ITAG and EA Update ITLC – Oct. 23 University of California Enterprise Architecture and IT Architecture Group ITAG Chair: Lisa Gardner, UC Santa Cruz ITAG Co-Chair: Mojgan Amini, UC San Diego Enterprise Architect: Jerome McEvoy, UC Office of President Essentially, we’re here today to reaffirm the direction we were given earlier in the year, to provide status on how far we gone down that path, and confirm if there is any course correction you’d like to see. ITLC October 23, 2013

Goal Alignment Foundation for Collaboration on Technology Enabled UC Solutions Pillar I – Formalize partnerships with UC Leadership groups to jointly establish principles for common or shared solutions and to develop and regularly maintain shared roadmaps of future direction. Pillar II – Establish the enterprise architecture and technology infrastructure necessary to promote and support interoperability and sharing of IT solutions among and between campuses. Back in March, ITLC published the Foundations document, which describes the two pillars that guide how we collaborate on technology-enabled UC solutions. Pillar 1 is about the relationships between IT and Business Leaders, which then frames the work that the EA and ITAG teams perform as part of Pillar 2. Our objectives in support of Pillar 2 include the following: Building a shared services architecture; Increasing the consistency, interoperability, and reuse of technology, data and processes across the UC; Creating an enterprise architecture for UC along with an initial enabling infrastructure in support of future common and integrated administrative systems. It is important that we understand the status of ITLC activities on Pillar 1 as they inform – and set the direction for – ITAG efforts on Pillar 2. And likewise, it is important for ITLC to champion the ITAG Pillar 2 deliverables. ITLC October 23, 2013

Accomplishments ITAG Wiki Enterprise Architecture Asset Repository Provides visibility on the progress of our deliverables Enterprise Architecture Asset Repository Sharepoint site is accessible to all UC Contains our Body of Knowledge (EA BoK) Principles, Standards, Reference Architectures, and more Framework for Adoption Submission ITAG Review (with local SME review) Refinement Publication Local Adoption and communication As part of the vision for ITAG 2.0, and the direction we received back in April, we’ve established the ITAG wiki and the EA Sharepoint site. Both of these resources give you a view into the work we are doing, as well as the work that your campus or med center, or rather “Location” is and will be engaging in. Namely, we are working on standards that are to be reviewed by subject matter experts at your location, and then adopted by you, the CIO, for your location. ITLC October 23, 2013

Your window into our efforts and our progress ITAG Wiki Your window into our efforts and our progress In partnership with the EA Team, we crated the home page of the ITAG wiki to show our “Roadmap”, which is basically the efforts that are in progress, and provides a quick status on each of the work efforts as well as a “More” link into the details of the work. Some of the tasks your ITAG reps have been engaged in: We asked them to document the communication channels at your location, because we recognize that that we’ll need to tailor communications for various audiences. We asked for a brief inventory of the virtualization technology in use at each location (unrelated to the VMware effort that the data center manager group was working on) - as it may be considered for a future "in a box" offering. We also are asked for an inventory on metadata. This task was subsumed by the Business Intelligence workgroup, who is working with the UC Data Architect, Michael Schwartz, on developing a set of principles and standards around common, shared data, with a focus on UCPath, of course. ITLC October 23, 2013

Are these the correct priorities? ITAG Wiki– Roadmap Are these the correct priorities? Has your ITAG representative begun discussions with you about these deliverables? The Roadmap identifies all the activities that ITAG is or will be engaging in. Priorities shown are an outcome of winter/spring conversations with ITLC and ITLC leadership, with the focus being on UCPath. Currently, your ITAG representatives are (or should be) working with your location Subject Matter Experts to review six new System Wide Enterprise standards (Section B on the Roadmap), and provide feedback to Jerome by late October. The EA team will then refine the standards based on all the location feedback, and then your ITAG representative will work directly with you to confirm your location’s adoption response. ITLC October 23, 2013

Enterprise Architecture Asset Repository These are the assets you’re looking for When your ITAG representative comes to you for your adoption response, you will be able to find all the documentation on the Sharepoint site (the EABoK). You’ll want to review the available materials and discuss with your ITAG representative what are the benefits and/or impacts of the standards to your location. Your ITAG representative will also frame a recommendation for your adoption response, which should include the pertinent feedback from their conversation with Subject Matter Experts. You’ll provide your adoption response to your ITAG representative, and if there are conditions to your location’s adoption, or if you elect to not adopt the standard, the ITAG rep will document and submit that for you. ITLC October 23, 2013

Repository - Asset Metadata Let’s take a quick look at the metadata in the repository, which provides some quick info on the asset including what it’s for, the adoption status, and a link to the actual documentation. Note that the metadata will show the adoption response, location-by-location. So, from a timing perspective, the first six standards are now in the pipeline. Your ITAG rep is already working with subject matter experts and gathering their feedback, which is due back to Jerome by early November. Jerome will be incorporating that feedback, and then in late November you should be discussing the pro’s and con’s with your ITAG representative, and confirming your adoption response. ITLC October 23, 2013

Should any requests be prioritized to the Roadmap? ITAG Wiki – Requests Should any requests be prioritized to the Roadmap? Also on the home page of the wiki, if you scroll down past the Roadmap you’ll find a list of Requests that have come in from various locations. These requests are not being worked by ITAG and EA teams at the present time. In the future, we anticipate that ITAG will be making a recommendation to ITLC to prioritize one or more requests, and upon your approval, these requests will be moved to the Roadmap. Here too, your ITAG rep will discuss with you the pro’s and con’s of a particular request, to help inform your decision on whether or not to proceed with the work. Note that if you scroll a bit farther, you’ll see the actual process workflows we use when performing on the work efforts in the Roadmap and how we manage incoming Requests. But, I’m not going to talk too much about that right now, rather, let’s go look at the Roadmap specifically. We are asking for feedback on these processes too, which we anticipate ITAG reps will gather and submit for their location. ITLC October 23, 2013

ITAG Membership Confirm that these are the correct representatives, and that we have the 10-25% FTE commitment necessary to complete the Pillar II work (discuss participation levels from each representative). If you navigate through the various efforts shown on the Roadmap and Request List, via the “More” links, or look at the attendance sections of the meeting notes, you can see get a general feel for which ITAG representatives have been most and least engaged. I don’t think it’s a surprise that Merced, San Francisco, LBNL, and most all of the med centers have been the least engaged (albeit some med centers have one ITAG rep that also supports the campus). ITLC October 23, 2013

Summary Roles and resources in place to progress “Pillar II” objectives ITAG wiki records the work in progress, in queue 22 work items on Roadmap (6 high priority) 9 Intake Requests pending evaluation Assets are available in the EAA Repository 13 Assets submitted, ready for review-to-adoption process 3 Guidelines 2 Principles 8 Standards (+1 anti-pattern) ITAG has begun to execute the EAAF Improvements to framework made as necessary So, essentially we have just two questions for you today based on the materials you’ve seen (or work in progress and in queue): Is there any course correction that you want to have us make, to better align us with Pillar 2, and in support of your work on Pillar 1? Is your ITAG representative adequately representing the EA/ITAG work to you/your location, and are they adequately representing your location’s needs back to the EA/ITAG workgroup? ITLC October 23, 2013

For More Information ITAG Wiki – gardnerl@ucsc.edu, mojgan@ucsd.edu https://spaces.ais.ucla.edu/display/ucitag/Home EA BoK – jerome.mcevoy@ucop.edu https://sp2010.ucop.edu/sites/its/apptech/enterprisearchitecture/EABok/Lists/EAAssets/AllItems.aspx ITLC October 23, 2013

Backup Slides

Why EA, Why Now? Statistics Formed in 1868 10 campuses 5 medical centers* 3 national labs 220,000 students 170,000 faculty & staff 1.5M alumni Research class These statistics alone should scare anyone in IT. We have thousands of information systems across a myriad and disparate array of technologies. Billions of records across redundant systems. Duplicative and outdated systems, data, and processes. Yearly security breaches and compliancy issues. Our current state of infrastructure is exemplified by: Start from scratch mentality Redundancy of Data, Infrastructure, Applications, and Costs Variances with no standards One-off implementations The goal of Pillar 2, and the EA/ITAG members, is to help reduce that disparity, redundancy, duplication, and one-off systems.

EAAF - Key Components Reuse of approaches and assets The Enterprise Architecture Asset Framework envisions a collaborative, UC-wide IT community that shares in establishing and ensuring common standards across shared systems, data, and processes. Our future state of infrastructure envisions: Reuse of approaches and assets Increased interoperability Deliberate variances Easier UC collaborations

Enterprise Architecture Assets