virtual meeting october 8-9, 2013

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Virtual Meeting October 8-9, 2013

IT ADVISORYCOUNCIL

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ITAC Welcome

Meeting Participation Guidelines

• 1:45 pm dial in and log in to web meeting- Go to: https://www.webmeeting.att.com- Meeting/Dial-in Number: 877-336-1274- Access code: 5348346- Security code: 1013

• 2:00 pm ITAC starts

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ITAC Welcome

Meeting Participation Guidelines

•During all breaks mute your phone •Do not the place the call on hold at any time •Ask questions via chat by sending them to “Questions(Host)”

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ITAC Welcome

How to Interact• Keep microphones muted•Use chat to ask questions

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ITAC Welcome

How to Log In to Chat with an iPad

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IT Budget Update

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IT Budget Update

JITF Operating Budgets: FY 2011-FY 2013 (Appropriated Funds)

$408.1 million FY 2011 Budget Request$396.3 million FY 2012 Budget Request

$321.4 million FY 2013 Budget Request

$275.2 million FY 2013 Financial Plan after Sequestration$301.4 million FY 2013 Financial Plan

FY 2013$275.2million

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IT Budget Update

FY 2013 IT Budget CategoriesDevelopmentNew applications and non-mandatory functional enhancements to existing applications

Strategic Investments Investments in IT that have direct out-year cost savings to other programs within the JITF

Operations and MaintenanceKeeping IT systems and associated programs running as usual. Paying for contractor salaries, travel, training, supplies, testing, hosting, software and hardware maintenance, and cyclical replacement of hardware

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IT Budget Update

FY 2014: Refining Operations and Maintenance Category“Mandatory” Keeping IT systems minimally running. Paying for contractor salaries, hosting, software and hardware maintenance only

“Discretionary” Travel, supplies, testing, and cyclical replacement of hardware

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IT Budget Update

Fiscal Year Budget Requirements

2014Budget Request

$330.9 million total

$295.5 millionBaseline

Budget Request$328.3 million total2015

Target fromBudget Committee

$289.9 millionStrategic Investments

Development

Mandatory O&M

Discretionary O&M

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IT Budget Update

FY 2014 Priority List

Probation and Pretrial Development

Current Projects and Operations Without Funding Due to 35.4 Million in 2014 Budget Cuts

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IT Infrastructure Formula Update

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IT Infrastructure Formula Update/Outcome

Themes by Court Unit Grouping1) District (includes special courts) 2) Bankruptcy (includes Bankruptcy Administrators)3) Probation and Pretrial4) Appellate

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IT Infrastructure Formula Update/Outcome

Exposure Draft Comments by Group and Theme

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IT Infrastructure Formula Update/Outcome

OUR CHALLENGE

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IT Infrastructure Formula Update/Outcome

Spending by 1-2 Units

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IT Infrastructure Formula Update/Outcome

Spending by 3 Units

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IT Infrastructure Formula Update/Outcome

Spending by 4-5 Units

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IT Infrastructure Formula Update/Outcome

Average Obligations by Circuit (All)

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IT Infrastructure Formula Update/Outcome

Disposition of Comments•Removed change factors• Eliminated negative multipliers• Eliminated 2012 from analysis for Group 3 only

(13 remaining factors reduced to 8)

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IT Infrastructure Formula Update/Outcome

Key Points•Distribution of funding has been refined•Relative weight of factors equalized•Multipliers locked in at FY 2011 and 2012

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IT Infrastructure Formula Update/Outcome

2012 Formulas vs. Obligations

*Probation and Pretrial average spending based on 2010 - 2011

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IT Infrastructure Formula Update/Outcome

2012 New Formula vs. Obligations (Formula calculated at 100%)

*Probation and Pretrial average spending based on 2010 - 2011

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IT Infrastructure Formula Update/Outcome

Next Steps• Circulate new exposure draft after council meetings- Disposition of comments- Explanation of methodology- New calculator

• Present to IT Committee at December 2013 meeting for approval

• Stage for FY 2015 implementation

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National IP Telephone Service Update

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National IPT Service Update

NIPT Service Reduces Local Expenditures

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• 30 court employees• Device deployment is 1.5 devices per staff member • $32,000 average deployment cost – Allowance $16,650 (at $555 per staff member)– Onsite day two support $1038 (at $519 for 2 people for 1 day)– Device placement $3510 ($78 per device)– Networking components $10,802

• Deployment on hold due to:– Sequestration– Government shutdown

National IPT Service Update

Cost for Average Site

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The National IT Infrastructure Working Group and the NIPT collaboration team reached the following consensus:• Determine existing telecommunications costs by surveying each

court signed up for NIPT • Prioritize courts based on:– Maximum return on investment to the Judiciary– System age– Ability to use existing infrastructure– Cost to deploy

National IPT Service Update

Approach with Available FY14 Funding

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• June: Committee endorsed replacement of high-capacity circuits• Courts responded with concerns about changing numbers• Office of Infrastructure Management engineered a new solution

using a simple but powerful protocol, known as Session Initiation Protocol, or SIP

National IPT Service Update

National IPT Service: Additional Cost Containment

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National IPT Service Update

Current Court Configuration Today

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National IPT Service Update

Added Redundancy with SIP

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National IPT Service Update

Advantage of SIP

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National IPT Service Update

In the Event of Catastrophic Failure

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Advantages• 100% phone number porting• Fax servers not needed• Adds high availability to all IPT sites• Additional bandwidth

Progress• New contract is in negotiation • Statement of work with PMD• Contract to be awarded by the end of CY 13

National IPT Service Update

New Solution: Session Initiated Protocol (SIP)

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Centralization of Email Servers Update

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Centralization of Email Servers Update

Goals of Centralizing Email Servers• $2.5 million cost avoidance in 2014• Permanently relieve courts of hardware and software operations

and maintenance locally• Centralization to complete by the end of CY2013

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Centralization of Email Servers Update

Status of Centralizing Email Servers•Approximately 65% finished• Completed build-out of new west coast centralized servers•All courts integrated with west coast servers by October 1, 2013•Build-out of east coast servers began on October 1, 2013•All courts should be integrated with east coast servers by

December 31, 2013• Expect to complete project by December 31, 2013

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National Video Teleconferencing Update

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National VTC Service

National VTC Service

• 138 courts connected• 808 endpoints• 2011 mobile clients• 15,125 video conferences• $1,362,238 million in return

on investment

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National VTC Service

NVTC Service: 9,000 Total Hours Used-to-Date

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

Feb-13

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Jun-13Jul-1

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Endpoint Utilization

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

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Mar-13

Apr-13

May-13

Jun-13Jul-1

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Aug-13

Sep-13

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1800Endpoint Utilization

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National VTC Service

How Can We Improve?

•Are they helpful for the transition process?•What are the issues your court faces?•What else can we do?

Our training materials are available online:http://training.sdsd.ao.dcn/CourseResource.aspx?id=1191

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Administrative Services Update

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Next Gen CM/ECF Update

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Next Gen CM/ECF Update

Implementation Status of Next Gen CM/ECF• Features to be available in Release 1- Workspace- Calendar- Judge’s Review Packet- Central Sign On - Reporting- Bankruptcy Case Opening- Appellate Attorney Filing

• Schedule of Release 1 availability- TBD based on input from the Project Steering Group in October

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Next Gen CM/ECF Update

Centralization Progress of Current Gen Servers• Currently Centralized- Appellate: 2- District: 1 - Bankruptcy: 10

• In Progress of Centralization- Appellate: 3- District: 3- Bankruptcy: 5

• In the Queue for Centralization- Appellate: 8- District: 14- Bankruptcy: 19

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WAN Diversity Update

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WAN Diversity Update

Implementation Status of WAN DiversityOn track to complete 6 pilot locations by early October

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Active Directory Update

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Active Directory Update

Status of Active Directory – Enterprise Systems• Integration with JENIE- Successfully completed

•National Video Teleconferencing System - Successfully completed

•National IP Telephone Service - To begin in October 2013- Complete in FY2014

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Active Directory Update

Testing Active Directory

• Specific Features Being Tested- Integration of Single Sign On with JENIE- New rules of behavior- Access to local resources

•Beta Testing- Completed: Louisiana Western District Court, South Carolina

Bankruptcy Court, West Virginia Southern District Court, and Testing Services Branch (Phoenix)

- In progress: Office of Systems Deployment & Support (San Antonio)

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Hosting Services Update

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Enterprise Hosting and Cloud Computing Services

Courts Using Services

• 56 courts signed Service Level Agreements for hosting services•Over 60 courts using the Drupal hosting service as of July 2013:- 25 live production sites (2 are COOP, 1 is news.uscourts.gov)- 41 additional development sites which are in various stages of

development

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Enterprise Hosting and Cloud Computing Services

Virtual Desktops in 3rd Circuit: Current

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Enterprise Hosting and Cloud Computing Services

Virtual Desktops in 3rd Circuit: 2013

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Enterprise Hosting and Cloud Computing Services

Virtual Desktops in 3rd Circuit: Long Term

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Enterprise Hosting and Cloud Computing Services

The Future of IT in the Judiciary?

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Enterprise Hosting and Cloud Computing Services

Current Path : Not Sustainable

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Enterprise Hosting and Cloud Computing Services

Challenges of Future Judiciary IT Needs•Hosting systems increasingly complex • Security risks increasing• Infrastructure aging•Budgets and IT staff shrinking

In what year do the scales tip and we have a crisis?• FY 2020?• FY 2017?• FY 2014?

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IT Security – Bridging the Gap Between Policy and Implementation

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IT Security – Bridging the Gap Between Policy and Implementation

IT Security Policies 2011-2012•Exceptions to IT Security Policies•Password Policy and Resource Packet•Security Patch Management Policy and Resource Packet•Incident Response Policy and Resource Packet•IT Security Log Management Policy and Resource Packet

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Free, New Product for Courts• Reduces costs, improves performance, covers more platforms• Template-driven roll-out

Court Outreach• Webinars – Sent invitations to all ACES and systems administrators– Discusses role of SOC and courts: August 29, September 26,

and October 10– Recorded for on-demand playback

• JASIRC articles• Data sheets/FAQs

IT Security – Bridging the Gap Between Policy and Implementation

HIPS Policy Implementation Support

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When Should a Court Reach Out to the SOC?• Changes that necessitate a credential scan– Introduction of new functionality/features– Adding a new host– Altering security libraries– Changing user inputs

Court Outreach• JASIRC articles• SOC site online:

http://soc.ao.dcn/Assessments

IT Security – Bridging the Gap Between Policy and Implementation

Scanning Policy Implementation Support

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IT Security – Bridging the Gap Between Policy and Implementation

Where to Find IT Security Policy and Guidance

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IT Security – Bridging the Gap Between Policy and Implementation

Where to Find IT Security Resource Packets

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IT Security – Bridging the Gap Between Policy and Implementation

Configuration Management Continuous Monitoring of Safeguard EffectivenessDefining the System Boundary How to Build an Effective IT Security Training and

Awareness ProgramInternal Networking Access ControlIT Security Incident ResponseLog ManagementPassword PolicySecurity Patch ManagementSystem Boundary ProtectionVulnerability Management

Where to Find IT Security Resource PacketsCurrently Published Resource Packets

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• Leverage weekly JASIRC Newsletter to build awareness• Republish articles in newsletters (ACAD, DCAD, BCAD, etc.)• Foster court collaboration via court/AO Exchange Program• Update JNET with supporting materials• Host informational webinars

IT Security – Bridging the Gap Between Policy and Implementation

Our Communication Strategy

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IT Security – Bridging the Gap Between Policy and Implementation

Council FeedbackWhat are we missing?We have…• Identified several notification methods for new policies• Developed a communications plan for the three new IT

Security Policies • Provided implementation assistance

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Judiciary Safeguards Against Internal Threats

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Courtroom Technology Update

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Procurement Update

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IT Contract Awards