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GCN : December 2012
32 GCN DECEMBER 2012 • GCN.COM DIGITAL CASE STUDY productivity and constituent services by moving 35,000 state workers to Microsoft Office 365. Still, a successful migration requires developing a very de- tailed roadmap that brings organizations to what Microsoft describes as "service ready," Adams said. Microsoft has a very "prescriptive process," meeting with key managers within an agency to go over technical principles and compiling a thorough, sophisticated tech check list. "We have meetings where we have a solutions alignment work- shop and look at the current status of the physical infrastructure at the user site," including all the operating systems and the types of client systems installed. "What we've found with many large agencies is they have multiple e-mail systems or multiple versions of the client software that has access to those systems," Adams said. Often they will have multiple versions of Microsoft Exchange or Lotus Notes and multiple versions of Microsoft Office. After working with the agency, consultants and systems inte- gration partners, Microsoft and its partners can develop a cus- tomized plan, giving the agency a clear understanding of the road blocks that need to be addressed and the best way to mi- grate mail boxes as well as archival systems to the cloud. The defined process might not address everything that the team runs into, Adams said, but it does cut through the top five pitfalls that could scuttle migration to the cloud. "The agencies do a good job of highlighting what they want, but once you go in, there are certain other areas that you have to address," said Steve Kousen, vice president in charge of federal e-mail and collaboration with Unisys. Unisys has helped agen- cies move thousands of employee e-mail accounts to Google Apps, including those of 17,000 users at the General Services Administration, 25,000 at the National Oceanic and Atmospher- ic Administration and 5,000 at the Energy Department's Idaho National Laboratory. Unisys has also developed integrated project teams with agency representatives around functional areas such as mobility or security to give managers better insight into where they ultimately need to take the agency in this fast-changing IT environment. The teams address issues such as: "What is your strategy for mobility," Kou- sen said. "If you don't have a strategy, here is what we see in the marketplace. Here is where we see technology going and the issues --- pros and cons." Unisys also passes on best practices and lessons learned through previous cloud deployments through these teams. Holding these workshops in the beginning of a cloud migration puts all parties on the same page -- defining where agency manag- ers ultimately want to go, not just what the request for proposal says they want now or in the next six months, Kousen said. At EPA, officials are well prepared to kick off the move to the cloud; their plan just needed to be tailored to Office 365, Lock- heed's Patton said. EPA officials had to take into consideration the types of tools and policies that need to be put into place. They have also paid attention to customized applications for existing e-mail services, assessing the impact of the move and what applications need to be revamped. "They had a pretty good idea of what to do," Patton said. "We found that to be refreshing and helpful." • SPONSORED BY VERIZON WIRELESS TOPICS INCLUDE: MOBILITY MANAGEMENT: THE BIGGER THE BETTER BYOD: IT'S MORE COMPLICATED THAN YOU MIGHT THINK MOBILE APPS: THE RACE IS ON MOBILE SECURITY: INNOVATION IS IN THE WORKS 4 BEST PRACTICES FOR MANAGING THE MOBILE OFFICE TO LEARN MORE, VISIT: GCN.COM/MOBILEOFFICE mobile office Special Report SCAN THIS QR CODE with your smartphone for the full research report