Enhancing Communication and Collaboration for The State of Colorado

The State of Colorado is comprised of 22 different state agencies that employ over 33,000 individuals. The Governor’s Office of Information Technology (OIT) serves the executive branch agencies by providing IT infrastructure, network services, telecommunication tools, cloud computing, application development and support, and provisioning services. The State of Colorado and OIT are tasked with supporting each agency’s mission and enable effective cross-functional IT solutions.

About Colorado Governor’s Office of Information Technology (OIT)

The Colorado Governor’s Office of Information Technology (OIT) serves the executive branch agencies of the state including the Department of Agriculture, the Department of Transportation, the Office of the Governor, and more. The OIT employs almost 1000 people at more than 70 locations across the state. They provide IT infrastructure, network services, telecommunication tools, cloud computing, application development and support for all agencies operating within the state.

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The Problem

In the early 2010s, Colorado agencies found themselves in a bit of IT wasteland. Departments were found to be operating individually and as distinct entities with respect to their email servers, email platforms, authentication systems, and corporate address books. This decentralized and siloed infrastructure created a vast sea of complexity with systems integration and communication, IT planning, and budgeting across the agencies.

OIT was brought in to fix this massive infrastructure issue and began looking for a cloud-based solution to enhance communication and collaboration across the state with the requirement that the fix would also provide cost savings and long term ROI.

Strategy and planning project management

The Solution

Resultant worked closely with OIT and agency stakeholders to identify their IT and business requirements, security and compliance requirements, and establish integration points between the state’s legacy systems and a Google-based solution. We helped the state map their business processes with application functionality and designed a comprehensive change management strategy to prepare each user for the coming change. Following the migration, a suite of comprehensive training on each application was provided with additional role-based training for executives, executive assistants, administrators, and help desk staff.

We integrated individual agency directories with Google Cloud Directory Sync (GCDS) to enable the automatic provisioning and de-provisioning of users. GCDS also provided the state with access to a Global Address List (GAL) that represented all active employees throughout each agency. This solution finally allowed Colorado to tear down the silos that had prevented integrated contact, allowing for seamless communication between each agency and department.

In the end, email, calendar, and contact data for over 33,000 employees was converted over three deployment phases, with each targeting a distinct group of users. In addition, Resultant also led compliance sessions that enabled state agencies to develop and agree upon shared use policies throughout the organization.

The Outcome

The State of Colorado deployed their integrated G Suite solution statewide in 2012. In their reports for their State Legislature in 2014 and 2015, Colorado identified cost savings/cost avoidance of $2.4M in 2014 and $3M in 2015. In 2016, that savings jumped to $7.2M.

In 2014, Colorado executed a statewide initiative to build on the success of the first migration and leverage Google Sites (public and private websites hosted by Google for collaboration) and Google Drive (electronic file synchronization and virtual storage in the cloud).

In 2015, the State deployed Google Mobile Device Management (MDM), Google Hangouts (video conferencing and screen sharing), and increased their use of Sites and Drive.

Presently, Resultant continues to support CO OIT with its Google Cloud environment (test and production domains, Google Chrome, etc.), cloud initiatives and requirements, and with GCP application development services. The result of these Google platform initiatives is an increase in communication and collaboration across the State of Colorado and a multi-year, rolling return on investment, that has saved millions in taxpayer dollars.

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