The cloud, the cloud, the cloud. It seems that you can’t open up a web browser or go to a conference without being inundated with advertisements and enticements for how the cloud can solve all of your IT problems. The challenge seems to be clarifying exactly what this so called cloud is and how it can help our organization operate more effectively and deliver services more efficiently. Usha Venkatachallam, CEO of Appropriate IT, will share the process she uses to compare different cloud solutions to identify the right solution for organizations. She will also share lessons learned during migrations from Microsoft Exchange to Google Apps. From Netsquared meetup on Cloud Reality Check Meetup link: http://www.meetup.com/net2dc/events/55200532/

1. Cloud Reality Check
There are no facts, only interpretations.
~Friedrich Nietzsche

2. The Context
• Organization Stats
– Small organization
• 10 full-time (8 in office, 2 off-site), 2 part-time staff
– 4 year old Exchange Server and File Server
• Outlook Web Access
• Spam & delivery issues
– Multiple tapes to backup
• Manual tape change
– External network support as needed

3. The Solution
• On The Cloud
– Google Apps
– Backup (iBackup)
– Hosted QuickBooks
– Time Sheet (ClickTime)
• Not On The Cloud
– File Server
– Outlook (using Google Apps Sync)

4. Each Situation is Unique
It isn't that we can't see the solution. It's that we can't see the problem.
~ G. K. Chesterton

5. The Process
• What is the critical problem to solve?
– Any new functionality that could be popular?
• Compare similar solutions
– Google Apps vs. In-House or Hosted Exchange
• Don't over compare
– 6-10 areas; cost is important but not sole criteria
• Select a solution, study hard
– Online reviews, user forums

6. Be Prepared
Give me six hours to chop down a tree,
and I will spend the first four hours sharpening the axe.
~Abraham Lincoln

7. Pre-Migration
• Involve entire organization in planning
– Share the good and the bad
• Identify issues (user forums )
– Have a workaround ready
• Is vendor support needed?
– Cost vs. Time vs. what is required
• Know the users and how they use it
– Outlook was the single best decision

8. Migration
• Search for a data migration tool that works
– Google's Apps Sync, Data Migration App - Fail
– IMAP Connector from Exchange to Google Apps
• Switch MX records
• Upload email archives
– Most recent emails are uploaded first
• Notify staff members of status often
– Any proposal or reports due?

9. Change is Our Friend
They must often change,
who would be constant in happiness or wisdom.
~ Confucius

10. Post-Migration
• Think of the future – backup, continuity
• Minimize disruption, maximize advantages
– Did initial setup for all users
• Contacts, time zones, enabling Google Labs
– Setup smart phones with email
• No user training sessions
– Tech brown bags for staff to share knowledge
– Help develop new habits
• Celebrate!

11. Appropriate IT
sustainable solutions for social change
contact
usha@appropriateit.org