Video CIO Council Update October 3, 2016 Monday 2:35-3:00 Smith 561

Purpose and Intended Outcome Examine current funding models for HUIT’s Video services and discuss model adjustments to ensure transparency, simplicity and sustainability Intended Outcome Validation of and buy-in for the proposed financing approaches for Video for FY’18 or feedback on recommendations

Agenda Video Services Overview Financial Model Proposal Next Steps, Feedback and Close

Demand for Video Services continues to grow, resulting in a CIO Council Strategic Initiative and HUIT Top 10 Goal CIO Council Strategic Initiative HUIT Top 10 Goal

Our community is leveraging the CIO Council endorsed Mediasite platform as well as Kaltura Video Services Service Components Video Management Systems Service Provide solutions to enable video delivery, live streaming, content management, and analytics Strategy Policy Vendor Management Contract Management Configuration Integration Community Support Video Storage Service Provide video file storage solutions including near-line and archive Video Accessibility Provide solutions to meet our community accessibility needs Platform Usage Mediasite FAS, GSE, GSD, HSPH, HDS, HMS, HKS Kaltura SEAS, GSE, GSD, HSPH, HBS, HLS, HKS (also IOP, HPAC, HBSP)

In FY17, the HILT Grant was used to pay for much of the school’s Mediasite usage ($248,000)

With the current model and trends in video usage, we will see over $1 million in annual operating losses by the end of FY22

We propose moving to a cost-plus model which allows HUIT to offer a sustainable set of video services Eliminate school contribution model as part of fixed funding No longer have schools contribute a fixed sum of $11,000 annually Transition Pure Pass-Through Model to a Cost-Plus Model for Mediasite and Kaltura Usage Develop a cost-plus model for Kaltura and Mediasite that calculates fees based on actual usage and accounts for the HUIT shared services required to deliver those platforms Move from $11k per school to a cost + 20% model Schools currently usage is $376,556 $376,556*0.2 = $75,311 (approximately revenue neutral) Address immediate and emerging Storage Trends and Risks Establish Retention Policy Work Group

Appendix

Video Storage Vision [DRAFT] 10/23/15 Video Storage Vision [DRAFT] Our Vision for Video Storage Provide a cost-effective service to manage and store video content that will optimize efficiencies, support defined retention policies, and leverage, where appropriate, cloud storage to ensure Harvard’s video assets remain accessible and usable. Strategic Objectives Provide a centrally managed service to create, manage, retain, and distribute Harvard’s video content Incorporate ability to search, identify, and retrieve video content wherever and however it is created Establish a group of University archivists and library experts to help define standards and guidelines for managing Harvard’s video content Provide a solution that enables long term retention of Harvard’s video and multimedia assets Leverage local and cloud storage that provides the performance and flexibility required to support the wide range of video use cases Define naming standards and metadata tagging to improve the ability to search and share video content Establish a communities of practice working group to provide governance and support for video content management Utilize cloud storage and archive technology to support long term retention of video content Guiding Principles Key Performance Indicators Increase the number of users/groups using the video storage service Reduce video content transfer time Standardize naming and tagging conventions Reduce overall video storage costs Increase the amount of video content stored in the cloud 10

AT | Video Services | Proposing a Retention Policy Workgroup We need to look to, at least, bend the storage growth curve Proposed Objective: Publish retention guidelines for defined categories of video assets along dimensions including time to store, quality, storage locations, and number of versions and define Mediasite and Kaltura automation solutions to aid in the policy implementation Mediasite Storage Growth