CSG delivers return to office COVID-19 app for RK Lawyers

---

 Russell Kennedy Lawyers is a leading Australian law firm with offices in Melbourne and Sydney. In early 2019, Russell Kennedy and Aitken Lawyers merged to create a 270-strong practice.

To manage employees as well as visitors returning to work following COVID-19, the firm required an app that would manage their contact tracing responsibilities and compliance.  

Challenges

· The solution must be easy to use, and accessible via mobile and PC;

· Inexpensive - to implement and manage on an ongoing basis;

· Quick to implement, and able to be modified when COVID-19 rules change;

· The visitor app needed to be contactless;

· Gather all details required for contact tracing;

· Solution needed to be effective and efficient for the management and HR teams;

Our approach

CSG built three apps within the Power Platform, using Power Apps and PowerBI. CSG also used Microsoft Forms.

Russell Kennedy staff access the Return To Work Power App on their mobile phone, and they request a “Day Pass”. They answer three health questions relating to COVID-19, and they receive their Day Pass. The app records the time into office as the time they request a Day Pass. There is an option on the app to register time out of the office as well.

The Sydney office required a roster system, so the App included a link to the latest roster as well as managed any office access required if employee was not on the roster.

Cloud Solutions Group created two options for Visitors. The first option is a Visitor App that could be completed on a tablet provided at reception. The app asks for personal information, and then indication of how long they will be in the office, and who they are meeting. The visitor is then asked to answer three health questions. The second option is for the Visitor to scan a QR code at reception and complete the same information and health questions via a webform.

The solution combines all the data from employees and visitors into one database. The Employee App links to Active Directory and records floor and desk number. The Case Management App was developed to assist the HR team to manage cases in the event of a positive COVID-19 case. 

The Solution delivered

· An easy to use app that employees can use on their mobile device or on their PC;

· The employee only has to set up and login once, and then the app remembers their credentials, making it quick and easy to use each day;

· Visitors can use their own phone via a QR code to register, or use a tablet at reception to register;

· Case Management App can be utilised in the event of a COVID case to assist management – HR can access contacts registered in the office for any specific day, as well as visitors;

· Specific users can access report to see who has registered each day in each office;

· When the Victorian Government introduced the 25% of total employee rule, the App was quickly changed to calculate 25%, count the registrations for each day, and if 25% exceeded, provide a message to say that employees in the office limits have been reached, and not allow a Day Pass to be granted in this case.

Value delivered

· Reduced time and effort required by management team to manage a manual sign in for employees:

• All data fields mandatory;
• All responses stored in one database for easy access if required;
•  No more paper-based Visitor Book at reception;
• Minimum upfront investment to build, and minimal ongoing costs;
• The Power platform is integrated with Office 365, so security, backup, management already established;
•  In the event of a COVID-19 case, the HR team can effectively and quickly respond. They will be able access close contacts, record key information about each case, and also report to management as to status of each case/cases quickly.

Relevant CSG service proposition for this project

· We use our business process experience and IT solutions to deliver a solution that matches their requirements

· The solution delivered matched to the specific requirements of Russell Kennedy;

· We are leaders in technology solutions for Legal and Business services sector.

· We have over 10 years of industry experience delivering solutions.

If you have similar requirements or are looking to Automate and Digitise your business processes please contact us on info@cloudsolutionsgroup.com.auor 03 9982 4673

Madgwicks Lawyers is a full-service commercial law firm providing legal solutions for organisations and individuals and has close to 100 employees. 

To manage employee expense claims, the firm was using a paper form with a manual process for approving and paying claims. This meant lots of paper and receipts moving from desk to desk for approval and payment and sometimes required follow up questions by the Finance team to the employee. 

With the advent of COVID-19 and working from home, paper expense claims became more difficult to manage.

Madgwick's Requirements 

· Solution must be easy to use and accessible via mobile and PC;

· Inexpensive to implement and manage on an ongoing basis;

· Reduce time and effort for the Finance team;

· Have all details required for billing and accounting systems; and

· Easy for the partners to approve or reject claims. 

Our approach

Cloud Solutions Group built an Expense claims app within the Power Platform, using Power app, Power Automate and PowerBI.

The Power App collects all the relevant data required for an expense claim – dates, expense category, supplier name, description, amount, and ability for user to take a photo of the receipt.

Cloud Solutions Group customised the expense app to include specific information required to complement Madgwicks’ expense categories such as adding a matter code as well as a description for client billing when expenses are to be charged to a client.

The solution used Power Automate to manage approvals – the employee chose the Partner to approve from a dropdown selection, and then once submitted the approver would receive an email requesting approval or rejection of the claim.

The Finance team were advised by email once an expense was approved and ready for payment.

The employee submitting the claim receives emails when submitted, when approved and then when paid – so no more calls to Finance to chase up the status of the expense claim!

Cloud Solutions Group also created PowerBI reports for Finance to use to access all the expense information provided by the employee and sorted by approver, date, and expense category.

The Solution delivered

· An easy to use app that employees can use on their mobile device or on their PC;

· The ability for employees to take a photo of their expense receipt.

· Automation of expense approvals and notification to Finance.

· Employees are kept informed of the status of their claims by advising when they are submitted, approved and paid.

· Finance can view all the expense data to process into billing/accounting system from PowerBI report; and

· Power Platform can be accessed by the current Office 365 E3 licences.

Value delivered:

• Reduced time and effort required by Finance team to process expense claims:
• All data fields are mandatory so no more chasing up extra information required by the Finance team;
• Receipts must be attached, so no more incomplete claims; and
• Easy to process claims from PowerBI report into account/billing system.
• Minimal upfront investment to build and minimal ongoing costs;
• Power platform is all integrated with Office 365 so security, backup, and management already established;
• Expense claims can be approved easily and quickly by selecting the option within an email; and
• No more paper – easy to use app replaced all the paper and resulted in a streamlined expense claim process.

Scott Butler the IT and Project Delivery Manager at Madgwicks said “Cloud Solutions Group’s expense app provided us with a consistent, auditable and streamlined process for dealing with expense claims. Far removed from the paper-based system where time was spent chasing up extra information and receipts.”

“The system now ensures all information is supplied and expenses can be processed efficiently. Using the office 365 tools gives users a familiar platform for submission and approval. Using existing tools also meant that development and delivery was super quick and easy with no additional infrastructure to be set up and no software to be distributed.”

“The experience really opened our eyes to the capabilities of Microsoft’s Power platform and Cloud Solutions Groups expert ability to execute on that platform.”

Relevant CSG service proposition for this project

· We use our business process experience and IT solutions to deliver a solution that matches clients’ requirements.

· We are leaders in technology solutions for the Legal and Business services sector.

· We have over 10 years of industry experience delivering solutions.

If you have similar requirements or are looking to Automate and Digitise your business processes please contact us on info@cloudsolutionsgroup.com.au or 03 9982 4673

Summary

• Over 850 end users
• 7 business sectors
• 15 studios
• 5 continents
• Global Collaboration enabled
• Centralised Cloud Storage
• Complex and inefficient legacy technology
• Scalable, resilient and cost-efficient solution delivered

The client: A global architectural and consulting practice founded in Australia that specialises in the design and planning of buildings across a wide variety of sectors and disciplines, including aviation and transport, education, science and health, lifestyle and sport. 

The organisation does this as a global design and consulting studio with a team of over 850 experts working across 15 studios in Australia, Asia, Europe, the Middle East and North America. The “Global Studio” model allows them to work collaboratively across time zones and borders, using the latest technology to share design intelligence and strengthen their knowledge base around the world.

The challenges:  These are the challenges the client was facing:

· Architects located in different continents team up on large scale building projects where dozens of people work on a single file. Rapid access across global sites with file locking are not just “nice to have” features, they are critical for the company’s everyday operations.

· Panzura Global file caching solution appliances that were end of life, not meeting business needs and extremely expensive to maintain and replace.

· Overcome the increasing latency that global teams encounter when collaborating on large files.

· Limitations with collaborating across continents and different cloud providers (AWS and Azure); especially between Asia, Europe and the USA.

· Redesign their overall branch office file serving infrastructure to a cloud-centric architecture with better data protection.

· Scale limitations of 2 node Windows Storage spaces solution.

· Provide users with high-performance access to centralised datasets.

· Ageing infrastructure at each of its 18 studios.

· Local backup solution at each studio creating islands of storage and management complexity.

Our Approach

We spent a lot of time collaborating with the client understanding their requirements and frustrations with the Panzura solution. The process we undertook was:

· An options analysis of the available solutions in the market with a recommendation as to what was best fit for the client.

· An extensive Proof of Concept of the Talon/NetApp solution. 

· A solution Architecture of the end state solution.

· Implementation of the solution with the client. 

The solution delivered by Cloud Solutions Group:

· New Lenovo SR630 servers with DE6000F All Flash arrays at each of the 15 studios across the Globe.

· Talon Storage (now called NetApp Global File Cache) Virtual appliances at each studio for Global File Collaboration.

· An HA-pair of NetApp Cloud Volumes ONTAP in the Azure South-East Asia region with a DR copy on a Single-node Cloud Volumes ONTAP instance in East Asia, together with Global File Cache deployed in the client’s USA, UK, China, UAE and Australian locations.

· Consolidated on Azure for Global Cloud provider.

· Utilise Talon (Global File Cache) to replace local backup solution.

The solution delivered:

The solution provided several improvements over their existing architecture:

·  A complete software-based solution- increasing scalability and agility they lacked with the Panzura solution, which is based on hardware appliances installed at every site.

· Reduced complexity by standardising to a single Cloud vendor.

· Standard SMB-based file sharing -enabling interoperability with other systems and freeing them from the vendor lock-in they had with Panzura which uses a proprietary file-sharing protocol.

· True 24/7 global collaborative working environment where every user has rapid access to shared files of all sizes. The NetApp solution uses incremental block-level file sync- which means that it doesn’t suffer from performance deterioration for every new site like on the Panzura solution.

· Improved end user experience with enhanced performance and scalability -with the new Lenovo Servers and All Flash storage at each location.

·  File consolidation with enhanced data resiliency- by hosting their files on Cloud Volumes ONTAP, the client is protecting their business from downtime, data loss, data corruption and ransomware. This protection is supported for the locally cached data at all of their branch offices and they don’t need to invest any time or resources at the branch offices to setup or maintain enhanced data protection.

· Cost savings -by removing the requirement for a local backup solution at each studio as Talon automatically replicates all file data to the cloud and reduced Cloud Storage costs with ONTAP’s storage efficiencies and auto-tiering of infrequently accessed data to low-cost blob storage.

Value delivered

· Immediate cost savings

· Improved productivity

· Increased scalability and agility

· Best practice software-based solution

· Removed reliance on legacy technology

· Reduced operational complexity

· Rapid access to shared files

· Improved user experience

· Enhanced data resiliency

· Cost savings

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· We are vendor-agnostic- we delivered the right fit solution for the client, as opposed to the standard vendors.

· We leaders in technology solutions for architecture & design businesses (3 of the top 4 firms in Australia)

· We are Melbourne-based but have a global delivery footprint

· We have over 10 years of industry experience with Architecture, Construction and Engineering firms.

If you are an Architecture, Construction and Engineering Firm needing help with similar challenges please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au

Summary

70% reduction in Infrastructure spend

Hybrid Cloud Solution

Repatriation from Public Cloud

About 20,000 Members 

Leader of the legal profession in Victoria

Costly and inefficient technology

Scalable, fit for purpose and cost-effective solution delivered

Client

Founded in mid 1800’s this legal membership firm is recognised by businesses, government and the general public as the leader of the legal profession in Victoria. With thousands of members on their books, the organisation represents a potent force of opinion and expertise. The firm is able to shape the nature and reputation of the legal profession, and influence reforms to the justice system.

A non-profit organisation dedicated to benefitting its members and the development, maintenance and the sustenance of the law for the benefit of the community.

Challenges

· Several years ago, the client took a cloud first approach and migrated a majority of their infrastructure to the Public Cloud. Some of their key applications took the SaaS route. Office 365 was the chosen tool for Productivity and Collaboration and Citrix was utilised for Remote Access and Disaster Recovery enablement.

· The solution was working well and satisfying the business’ technology needs, but the public cloud cost kept creeping up every month. Being a non-for-profit organisation, it was getting difficult for management to justify the rising operational cost of IT without any added additional benefit.

· Managements perception that cloud adoption will be inexpensive and reduce costs.
 

Our Approach

We spent a lot of time collaborating with the client understanding their requirements and frustrations with the Cloud solution. The process we undertook was:

· An options analysis of the available solutions in the market with a recommendation as to what was best fit for the client. Including ways to decrease the costs of the public cloud environment. 

· An in-depth ROI analysis to ensure that the numbers stack up over the next 3 years and the savings are significant.

· A solution architecture of the end state solution.

· Implementation of the solution with the client. 

Solution

The solution provided many improvements over their existing architecture:

A Solution that fits business financial needs

Achieves significant reduction (approximately 70%) in Data Centre monthly operational expenditure.

Reduced complexity & improve agility

An overall technical architecture that’s easily manageable by a small IT team. We established an agile and dynamic ICT environment that is fit for purpose which can flexibly scale with the business 

Repatriation from All Cloud to Hybrid Cloud

Bring back key infrastructure components that do not benefit from the Public Cloud model to on-premises. Use public cloud as disaster recovery and back up target. 

Highly available and robust working environment

A state-of-the-art automated disaster recovery solution achieved using Zerto which meets clients RPO and RTO. We are using the Public Cloud for backup and archival and meet clients 7-year data retention compliance obligations.

Improved end user experience with enhanced collaboration and flexibility

Office 365 and Citrix Virtual desktop are delivering the flexible and collaborative environment that the customer needs to provide their staff an efficient, easy to use and feature rich remote working solution.

The end user experience was enhanced by the use of an on-premises All-Flash Dell vSan solution.

Cost savings

We reduced the monthly Cost of the solution by approximately 70% which equates to nearly $1 million dollars over 3 years!

Technology

· New Dell R740xd servers with All Flash disks at their Melbourne Data centre to repatriate their key workloads. 

· VMware VSAN to provide the hyperconverged capability and resiliency. .

· Veeam as the key back-up and archival tool utilising S3 storage as the backup target.

· We are utilising Zerto Cloud DRaaS to replicate workloads between the Cloud and on-premises VMware. Zerto also delivers the Disaster Recovery automation, which simplifies the process of recovery in a disaster.

Value delivered

· Immediate cost savings- 70% monthly and $1 million dollars over 3 years

· Improved productivity

· Best practice Hybrid solution

· Reduced operational complexity

· Improved user experience

· Enhanced data resiliency

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· We are vendor-agnostic- we delivered the right solution for the client, as opposed to the standard vendors.

· We are leaders in technology solutions for Legal and Business services sector.

· We have over 10 years of industry experience delivering solutions.

If you are a Legal or Business services firm needing help with similar challenges please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au

Summary

Critical Systems Failure resulting in 4-day outage

Contacted CSG on Friday, operational by Monday

Team worked day and night over the weekend utilising: 

• Azure IaaS, Azure AD, Azure Files
• Azure Windows Virtual Desktops
• Office365 and Teams for Collaboration

The Client

The client is Australia's leading owner-operated labour hire business network. It operates under a franchisee model, with over 20 franchisees located across Australia. They service industries across; Healthcare, Construction, Transport and many more.

Their current MSP had suffered a catastrophic outage meaning the client had no access to any systems or data and their business had ground to a halt.

The Recruitment Firm was referred to Cloud Solutions Group and contacted us late on a Friday afternoon to see if we could help them. We immediately engaged and over the weekend the team migrated their mail to Office365, Microsoft Teams for collaboration, their File data to Azure Files and delivered this securely utilising Azure Windows Virtual Desktops. This meant they were operational on the Monday.

Once they were operational and the client’s requirements for Security and Disaster Recovery were determined, CSG implemented Azure Backup for Data Protection and Azure Site Recovery for failover to a different Region.

In consultation with the client we determined that Microsoft365 E3 licenses were the best fit for the client, given it includes; Windows Virtual Desktop licensing, all the core Mail and Collaboration tools as well as a comprehensive suite of security services to protect devices and data.

The first stages for security were focussed on protecting Users Identity and MFA with Conditional Access was deployed. In additional to this Data Loss Prevention (DLP) was implemented with Azure Information Protection and Intune for managing both domain and non-domain joined devices and their applications.

This will be an ongoing process of continuous improvement with the client.

Challenges

· Severity One outage critically impacting business operations for 4 days.

· Current MSP unable to help and resolve issues.

· No access to data and applications.

· Insufficient Disaster Recovery and Security solutions in place.

Our Approach

As soon as we understood the client’s predicament, we engaged without a signed contract to get them out of a really tough predicament. The process we followed was:

· Rapidly understood the client’s architecture and environment.

· Collaboratively designed a solution with them.

· Worked over the weekend so they could be operational by Monday.

· Reviewed and optimised the architecture to align to best practices and the clients Security and Business Continuity needs.

Solution/Technologies

The solution provided many improvements over their existing architecture:

A Cloud solution based on Azure and Office365

Given their situation they needed a rapidly scalable platform that would allow staff to work immediately. Azure was chosen as the best platform given their existing investment in Microsoft technologies.

Microsoft Teams and Outlook Online for Collaboration

These best of breed services were simple and quick to implement and allowed the client the communicate with their staff and clients securely and efficiently.

Azure Files for File services

Azure Files is Microsoft’s managed file service. This is a secure and easy to consume service and facilitated rapid access to their critical file data.

Multi Factor Authentication (MFA), with Conditional Access 

To secure authentication and identity, we deployed Azure MFA with Conditional Access providing an additional layer of context-based security on top of MFA.

Azure Information Protection (AIP) for Data Loss Prevention(DLP)

AIP was implemented to allow the client to have granular control over access to their data and the flow of data in and out of their organisation.

Azure Windows Virtual Desktop (WVD)

The client had been using Horizon View Virtual Desktops. WVD is a relatively new service from Microsoft that delivers best of breed secure remote access to applications and data. WVD was implemented quickly allowing users to work remotely from any device and any location.

Microsoft Intune for Endpoint Management

Given the volume of remote sites and users with non-standard mobile devices and laptops, it was agreed that it was advisable to deploy Microsoft Intune to centrally manage and secure corporate data and applications on all of these devices. 

Azure Site Recovery and Azure Backup

Both Azure Site Recovery and Azure Backup were implemented to protect critical data as well as replicate data and servers to a separate Azure Region for Disaster Recovery.

Improved end user experience with enhanced collaboration and performance 

By migrating away from legacy on premises tools to Microsoft’s modern Workplace 365 services and the Azure cloud platform, the users now have access to the best tools in the market as well as a resilient and scalable platform.

Cost savings

Even with all the new services and features we still saved the client money on their monthly IT costs.

Value delivered

· Saved the client from a business-critical outage

· Immediate cost savings

· Improved productivity

· Increased scalability and agility

· Removed reliance on legacy technology

· Reduced operational complexity

· Rapid access to shared files

· Improved user experience

· Enhanced data resiliency

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· Our agility and client first philosophy- we engaged straight away and helped the client over a weekend.

· Our ease of doing business- we helped the client without any commercials in place as it was the right thing to do.

· Our Cloud capability- we had the expertise to get the client up and running over a weekend.

If you need help with similar challenges or are planning a cloud migration please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au

 Summary

8 RAS(Reading and Assessment Sites) 

44 fixed and 2 mobile assessment centres

Reduced cost and power by over 40%

Improved performance by more than 30%

2 node vSAN ROBO at each site

Scalable, resilient and cost-efficient solution with

Integrated Backup and Disaster Recovery

Client

Cancer Screening Organisation (CSO) is a charity providing free cancer screening and assessment services across Victoria. 

Cancer Screening Organisation provides free screening to eligible clients over the age of 40 years. CSO actively invites eligible clients between the ages of 50 and 74 years to screen. In 2018/19, CSO screened over 265,000 women and aims to increase screening by 3% annually.

Screening is offered by 42 fixed and 2 mobile screening services located across Victoria. Each screening site is linked to one (1) of eight (8) Reading and Assessment Services (RAS), including four (4) metropolitan Melbourne and four (4) in regional Victoria. 

The RAS deliver clinical services including reading and further tests to perform required additional assessment to ascertain the possibility of cancer detection. 

Challenges

· CSO were looking for a Partner to help them define and deliver a strategy and solution for their PACS (Picture Archiving and Communication System) data to address the challenge of rapid data growth with the approach of 3D imagining technologies.

· Legacy equipment reaching end of life was traditional 3 tier; SAN, servers and switching solution.
 

Our Approach

We spent a considerable amount of time consulting with the client to understand their data growth patterns and the impact that new 3D imaging technologies would have on their business, data growth and performance requirements. The process we undertook was:

· A series of workshops with various business units to understand the organisational strategy, as well as the planned adoption of new imaging technologies over the next 3-5 years.

· An options analysis of the relevant available solutions in the market and a recommended Solution Architecture to address the needs of the business. 

· Sourcing, Detailed Design & Implementation of the solution with the client. 

Solution

The solution provided many improvements over their existing architecture:

A Hyperconverged solution with VMware vSAN

Moving away from a traditional Server, SAN model, to a 2 Node VMware vSAN Remote Office Branch Office solution (ROBO). This decreased the rack space and power requirements by over 50%.

Reduced complexity with policy-based management

vSAN is integrated into the VMware vSphere hypervisor allowing for a simple integrated management and deployment experience via vCenter. Unlike traditional storage arrays, vSAN also allows you to define policies at a Virtual Machine and vDisk layer providing granular management capabilities.

Improved end user experience and data throughput with enhanced performance and scalability

This was achieved using new Dell r7515 Servers and All Flash storage at each location. As CCO was increasing the use of 3D imaging, the use of all flash storage has had a very positive experience for staff and patients by reducing the amount of time it tasks to carry out the assessment. 

Backup and Disaster Recovery built in

Deploying backup and Disaster Recovery utilising vSphere snapshots and replication to CSO’s Datacentres is policy based and simplified with vSAN and vCenter.

Cost savings

We reduced the Cost of the solution by over 50% by moving to a Hyperconverged solution. 

Technology

· New Dell R7515 servers with All Flash storage at each of the 8 RAS sites.

· Backup and Disaster Recovery replication utilising VMware Snapshots and vSphere replication.

· vSAN ROBO 7.0.

Value delivered

· Immediate cost savings

· Increased scalability and agility

· Removed reliance on legacy technology

· Reduced operational complexity

· Improved user experience and performance

· Enhanced data resiliency

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· We are vendor-agnostic- we delivered the right fit solution for the client, as opposed to the standard vendors.

· We leaders in technology solutions for health organisations

· We have over 10 years of industry experience with Health Organisations and PACS storage solutions

If you are a Health or MRI needing help with similar challenges with your PACS data or infrastructure please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au

  Summary

Hybrid Cloud

Cloud Backup and Disaster Recovery

Level 1 to 4 Managed Services

ISO27001 Compliance

Multi Factor Authentication and Conditional Access

Application Whitelisting with Airlock

Citrix Upgrade

Client

Djerriwarrh Community & Education Services (Djerriwarrh) is a highly regarded not for profit charitable organisation which has been delivering high quality education, training, employment and youth programs in the western suburbs of Melbourne since 1989. Djerriwarrh’s Mission Statement is to ‘support individuals and the local community to learn, connect and grow’. Djerriwarrh works in partnership with the community, other community based organisations, participants/clients and local, state and federal governments. 

Djerriwarrh is a Learn Local and Registered Training Organistion and delivers  a range of pre accredited and accredited Foundation and entry employment level Vocational Education and Training (VET) certificates.

Djerriwarrh is based across multiple sites in Melton, Brimbank and Ballarat.

Djerriwarrh  went to market in early 2020 for a new a Technology Services provider as there was a cultural misalignment with their current provider and their systems and end user experience had degraded to a point where it was having a significant impact on their business.

They are also undergoing a process of ISO27001 certification and needed a trusted partner to help them with the technology and security aspects of this process.

Challenges

· Cultural misalignment with Managed Service provider

· Reactive service

· Degraded Infrastructure and systems

· 15-20 minute logon times for users 

· ISO27001 certification

· Insufficient Identity and Endpoint security
 

Our Approach

The process we followed was:

· Workshopped the clients future business growth plans and requirements.

· Assessed market options for Public vs Hybrid Cloud and determined Hybrid was best fit for the client.

· Designed and implemented an innovative Hybrid Cloud Solution with Backup and DR to secondary Cloud site.

· Mapped out their support requirements and collaboratively designed a solution and proactive service with them.

· Created a program of works for IT and Cyber Security Projects to help them achieve ISO27001 compliance.

Solution/Technologies

The solution provided many improvements over their existing architecture:

· A Hybrid Cloud solution and Office365 with Teams for Collaboration

· Azure Active Directory - Multi Factor Authentication (MFA), with Conditional Access 

· Microsoft Intune for Endpoint Management

· Citrix upgrade to Xendesktop 7.15

· Airlock for Application Whitelisting

Value delivered

· User login time reduced from 15 to 20 minutes to 1-3 minutes.

· Vastly improved security.

· Enabled ISO27001 compliance.

· Proactive Managed Service that meets their needs.

· Immediate cost savings.

· Improved productivity.

· Increased scalability and agility

· Removed reliance on legacy technology.

· Improved user experience

· Enhanced data resiliency

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· Our vendor independence resulting in the right Cloud solution for the client- in this case Hybrid.

· Our Managed Services philosophy of; being pro-active, continuous improvement and always putting the client first.

· Our cyber security capabililty and experience with helping clients with ISO27001 certification.

If you are looking for a managed services provider and need help with similar challenges or are planning a cloud migration please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au

Summary

35 Departments across AU/NZ/SEA (and Hong Kong, Malaysia, Singapore)

7.4 million Files in AWS IaaS

1.07 million Folders

Enable secure remote working

Significant cost reductions

Client

Randstad is a Global Recruitment Firm with headquarters in the Netherlands and employs over 38,000 staff in 39 countries across the Globe. Randstad’s mission is “shaping the world of work” and they are passionate about matching the best people with the best companies in order to develop their potential.

Randstad has a Cloud First strategy. As part of this strategy Randstad was in the process of moving to Google Apps for all their office and collaboration applications. The Asia Pacific firm had already migrated all their on-premises infrastructure to the Amazon AWS Cloud Platform with traditional Windows File servers on Virtual Machines in AWS. End Users accessed files and some of their applications via Citrix Virtual Desktops. 

This had significant cost implications given the monthly compute and storage costs in AWS ,as well as significant annual Citrix and Microsoft licensing costs to keep this running and the management overhead of securing and protecting this data. In light of global Google Enterprise license agreement and the near Unlimited storage given to Google Enterprise clients in Google Drive the path forward was clear. 

An additional factor was the advent of COVID-19 with most staff working from home, it was inefficient to have staff all remote in to the Files via Citrix to AWS. Giving users secure access to an unlimited Google Drive in the Google Cloud is a far more efficient and cost effective solution.

There were several significant challenges associated with this migration including ; the secure transfer of data from AWS to Google and the Google API limiting data transfer rates. However the biggest challenge was the end user experience change required from accessing files in a traditional Windows File Server folder structure, to a more modern cloud experience of the File Sync and Share Google Drive.

Randstad engaged Cloud Solutions Group to help them to deliver this project.

Challenges

· Secure transfer from AWS to Google

· Dealing with 35 departments with different requirements across Asia Pacific

· Large volumes of files(7.4 million) and Folders(1.07 million)

· The Google API rate limiting data ingestion impacting data transfer success rates

· Change Management for the End Users in the new way of accessing, storing and sharing information.

Our Approach

The first step in our process was to do an in depth analysis of the existing file servers to understand; permissions, age of the data, frequency of access, file structures and topologies, security requirements, individual departmental requirements and user personas.

Cloud Solutions Group then collaborated with the Randstad technical and Change Management teams to workshop the requirements for security, file structures and workflows in a Google Drive context. 

It was agreed that Cloud M would be the tool utilised to seamlessly deliver the migration and Cloud Solutions Group designed and instansiated the AWS Infrastructure required to host the Cloud M tool and manage the migration.

Following a staged approach and working with the Randstad Change Management Team the data was successfully migrated department by department ensuring a seamless transition for the users.

Solution/Technologies

· Google Drive for Enterprise with Unlimited storage delivering significant, server, storage and licensing savings as well as enhanced collaboration and mobilty for end users.

· Cloud M Migration Tool with Infrastructure built on AWS.

Value delivered

Andrew Hehir Randstad’s Asia Pac CIO said “We engaged Cloud Solutions Group for this project due to their expertise in large file migrations, and history of delivering similar projects. The capability and customer orientation of the Cloud Solutions Group team ensured a successful and efficient outcome to the project allowing Randstad to realise the benefits immediately”.

· Immediate cost savings

· Improved productivity

· Increased scalability and agility

· Removed reliance on legacy technology

· Reduced operational complexity

· Rapid access to shared files

· Improved user experience

· Enhanced data resiliency

The relevant Cloud Solutions Group Unique Service Proposition for this project:

· Our extensive expertise in delivering any to any file migrations to the cloud.

· Our AWS experience used in designing and building the required AWS infrastructure.

· Our knowledge of Windows File Servers, Group Policy, Active Diectory and Security.

· Our ability to help with end user change management and assist with the design of file structures so it was a seamless experience.

· Our expertise in implementing and managing Cloud M to deliver a successful outcome for Randstad.

If you need help with similar challenges or are planning a cloud migration please contact us here: https://cloudsolutionsgroup.com.au/contact-us or email info@cloudsolutionsgroup.com.au