Google roundtable VDAB P.Danneels VDAB

www.vdab.be0800 30 700

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Google case VDAB

Paul Danneels CIO VDAB

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VDAB offers a wide variety of services to employers, employees and job seeker

VDAB

FOREM

516.255 job openings with 84,3% fullfillment 396.167 registrations job seekers 696.562 business contacts online : 492.289 serviceline : 143.892 personal : 60.381 152.470 Trainings> 15 million training hours

5.013 employees

5200 VDAB PC’s spread across 276 locations

6000 ‘education’ PC’s spread across 38 campussen

330 self service kiosks

800 self service PC’s

Matching demand and supply

2010

Brussel : ACTIRISWallonië : FOREM


VDAB Arbeidsbemiddeling en Beroepsopleiding


• Good external accessibility

o Open and easy platform for all citizens o Link to social media and collaborationo Example: Google Apps jobseeker ‘trajectbegeleiding’

• Costs reduction o Avoidance of infrastructure and management costso Additional applications without costso Example: Google Docs subscriptions for language trainings, Wegwijs info about

the labour market

• Adoption of consumerizationo Home platform and work platform become equal o Examples: sharing of folders with jobseekers, e-coaching for training

• Enhanced Supply chain within Governments o Precursor private cloud with authentic sources o Examples: KBO, KSZ, Dimona

Cloud is an important delivery model for VDAB

Voorbeelden


Cloud Opportunities were first mapped with our strategy

Thought out cloud strategy related to VDAB strategy Avoidance of suppliers push and ad hoc project requests


Cloud mail and collaboration was identified as a Quick hit

CSC Proprietary and Confidential 7/5/2010 10:05 AM PPT 2007_Planning_FMT 10

Google Apps; Tools for today’s User

GMail Huge inbox with search: keep and find everything

Talk Business class IM and VC as easy as email

Groups Let users easily create and work in teams

Calendar Make sharing calendars and schedules easy

Docs Makes collaborating as easy as creating

Sites Allow users to manage their own sites

Video Unlock the power of video within your business

Google Message Discovery Compliance and eDiscovery

• Costs savings and high availability o Mailo Agenda

• Collaboration introductiono Documents

o Online creation & internal/external sharing o Real-time collaboration

o Websiteso Online creation & sharing with partnerso for team, project, departments and courses

o Chato Audio- & Video chat

o Internalo For e-learning or follow-up job seekers

“Cloud-based email is always cheaper for companies with fewer than 15,000 users” Forrester Research 2010 “Cloud-based email is always cheaper for companies with fewer than 15,000 users” Forrester Research 2010


Our cost benefits analysis shows ROI within a year

Google Apps Before

Licence 200k 200k (mail, mobile, spam, excl MS Office)

Server mgmt 10k (LDAP & postini sync)

90k (+20k)

Storage & back up 35k (+200k)

Application mgmt 50k 200k (+?)

Infrastructure 5k 40k (+10k)

Total annual cost 265k 565k (775k taking into account upgrading system with longer retention and better availability)

No future (release) upgrades of existing environment Additonal collaboration possibilities for free

No future (release) upgrades of existing environment Additonal collaboration possibilities for free


Advantages of our cloud collaboration solution

• Mail

• High Maintenance costs o Infra-managemento Licenseso Archiving o Project work

• Archive average user 6 months till 2 years

• Outsourcingo SLA availability 99,7%o Planned downtimeo No disaster recoveryo Continuous work with upgrades

• Mail + collaboration

• Very low total costso Latest antivirus versiono Archiving includedo Integration with all mobile devices

• 25 GB per user

• Cloud services

o SLA availability 99,9%o Business continuityo Extenable via Java and Webapps o Automatic new functionalities

Traditional MailTraditional Mail Google AppsGoogle Apps


Pilot fase to prepare introduction into organization

• Test by pilot userso Target group: business, privat accounts, IT experts, IT-workerso Cases around communication (mail and Calendar)o Case around collaboration (docs, video-audio chat, sites)

• Cases on collaborationo E-Coaching o Reservation tool for internal trainings o Knowledge management: testing QuikR – siteso Joint follow-up tabel MVOo Creation of Siteso Use of videochat: multi users

• Results o Functional demands listed via workshopso Extra workshop and demo for management assistents and servicelineo Recommendation for training and implementation

© 2011 Capgemini. Alle rechten voorbehouden

Directiecomité, 20 juni 2011

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Mapping VDAB functional requirements with Google Apps

• Functional requirements mail and calendar o Pilot cases during 2 months;o Questionnaire to Executive Assistants and staff

from business (service line,…)o Specific sessions for Executive Assistants and

service line

• Mapping Google Apps o 106 functional requirements from VDABo 85 requirements are standard availableo 15 requirements have workaround o 3 requirements not (yet) available, however

without business impact:• Tracking information: see who opened mails

• Read receipts (in the meantime included)

• Users with proxy rights in Gmail, only have read access


Directiecomité, 20 juni 2011

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Google Apps fulfills 97% of requirementsGoogle Apps fulfills 97% of requirements



Directiecomité, 29 augustus 2011

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After an in depth pilot in March and April all employees will be fully migrated by mid November

Implementation track of 3 months Different tracks guarantee awareness, training and support

Implementation track of 3 months Different tracks guarantee awareness, training and support


Key questions that need to be answered and that are different than in standard IT projects

• Securityo SAS 70, https, …

• Privacyo Safe harbour agreement with VS,

data use VDAB only

• Architecture and data classificationo Multi sources portal

• Change managemento Communication, training, IT

experts, …

• Training and support modelso Help desk, escalations


Questions ?

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Education

Google roundtable VDAB P.Danneels VDAB