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Cloud Based Email and Collaboration Project

The Cloud-Based Email and Collaboration Project aims to establish a comprehensive cloud solution for the State of Washington, enhancing communication and collaboration across multiple agencies. This initiative includes the implementation of Microsoft Exchange Online, SharePoint Online, Lync Online, Office Web Apps, and M86 Secure Email Service. The project focuses on reducing costs, increasing productivity, and improving service quality. A thorough business case analysis will examine the benefits of transitioning to a cloud-based solution versus continuing the current shared email service.

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Cloud Based Email and Collaboration Project

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  1. May 22, 2012 Cloud Based Email and Collaboration Project Bob Micielli, CIO, Department of Natural Resources Dave Kirk, Office of the Chief Information Officer

  2. 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

  3. 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?

  4. 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 ?

  5. Action 4: Cloud Based Email and Collaboration Project Tarek Tomes Minnesota: Another State’s Experience

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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)

  13. 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

  14. Action 4: Cloud Based Email and Collaboration Project Questions and Answers: Bob Micielli, DNR Dave Kirk, OCIO

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