Youn , Valerie

From:
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Cc:
Subject:
Dunlap, John
Wednesday, November 11. 2009 1:34PM
Aiken, Robert; Hill , Demse; L1zambn, Todd; Sledge, James
Udy, Warren; Cox. Stephen; Doan, Greg (CONTR); Wells. Bob; Green, Robb1e; Markov1is,
Corey (CONTR) ; Husson, Frank: King, Kelly, Fowler, Jeffrey (CONTR)
RE. David Sandalow is now a DOE Google Apps user
Tom has already said that there is no records management or FOIA REQUIREMENT for any email system. Given
that we have the capability to search, we are often asked to do so. Still, it isn't a requirement.
At this point, we have not been asked to support Gmail. We have a bunch of high level people playing with it wllo
think it is much better than Outlook, but we've not been tasked to do anything. Like you, I am concerned that we will
be. At some point we will have an opportunity to indicate the cost necessary to support this service. But we need to
be able to articulate wl1at it is we will be the end user can i Gmail and
Calendars.
Bottom line -we need to understand the issues and make our case. No one else 1s thinking about it. I will carry the
message. Indeed we mtend to discuss this at the upcoming ECPC meeting next week (Thursday.) I hope I can
have some good thought by then. I do appreciate the issues you. Bob, have already ra1sed.
John
-----Original Message-----
From: Aiken, Robert
Sent: Wednesday, November 11 , 2009 12:47 PM
To: Dunlap, John: Hill , Denise; Lizambri. Todd; Sledge, James
Cc: Udy, Warren; Cox, Stephen; Doan, Greg; Wells. Bob: Green. Robbie; Markovits, Corey; Husson, Frank; Kmg.
Kelly; Fowler, Jeffrey; Aiken, Robert
Subject RE: David Sandalow is now a DOE Google Apps user
John
n we can address these but there
is NO FREE lunch. The cost will be shifted. We also need to let everyone (S1s and S2s) know the limitations and
that we (EITS) won't be able to help when Google goes down (and yes we went down I understand), when the
network goes down to Google they loose the capability, that we wont have the ability to add features google doesn't
support etc. - agam we have to manage expectations wrt going to google and fund it.
With enough thrust and money a pig can make it to the moon - it's a matter of resources.
Robert (Bob) J. A1ken
VP of Engineering and Chief E
2087 4 robert.aiken@hq .doe.gov,
----Original Message----
From: Dunlap. John
Sent: Wednesday, November 11, 2009 11 :52 AM
I
To: Aiken, Robert; Hill, Denise; Lizambri, Todd; Sledge. James
Cc: Udy, Warren; Cox, Stephen; Doan. Greg; Wells, Bob; Green, Robbie. Markovits, Corey; Husson, Frank King,
Kelly: Fowler, Jeffrey
Subject: RE: David Sandalow is now a DOE Google Apps user
All - rather than respond point by point, I'll explain what I believe the current Google environment delivers and
impl ies.
-The current assumption is that all content will be "non-sensitive." This term has both cyber security and general
usage definitions so the meaning gets very slippery LBL. who 1s piloting this approach, really does believe that they
have nothing sensitive - in the broad general meaning - on the email system. This mean no personnel discussions
or documents. no procurement, no "decisional" or "predecisional" information. etc. Clearly this 1s not true for DOE.
- There are no Records Management concerns. We have talked to the experts on this one. RM requires that each
user identify and store records individually. There is not FOIA or other search requirement for an email system. If a
search is possible then it might be required If not then not problem.
- Google's paid service has SLAs that are probably at least as meaningful as ours.
- Google App and email services are near completion of a C&A at the moderate level that will be owned by GSA.
This matches our current capability in Ex07, I believe
- Google's security model depends heavily on Federated Identity Management and SAML assertions. This
Infrastructure is all deployed and managed by the agency, not Google.
- Google Mail SPAM filtering is considered very high quality. It obviously does not include our internally generated
cyber code filters.
What we are seeing here is a classic disruptive technology. For us it appears catastrophic but it has the potential be
a game changing technology for agencies and organizations. We DO NOT want to be ostriches and take a reactive
negative stance. We need to really analyze and understand this approach FROM THE VIEW OF THE CUSTOMER.
The potential benefits are very large- much higher availability and accessibility, lower and more predictable costs,
integration with on-line ("cloud") capabilities that we could never match. etc. But I don't underestimate the potential
limitations, integration issues, legal and policy traps, inefficiencies and cost explosions. Our job is to serve the
department by providing high quality professional advice in language that senior decision makers can understand:
ie: "this won't work, and this will cost a lot more."
Denise and 1 are trying to play defense with about 5% of the understanding that we need. We do have the forum to
lead this discussion, but currently she and I are lacking much real information. It is a fascinating question. Here is
an opportunity to demonstrate the value we bring to DOE. And, yes. I do understand that everyone has real jobs as
well. Just let us know what you think
Thanks.
John
-----Original Message-----
From: Aiken, Robert
Sent: Wednesday, November 11, 2009 9:26 AM
To: Hill, Denise; Lizambri. Todd; Sledge. James: Dunlap. John
Cc: Udy, Warren; Cox, Stephen: Doan. Greg; Wells, Bob; Green, Robbie; Markovits, Corey; Husson, Frank; King,
Kelly; Fowler, Jeffrey; Aiken, Robert
Subject: RE. David Sandalow 1s now a DOE Google Apps user
Importance: High
To be useful I think Google should provide us an overview of what is doable with their services and then others can
ask questions-
For example
- what management capabilities does DOE have
- search - FOIA?
- examine traffic stats
- how do we know the data is kept in the US centers?
-is there storage limits
- what are costs for over a limtt
- how long is email kept?
- is it archived?
- can we retrieve "deleted" ema1l? Who does it- google or us?
- what is SLA and what happens
-We have the major issues of Google GAL information being PI I
-even if declared not PII
- do we move all GAL data to Google?
- tf only a few DOE people use Google how does Google and DOE GAL sync
of mteract
-if we have 2 GAL DBs- how (and who) keeps them both up to date for moves adds and changes?
- how is any Google calendaring synced with EX07 Calendanng?
- all same issues associated wit11 GAL apply to calendaring
- issue wrt routing (email)-
- w111 we have static IP address and names of Google servers to allow (FWs)
traffic
- what about latency ? After all we will be accessing Google via Internet service and
past TIC monitors
-what do they recommend BW wise for our Internet per 100,1000 users?
- What is required DNS wise?
-what about DNSSEC- how do we (DOE.GOV) authenticate to .GOV?
- issues wrt spam filtering- what criteria and w11o sets?
- any entrust or encryption acpabilities
- having data stored on different centers doesn't address encryption in flight
-what is SLA wrt latency, access. response. availability -and penalty/recourse if an outage?
- how will BES be integrated?
- if there is a problem what is service center protocol - is Go ogle 1st call?
- how do they contact us?
-what is escalation (hrs. process etc.) if a problem
- how do we handle contamination? (eg. PI I, OUO, Sensitive data on google)
- what is Google plan for unified communications and especially integrated into an electronic
work and process flow system ? - eg.a sharepoint based UC/wrok flow system at DOE?
Just to name a few questions
Robert (Bob) J. Aiken
VP of Engineering and Chief E n t e ~ Architect EES. LLC 20440 Century Blvd, Germantown, Md.
20874 robert.aiken@hq.doe.gov, ~
Youn , Valerie
From:
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Peter J. Tseronis
Senior Advisor
U.S. Department of Energy
(office}
(mob1le)
Tseronis. Peter
Tuesday, March 02, 2010 7 42 AM
Hu1e William (CONTR}
Fw Federal Cloud Computing and the LBL cloud proJects
From: Gregory Bell <grbell@lbl.gov>
To: Tseronis, Peter
Sent: Mon Mar 01 22:12:57 2010
Subject: Re: Federal Cloud Computing and the LBL doud projects
I li Pete.
llere's some inli:mnation about tm.) lkrkcley Lab cloud initimivcs l(lr your meeting this vvcek. l'\'e chosen a
coupk of our more notable projects - but there arc more. and I'd be happy to discuss by phone.
I SCI..' that your sampk' slide f'Ocuscs on reo and cost bcnL'lit. l or the projects bcltm. that was not the primary
motivator. and I don't think l'lllx: abk to get rcliabk data about cost savings by CUB tomorrow. (In the case or
the Google Apps the si luation is complicated by some negotiations currently underway.)
For both of these projects, incrcasc::d fum:tionaiily. and resiliency were the driving ahhough
cost v ... as a consideration. of course. That might he a useful message to take to the commirtee- ie. cost only
one Jimcnsion ol'\alue.
-- GMail. GCalcndnr. GDocs --
contact: Adam Stone. adstoncr'a%1.!!0\
business need: more flexible, feature-rich and resilient collaborative tools suite
description: Berkeley Lab will be migrating its staff to the GMail and GCal, and has already rolled out
the GDocs collaboration tools Lab-wide. For a brief description of our
motivation: https://commons.lbl.gov/display/google/Google+Apps+-+Welcome
qualitative benefits: better searching; freedom from email filing; better mobile device support;
platform-independence; more rapid feature roll-out; centralized configuration for filters, preferences,
and themes; greatly enhanced usability
lessons learned: the transition was announced March 1, and we Wi ll carefully mon1tor the process and hope to share
lessons learned w1th our colleagues shortly
--- Home Energy Saver on Amazon EC2 --
contncL: Greg Hell. grbell(a. lbl.gu\
business need: more scalable and resilient infrastructure for high-profile, consumer-facing DOE web
application
description: Berkeley Lab's Environmental Energy and Technologies Division is in the process of
migrating the Home Energy Saver website (a high-profile DOE application that assists homeowners
111 making informed choices about energy retrofits) from a locally-managed infrastructure to the AWS
(Amazon Web Services) platform.
qualitative benefits: better resiliency; easy scalability; hardware cost-avo1dance; sustainability
lessons learned: the transition is currently in progress: the dev environment IS currently 1n EC2, With the production to
follow shortly
Let me know if you'd like more info. I'm currently at IMC, and may be somewhat slower than usual to
respond by email.
best,
Greg
On Thu. Feb 25. 0 at 8:53PM, Tscronis. Peter wrote:
Greg,
Thanks aga1n for tak1ng the t1me to speak w1th me re the Magellan ProJect. I have reached out to Kathy Yelick.
As we discussed, I've attached a slide illustrating the Federal Cloud Computing governance structure and how the Cloud
Computing Advisory Council (CCAC) fits in. The CCAC 1s made up of more than 70 IT and enterpnse architects from 25
agencies and will be responsible for documenting cloud computing success stones and use cases in the coming weeks
We would like to begin this process by using LBL cloud initiatives (email and calendaring) as a "model" success story. The
information you provide will be synthesized rnto the attached "Use Case Sample" slide and presented to Vivek Kundra
(the Federal CIO). Thrs is a great opportunity to highlight your efforts and results to date.
If possible. please provide me with the following informatron by COB Tuesday, March 2 and I will make sure that rt is
presented to the Federal Cloud Computing Leadership (including Vivek) on Thursday, March 4.
- Pornt of Contact
- Business Need I Problem (who. what. why, where ... etc)
- Descnpt1on of LBL cloud initiatives. i.e email and calendaring (and how it addressed your busrness need)
- Cost Savings (Traditional IT mvestment vs. Cloud Comput1ng)
- Qualitative benefits
- Lessons learned
Feel free to contact me at the number below if you would like to discuss further
Thank You'
Peter Tseronis, PMP
Semor Advisor
U S Department of Energy

(desk)
(mobile)
Young, Valerie
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This all looks great.
Wykpisz-Lee, Teressa
Monday, April25, 2011 4:50PM
'Adam Stone'
RE Followup
Thanks so much-will let you know 1f any questions come up.
T
-----Original Message----
From: Adam Stone [mailto:adstone@lbl.gov)
Sent: Monday, April 25, 2011 3:43PM
To: Wykpisz-Lee, Teressa
Subject: Followup
Let me know if I missed anything:
Berkeley Lab has been an early and enthusiastic explorer/adopter of cloud computing.
We think it's
1. Good for Science (saves money, provides better & more cutting edge services) 2. Good for the Planet (cloud
computing tends to be well run in "greener" data centers then even our reasonably well run ones)
We've adopted and investigated numerous cloud solutions - we have websites and scientific computing in Amazon
Web Services. our IT Service Desk and Talent Recruitment system both are prov1ded by cloud (Software as a
Service) vendors. and we have dozens of other smaller seNices deployed and in progress
Google Apps is our largest deployment to date.
Google Apps =
Commodity (but powerful) Personal Productivity Tools (Email. Calendar)
+
Powerful Collaboration Tools (Docs, Sites. Groups. Video, etc)
The Collaboration Tools are important. because LBL runs on collaborations with the following characteristics:
1. Lots of external collaborations- must be trivial to mvolve multi-institution collaborators as full partners (or not).
2. Lots of small to midsize collaborations- disciplines with these collaborations (Biology, Energy, etc) are historically
underserved relative to large ones (High Energy Physics)
3. End User Control - researchers and staff want to run their collaborations without help from it staff (reduces costs
and encourages tool use)
Examples (all available 1n consumer versions - links below) Google Docs: Realtime collaboration on documents w1th
anyone/anywhere
- full version control. publ ish to the world or keep private (user controlled). Researchers use this for pre-publication
with colleagues. brainstorming, and early data analysis. Some researchers are beginning to use it for data
gathering too.
Google Sites Quickly create websites for sharing science info with collaborators and/or the public. Two clicks to a
public website, great for our use of case of lots of small collaborations who need to share files, publish info about
their projects, and get the word out about where taxpayer science dollars are gomg.
Google Talk AudioNideo/and Text Chat with colleagues at the lab or around the world. Get quick answers via IM
and reduce phone costs and (maybe eventually) travel costs.
Q&A
What about FISMA and Security?
DOE requires that its Laboratories undertake extensive risk analysis to determine what's appropriate for their
environments. We implement FISMA through a risk management process that reqUires transparency with our
Laboratones as well as ongoing monitoring of performance.
Berkeley is an entirely unclassified open science laboratory, and after a year long evaluation process, they decided
that the risks were within the tolerances set by DOE oversights. They have talked to many agencies about their
evaluation process and are happy to talk to others.
In terms of secunty generally, there is no clear "it's secure" or "it's not." A nuanced understanding of the tradeoffs is
required, with input from all the appropriate stakeholders. That's how we expect all our Laboratories to manage all
their operations- not just security ones.
What about the recent Amazon outage?
It's important to point out that all services. whether provided in house or by an external provider, can be subject to
outages. The recent Amazon outage was certainly longer and more senous then most people probably would have
predicted. A key lesson from this to truly understand wl1at the vendor is offering and how to take advantage of it
- as well as to have contingency plans 1n place if the provider expenences issues. The entire IT community Will be
looking at lessons learned from these issues.
What about your IG?
Our IG recently undertook an evaluation of cloud computing at the DOE.
Their recommendation was to enhance our DOE wide standards. We have taken that under advisement , but we
do believe that, in the case of the Laboratories. the diversity of their missions makes one size fits all
recommendations very undesirable. We also believe that there is plenty of useful tnformation out there from NIST.
higher education. and commercial sources regarding how to manage risk in a cloud environment
Links to play with:
1. Chat- Log m to your personal gmail account and you'll see chat on the left hand side. When you click the video
camera icon, you'll be able to start a video chat (a one tune software download is required) .
2. Google Docs- from your personal gmail account. click Docs on the upper left side. or visit docs.google.com
You'll be able to create a new document. Click sharing to share it with others.
3. Google Sites - some examples from our lab:
https://sites.google.com/a/lbl.gov/drd-it/
http//cyclotron.lbl.gov/
https://sites.goog le.com/a/1 bl .gov/resdb/home
https://sites.google.com/a/lbl.gov/windowoptics/
More from LBL:
LBL Cloud Strategy Overview:
https:/lcommons.lbl.gov/display/itdivision/201 0/12/07/Cioud+Computing+-+An+Update
Stats on Google Use:
https://commons.lbl .gov/display/itdivision/2011/03/09/Google+Use+lncreases+Dramatically
User Satisfaction Survey internally:
https://commons.lbl.gov/display/google/Google+Apps+Survey+Results
Adam Stone
Office of the CIO it.lbl.gov
Berkeley Lab, University of California
510.486.4650(o) - (c)
Young, Valerie
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Sensitivity:
!Google Calendad
jkaden@google.com
Thursday, August 20, 2009 8:11 AM
H11l, Denise
Accepted: Google NDA@ Thu Aug 20 9:30am- 10am (denise hill@hq doe.gov)
Private
John Kaden has accepted this invitation
Google NDA
Thu Aug 20 9:30am - 1 Oam
(Timezone: Eastern Time)
Calendar: denise.hill@hq.doe.qov
Owner/Creator: denise.hill@hq.doe.gov
Other attendees: anthony.bailey@hq.doe.qov robert.marchick@hq.doe.gov .
sethsiciliano@google.com , carol.williams@hq.doe.gov
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Denise,
[Update] DOE Google Apps call@ Thu. October 8, 9am- 10am
Phone
Thu 1 0/8/2009 9:00 AM
Thu 1 0/8/2009 10:00 AM
(none)
Accepted
Seth Siciliano
chriswalsh@google.com: Udy, Warren: Hill, Denise: jkaden@google.com,
sethsiciliano@google.com
jkaden@google.com: chriswalsh@gocgle.com; Hill, Denise: Udy. Warren
I have updated the calendar invite with dialrn instructions. I was planning on be1ng in the district in the morning though
I thought I would come by DOE ancl dial in with Warren and yourself.
Does that work with your schedule?
mvtte.tcs
Seth
Young, Valerie
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Google Docs discussion
The cal11n number is 301-903-9159
Fri 11/13/2009 1ooo AM
Fri 11/13/2009 11 :00 AM
Tentative
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Not yet responded
Hill, Denise
Lizambri. Todd: Fowler. Jeffrey; 'sethsiciliano@google.com'; 'jkaden@google.com' : Riccardo,
Matthew: Gettings, Robert [USA]; Pike, DuOuesa
Doan. Greg; Dunlap, John: Aiken. Robert
Young, Valerie
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[Update] confirmed- DOE Gma1l call
866-457-4646 p/w 94862301
Wed 12/2/2009 4.00 PM
Wed 12/2/2009 4:30 PM
(none)
Accepted
Seth Siciliano
Dialin Info update 8664574646 p/w 66778899 initiate code is 21778939. Seth
mvite.ics
or Andy please initiate.
7
Young, Valerie
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Google Discussion
CA-219/ Conference Call 866-457-4646 ext 66778899
Fn 2/26/2010 9.00 AM
Fri 2/26/2010 10:00 AM
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(none)
Not yet responded
Hill, Denise
Aiken, Robert; Le. Due; Fowler, Jeffrey; Saldan, Thomas; jkaden@google.com;
'sethsiciliano@goog!e com'
Sledge, James: Doan, Greg; Kmg, Kelly: Lizambri, Todd; Harner, Lane; Blank, Matthew,
Cummmgs. Matthew, Shade, Stacey, Markov1ts, Corey: Cox. Stephen
When: Friday, February 26,2010 9:00 AM-10:00 AM (GMT-05:00) Eastern Time (US & Canada).
Where: CA-219/ Conference Call866-457-4646 ext 66778899
Note: The GMT offset above does not reflect daylight saving time adjustments.
Technical discussion of DOE's questions about what is required and risks associated with an
Enterprise class (not wide) solution for people to use gmail as their primary email.
The Google resources are available this Friday from 9- 10
Young, Valerie
Subject:
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Updated Invitation: DOE Apps Pilot Kickoff CONFIRMED BY DOE @ Man Mar 8 8:30am -
1 pm (due Le@hq.doe gov)
http://maps.google.com/maps?f=q&source=s_q&hl=en&geocode=&q=doe+germantown&sll=
39.182498,-77.258295&sspn=0.002183,0.004823&re=UTF8&radrus=0.13&filter=O&rq=1
&ev=zi&hq=doe+germantown&hnear-&11=39. 158709.-77 283379&spn=O. 002184,0.004823
&z= 18&iwloc=lyrftr un
Mon 3/8/2010 8:30AM
Man 3/8/201 0 1 :00 PM
(none)
Not yet responded
John Kaden
Bill Hippenmeyer, Le, Due: Seth Srctliano: iankelly@google com
This event has been changed.
more details
<httos://www.google.com/calendar/event?action=VI EW&erd=Zms2dHRu NjVhamFzaG90ZT JzbWw4ZT gSZzAgZHVjlmxiQ
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5NjZkZmNI&ctz=America%2FNew York&hl=erP
DOE Apps Pilot Kickoff CONFIRMED BY DOE
Changed: Apps Pilot kickoff meeting, Germantown DOE location
U.S. Department of Energy
19901 Germantown Road
Germantown, Maryland 20874-1290
When Man Mar 8 8.30am - 1 pm Eastern Trme
Where http.//maps google.com/maos?f=q&source=s q&hl=en&geocode=&q=doe+qennantown&sll=39 182498.-
77 258295&sspn=O 002183,0.004823&te=UTF8&radius=0.13&filter=O&rq=1 &ev=zi&hq=doe+germantown&hnear=&ll=39
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<httpflmaps.google.com/maps?g=+http%3A%2F%2Fmaos.gooqle.com%2Fmaps%3Ff%3Dg%26source%3Ds q%26hl%
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Calendar duc.Le@hq.doe.gov
Who John Kaden - organrzer
Bill Hippenmeyer
o duc.Le@hg.doe.gov
.. Seth Siciliano
.. iankelly@google com
Going? Yes
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