Develop public and private cloud

The college has been operating for over three years offering a range of different courses to both international and local students. The students are required to present different types of assessments (Knowledge Assessments, Task1 and Taks2) for each unit in their course with two possible outcomes, Competent or No Yet Competent. Each unit is delivered face to face which means attendance is taken every class.
The college staff is comprised by 20 trainers, 10 admin staff, 5 marketing staff and 3 managers; it also subcontracts the IT services with a third-party provider. The college counts with 3 servers which provide WEB, FTP, DHCP, VoIP, database and authentication services. In addition, the campus network has 1 main router (gateway) 2 switches and several Access points to provide wi-fi access.
Furthermore, the college provides digital resources to the students in order to help them with their assessments along with other services such as printing and Wi-Fi connectivity. The software used to manage the digital resources is called JobReady and both students and trainers have access to it.
All the assessments and attendance have been handled manually until now; however, due to a significant increment in the number of students and interruption of face to face classes (due to COVID-19) college has decided to move from a paper to a paper-less system. This means that all assessment will be uploaded to a server/s where they will be marked by the assessors. In addition, data from each student must be kept safe for a minimum of 6 years.
Finally, the college is concerned with the low performance in the network at peak hours (mainly when the students are in/out the campus) and the lack of proper security for some of their online services.
College has contacted you to advise them which would be the best option, either move some or all of their services into a cloud solution.
• Project 1: Public cloud
o Option1 = present a solution where all ICT services offered by College will be move into the cloud.
o Option 2 = provide a solution where only some of the ICT services offered by College will be move into the cloud while others stay in the premises.
o Complete the “Cloud Business Management Checklist”
o Create and attach a “Continuity of operations plan”
 Describe what the plan addresses
 How the proposed cloud-solution will contribute to the plan?
 Include Functional requirements
• Project 2: Private Cloud
o Option1 = present a solution where all ICT services offered by College will be move into the cloud.
o Option 2 = provide a solution where only some of the ICT services offered by College will be move into the cloud while others stay in the premises
o Complete the “Cloud Business Management Checklist”
o Create and attach a “Continuity of operations plan”
 Describe what the plan addresses
 How the proposed cloud-solution will contribute to the plan?
 Include Functional requirements
AWS Services you may need to consider
EC2 = Virtual machines
AURORA = Database
API GATEWAY = “API management tool that sits between a client and a collection of backend services. An API gateway acts as a reverse proxy to accept all application programming interface (API) calls, aggregate the various services required to fulfil them, and return the appropriate result.”
CLOUDWATCH = Management and monitoring
AMAZON S3 = Storage
Amazon s3 glacier = long time storage
SES = Email service
Cloud business management checklist
Establish strategic direction which begins with low risk applications or pilots and draws on lessons learned for future endeavours to capitalise on potential benefits of cloud-based services
Engage with the stakeholders and the Cloud Information Community to identify opportunities 
Assess suitable business needs to determine which information types and business processes will benefit the most from cloud-based services and their related technical impacts 
Consider triggers and timing, identifying upcoming initiatives which present opportunities for the use of cloud-based services 
Consider financial impacts, including whole of life costs and changes to capital/operational expenditure, and ensure they are reflected in the agency’s capital management plan, income statement and balance sheet 
Consider organisational capability, considering the strategic impact to the organisation structure and skills sets and have a plan to mature capabilities in targeted areas 
Manage change, obtaining senior executive sponsorship and engaging stakeholders to address resistance and ensure successful take-up of cloud-based services 
Review governance to ensure controls are adequate for cloud computing 
Implement a cloud solution as a structured project
Build a business model to provide business context, estimate lifecycle cost and to form the basis for functional, performance and resource requirements 
Assess the risks and determine suitable treatment strategies 
Capture requirements for functionality, standards, performance, manageability, security and compliance 
Build a business case, providing business rationale and an assessment of options 
Prepare an exit strategy which considers business continuity, disposition of data and exit costs 
Determine contractual terms prior to engaging the market 
Approach the market, ensuring compliance with CPRs and agency CEIs 
Select a provider, verifying claims on costs, architecture, reputation and capability 
Plan the implementation, ensuring sufficient resources to prepare infrastructure and manage organisational change 
Prepare for on-going operations, ensuring sufficient in-house resources will be in place for on-going operations 
Review the implementation
Undertake periodic risk assessments for information held in the cloud 
Confirm the benefits to ensure cloud solution provides the value and benefits expected in the business case 
Capture lessons learned and apply to future cloud-based services 
Prioritise any new business changes 
Provide feedback to stakeholders 
template for a cloud solution
1. Executive summary
1.1 Summary of Options
you can use information from case studies:
Use the executive summary to provide a brief description of the current situation and the proposed response through deployment of a cloud computing solution. Provide a summary of the available options including initial cost estimates, proposed savings and the strengths and weaknesses of each option. Consider using a table format similar to the one below:
Option One: Option name
Brief Description: Include a one line description of the option
Vendor: Name of the proposed cloud computing vendor
Total Cost: $XX million
Total Savings: $XX million
Option Lifespan: N years
Strengths Weaknesses Recommendation
Option Two: Option name
Brief Description: Include a one line description of the option
Vendor: Name of the proposed cloud computing vendor
Total Cost: $XX million
Total Savings: $XX million
Option Lifespan: N years
Strengths Weaknesses Recommendation
2 Current Situation
This section sets out the issue/opportunity that proposal seeks to address. Provide an overview of the current situation, setting the context for the agency, business, stakeholder situation, technical environment and current risks.
2.1 Policy/Agency Context
State the business objective that would be realised through the available solutions. Compare the objective with the agency’s strategic priorities. Refer directly to the outcomes and outputs in your agency’s Portfolio Budget Statements, corporate plan and annual report. Include the identification of any relevant agency risks that contribute to the triggering situation for the proposal.
2.2 Current Technical Environment
As a business case for a cloud solution is ICT enabled, describe the current situation not only from a business perspective – but also from a current technical perspective. This section documents the relevant components of your current ICT baseline. For example, the section should briefly describe:
ICT infrastructure (both hardware and software)
Extent of virtualisation across the agency
Voice and data communications facilities
Workforce skills and numbers
The section must describe any gaps that the project must address to meet the Critical Success Factors and performance indicators. Gaps may be specific elements or more general service levels related to current levels of interoperability, security and efficiency.
The purpose of this step is to clarify your ICT environment as it stands and any shortfalls. It is not useful to revisit past developments and events at this point. High level environment and architecture diagrams can be helpful, but keep in mind the audience for the document when thinking about the degree of technical detail to include.
2.3 Business Problem
Your cloud business case should begin by stating the practical business problem that options for deploying a cloud computing solution could help to overcome in achieving the government’s policy and service delivery objectives.
Deployment of a cloud computing solution may address several business problems, including:
Facilitating virtualisation across the agency (introductory, intermediate and advanced levels of virtualisation)
Providing a low cost option for systems development work through cloud computing options (rather than investing in ICT infrastructure for new development work)
Enhancing the level of service delivered to stakeholders through rapid elasticity and flexibility of service provision utilising a cloud computing vendor
Reducing agency and whole-of-government costs, such as:
reduced ICT costs through higher utilisation of infrastructure (optimisation) re-use of existing assets volume discounts
standardisation and simplification
Speed to implement
Overcoming the limitation and constraints of a current solution
2.4 Stakeholder Impact
Describe the impact of the current situation on stakeholders.
2.5 Current Risks
Describe the risks that the current situation creates, and the risks of not responding to the current situation. Include both business and technical risks.
2.5 .1 Current Costs
The ability to determine total cost of ownership (TCO) of existing systems will depend on the extent and maturity of the agency’s ICT cost management practices. Data may be available from the CIO or CFO group on: annual ICT BAU budgets for specific systems;
charge-back costs to the business unit for specific systems or ICT business support; specific supplier expense costs such as hosting or consulting; and previous project costs to compare development alternatives.
Where TCO or whole-of-life costs cannot be adequately determined due to a lack of data, a cost comparison of known costs may be sufficient to compare solutions. This involves a break-down of known or reasonably estimated costs for the legacy system and the Cloud solution alternative (eg licensing, development, customisation, hosting, maintenance etc). The business case should always attempt to compare like-for-like costs, and clearly identify where this is not the case, and where any assumptions have been made.
3.0 Proposed Response
Having identified why the business case is being developed, the proposed response section outlines what is being proposed to be done in response. This is about identifying the desired end state or destination, rather than the detail how to get there.
Include a description of the proposed response with any evidence that this will be an effective response to the current situation. This section should focus on ‘what’ is being proposed as a response, rather than ‘how’ that response can be delivered.
3.1 Strategic Alignment
Identify how the adoption of a cloud solution aligns with your agency objectives listed in the policy/agency context section. Refer to your agency’s Portfolio Budget Statements to identify the outcomes that delivery of this response would support.
Where relevant provide specific reference to your agency’s ICT strategic vision and, where appropriate, AGIMO’s Cloud Computing Strategic Direction paper.
The technical environment and business environment sections that follow should describe the vision of the future state of the organisation, i.e. what will be different about the current situation from both a technical and business perspective as a result of the proposed response.
3.2 Technical Environment
Describe the future state of the technical environment based on the proposed response (not the specific options). High level environment and architecture diagrams can be helpful, but keep in mind the audience for the document when thinking about the degree of technical detail to include.
3.3 Business Environment
Describe the future state of the business operational environment based on the proposed response.
3.4 Benefits
Provide a statement of the benefits that the project will achieve and indicative timing for when they will be realised. Include information on how benefits will be measured and the expected targets to be achieved for each measure.
Include interim and longer term benefits, and include any identified negative implications (which might be fluctuations in user-pay provisions of the contract, penalties for breaches of service level standards by the CSP, etc).
4.0 Proposal Summary
A summary of the information provided about the current situation, the proposed intervention using cloud solution options and the expected benefits.
A high level visual representation of the cloud solution might be helpful.
5.0 Options Analysis
Summarise the most significant features of each option. Present a tabular comparison of the options against costs, savings, contract flexibility, implementation timeframe, design requirements listed above and risk. Note any preferences in a “Conclusions” line.
The table below presents a possible presentation.
Requirement Option 1 Option 2 Option 3 Option N
Total costs
Total savings
Flexibility of contract the
Estimated implementation timeframe
Requirement 1
Requirement 2
Requirement N
Implementation risks
6.0 Implementation Approach
Having identified the problem to be solved and the options to be explored in response, this section of the business case is about confirming the agency’s capability and capacity to deliver the preferred cloud solution.
Describe the implementation approach for delivering the cloud solution, including the approach to market, the project/program management governance structures and other key control and assurance processes, describing variations for each identified option if different.
Make note of any changes that will occur in the organisation’s culture that will support the deployment of the cloud solution
It may also be appropriate to provide a visual representation of the implementation through a roadmap, illustrating how the vision, implementation strategy and delivery strategy interrelate leading to the adoption of the solution.
7.0 Security and information assurance
This section is intended to discuss the issues associated with security and information assurance in respect of the proposed cloud solution.
In terms of security, the business case should identify whether there are increased issues in relation to security arising from the move to a cloud solution rather than a non-cloud ICT solution. In particular, addressing the following areas in terms of security will be important:
The security classification/dissemination limiting marker and type of information being processed and stored.
A summary of the security issues that relate to the proposed cloud solution. A risk-based assessment of the information to be stored in the cloud.
An overview of the agency’s security assessment mechanisms that are used to determine whether CSPs have appropriate standards in place to meet the security requirements of customers.
A CSP may have its own security standards frameworks, which can be summarised for this part of the business case, e.g. the CSP may use cloud encryption gateways to provide cloud security proxies or utilise specific quality assurance protocols for data transactions concerning individuals or businesses.
A description of the type of security services offered by the preferred CSP, e.g. firewalls, intrusion detection systems, intrusion prevention systems, antivirus services, distributed denial-of-service protection services, messaging security and web gateway security services.
For information assurance, the business case should cover the following issues:
Agency standards for information assurance and expectations that a cloud vendor will align with the standards as agreed in contractual arrangements.
The steps that the agency will take to ensure that the agreed information assurance standards are adhered to by the vendor during the life of the contract.
Any agency specific business processes that are used as part of an information assurance model that are to be replicated by the cloud computing vendor.
An evaluation of information assurance for the CSP’s services in comparison to the agency’s enterprise services.
Focus on whether the cloud vendor offers high-assurance services that meet the agency’s requirements and whether a higher premium is paid by the client for high levels of assurance.
8. Risks
A high level risk analysis should be undertaken to identify the key risks and the potential mitigating actions associated with cloud computing options. Risks should be ranked according to the agency’s established risk management procedures.
The following table provides some examples of risks and mitigating responses:
Key strategic risk Risk rating* Mitigating action
Business practices are not well understood prior to seeking cloudbased services via a vendor. Agency to conduct business processing mapping and analysis to identify business processes that will be efficiently managed through cloud computing solutions.
Commercial arrangements for cloud-based services are not well understood by the agency. Agency to seek advice from their procurement area on the nature of commercial arrangements associated with contracts with cloud vendors.
Business services with medium/high level risks are potentially identified for a cloud solution. Agencies to undertake scoping work to identify business services carrying low risk and potentially the most feasible services to transition to a cloud solution.
Business continuity failure as a result of vendor with low capability. Agency to determine capability of CSPs during the commercial assessment of the tender evaluation.
Security & information assurance failures. Agency to determine the physical location of data storage under a cloud arrangement and to seek security/information assurance guarantees from cloud vendor.
Only those services carrying low security risks should be in scope of provision via a cloud computing vendor.
* Risks are rated according to the agency’s established risk management procedures.
9 Critical success factors
An analysis of Critical Success Factors (CSFs) can be useful in determining how well each option compares against the project investment options and benefits criteria. CSFs are defined as:
“The attributes that are used to determine the successful delivery of the programme and which the available options are assessed against.”
CSFs will naturally vary from project to project and it is suggested that agencies consider the CSFs for each project on a case by case basis and involve key stakeholders in determining the CSFs. An example of a CSF high level analysis is shown below.
Key CSFs Description
CSF1: Business needs An identification of how the option meets agreed investment objectives, related business needs and service requirements.
CSF2: Strategic fit A description of how well the option aligns with the agency’s ICT strategic plan and key elements of their forward work plan.
CSF3: Value for Money Identification of the option’s value for money.
CSF4: Achievability A description of whether the option is considered to be achievable from the perspective of the agency’s change management/adoption capabilities, whether the agency possesses the requisite skills to implement the option and whether key stakeholders support the option.
CSF5: Supply side (vendor) capability and capacity to
deliver services A key element in any cloud computing proposal is an assessment of the cloud computing vendor capability and capacity to deliver contracted services.
Part of this assessment should also consider the competitiveness of the specific segment(s) of the cloud market (e.g. IaaS, SaaS and PaaS) and whether market offerings are likely to provide a cost-effective solution to the agency.
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