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MEMORANDUM TO: FROM:

Mr. Robert Skinner Amornwit Rangsiyawaranon

DATE: March 25, 2013

SUBJECT: Proposal for upgrade: Email system infrastructure.

Background:
The National bank of Florida is one of the premier public sector banks, and it has successfully transformed itself into a modern age bank to cater its customers efficiently and effectively. The bank has its Head Quarter office in Sanford, Florida, 15 regional offices and 55 branches spread across the State of Florida. The bank has recently set up a robust, scalable, and state-of-the-art Wide Area Network connecting its various branches and offices with its Data Center (DC) locates in Orlando, Florida. In the past 10 year, we have been upgrading our networking infrastructure to better accommodate rapid business expansion. However, we have been using Microsoft Exchange 2000 for our email solution since 2001, and the user base has since grown from 200 to 1500 mailboxes. With an Enterprise Wide Area Network (WAN) upgrade that was completed earlier this year, we feel it is best to consider upgrading our email/messaging system at this point.

Problem:
We are currently employ 50 Microsoft Exchange 2000 servers spreading over 15 different sites/locations to handle our email workload. With over 75% of the hardware being more than 5 years old, we have been spending over 10% of our IT budgets just to maintain and repair those aging hardware.

Operation cost of Email System compare to overall IT budget: Budget year 2006 2007 2008 2009 2010 IT budget $1,560,900 $1,250,000 $1,900,000 $1,500,000 $1,120,000 Operation cost of Email system $100,900 $90,500 $100,000 $110,300 $135,000

As shown above, the cost to maintain and operate our Email system is increasing year-over-year, and large percentage of those cost are incurred during maintaining and repairing of the systems. Also, with older Microsoft Exchange 2000 Email system, we are currently facing limitation with our implementation of requested feature from our users. Most importantly, there are many more security risk and/or privacy issues with Microsoft Exchange 2000 that could prove to be a huge liability for the company.

Propose Solution:
We, the IT department, are proposing the planned upgrade and migration our Email System from Microsoft Exchange 2000 to newer and more robust Microsoft Exchange 2010 Email System. There are 2 side of this project: hardware upgrade, and software upgrade. We will also be leveraging the new virtualization technology to help reduce the overall cost of maintaining and operating the new Email System.

Cost analysis One time cost of implementation 25 Dell PowerEdge T660 Server 50 Microsoft Windows Server 2008 (Enterprise) license 50 Microsoft Windows Exchange Server 2010 license 2000 Client access license (MS Exchange) Miscellaneous hardware/software TOTAL Recurring operating and maintaining Operating cost (yearly) Maintaining cost (yearly) TOTAL $45,000 $15,000 $60,000 $137,000 $55,500 $25,000 $17,500 $15,500 $250,500

Cost of the new systems over their life cycle (10 years): One time cost Operating cost (10 years @ 10% increase/year) Maintaining cost (10 years @ 10% increase/year) TOTAL Cost of operating currently system over the next 10 years: Operating cost/Maintaining (10 year @10% increase/year) TOTAL $1,450,000 $1,450,000 $250,500 $510,000 $220,000 $980,500

With the new system life cycle of 7-10 years, the recurring operating and maintaining cost is far less than what we currently spending currently. Even with the Operation and Maintaining cost is increasing at 10% per year, at the end of 10 years life cycle, we will still save money over operating existing Email System. New notable benefit/feature of Microsoft Exchange 2010 1. Offline support in OWA Auto sync when connectivity is resumed. 2. Site Mailboxes Integration with Microsoft SharePoint for collaboration. 3. Outlook Web App Accessing email using web browser anywhere. 4. Exchange Administrative Center (EAC) easier to manage Email system 5. Support for up to 8TB disks Less budget spending over costly hard drive. 6. Built in basic anti-malware protection Better security/less liability. 7. New Data Loss Prevention (DLP) Data protection 8. Combine Roles require less number of servers to be effective. 9. FAST Search more consistent indexing and search result. 10. Replication promote high availability. 11. Better encryption support to better comply with various law and banking regulation.

Project implementation and timeline:


The implementation goal is for all new servers to be configured and deployed in 8 weeks span. There will be 1 pre-deployment and 3 phases of implementation to be completed. Pre-deployment (currently underway/pending official project approval) Check the compliance requirement with legal department Draft up installation manual for technicians

Meeting with the upgrade team to check for readiness

Phase 1 (week 1-3) Install and deploy first 5 Microsoft Exchange 2010 Email System in our Head Quarter Migrate 50% of IT departments mailboxes to the new system Get feedback and problem from our IT user that is migrated Fix/log any problems or issues

Phase 2 (week 4-6) Install and deploy 20 more email servers throughout our sites Migrate 50% of each department to the new system Log all the report of the issues each department may encounter during transition period Fix all of the reported problems

Phase 3 (week 7-8) Migrate all of the users to new system Check all the final compliance with legal department Retire all of the old email servers

The IT department has all the necessary information and resource to execute the plan as soon as the project is approved. We are working closely with compliance department to ensure that the new Email System meet/exceed regulatory standard impose by various government agencies.