Talking With The Boss About Security Darlene Quackenbush, James Madison University Shirley Payne, University of Virginia EDUCAUSE Security Professionals Conference April 4 th, 2005

2 We must all become much more vigilant in the provision of secure systems, in intrusion detection, in rapid response, and especially in education. We must practice, teach, and infuse all aspects of security into campus lives. Dr. Linwood H. Rose President, James Madison University “Information Security: A Difficult Balance” EDUCAUSE Review, September/October 2004

3 Agenda The Executive Audience Benefits of Effective Communication Obstacles To Effective Communication Leveraging Institutional Culture Communication Strategies & Examples

4 The Executive Audience Boards of Trustees Presidents Vice Presidents & Provosts Deans & Department Heads Chiefs of Staff

5 Perceived Barriers To IT Security Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

6 Benefit: Appropriate Strategies Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

7 Privacy and academic freedom are critical components of campus culture; it is vital that decisions on policies and procedures regarding security and related issues be carefully vetted, understood, and authorized by both the highest levels of the campus leadership and the representatives of the campus community. The executive role in all of these matters is crucial if internal dissension and unnecessary strife are to be avoided. “Presidential Leadership for IT” David Ward and Brian L. Hawkins EDUCAUSE Review, May/June 2003

8 Benefit: Effective Policies Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

9 Benefit: Clear Assignment of Responsibilities Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

10 Benefit: Executive Role Model Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

11 If you can get the president to set the right tone, a majority on campus will likely follow her or his lead in supporting the changes and improvements you recommend. “Gaining the President’s Support for IT Initiative at Small Colleges.” Laurence W. Mazzeno, President, Alvernia College EDUCAUSE Quarterly, Number 1, 2004

12 Benefit: Investment Aligned With Risk Profile Information Technology Security Study EDUCAUSE Center for Applied Research, Sept. 2003

13 Additional Benefits Opportunity to establish appropriate expectations Constructive involvement should a security incident occur

14 In a time of crisis, it’s always good to have a boss smarter than you. Joy Hughes, VP/CIO, George Mason University

15 Be Prepared For... Additional Work To: –tailor the information –provide status reports, possibly including development of new metrics –respond to inquiries Increased accountability

16 Obstacle To Effective Communication: Who are you? Responsibility for security is placed low in the organization

17 Obstacle To Effective Communication: IT security? Significant lack of awareness

18 Obstacle To Effective Communication: Why spend my time on this? Security not an institutional priority

19 Obstacle To Effective Communication: Why can’t you handle it yourself? Executive role not clear

20 Obstacle To Effective Communication: What the heck is an IPS? Techno-speak

21 Obstacle To Effective Communication: Where’s the ROI? Lack of security metrics

22 Obstacle To Effective Communication: You again? Security viewed as one-time fix-it project

23 Obstacle To Effective Communication: That’s not how we do things here? Cultural Factors

24 What Defines Culture? Strategic Planning and Decision-Making –Examples: Top-down Bottom-up Consensus-based Institutional Values –Examples: Collegial working relationships Emphasis on accountability at all levels of institution Strong faculty influence Student honor code

25 What Defines Culture? Control of Operational Functions –Examples: Centralized Decentralized Long-term Institutional Priorities –Examples: Increase research Increase community outreach Compliance Other influences on culture?

26 A Good Blueprint A plan A function of environment Express one’s culture/desires Based on examples/knowledge of others Guide for communicating with others

27 Communication Strategies Silence is NOT golden  Communicate early and often  Build Awareness  Build Trust

28 Communication Strategies Prepare to communicate  Know your security goals  Be prepared to educate  Craft the message  Have outcomes in mind

29 Communication Strategies Adjust to change  Listen  Draw linkages  Monitor technical and regulatory changes  Consider timing  Promote agility

30 Communication Strategies Prepare for the “long haul”  Manage expectations  Embed security  Communication as an investment  Accountability

31 Communication Strategies Leverage culture  Tools/Tailoring/Timing  Compromise/ Consensus  Compliance  Shared ownership

32 Ideas For Using Culture Consensus-based Decision-Making Gain Mid-level Support First University of Virginia LSP Program George Mason University SALT Group

33 Ideas For Using Culture Increasing Emphasis on Compliance Spotlight Federal Regulations Related to Security & Privacy IT Security for Higher Education: A Legal Perspective Family Educational Rights & Privacy Act Gramm Leach Bliley Act Health Insurance Portability & Accountability Act

34 Communication Strategies Seize “opportunities”  Bad things will happen  Anxiety is attention  So is Contemplation  Change culture

35 References ACE Letter to Presidents Regarding Cybersecurity Developing Security Education and Awareness Programs Gaining the President’s Support for IT Initiatives at Small Colleges EDUCAUSE Information Security Governance Assessment Tool Information Security: A Difficult Balance Information Security Governance: A Call to Action Information Technology Security: Governance, Strategy, and Practice in Higher Education Presidential Leadership for Information Technology