Cloud Computing And What It Means for Your Agency Phoebe Schimpf Director of IT NYSCAA
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Agenda 1. What is the cloud? Am I already in the cloud? 2. Why is it important to my agency? 3. What are some of the major players/services in the cloud? 4. What are the costs of moving to the cloud? 5. What are the risks and payouts of moving to the cloud? 6. Taking your first leap into the cloud while keeping one foot on the ground
What is it? Cloud Computing
What is Cloud Computing
What???? The practice of using a network of remote servers hosted on the Internet to store, manage, and process data, rather than a local server or a personal computer.
Types of Cloud Computing IaaS: Infrastructure as a service PaaS: Platform as a service SaaS: Software as a Service
3 Types of Cloud Software-as-a- Service Software you access through the Internet e.g. Gmail, Salesforce, Survey Monkey Platform-as-a- Service Online environment for building software e.g. Force.com, Microsoft Azure Infrastructure-as-a-Service Servers and storage in the cloud e.g. Amazon Web Services
The Average Cloud user Connects to the cloud via the Internet Does computing tasks Runs applications Stores Data
Do You Use the Cloud?
Are you in the cloud?
The Cloud in Your Day-to-Day
Email/IM Gmail Skype Lync MS Less Maintenance No more backing up Exchange No more archiving Access to Better Tools Video/audio chat Instant messaging Screen sharing Easy Transition Exact same tools you use right now Outlook/Web
File sharing easy hard Service Configuration File storage File collaboration Local Configuration Migration Google Drive SkyDrive Cubby DropBox User Retraining
File Sharing - Benefits Less Maintenance Get rid of your file server Don t worry about backups Universal Access Work from home or while traveling Give decentralized organizations centralized resources Actual Collaboration Versioning Concurrent file editing Integrate files with calendars, contacts, tasks, your workflow
Phones Voice Over IP (internet) easy hard Service Configuration Local Configuration Also known as VoIP Hosted PBX On-site VoIP phones / soft clients Migration User Retraining Verizon Hosted PBX
Phones Save Money More competition Universal Access Get and receive calls when traveling Give home offices / other offices desk phones Business Continuity Keep getting calls at your extension if the office phones aren t working Serve your clients in any situation
Desktops easy hard Service Configuration Local Configuration Need a place to run office, connect to other services Virtual desktops Migration User Retraining
Desktops Don t Worry About Hardware Use zero-clients Universal Access Work at the same desktop anywhere with an Internet connection Download your desktop to work off-line Business Continuity Work from anywhere No down-time due to hardware
Databases easy hard Service Configuration Local Configuration Cloud native Virtual server Migration Salesforce Zoho CRM Move existing to cloud User Retraining Implement Now
Databases Less Maintenance Don t pay for a server just for one thing Is your current DB actually backed up? Are you sure? Universal Access Give everyone everywhere access Stretch (geographically) Business Continuity Work from anywhere No down-time due to hardware
Backup and Disaster Recovery In the Cloud ibackup Evault
So what????
Advantages Can be less expensive Any computer or device with an Internet connection Compatible with most computers and operating systems Updates occur across the service Cloud-based disaster-recovery as-a-service
Impact: Lower Barrier to Entry Staff can focus on what it does best: mission, programs
Impact: Shifting Use Outside the office More people will be using both on premises and cloud versions of MS Office
Impact: Shifting Use Hybrid cloud adoption Use of computers will change toward easier collaboration/sharing and better access to the office anywhere you are. More flexibility
gradual Impact: Software Costs
Impact: Hardware Costs Hardware Telecom costs increase Predictable, measurable cost
Backup/Disaster Recovery BackupSecurity Very little administration required
Disadvantages Security Issues Privacy Policies
Impact -- More Complexity More IT choices More Mature Less Mature Info from Forresters
More Cloud Apps Facebook Twitter Google Apps Office 365 Bit.ly Social networking Email & office productivity Zoho Skype Communication Your Agency File sharing CRM Salesforce CiviCRM GoToMeeting ReadyTalk Google Drive Box.net Dropbox Skydrive
Even more ways to use the cloud Mass Emails/ E-Newsletters MailChimp, Vertical Response, Constant Contact Project Management Basecamp, Smartsheet, Podio Basic Websites Weebly Event Registration Eventbrite, Guestlist Survey/voting tools Doodle, PollDaddy, Survey Monkey
What is Office 365?
Google Apps
How is this different from what I do now? The cloud is particularly good for: Sharing Everyone shares one version of a doc Collaborating Makes it easier to work together with others Remote working Work from anywhere (with Internet) Scaling Add/remove more people/space on the go
What does the cloud cost?
DISCOUNT FREE Business Productivity Online Suite
Buy vs. Rent
Example: email TRADITIONAL Server-based: Microsoft Exchange (via TechSoup Canada) Cost of server: varies Windows Server + CALs: $55 + $3/person Exchange Server Standard + CALs: $44 + $5/person Microsoft Outlook: $6/person Security, spam filtering: varies Upgrade every 3-5 years Cloud-based: Google Apps Free Also includes calendar, docs
A word of caution In almost all cases there is no law against using cloud computing Up to you to read the Terms of Service You are responsible for your data at the end of the day Avoid using cloud/be extra careful for political or extremely sensitive data e.g. political activists, women s shelters
How do you get started?
Experiment Pick a low-risk area Many tools are free or have free 30-day trial Try it out! Learn! Have fun!
Assess & Plan 1. Assess your nonprofit s technology & determine priorities Tech self-assessment: http://www.techsoupcanada.ca/community/blog/tech_self_asses sment 2. Set goals 3. Research & try out options Jane vs. Tierney (http://www.techsoupcanada.ca/community/blog/jane-vs-tierney/intro) Platformation (http://www.platformation.ca/) Idealware (http://idealware.org/)
Conclusion Cloud has a lot to offer. Cloud solutions are often greener, easier to implement, and more secure. Cloud solutions are not right for every need or every organization. Talk with your board, staff, volunteers and/or consultants. Decide which is the best first step for your organization.
Thank you!