Ovum Information Management and Collaboration event

Adapting to the New World of Work

Delivering collaborative value through Software as a Service

and Google Apps

Matt Ballantine - Imagination

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

You might not know of us but…Some of our work may be familiar

Who is Matt Ballantine?A brief biog

www.imagination.comwww.mattballantine.com

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

Collaborating globallyThe geographic complexity

An idiosyncratic infrastructureDefined by IT, not the business

Key objectives of the collaboration projectDefined by the business, not by IT

Accessible information distributed globally between team members which enables us to do the right things, at the right time, in the right place.

– Strengthen relationships with current and future clients

– Deepen engagement amongst employees– Maximise value for our clients and our

company

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

Porter’s Five ForcesAn MBA interlude

IT has a lot of explaining to doWe don’t start from the moral high ground

Responding to the competitive challengeRedefining the role of the IT team

To help Imagination become a more collaborative, more innovative, more creative global organisation by:

Moving from being the experts in technology…

…to becoming experts in how the organisation uses and exploits technology to best commercial advantage

Delivering servicesLeaving the technology to the experts

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

Set up team

Define biz obj

Create budget

Vendor eval

Budget sign-off

Vendor sign-off

Awareness communications

Readiness communications

Support comms

Pilot Group 1

Train Google Guides

Pilot 2

Data MigrationMigration Technical Planning

Service Take-on

Elements of the project plan

S O N D J F M A

Team tools projectKey elements

– Engaged key stakeholders– met with Group Board, all Head of Department, and all PAs

– Building trust– Ops Director sponsor– transparency– individualised benefits

– Set key business objectives– driven by improving the business, not improving the tech

– Drew on business expertise– project team & Google Guides

– Drew on partner expertise for migration experience– Ingensys (www.ingensys.net) & Ancoris (www.ancoris.com)

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

What’s been deliveredKey elements

Phase 1– 596 Email/Calendar/Contacts/Tasks/Groups/Video user

accounts + support processes + training (80%) (migration & ongoing)

Phase 1.1 – BES

Phase 1.2 – Hardware decommission

Phase 2– Docs/Sites (a methodology, not a big bang)

Aims for the projectKey business goals

– Strengthen relationships with current and future clients

– Deepen engagement amongst employees

– Maximise value for our clients and our company

Strengthen client relationships

Short term:– meeting invites(!); – shared calendars; – sharing calendars;

Longer term:– improved collaborative working; – shared contact management;

Challenges:– clients’ infosec departments

Deepen employee engagement

Short term– IM; – presence (and inter-office comms)

Longer term– video conferencing; – collaborative drawing;– Docs/Sites team working

Challenges– constant learning (instead of blocks of release) - the

divide may emerge between those who learn and those who don't

Maximise value

Short term– network traffic stability (no increase); – server decomm (1/4 of total global estate); – server room decomm & environmentals (£12k air

con).

Long term– cost-effectiveness ($90 vs $300/user); – £125k v £540k 3-year cost;– increased user productivity

Obstacles– traditional IT thinking; – traditional management thinking

The 3-year costs:

0

100,000

200,000

300,000

400,000

500,000

600,000

On Premise SaaS

Consultancy & Additional Staff

Software

HardwareImagination Resource/Time

What I will cover

–What challenges does Imagination face?

–Why cloud & Google Apps?

–What approach have we taken?

–What outcomes have been achieved?

–What lessons have been learned?

–Who are Imagination?

What lessons have been learned?

– Business buy in comes from business ownership

– SaaS enables focus on business change rather than technology change

– SaaS does push you towards needing a constant learning culture