Delivering Collaborative Value

Software as a Service and Google Apps

Matt Ballantine - Imagination

What I will cover

• Why cloud & approach taken?

• Outcomes achieved and lessons learned?

• Who are Imagination?

What I will cover

• Why cloud & approach taken?

• Outcomes achieved and lessons 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.comblog.mattballantine.com

Collaborating globallyThe geographic complexity

What I will cover

• Why cloud & approach taken?

• Outcomes achieved and lessons 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

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

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

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

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

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

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

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

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 stakeholderso met with Group Board, all Head of Department, and all PAs

• Building trusto Ops Director sponsoro transparencyo individualised benefits

• Set key business objectiveso driven by improving the business, not improving the tech

• Drew on business expertiseo project team & Google Guides

• Drew on partner expertise for migration experienceo Paul Rigby (www.ingensys.net) & Ancoris (www.ancoris.com)

What I will cover

• Why cloud & approach taken?

• Outcomes achieved and lessons learned?

• Who are Imagination?

What’s been deliveredKey elements

Phase 1• 600 Email/Calendar/Contacts/Tasks/Groups/Video user

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

Phase 1.1 • BES - Cloudreach (http://www.cloudreach.co.uk/)

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;

Results so far:• 38% agreed that tools make it easier to collaborate with

clients

Challenges:• clients’ infosec departments

Deepen employee engagement

Short term• IM; • improved service to remote offices;

Results so far:• 60% agreed that tools make it easier to collaborate with

colleagues

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; £12k air con);

Results so far: • £125k v £540k 3-year cost;• 2 months to return to pre-project support ticket levels• 52% say have an easier working life • 44% faster access to knowledge

33% working faster

The 3-year costs:

Consultancy & Additional Staff

Software

HardwareImagination Resource/Time

What lessons have been learned?

• Business buy in comes from business ownership

• SaaS enables focus on business change rather than technology change

• IT role evolving quickly into one of business change facilitation rather than technology delivery