ALABAMA CENTRALIZED (ACE) PROJECT SUMMARY

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1 ALABAMA CENTRALIZED (ACE) PROJECT SUMMARY is a mission-critical application that business and government organizations expect to be secure, reliable and available at all times. The State of Alabama s initial implementation of decentralized systems resulted in severe inconsistencies, extraordinary expenses, and an unacceptable exposure to security breaches and no longer met the state s needs. The overall goal of the ACE project was to provide the state with a secure, scalable and reliable messaging platform. The implementation of this system has yielded two kinds of returns: Direct benefits of reduced operation cost for the state overall and for the individual agencies and Indirect benefits of productivity gains for all end users. By reducing excess, underutilized hardware and redundant software licenses ACE has cut the state s total operational cost for services and provided many features that would not have been practical or economical for an individual agency to provide, such as: Four clustered servers, Redundant disk storage, Load balancing technology to ensure high availability, On-site SAN storage for backup and recovery, Off-site SAN storage for disaster protection, and Highly specialized and trained support staff The ACE system has lowered cost, improved services, increased productivity and tightened security while ensuring the State of Alabama has a dependable system available at all times.

2 ALABAMA CENTRALIZED (ACE) PROJECT Description of Project The overall goal of the Alabama Centralized (ACE) project was to provide the State of Alabama with a secure, scalable and reliable messaging platform. The ACE project had the potential to yield two kinds of returns: the indirect benefits introduced by productivity gains and the direct benefits of reduced operational cost. By eliminating duplicate efforts and expenditures, ACE resulted in better utilization of existing revenue sources. The State of Alabama s initial implementation of technology was on a completely decentralized basis, with each agency implementing according to no particular statewide standard. Agencies were running different versions of Exchange, Groupwise, Lotus Notes, and Send Mail. Hardware, operating systems and backup capabilities varied from agency to agency. As agencies deployed their systems they often either did not have the funds to create redundant systems, or over-looked this necessity. This approach resulted in severe inconsistencies, extraordinary expenses, and unacceptable exposure to security breaches. The Information Services Division (ISD) of the Finance Department contracted with Microsoft and Unisys to design the ACE infrastructure. The infrastructure was designed to be scalable in order to host all employee accounts. Microsoft and Unisys assisted ISD with the planning, development, proof-of-concept, pilot, and deployment. ACE has been in operation since June of 2004 with a total of 93 agencies currently participating. Today ACE is hosting 4,300 accounts with a 10,000 account capacity. Eighteen agency servers have been eliminated by migrating accounts to the ACE system. accounts were consolidated on one Microsoft Exchange 2003 system consisting of four mailbox servers configured in a 3 to 1 cluster on Windows 2003 servers. This model has three active mailbox servers and one passive mailbox server. If an active server should crash or become disabled the passive mailbox server would become active taking over the duties of the disabled server with no downtime. Two Front-end servers running Windows 2003 Server Enterprise Edition were implemented to provide load balancing and redundancy. Certificates were purchased to support Secure Socket Layer for Outlook Web Access on the Front-end servers. Other important reasons for the Front-end servers were: Unified namespace. Front-end servers were clustered using Network Load Balancing Services. This allows users to access a single URL that is served by several front-end servers. Thus, users are provided a redundant service without having to learn multiple URLs.

3 Security. Front-end servers were deployed on the inside network, improving the security of the over-all system. In this configuration, access is allowed from the public Internet through the Internet Security and Acceleration (ISA) servers in the Demilitarized Zone (DMZ) to the inside network front-end servers. The front-end servers, like the ISA servers, are configured with the strictest security settings. The firewall allows traffic through to the front-end servers only. The back-end servers are not directly accessible from the public Internet. Scalability. Front-end servers can be scaled out as the load grows without the need to notify the users of any network changes. The two ISA servers were placed in the DMZ. All inbound Internet traffic bound to the Exchange servers, such as OWA, RPC over HTTP communication from Outlook 2003 clients, Outlook Mobile Access, and so on, is processed by the ISA servers. When the ISA server receives a request to an Exchange server, it will reverse proxy the request to the Exchange front-end servers on the internal network via SSL bridging. The internal Exchange servers, after processing the requests returns the data to the ISA server and then the ISA server returns the information to the client. Two bridgehead servers running Windows 2003 Server Enterprise Edition were implemented to provide the inbound and outbound route for SMTP traffic from the State Exchange organization. Multiple SMTP connectors were used to control outbound mail flow; for example, one connector can be set to route mail to specific agencies and require encryption for the Health Insurance Portability and Accountability Act (HIPAA) while another connector can handle other mail without encryption. Active Directory domain controllers were implemented to handle all the domain accounts for the Exchange 2003 system. These two servers also serve the functions of Global Catalog and Domain Name Service servers for the Exchange 2003 forest. Full system backups on the SAN are performed daily. The backup includes all database volumes and system state for each server and is written to a local disk and a virtual disk on the SAN. From there the information is backed up to tape and subject to established tape retention policy. A three-tiered virus scanning architecture was implemented including perimeter, information store, and client scanning. (See attached ACE Architecture diagram) Improvements and Benefits Along with the centralization of equipment, ACE requires much less manpower for administration. Individual agency system administrators can now concentrate on internal network activities. All related issues are the responsibility of the state administrators and troubleshooting no longer requires a representative from the agencies to be involved.

4 The centralized system has increased productivity on several levels. First, because all mail processing is done on the central mail servers, existing network traffic has been greatly reduced. This has allowed for faster processing and enabled users to access and utilize data more efficiently. Next, users are able to communicate via with any user on the ACE system. With the Global Addressing System, users can find the address of any state employee in seconds. Time previously spent looking up addresses is now saved. Finally, with web based , users are able to access their mail from alternate locations. Formerly idle time spent in airports and hotels can now be used for business communications. ACE has also provided users with many enhanced features not previously available to all users such as shared calendars, scheduling, distribution lists, and shared folders. ACE has reduced downtime by implementing an architecture design consisting of server clustering, redundant hardware, virus scanning and load balancing technology. Network security was improved by reducing the need for virtual private network connections and eliminating the need to open vulnerable network ports. Return on Investment The Department of Finance conducted a survey of state systems on a departmental basis. The survey included information about number of servers, mailbox size, number of users supported, virus detection software, and various other factors. This survey showed the wide variety of systems that supported the state, the cost of running those services, and the complexity. Analysis of these surveys showed that cost varied widely among agencies with on-going cost ranging from $20 per month per employee to a high of over $63 per month per employee. By eliminating duplicate efforts and expenditures by agencies and consolidating on a central system, ACE at full capacity of 10,000 users will lower the cost of an account to under $7 with improved service and tighter security. Alabama Centralized account cost per year and per month ACE PROJECT ACE Expenses FY1 FY2 FY3 FY4 FY5 Total Personnel Personnel Overhead Software/licenses 233, , , , ,546 1,275,880 Hardware 118, ,560 Training Professional Services 155, , , ,000 Premier Support ,000 StorageAreaNetwork 58, ,400 78,720 78,720 82, ,640 IronMail Spam 72,000 6,000 6,000 6,000 6,000 96,000

5 Anti Virus 15,625 15,625 15,625 15,625 15,625 78,125 Hard cost 7,500 7,500 7,500 7,500 7,500 37,500 Average per year Total Cost Per Account on ACE Number Cost Cost Of Accounts Per Year Per Month 3000 $ $ $ $ $73.51 $6.13 Old Distributed account cost per year and per month for agency with 100 users. DISTRIBUTED EXAMPLE Agency w/ 100 users FY1 FY2 FY3 FY4 FY5 Total Windows CAL (100) Exchange CAL (100) Server License Exchange License Server Personnel Personnel Overhead Training Hardcost Anti Spam/Virus Total ,435 Cost Per Account on Agency Server Average per year Number Cost Cost 75,887 Accounts Per Year Per Month 100 $ $63.23 Return on Investment TYPE SYSTEM ACCOUNTS COST PER YEAR DISTRIBUTED X $500 (average) $5,000,000 CONSOLIDATED X $73.51 $735,100 Return on Investment $4,264,900

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