1. The Modern IT Working Environment (MWE) Great Expectations..... Students today, Employees tomorrow Simon Vaughan, Programme Director, Information Services Cardiff University October 2007

2. 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

3. 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

8. A workforce in transition provides challenges …………………..and opportunities 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 workforc e Essential source of professionals and middle managers Tech savvy but not “native speakers”; mixed approach to collaboration, loyalty, and rewards Technology is 2 nd 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 Older workers (Age 50 +) Mid- career workers (Age 35 – 50) New generation (born after 1980)

9. 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.

11. becomes the…….. 21 st Century Employee Digitally Literate ‘ The Thumb Generation’ Always Connected Educationally Ambitious Community Oriented 21 st Century Student

13. Internet or Remote A ccess Campus Access Staff Students (Current) Staff Researchers Researchers Student ‘ Islands of Information’ Current IT setup Access via a ‘desktop icon’ to individual applications / Systems Email Library Resources (Voyager) Blackboard Finance system HR and other Admin systems Student records Unstructured Content (Docs, Images,,,,)

15. Islands of information…… Manual Process Takes lots of time… Lots of Paper Re-keying of data Errors No ‘one source’ of data ‘ Spaghetti effect’ Finance Estates Student records

17. 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!

18. Internet / Remote A ccess Campus Access IDENTITY MANAGEMENT Personalised view of all Resources relevant to your role Staff Students (Current and Potential) Staff High level Vision Researchers Researchers Alumni Institution to Institution (eg Uni -> Uni, NHS, Commercial org, etc) Single point of secure access Common and personalised view of all resources Seamless access to authorised services regardless of location Partners Students 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

19. Single Sign on (One Username / Password to access your authorised resources) Identity Management System Enables User My MWE My Business Processes My Alerts / ‘Action items’ Web Site Content Information Feeds / Subscription Document sharing / Collaboration Platform Independent Location Independent Current ‘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

23. 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

24. a) Governance / Buy in : Major Phases to date INSRV Preparation INSRV investigation Dec 2005 2006 ‘ DO IT’ University led 2004 2007 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 * 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 ‘software and infrastructure’ from IBM * Partnership agreement with IBM * User led implementation * Training (Technical and User) * 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

25. MWE Steering Group Chair: Dr David Grant Independent Reviewer Portal Services Implementation Groups MWE Programme Office Programme Management, Change Control, Project Reviews, Financial Management Technology Realisation Architecture 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

27. b) The Introduction of an Enterprise Architecture MWE - The Service Oriented Infrastructure (The SOI for SOA) Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

28. • 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

29. Lot 2 - Enterprise Portal and Single Sign-on Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

31. Lot 3 - Collaboration Tools Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

34. Tender Timescale Action 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

35. Tender 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

36. ‘ Glue’ Enterprise Portal Resilient and Secure IT Infrastructure Information and Administration Systems School Systems applications SITS Compel Coda Honours Cyborg Toolset for cross University integration, Process mapping and ‘e-forms’ Secure Identity Managed Environment ECMS (Doc Mgt) Library (Voyager) VLE (Blackboard) External content Information Resources Web Content E-mail Calendar Collaborative Workspaces Instant Message Forums Collaboration and Communication Tools News Feeds Discussion Boards Blogs / Wiki Productivity Tools IBM 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

37. c) Business process re-engineering

38. Process mapping, Modeling, Simulation and Documentation c) Business process re-engineering Enabled by Business change and the ‘Lean University’ Project Empowered by the ‘MWE’ Project and toolset Business Owners Business Analysts

39. d) The Introduction / development of Web Services

40. Three key sources of services Service-enable high-value existing IT assets for reuse Working with current (and future) system vendors.. (where possible!) (Facebook integration, Google maps, External feeds, etc) d) 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 Consume external services Create new services from scratch Service-enable existing assets

41. Composite Applications: Pulling it together Aggregate Surface in an Enterprise Portal (MWE!) Integration Student Records Residence system Finance system Aggregate Disparate Information 2 1 Combine services from multiple back end systems (internal + external) Present in an Interactive, Composite application thru an Enterprise Portal UI 3 Student Number Residence Details Payment Details

42. Composite Applications: Pulling it together Creating Business Value with Portal, Collaboration and Process tools integration

43. The 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 e.g. Travel request (Attending a conference / University Business travel ) 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 Spaces Online Forums Online Procurement ‘ Update my details’ Expense Reporting Copyright © Cardiff University, Information Services 2006 Student access from ‘Cradle to Grave’ Event Booking task task task ‘ TO DO’ List notification Travel requestor Line Manager Head Of School task task task ‘ TO DO’ List notification

44. 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

45. Composite Applications: Pulling it together Creating 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 Copyright © Cardiff University and Open Logic

46. 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 Copyright © Cardiff University and Open Logic

47. Composite Applications: Pulling it together Next Steps Connections, Quickr and Sametime 8 integration in the MWE

51. Lotus Connections / Quickr Services which we will use in the MWE 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………… Communities Blogs Dogear Activities Profiles Quickr Connectors Shared Content Team Workspaces Workflow Anywhere Anytime Wikis Team Blogs Business templates Quickr Services Quickr content stores

53. 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 VERSIONS Test out of box functionality demo servers and loan kit PROTOTYPES Test dependencies in real environment BETA TESTING First version that test users will see and test resulting in iterative development MWE Milestones and activities Time Hardware Early Delivery Hardware Delivery Site1 USER ENGAGEMENT and BUSINESS CHANGE ACTIVITIES DESIGN IMPLEMENTATION TESTING (Highly Structured) ROLLOUT Hardware Delivery Site 2 Oct 07 Nov 07 Dec 07 Begin planning for Further Versions User Feedback v0.1.0 v0.1.1 v0.9.0 v 1.0 ( Requirements gathering, Evaluation, Prioritisation, Feedback, Training, etc )

54. INSRV Technical Delivery Teams Governance Support User Support Library Tech Group Insrv working Group Programme Director: Simon Vaughan Business Change David 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 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

56. ‘ ...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.............

57. 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…..

58. Thank you ! Questions......... For further information, please feel free to contact: Simon Vaughan [email_address] October 2007

60. Lot 4 – Enterprise Content Management Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

62. Lot 5 - Business Process Management Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

64. Lot 6 - Application Integration & ESB Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

66. Lot 7 - Data Integration Data Integration platform DW Operational systems Business intelligence system Content management system (CMS) ECMS Events Master data Operational data WWW Enterprise Portal Single sign-on Search Office live web feeds & unstructured content ECMS BI applications BI tools BI Dashboard Decision Support Services Enterprise Service Bus Business Process Management Performance Management Service Registry Operational data Copyright © Intelligent Business Strategies 2007 Collaboration Services Application Services Service from Packages External services Custom services Students, Researchers Schools, Directorates

68. Lot 8 – Knowledge Transfer KT … for our Technical staff KT … for our Support staff KT … for Our users Innovative methods for delivering KT