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Making BYOD Work
                   for Your Organization
                   The “bring your own device” movement compels organizations to strike
                   the right balance between employee freedom and corporate control over
                   technology. Organizations should take a measured approach to transition
                   to BYOD and chart a middle path to reap its benefits to avoid falling behind
                   proactive competitors.




| FUTURE OF WORK
Executive Summary
The influx of personal smartphones, tablets and laptops that
connect with and use corporate resources is challenging
companies to walk a fine line between channeling the
benefits of employees purchasing and using their own
mobile devices and making these devices secure and cost-
effective enough for the enterprise.

Known as BYOD, or bring your own device, this consumer-led
movement is transforming enterprise workspaces by extend-
ing the notion that 21st century employees need to work from
anywhere, at anytime and on their devices of choice, both
within and outside of the traditional corporate structure.
BYOD is not only disrupting the traditional way technology is
provisioned, paid for and used, but it also promises the dual
benefits of simultaneously driving down IT costs while improv-
ing employee productivity and satisfaction.

The BYOD trend holds immense potential to transform
business, enable agility and encourage innovative ways of
interacting with customers and business partners. The key
is to approach BYOD holistically, responding to employee
expectations while fulfilling business requirements for
security, compliance and risk mitigation.

Transitioning to a BYOD model should be phased in over
time. Organizations need to mitigate security risks, such
as inappropriate usage or loss of corporate data and
the ensuing financial and legal implications. Establishing
effective governance mechanisms to ensure data privacy
and security can be challenging when embracing a BYOD
philosophy. In addition, advances in consumer technology
and device heterogeneity are creating complexities that
can undoubtedly turn into nightmares for IT if not handled
properly.




                                                    June 2012   MAKING BYOD WORK FOR YOUR ORGANIZATION   2
Organizations should deconstruct traditional workspaces,
                                 using virtualization to decouple dependencies among hard-
                                 ware, OS, applications and user states found in traditional
                                 desktop configurations. This gives them greater flexibility to
                                 stream the right set of user profile, data and applications on-
                                 demand, at the right performance level and in a secure manner
                                 to any device, based on employee roles and IT requirements.

                                 For the foreseeable future, companies should take a
                                 limited BYOD approach (the middle path), with finite lists of
                                 supported devices that are easier and less costly to manage.
                                 A limited-BYOD infrastructure that is platform and OS-
                                 agnostic will help minimize security breaches and the
                                 organizational resources needed to support and manage
                                 employee-owned devices. Deploying the right combination
                                 of mobile device management (MDM), mobile application
                                 management (MAM) and mobile application development
                                 platform (MADP) solutions can help organizations secure and
                                 quickly update business apps on employee devices and perform
                                 compliance reporting, all while providing employees the flexibil-
                                 ity they demand, resulting in improved productivity and higher
                                 satisfaction.

                                 Unlike previous waves of technology change, BYOD promises
                                 to pervade all parts of the business. Proactive organiza-
                                 tions that embrace this trend and mold it in suitable ways to
                                 benefit the business will gain the critical lead to out-perform the
                                 competition.




3   FUTURE OF WORK   June 2012
BYOD Beginnings
The proliferation of affordable computing devices and technology in the 1980s
and ‘90s had organizations scurrying to adjust to the trend of employees using
non-corporate devices for work. Being off the IT radar, portable computers and
first-generation handheld devices confounded many organizations that recognized
their utility but could not fully embrace them because of the command and control
issues they raised.

Today, with even greater advances in consumer technology, mobile applications
and the affordability of smart and powerful mobile devices, organizations are
more challenged than ever to incorporate them into the enterprise IT architecture.
IT departments are understandably concerned about the security and data privacy
risks that accompany the BYOD movement, as well as the increased support costs.

But the genie is out of the bottle. BYOD holds the promise of not only enabling
companies to become more agile and customer-focused, but also helping
employees rapidly create and apply knowledge at work, which is key to deriv-
ing competitive advantage in a knowledge-driven economy. The issue today
is for enterprises to embrace these changes in ways that improve organiza-
tional effectiveness and productivity while mitigating risk. Organizations need
to be proactive in avoiding the mistakes of the past so they can benefit from
the cost and productivity advantages of BYOD initiatives, as well as the ability to
meet employee expectations and enable anytime/anywhere work.

IT Consumerization and BYOD
Consumerization of IT is transforming the traditional IT landscape of organizations
and the way employees use technology. The traditional lines between work and
personal life continue to blur for employees. Seeking flexibility and choice in how
they work, more and more employees are using their personal (smart) devices in
the workplace. An IDC survey found that in 2011, 40% of devices used by informa-
tion workers to access business applications were personal devices, compared with
30% in 20101 (see Figure 1), a 33% increase in just one year. According to the survey,
30% of information workers used their PCs, and 10% used their tablets for




Devices Used to Access Business Applications

                                2010                                                                    2011




                                         30.7%
                                       Personal PC,                                                           40.7%
                                       smartphone                                                           Personal PC,
                                                                                                            smartphone,
                                                                                               59.3%           tablet
                          69.3%                                                              Business PC,
                        Business PC,                                                         smartphone,
                        smartphone                                                              tablet



                                                       Personally-owned   Company-owned


Base for 2010: 2,820 responses from enterprises with                                      Base for 2011: Over 3,000 information workers and
500 or more employees from 10 countries.                                                  business executives from nine countries.
Source: IDC Information Worker Custom Survey, May 2011 and May 2010.
Figure 1



                                                                                  June 2012      MAKING BYOD WORK FOR YOUR ORGANIZATION       4
work-related tasks. BYOD demand and adoption varies by industry, with financial
                                                  services, insurance, healthcare and professional services leading the way
                                                  (see Figure 2).2

                                                  As businesses realize that they can no longer dictate what devices should be
                                                  used at work, many are looking for ways to approach BYOD to advance their
                                                  strategic agenda.

                                                  Benefits for Employees and Organizations
                                                  A major driver of BYOD is the productivity advantage resulting from improved
                                                  employee satisfaction and worker mobility, as well as lower costs of technology
                                                  adoption and refresh (see Figure 3, next page). Other benefits include:

                                                   	 Increased productivity and employee satisfaction. BYOD provides the
                                                     flexibility that employees seek to respond instantly to work requests outside of
                                                     work hours, thus reducing process times and improving operational efficiency.
                                                     In addition, employees report higher satisfaction levels with such flexible work
                                                     arrangements and the freedom to use their devices of choice.
                                                   	 Attracting, retaining and supporting new talent. Expected to soon become
                                                     the largest segment of the workforce, many millennials openly seek environ-
                                                     ments that allow them the freedom to use tools and technologies native to their
                                                     upbringing and customized to their work and life preferences (see Figure 4,
                                                     page 7).
                                                   	 Lower IT procurement, support costs. BYOD promises considerable cost
                                                     savings if employees are willing to bear the cost of purchasing, maintaining and
                                                     upgrading the devices they use for work. Though BYOD necessitates a one-time,
                                                     upfront investment to create the support infrastructure, it can result in lower
                                                     total cost of ownership in the long run.
                                                   	 Improved collaboration. Employee-owned devices equipped with enhanced
                                                     mobile services allow employees to collaborate in real time and finish their tasks
                                                     efficiently by responding quickly. With virtualization, ubiquitous connectivity,
                                                     anywhere access to corporate data, and innovative mobile apps, the opportuni-
                                                     ties for collaborative ways of working have grown immensely.




    BYOD Support By Industry
              Finance/Insurance
                      Healthcare
           Professional Services
                  Manufacturing
        Transportation/Logistics
                           Legal
                        Software
           Government (Federal)
                Communications
                Retail/Wholesale
                   Life Sciences
             Government (Local)
           Entertainment/Media

                                   0%        5%          10%       15%         20%            25%       30%         35%         40%
                    Currently support                    Planning to support: Next 6 months     Planning to support: Next 6-12 months
                    Considering, no specific timeframe   Not planning to support
    Source: Good Technology
    Figure 2



5   FUTURE OF WORK        June 2012
Transforming the workplace. The combination of managed personal devices
   and cloud computing with desktop and application virtualization can help
   organizations enable secure access to key corporate resources anytime and
   anywhere for their employees. The confluence of cloud, virtualization and
   mobility is transforming the way employees work today, allowing them to be
   creative and innovative in ways previously unobtainable.

BYOD Implementation Challenges
Without a doubt, the proliferation of myriad smart mobile devices creates
complexities that are overwhelming many organizations. With limited control
over and vast choice of mobility devices, today’s organizations face considerable
challenges in protecting data, ensuring security, providing support, meeting
compliance regulations and lowering IT costs to manage a BYOD environment.

 	 Protecting data. Compared with most corporate hardware resources, employee-
   owned devices are more prone to theft and loss because of their size, perceived
   value and portability. For organizations, tracking lost personal devices and
   wiping sensitive corporate data stored on them is a major challenge.
 	 Security. The heterogeneity in the device landscape makes it challenging to
   develop and implement appropriate security measures. In addition, their
   advanced features — such as high-resolution cameras, recording functions and
   large storage capacity — can circumvent many traditional IT security measures.
   The possibility of employees inadvertently exposing their devices to malicious
   attacks while using them outside work is a serious risk. For organizations
   operating in regulated environments bound by compliance mandates, ensuring
   security for corporate resources while allowing BYOD can be a tightrope walk.
 	 Support. Providing support for the numerous devices used by employees —
   while offering the potential for significant reductions in overall support costs — is
   a major implementation challenge. IT departments may be overwhelmed if they
   lack the appropriate resources to implement the changes necessary to support
   BYOD.




BYOD Drivers
                      Improved employee satisfaction
                         Increased worker productivity
                           Greater mobility for workers
    More flexible work environments for employees
                                        Reduced IT costs
                Attracting/retaining high-quality staff
            Better quality of devices used by workers
              Better care and/or longevity of devices
  Reduced device management requirements for IT
  Faster onboarding of employees and third parties
                          Improved business continuity
                                                     Other

                                                             0%       10%   20%          30%               40%   50%    60%
Base: 700 IT professionals in seven countries, including Australia,               Percent of respondents
Canada, Germany, India, Netherlands, U.S. and UK.
Source: Citrix Global BYO Index
Figure 3



                                                                            June 2012   MAKING BYOD WORK FOR YOUR ORGANIZATION   6
BYOD costs. The potential to save money depends on how well organizations
                                                             understand and manage the required expenditure. Companies run the risk of
                                                             unnecessary BYOD outlays, such as reimbursing employees’ mobile expenses,
                                                             processing related expense reports, investing in solutions to support heteroge-
                                                             neous devices and customizing apps to run on those platforms.
                                                           	 Compliance requirements. Compliance mandates such as HIPAA,3 PCI DSS4 and
                                                             GLBA5 are particular about safeguarding data, regardless of the device on which
                                                             data is stored. Organizations are subject to heavy fines in the event of data
                                                             breaches. Given device heterogeneity and the scant regard today’s workforce
                                                             seems to have for IT policies, the cost of staying compliant, addressing risk and
                                                             establishing proper governance can be daunting.6

                                                          Overcoming BYOD Barriers
                                                          Yet the benefits afforded by BYOD make it worth proactively pursuing. To
                                                          support the myriad devices, configurations and applications, organizations need
                                                          to have a robust and scalable infrastructure. Additionally, it requires support
                                                          staff, especially IT expertise, to acquire the appropriate skills to manage this new
                                                          environment and infrastructure.

                                                          A platform- and OS-agnostic BYOD infrastructure will provide controls to limit
                                                          security breaches, as well as minimize organization support and management of
                                                          employee-owned devices. By deploying the right combination of MDM, MAM and
                                                          MADP solutions, organizations can secure and quickly update business apps on
                                                          employee devices, as well as perform compliance reporting. It can also provide IT
                                                          departments some degree of visibility and control over the devices and apps used
                                                          by employees.

                                                          Infrastructure Provisioning
                                                          Managing the complexity of a BYOD environment requires organizations to
                                                          intelligently provision the infrastructure and access to corporate resources.




    Business Staff Expects To Be Self-Sufficient And Empowered
                                                                                                                               By 2020,
                                                                                                                               45% of your
                                                                                                                               workforce
                                                                                                    34% of        45%
                                                                                                                               will be
                                                                                   22% of your      millennials
                                                                                                                               millennials.†
                                                                                   employees        say they
                                                                 39% of                             have better
                                                                                   have used
                                                                 millennials                        technology
                                                                                   a service
                                                                 select their                       at home
                                                                                   delivered                                  Empowered,
                                                                 own mobile                         than they
                                       25%                                         over the Web                               tech-savvy
     Millennials                                                 phone,                             have at
                                                                                   to help                                    employees
     in the                                                      regardless of                      work.*
                                                                                   them get their
     workforce                                  66% of your      what IT
                                                                                   job done.*
                                                employees        supports.*
                                                select their
                                                own mobile
                                                phone. *



                                       2010                                      2015                             2020
    * Forrsights Workforce Employee Survey, Q3 2010, Forrester Research, Inc.
    † Bureau of Labor Statistics and Forrester Research

    Source: Forrester Research, Inc.
    Figure 4



7   FUTURE OF WORK           June 2012
Virtualization. Providing access to corporate data and enterprise applications
      from a centralized location gives IT greater control over safeguarding enterprise
      resources regardless of the devices in use. In this way, virtualization accommo-
      dates the diverse devices used at work and eliminates the IT and business costs
      of customizing apps and creating access mechanisms.
    	 “Containerization.” This approach separates corporate data into secure
      “container” structures on devices and allows organizations full control over
      them. By using either a self-contained, secured application and data construct
      or a completely separate mobile OS via a hypervisor, organizations can isolate
      or contain corporate data on personal devices.
	    With the hypervisor, multiple instances of an operating system can be run on a
     single device, essentially creating virtual devices. This way, organizations can
     completely isolate the OS and partition the portion used for corporate applica-
     tions and data from the one used for personal purposes. With the self-contained
     construct, applications and data are run in a separate memory space on the
     device. Access to this information is secured via additional authentications and
     can be selectively removed in the case of device loss or employee retirement.
	 These containerization methods allow IT departments to manage and monitor
   the corporate applications and data effectively and securely without impinging
   on the personal data on employees’ devices.
 	 Encryption. This provides a strong layer of security for devices, applications
   and data. It also makes it difficult for anyone to view and obtain data from lost
   devices without the encryption key.
 	 BYOD in phases. Embracing a limited BYOD model is key to handling
   the complexity that personal devices introduce. Carefully evaluating the
   requirements of employees based on their roles and limiting device support
   will help IT departments gain some control over management and security
   challenges. Allowing only secure and compliant personal devices for work can
   help organizations alleviate their concerns over security, support issues and
   costs so they can create an infrastructure to accommodate them.

Creating a Holistic BYOD Strategy and Policy
Deciding on a BYOD implementation path can be challenging for many organiza-
tions. The BYOD journey should begin with the understanding that the strategy
needs to be all-inclusive and balance the risks and rewards for employees and
employers.

Strategy
Essential to the formulation of a BYOD strategy is understanding employee
roles and how they relate to the use of mobile devices at work. Organizations should
group users into broad categories that consider the kind of work they do on a daily
basis and the necessary IT requirements to support them. Ideally, BYOD should be
rolled out only to qualifying employees. The strategy should factor in the nature of the
business and industry in which an organization operates to identify how it can stay
compliant, especially on data security/privacy and usage mandates. It should also
specify the kind of device configurations, preferred vendors and brands that
support the organization’s business needs.

An important consideration is balancing enablement with control. This will
require organizations to decide on the proper application of MDM, MAM
and MADP solutions and whether these should be managed in-house or
contracted out to vendors. The transition to BYOD should start only after an
organization assesses the net benefits it expects to realize from the initiative.




                                                                         June 2012    MAKING BYOD WORK FOR YOUR ORGANIZATION   8
Another key element is the cost BYOD entails in setting up new infrastructure
                                                          and ensuring support for diverse technologies in a non-standard environment.
                                                          Organizations should also determine the liability they are willing to assume (see
                                                          Figure 5), as well as the tax and legal implications of allowing BYOD, especially
                                                          when reimbursing employee expenses.

                                                          To support BYOD, organizations also need to prepare enterprise applications to
                                                          work with the allowed set of personal devices, which entails customizing, developing
                                                          and updating applications to work with personal devices. Support is another critical
                                                          aspect, as employees need anytime, anywhere access to either live agents or
                                                          self-help tools. A mix of sourcing, automation and strong technical customer
                                                          support is essential to a robust BYOD support model. A successful strategy will
                                                          ensure that IT and the business units agree on how to approach the BYOD program.

                                                          Companies should consider a middle path between the two extremes of the
                                                          complete freedom that employees desire and the full control that
                                                          organizations seek over personal device work usage. A flexible and scalable
                                                          strategy will better accommodate the growing demand for BYOD, given the rapidly
                                                          evolving device technology landscape.

                                                          Policy
                                                          Implementing the BYOD strategy is only possible with a comprehensive policy.
                                                          To develop an effective policy, organizations need to define and understand factors
                                                          such as:

                                                           	   Which devices and operating systems to support.
                                                           	   Security requirements based on employee role and designation.
                                                           	   The level of risk they are willing to tolerate.
                                                           	   Employee privacy concerns.

                                                          Employee demand for freedom in how they work and use technology has
                                                          serious ramifications for IT environments. This demand is altering IT
                                                          departments’ traditional structure and scope of control. Understanding this altered




    Employee vs. Company Liability

                                                      Corporate            Corporate
     • Better control over devices can                  Liable,             Liable,                 • Reduced IT overhead
       be applied (blocking of                         Capped              Complete                 • Reduced device procurement
       marketplace applications, etc.)                 Expense           Expenses Paid                cost (Cap-Ex)
     • Better security                                                                              • Better choice of device
     • Comparatively easier for                                                                     • Challenges in deploying
       enforcing policy and                                                                           corporate applications due to
       compliance                                      Individual          Individual                 non-standardization of OS
                                                         Liable,             Liable,
     • Need for application license
                                                      No/Capped            Complete
       management
                                                        Expense          Expenses Paid




                                            • Better control over expenditure
                                            • Reduced device running cost (direct Op-Ex cost)



      Corporate liable devices are recommended for environments with higher data security risks (e.g., financial services);
      individual liable devices are recommended for environments with lower data risks (e.g., education).


    Source: Cognizant
    Figure 5



9   FUTURE OF WORK          June 2012
environment will give organizations a better idea of what to consider while drafting
BYOD policies (see Figure 6).

BYOD Policy Framework
A comprehensive BYOD policy is an essential component of a successful BYOD
program. An effective policy should include the following:

 	 Devices
   »	 Scalability of devices: Flexible guidelines need to determine which devices
      are evaluated on an ongoing basis, particularly as new devices, platforms and
      operating systems emerge and employee expectations evolve.
   »	 Device criteria: Comprehensive evaluation criteria need to specify which
      devices are allowed and how employees will be notified that their devices
      satisfy that criteria.
   »	 Supported configurations and platforms: Customized user agreements
      should account for the varied combinations of devices, the platforms they
      run and the regulatory requirements specific to the region(s)/industry(s) in
      which the organization operates.
   »	 Device certification: A methodology is needed to evaluate and certify a
      device. The policy should provide a list of compliant and preferred vendors
      for sourcing devices and licensing for core applications required.
   »	 Device support: A clear statement needs to detail how employee-owned
      devices will be configured, which applications will be supported and the
      type of support that will be provided. If the company wants to encourage a
      “self-support” culture, it should provide self-help/support tools to users.
   »	 Security: The organization needs to define its stance on how corporate
      data will be retrieved and wiped in case of device loss or theft, as well as the
      rights it reserves for dealing with corporate data and applications. It should
      outline restrictions on usage of device features such as cameras, storage and
      recording functions and should stipulate the use of anti-virus and malware
      software and the frequency of updates.




Defining BYOD Policies

 Policy Element              Traditional IT Policy                  BYOD Policy

 Devices, device             Standardized.                          Complex and heterogeneous.
 configurations and
 operating systems
 Mobile applications         Full command and control over data     Limited control over corporate partitions, data and apps.
 and data                    and apps.


 Device tracking and         Full IT control over evaluating how    Clarification of how devices are tracked and monitored, as well as
 monitoring                  devices are used, with no express      which portion of the devices and data will fall under the policy’s
                             permission required from users.        purview.


 Cost reimbursement          No provision for reimbursement of      Definition of who pays for what, based on an understanding
                             company-owned device costs.            between employees and employer.



Figure 6




                                                                       June 2012    MAKING BYOD WORK FOR YOUR ORGANIZATION               10
Users
                                                         »	 Eligibility: Eligibility requirements need to be created, as well as the criteria
                                                            used to establish eligibility. Role-based restrictions regarding access to
                                                            certain applications and data should also be clearly stated. Organizations
                                                            should describe the procedure for obtaining approval for using personal
                                                            devices.
                                                         »	 Acceptable usage: Employees should be required to understand their
                                                            responsibilities with regard to acceptable use and minimum device
                                                            connectivity requirements. The policy should encourage employees to
                                                            prioritize business-related use when they are at work.
                                                         »	 Compliance and governance: Communicate non-compliance to users and
                                                            outline the remedial actions they can take to be compliant. Organizations
                                                            should get executive buy-in for the BYOD policy and involve all related
                                                            departments, such as HR, finance, legal and operations, apart from IT.
                                                         »	 Ownership and liability: Guidelines must be clarified on who owns the device
                                                            and the data. These should define liabilities related to loss of corporate data
                                                            stored on personal devices, as well as the liability the organization is willing to
                                                            accept for affecting personal data due to the management of corporate data
                                                            and apps.
                                                         »	 Reimbursement considerations: The organization needs to define its stance
                                                            on reimbursement. The extent of reimbursement (full, partial), the limits
                                                            (allowed expenses, maximum amount), the frequency (one-time, monthly,
                                                            yearly) and eligibility (based on role) will help guide the organization when
                                                            formulating its stance.
                                                         »	 Policy violations: The company needs to prescribe actions in the event of
                                                            violations of policy guidelines.

                                                      Implementing BYOD Policy
                                                      A clear policy on the types of devices allowed as part of a BYOD program helps
                                                      organizations attain a certain level of standardization and allocate the necessary



     Defining User Profiles and Their Needs
                         Examples                    Typical Work Pattern                    IT Requirements
      Knowledge          Scientists, designers,      • Rich user experience, with multiple   • Data security and compliance
      Workers            statisticians                 computer applications and tools       • Flexibility to access multiple desktop computers
                                                       running locally                       • Application-specific security and regulatory
                                                                                               compliance efforts
      Office Workers     Admins, HR, finance         • Routine workflows, with multiple      • Data security and compliance
                                                       computer applications and tools       • PC integrity
                                                       running locally                       • Application-specific security and regulatory
                                                                                               compliance efforts
      Executive &        Function heads,             • Similar to knowledge/                 • Data security and compliance
      Mobile Workers     sales reps                    office workers                        • PC integrity
                                                     • Offline computing                     • Application-specific security and regulatory
                                                     • Anytime, anywhere access                compliance efforts
                                                                                             • Offline access to files and data
      Task Workers       Call center reps, retail    • Simplified and streamlined            • Data security and compliance
                         agents, factory workers       user experience                       • PC integrity
                                                     • No requirements to save               • Highly controlled environment
                                                       data locally                          • Low-cost hardware solution that maintains
                                                                                               high user productivity
      Contract           External contractors,       • Local and remote access               • Data privacy and confidentiality
      Workers            third-party collaborators                                           • Low-cost hardware solution that maintains
                                                                                               high user productivity

     Source: Cognizant
     Figure 7



11    FUTURE OF WORK       June 2012
infrastructure to support the devices. Customized policies mapped to the roles of
users and their dependence on the devices will be an effective way of limiting risk.
Segregating users into broad categories such as mobile workers, office knowledge
workers and task workers will help organizations better understand their needs and
provision the appropriate IT requirements accordingly. The policy should consider
the role, the kind of work performed and the mobility needed to determine the
capabilities required of a personal device. For example, a senior executive is more
likely to use a tablet to review and approve work, while a designer or an engineer
will prefer a desktop or a laptop. Organizations can derive insights from the BYOD
implementations of early movers and absorb the best practices into their policies.

Transitioning to BYOD
BYOD is transforming traditional end-user workspaces by unshackling the
dependencies of employees tied to a physical location, a rigidly configured device,
OS, applications and user states and allowing them to work from anywhere, access-
ing applications and content using myriad device configurations. Organizations
looking to profit from a BYOD setup should ensure that employees have the right
virtual workspace from any device and a productive work and collaboration plat-
form, while ensuring effective security for corporate information and ease of
access.

To do so, organizations should deconstruct traditional workspaces and decouple
the dependencies among hardware, OS, applications and user states found in
traditional desktop configurations. By isolating and centralizing operating systems,
applications and user data and state, users can access data and apps from any
device, from anywhere, and organizations can manage and monitor apps and
corporate assets efficiently. Once they have categorized employees into broad pools
based on their work and IT requirements, organizations can stream the right set of
user profile, data and applications on-demand, at the right performance levels and
on any device, securely (see Figure 7, previous page). Taking a pilot approach to
BYOD, organizations can establish the reference architecture for an “any device,
anywhere access” model.



Transitioning to the BYOD Model




           Investment                              New Setup                           Employee
           ROI Analysis                            Implementation                      Onboarding Process

           • Baseline current TCO                  • Build enabling                    • Define trigger for
           • Identify one-time                       infrastructure for                  onboarding
             investments                             solution identified               • Define policies
           • Assess ongoing cost                   • Finalize sourcing                 • Create implementation
             with new model                          options                             checklist
           • Go/no-go                              • Define new                        • Create communication
                                                     support model                       plans




Creating a compliance audit framework to ensure success
Source: Cognizant
Figure 8



                                                                           June 2012     MAKING BYOD WORK FOR YOUR ORGANIZATION   12
Organizations currently have only two choices when it comes to BYOD – adopt it
                                  now or later. A transition to the BYOD model should occur in a phased manner
                                  (see Figure 8, previous page).

                                   	 First, organizations should analyze their return on the investment of enabling
                                     and supporting BYOD. They need to consider the costs of setting up the required
                                     infrastructure, one-time investments in MDM, MAM and MADP solutions,
                                     supporting the program and reimbursements for device purchases. Looking at
                                     returns over the long term and the possible value-additions from such a program
                                     will be a better yardstick to measure the ROI.
                                   	 Second, they should examine the current infrastructure that is designed to
                                     support corporate-issued devices and bolster it with the additional capabili-
                                     ties required to support BYOD programs. Organizations should be proactive
                                     and recommend to employees the ideal devices and platforms that can quickly
                                     deliver the desired benefits. Organizations should ideally recommend preferred
                                     vendors and discounted pricing contracts for devices and apps to help minimize
                                     costs.
                                   	 Lastly, a critical step is that the employee onboarding process should be smooth
                                     and simple.

                                  The Future of BYOD
                                  BYOD introduces a multitude of challenges; however, organizations should treat this
                                  as an opportunity that can yield significant benefits, both tangible and intangible.
                                  The key is to approach BYOD in a holistic fashion to address employee expectations,
                                  while ensuring business requirements are met related to security, compliance and
                                  risk minimization. The need for agility and speed will more rapidly transform the
                                  role of IT from a support function to a strategic, business-enabling function.

                                  Successful organizations will take a proactive approach to embracing and
                                  molding BYOD for competitive advantage and the agility to outmaneuver the
                                  competition. Creating obstacles to BYOD will be futile as empowered employees
                                  are provisioning their own technology anyway. Younger employees and those
                                  with a millennial mindset find it hard to draw the line between their personal and
                                  professional lives and seek the flexibility and ease-of-use that their personal devices
                                  provide. Implemented with the right strategy, BYOD can:

                                   	 Empower employees to improve their productivity through their choice of
                                     devices and collaboration styles.
                                   	 Ensure security of corporate data while complying with corporate mandates on
                                     compliance, risk management and privacy.
                                   	 Deliver cost savings with minimal IT support for employee-owned devices.
                                   	 Simplify IT by running any app, anywhere, on any device.




13   FUTURE OF WORK   June 2012
Footnotes
	 “2011 Consumerization of IT Study: Closing the Consumerization Gap,” IDC, 2011,
1

  http://www.unisys.com/unisys/ri/report/detail.jsp?id=1120000970016710178.
2
    	 “Good Technology State of BYOD Report,” Good Technology, December 2011,
      http://www.good.com/resources/Good_Data_BYOD_2011.pdf.
3
    	 Health Insurance Portability and Accountability Act.
4
    	 Payment Card Industry Data Security Standard.
5
    	 Gramm-Leach-Bliley Act.
6
    	 “Cisco 2011 Annual Security Report,” Cisco, 2011, http://www.cisco.com/en/US/
      prod/collateral/vpndevc/security_annual_report_2011.pdf.




References
Tom Kaneshige, “BYOD: Five Hidden Costs to a Bring-Your-Own-Device Programme,”
Computerworld UK, April 2012, http://www.computerworlduk.com/in-depth/mobile-
wireless/3349518/byod-five-hidden-costs-bring-your-own-device-progamme/.

“Bring Your Own Device: Agility Through Consistent Delivery,”
PricewaterhouseCoopers, 2012, http://www.pwc.com/en_US/us/increasing-it-effec-
tiveness/assets/byod-1-25-2012.pdf.

“Best Practices to Make BYOD Simple and Secure,” Citrix, March 2012,
http://docs.media.bitpipe.com/io_10x/io_104481/item_530202/BYOD%20
Best%20Practices%20Guide.pdf.

“Leaders in Enterprise Mobile Strategies: Tug of War Between Business Value
and Risks,” SandHill Group, November 2011, http://sandhill.com/reports/leaders-in-
enterprise-mobile-strategies-tug-of-war-between-business-value-and-risks/.

Cimarron Buser, “How Workers Can BYOD Without Risking Data, Networks,”
Mobile Enterprise, August 25, 2011, http://mobileenterprise.edgl.com/how-
to%5CHow-Workers-Can-BYOD-Without-Risking-Data,-Networks-75175.

“Mobile Virtualization Offers Enterprises a Way to Embrace the Consumerization
of IT, According to New Research from IDC,” IDC, June 7, 2011, http://www.idc.com/
getdoc.jsp?containerId=prUS22864311.

James Staten and Alex Cullen, “BT 2020: IT’s Future in The Empowered Era,”
Forrester Research, January 2011. http://www.forrester.com/BT+2020+ITs+Future+
In+The+Empowered+Era/fulltext/-/E-RES58156?docid=58156.




                                                                     June 2012   MAKING BYOD WORK FOR YOUR ORGANIZATION   14
Credits
Author and Analyst
Aala Santhosh Reddy, Senior Research Analyst, Cognizant Research Center

Subject Matter Experts
Jeff Wallace, Assistant Vice President and Cognizant Mobility Practice Leader

Tim Rose, Associate Director, Cognizant IT Infrastructure Services Product Management

Anindo Sengupta, Associate Director, Cognizant IT Infrastructure Services

Design
Harleen Bhatia, Design Team Lead

Suresh Sambandhan, Designer


About Cognizant

Cognizant (NASDAQ: CTSH) is a leading provider of information technology, consulting, and business process out­ ourcing services, dedicated to
                                                                                                                   s
helping the world’s leading companies build stronger businesses. Headquartered in Teaneck, New Jersey (U.S.), Cognizant combines a passion
for client satisfaction, technology innovation, deep industry and business process expertise, and a global, collaborative workforce that embodies
the future of work. With over 50 delivery centers worldwide and approximately 140,500 employees as of March 31, 2012, Cognizant is a member
of the NASDAQ-100, the S&P 500, the Forbes Global 2000, and the Fortune 500 and is ranked among the top performing and fastest growing
companies in the world.

Visit us online at www.cognizant.com or follow us on Twitter: @Cognizant.
World Headquarters

                                                                                                                                         500 Frank W. Burr Blvd.
                                                                                                                                         Teaneck, NJ 07666 USA
                                                                                                                                          Phone: +1 201 801 0233
                                                                                                                                              Fax: +1 201 801 0243
                                                                                                                                       Toll Free: +1 888 937 3277
                                                                                                                                         inquiry@cognizant.com


                                                                                                                          India Operations Headquarters

                                                                                                                               #5/535, Old Mahabalipuram Road
                                                                                                                                  Okkiyam Pettai, Thoraipakkam
                                                                                                                                        Chennai, 600 096 India
                                                                                                                                  Phone: +91 (0) 44 4209 6000
                                                                                                                                     Fax: +91 (0) 44 4209 6060
                                                                                                                                   inquiryindia@cognizant.com


                                                                                                                                                        Australia

                                                                                                                                 Cognizant Technology Solutions
                                                                                                                                                Australia Pty Ltd
                                                                                                                                                         Level 15
                                                                                                                                                  14 Martin Place
                                                                                                                                             Sydney, NSW, 2000
                                                                                                                                                        Australia
                                                                                                                                        Phone: +61 2 9223 3988
                                                                                                                                            Fax: +61 2 9233 5315
                                                                                                                                inquiryaustralia@cognizant.com


                                                                                                                                                     Hong Kong

                                                                                                                                     62/F, Suite 6201, The Center
                                                                                                                                                 99 Queen’s Road
                                                                                                                                              Central, Hong Kong
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                                                                                                                                                      Singapore

                                                                                                                                Cognizant Technology Solutions
                                                                                                                                            Asia Pacific Pte Ltd
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                                                                                                                                   #27-02/03 Fuji Xerox Towers
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                                                                                                                                         Phone: +65 6324 6672
                                                                                                                                           Fax: +65 6324 4383
                                                                                                                              inquirysingapore@cognizant.com




© Copyright 2012, Cognizant. All rights reserved. No part of this document may be reproduced, stored in a retrieval system, transmitted in any form or by any means,
electronic, mechanical, photocopying, recording, or otherwise, without the express written permission from Cognizant. The information contained herein is subject to
change without notice. All other trademarks mentioned herein are the property of their respective owners.

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Making BYOD Work for Your Organization

  • 1. Making BYOD Work for Your Organization The “bring your own device” movement compels organizations to strike the right balance between employee freedom and corporate control over technology. Organizations should take a measured approach to transition to BYOD and chart a middle path to reap its benefits to avoid falling behind proactive competitors. | FUTURE OF WORK
  • 2. Executive Summary The influx of personal smartphones, tablets and laptops that connect with and use corporate resources is challenging companies to walk a fine line between channeling the benefits of employees purchasing and using their own mobile devices and making these devices secure and cost- effective enough for the enterprise. Known as BYOD, or bring your own device, this consumer-led movement is transforming enterprise workspaces by extend- ing the notion that 21st century employees need to work from anywhere, at anytime and on their devices of choice, both within and outside of the traditional corporate structure. BYOD is not only disrupting the traditional way technology is provisioned, paid for and used, but it also promises the dual benefits of simultaneously driving down IT costs while improv- ing employee productivity and satisfaction. The BYOD trend holds immense potential to transform business, enable agility and encourage innovative ways of interacting with customers and business partners. The key is to approach BYOD holistically, responding to employee expectations while fulfilling business requirements for security, compliance and risk mitigation. Transitioning to a BYOD model should be phased in over time. Organizations need to mitigate security risks, such as inappropriate usage or loss of corporate data and the ensuing financial and legal implications. Establishing effective governance mechanisms to ensure data privacy and security can be challenging when embracing a BYOD philosophy. In addition, advances in consumer technology and device heterogeneity are creating complexities that can undoubtedly turn into nightmares for IT if not handled properly. June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 2
  • 3. Organizations should deconstruct traditional workspaces, using virtualization to decouple dependencies among hard- ware, OS, applications and user states found in traditional desktop configurations. This gives them greater flexibility to stream the right set of user profile, data and applications on- demand, at the right performance level and in a secure manner to any device, based on employee roles and IT requirements. For the foreseeable future, companies should take a limited BYOD approach (the middle path), with finite lists of supported devices that are easier and less costly to manage. A limited-BYOD infrastructure that is platform and OS- agnostic will help minimize security breaches and the organizational resources needed to support and manage employee-owned devices. Deploying the right combination of mobile device management (MDM), mobile application management (MAM) and mobile application development platform (MADP) solutions can help organizations secure and quickly update business apps on employee devices and perform compliance reporting, all while providing employees the flexibil- ity they demand, resulting in improved productivity and higher satisfaction. Unlike previous waves of technology change, BYOD promises to pervade all parts of the business. Proactive organiza- tions that embrace this trend and mold it in suitable ways to benefit the business will gain the critical lead to out-perform the competition. 3 FUTURE OF WORK June 2012
  • 4. BYOD Beginnings The proliferation of affordable computing devices and technology in the 1980s and ‘90s had organizations scurrying to adjust to the trend of employees using non-corporate devices for work. Being off the IT radar, portable computers and first-generation handheld devices confounded many organizations that recognized their utility but could not fully embrace them because of the command and control issues they raised. Today, with even greater advances in consumer technology, mobile applications and the affordability of smart and powerful mobile devices, organizations are more challenged than ever to incorporate them into the enterprise IT architecture. IT departments are understandably concerned about the security and data privacy risks that accompany the BYOD movement, as well as the increased support costs. But the genie is out of the bottle. BYOD holds the promise of not only enabling companies to become more agile and customer-focused, but also helping employees rapidly create and apply knowledge at work, which is key to deriv- ing competitive advantage in a knowledge-driven economy. The issue today is for enterprises to embrace these changes in ways that improve organiza- tional effectiveness and productivity while mitigating risk. Organizations need to be proactive in avoiding the mistakes of the past so they can benefit from the cost and productivity advantages of BYOD initiatives, as well as the ability to meet employee expectations and enable anytime/anywhere work. IT Consumerization and BYOD Consumerization of IT is transforming the traditional IT landscape of organizations and the way employees use technology. The traditional lines between work and personal life continue to blur for employees. Seeking flexibility and choice in how they work, more and more employees are using their personal (smart) devices in the workplace. An IDC survey found that in 2011, 40% of devices used by informa- tion workers to access business applications were personal devices, compared with 30% in 20101 (see Figure 1), a 33% increase in just one year. According to the survey, 30% of information workers used their PCs, and 10% used their tablets for Devices Used to Access Business Applications 2010 2011 30.7% Personal PC, 40.7% smartphone Personal PC, smartphone, 59.3% tablet 69.3% Business PC, Business PC, smartphone, smartphone tablet Personally-owned Company-owned Base for 2010: 2,820 responses from enterprises with Base for 2011: Over 3,000 information workers and 500 or more employees from 10 countries. business executives from nine countries. Source: IDC Information Worker Custom Survey, May 2011 and May 2010. Figure 1 June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 4
  • 5. work-related tasks. BYOD demand and adoption varies by industry, with financial services, insurance, healthcare and professional services leading the way (see Figure 2).2 As businesses realize that they can no longer dictate what devices should be used at work, many are looking for ways to approach BYOD to advance their strategic agenda. Benefits for Employees and Organizations A major driver of BYOD is the productivity advantage resulting from improved employee satisfaction and worker mobility, as well as lower costs of technology adoption and refresh (see Figure 3, next page). Other benefits include: Increased productivity and employee satisfaction. BYOD provides the flexibility that employees seek to respond instantly to work requests outside of work hours, thus reducing process times and improving operational efficiency. In addition, employees report higher satisfaction levels with such flexible work arrangements and the freedom to use their devices of choice. Attracting, retaining and supporting new talent. Expected to soon become the largest segment of the workforce, many millennials openly seek environ- ments that allow them the freedom to use tools and technologies native to their upbringing and customized to their work and life preferences (see Figure 4, page 7). Lower IT procurement, support costs. BYOD promises considerable cost savings if employees are willing to bear the cost of purchasing, maintaining and upgrading the devices they use for work. Though BYOD necessitates a one-time, upfront investment to create the support infrastructure, it can result in lower total cost of ownership in the long run. Improved collaboration. Employee-owned devices equipped with enhanced mobile services allow employees to collaborate in real time and finish their tasks efficiently by responding quickly. With virtualization, ubiquitous connectivity, anywhere access to corporate data, and innovative mobile apps, the opportuni- ties for collaborative ways of working have grown immensely. BYOD Support By Industry Finance/Insurance Healthcare Professional Services Manufacturing Transportation/Logistics Legal Software Government (Federal) Communications Retail/Wholesale Life Sciences Government (Local) Entertainment/Media 0% 5% 10% 15% 20% 25% 30% 35% 40% Currently support Planning to support: Next 6 months Planning to support: Next 6-12 months Considering, no specific timeframe Not planning to support Source: Good Technology Figure 2 5 FUTURE OF WORK June 2012
  • 6. Transforming the workplace. The combination of managed personal devices and cloud computing with desktop and application virtualization can help organizations enable secure access to key corporate resources anytime and anywhere for their employees. The confluence of cloud, virtualization and mobility is transforming the way employees work today, allowing them to be creative and innovative in ways previously unobtainable. BYOD Implementation Challenges Without a doubt, the proliferation of myriad smart mobile devices creates complexities that are overwhelming many organizations. With limited control over and vast choice of mobility devices, today’s organizations face considerable challenges in protecting data, ensuring security, providing support, meeting compliance regulations and lowering IT costs to manage a BYOD environment. Protecting data. Compared with most corporate hardware resources, employee- owned devices are more prone to theft and loss because of their size, perceived value and portability. For organizations, tracking lost personal devices and wiping sensitive corporate data stored on them is a major challenge. Security. The heterogeneity in the device landscape makes it challenging to develop and implement appropriate security measures. In addition, their advanced features — such as high-resolution cameras, recording functions and large storage capacity — can circumvent many traditional IT security measures. The possibility of employees inadvertently exposing their devices to malicious attacks while using them outside work is a serious risk. For organizations operating in regulated environments bound by compliance mandates, ensuring security for corporate resources while allowing BYOD can be a tightrope walk. Support. Providing support for the numerous devices used by employees — while offering the potential for significant reductions in overall support costs — is a major implementation challenge. IT departments may be overwhelmed if they lack the appropriate resources to implement the changes necessary to support BYOD. BYOD Drivers Improved employee satisfaction Increased worker productivity Greater mobility for workers More flexible work environments for employees Reduced IT costs Attracting/retaining high-quality staff Better quality of devices used by workers Better care and/or longevity of devices Reduced device management requirements for IT Faster onboarding of employees and third parties Improved business continuity Other 0% 10% 20% 30% 40% 50% 60% Base: 700 IT professionals in seven countries, including Australia, Percent of respondents Canada, Germany, India, Netherlands, U.S. and UK. Source: Citrix Global BYO Index Figure 3 June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 6
  • 7. BYOD costs. The potential to save money depends on how well organizations understand and manage the required expenditure. Companies run the risk of unnecessary BYOD outlays, such as reimbursing employees’ mobile expenses, processing related expense reports, investing in solutions to support heteroge- neous devices and customizing apps to run on those platforms. Compliance requirements. Compliance mandates such as HIPAA,3 PCI DSS4 and GLBA5 are particular about safeguarding data, regardless of the device on which data is stored. Organizations are subject to heavy fines in the event of data breaches. Given device heterogeneity and the scant regard today’s workforce seems to have for IT policies, the cost of staying compliant, addressing risk and establishing proper governance can be daunting.6 Overcoming BYOD Barriers Yet the benefits afforded by BYOD make it worth proactively pursuing. To support the myriad devices, configurations and applications, organizations need to have a robust and scalable infrastructure. Additionally, it requires support staff, especially IT expertise, to acquire the appropriate skills to manage this new environment and infrastructure. A platform- and OS-agnostic BYOD infrastructure will provide controls to limit security breaches, as well as minimize organization support and management of employee-owned devices. By deploying the right combination of MDM, MAM and MADP solutions, organizations can secure and quickly update business apps on employee devices, as well as perform compliance reporting. It can also provide IT departments some degree of visibility and control over the devices and apps used by employees. Infrastructure Provisioning Managing the complexity of a BYOD environment requires organizations to intelligently provision the infrastructure and access to corporate resources. Business Staff Expects To Be Self-Sufficient And Empowered By 2020, 45% of your workforce 34% of 45% will be 22% of your millennials millennials.† employees say they 39% of have better have used millennials technology a service select their at home delivered Empowered, own mobile than they 25% over the Web tech-savvy Millennials phone, have at to help employees in the regardless of work.* them get their workforce 66% of your what IT job done.* employees supports.* select their own mobile phone. * 2010 2015 2020 * Forrsights Workforce Employee Survey, Q3 2010, Forrester Research, Inc. † Bureau of Labor Statistics and Forrester Research Source: Forrester Research, Inc. Figure 4 7 FUTURE OF WORK June 2012
  • 8. Virtualization. Providing access to corporate data and enterprise applications from a centralized location gives IT greater control over safeguarding enterprise resources regardless of the devices in use. In this way, virtualization accommo- dates the diverse devices used at work and eliminates the IT and business costs of customizing apps and creating access mechanisms. “Containerization.” This approach separates corporate data into secure “container” structures on devices and allows organizations full control over them. By using either a self-contained, secured application and data construct or a completely separate mobile OS via a hypervisor, organizations can isolate or contain corporate data on personal devices. With the hypervisor, multiple instances of an operating system can be run on a single device, essentially creating virtual devices. This way, organizations can completely isolate the OS and partition the portion used for corporate applica- tions and data from the one used for personal purposes. With the self-contained construct, applications and data are run in a separate memory space on the device. Access to this information is secured via additional authentications and can be selectively removed in the case of device loss or employee retirement. These containerization methods allow IT departments to manage and monitor the corporate applications and data effectively and securely without impinging on the personal data on employees’ devices. Encryption. This provides a strong layer of security for devices, applications and data. It also makes it difficult for anyone to view and obtain data from lost devices without the encryption key. BYOD in phases. Embracing a limited BYOD model is key to handling the complexity that personal devices introduce. Carefully evaluating the requirements of employees based on their roles and limiting device support will help IT departments gain some control over management and security challenges. Allowing only secure and compliant personal devices for work can help organizations alleviate their concerns over security, support issues and costs so they can create an infrastructure to accommodate them. Creating a Holistic BYOD Strategy and Policy Deciding on a BYOD implementation path can be challenging for many organiza- tions. The BYOD journey should begin with the understanding that the strategy needs to be all-inclusive and balance the risks and rewards for employees and employers. Strategy Essential to the formulation of a BYOD strategy is understanding employee roles and how they relate to the use of mobile devices at work. Organizations should group users into broad categories that consider the kind of work they do on a daily basis and the necessary IT requirements to support them. Ideally, BYOD should be rolled out only to qualifying employees. The strategy should factor in the nature of the business and industry in which an organization operates to identify how it can stay compliant, especially on data security/privacy and usage mandates. It should also specify the kind of device configurations, preferred vendors and brands that support the organization’s business needs. An important consideration is balancing enablement with control. This will require organizations to decide on the proper application of MDM, MAM and MADP solutions and whether these should be managed in-house or contracted out to vendors. The transition to BYOD should start only after an organization assesses the net benefits it expects to realize from the initiative. June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 8
  • 9. Another key element is the cost BYOD entails in setting up new infrastructure and ensuring support for diverse technologies in a non-standard environment. Organizations should also determine the liability they are willing to assume (see Figure 5), as well as the tax and legal implications of allowing BYOD, especially when reimbursing employee expenses. To support BYOD, organizations also need to prepare enterprise applications to work with the allowed set of personal devices, which entails customizing, developing and updating applications to work with personal devices. Support is another critical aspect, as employees need anytime, anywhere access to either live agents or self-help tools. A mix of sourcing, automation and strong technical customer support is essential to a robust BYOD support model. A successful strategy will ensure that IT and the business units agree on how to approach the BYOD program. Companies should consider a middle path between the two extremes of the complete freedom that employees desire and the full control that organizations seek over personal device work usage. A flexible and scalable strategy will better accommodate the growing demand for BYOD, given the rapidly evolving device technology landscape. Policy Implementing the BYOD strategy is only possible with a comprehensive policy. To develop an effective policy, organizations need to define and understand factors such as: Which devices and operating systems to support. Security requirements based on employee role and designation. The level of risk they are willing to tolerate. Employee privacy concerns. Employee demand for freedom in how they work and use technology has serious ramifications for IT environments. This demand is altering IT departments’ traditional structure and scope of control. Understanding this altered Employee vs. Company Liability Corporate Corporate • Better control over devices can Liable, Liable, • Reduced IT overhead be applied (blocking of Capped Complete • Reduced device procurement marketplace applications, etc.) Expense Expenses Paid cost (Cap-Ex) • Better security • Better choice of device • Comparatively easier for • Challenges in deploying enforcing policy and corporate applications due to compliance Individual Individual non-standardization of OS Liable, Liable, • Need for application license No/Capped Complete management Expense Expenses Paid • Better control over expenditure • Reduced device running cost (direct Op-Ex cost) Corporate liable devices are recommended for environments with higher data security risks (e.g., financial services); individual liable devices are recommended for environments with lower data risks (e.g., education). Source: Cognizant Figure 5 9 FUTURE OF WORK June 2012
  • 10. environment will give organizations a better idea of what to consider while drafting BYOD policies (see Figure 6). BYOD Policy Framework A comprehensive BYOD policy is an essential component of a successful BYOD program. An effective policy should include the following: Devices » Scalability of devices: Flexible guidelines need to determine which devices are evaluated on an ongoing basis, particularly as new devices, platforms and operating systems emerge and employee expectations evolve. » Device criteria: Comprehensive evaluation criteria need to specify which devices are allowed and how employees will be notified that their devices satisfy that criteria. » Supported configurations and platforms: Customized user agreements should account for the varied combinations of devices, the platforms they run and the regulatory requirements specific to the region(s)/industry(s) in which the organization operates. » Device certification: A methodology is needed to evaluate and certify a device. The policy should provide a list of compliant and preferred vendors for sourcing devices and licensing for core applications required. » Device support: A clear statement needs to detail how employee-owned devices will be configured, which applications will be supported and the type of support that will be provided. If the company wants to encourage a “self-support” culture, it should provide self-help/support tools to users. » Security: The organization needs to define its stance on how corporate data will be retrieved and wiped in case of device loss or theft, as well as the rights it reserves for dealing with corporate data and applications. It should outline restrictions on usage of device features such as cameras, storage and recording functions and should stipulate the use of anti-virus and malware software and the frequency of updates. Defining BYOD Policies Policy Element Traditional IT Policy BYOD Policy Devices, device Standardized. Complex and heterogeneous. configurations and operating systems Mobile applications Full command and control over data Limited control over corporate partitions, data and apps. and data and apps. Device tracking and Full IT control over evaluating how Clarification of how devices are tracked and monitored, as well as monitoring devices are used, with no express which portion of the devices and data will fall under the policy’s permission required from users. purview. Cost reimbursement No provision for reimbursement of Definition of who pays for what, based on an understanding company-owned device costs. between employees and employer. Figure 6 June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 10
  • 11. Users » Eligibility: Eligibility requirements need to be created, as well as the criteria used to establish eligibility. Role-based restrictions regarding access to certain applications and data should also be clearly stated. Organizations should describe the procedure for obtaining approval for using personal devices. » Acceptable usage: Employees should be required to understand their responsibilities with regard to acceptable use and minimum device connectivity requirements. The policy should encourage employees to prioritize business-related use when they are at work. » Compliance and governance: Communicate non-compliance to users and outline the remedial actions they can take to be compliant. Organizations should get executive buy-in for the BYOD policy and involve all related departments, such as HR, finance, legal and operations, apart from IT. » Ownership and liability: Guidelines must be clarified on who owns the device and the data. These should define liabilities related to loss of corporate data stored on personal devices, as well as the liability the organization is willing to accept for affecting personal data due to the management of corporate data and apps. » Reimbursement considerations: The organization needs to define its stance on reimbursement. The extent of reimbursement (full, partial), the limits (allowed expenses, maximum amount), the frequency (one-time, monthly, yearly) and eligibility (based on role) will help guide the organization when formulating its stance. » Policy violations: The company needs to prescribe actions in the event of violations of policy guidelines. Implementing BYOD Policy A clear policy on the types of devices allowed as part of a BYOD program helps organizations attain a certain level of standardization and allocate the necessary Defining User Profiles and Their Needs Examples Typical Work Pattern IT Requirements Knowledge Scientists, designers, • Rich user experience, with multiple • Data security and compliance Workers statisticians computer applications and tools • Flexibility to access multiple desktop computers running locally • Application-specific security and regulatory compliance efforts Office Workers Admins, HR, finance • Routine workflows, with multiple • Data security and compliance computer applications and tools • PC integrity running locally • Application-specific security and regulatory compliance efforts Executive & Function heads, • Similar to knowledge/ • Data security and compliance Mobile Workers sales reps office workers • PC integrity • Offline computing • Application-specific security and regulatory • Anytime, anywhere access compliance efforts • Offline access to files and data Task Workers Call center reps, retail • Simplified and streamlined • Data security and compliance agents, factory workers user experience • PC integrity • No requirements to save • Highly controlled environment data locally • Low-cost hardware solution that maintains high user productivity Contract External contractors, • Local and remote access • Data privacy and confidentiality Workers third-party collaborators • Low-cost hardware solution that maintains high user productivity Source: Cognizant Figure 7 11 FUTURE OF WORK June 2012
  • 12. infrastructure to support the devices. Customized policies mapped to the roles of users and their dependence on the devices will be an effective way of limiting risk. Segregating users into broad categories such as mobile workers, office knowledge workers and task workers will help organizations better understand their needs and provision the appropriate IT requirements accordingly. The policy should consider the role, the kind of work performed and the mobility needed to determine the capabilities required of a personal device. For example, a senior executive is more likely to use a tablet to review and approve work, while a designer or an engineer will prefer a desktop or a laptop. Organizations can derive insights from the BYOD implementations of early movers and absorb the best practices into their policies. Transitioning to BYOD BYOD is transforming traditional end-user workspaces by unshackling the dependencies of employees tied to a physical location, a rigidly configured device, OS, applications and user states and allowing them to work from anywhere, access- ing applications and content using myriad device configurations. Organizations looking to profit from a BYOD setup should ensure that employees have the right virtual workspace from any device and a productive work and collaboration plat- form, while ensuring effective security for corporate information and ease of access. To do so, organizations should deconstruct traditional workspaces and decouple the dependencies among hardware, OS, applications and user states found in traditional desktop configurations. By isolating and centralizing operating systems, applications and user data and state, users can access data and apps from any device, from anywhere, and organizations can manage and monitor apps and corporate assets efficiently. Once they have categorized employees into broad pools based on their work and IT requirements, organizations can stream the right set of user profile, data and applications on-demand, at the right performance levels and on any device, securely (see Figure 7, previous page). Taking a pilot approach to BYOD, organizations can establish the reference architecture for an “any device, anywhere access” model. Transitioning to the BYOD Model Investment New Setup Employee ROI Analysis Implementation Onboarding Process • Baseline current TCO • Build enabling • Define trigger for • Identify one-time infrastructure for onboarding investments solution identified • Define policies • Assess ongoing cost • Finalize sourcing • Create implementation with new model options checklist • Go/no-go • Define new • Create communication support model plans Creating a compliance audit framework to ensure success Source: Cognizant Figure 8 June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 12
  • 13. Organizations currently have only two choices when it comes to BYOD – adopt it now or later. A transition to the BYOD model should occur in a phased manner (see Figure 8, previous page). First, organizations should analyze their return on the investment of enabling and supporting BYOD. They need to consider the costs of setting up the required infrastructure, one-time investments in MDM, MAM and MADP solutions, supporting the program and reimbursements for device purchases. Looking at returns over the long term and the possible value-additions from such a program will be a better yardstick to measure the ROI. Second, they should examine the current infrastructure that is designed to support corporate-issued devices and bolster it with the additional capabili- ties required to support BYOD programs. Organizations should be proactive and recommend to employees the ideal devices and platforms that can quickly deliver the desired benefits. Organizations should ideally recommend preferred vendors and discounted pricing contracts for devices and apps to help minimize costs. Lastly, a critical step is that the employee onboarding process should be smooth and simple. The Future of BYOD BYOD introduces a multitude of challenges; however, organizations should treat this as an opportunity that can yield significant benefits, both tangible and intangible. The key is to approach BYOD in a holistic fashion to address employee expectations, while ensuring business requirements are met related to security, compliance and risk minimization. The need for agility and speed will more rapidly transform the role of IT from a support function to a strategic, business-enabling function. Successful organizations will take a proactive approach to embracing and molding BYOD for competitive advantage and the agility to outmaneuver the competition. Creating obstacles to BYOD will be futile as empowered employees are provisioning their own technology anyway. Younger employees and those with a millennial mindset find it hard to draw the line between their personal and professional lives and seek the flexibility and ease-of-use that their personal devices provide. Implemented with the right strategy, BYOD can: Empower employees to improve their productivity through their choice of devices and collaboration styles. Ensure security of corporate data while complying with corporate mandates on compliance, risk management and privacy. Deliver cost savings with minimal IT support for employee-owned devices. Simplify IT by running any app, anywhere, on any device. 13 FUTURE OF WORK June 2012
  • 14. Footnotes “2011 Consumerization of IT Study: Closing the Consumerization Gap,” IDC, 2011, 1 http://www.unisys.com/unisys/ri/report/detail.jsp?id=1120000970016710178. 2 “Good Technology State of BYOD Report,” Good Technology, December 2011, http://www.good.com/resources/Good_Data_BYOD_2011.pdf. 3 Health Insurance Portability and Accountability Act. 4 Payment Card Industry Data Security Standard. 5 Gramm-Leach-Bliley Act. 6 “Cisco 2011 Annual Security Report,” Cisco, 2011, http://www.cisco.com/en/US/ prod/collateral/vpndevc/security_annual_report_2011.pdf. References Tom Kaneshige, “BYOD: Five Hidden Costs to a Bring-Your-Own-Device Programme,” Computerworld UK, April 2012, http://www.computerworlduk.com/in-depth/mobile- wireless/3349518/byod-five-hidden-costs-bring-your-own-device-progamme/. “Bring Your Own Device: Agility Through Consistent Delivery,” PricewaterhouseCoopers, 2012, http://www.pwc.com/en_US/us/increasing-it-effec- tiveness/assets/byod-1-25-2012.pdf. “Best Practices to Make BYOD Simple and Secure,” Citrix, March 2012, http://docs.media.bitpipe.com/io_10x/io_104481/item_530202/BYOD%20 Best%20Practices%20Guide.pdf. “Leaders in Enterprise Mobile Strategies: Tug of War Between Business Value and Risks,” SandHill Group, November 2011, http://sandhill.com/reports/leaders-in- enterprise-mobile-strategies-tug-of-war-between-business-value-and-risks/. Cimarron Buser, “How Workers Can BYOD Without Risking Data, Networks,” Mobile Enterprise, August 25, 2011, http://mobileenterprise.edgl.com/how- to%5CHow-Workers-Can-BYOD-Without-Risking-Data,-Networks-75175. “Mobile Virtualization Offers Enterprises a Way to Embrace the Consumerization of IT, According to New Research from IDC,” IDC, June 7, 2011, http://www.idc.com/ getdoc.jsp?containerId=prUS22864311. James Staten and Alex Cullen, “BT 2020: IT’s Future in The Empowered Era,” Forrester Research, January 2011. http://www.forrester.com/BT+2020+ITs+Future+ In+The+Empowered+Era/fulltext/-/E-RES58156?docid=58156. June 2012 MAKING BYOD WORK FOR YOUR ORGANIZATION 14
  • 15. Credits Author and Analyst Aala Santhosh Reddy, Senior Research Analyst, Cognizant Research Center Subject Matter Experts Jeff Wallace, Assistant Vice President and Cognizant Mobility Practice Leader Tim Rose, Associate Director, Cognizant IT Infrastructure Services Product Management Anindo Sengupta, Associate Director, Cognizant IT Infrastructure Services Design Harleen Bhatia, Design Team Lead Suresh Sambandhan, Designer About Cognizant Cognizant (NASDAQ: CTSH) is a leading provider of information technology, consulting, and business process out­ ourcing services, dedicated to s helping the world’s leading companies build stronger businesses. Headquartered in Teaneck, New Jersey (U.S.), Cognizant combines a passion for client satisfaction, technology innovation, deep industry and business process expertise, and a global, collaborative workforce that embodies the future of work. With over 50 delivery centers worldwide and approximately 140,500 employees as of March 31, 2012, Cognizant is a member of the NASDAQ-100, the S&P 500, the Forbes Global 2000, and the Fortune 500 and is ranked among the top performing and fastest growing companies in the world. Visit us online at www.cognizant.com or follow us on Twitter: @Cognizant.
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