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May 22, 2012. Cloud Based Email and Collaboration Project. Bob Micielli, CIO, Department of Natural Resources Dave Kirk, Office of the Chief Information Officer. Action 4: Cloud Based Email and Collaboration Project. Project Statement :
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May 22, 2012 Cloud Based Email and Collaboration Project Bob Micielli, CIO, Department of Natural Resources Dave Kirk, Office of the Chief Information Officer
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: • 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
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?
Action 4: Cloud Based Email and Collaboration Project Can a Cloud Based Solution: • Reduce cost? • Increase productivity ? • Improve the quality of service? • Position the state better for the future ?
Action 4: Cloud Based Email and Collaboration Project Tarek Tomes Minnesota: Another State’s Experience
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
Action 4: Cloud Based Email and Collaboration Project Examples for Use: • Field Auditors • Case Managers • Tele-Working • Regional Office to Headquarters Communications • Project and Business Teams • Collaboration • Exchanging Information • Producing Deliverables • When people in other places need to work togetheras if in the same room Lync Online Office Professional Plus
Action 4: Cloud Based Email and Collaboration Project Business Case: Can a Cloud Based Solution: • 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
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
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: • Exchange 2010 • Secure Email from M86 • Symantec Vault • Inbound filtering • Outbound filtering
Action 4: Cloud Based Email and Collaboration Project Business Case Analysis Phase Savings Opportunities: • Email archive storage, • Conference calls and video conferencing among employees, • Employee and resource mailbox costs, • SharePoint Identify Cost Avoidance and Cost Savings Opportunities
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)
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
Action 4: Cloud Based Email and Collaboration Project Questions and Answers: Bob Micielli, DNR Dave Kirk, OCIO