Public Agency Evaluates Move to the Cloud

Client: VDAB, Belgium’s employment and vocational training agency

Challenge: Identify data and services that can move to the cloud, and determine whether that is technically feasible within the organization’s IT architecture.

Solution: CSC Cloud Adoption Assessment

Results: A pilot to migrate the agency’s email to Google Enterprise mail, which offers increased storage capacity at significantly lower costs.

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In Belgium, VDAB is the first major public sector organization to experience the opportunities of cloud computing after using CSC’s Cloud Adoption Assessment.

CIO Paul Danneels is learning the value of cloud as his agency, which leads employment and vocational training, moves their email service to the cloud, with plans for more. He says cloud computing enables cost savings and improved service, but stresses the new model isn’t a panacea — only those who make the right choices will get the most benefit.

“The cloud is becoming hype in the IT world,” says Danneels. “Many suppliers are hosting their services and products in the cloud, but not always in an equally well-thought out manner. The cloud is not applicable or advantageous for everything.”

However, the cloud is a breakthrough in regard to the management of infrastructure and licenses, and cooperation with suppliers. In a cloud environment, software licenses or CRM applications no longer need to be installed on individual PCs. They’re in the cloud, and the client pays only when using them. Data no longer needs to be stored locally, but is instead accessible on a more powerful platform.

“Our greatest expectations are related to cost savings,” explains Danneels. “These are much greater with the cloud than with classic shared services, thanks to economies of scale. Everything here is done for a large community.” The cloud model is also advantageous for providing services.

Users are no longer bound to their internal structures and procurement processes, and flexibility increases. “In addition, the quality of services delivered is just as high as with the traditional way of working,” says Danneels.

A well-thought-out plan

VDAB is running an initial pilot project to migrate the group’s email solution to Google Enterprise mail. The “.vdab” domain name will remain, but the storage capacity of mailboxes will become much greater: 25 GB as opposed to one to two GB with shared services. And above all, it’s two to three times less expensive.

VDAB’s long-term plan includes several other projects, including making the ‘Guide to the Flemish Employment Market’ reporting tool — which contains a wealth of data on population, jobs and unemployment — available via the cloud.

Training courses enriched with multimedia applications are also slated for the cloud. However, working via the cloud does imply that organizations must hand certain data and applications over to third parties.

A common concern among potential users is that this may lead to lower security levels and greater risks in terms of confidentiality.

“It’s the typical fear of the unknown,” says Danneels. “Cloud computing clashes with the usual way of working, and that creates resistance. It is true that some components have to be detached from the rest and migrated to the larger platform.

But that’s why you have to think carefully about which strategic data and applications you want to keep nearby in your own data center, and which can be hosted further away. It would be wrong to just shift everything blindly to the cloud.”

Good communication

For VDAB, CSC Cloud Adoption Assessment was crucial in identifying data and services that could be migrated to the cloud, and whether that was technically feasible within the organization’s IT architecture.

Responsibility is also an important point for attention. Legally binding and robust commitments need to be put in place for services, service levels and support models in all areas. In the area of privacy, clear agreements with the cloud supplier are a must.

Lastly, good internal communication is crucial, bearing in mind that a major change in the way of working is involved. “Everyone in the organization needs to have a good understanding of what we’re trying to achieve, and what will change for them,” explains Danneels. “That’s why an internal support organization is so important.

“For many people, the cloud is something intangible, somewhere far outside their trusted working environment. There have to be people that staff can always call upon for help. These contacts are the real link between the cloud and the earth.”