Mobile in the Workplace - Alan Shields
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This document discusses bringing your own device (BYOD) policies and strategies. It summarizes a pilot program run by Cambridgeshire County Council to test a mobile device management solution. The pilot found high levels of interest from staff to use personal devices for work. It also found that the software tested provided secure email, calendar and attachment access. Based on the pilot's success, the document recommends fully implementing the mobile device management solution for all staff by end of year.
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Mobile in the Workplace - Alan Shields
- 1. Bring Your Own Device Alan Shields Cambridgeshire County Council
- 4. My Car? My First Mobile
- 5. B YOD U Use your Own Device
- 6. Infrastructure must cover: Connection As these devices will not be directly connected to your network, you need a secure method of connection. Authentication If you can, best to use something you already use such a Active Directory or other similar LDAP services. Security Beyond the network connection, you must have a means of managing/ administrating these devices. This is often called “Mobile Device Management”. Data access Not all these devices will have the capability to connect to your normal network file storage so consider more agnostic methods of data access such a SharePoint, internal versions of “DropBox” or other WebDAV/FTP functionality.
- 7. Possible Uses for BYOD Communication Information Transaction Other
- 9. So, what are we doing in Cambridgeshire?
- 10. So, what are we doing in Cambridgeshire? Dynamic Mobile Exchange (DME) by Excitor Good for Enterprise by Good Technology
- 11. The Pilot was run to determine some of the following: Suitability of the software (incl. usability and security) Acceptance by staff to use their own devices Effectiveness of “light-touch” training and support To determine and calculate any cost savings/benefits
- 12. Security
- 13. Security
- 14. Acceptance The Pilot was limited to 50 users and to get volunteers, messages were posted on the Council’s intranet pages. Within 3 days we had over 150 requests. Whilst that does not seem many out of a 5,000-strong user base, it proved there was some appetite for staff wanting to use their own devices.
- 16. Suitability 70% of pilot users found sending and receiving emails as “Easy” or “Very Easy”. 69% found handling attachments “Easy” or “Acceptable”. 50% rated the calendar functionality as “Easy” or “Very Easy”. Other functionality (i.e. Contacts, Tasks etc.) was only used by a very small number of pilot users. Acceptance 69% of pilot users rated the DME product as either “Essential” or “Very Useful”. Only 4% of pilot users stated that running the DME client affected either their handset’s performance and/or battery life. 77% of pilot users wished to continue using the service after the pilot had ended. Training and Support 98% of pilot users rated downloading and installing the software as “Easy” or “Very Easy”. 77% of pilot users rated the training documentation as either “Good” or “Excellent”.
- 18. In summary In summary, BYOD (or UYOD) is here to stay and will become a demand from both your current and future employees. However, don’t (seriously) comprise your security – get the right product and have a clearly defined BYOD user policy that outlines what you expect from the employee and what they can expect from you. Indeed, BYOD is s culture change for you IT department. No longer will they have ultimate control of who uses what and where. However, in reality, that control is probably being lost already by staff using their own devices in a non-managed, unsecure way. Introducing a proper BYOD strategy will wrestle just enough of that control back to hopefully make everyone happy.
- 19. Next Steps… …in Cambridgeshire? Plan to have the DME product in full production and available to all suitable users by the end of the calendar year. This includes a slight delay as we are also migrating our email system from Exchange 2003 to 2010.
- 20. Thank you. Email: alan.shields@cambridgeshire.gov.uk Excitor: www.excitor.com CNS: www.cnsuk.co.uk
Editor's Notes
- Good morning/afternoon.[Comment on time slot if appropriate]I’m Alan Shields, Strategy and Architecture Team Manager for Cambridgeshire County Council.Don’t be confused about the LGSS logo, Cambridgeshire has a shared services agreement with Northampton County Council and Norfolk City Council, and that’s what we call ourselves. However, I am still and employee of and get paid by Cambridgeshire County Council.
- Currently, it is very difficult to miss the many news articles and web sites either extolling the virtues or warning of the dangers of either “Consumerisation” or “Bring Your Own Device (BYOD)”. Now, just a point of clarification - Consumerisation is not BYOD. However BYOD is a subset of the overall Consumerisation trend.[click]It’s even got a T Shirt!!!
- Going back to BYOD, it also appears that many companies, even with a very tenuous linkage to the subject, see themselves as the panacea to every IT Manager’s dreams. [click]However, in my opinion, BYOD is nothing new and not really what we should all be talking about. [click]
- On a personal note, I have been “bringing my own device” to work ever since I got my first mobile phone in 1999. I loved my WAP-enabled Nokia 7110! I might have even used it to make business related calls, before I got the privilege of a corporate mobile. If you extend the definition of “device” a little further, then by using my own car for company purposes, would also falls into the area of BYOD or BYOC.[click]At this point I am not going to cover the once popular initiative of “bring your daughter to work” which is a completely different flavour of BYOD![click]
- So, what has changed and created this explosion in the media. True, more people now have smart phones and are very comfortable in using them as part of their everyday life. This is very attractive to businesses that see possible savings in equipment costs and training. I do not doubt these drivers, but “bringing” you own device is only part of the story. Once I have my device at work, what can I use it for? Therefore, I propose a change of title. Not BYOD, but UYOD – “Use Your Own Device”. [click] [click]And this is the point companies should start developing their strategy and polices to allow their staff the freedom to choose how they interact with the business and their colleagues.Now, if you accept the premise that allowing staff to bring and use their own devices, is a valuable strategy, the next two tasks are to setup a suitable infrastructure to accommodate BYOD and define how what “uses” they want to put these devices to. Let’s first concentrate on the infrastructure required: [click]
- [Talk to slide]
- Communication: The first and obvious use would be communication. As well as making phone calls, this would include access to the corporate email system and a global directory. There a many companies that offer products that enable such use, depending on your businesses’ security requirements.[click]Information: A second use is access to information. As stated earlier, examples would be the ability to access a company’s intranet, SharePoint sites and other web-based resources. Again, many suppliers offer solutions that have a level of granularity that can control what device can access what resource and have the ability to clearly distinguish between corporately owned devices and ones owned by staff.[click]Transaction: Lastly, (as I am not going to cover “Others”) one of the most valuable aspects of general mobile computing is to complete transaction at the point of delivery. Now I’m not proposing that staff use their own devices for the majority of transactions, but internal ones such as expense or over-time claims could be candidates. [click] Others [click]
- Now, it must be remembered that a business will not have the same control over some else’s equipment as they would have their own. Ideally you want a “light-touch” approach either requiring the user to download and install a simple app or to get them to use a web-based or thin application. This could be internally hosted or even cloud-based.Also remember not to take the “O” on BYOD to literally. The device can be corporately owned, but maintained and supported by the users. This still gives organisation control over device types.[click]Now I know the soothsayers of the security industry will be up in arms with all the potential for data leakage and security breaches. I do not disagree. But we must move with the times and there are solutions in the market place now that are achieving the right balance between protecting our valuable data and allowing users a high level of flexibility when it comes to accessing this data.[click]
- So, what are we doing in Cambridgeshire? We decided to run a small pilot and evaluated two potential products that both met our functional and security requirements.[click]
- •Dynamic Mobile Exchange (DME) by Excitor•Good for Enterprise by Good TechnologyBoth products allow access to corporate email, calendar and contacts from a user’s personal device, without compromising security. After a short “desktop” exercise evaluating both functionality and cost of each product, DME was chosen to take forward to the pilot stage. We partnered with CNS in the implementation and support of the product.[click] Wait [click]
- [Talk to slide]
- Security:Once downloaded and installed (via the appropriate “App” store), (pilot only covered iOS and Android devices) by the user, the DME product creates a virtual container on your device. This is often called “Containerisation”, and in my opinion is the only way to implement BYOD. Within this secure container are tools that allow you to access Council resources in an extremely secure manner. These include you usual PIM applications and a secure Web browser. Any data (i.e. emails, attachments etc.) that are accessed via DME, remain in that container and cannot “leak” out onto the rest of the device. If you want to edit documents, DME comes with its own document editor. Nothing needs to “leave” the container.There is also the ability to write your own applications that can sit within the container, but this was not part of the pilot.All data remains encrypted at all times using strong encryption, and is only decrypted to memory while it is displayed on screen. Equally, all communication with the server is also encrypted.If in the unfortunate event that the device is lost, because all Council data is held within this separate container, if a device is lost, we can send out a command to delete this container if and when the device connects to a network again. This will not affect and data, applications etc. that are outside of the container.[click]
- Security:Once downloaded and installed (via the appropriate “App” store), (pilot only covered iOS and Android devices) by the user, the DME product creates a virtual container on your device. This is often called “Containerisation”, and in my opinion is the only way to implement BYOD. Within this secure container are tools that allow you to access Council resources in an extremely secure manner. These include you usual PIM applications and a secure Web browser. Any data (i.e. emails, attachments etc.) that are accessed via DME, remain in that container and cannot “leak” out onto the rest of the device. If you want to edit documents, DME comes with its own document editor. Nothing needs to “leave” the container.There is also the ability to write your own applications that can sit within the container, but this was not part of the pilot.All data remains encrypted at all times using strong encryption, and is only decrypted to memory while it is displayed on screen. Equally, all communication with the server is also encrypted.If in the unfortunate event that the device is lost, because all Council data is held within this separate container, if a device is lost, we can send out a command to delete this container if and when the device connects to a network again. This will not affect and data, applications etc. that are outside of the container.[click]
- Acceptance:The Pilot was limited to 50 users and to get volunteers, messages were posted on the Council’s intranet pages. Within 3 days we had over 150 requests. Whilst that does not seem many out of a 5,000-strong user base, it proved there was some appetite for staff wanting to use their own devices.[click]
- Training and Support:This was a difficult issue as we were dealing with other people’s property. However, for the Pilot, we decided to take an extremely light-touch approach to both support and training. After all, these were devices people were already using and should be familiar with them already.Users were asked to download and install the application themselves, with a set of simple instructions and the generic user guides (from Excitor) were posted onto a corporate SharePoint site. We also created a discussion forum on the same site and set-up a dedicated support email address. They were told the email address was there only means of support. As a result we only had one member of staff who did not successfully get up and running, without additional help. [click]
- Before I go on to Savings & Benefits, towards the end of the pilot we sent all users an evaluation questionnaire to complete. Briefly these are the results:[click]
- To be honest, the pilot was too small and short to gain any reliable conclusions. That said, yes you do save on not supplying the devices, paying for the data tariffs and training costs can be parried down, but you still need an infrastructure and support is still an unknown quantity. However, a benefit could easily be user satisfaction. After all they aren’t going to complain about a device they got themselves and even if they do, then they will replace it for something better. Also, there is the “cool” factor of using the latest technology which will no doubt rub off onto the image of you organisation.As an aside, in the evaluation questionnaire, approximately 66% of pilot users that already have a BlackBerry stated they would prefer to use the DME product.[click]
- [Talk to slide][click]
- Next steps In Cambridgeshire? Well we plan to have the DME product in full production and available to all suitable users by the end of the calendar year. This includes a slight delay as we are also migrating our email system from Exchange 2003 to 2010.[click]
- Thank you. Any questions?