2012 YUSA IT Managers' Conference presentation highlighting BYOD and device management activities at the YMCA of Metro Chicago

1. MOBILITY
DEVICE MANAGEMENT & BYOD
YUSA IT MANAGERS’ CONFERENCE
ESTES PARK, CO
OCTOBER 16th – OCTOBER 19th 2012

2. The rise of bring your own device (BYOD) programs is the
single most radical shift in the economics of client computing
for business since PCs invaded the workplace. Every business
needs a clearly articulated position on BYOD, even if it
chooses not to allow for it.
"Bring Your Own Device: New Opportunities, New Challenges.“
2 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO
Gartner , August 2012

3. MOBILE IS…
• Ubiquitous…
– 76% of American consumers under age 44 use a Smartphone
– 58% of American consumers 12-64 use a Smartphone
– Tablet usage has grown from 0% to 34% in 2 years
• …and projected to grow…
– Smartphone usage will increase by 53%
– Tablet usage will double
SOURCE:
Frank N. Magid & Associates
National Study
July 2012
3 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

4. EMPLOYEES WANT FLEXIBILITY …
FOR LOW/NO COST
4 | YMCA OF METRO CHICAGO

5. SMARTPHONE AND TABLET USAGE
VARIES
5 | YMCA OF METRO CHICAGO

6. ENTERPRISES BELIEVE IN THE
BENEFITS OF MOBILITY
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7. THE MOBILITY CHALLENGE
Striking a Balance: Accessibility vs. Security
7 | YMCA OF METRO CHICAGO
Source: 2011 VDC Research Group, Inc. Mobile & Wireless

8. CONSIDERATIONS FOR YOUR
BYOD STRATEGY
1. Which devices will be included?
2. Will your policy distinguish between laptops, smart phones and
tablets?
3. Which mobile operating systems will be supported?
4. What, if any, kind of mobile device management solution will be
used?
5. What, if any, kind of application management solution will be used?
6. How will users authenticate to the network?
7. What user/legal agreements will be needed?
8 | YMCA OF METRO CHICAGO

9. BYOD JOURNEY HIGHLIGHTS
YMCA OF METROPOLITAN CHICAGO
9 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

10. Y METRO CHICAGO OVERVIEW
• Founded in 1858
• 2011 Revenue: $105M
– 190,000 Program Registrants
– 53, 303 Membership Units
– 140, 902 Members (headcount)
– 6,500+ Volunteers
• Staff
– 628 Full-time
– 2, 896 Part-time
– 800+ technology users
• Service Delivery
– 25 Member Centers
– 5 Resident Camps
– 6 Senior Housing Facilities
– 7 Childcare-only Facilities
10 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

11. CURRENT ENVIRONMENT
• Network - Hub and Spoke
– P2P T1 to between most locations Y Metro
– Fiber between Y Metro and DR site
– MPLS backup (DSL for some stand-alone sites)
– Checkpoint firewalls
– Siemens wireless access points w/controller
• Server Environment
– 90%+ Windows servers virtualized (VMWare)
– AS/400
– Compellant SAN
11 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

12. Y METRO CHICAGO BYOD
Initial Plan
• User-centric focus
• Mobile Device Management: MaaS
360
– SaaS solution
Cost for
– Other the Annual Air (OTA) enrollment
– Device restriction
– Projected $19K
App users: management & distribution
– 600 Corporate directory integration
– Ease of administration
– Selected after research and trials
• Zenprise
• Mobile Iron
• Air-Watch
Projected Annual Cost for 4
critical apps: $15K
• App Virtualization: XenApp
– Virtualize any Windows application
– Lower resource consumption vs. VDI
Current Solution
• Use existing tools (no incremental cost)
• MDM: Limited to Google Apps
– Quarantine unauthorized users
(pending)
– Supports policy configuration
– Included for $0 with Google Apps
for Non-Profits
• App virtualization:
– Checkpoint VPN and Remote
Desktop
– Security groups and group policy
to control VPN access
12 | YMCA OF METRO CHICAGO

13. MOBILE-CENTRIC BYOD
• Device and apps purchased by employees
– Some recommendations provided by IT (mostly tablet-based)
• Currently supported mobile devices
– Smart phones - iPhone/Android/Windows Mobile/Blackberry
– Tablets – iPad/Android
• Usage must comply with prevailing Y Metro policies
13 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

14. APPLICATION ACCESS SUPPORTED
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Legacy applications with
limited browser support

15. USER/LEGAL AGREEMENTS
• Agreements are evolving
– IT
– Human Resources
– Legal
– Internal Audit
• Acceptable Use of Computer Technology Acknowledgement
Monitoring Retrieval Passwords
Content Legal Proceedings Network Security
Personal Computer Security Internet Use Social Media
• Mobile Device Policy (update in progress)
Criteria for Access Device security Ownership of Y Metro Data
Content Forwarding Loss/Theft Notification Data Removal
15 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

16. EMPLOYEE COMMUNICATIONS
• Recommended iPad Learning Resources
– Workshop: Getting Started with the iPad
• If you have no experience with an iPad/iPhone
• Provided at Apple retails stores
• Free, but must reserve on line
• Book early – they are very popular!
• http://concierge.apple.com/reservation/us/en/il/R284/workshop
– Book: iPad at Work, David Sparks
• Best practices for incorporating the iPad into a work environment
• $18.05 at Amazon
• http://www.amazon.com/iPad-at-Work-David-Sparks/dp/1118100565
16 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

17. EMPLOYEE COMMUNICATIONS
Recommended Apps
– SharePlus (iPhone/iPad/Android)
• Navigate SharePoint sites, lists, calendars
• Update documents via Quick Office (Pro Version only)
• Note Taker HD (iPad) or EverNote
• Writing and organizing notes
• Use your finger or iPad-compatible stylus (Note Taker HD Only)
– Quick Office Pro (iPhone/iPad, Android)
• Create/edit Word, Excel and Power Point files
• View PDF files
• iAnnotate (iPad/Android)
• Read, annotate, organize, and send PDF files
• Open multiple PDFs at one time
• Recognizes PDF bookmarks for navigation
• Use iPad keyboard, your finger or iPad-compatible stylus
• $9.99
• SlideShark (iPad)
• View and share PowerPoint presentations
• Preserves animations (unlike other PowerPoint readers/players)
17 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

18. LEARNINGS TO DATE
1. Cost reductions are…..coming… but not likely in the short-term Does
everyone understand this?
2. Partner with Human Resources , Legal and Internal Audit early in the
process
3. Clearly communicate what is, and is not, supported
If you think you’ve said it too much…keep communicating!
1. Don’t underestimate the need for “training”
2. Anticipate the impact on Technical Support/Help Desk resources
3. Always look for ways to quantify improved productivity
4. Establish an “advisory council” of lead users
5. The vendor landscape is changing quickly – be prepared to adapt
6. “Alignment” can often seem to be a moving target
7. Keep Calm and Carry On
18 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO

19. NEXT STEPS
1. Policy Updates
a) Mobile device quarantine
b) Photos and video
2. Application Virtualization
3. App Store
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20. OPEN
DISCUSSION
20 | YMCA OF METRO CHICAGO

21. THANK YOU
21 | YUSA IT MANAGERS CONFERENCE – OCTOBER 2012 – ESTES PARK, CO