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

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 2

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? 3

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 ? 4

5. Action 4: Cloud Based Email and Collaboration Project Tarek Tomes 5 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 6

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 together as if in the same room Lync Online Office Professional Plus 7

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 8

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 9

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 10

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 11

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) 12

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 13

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