focus on outcomes Outcomes need to be meaningful for your
target audience – who needs to support the project to make it a success on your campus?
CAMP Directory Workshop Feb 3-6, 2004
Drivers for Directory Drivers for Directory ImplementationImplementation
Technology Drivers– Improved service– Reduced costs
Positive business drivers– Enable new applications– Support better collaboration, sharing resources
Negative business drivers– Improved security and protection of confidential
information
CAMP Directory Workshop Feb 3-6, 2004
Technology Drivers – Technology Drivers – Improved servicesImproved services
Account provision – speed, accuracy Providing identity information to non-
central “customers” Customer self-service WebISO Better integration for portals, ERP systems
CAMP Directory Workshop Feb 3-6, 2004
Technology Drivers – Technology Drivers – reduced costsreduced costs
Server consolidation Reduce help-desk calls Simplify implementation of new
applications Reduce/eliminate proxy servers
CAMP Directory Workshop Feb 3-6, 2004
Positive Business DriversPositive Business Drivers
Enterprise course management Collaboration tools – calendaring, email
lists based on roles, video conferencing Resource sharing, distribution Workflow PKI
CAMP Directory Workshop Feb 3-6, 2004
Negative Business DriversNegative Business Drivers
Use directory to consolidate, control access to sensitive information
Tie to SSN access control Reduce risk
– Auditing risk – e.g. password control– Compliance risk– Liability risk
CAMP Directory Workshop Feb 3-6, 2004
Assess Strengths, Weaknesses, Assess Strengths, Weaknesses, and Critical Success Factorsand Critical Success Factors
Do key campus and IT leaders have a good understanding of purpose and role of Enterprise Directory?
Do key technical staff members have good understanding of core middleware and directory technologies?
Have you identified campus business drivers that are compelling & linked to strategic needs of the campus?
CAMP Directory Workshop Feb 3-6, 2004
Assessing…Assessing…
Have you identified an executive sponsor or champion with enough clout?
Do you know who are the stakeholders outside the IT organization?
Do you know who the “data owners” are, and can you get their support?
Do you have project management expertise available?
CAMP Directory Workshop Feb 3-6, 2004
Assessing…Assessing…
Does your campus have appropriate policies for ownership and management of the information you will put in your directory?
Can you make changes in policies if necessary?
Have potential roadblocks – organizational, political, legal, procedural – been identified?
CAMP Directory Workshop Feb 3-6, 2004
Assessing…Assessing…
Is the core campus IT infrastructure in a stable configuration that can support the directory?
Is there continuity in IT and campus leadership sufficient to sustain the effort required by the project?
Do you have communications expertise available to you?
CAMP Directory Workshop Feb 3-6, 2004
Developing a Business CaseDeveloping a Business Case
Depending on the size, complexity, and cost of project and campus environment, may need to develop a more-or-less formal business case
Purposes:– To focus your own thinking– To gain executive buy-in– To rally campus support
CAMP Directory Workshop Feb 3-6, 2004
Potential elements of a directory Potential elements of a directory project business caseproject business case
Most important – explain the need or drivers for the directory project, and how the project will address the need
If possible, explicitly tie to the strategic objectives of the institution
Typically includes a rough cut of project timeline and budget – address funding strategy
Most important: executive summary
CAMP Directory Workshop Feb 3-6, 2004
Can you do a “stealth” directories Can you do a “stealth” directories project?project?
May be possible for the first pass or as a prototype
Current focus on protection of confidential information increases risk of stealth project
Good strategy in some cases – embed within a larger project, e.g. ERP
CAMP Directory Workshop Feb 3-6, 2004
Secure SupportSecure Support
Stakeholders Champion Funding Sources Business and Policy Process
CAMP Directory Workshop Feb 3-6, 2004
Planning: Develop Project PlanPlanning: Develop Project Plan
Do implementation groundwork on strategy, timing, and organizational approach
Develop communications and PR plan Discuss with stakeholders when
appropriate Develop project plan
CAMP Directory Workshop Feb 3-6, 2004
Implementation GroundworkImplementation Groundwork
Clarifying relationships between individuals & institution. When does admitted student become a student able to access online library resources? Are they “students” for all purposes?
Determining who manages, who can update and who can see common data. How does an address get changed? Who is responsible for its accuracy?
CAMP Directory Workshop Feb 3-6, 2004
Implementation GroundworkImplementation Groundwork
Structuring information access & use rules between departments & central administrative units. What data sets should particular staff positions get automatic custodial permission to use?
Reconciling business rules & practices. Do the existing business practices for new hires support early provisioning of email accounts?
CAMP Directory Workshop Feb 3-6, 2004
Develop Communication PlansDevelop Communication Plans
Use to help manage expectations Publicize quick wins, a shared vision, support
from the executive levels Use combination of face-to-face
conversations & presentations & web/hard copy communications
CAMP Directory Workshop Feb 3-6, 2004
Develop Communication PlansDevelop Communication Plans
Tailor message to disparate audiences Keep the overall message consistent. Identify ways to involve stakeholders in
decision and policy making process. Need to reiterate overall goals & business
case many times before directory is deployed & apps are enabled.
CAMP Directory Workshop Feb 3-6, 2004
Project Plan ConsiderationsProject Plan Considerations
Quick wins early in process to demonstrate value. Identify ways to measure benefits (productivity
gains, self-service) ahead of time. Success enables more success. Make sure later
requests can be accommodated to keep enthusiasm
Over provision first infrastructure to accommodate growth for first applications & addition of new ones.
CAMP Directory Workshop Feb 3-6, 2004
Project Plan ConsiderationsProject Plan Considerations
Develop overall guidelines for directory & project to help in decision making later
Be prepared to redefine responsibilities of people as workload changes.
Recognize directory as mission-critical infrastructure; provide for life-cycle support & mgmt
CAMP Directory Workshop Feb 3-6, 2004
Planning: Assemble ResourcesPlanning: Assemble Resources
Decide on funding model and secure funding
Develop technical, policy, executive and organizational project structure
Begin communication plan
CAMP Directory Workshop Feb 3-6, 2004
FundingFunding
Costs– staff time: in acquiring data, establishing policy, and
implementing the technical infrastructure. – capital and operational costs
Securing Funds; – depends largely on existing staff, their expertise,
available resources for outsourcing, & level of commitment to other production systems.
Funding Options– absorb cost of project into existing initiatives
underway, or within ongoing operational budgets– Submit to mgmt. for funding as a standalone project
CAMP Directory Workshop Feb 3-6, 2004
Project StructureProject Structure
Project Champion(s)– Ideal is a pair, one IT, one senior admin– Know, communicate value– Negotiate hazards, maintain momentum
Project Manager– Trusted vet; technically acute– Collaborative style– Proactive communicator
CAMP Directory Workshop Feb 3-6, 2004
Project StructureProject Structure
Core Team– Small, agile– Represents core functional areas– Detail oriented– Formulates issues, recommendations for
steering group
Big Team– The stakeholders collectively
CAMP Directory Workshop Feb 3-6, 2004
Project StructureProject Structure
Steering Team– Smallest, most powerful– Composed of key decision makers– Lays foundation for ongoing Dir. Governance Board
Technical Team– Nuts & bolts of design and deployment– Technical architect, systems developers, database
technologists and app developers
CAMP Directory Workshop Feb 3-6, 2004
Strategies for Success Strategies for Success in Policy Mattersin Policy Matters
Know your environment Establish core principles
CAMP Directory Workshop Feb 3-6, 2004
Strategies: Know your environment! Strategies: Know your environment! Guiding questionsGuiding questions
Is campus governance centralized or distributed?
How has central administration demonstrated commitment to policy leadership?
What partnerships are in place to support policy development among, e.g., IT, Legal, internal audit, police, Student Affairs?
CAMP Directory Workshop Feb 3-6, 2004
Are there best practices already defined for your campus? Processes to create best practices?
Are there existing policies that just need to be interpreted to cover the e-World?
What resources are available to support policy development and implementation?
Strategies: Know your environment!Strategies: Know your environment! Guiding questionsGuiding questions
CAMP Directory Workshop Feb 3-6, 2004
Strategies: Core principlesStrategies: Core principles
Guiding philosophy of new infrastructure Defined before design and implementation
phases Rooted in view of data as a strategic
resource– Enterprise directory
Link to all people of interest ..and all the needed identity information
CAMP Directory Workshop Feb 3-6, 2004
Strategies: Core principlesStrategies: Core principles Sample core principles
– Data infrastructure serves more than one institutional application
– Data is protected and requires permission for its use unless declared “public” by the data custodians or owners
– Access to private directory data must be granted for each application and be approved by the data custodians.
– Applications using that data should meet the security and data definition guidelines put forth by the technical service administrators.
– Data will be made available for all valid administrative and educational purposes
CAMP Directory Workshop Feb 3-6, 2004
CAMP Directory Workshop Feb 3-6, 2004
Strategies: Core principlesStrategies: Core principles Directory (UDS) Inclusion Guidelines
There should be a process by which new elements of institutional data are proposed, considered and selected or rejected for addition to the UDS collection.
This process should be clear, well publicized and it should handle requests in a timely manner.
Some users and applications will need access to a larger set of institutional data than that available in the UDS. The UDS must provide a way to map between a person entry in the UDS and that person's entry in other participating repositories.
CAMP Directory Workshop Feb 3-6, 2004
Strategies: Core principlesStrategies: Core principles
Oversight and ownership– Data and technical service may be different– Application and infrastructure may be different– Create, read, update, and delete matrix– On-going legal, source system, and policy
changes Requires business functions to be involved Requires changes in the infrastructure
CAMP Directory Workshop Feb 3-6, 2004
Begin Communication PlanBegin Communication Plan
CAMP Directory Workshop Feb 3-6, 2004
Q & AQ & A