2009 Spring COMTECH Meeting - University of Calgary

2009 Spring COMTECH Meeting
Harold Esche, CIO

Six IT Portfolios
Learning
Course Delivery
Student Access
Process and Organization
ITSM
Integrated Service
Information Security
Project Management and Governance
Research
Applications
Consulting
Research Computing
Collaborative Tools
Administration
ERP
Business Intelligence
Information Management
Distributed Admin Systems
Infrastructure
Community
Web Content
Alumni Systems
Fund Development
Hardware and Systems
Common Services
Networks and Telecommunications
Data Centres

Data Centre Current State

Data Centre Current State
~10000 sq ft in basement of MS
~1000 KVA power
~160KVA on generator power
~2000 systems
No more power
No more cooling

Data Centre Plans
Add 250KVA in MS
Refurbish Space
Add CCIT Data Centre
– 100 m
2
– “Green” Data Centre
Find funding to double MS capacity
Add EEEL Data Centre

New Look for the IT Web Pages

Web Content Management Upgrade to
Drupal 5
1,000 sites in Drupal 4
100% of Faculties, 90% of Depts migrated to Drupal 5
Full migration to be completed by Aug
“UNITIS Lite”/Contact page replaces Teleweb by Aug

“UNITIS Lite” Test Site

Student Dashboard v2.0

The Exchange Project
Simon Sharpe, Project Manager

Introduction
• Started at Haskayne in 2001, working as Sessional
Instructor and IT guy
• Former liaison between Haskayne and UCIT
• Ran project to get Haskayne out of the email business
(Lotus Notes) and onto central services
• Former team lead on Tier One Support Centre
• ITSM Program Manager
• In February, I was asked to manage the Exchange project
• Lots of discussions and work had gone on before that
• Not a member of the Microsoft fan club
Agenda

Objectives of this session
• What is the Exchange Project?
• Why are we doing it?
• How will it effect you?
• What is the timeline?
• Questions and answers
Agenda

What is the Exchange Project?
• We are setting up a production-ready* Microsoft
Exchange service
• We are collaborating with HiiTeC, who have
experience using and supporting
Outlook/Exchange
• We have engaged Dell to help us with
– High Level design
– Active Directory remediation
– Detailed design and build
• HiiTeC has financially supported Dell’s
engagement
• Work is required to our Active Directory
Agenda

What is the Exchange Project?
• The service is for staff and faculty
• Students will stay with IMAP
• Oracle calendar will be shut down summer 2010
• Basic email and calendar will be provided free, as
before
• Blackberry Exchange Services will be provided to
users requesting it as a fee-for-service.
• The Exchange project provides a foundation for a
second project, a pilot of Unified Communications
Agenda

What is the Exchange Project?
Production-ready means
• We have a Service Owner
• We have defined service levels
• We have monitoring in place
• We have backup and recovery
• We have the server people trained
• We have the Support Centre trained
• We have our Tier Two people trained
• We have training available to our users
Agenda

Why are we doing it?
• Our customers are asking for it and have been
asking for a while
• PDAs such as Blackberries do not all work well
with IMAP
• Lots of money is flowing off-campus every month
for Exchange/BlackBerry services
• Outlook/Exchange is an integrated, feature-rich
service
• The web access to Exchange is good and works
well on a wide variety of browsers
Agenda

Why are we doing it?
• Any other service or application that integrates
with email integrates with Outlook/Exchange
• Several alternatives were considered and the
experience at other institutions was taken into
account
• The initiative was created in consultation with the
ITAG group
Agenda

How it will effect you
• Unless you are supporting members of the pilot
groups (Bell Exchange users at HiiTeC, VetMed,
Executive Suite), the change will not effect you
before this fall.
• If you are in an infrastructure support group, you
will see new equipment and procedures
• You may be involved in planning an Oracle
calendar conversion to Outlook between now and
summer 2010
• You may need to develop skills and knowledge
around supporting Outlook/Exchange
Agenda

Timeline
• 300 pilot users who already use Outlook-
Exchange with external service provider to be
moved to our own service this summer
• Detailed planning for the campus-wide rollout,
including migration, user training, involvement of
our IT partners over the summer/fall
• Ready to start migrating email this fall.
• No interoperability between Oracle Calendar and
Exchange, so we may need to move the
calendaring for all users at one
• Oracle Calendar to be tuned off summer 2010
Agenda

We need your help
• Like me, you might not be a member of the
Microsoft fan club
• As we spend more time with Outlook/Exchange,
we see things that we think will add value for our
customers
• We want to be engaged with the distributed IT
people and with our customers to understand how
this will fit into their world
• Rather than saying “This is all the stuff
Exchange/Outlook can do,” we want to highlight
the areas we feel it adds value in our world.
Agenda

Questions and Answers

3rd Party Services Support
Leaders in facilitating long-term business success
between University of Calgary Customers, 3 rd
party Vendors and UCIT
David Menks, GIS

Mission Statement
• The Mission of 3 rd Party Services Support is to provide
business analysis and packaged (3 rd party) IT system
support to University of Calgary groups by
– Providing an interface between customers, vendors and UCIT
– Understanding business processes
– Focusing on prioritized tasks, goals and long term objectives
– Assisting in Software & Hardware selection and
implementation
– Facilitating appropriate business system support

3 rd
rd Party Services Support - Roles
• Provide an interface between customers, vendors and UCIT
• Conduct Enterprise Analysis
• Assist in system selection
• Facilitate Sustainment activities (Service Support)
• Simplify UCIT billing to customer
• Cradle to grave service provision
• All 3 rd Party Services Support activities are cost recovery
based

3 rd
rd Party Services Support - Activities
• Create an Opportunity Assessment
• Create Decision Documents to support decisions at various stages
of the project
• Work with Project Management resources to ensure a Project
Charter and Project Plan are supported for project success
• Participate in the Request for Information (RFI), Quotation (RFQ) or
Proposal (RFP) process
• Facilitate implementation of the chosen solution
• Take a custodial role as the Service Owner after implementation
• Participate in end of life (decommissioning) activities including
transfer to a new Service

3 rd
rd Party Services Support - Value
• Customer
– Single point of contact
– Simplify billing
– Clarify costs
– Facilitate problem
resolution and new
functionality requests with
vendor
• UCIT
– Single point of contact
– Provide Service Ownership
– Establish SLA’s
– Consistency in
deployment/release and
sustainment
– Facilitate internal
communication

3 rd
rd Party Services Support - Customers
• Parking Services (AIMS)
• Continuing Education (OneCE)
• Counselling Services
(Titanium)
• Development Office
– Raiser’s Edge, Net Communities,
Campus Call
• Environment Health & Safety
(SIVCO)
• Food Services (Synergy)
• Laptop Encryption (End Point
Encryption, SafeBoot)
• Remedy
– Incident, Problem, Change Management,
Configuration Management
– 17 custom applications
• Residence Services (Star Rez)
• UCIT Time Management (Web
Time Sheet, PM2)
• Universal Student Ratings of
Instruction (USRI)

3 rd
rd Party Services Support - Resources
• Two person team reporting to David Jones, GIS
Manager
– David Menks (1 FTE)
– Ivan Runions (.2 FTE Other, .6 FTE Remedy)
• Temporary Project Secondment
– Heather Keller (

3 rd
rd Party Services Support - History
• During the mainframe era, additional applications
were acquired
• Support for these ‘3 rd Party’ applications was
spread throughout UCIT (and the campus)
• The number of systems (services) has increased
exponentially in the past decade
• There is a growing desire to have a single support
model for ‘3 rd Party’ services
• There is discussion about reducing UCIT’s
increasing 3 rd Party resource load through the use
of the 3 rd Party Services Support team

3 rd
rd Party Services Support - Future
• Evaluate the service support potential for Ad-
Astra, Archibus, EDMS/Synergize, Medicine,
Supply Chain Management, Ancillary Services
(Bookstore, DSX, General Meters, Microstore),
Library, UCIT support systems, and others
• To become service owners for all current UCIT
sustained 3 rd Party applications for which costs
can be recovered
• To facilitate discussion regarding efficiency and
centralization of business process (e.g. admission
systems, Institute support systems)

Business Administration
Systems (BAS)
Heather Pylatiuk, Instructional Services & Application Support

Agenda
• Who is the Business Administration Systems
group?
• Upgrade Project

New Name

Communications
• Website
www.ucalgary.ca/ps
• Re-direct and
forward
•Support Centre –
press 2

Upgrade
• HCM and SA to v9
• Timeline
• Benefits

Communications
• Website
www.ucalgary.ca/
itbasupgrade
• Mailing Lists
• UAT & User
Community Updates
Contact us at:
upgrade9@ucalgary.ca

Conclusion

Laptop Encryption Project
Janet Harvey, IT Project Office
Kerry Bueckert, DTP Deskside Services

Agenda
• Background / Need
• Product Deployment Phases
• Technical Information

Background
• FOIP Section 38: “The head of a public body must protect personal
information by making reasonable security arrangements against
such risks as unauthorized access, collection, use, disclosure or
destruction.”
– Increased prevalence of laptops used by faculty/staff
– Likelihood of confidential data existing on them is high
– Increasing risk of laptop loss or theft on campus

Scope and Solution
Project Scope
• Encryption solution for all University of Calgary-owned laptops
• Phased implementation, starting with DTP-imaged laptops
• Macs in scope
Selected Solution
• McAfee encryption product has been purchased
– 700 licenses
– Managed full-disk encryption
– Demonstrated regulatory compliance
– Minimal impact to end-users

Product Deployment Phases
1. DTP – Managed Laptops
2. Managed Laptops with DTP-like Image (Windows)
3. Unmanaged, UofC owned Laptops (Windows)
Tasks Required:
• Install & configure software on server (completed)
• Create procedures for client installs, support, changes, new releases,
tracking
• Training
• Communications
• Deploy to laptop users
• Lessons Learned

Product Deployment: Mac Phase
Scope
• Mac Pilot and Deployment
Activities
• Testing of Mac solution
• Create procedures for client installs, support, changes, new
releases, tracking
• Training
• Communications
• Deploy to laptop users

Our Encryption Software Candidates
• Conexsys
• PGP
• PointSec
• SafeBoot (Now called Endpoint Encryption)
• Utimaco

Configuration of Client Software
• Single Sign-On procedure
• Minimal end-user requirements
• Transparent
• Remote installation

Deployment Attempt 1: Learning the Hard
Way
• McAfee’s ePO is very powerful
• Solution was accidentally deployed across
campus instead of the test group
• Project delayed for 3 months to recall the solution
and deploy correctly

Deployment Attempt 2: Nice and Slow
• Deploy to pilot group
• Deploy to UCIT
– 10 per day
• Monitor installation progress with ePO reporting

Deployment Process
• Move laptops into Encrypt group

What the User Will See

Vulnerability Assessment
Program (VAP)
Patrick Jungles, Information Security Office

Outline
1. Introduction
2. Platform
3. Architecture
4. Program
5. Questions

Introduction
Vulnerability:
• Software or hardware flaw, which can be exploited to
carry unauthorized actions on the vulnerable system.
• Successful exploitation may lead to the loss of:
• Availability
• Integrity
• Confidentiality

Introduction
Vulnerability Assessment?
• The first step in implementing and maintaining a
well defined security strategy
• Measure the security posture of various devices
connected to the UCIT infrastructure
• Protect information, systems and services

Rapid7 NeXpose Scanner

Architecture

Basic Program Steps:
1. Scan: New devices are added to the program and
subjected to a baseline and discovery
assessment.
2. Report: A report is generated for scanned
2. Report: A report is generated for scanned
devices and submitted to administrators and
device managers.

Basic Program Steps:
3. Remediate: Issues are prioritized and fixes are
applied.
4. Confirm: Another scan is performed to confirm
that vulnerabilities have been properly addressed
and fixes are effective.
5. Report: A new report is generated, documenting
the updated security posture of these devices.

Vulnerability Assessment Program

Program Availability
VAP is available to administrators or service
owners that manage devices and servers
connected to the U of C network.
Participants will be responsible for submitting the
required information and following up with any
remediation.

Expectations
Remediation:
• Critical Vulnerabilities – Fixed, Removed or
Acknowledged in 2 weeks from initial scan
• Severe and Moderate – 30 days from initial scan
Scanning:
• All systems must be scanned once a month!

When can I get involved?
VAP release date is TODAY!!!
How to join the program?
Visit:
http://www.ucalgary.ca/it/infosecurity/vap
Email:
vap@ucalgary.ca

How secure are your systems?
Questions?
Patrick Jungles
jungles@ucalgary.ca
(403) 220 - 3299

2009RFP0018
Computer Technology
David Buhler, Client Services

U of C Academic Principles
Student Success
Excellence in Research and Scholarship
Interdisciplinary Education and Research
Return to Community

Connected Campus
Providing access to useful, necessary
and secure information and services,
anytime and anywhere.

The Team
• Steven Breeck (ITAG)
• Kerry Bueckert (UCIT)
• Edward David (ITAG)
• Laurie Davison (UCIT)
• Frank Lee (SCM)
• Ken Masson (SCM)
• Dan Overes (UCIT)
• Crystal Bourgeault (Admin)
• David Buhler (Chair)

Computing Technology RFP Intent
• The purpose of this Request for Proposal is to receive submissions from
• qualified and experienced firms as it is imperative that those interested in
• forming a strategic partnership with the university understand how they will
• best accomplish the following for the University:
• Supply Equipment (Desktop, Display, and Laptop)
• Delivery of Equipment
• Warranty of Equipment
• Servicing of Equipment
• Disposal Plan for aging equipment
• Support of the University’s departments
• Online portal (Direct Connect) for assisting with Supply Chain
• Innovative value

Timeline
• Release of Bid Document April 3
• Town Hall Presentation April 9
• Last Date to submit questions April 16
• Submission deadline of bid proposal April 30 – 2pm
• Review of responses April 30 – May 14
• Short List Meeting May 15
• Receipt and Evaluation of bid samples* May 19 – June 9
• Interview (tentative) June 9
• Decision Meeting (tentative) June 10
• Award (tentative) June 10

The Vendors
Four responses have been received
• Acrodex / Lenovo
• Dell
• Metafore / HP
• Prodata / Toshiba

Evaluation Criteria
• Product Requirements – 20 %
• Company/Quality of Response – 5 %
• Support Service – 25 %
• Pricing – 20 %
• Innovation – 20 %
• Sustainability – 10 %
• Total – 100 %

Equipment Review
Equipment will be available in ICT 218
• Send contact information to Crystal Bourgeault
(cbourgea@ucalgary.ca)
• Full name
• UCID number (campus card)
• Will send info to Campus Security to give access to Room ICT 218
Required feedback form to be completed when
reviewing equipment
Mix of desktops and laptops

Answers

August Quarterly Outage Update
Kevan Austen, OPC

UCIT Power Shut Down
• Complete Power shut down August 8, 2009
• UCIT working with Campus Infrastructure to repair
high voltage power equipment
• Should take approximately 30 hours

UCIT Power Shut Down
• Mark your Calendars !!
• August 8 th 2009

UCIT Power Shut Down
• Effects All of Math Science and Science Theater
Buildings
• Complete power outage, both buildings will be
dark
• ALL UCIT Services will be down
• Start time: Saturday August 8th @ 00:01
• Approximate end time: Sunday August 9 th @
12:00 (noon)
• Most networks will be up until 17:00 Saturday

Service Status
• For information on all UCIT service outages
please check our Service Status web page:
• http://www.ucalgary.ca/it/status

Thank-you for attending the
2009 Spring COMTECH
Meeting
Presentation slides will be posted on the IT homepage
following this meeting.