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Data Storage Cost Reduction Synchronous Workshop Final Report

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					ENTERPRISE DATA STORAGE COST REDUCTION
Reduce Data Storage Costs and Improve Efficiencies across the State of Oregon



                      FINAL BUSINESS CASE

           Presented by:   Ben Berry, ODOT CIO and Master Change Facilitator
                           Brad Hoeren, Business Analyst Intern
                           February 28, 2011
                                                            Storage                                 Actual                                                 Forecasted
                                                              (GB)
                                                            1,200,000
                                                                                                        Reported Monthly
                                                                                                                                                     Estimated
                                                            1,000,000                                    Trend To Date
                                                                                                                                                   Future Annual
                                                                                                                                                    Trend ~ 45%
                                                             800,000            100% Capacity

                                                             600,000                        90% Capacity

                                                                                  80% Capacity
                                                             400,000

                                                                                                                                                                   #3 Backup Systems
                                                             200,000                                                                           #10 Training           #7 Duplicate
                                                                                                                                            #9 Retention Plan        Detection Tool
                                                                  0
                                                                        03/10      04/10        05/10      06/10       07/10        08/10         08/11         08/12            08/15
                                                                                                                         Time
                                                                            Current Monthly Growth Trend                   Estimated Annual Change in Growth Trend
• Business Problem
• Business Case Background
• Process for Building Business Case
• A3 Breakthrough Planning
• Solutions Evaluation and Recommendation
• Data Storage Reduction Opportunity




                                            2
 Demand for data storage is growing 45% per year across the enterprise.
   Storage
   (GB)                                    Actual                                            Forecasted
  1,200,000
                                                Reported Monthly
                                                                                       Estimated
  1,000,000                                      Trend To Date
                                                                                     Future Annual
                                                                                      Trend ~ 45%
   800,000             100% Capacity

                                   90% Capacity
   600,000

                         80% Capacity
   400,000

   200,000                                                                                   “Estimated Enterprise
                                                                                                 Opportunity”
                                                                                                 Annual Trend
          0
               03/10       04/10        05/10       06/10      07/10       08/10     08/11      08/12       08/13
                                                                   Time

                    Current Monthly Growth Trend                   Estimated Annual Change in Growth Trend


October 7, 2010                                                                                                      3
*Values confirmed by SDC Staff as estimates only.
         BUSINESS CASE BACKGROUND

• October 2010 – Enterprise Data Storage
  Cost Reduction Synchronous
  Workshop was conducted. (13 Agencies &
  63 people)




• November 2010 – Enterprise Storage
  Cost Reduction Final Report was issued.



• SDC Directors’ Advisory Board
  commissioned the Enterprise Data
  Storage Cost Reduction Business Case.

                                            4
1. SDC Directors’ approved Business Case Charter
2. Completed research regarding Top 10 Solutions
3. Conducted workgroups with workshop Subject Matter
   Experts (SMEs)
4. Performed complete analysis:
   •   Cost Benefit
   •   Feasibility
   •   Risk Assessment
   •   Stakeholders

5. Drafted Business Case and reviewed with Agency CIOs


                                                    5
Outcomes from A3 Breakthrough Planning Process

 Three A-3’s were developed
   1. Best Practices
      •   To educate and train end users at all levels
          to better manage their data storage.

   2. Shared Environment
      •   To establish an environment where
          agencies can store data common to
          multiple agencies.

   3. Sustainable Cost Management
      •   To lower costs associated with data
          storage.


                                                         6
                                                                              Feasibility




RETENTION
TRAINING            Aggregate of Solutions #9 & #10


• ODOT to examine email retention policy, now at 6 yrs.
• Allow for consistent email practices among agencies
                $12,000,000

                $10,000,000

• Training syllabus description calls for training in efficient
• Decreases data storage and allows for data management
Cost/ Savings




                 $8,000,000

   email management
                                                                                      $8,800,452
           Break Even Point
                 $6,000,000
                                                                             $5,619,781
   1. Standardized Outlook user interface
• Reduces risk of non-compliance with agency and
                 $4,000,000

                 2. Remote message storage                        $3,243,577

                      Archives$171,019
                                 policy
                StateEmail management tools, including managing large attachments
                 $2,000,000

                 3. $0
                                                   $1,476,562



                 4. Alternative resources to email
                      2011       2012         2013            2014           2015 2016
• Applicable for agency implementation                Year

• Optimize data storage growth
                    Total Costs   Total Savings   Net Cumulative Savings   Break Even Point




                                                                                                   7
              SHARED ENVIRONMENT A-3

                                                   Feasibility




SHARED GIS STORAGE ENVIRONMENT
  ENTERPRISE ACCESS TO DATA
• Eliminates duplicate data sets and fragmented management
  (Active Directory)
• Allows off-network GIS data to be placed on net
  •Governance Structure
• Reduces amount of storage by 50.5 TB across multiple
  agencies
• Three shared GIS storage options explored :
  •Change Management Process
  − GIS group solution
  −   Off-site cloud storage
                          Submit to SDC Advisory
     Low cost platform for GIS for Review
  •Support Structure Boardsshared data
  −


                                                                 8
  SUSTAINABLE COST MANAGEMENT A-3

                                                 Feasibility




BACKUP SYSTEM/DUPLICATION DETECTION
 LOWER COST STORAGE OFFERINGS
• Improves data retrieval and restore time
 (Cloud Computing)
• Reduces the automatic tape library size
 • Not economically competitive due to transfer cost being
   added to cost of concept
• Launches proof of storage test of Commvault backup software
 with ODOT and DOC on March 1, 2011
• Reduces amount of storage by 385 TB based on 7:1
  Risk of implementation is Cloud security and
• deduplication ratio
  accessibility of data

                                                                9
   Decreasing the growth rate will lead to significant cost savings

Storage                                 Actual                                                 Forecasted
  (GB)
1,200,000
                                            Reported Monthly
                                                                                       Estimated
1,000,000                                    Trend To Date
                                                                                     Future Annual
                                                                                      Trend ~ 45%
 800,000            100% Capacity

                                90% Capacity
 600,000
                      80% Capacity
 400,000
                                                                                                         #3 & #7 Backup
                                                                                                            Systems
 200,000                                                                        #10 Training               & Duplicate
                                                                                #9 Retention             Detection Tool
      0
            03/10      04/10        05/10      06/10       07/10        08/10       08/11        08/12                08/15
                                                             Time
                Current Monthly Growth Trend                   Estimated Annual Change in Growth Trend




                                                                                                                    10
                                                      Breakthrough Initiatives Bubble size = Storage
                                                      Breakthrough Initiatives (( Bubble size = Storage reduction/TB saved )

• Top 10 Solutions




                           <---------- More Benefit
                           <---------- More Benefit
                                                                                                    #9
  examined:
                                                                                                    #9
                                                                                   # 10
                                                                                   # 10          Retention
                                                                                                 Retention
                                                                                 Training
                                                                                 Training           Plan
                                                                                                   Plan
     9 were pursued                                                               682 TB
                                                                                 682 TB           307 TB
                                                                                                  307 TB

     1 not pursued                                                                                                                      $3 M
                                                                                                                                        $3 M
                                                                                        #3&#7
                                                                                        #3&#7
     4 were recommended
                                                                                                          #2 & #8
                                                                                                          #2 & #8
                                                            #5
                                                            #5                             Backup
                                                                                          Backup            Shared
                                                                                                           Shared
                                                         Executive
                                                         Executive                       Systems &
                                                                                         Systems &            GIS
                                                                                                              GIS


                           Less Benefit ---------->
                           Less Benefit ---------->
                                                                                          Duplicate
                                                                                         Duplicate
                                                          Support
                                                          Support                                          Storage
                                                                                                           Storage
                                                                                       Detection Tool
                                                                                       Detection Tool        50 TB
                                                                                                            50 TB         #4
                                                                                                                          #4
                                                                                           386 TB
                                                                                           386 TB                         Active
                                                                                                                         Active
• Cumulative savings of:                                                        #6
                                                                                #6                          #1
                                                                                                            #1
                                                                                                                        Directory
                                                                                                                        Directory       $1 M
                                                                                                                                        $1 M

  $15.7m over 5 Years.                                                      Lower Cost
                                                                            Lower Cost
                                                                              Offering
                                                                             Offering
                                                                                                           Metrics
                                                                                                          Metrics
                                                                                                          Visibility
                                                                                                          Visibility
                                                                              384 TB
                                                                              384 TB

• Aggregate ROI: 226%                                       <------------- Less Difficult
                                                            <------------- Less Difficult               More Difficult ------------->
                                                                                                        More Difficult ------------->

                                                         Pursue due to greatest terabyte benefit
                                                         Pursue due to non financial benefit
                                                         Do not pursue due to least financial benefit
                                                                                                                                    11
12
                       Executive    Required                                 Recommended
      Solution                                         Savings       ROI
                        Support    Investment                                  Approvals

                                                                            Enterprise   Agency
#3 & #7
Back Up Strategies &               $ 4,100,000       $ 6,100,000     149%
Data Deduplication


#9
Data Retention                      $ 534,000        $ 3,400,000     637%
Policy Compliance


#10
Training on Email                   $ 182,000        $ 6,200,000    3407%
Data Management


#2, 8
GIS Shared                          $ 574,000        $ 1,880,000     227%
Environment


#4                                 See SDC’s A3 #4 Consolidated Microsoft
Active Directory                                  Services

                                                                                         13
 Remember, everybody is dealing with
Data Storage Cost Reduction Strategies!




       Select link: 2010 Xerox Television Commercial

                                                       14
• Enterprise Data Storage Cost Reduction -Final
  Business Case
 http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs11/1stQ/DSCRwebpost/SusCost.doc


• A-3 Best Practices
 http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs11/1stQ/DSCRwebpost/BestPrac.doc


• A-3 Shared Environment
 http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs11/1stQ/DSCRwebpost/SharEnvir.doc


• A-3 Sustainable Cost Management
 http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs11/1stQ/A-3_Sustainable_Cost_Management.doc




                                                                                             15
                    ENTERPRISE DATA STORAGE COST REDUCTION
                           Reduce Data Storage Costs and Improve Efficiencies across the
                                                            State of Oregon


                                              Final Business Case




 http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs11/1stQ/Enterprise_D
          ata_Storage_Cost_ReductionFinal_Business_Case.doc

This presentation was supported by Barbara Jensen, Program Manager and Business Analyst Interns:
Joe Baesuvan, Kelsey Giltz, Brad Hoeren, Jazzmin Reece, Colin Schilling, Jamie Squires, Ian Townson, Alina Vaynberg &   16
Sophie Wu. For more information contact Ben Berry at [Mailto:ben.berry@odot.state.or.us ].

				
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