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

2. 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

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

4. 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

5. 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)

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

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

8. 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

9. Appendix

10. 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

11. 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