Decoding cloud migration: Keys to success for federal agency program managers

Decoding cloud migration: Keys to success for federal agency program managers
By Reena Patel
Reena Patel
Director, Software Engineering
Nov 2, 2020

A full or partial cloud environment can help your agency boost efficiency, save capital, and promote innovation, all while ensuring mission-critical business goals are met. 

Still, there’s no denying that cloud migration can be confusing and overwhelming, especially with so many services providers available. To clarify this process from end-to-end, here’s what you need to know about a successful cloud migration—and how to get started.

Keys to a successful cloud migration

The first step in a successful cloud migration is getting clear on your goals and objectives. It’s important to understand all aspects of your migration, including:

  • Which pain points you want to solve.
  • How it will support your current business goals.
  • How it will drive business value in the future.

This information will help you assess the services available—and how you can use them to achieve your goals.

Additionally, all departments need to be on the same page about cloud migrations in order for them to work successfully. Each department needs to understand how it can support the rest of the organization during the transition and beyond. 

One way organizations can ready themselves is to have a plan for the most important aspects of the migration. For example, IT may need to create a security plan, while the organizational change management team establishes new rules for accessing and sharing assets. This will help inspire a more committed workforce, which ensures that new platforms are adopted seamlessly.

How to get started

To get started with cloud migration, take a full view of the entire situation. Consider:

  • What assets need to be moved to the cloud and why.
  • What it will cost in the short term and long term.
  • The greatest business benefits of the change.
  • How long the migration will take.
  • Which changes will deliver the most value.
  • Which aspects of the transition can be automated.

Ultimately, a full-view picture of the migration (and specific business goals) will ensure a smooth transition that maximizes value.

Migration pitfalls to understand and avoid

Cloud migration is a significant undertaking that offers a bounty of potential. Still, it’s important to approach the decision intentionally and strategically—all while communicating changes clearly and often.

Intentional, value-based change

Cloud migration proposals can cause significant sticker shock, leading many companies to prioritize cost-efficiency over functionality. Yet it’s a huge mistake to rush through a cloud migration in the service of short-term savings. A quick “lift and shift” approach of manually transporting data and documents from a legacy system to the cloud can severely inhibit your ability to use the cloud to its fullest capacity—and will most certainly cause additional issues down the line. 

Instead, agencies should work to gain a holistic understanding of the price. When you understand all of the features that are being offered—and how they’ll help you achieve core business goals—the value will be much clearer. It will also help you transition step-by-step, with intention, to ensure that each stage of the migration is completed properly.

Change management and employee onboarding

A common pitfall is not explaining to employees and stakeholders what software is needed and why. Employees who don’t understand the transition or how it can help are often apprehensive. In turn, they may not use the software properly or completely—making it harder to realize its full potential benefits.

New platform adoption requires full buy-in from everyone who’ll use it. Agencies must build a business case and communicate its value to everyone at the organization. 

Strategic implementation

While you may be eager to ignite change, there are likely elements of your migration that can be automated. It’s also essential to stay open and flexible to the potential of what your new environment can look like. These two steps will save you significant time in the long run, and you’ll create room for more cost savings and innovation.

Determining the right solution

There are three main services available for agencies transitioning to the cloud: Infrastructure as a Service (IaaS), Platform as a Service (Paas), and Software as a Service (SaaS). 

IaaS vs. PaaS vs. SaaS

When weighing your options, it’s important to have a solid understanding of the tradeoffs between IaaS, PaaS, and SaaS. Both Iaas and PaaS require more customization than SaaS, yet IaaS is considered the first step up from a traditional data center. IaaS tools manage service, storage, and networks, but you’ll oversee the application used, as well as your data and run time. This may be better for agencies that want a more hands-on approach to asset and data management. 

In contrast, PaaS tools provide less direct control but are more flexible and user-friendly. They manage everything that an IaaS service manages, including run time, meaning they’ll help oversee and repair outages. This middle-of-the-road option is best for agencies that want personalization and flexibility, but prefer the peace of mind that comes from having someone oversee outages.

Lastly, SaaS tools are the easiest to implement because the software vendor manages everything: application, data, run time, servers, storage, and network. SaaS tools are existing services that can be subscribed to easily.

Decoding cloud migration

Hybrid environments

Many agencies also opt for a hybrid environment. For example, we worked with the Federal Communications Commission (FCC) for its migration project. The FCC chose Amazon Web Services as its primary SaaS provider, but also sought a customized, hybrid model. We supported FCC’s core business goals by helping the agency strategically transition to a custom combination of both SaaS and PaaS services. 

With a range of needs and goals across business areas—including its licensing and tracking systems—the FCC’s modernization journey required a consultant with expertise in hybrid models.

Choose partners with proven experience

It’s important to choose the right partners for cloud migration, but it isn’t always easy. You’ll need to find partners that can complement and enhance your current capabilities. The best way to choose a trustworthy agency is to find someone with proven experience delivering not only on standard migrations, but on challenging projects, too.

Take, for example, a monumental migration project we completed for the Office of Facilities Management (OFM). This agency, overseen by the U.S. General Services Administration (GSA), belongs to the Public Buildings Service (PBS), which strategizes, leases, and maintains public properties. The GSA needed to standardize maintenance across 11 OFM operations regions, many of which relied on a mix of manual and digital communications.

The massive scale of this project—over a million assets and 10 million work orders—required an expert. Our team not only helped achieve this solution by developing and deploying the National Computer Maintenance Management System (NCMMS); they did so in a record time of just four months. The keys to success outlined above—defining pain points and business goals—were instrumental in driving project success. We continue to support PBS in its goals for creating valuable, sustainable, community-driven spaces and have saved the agency $2 million annually.

Cloud migration is a significant undertaking. But you can earn the most possible ROI from this transformation by asking the right questions, creating a strategy, and working with experienced partners.

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Meet the author
  1. Reena Patel, Director, Software Engineering