Enterprise Email March 21, 2018 1
The Why 2
Background Arizona Enterprise Governor Management Email Ducey System (AMS) ● State agencies using 30 ● ● Focused on running Designed to create disparate and disconnected government at the speed efficiencies throughout email platforms (Google, of business state Microsoft, Groupwise, etc) ● Goal Council 5 created to ● Desired a platform to ● Different pricing and contracts provide a more efficient increase communication ● Google selected and accountable and collaboration ● Governor’s Office and government to our citizens statewide Department of Administration and taxpayers ● Identified opportunities have already migrated (1,607 for statewide enterprise users, 28 agencies) contracts 3
Desired Benefits Cross agency collaboration ➔ More efficient communication ➔ Easier data sharing ➔ Enhanced cost transparency ➔ 4
Solution Overview 5
All Inclusive Collaborative Platform G Suite Enterprise Edition ● Unlimited storage for every person - GMail and Drive ● Data loss prevention ● Unlimited Google sites ● Mobile Device Management ● Video conferencing, chat, phone ● eDiscovery and archiving ● Google Chrome Support 6
Preparing for the Future Arizona Education 1. University of Phoenix (100k users) 11 of the 2. ASU (72k users) top 15 largest K-12 in AZ 3. NAU (31k users) heavily invested in Google 4. Pima Comm. College (22k users) 5. Eastern Arizona College (7k) G Suite for Education now has 70 million users worldwide! 7
More than 5M businesses have gone Google 8
This is a movement... in government 9
Arizona Is In Good Company 6 States on G Suite Proven Cost Savings (YoY) ● Colorado (31k users) ● State of Colorado has saved over $24M in the last 4 years ● Iowa (23k users) ● State of Wyoming saved over $1M just ● Maryland (65k users) on the Video Conferencing ● Utah (24k users) ● State of Maryland / Utah / City of Los ● Virginia (70k users) Angeles / City of Boston / etc. have similar cost savings to share. ● Wyoming (11k users) 10
Vendor Selection 11
Procurement Overview There are two enterprise vendors that meet the State’s needs, and offer a solution in this arena The process was fair for both vendors ● No RFP was needed. ● Negotiations : Conducted process of negotiations with both vendors ● Google : Selected for single statewide contract with enterprise pricing 12
Software Value Added Reseller (SVAR) Used in AZ since 1998, allows one reseller to resell enterprise and other software licenses from established publishers to the State for a percentage fee. The reseller offers services in support of the value add concept, such as license portfolio reports, spend reports and purchasing history as well as dedicated customer service staff. ● Due to AZ's success with this concept, a nationwide cooperative (NASPO) elected us to be the national administrator for all states who choose to engage. ● Our current contractor is CDW-G, a national reseller of software and hardware. ● Contract #ADSPO17-149774 and is valid until 2020. Anticipated to be resolicited sometime in CY2019. ● This is how we’ve been procuring various email solutions throughout the state for 15+ years. 13
Security Review 14
Google package meets requirements for security: ● 6 states are using G Suite of tools, all with similar federal requirements ● Provides for E-Discovery ● Solution to meet the needs of a global community and has adapted to the global cyber attacks that it has seen over the years ● Publishes the regulations that they meet ● Partners and solutions that can enhance Suite to meet/exceed regulations ● Many additional ways to comply with changing regulations, including compensating controls and policies ● CJIS update 15
Phase 0 Recap 16
Approach Who we started with and Why Success Criteria ADOA and Governor’s office committed to Ensuring technical and operational success being early adopters to help support the through customer driven continuous improvement Governor’s vision and uncover opportunities for ● Migration success (technical) - mail and efficiencies to help define future migrations. calendar content transferred Phase 0 ● Rollout success (operational) - users are ● Gov’s Office functionally operational with mail and ● ADOA and a portion of ADOA calendar tenants ● Adoption success/Change management ● Agencies impacted by 1740 move ○ Rollout approach ○ Communications ● ROC ○ Training 17
Risks Communication Multi-layered communication approach - email, Resource Site, Workplace, Engagement Managers, Core Team from ADOA and agency, etc User adoption Champions, training, cross-agency collaboration Change Dynamic approach to agency migration process Cost optimization Avoiding redundant licensing through ongoing analysis in partnership with stakeholders Business operations Digitize Arizona (DAZ) Committee, Pre-migration checklist, phase migration methodology, premiere implementation partner, and ongoing stakeholder analysis 18
Roles & Responsibilities ADOA-ASET AZ Agencies SADA Google • Identify tech SMEs • Build overall plan • Divide agencies by Phase Initiating • Provide inputs to • Lead G Suite project • Divide agencies within technical discovery discovery for new phases into Groups agencies • Collect technical details • Finalize provisioning • Provide access to legacy • Consult on best practices • Product escalations and migration lists systems and/or use cases • Okta configuration • Consult on legacy usage, • Migration setup Preparing • Virtru push users, needs, and data • Group creation • AODocs configuration • Allocate team members • Consult on • Resource creation for champions program communications • Send communications • Send communications • Prepare training • DNS changes • End-user support (for • Go-Live migration • Product escalations • Mailflow changes agencies with an IT • Technical stabilization • Onsite end-user Executing • End-user support team) • End-user training support if warranted • Technical stabilization • Attend Trainings • Consult on • Send communications • Provide feedback communications 19
Project Governance ASET Statewide Google/SADA • Core Team meeting • GC5 Enterprise Email • Technical Team • Issues/Risks Log Committee • Communications Team Weekly • G Suite Adoption Team • Change management • AO Docs Team • Training • Executive and Project huddles • Project management • Monthly business review • GC5 DAZ Meeting • Business review Monthly • CIO Council Meeting • Account management sync •Quarterly business review • GC5 Statewide Meeting • Migration syncs Quarterly • Technical • Lessons learned (each • ITAC • Communications migration) •Kick-off meetings • Change management Phase-based •Change management syncs • Training • Project management 20
Defining our future, together...DAZ Committee Led by Kristy Sanchez of Department of Game and Fish Arizona DIGITIZE Digitize Participating ARIZONA Agencies include... ● DES (DAZ) ● DEQ ● DCS ● ADOT ● AHCCCS ● AG ● DOC ● ADJC 21
Empowering our employees... Google Champions ● Best practice for G Suite deployment ● Migrated and trained before end-users ● Weekly meetings ● Create enthusiasm ● Assist with Go Live ● Peer-to-peer instruction ● Reduces IT and Service Center calls 22
Roll-Out Plan - Overview Roadmap Phase 0 Phase 1 Phase 2 Phase 3 Ongoing (8 months) (2 months) (6 months) (6 months) Sept ‘17 - April ‘18 June ‘18 - July ‘18 Aug ‘18 - Dec ‘18 Jan ‘19 - June ‘19 Business G Suite Deployment Transformation ∼ 3,250 Users - Training / Adoption G Suite Business Deployment Transformation ∼ 11,700 Users - Training / Adoption Business G Suite Deployment Transformation ∼ 10,000 Users - Training / Adoption Business G Suite Deployment Transformation - ∼ 10,000 Users - Training / Adoption 1,000 Users Live 16,000 Users Live 26,000 Users Live 36,000 Users Live **Dates / Timeline are tentative ** 23 ITAC Review/Approval JLBC Review
Deployment Methodology Phase Planning Support Group A Group C Group B ~ 180 Days ● Agency IT teams Group A ● Champions for agencies Group B All remaining users for agencies ● Group C 24
Phase 0 - High-level Timeline We are here 2017 2018 September October November December January February March April Project Initiation Groups A-C Planning & Tech Readiness Requirements Technical Setup Migration Preparation Groups A-C Execution DFFM & Group D Planning & Tech Readiness Group A Group B Group C Requirements Technical Setup Migration Preparation DFFM & Group D Execution DFFM Group D Change Management 25
Phase 0 - Results to Date 182 428 633 1,243 Users Users Users Users 364 41 124 199 Shared mailboxes Shared mailboxes Shared mailboxes Shared mailboxes GROUP A Group B Group C 1,607 ● ADOA-ASET ● Governor’s Office ● Remainder of ADOA ● ADOA Champions ● ROC ● 24 Boards & ● +DFFM Commissions @ 1740 26
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