Cloud Office Productivity Tool Assessment Joint Committee on Legislative Audits and Information Management and Technology March 22, 2011 Presented by: Dugan Petty, State Chief Information Officer Sean McSpaden, Deputy State Chief Information Officer
Desktop Productivity Tools Enterprise Information Resource Strategy 2010-2015 Goal 2 OPTIMIZE information investments Strategy 2.3: Optimize DAS and agency information service delivery 3.4: Deploy effective statewide administrative information systems Action Evaluate desktop productivity tools including SaaS alternatives and develop roadmap for action 2
Table of Contents Current Environment Update on research and analysis to date Challenges/Next Steps Closing/Questions Resources & Contact Information 3
Current Environment 2009 IT Asset Inventory ~43,000 PCs, Laptops, Thin Clients, Tablets, Netbooks, etc. are deployed d across Oregon state t government (2010 Inventory Report in process) 2010 IT Asset Inventory Desktop Operating Systems & Office Productivity Tools Desktop Operating System % of Total OfficeProductivity Tool/ Version % of Total Office 2007 39.80% Windows XP 96.50% Office 2003 39.40% Windows Vista 1.70% Office 2002 11.30% Windows 7 1.30% Office: Undefined 3.50% Windows 2000 0.50% WordPerfect 3.40% All Others 0.10% Office: MAC 1.50% Total 100.00% Office 2010 0.40% OpenOffice 0.30% Office 2000 0.30% Office 97 0.10% Totals 100% 4
Current Environment Oregon state agencies independently operate and maintain Fifty-four (54) email systems serving ~42,420 420 user accounts Agency directory services solutions (73) are not integrated with one another and cross agency calendar access on a statewide basis is not currently available. Statewide E Mail Environment: Current State Statewide E Mail Environment: Following DHS Migration November, 2011 Novell GroupWise, 16,558, 38% POP 3/Other, 4,377, 10% Microsoft Exchange, 32,269, 74% Novell GroupWise, 4,930, 11% POP 3/Other, 4,377, 10% Microsoft Exchange, 20,641, 47% SaaS MS Exchange, 2,177, 5% SaaS MS Exchange, 2,177, 5% 5
Current Environment Assumptions/Observations State agencies are independently responsible for managing their agency s desktop/mobile computing environment (includes email & directory services) State agencies currently license desktop productivity tools on an individual agency basis via the use of state t or regional price agreements and are responsible for migration to successive releases, patches and updates. State agencies fall behind current desktop productivity applications versions because of limited funds for hardware refresh, application integration, software acquisition and/or implementation costs. A large percentage of state employees regularly use desktop productivity tools to perform their work. The majority of users likely use only a fraction of the full capabilities inherent within the current Microsoft Office standard product. Technology has advanced and now offers solutions not available 4-5 years ago. 6
Cloud Office Productivity Tools Actions planned/taken Start Date: January 2011 Current Target Completion Date: April 30, 2011 Step I: Research (Recent implementations of cloud based office productivity environment) State Government: Wyoming, Minnesota and California Local Government: City of New York, City of Los Angeles, Klamath and Multnomah Counties, Oregon, Larimer County, Colorado Federal Government: GSA, DOD, Agriculture, Interior Vendors: Microsoft, Google, Gartner, Inc. Status (as of 3/15/11): Interviews conducted with Wyoming, Minnesota, California, Multnomah County, Klamath County, Microsoft, Google, & Gartner. Interviews being scheduled with City of New York, City of Los Angeles, GSA, DOD, Agriculture & Interior. 7
Cloud Office Productivity Tools Actions planned/taken Step II: Identify Current State Planned Action: Identify top 10 12 agencies within Oregon state government (>1000 desktops) Use the following to gather supporting data: ITAM Report & Agency Asset Reports Procurement Office Reports Vendor Sales Reports & work with Microsoft Snapshot of last 3-4 years on a year-to-year basis Identify those with Enterprise & Select Agreements Create software licensing profile for each target state agency (type, cost) Interview agencies (ask for their help in providing data counts/costs/deployed versions of software, etc.) Work with SDC to assess current state of agency directory services (counts, costs) Status (as of 3/15/11): 2010 ITAM report near completion. Asset reports for Executive Branch agencies >1000 desktops are in hand. Vendor Sales reports & Enterprise/Select licensing i report from Microsoft received. Agency interviews i and further analysis with help of Microsoft and SDC (concerning agency directory services) will be completed April 11. 8
Cloud Office Productivity Tools Actions planned/taken Step III: Alternative Approaches and Architectures Planned Action: Include the following approaches in the analysis Maintain Current State Cloud Computing Model for Desktop Productivity Microsoft Office 365 Google Apps Other (Cisco, IBM, Oracle) as time allows Desktop Virtualization Status (as of 3/15/11): Through interviews and research/document review the current state, cloud computing and desktop virtualization alternatives are in the process of evaluation. 9
Descriptions/Definitions Cloud Computing Model for Desktop Productivity Microsoft Office 365 (Online only & Hybrid Deployment Model) Office Online World s leading productivity tool on the desktop (Office Professional Plus) and on the Web (Office Web Apps) now seamlessly l connected and delivered d with cloud services for the best productivity experience across the PC, Phone and Browser. Exchange Online Cloud-based e-mail, calendar and contacts with the most current antivirus and antispam solutions. Includes the ability to get e-mail on virtually any mobile phone and options for voice mail, unified messaging and archiving. SharePoint Online Cloud-based service for creating sites to connect colleagues, partners and customers. Includes enterprise social networking and customization options. Lync Online Cloud-based instant messaging, presence, and online meeting experiences with screen sharing and voice and video conferencing. 10
Descriptions/Definitions Cloud Computing Model for Desktop Productivity Google Apps (Online only Deployment Model) Secure Google data centers are engineered by leading security experts & FISMA certified. With best-in-class disaster recovery at no extra cost. Gmail for your agency 25GB storage, less spam, & 99.9% uptime. With email security powered by Postini. Easy integration with Microsoft Outlook. Google Calendar Agenda management, scheduling, shared online calendars and mobile calendar sync. Google Docs Documents, spreadsheets, and presentations. Collaborate in real-time without attachments. Google Sites Secure, coding-free web pages for intranets & team managed sites. Video Secure video sharing like your own private YouTube. Support agency training programs, and add a person 11
Recently Published Pricing Product Cost (Annual) Cost (Monthly) Cost includes Google Apps* $50/User $4.17/User Microsoft Office 365 (replaces BPOS) $120/User $10/User Microsoft Office 365 with Office Productivity Software $288/User $24/User E Mail, Collaboration, On line meetings, IM/Chat, Video sharing, Online Desktop Productivity Software E Mail, Collaboration, On line meetings, IM/Chat, Online Desktop Productivity Software E Mail, Collaboration, On line meetings, IM/Chat, Online Desktop Productivity Software, Locally installed Desktop Productivity Software USA.Net $59.40/User $4.95/User E Mail Service Only (1 GB Inbox) USA.Net (a la carte) $1200/Agency $100/Agency Sharepoint collaboration (10 GB Space) USA.Net (a la carte) $18/User $1.50/User OCS/Lync Collaboration, On line meetings, IM/Chat * Google Apps customers interviewed indicate that ~40% of users will continue to need/want MS Office deployed on the desktop. Apples to Apples comparison is difficult and will require further analysis. 12
Descriptions/Definitions Desktop Virtualization Hosted Virtual Desktop Desktop resides and lives in the data center. The model stores the resulting "virtualized" desktop on a remote central server, instead of on the local storage of a remote PC. When users work from their remote desktop client, all of the programs, applications, processes, and data used are kept and run centrally. Scenario allows users to access their desktops on any capable device, such as a traditional personal computer, notebook computer, smartphone, or thin client. In simple terms, virtual machines are running on the server (for each client) and users can connect to their "computers" using remote desktop software. 13
Cloud Office Productivity Tools Actions planned/taken Step IV: Analyze Each Approach Planned Action: Analyze the Costs/Benefits/Risks Associated w/ Each Approach Costs Comparison Analysis (Identify known Costs associated w/ each approach) Current State; Office 365; Google Apps; Desktop Virtualization Benefits (Identify known Benefits associated w/ each approach Current State; Office 365; Google Apps; Desktop Virtualization Risks (Identify known Risks associated w/ each approach) Current State; t Office 365; Google Apps; Desktop Virtualization ti Develop a Costs/Benefits/Risks Matrix for comparison of each approach Status (as of 3/15/11): Through interviews and research/document review known costs, benefits and risks associated with the current state, cloud computing and desktop virtualization alternatives are in the process of evaluation. The report is currently scheduled for completion by April 30, 2011. 14
Preliminary Findings The predominant office productivity tool deployed in the marketplace today is Microsoft Office (variety of Versions). Based on Oregon s decentralized IT governance structure, virtualization options for the desktop are limited and may not provide a cost savings. At this time, we are aware of no public bodies that have undertaken a full desktop productivity consolidation in a virtualized environment. Most organizations, whether state governments, counties or cities, separate email from other desktop productivity applications and consolidation to date has focused on some combination of email, calendar, and live meeting functionality. Increased collaboration along with cost savings are cited as the two reasons for undertaking a statewide, countywide, or citywide consolidation. 15
Preliminary Findings The states interviewed indicated that email consolidation efforts were challenged by the individual agencies. Reasons cited included: Agency concerns regarding the perceived loss of budget, staff and/or control of its own information technology resources. States interviewed indicated that following consolidation, agencies that had challenged the efforts were generally satisfied with consolidation. Agencies no longer had to support in house email infrastructure and were able to move IT staff from generic IT work related to email and repurpose staff to agency specific applications that directly supported the mission. Email, calendaring, collaboration and live meeting capabilities that resulted from the consolidation provided agencies with better functionality and service, and there have not been efforts by agencies to attempt to opt out of statewide email system due to dissatisfaction with email services. In some instances, successful consolidation has paved the way to undertake further desktop productivity consolidation efforts in which agencies es are now partnering rather than challenging g the effort. 16
Preliminary Findings Wyoming and Oregon s Multnomah County are pursuing consolidation using Google products. Google s licensing model includes all the desktop productivity tools that Google offers for a single user price Both undertook their consolidation efforts focusing on email, collaboration and live meeting applications. Both configured their environments so that the entire user base can use the full functionality of the Google Apps (word processing, presentation, & spreadsheet applications) Wyoming and dmultnomah hcounty have concluded dthat tsome percentage, about 40% for Multnomah County, will still have a business need to provide Microsoft Office to power users. The need for Google customers to maintain a certain percentage of users in a Microsoft Office environment is consistent with the recommendations and research reports from Gartner, Inc. 17
Preliminary Findings Consolidation efforts to date have taken several forms: launched using Google or Microsoft products, hosted internally through a state data center hosted from an external service provider, or hosted in a hybrid environment (internal/external providers) States interviewed indicate that the single most important factor for the success of their efforts to date was the ability to drive the consolidation through statute or executive order that mandated the transition from individual agency to statewide solutions. 18
Challenges and Next Steps Challenges to pursuing alternative desktop/cloudbased productivity tool solutions Current Desktop Computing Environment Each agency is independently responsible for managing and supporting their own desktop environment. No operational standards exist today. Hardware & Software purchasing, architecture & operational decisions are made one agency at a time. Requires funding to transition from existing to new environment Requires directory consolidation to be effectively implemented. Requires strong central support to be effective and drive adoption across state government. No mandate for Desktop consolidation or pursuit of cloud-based solutions exists. In current operational environment: Pursuit of alternative desktop productivity tools (including email or office productivity tools in the cloud) will occur or not on a voluntarily basis (one agency at a time on a schedule of their choosing) 19
Challenges and Next Steps Next Steps for 2011-2012 Collect preliminary data and complete initial analysis report to size the opportunity, identify alternatives and estimate high level costs, risks and potential benefits Present initial findings to DAS Director; compare the potential risk, cost and benefit of this effort against other proposed initiatives; and, obtain DAS Director support to review with various stakeholder groups Present initial findings to stakeholder groups to gain support Assuming support to continue exists, appoint Steering Committee to oversee business case, recommendations and oversee implementation Identify resources to prepare technical and financial feasibility (full business case) Develop full business case with options, costs, benefits, risks and deployment strategies for each option Present full business case and recommendations to DAS Director, and subsequently to stakeholder groups Assuming support to continue exists, identify implementation team and procure/deploy re/deplo solution 20
Closing/Questions 21
Resources Email Website - http://www.oregon.gov/das/eispd/itip/email.shtml Email Server Software Standard & Rationale http://www.oregon.gov/das/eispd/itip/docs/standards/email_server_software_standard.pdf http://www.oregon.gov/das/eispd/itip/docs/email/email_standard_rationale_ciocv1.0.pdf State Email Migration Roadmap V1.0 http://www.oregon.gov/das/eispd/itip/docs/email/email_roadmap_report_v1.0.pdf Software as a Service (SaaS) Price Agreement Website http://www.oregon.gov/das/eispd/itip/usa.net.shtml Microsoft Office 365 http://www.microsoft.com/presspass/presskits/office/online/factsheets.aspx Google Apps for Government http://www.google.com/apps/intl/en/government/index.html Oregon Software as a Service (SaaS) Strategy http://www.oregon.gov/das/eispd/itip/saas.shtml Federal Cloud Computing Strategy http://www.cio.gov/documents/federal-cloud-computing-strategy.pdf 22
Resources Minnesota (Microsoft)- http://www.govtech.com/enterprise-technology/minnesota-microsoft-cloud- Collaboration.html Wyoming (Google) - http://www.govtech.com/enterprise-technology/wyoming-moves-state-employeesto-google-apps.html California (Microsoft) - http://www.informationweek.com/news/government/statelocal/showarticle.jhtml?articleid=227900325 Oregon Multnomah County (Google) - http://www.oregonlive.com/portland/index.ssf/2010/10/multnomah_county_dumps_microso.html City of Los Angeles (Google) http://www.informationweek.com/news/government/cloudsaas/showarticle.jhtml?articleid=227400053 New York City (Microsoft) - http://itmanagement.earthweb.com/netsys/article.php/3909276/new-york- City-Workers-Going-to-Microsofts-Cloud.htm Google Sues Microsoft (Department of Interior) - http://www.nvcomputersupport.com/?p=546 Larimer County, CO (Google), Klamath County, OR (Microsoft), Oakland County, MI (Google) - http://www.naco.org/newsroom/countynews/current%20issue/9 org/newsroom/countynews/current%20issue/9-6- 10/Pages/CloudcomputingcouldmeansilverliningsforcountyIT.aspx US Army (Microsoft) http://aofs.org/2010/11/03/army-e-mail-will-use-the-microsoft- %E2%80%98cloud%E2%80%99-but-google-is-not-happy/ USDA (Microsoft) - http://online.wsj.com/article/sb10001424052748704447604576007842250842416.html / ti l /SB10001424052748704447604576007842250842416 l 23
Contacts State Chief Information Officer Dugan Petty, State CIO Phone: 503-378-2128 Email: Dugan.A.Petty@state.or.us Sean McSpaden, Deputy State CIO Phone: 503-378-5257 Cell: 503-798-1507 Email: Sean.L.McSpaden@state.or.us Carol Zielinski, Executive Assistant Phone: 503-378-3175 Email: Carol.A.Zielinski@state.or.us or 24