A case study on how Trinity Mirror plc migrated to Google...
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Steve Walker Stoneburn Software Services IT in Housing Conference and Exhibition 2012 Google Apps A case study on how Trinity Mirror plc migrated to Google Apps
Transcript of A case study on how Trinity Mirror plc migrated to Google...
Steve Walker Stoneburn Software Services
IT in Housing Conference and Exhibition
2012
Google Apps
A case study on how Trinity Mirror plc migrated to Google Apps
Overview
Agenda 1. Intro and background
2. Google Apps migration - a real life case study
3. Working with deployment partners
4. Applications migration
5. Security considerations
6. Top Tips for a successful migration
About Us
Steve Walker • formerly IT Director of Trinity Mirror Shared
Services and Google Product Manager for Trinity Mirror
• now Consulting Technology Director Stoneburn Software Services
Company
Trinity Mirror is one of the UK's largest newspaper publishers and is a growing multi media business with five National newspapers - Over 120 regional newspapers and more than 400 digital products
Over 6,000 employees in c70 UK locations, including print sites
Application Landscape
• Email - Lotus Notes vers 6, 7 and 8 • Workflow apps - Notes • Back Office - mix of solutions, Lawson ERP, SAP
BPC and Northgate Arinso PSE • Production, editorial, advertising - mix of
industry specific and bespoke development applications
Decisions and Agreement
• 2009 - 2011 • IBM Lotus Live • Microsoft 365 • Google Apps
• July 11: Chose Google Apps • August 11: CEO Approval • September 11: Commenced
Google Apps Deployment
The Plan
Phase 1: Email, Chat and Calendar
Pilot Sites
Google Guides
All Users by November 2011
Phase 2: Docs, Sites and Apps
Absence Management, Salesforce Mail
and Calendar Integration, ePayslips
Docs and Sites best practice and
deployment
Google+ limited trail within IT
Mail Migration
Google Apps Deployment - Key Features: • Single Sign on / password sync with Active
Directory • No migration of email or calendars (ex for
snr mgmt on request) • Early adopters & Google guides • Small test group • Pilot site • Big Bang for all company
Applications
• Initial focus on mail, calendaring and chat, to be followed by:
o Google Docs o Salesforce mail and calendar integration o Leave booking system o Google+ trial o ePayslips
• Many legacy Notes-based apps, workflow, invoice and
contributor approvals, stock system etc • Many paper-based and spreadsheet-based apps, starters
and leavers authorisation forms, expenses claims, requests for annual leave etc
Mail Migration
Objective: Achieve migration by November date with no disruption to the business (and no loss of emails!) Risk at Senior level due to coexistence and training concerns: missing meetings, calendars out of sync, missing emails • Classroom training not on original plan
• Concern from PA's
Executives and PAs
• Quickly worked with Implementation Partner and agreed a training approach:-
• 3 hour classroom training course to cover Gmail,
Chat and Calendar, with deep dive on
managing multiple calendars setting up mobile devices email aliases
• Needed to offer same training/support to all
Execs and PAs
Executives and PAs
Glasgow
London
Birmingham
Newcastle
• Team of 5 trainers • 18 Classroom
Training Courses • 50+ Small
groups/one to ones
• Over 2 weeks!
Liverpool
Executives and PAs
• Informal training courses
• Ideas generated and discussed
• Easy to "sell"
• Able to train and then go live
• Enthusiastic staff!
Executives and PAs
• PAs live first - calendars prepared
• Settings and Labs enabled
• iPads/iPhones/Androids configured
• Approach changed, users can do their own!
• Focused on users and the app without
technical concerns
• Happy Execs!
Mail Go Live
Weekly project appraisals in conjunction with
Implementation Partner led to the project timescales
and objectives regularly being re-assessed:
• Sped up migrations by locations and functions
o Lots of lessons from Pilot Site
o Google guides
o Utilised local IT departments
• Achieved completion two weeks ahead of
schedule
Applications Migration
Applications Migration
• Target Workflow apps that could easily be moved
to Google Apps, e.g. spreadsheet-based forms
that require multiple approvals
• Off the shelf (potentially low-cost) solutions that
could easily be deployed, e.g. Appogee Leave,
Cloudlock
• Collaborations with partners to develop bespoke
apps, e.g. Salesforce integration, ePayslips
• Benefits - ease of deployment, do not require
scarce internal technical resource
Applications Migration
•
Applications Migration
What to look for in a deployment partner
• a Google approved partner
• need to understand the prevailing culture within
the business, how receptive the business is to
change and how to communicate the "Google"
message
• flexibility - tailoring the Google approach to meet
your business requirements
• technical skills, especially of the legacy email
solution (Exchange, Notes etc)
Applications Migration
What to look for in a deployment partner (cont.)
• look beyond the migration - can you forge a long
term relationship with your partner
• is your partner:
o able to undertake applications developments
o able to provide ongoing support
o able to act as a one stop shop?
Applications Migration
Security Considerations for Google
Google provide a multi-layered security strategy for
data comprising ten components:
• Corporate Security Policies
• Organisational Security
• Asset Classification and Control
• Personnel Security
• Physical and Environmental Security
• Operational Security
• Access Control
• Systems Development and Maintenance
• Disaster Recovery and Business Continuity
• Regulatory Compliance
Google Blog on Data Centers
Google Apps Security Whitepaper
Applications Migration
• Data is distributed amongst a shared
infrastructure across multiple data centres.
• Data is not stored in clear text
• There is no single point of failure.
• Mail data can only be accessed by it’s owner.
• Google do not share their data centres with any
other organisations.
• Redundant media is disposed of on-site.
• Google manufactures it’s own servers which run a
stripped and hardened version of Linux.
• Document security can be enhanced via 3rd party
products
Applications Migration
Summary
Cloudlock for Data
• Protects data stored in Docs and Sites
• Configurable - set policies and search for
Personally Identifiable Information - social
security, credit card numbers etc
• Create internal firewalls
• Determine who data can be shared with outside of
organisation
Vault for Email
• Google Vault - provides full legal compliance
archive and search capability
Summary
Conclusion
To Summarise
• Involve the business and communicate
• Keep calendar and mail co-existence to a minimum
and limit data migration
• Provide clear, positive info to all users
• Focus on training to Early Adopters, Google Guides and
Execs and PA's
• Make good use of partners for technical support and
migration
• = Very successful project!
