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OIG HHS’s Email Upgrade: Lessons Learned LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO Agenda • Who is OIG HHS? • Drivers for Upgrade • Market Research • Project Management • Email Pilot • Next Steps 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 2 IG Act 1978 Detect and prevent fraud, waste, abuse, and violations of law Promote economy, efficiency and effectiveness Budget Other (discretionary) Medicare & Medicaid 4 Who is HHS OIG? • Medicare • Medicaid • 300+ other programs Who is HHS OIG? We’re the largest OIG – with approximately 1500 employees across the country Who is HHS OIG? Office of Audit Services (OAS) OMP OI Office of Evaluation and Inspections (OEI) Office of Investigations (OI) Office of Counsel to the Inspector General (OCIG) Office of Management & Policy (OMP) OAS OCIG OEI Strategic Goals 1) Fight Fraud, Waste, and Abuse 2) Promote Quality, Safety, and Value 3) Secure the Future 4) Advance Excellence and Innovation OIG Impact by the Numbers 26 5.8 530 Audits & Evaluations Investigations Email Upgrade LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO Technology Priorities • Upgrade Infrastructure • Enhance collaboration • Advanced data analysis • Support a mobile workforce • Enterprise Solutions • Business Process Automation • Integrate Security 13 Federal Drivers Security Features Reliability Operating Costs 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 14 Federal Customers 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 15 Federal Users Group Please Contact [email protected] 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 16 Microsoft EA Enterprise Agreement 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 17 The Pitch “What will it take to get you into a Cloud Solution today” 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 18 $2.73 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 19 Ready To Go Enterprise Ready 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 20 OIG Communications Communication Vehicles Senior Executive Pilot &Briefings 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 21 OMB 25-Point Implementation Plan-to-Reform Federal IT Federal Data Center Consolidation Initiative (FDCCI) Complete detailed implementation plans to consolidate data centers by 2015 Promote the use of Green IT by reducing the overall energy and real estate footprint of government data centers Reduce the cost of data center hardware, software, and operations Shift IT investments to more efficient computing platforms and technologies Shift to a “Cloud First” policy Stand-up contract vehicles for secure Infrastructure as a Service (IaaS) solutions Develop a Strategy for Shared Services 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 22 Data Center OIG Network ATO ATO ATO & FedRAMP On-Premise 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 23 NATIONAL INFORMATION TECHNOLOGY CENTER USDA ENTERPRISE DATA CENTERS MANAGED BY THE NATIONAL INFORMATION TECHNOLOGY CENTER PROVIDE ENTERPRISE SOLUTIONS THAT ARE DEVELOPED UTILIZING GOVERNMENT AND INDUSTRY STANDARDS AND BEST PRACTICES Our Level IV (Department of Justice rated) & Tier III/IV (EDC Equivalent Uptime Institute rated) Data Center facilities utilize State-of-the-Art enterprise class infrastructure technologies to deliver optimal, cost-effective solutions to customers USDA Enterprise Data Center Service Offerings Cloud Hosting Services Professional Services Infrastructure as a Service Platform as a Service Other Hosting Business Services Business Management Procurement Application Integration Database Management Project Management Disaster Recovery Security Services Systems Security Network Security Security Governance THE NATIONAL INFORMATION TECHNOLOGY CENTER (NITC) IS THE FIRST FEDERAL AGENCY TO ATTAIN THE FEDRAMP AGENCY AUTHORITY TO OPERATE (ATO) LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO Experience The National Information Technology Center (NITC) has provided services as a Federated Data Center since 1973, and has performed data center migrations since the 1980s. The NITC managed Enterprise Data Centers (EDC) cross service 14 federal departments/bureaus. Innovation USDA EDC’s are federally owned cloud service providers; offering enterprise class infrastructures built with market leading technologies. The EDC’s continue to innovate with the introduction of new cloud services, and utilize “green” industry best practices to improve energy efficiency and reduce greenhouse gas emissions. Customer Service USDA EDC’s provide 24x7 monitoring and expert technical support to ensure customers can focus on their core business without worrying about IT infrastructure. Rapid Provisioning USDA EDC Cloud services offer virtualized instances of software, servers and storage that can be deployed for customers within a very short period of time. The EDC’s virtualized environments also support rapid elasticity models. Page 2 of 18 Benefits Costs 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 25 • Microsoft offering for all world wide customers • US Government data stored in US data centers • FISMA Moderate ATO with FedRAMP underway • Microsoft background investigations • Microsoft offering for qualifying US Govt. customers • Based on NIST definition of community cloud • US Govt. tenants segregated from Enterprise cloud tenants • FISMA Moderate ATO with FedRAMP • US Citizen support for certain tasks and access • Public Trust Moderate Background Investigations Site Mailboxes Business-Class Email Enterprise Voice Office Online Online Conferencing, IM & Presence File Storage & Sharing Intranet Site for your Teams Advanced Compliance Mobile Apps eDiscovery Center Office Pro Plus Self-service Business Intelligence Office for iPad Single-Sign On Voicemail Year 1 Larger update Quar terly ser vice updates Larger updates on a more frequent cadence Provide customers options for updates Year 2 Year 3 Larger Update View attachments with Office Web Apps directly from Outlook Web App Added support for PDFs in SharePoint Added support for 2 new languages Email Upgrade UC 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 29 Email Upgrade 50 7/16/2015 25 LIMITED OFFICIAL USE ONLY DHHS/OIG UC 30 Operational Cost Savings Email security appliances Email Archive 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 31 Security • • • • FedRAMP OIG Owns all data US Data Centers Public Trust Moderate Background Investigations • Continuous Monitoring • Separate Government Cloud • Disaster Recovery 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 32 Data Centers v v 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 33 Service Level Agreement 99.9% Uptime 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 34 Original Timeline Kickoff 8/8/2013 Enable 10/3/2013 Remediate 8/15/2013 7/16/2015 Velocity 12/31/2013 Pilot 10/31/2013 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 35 Current Timeline Kickoff 8/8/2013 Enable 10/3/2013 Remediate 8/15/2013 7/16/2015 Velocity 6/4/2014 Pilot 11/7/2013 LIMITED OFFICIAL USE ONLY DHHS/OIG 36 Deployment Challenges • Background Checks for • Legacy VPN • Outlook Web Access • Network Remediation • Procurement Timelines • Shutdowns Consultants • Data Archiving • Blackberry Migration Strategy • Migration Load • Updated DR Site 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 37 Benefits Support • • • 7/16/2015 Enterprise Agreement Premier Support Cloud Vantage LIMITED OFFICIAL USE ONLY DHHS/OIG 38 Successes • “Lessons Learned” from other agencies • Customer Satisfaction Surveys • High Pilot Participation • Active Directory Account Management 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 39 Successes • Moved 10 year old mailboxes • Custom Controls for OWA • Litigation hold configuration 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 40 Successes • Retired Email Security Applicance • ~ 60% Migrated • Shared mailboxes license • Synchronize free/busy calendars 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 41 Challenges • Cultural • Change/Configuration management • License management • Microsoft Consultant – Onsite Project Management – FISMA 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 42 Challenges • Network configuration – Ports – Firewall Rules – Routes 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 43 Challenges • Auto Discovery • Internet Custom Control • Lync 2013 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 44 OIG Communications Communication Vehicles 1. 2. 3. 4. 5. 6. 7. Senior Executive Briefings IRC CIO Blog All Hands Email Messages Training FAQ’s Survey 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 45 Next Steps • Lync 2013 • Remote Access • OneDrive • SharePoint Online 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 46 Next Steps • Public Folders • PST • VoIP • Data Leakage Prevention 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 47 Next Steps • eDiscovery • Legal Hold 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 48 Office 365 Project Team Project Manager: Keith Mathis Systems Owner: Yvette Flowers Microsoft Liaison: Brock Stevenson Contracting Officer Representative: Keith McMahon Lync Deployment: Louis Henderson System Security: Steven Hernandez 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG/OCIO 49 Connect with Us @oigathhs 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 50 END OF PRESENTATION 7/16/2015 LIMITED OFFICIAL USE ONLY DHHS/OIG 51