Project Data Sheet



Project Description/Issue Statement (may include project triggers):Implement Box (cloud-based file-sharing service) to provide the ability to share information from any device or location while at the same time, (1) deliver robust protection for institutional information, (2) ensure regulatory compliance, and (3) offer collaborative functionality that is scalable to meet changing needs. Triggers for this change include: 1) provide OSU with the ability to create folders that ensure the ability to access institutional data, regardless of employment status of folder owner(s); 2) provide OSU with more accessibility, scalability, and cost-effectiveness than continuing to invest in adding more internal resources; 3) provide OSU students, faculty, and staff with unlimited storage.Goals & Objectives:Strategic Goal(s) SupportedSupports CIO’s strategic goals of simplification and work and learn from anywhere and any device for students, faculty, and administratorsBusiness Objectives1. Standardize file-sharing services and replace a mix of cloud and on-site storage across campus2. Retire obsolete technology 3. Facilitate external sharing of information4. Implement Best Practices in support of business continuity wherein colleges and departments can assess, review, and maintain institutional information within centralized storage IT Objectives1. Implement a file-sharing service that allows OSU students, faculty, and administers to access and share information regardless of device or location2. Reduce costs by eliminating duplicate file-sharing services within participating colleges3. Reduce costs through increased efficiencies, which allow the reduction of hardware and reallocation of FTE4. Reduce complexities and allow for the simplification of workflows and storage for end-usersProject GovernanceRoleName/OrgProject SponsorShayne HuddlestonProject ManagerPaul BunnProject Scope:ScopeInOutFunctionalAcquire Box Configure and deploy Box file-sharing solutionIdentify Pilot participants and Pilot objectivesRebrand Box website into OSU “look and feel” Develop Box implementation strategyDevelop Box support modelTrain staff in use and support of Box Establish accounts and permissions for Box support staffEstablish processes and expectations for useDevelop training material for Box user communityEstablish ongoing support and maintenance costsGather ideas for future Office365 SharePointEstablish future project phasesDevelop project plan that supports future Box roadmap (customization decisions)CanvasOrganizationalUsers in the following groups are participating in Box:Community Network (CN)EngineeringScience (COSINE)Ag (Roots)CEOASForestryBusinessHMSCEstablish resource requirements for maintenance, customization, management, and ongoing supportAssess and document current support processes for departmental file-sharing servicesEstablish Best Practices for file-sharing and storage (when to use Box and when not to use Box)SystemProvide size and growth estimates (user licenses)Establish Best Practices on how to move data to Box from “P” Drive (Network Operations ability to accept data vs IT Infrastructure to send it)Establish provisions for future growthAll other ScopeFlexibility Matrix:Least FlexibleModerately FlexibleMost FlexibleScopeXScheduleXResourcesXKey Project DeliverablesPossible In Scope deliverables:Technical utilities/tools needed to deploy user access to Box from user devicesBox integration, establish what features will be available for users at Go LiveBox roadmap, establish process that supports how and when to release new features, implement new releases and upgrades during normal SDLC End-user training, develop curriculum Communication Plan, how does communication flow (e.g., communicate outages); who owns itHelp documentation, include “use cases” or examples of how other universities are leveraging BoxDeployment plan (technical) on how to launch Box across campusMarketing plan/campaign (directed to students and faculty) on what Box is and why it is importantSupport plan on how and who Help Desks will deploy Box to their groupsDecision – who owns responsibility for moving data to Box, Information Services (IS) or each group (or College)Template for the distributed administration planSecurity assessment that establishes what type of data can go into Box (e.g., HIPPA, HR/employee data, etc.)Retirement of existing systems, file services, and equipment that does not support Box functionalityPossible Out Scope Applications (e.g., Canvas)Establish the number of accounts that will have access to Box; define user accountsPreliminary Schedule and Milestones:MilestoneDate (mm/yy)Planning Phase Completed03/16Kickoff Meeting03/16Pre-Production – Limited Use/Pilot06/16Pilot Evaluation07/16Go/No Go Decision07/16Project Deployment Activities Product Backlog Planning07/16 Sprint Planning07/16 Sprint Backlog08/16 Daily Sprints08/16 Sprint Review08/16 Sprint Retrospective08/16Campus-wide deployment completed09/16Staffing EstimatesRoleEffortName/OrgProject Sponsor15%Huddleston/ISProject Manager50%Bunn/ISIdentity & Access 15%Kumi HagimotoHelp Desk (Cosine, CN, Engineering)15%Kristen PetersenBox vendor15%TBDMarketing (communication Plan)10%David BakerStorage Engineers50%Gaylon DeGeerServiceItemName/OrgOwner (when project completes)Shayne Huddleston/ISFinancial Estimate (opt.)Total CostsDollarsInitial Cost of ProjectOngoing Annual CostTotal BenefitsDollarsOne-time SavingsAnnual SavingsFunding SourceInitial Costs: Ongoing Costs:Benefit Description (e.g. revenue increase) Dependencies, Assumptions and ConstraintsAssumptions:* OSU has completed purchase of Box and there are no outstanding unresolved issues* Budget is in place and sufficient to support full deployment of Box across campus* All software agreements, support contracts, and contractual obligations between OSU IS and are identified and resolved* Complete implementation of Box across campus by start of Fall term * Will not start the deployment of Box during mid-term* The following Colleges (which support their own Help Desks) will participate in the deployment of Box: Community Network (CN)EngineeringScience (COSINE)Ag (Roots)CEOASForestryBusinessHMSCConstraints:* May not have sufficient number of resources with required skill-sets to support project* May not have the Pilot completed and results evaluated in time to support completion of Pilot campus deployment before start of Fall termDependencies* Need to have completed successful Pilot* Resources with critical skill-sets are available* All support and purchase agreements are completedProject Performance Measures (opt)Known Issues and Risks (of proposal)* Project fails to obtain sufficient buy-in from staff or customers* Project may not complete deployment of Box by the September 2016 deadline* Project may not have adequate number of resources with needed skill-sets to support deliverables* Lack of adequate time to complete Project Planning phase deliverables ................
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