UCLA Box Service Funding and Deployment Plan. April CSG Meeting April 22, 2014

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1 UCLA Box Service Funding and Deployment Plan April CSG Meeting April 22, 2014

2 Today News from Internet 2 and Box Feedback from Early Adopters Deployment Plan Proposed Cost and Storage Allocation Budget Open Issues

3 News from Internet 2 and Box Internet 2 is working with Box to double storage without raising price for tier 4 campus (UCLA), storage grows from 200TB to 400TB actively working to improve group management in Box and web accessibility for its Web UI. As of April 2014, 70+ universities have adopted or are in the process of adopting Box through Net+ Service

4 Feedback from Early Adopters Box should be a common good service Users want individual storage comparable to online offerings Departments (some) want the ability to control storage allocation within their areas roughly 1TB per 100 users Need to clarify data use policy (what data can I store in Box) and user eligibility Groups want to adopt, but most are waiting for long term campus commitment before committing to large scale migration Don t want to have to migrate out after only a year.

5 Deployment Model Working with other UCLA cloud services to coordinate rollout Align eligibility rules as closely with BOL services as possible to simplify support Phased rollout to ease initial operational and support pressure Tiered Support Bruin Online provides tier 1 end user support Web CMS team operates program, provides departmental and tier 2 support

6 Proposed Eligibility - Individual Active employees Includes emeriti 15 GB advertised storage Current students 5 GB advertised storage Affiliates Contractors, Visiting Scholars, etc. Department submits sponsoring application through BOL. It s the same process as requesting guest BOL services access today. Affiliates are eligible for accounts only; No personal storage

7 Eligibility - Departments All departments are eligible 1 Storage allocated to department account for department uses; this is in addition to storage allocated to individuals Estimated 30 GB advertised storage per FTE; FTE calculated using previous year s monthly average expensive distribution FTE count (This estimate assumes Internet2 s deal to double storage will happen in ) To streamline administration, we recommend department account be created and managed by organization s IT unit, e.g., CDH gets one account to support all Humanity departmental needs 1. Health Systems units may not be included due to HIPAA concerns

8 Eligibility Projects and Groups Project Official campus initiative such as UCPath Group Official campus groups such as CSG, Staff Assembly, Campus Web Publishers, etc. Option 1: projects obtains storage through sponsoring department Option 2: pay for dedicated (and project account ) separately through recharge.

9 Deployment Soft Launch in May We are offering individual accounts to employees in May. However, we want to be sensitive to departments need to manage support and communications within each unit. We also would like to give BOL and the Box team time to ramp up support. Therefore we are: initially communicate the launch through IT departments and via word of mouth create online web presence (web site and knowledge base) in conjunction with Box support materials to simplify support efforts focusing on helping department IT staff to answer user questions

10 Deployment Timeline Spring 2014 Summer 2014 Fall 2014 Winter 14 & Beyond Soft Launch Rollout employee individual accounts Pilot affiliate accounts Early Adopter department accounts Official Launch Student and affiliate individual accounts Full support for department, project, and group accounts Continue to expand adoption Automate account provisioning and de-provisioning Prepare department deployment guides Improve user experience: e.g., share with groups Develop additional use/adoption toolkits

11 Open Issues Data Ownership Who owns data stored in an individual account? When, if ever, can the university access content stored in individual s account? Who can act on the university s behalf when access is necessary? Account De-provisioning When a person (or group) ceases to be eligible for Box, is there a grace period before the account is deleted? What happens to content stored in the expired account? What happens if a change in a person s affiliation changes his/her storage allocation (e.g., an employee quits to become a full-time student) Full List at: