May 22, 2012
Cloud Based Email and Collaboration
Project
Bob Micielli, CIO, Department of Natural Resources
Dave Kirk, Office of the Chief Information Officer
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Action 4: Cloud Based Email and Collaboration
Project
Project Statement:
Establish an enterprise cloud based solution for the State of
Washington for common desktop business applications.
The following products are part of this vision:
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Microsoft Exchange Online (Email, Contacts, and Calendaring)
Microsoft SharePoint Online
Microsoft Lync Online (Instant Messaging and Presence)
Microsoft Office Web Apps
Microsoft Office Professional as it relates to the above services
M86 Secure Email Service
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Action 4: Cloud Based Email and Collaboration
Project
Background:
Decision in 2009: Create a Shared Email Service
Status:
• 47,500 mailboxes from 45 agencies on Exchange 2010
• Symantec Vault , Secure Email
With new Cloud based Email and Collaboration Services:
Business Question: Given our installed base, is there a business
case at this time to adopt a comparable cloud based solution?
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Action 4:
Cloud Based Email and Collaboration
Project
Can a Cloud Based Solution:
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Reduce cost?
Increase productivity ?
Improve the quality of service?
Position the state better for the future ?
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Action 4:
Cloud Based Email and Collaboration
Project
Minnesota: Another State’s Experience
Tarek Tomes
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Action 4:
Cloud Based Email and Collaboration
Project
Scope for Washington State:
Cloud based software services:
• Microsoft Exchange 2010 Online
• Microsoft SharePoint Online
• Microsoft Lync Online Instant Messaging
• Microsoft Office Web Apps
• Secure Email from M86
• Microsoft Office Professional as it relates to the above
services
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Action 4:
Cloud Based Email and Collaboration
Project
Examples for Use:
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Field Auditors
Case Managers
Tele-Working
Regional Office to Headquarters Communications
Project and Business Teams
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Collaboration
Exchanging Information
Producing Deliverables
When people in other places need to work together as if in the same room
Lync Online
Office Professional Plus
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Action 4:
Cloud Based Email and Collaboration
Project
Business Case: Can a Cloud Based Solution:
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Reduce cost?
Increase productivity?
Improve the quality of service?
Position the state better for the future?
Project Phases:
• Preliminary Business Case Phase, go/no go
• Business Case Analysis Phase, go/no go
• Implementation Phase
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Action 4:
Cloud Based Email and Collaboration
Project
Business Case Analysis Phase
Scope:
The business case will analyze two alternatives:
• Continue using the current Shared Email service
• Adopt an all cloud-based Email Collaboration service that
includes M86 Secure Email
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Action 4:
Cloud Based Email and Collaboration
Project
Business Case Analysis Phase
Scope:
• Financial analysis: Compares the components of the current
on-premise shared email service with a comparable all-cloud
based solution.
• The current components are:
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Exchange 2010
Secure Email from M86
Symantec Vault
Inbound filtering
Outbound filtering
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Action 4:
Cloud Based Email and Collaboration
Project
Business Case Analysis Phase
Savings Opportunities:
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Email archive storage,
Conference calls and video conferencing among employees,
Employee and resource mailbox costs,
SharePoint
Identify Cost Avoidance and Cost Savings Opportunities
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Action 4:
Cloud Based Email and Collaboration
Project
Business Case Analysis Phase
Gap Analysis:
• Exchange 2010
• Exchange Archive
• SharePoint
• Lync
• Web Apps
Participating Agencies:
AGR, COM CTS, DEL, DFW, DNR, DOC,DOH, DOL, DSHS, ECY, LNI,
LIQ, LEG, OFM, DOT, (more are asking to participate)
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Action 4:
Cloud Based Email and Collaboration
Project
Gap Analysis
• Over 500 Unique Requirements Identified
• Test Environment Established with 4 Tenants
• More Than 110 Agency Staff Involved
Migration Effort
• What’s The Effort for the State Of Washington
Business Case Target Completion Date
• June 15th
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Action 4:
Cloud Based Email and Collaboration
Project
Questions and Answers:
Bob Micielli, DNR
Dave Kirk, OCIO
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Cloud Based Email Collaboration Project Overview