County of San Francisco Cloud Computing & Strategy. Jon Walton Chief Information Officer Jon.walton@sfgov.org

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1 County of San Francisco Cloud Computing & Strategy Jon Walton Chief Information Officer

2 San Francisco Government and Technology Department Background Combined City & County Government Structure Elected Mayor and 11 Supervisors Over 800,000 residents Annual Budget of ~$6.8 billion Over 25,000 City & County staff 60 independent departments Countywide Technology Structure 800 IT staff distributed Countywide (highly decentralized) Over $250 million annual technology expenditures Central IT Department (DT) staff of 250 $74 million annual central IT budget (30% reduction in last 4 years) 2

3 Central IT Services and Key Projects Services Datacenter & Wide Area Network Enterprise Applications , Payroll, Web Sites Radio Systems, Telephones, and Government TV Key Projects and Strategic Initiatives Consolidation and Standardization Open Government Data and API s Cloud-based Services Applications, , Web Datacenter Consolidation and Virtualization Fiber and Wi-Fi connectivity 3

4 Drivers for Adoption of Cloud Services 1. Leadership 1. Many elected officials previously worked in the private sector and are more comfortable with the idea of cloud based services. 2. Public Perception 1. Growing population of citizens who are using Cloud based services as consumers. 3. Changing County Staff Work Force 1. New IT employees are more skilled and comfortable with cloud based solutions then current legacy systems. 4. Budget Shortfalls 1. Current fiscal shortfalls in government budget demands 10%-20% reductions annual in departments operating budgets annually. 4

5 1. Cost Why is SF Using Cloud Services 1. Total Cost of Ownership for Cloud services can be lower cost then traditional IT Systems. Cost avoidance of hardware and software upgrades are significant. 2. Speed to Implement 1. Solutions can be implemented in weeks or months instead of years. 3. Scalability 1. Cloud based solutions can be started small as a pilot as scaled up to a Countywide production system. 4. Disaster Readiness 1. Cloud based systems are designed with better disaster readiness then traditional stand alone systems. 5

6 Challenges for Cloud Services 1. Organizational Resistance to Change 1. Managers and staff are move comfortable with traditional methods of deploying technology. 2. Security 1. Cloud vendors must be contractually required to document and comply with security standards. 3. Privacy 1. Public should be surveyed to determine potential concerns of privacy or confidentiality. 4. Contracts & Procurement 1. Contracts must be designed to ensure protection of long term longevity of data and applications must be able to change vendors and recover data. 6

7 How SF is Leveraging the Cloud Hosted Microsoft BPOS-S Clarity Project Management - CA Visions Web Content Management System Link2Gov Online Payment Online GIS Master Address System OpenData and OpenSF 7

8 History of in San Francisco Seven systems managed by seven different departments. 16,000 Lotus Notes Users (DT) and 9,000 Exchange Users (Other Departments). To improve systems and save funds the Committee on Information Technology (COIT) directed that these systems be consolidated. COIT Countywide IT Governance Board made up of 11 department directors, two public members, Mayor s Office, and President of the Board. 8

9 Deciding on a New Solution A subcommittee of COIT held many public meetings with department CIO s, business managers, vendors, and public to discuss technical and business options. At the end of these meetings the subcommittee recommended to COIT a single hosted Exchange system for the County. COIT accepted the recommendation of the subcommittee and directed DT to begin the Countywide consolidation of . 9

10 Benefits of New System to SF Reduced total Countywide systems. Easier scheduling and archiving. Reduced costs. Improved security and disaster readiness. Improved user satisfaction. Integration with Office and SharePoint. Standardized contract for services. 10

11 Data Points for the New System Leveraging State pricing discounts ($6-$8 per mailbox per user per month). Mailbox size increased from 50Meg to 25 Gig per user. All archived for 10 years. All virus and spam scanned. Offline operation available for users. Thick client and web clients available for users. Contract disentanglement path tested. Free tool available for mailbox conversion. If using a contractor it is about $12 per mailbox. 11

12 Current Status of the Project Pilot Users converted and operational for 6 months. Countywide contract with Microsoft finalized. Converting 5,000 users each quarter. Providing monthly updates to Executive Steering Committee. 12