SHAREPOINT CONSOLIDATION

CASE STUDY

GROUP: CLOUD SHARE

24 SEP 2010

Capability Challenge

Reduce the Total Cost of Ownership (TCO) of

setting up and maintaining USFK’s Sharepoint

servers

Increase Security & Performance of

Sharepoint services for customer base

Handle ALL ~35,000 warfighters, DoD

Civilians, DoD Contractors, and local national

employees

Quickly be able to scale up or down services

based on needs of the customer

Proposed General Solution

By utilizing cloud computing technologies and vendors, USFK can provide and enhance Sharepoint services to our customer population

Cloud Computing affords the following capabilities: Lower computer cost

Improved performance

Reduced software costs

No Hassle Software Updates

Increased storage capacity

Increased data reliability & Availability

Proposal: USFK out-source Sharepoint Services to a cloud computing vendor

Cloud Computing Description

What is cloud computing? A model for increasing performance & security by

sharing a pool of resources managed by IT Professionals

Resources are: Co-located – saving in # of datacenters & manpower

needed to maintain & manage

Consolidation savings -Operational Costs are significantly reduced (Power, Generators, Personnel, etc)

Security is enhanced Professionally managed by certified IT professionals

Bottom Line: We can BUY better Information Technology more cheaply than maintaining it ourselves

Givens/Assumptions

Maintenance of USFK’s data center is in-

efficient and not cost-effective

Due to personnel rotations – training of

administrators is constant and expensive

Diminished IT funding annually

We must constantly re-evaluate and reallocate

our funds to meet our priorities

Key Requirements

Security - Must comply with all DoD security requirements

Performance - Sharepoint services must be the same or better than we currently experience

Availability - Sharepoint services must be available at all times, and accessible everywhere on any capable device

Scalability - Must be able to service the entire warfighter population as needed.

Costs - Total Cost of Ownership must be significantly less than current costs

Storage - Must support the data storage requirements of the warfighterpopulation

Data Backup - Must be able to restore Sharepoint services within 24 hours of a failure with minimal data loss

Data Location - Data must reside within the United States to ensure data is never comprised by the laws of other countries

Data Connection Redundancy – Must be able to switch to alternative circuits in event of outages

CAC Login – Vendor must be able to support existing CAC infrastructure

Current State

USFK maintains a number of Sharepoint

servers ourselves.

Servers must be patched, scanned, managed

internally

Hardware/software acquired internally

Infrastructure and operational costs borne

internally (UPSs, Generators, Electricity, etc)

Personnel are required to perform and monitor

all aspects of server maintenance.

Solution 1 – Phase 2

International Phase 2 International offers

Infrastructure as A Service (IaaS)

Cost: ~$450 per server per month (~$12,000 annually)

Software license, hardware, and operational costs borne by the vendor

Utilize the Cloud Virtualization & “OS” Tiers

Control over Sharepoint settings retained by USFK.

Phase 2 Data Data Centerhttp://www.phase2.com/data-center-photos.aspx

Solution 2 – Microsoft Sharepoint

Online

Utilize Microsoft’s Software as A Service

(SaaS)

Utilize all 4 tiers of the cloud computing

reference model.

(Virtualization, “OS”, Platform, and Software)

Maintenance of all aspects by Microsoft

Least amount of maintenance by USFK

Cost: Annual cost as calculated with volume

discount $1.675 million

Solution Comparison

Requirement Analysis

Phase 2

International

(IaaS)

Analysis of

Vendor

Sharepoint Online

(SaaS)

Perf./Resp. Time Average page requests time < 1 secAssume satisfactory service

level3

Assume satisfactory service level

3

Scalability Must be able to scale for 35,000 users More servers purchasable 4 Highly scalable 5

Availability 99.9% Uptime Required 99.9% 3 99.90% 3

Storage Space 100 GB minimum requiredAssume Provider can

provide min requirements4 8TB (theoretical) 5

Security

Must adhere to DoD Security requirements including patching, intrusion monitoring, and virus

definitions

GSA Certified 4Virus Checking, Security Audits

3

Cost Total Cost per Year less than $100,000 $12,000 (2 servers) 5 4.2 Million 1

Data BackupMust be able to restore system within

24 hours of failure, Backups performed Daily, Data Connections Redundent

Daily 3 Every 12 hours 4

Data Location Data must be located in United States Yes 3 Yes 3

CAC Login Must support CAC Login SSL Cac Login Supported 3CAC Login is not

spelled out2

Data Connection Redundancy

Redundant Connections 3 Different Carriers 4Geographically

Dispersed Microsoft Data Centers

5

SCOPE Analysis

KEY DESCRIPTION

1 Does NOT meet Requirements

2 Meets some requirements marginally

3 Meets minimum requirement

4 Exceeds Requirements

5 Significantly Exceeds Requirements

0

1

2

3

4

5

Perf./Resp. Time

Scalability

Availability

Storage Space

Security

Cost

Data Backup

Data Location

CAC Login

Data Connection Redundancy

Phase 2 International (IaaS)Sharepoint Online (SaaS)

Economic Cost Analysis

Usage Rate

Patching Operations 0.1 man years $15,000.00 / year

Status QuoVulnerability Scanning & remediation 0.1 man years $15,000.00 / year

Anti-Virus scanning and Updating 0.1 man years $15,000.00 / year

Operational Costs (Power, Water, Electricity, HVAC) $3,000 As Estimated by VMWARE for

per server costs $3,000.00 / year

Software & Hardware Costs (Estimated) (UPS, Serviers, Racks, Switches, Cables, OS, Software licenses, Database) $5,000 Annually $5,000.00 / year

Backup Administration 0.1 man years $15,000.00 / year

Sharepoint Administrator 1 man year $150,000.00 / year

$218,000.00

Usage Rate Phase 2

International 2 Servers 2 units at $418.38 per month $10,041.12 / year

Sharepoint Administrator/ SLA Monitor 1 man year $150,000.00 / year

BEST VALUE -> $160,041.12 / year

Usage RateMicrosoft

Sharepoint Online Sharepoint Software as a Service Annual Fee (for 35,000 users) 1 Annual Fee $1,675,800.00 / year

$1,675,800.00 / year

Recommendation

Solution 1

Outsource Share Point Service to Phase 2 International

• Cost savings

• Quality services

• Access to specialized skills

• Contractual Obligation

• Staffing Issues

• Risk Mitigation

• Capacity Management

• Scalabilty

SLA – Service Level Agreement

Service Level Objectives Ensure key elements of the Service Level Agreement

between the Service Provider and USFK are outlined as to avoid disputes between the two parties.

SLOs can be used to measure and compare the performance of different Service Providers to select the best Provider.

Obligations (Provider) Provide must maintain GSA Certification.

Meet or exceed security performance and storage requirements.

Parties Identify third party service monitor to ensure both parties

comply with SLA.

SLA Parameters (Metrics)

SLA Requirements and Cloud Delivery Models

Requirement

Infrastructure as a Service

Data Encryption

Privacy

Date Retention and Deletion

Hardware Erasure and Destruction

Regulatory Compliance

Transparency

Certification

Terminology for Key Performance Indicators

Metrics

Auditability

Monitoring

Machine Readable SLAs

Conclusions & Proposed

Strategy

Significant cost savings can be achieved while maintaining our current Sharepoint Services

Key to success will be a properly defined Service Level Agreement that clearly encompasses all requirements and obligations

Path Forward

If approved, begin contacting vendors for pricing and capability briefs

Draft an acceptable SLA

Implement a transition plan

Questions

Questions???

BACKUP SLIDES

BACKUP SLIDES

Cloud Computing Description

All About

•Self-service•Quick Provisioning, especially infrastructure•On-demand extensibility•Pay-as-you-go•A term used to describe delivery of the following services

•Infrastructure•Platform •Software

Is Not

•Virtualization, while it may use virtualization•Infinitely extensible•A Free Service•A replacement for software development or problem solving or business process analysis

Cloud ComputingAdvantages

• Lower computer costs• Improved performance

• Reduced software costs

• Instant software

updates• Improved document

format compatibility• Unlimited storage

capacity• Increased data

reliability

•Universal document

access• Latest version

availability• Easier group

Disadvantages

• Requires a constant

Internet connection

• Doesn't work well with

low-speed connections

• Can be slow

• Features might be

limited

• Stored data might not

be secure

• Stored data can be lost

Cloud Computing

Questions

Vertical: Our business process rely on

particular application software (Share point).

Time, effort, training invested into share

point. Our Outlook (email) is related and

shared in this platform.

Our Active Directory (user list/GAL) is fully

integrated into this product.

Cloud Computing

Questions

Share point is a critical business process, yes

it is differentiating.

(Yes) The application is insulated from the

business process and changes. Users can

change, modify business process without

administrator support.

(Yes) Differentiation is IT based because it

plays a critical role in share point setup and

management and the process that are based

on it.

Cloud Computing

Questions

(No) Hardware, Operating System and

Applications are standard Commercial of the

Shelf (COTS) which can be purchased on the

open market.

(No) Standard Hardware, Operating System

and Application features are sufficient for

requirements. No specializations are required.

(No) None of the impediments listed are a

problem for implementation and outsourcing

of Share Point. PII and Secret information is

not permitted or authorized for use in Share

Defining our solution

Use a public cloud to enable Korea based

customers to use Share Point.

Use Principles of Infrastructure as a Service

(IAAS) to lower Total Cost Ownership (TCO)

and increase performance, reliability and

security.

Use Case Scenario

End user to Cloud: Application and user Data

exist in the cloud.

Access by the end user using an open

CAC client browser.

Enterprise to cloud to end user:

Requirements and Use Cases End User to

Cloud Enterprise to Cloud to End User

Enterprise to Cloud Identity Open Client

Security SLAs Federated Identity Location

Awareness Metering and Monitoring

Management and Governance

Select Candidate Use Cases

Specify Required Functions (Cloud Reference

Model)

Specify Requirements

Specify Cloud Provider

Draft SLA Key Items

Economic Analysis

End User to Cloud Enterprise to Cloud

to End User

Changing Cloud

Vender

Open ClientAny CAC enabled browser may

access Share Point

Any CAC enabled browser may

access Share Point

Security

SLAs

Must comply with all DOD

regulations where applicable

and ensure proper service level

Must comply with all DOD

regulations where applicable

and ensure proper service level

Must comply with all DOD

regulations where applicable

and ensure proper service level

Federated Identity

Use of CAC enables Enterprise

Single ID

Location Awareness

To protect against OPSEC

Government processing done

within the U.S.

Metering and Monitoring

Server utilization, storage

space and band with shall be

metered and monitored

Management and Governance

The cloud provider must follow

and comply with DOD

regulation when applicable

VM Image Format

VM format must be a standard

format that can be moved to a

different contract

Cloud Storage API

Cloud Middleware API

Data and Application Federation

Life Cycle Management

Identity Share point and CAC login will

authenticate

Share point and CAC login will

authenticate