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  • BYODandCloud Meeting 2014-05-08
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Non-UW-Madison Devices and Services

May 8, 2014, 2:30-3:30, Union S., Wisconsin Idea Rm (2nd floor)

Tentative Agenda

  1. Agenda review

  2. Introductions
  3. Ground Rules
    1. Everyone must be treated respectfully, whether present or not
    2. Everyone present who wants to speak on a topic must have a chance to speak
    3. Attend more often than not, and review materials when you can't attend
    4. don't be shy, or worry about perception of an idea - we need open borders for these discussions!
      Action: Ground rules are listed above.
  4. IT Policy Process
    Handout: IT Policy Program
    Action: Done
  5. Team Charter
    Handout: Team charter
    No changes to the charter were suggested. We will assume the charter is basically OK. We can revisit it if necessary.
    The following observations, ideas, or issues were raised during the charter discussion, in no particular order:
    • Communications strategy needs to be in mind at all times, (because it can ony help us meet the need to the extent that it is communicated to the relevant persons.)
    • Need to incorporate flexible or multiple implementations, (because of the different business needs of units.)
    • Governance for cloud services: Who decides what services we contract for? Deploy for the whole institution? Support what features? And similar questions...
    • Clarification on deliverables for the team. Deliverables include, basically, two things:
      1. Recommendations to the CIO, including 'desired outcomes' (i.e. what success looks like) and 'implementation considerations', (i.e. what to definitely include or avoid in getting there.) In other words, what do we want to say to the CIO about strategy for BYOD and Cloud Services, (and the synergy between them.)
      2. Guideance from the team on what issues are most important for users to consider, or what things are most important users to do, for either BYOD or Cloud Services. There way too many details if we list everything that is already policy or otherwise required or recommeneded – we need to focus on the most important things so users are not overwhelmed. The team can help the institution set those priorities. (Note: This can be part of recommendations to the CIO, and appendix to that document, etc.)
        See the remaining bullets for additional thoughts on user documentation and recommendations to the CIO...
    • Users ask two basic questions. We need to have guidance, documentation, support, etc. for both kinds:
      1. I need to use X, how do I do it the "right" way? (Or at least as "right" as is practical.)
      2. I need to accomplish Y, what services and/or devices should I use? In other words, what are the options?
    • Good idea for a bullet under a recommendation to the CIO: "When providing documentation for a service, we need to acknowledge the value of the alternatives."
    • Another good bullet for a recommendation to the CIO: "Managing data, security, intellectual property, etc. need to an integral part of each user document."
      Example given: We have lots of procedures to help users connect all sort of mobile devices to our network/resources, but none (or very few) of those procedures provide references to guideance on how to secure the device, manage the university data and records on the device, protect intellectual property etc.
  6. Work Plan (if time permits)
    Handout: Draft work plan
    Action: Deferred
  7. Next Steps
    1. Brainstorm at next meeting – the discussion led right into brainstorming, so we are clearly ready to brainstorm.
      • Combine brainstorming of BYOD and Cloud Services.
      • Arrange to the team can post ideas ahead of time.
      • Need to include prior ideas from the policy forum discussions, (Gary will arrange this.)
      • Gary will consult with Bob and Bobby (the co-chairs) on how to handle the brainstorming.
    2. Review work plan, this can wait until after brainstorming – We need to know what our priorities are, before we can completelthe work plan.

Future Agenda Items:

Future meetings:

  • The policy stakeholder team has delivered its final recommendations
  • Follow up meetings are not yet scheduled.
  • BYODandCloud Meetings

Team members:

MemberUnit MemberUnit MemberUnit
James BabbCS Jason ErdmannEducation John HilgersHuman Ecology
Bobby BurrowAIMS (co-chair) Peg EuschRecords Mgt. James LeaverGrad School
Jan CheethamDoIT AT Bob GloverWCER (co-chair) David ParterCS
Pat DaleyDoIT RADS 

Christopher Harwood

African Languages Jeff SavoyIT Security
Gary De CluteIT Policy (facilitator) Zach Heise

Social Science Research

 Tyler SchultzL&S





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Apr 08, 2014 09:52  


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  1. can't edit -  insert 1c - don't be shy, or worry about perception of an idea - we need open borders for these discussions!