Bring Your Own Device

Transcription

1 Bring Your Own Device How We Launched a BYOD Policy & Program in the City of Mississauga and Lived to Tell the Tale MISA Annual Conference Sven Tretrop, IT Manager Architecture & Innovation JUNE 10, 2014

2 About Mississauga Canada s 6th largest city Population: 741,000 growing to 812,000 Home to Canada s largest international airport AAA credit rating from Standard & Poor's 10 years in a row Canada s safest city for the last 12 years Mayor Hazel McCallion, has been Mayor for 35 years Over 200 languages reported as a home language or mother tongue in 2011 census 2/3 of adult population has post secondary education Modern infrastructure

3 Where does BYOD fit into the City s IT Plan? IT Plan 2.0

4 Why BYOD?

5 More and more staff were/are bringing personally-owned mobile devices into the workplace text messaging video chat GPS / maps photos & video web browsing apps

6 New ideas for mobile devices were/are being proposed every day

7 Staff were telling us that they no longer wanted to be restricted to Blackberry-only Apple iphones/ipads Android Windows Phone Blackberry 10

8 We also believed there must be a business case for decreasing wireless costs and easing IT support efforts by introducing a BYOD program The City was paying most staff 100% of the cost of a smartphone (Blackberry) By paying staff a portion of the typical smartphone fee (eg. 75%), to account for personal use of the device, there was potential for the City to reduce its wireless fees By allowing users to purchase their own devices, there might be less work for IT support staff

9 BYOD Potential to Cap / Reduce Wireless Costs? Source: 2012 Good Technology State of BYOD Report

10 Smartphones, ipads & Data Sticks with Cellular Access in Use Throughout the City and Managed by IT Blackberries 616 ipads with Cellular Cards (3G/LTE) 17 iphones 162 Data sticks 116 Non-Smartphones (voice only cell phones) 236 Total Wireless Devices (managed by IT) 1147 Wireless Service Fees for these Devices: $700,000 annually (to Rogers, Bell, and Telus) note: above figures do not include 440+ cellular cards used in MiWay busses (ibus)

11 A BYOD Policy was needed to clarify the terms & conditions for staff wishing to use personally-owned devices in the workplace

12 BYOD Policy Team Legal Services Rochard Beharry, Graham Walsh CMO, Management Consulting & Internal Audit Pam Shanks, Craig Emick Office of the City Clerk / Records Peter Meyler, Paul Wan Financial Services Mark Beauparlant, Gina Martino, Pat Herkes Information Technology Tom Peters, Michelle Knight, Paul Flanigan, Sven Tretrop

13 BYOD Policy

14 Policy Statement Policy Statement Authorized Employees are eligible to bring Personally-owned Mobile Devices into the workplace to access their City , calendar, contacts and other systems.

15 Staff have two mobile device options Device Options Employees have two options for using mobile devices in the workplace: Corporate-Issued Mobile Device Bring Your Own Device (BYOD)

16 Mobile Device Options Option 1: Corporate-Issued Device (most staff that currently have a City-issued Blackberry today would be eligible) or Option 2: Bring Your Own Device (staff who would like to use their personal device in the workplace **) Reimbursed BYOD User (staff eligible for a corporateissued device but who want to use their own device instead) Non-Reimbursed BYOD User (staff not eligible for a corporate-issued device who would like to occasionally access their City , calendar, and contacts as a convenience ) ** Employee s manager has final say & may authorize or decline BYOD participation

17 Option 1: Corporate-Issued Mobile Device

18 Option 1: Corporate-Issued Mobile Device Employees required to carry a mobile device as part of their job duties may choose a Corporate-issued Mobile Device, with costs covered by the Corporation. Eligibility for a Corporate-issued Mobile Device will be limited to staff : who spend the majority of their working time away from the office; whose job duties are in public safety, requiring immediate or emergency response; whose job duties support 24x7 business infrastructure and systems; or who are required to respond promptly to urgent business-related or communication needs.

19 Option 2: Bring Your Own Device

20 Option 2: Bring Your Own Device > Reimbursed Users < Employees who choose to use a Personally-Owned Mobile Device in lieu of a Corporate-issued Mobile Device are eligible to receive Reimbursement A Reimbursed BYOD User must agree to use their device primarily for City business communications and related activities during regular business hours

21 Option 2: Bring Your Own Device > Non-Reimbursed Users < All Employees may choose to bring Personally-owned Mobile Devices into the workplace for occasional access to City systems such as , calendar and contacts, with manager approval. In this case, no Reimbursement will be made, as this is deemed primarily convenience use

22 BYOD Staff Agreement Form

23 BYOD Staff Agreement Form (Page 1) Employee Info Device Info Reimbursement Eligibility Criteria

24 BYOD Staff Agreement Form (Page 2) Agreement to Terms & Conditions eg. I give permission to the City to remotely wipe/erase the entire contents of my device (reset it to factory default settings) in cases of theft, loss, virus, malware, security concerns and so on Employee Signature & Manager s Authorization

25 BYOD Reimbursement Request Form

26 Manual Process for Reimbursed BYOD Users (Incidental Expense Reports) Was Inefficient 57 staff using their own devices at work were doing this every month Reimbursed BYOD Users now receive a recurring, flat-fee monthly reimbursement via direct payroll deposit

27 BYOD Reimbursement Request Form (Page 1) Employee Info Justification for Reimbursement I spend the majority of my working time away from the office My job duties are related to public safety, requiring immediate or emergency response I support 24x7 business infrastructure and systems My job duties require me to respond promptly to urgent business related s Reimbursement Tier Tier 1 - Voice Only ($20/mth) Tier 2 - Data Only ($30/mth) Tier 3 - Voice & Data ($45/mth) Tier 4 - Other Amount

28 BYOD Reimbursement Request Form (Page 2) Account Number Wireless Contract Info Agreement to Terms & Conditions eg. I certify that my reimbursement will be used towards expenses for cell phone/data usage in support of my work duties etc. Employee Signature & Manager s Authorization

29 BYOD Reimbursement Request Form (Page 2) A copy of my contract is attached to this application to provide proof of expenses for audit purposes

30 Where did reimbursement amounts come from?? Amounts based on reimbursing approx. 75% of the cost of a typical cell phone plan ** ** assumption: 75% business use & 25% personal use eg. Standard voice/data plan (350 minutes + 6GB Data) $50 x 1.13 (tax) = $56.50 / month x 75% = $42.38 Rounded up to $45 *** ** to account for handset fee, insurance, etc.

31 Where did reimbursement amounts come from? Inside Mississauga (Staff Intranet Site): Employee Interests > Employee Discounts)

32 The BYOD Program is Already Very Popular 136 staff enrolled to date (& growing) ** 57 of these 136 staff were previously Reimbursed Users who were submitting manual expense claims on a monthly basis

33 iphones Now Allowed in Addition to Blackberries including as Corporate Devices

34 Staff Can Sync Work , Calendar, Contacts to/from Personal ipads / iphones

35 How was the policy & program rolled out?

36 How was the policy & program rolled out? Policy approved by City s Leadership Team - Sept 13 BYOD Awareness Campaign Announcement on Inside Mississauga Home Page Revised BYOD web site Briefings to business units & leadership teams Booth at Leadership Conference and staff events Transitioned ad-hoc BYOD users to formal program Staff had to complete BYOD Staff Agreement Form to continue in program Set up direct deposits for reimbursed BYOD users Staff had to submit BYOD Reimbursement Request Form to receive automatic reimbursements Automatic Reimbursements began Jan 14

37 BYOD - Building Awareness BYOD Info Page & FAQ s on Inside Mississauga (Staff Intranet)

38 BYOD - Building Awareness BYOD booth at 2013 City Manager s Leadership Conference

39 BYOD - Building Awareness 2014 Corporate Award of Excellence for Innovative Business Solutions

40 What We Learned Set up a small, dedicated team to deliver your BYOD Policy & Program (don t forget that it s not just a policy it s an ongoing program) Make sure that potential critics are part of your team from Day 1 (Policy, Records/FOI/Privacy, legal, Internal Audit, Finance, IT) Get buy-in from senior management by showing them the business case for BYOD (eg. save money & time) Continually remind your team that the objective is to accelerate your organization s mobility efforts not to slow them down Hit the ground running by starting with your forms BEFORE tackling your policy. Once you have developed the forms, the policy will come naturally

41 BYOD What s Next?

42 More & More Mobile Devices and Form Factors Are Arriving Every Day

43 Are We Ready for the (Explosive) Growth in Mobile Data Traffic Over the Next 5 Years?

44 Cisco Global Mobile Data Traffic Forecast For Period By the end of 2014, the number of mobile-connected devices will exceed the number of people on earth, and by 2018 there will be nearly 1.4 mobile devices per capita. Global mobile data traffic grew 81 percent in 2013 and will increase nearly 11-fold between 2013 and Mobile video traffic exceeded 50 percent for the first time in Over two-thirds of the world s mobile data traffic will be video by Last year s mobile data traffic was nearly 18 times the size of the entire global Internet in 2000

45 We re Expanding / Upgrading Our Wireless Network to Handle Anticipated Growth in Users

46 We re Expanding / Upgrading Our Wireless Network to Handle Anticipated Growth in Users

47 We need a more full-featured & deviceagnostic Mobile Device Management (MDM) system to manage a broad range of device types / models via a single console Android Windows Phone ios MDM is another key deliverable of the overall BYOD Project Blackberry

48 Mobile Device Management System (MDM) Procurement Currently Underway A two-step procurement process (Prequalification >> Request for Proposals) Implementation targeted for Q4 2014

49 Future Bring Your Own Computer?

50 Future BYOD Mandatory?

51 Thanks for Listening Questions? Sven Tretrop IT Manager, Architecture & Innovation LinkedIn: linkedin.com/in/tretrop Twitter:

52 Frequently Asked Questions Q: Is the program mandatory? A: It is entirely voluntary (although staff are actively encouraged to give BYOD a try when it comes time to upgrade their Corporate-owned devices).

53 Frequently Asked Questions Q: Don t people object to the terms & conditions on your BYOD forms? For example, you give the City permission to wipe their phone if lost. A: In most cases, requests to wipe a phone are made by the user themselves (eg. I lost my phone can you please wipe it for me?). The other terms & conditions are all reasonable and have not been an issue. Users can opt not to participate in the program if they object to any of the terms & conditions.

54 Frequently Asked Questions Q: What devices do you support on BYOD? A: Currently we allow only Blackberry and ios (iphones and ipads) devices to enroll in the program. We plan to add support for current Android and Windows Phone devices by the end of this year (once we have a new, more fullfeatured MDM system in place).

55 Frequently Asked Questions Q: What happens to my device when it joins the BYOD program and it becomes a managed device? A: We enable a few security settings on your device (eg. you will no longer be able to turn off your device password). If at any time you no longer wish to participate in the BYOD program you are able to easily reset your device to factory default settings.

56 Frequently Asked Questions Q: Why would I choose a BYOD device with only $45 per month reimbursement when I can choose a Corporate-issued device with my fees fully covered? A: Many users prefer the convenience of not carrying around two phones. Some users prefer the latest model of a mobile device (eg. latest iphone) versus the basic device that the City will issue to them. It is all about giving the user device choice.

57 Frequently Asked Questions Q: Are most BYOD participants reimbursed users? A: No, most BYOD users simply want to occasionally access their Corporate , calendar, and contacts from their personal phone as a convenience only. As such, they are not reimbursed.

58 Frequently Asked Questions Q: Is there any way for the City to spy on my BYOD device? A: IT has no way to access any personal data on your phone (eg. your personal , calendar, apps, etc.). Only Corporate , calendars, and contacts are synchronized to/from the City s Exchange system.

59 Frequently Asked Questions Q: What happens when a person leaves the City? A: The user s device is removed from Blackberry Enterprise Server (if it s a Backberry) or Exchange Activesync (if it s an iphone or ipad) and City is deleted from their device. Also, no new Corporate , calendars, etc. will arrive on their device from that point forward.

60 Thanks for Listening Questions? Sven Tretrop IT Manager, Architecture & Innovation LinkedIn: linkedin.com/in/tretrop Twitter: