Law Enforcement and Cloud Services: A Case Study Rick Holgate Assistant Director for Science & Technology / CIO

Bureau of Alcohol, Tobacco, Firearms & Explosives (ATF)

@rickholgate

Inflection Point

Yesterday Today Tomorrow

Enterprise Platforms

Services & Standards

Closed

Open

Mobile Device Shipments

(Mobile) Bandwidth

Cloud Services

Connected People & Things

ATF: Our Mission and Services

Law Enforcement Operations:

Violent Crime

Firearms

Arson & Explosives

Alcohol & Tobacco

Public Safety Services • Emergency Support Function (ESF) #13 • Firearms and Explosives Licensing and

Other Industry Services • Firearms Tracing • National Integrated Ballistics

Information Network (NIBIN) • National Center for Explosives Training

and Research (NCETR) • United States Bomb Data Center • Terrorist Explosives Device Analytical

Center (TEDAC) • ATF Laboratories • Financial Investigations • Collaboration and Partnerships

ATF Organizational Snapshot (round numbers)

2,450

800

1,650

Personnel

Special Agents

Industry Operations Investigators

Other Professional Staff

$890

$240

$23

Resources ($M)

Firearms

Arson and Explosives

Alcohol and Tobacco

5

Some Critical ATF IT Initiatives: Supporting Unique National Services…

eTrace

eForms / Firearms Information System Modernization (FISM)

Enterprise Standard Architecture (ESA) III ESA IV

Improved Firearms Trace Information Sharing

Laboratory Information Management System (LIMS)

Digital Evidence Collection System (DECS)

Fire and Explosives Research Modernization

Ballistics Imaging Modernization … “eFirearms”

Intelligence Driven Policing Initiative (IDPI)

Next Generation Case Management (NGCM)

Optimization of Enterprise Mobility

Today

Future

…in an environment of constrained resources

From an IT Perspective…

Our Priorities

Integrate and expose

our mission data Reengineering legacy systems and data to achieve a service-oriented environment

Refine and advance

our infrastructure Exploring new models to maximize efficiency

Support our mobile

workforce Providing the right set of tools and capabilities

ATF: A History of Services

1997: Desktop Outsourcing

• Enterprise Standard Architecture, ESA

2003: Interdepartmental HR System

• HRConnect, Department of the Treasury

2008: Application Hosting (ESA)

2011: Shared Financial Management

• DOJ Unified Financial Management System (UFMS)

2013: Cloud Email and Collaboration

• Microsoft Office365

8

IT as a Service

Today Seat management (ESA III)

Human resources (HRConnect)

Financial management (UFMS)

Learning management (LearnATF/LearnDOJ)

Tomorrow Email / collaboration

Video / digital media management (DECS)

User experience – devices / desktops (ESA IV)

Application hosting / application services (ESA IV)

Property management

Mobile device management

Why Cloud Email?

Greater capabilities

• Provides larger mailboxes

• Includes robust collaboration tools

Improved archiving and discovery

Improved availability

• Geographic redundancy

Better pricing

Aligned with Federal CIO priorities

• Shared First, Cloud First, PortfolioStat

10

DOJ/ATF “Must-Move” Cloud

Initiative Best-in-Industry email and collaboration services at reduced life-cycle cost = Cloud First

DOJ enterprise agreement leveraged with intent to simplify acquisition of services = Shared First

ITAR under negotiation with DOJ and vendor since November 2011 (inspection, security, exit clause, change management)

OMB commitment for significant progress by June 8, 2012

Migration timeline: 30 weeks from Contract Signing

Office365 service offering includes:

• Exchange Online

• SharePoint Online

• Lync Online

• Data Archival and eDiscovery

Cloud Email/Collaboration

Key Issues include:

• Major paradigm shift for acquisitions, legal, IT staff, and security

• Disconnects in email Records Retention policy vs. legal eDiscovery requirements

• Archival and storage of over 200 TB of personal archives and mail related data

• Enterprise Identity Management solution is a key prerequisite

• Information and Content Governance must be defined prior to deployment

• Cloud Computing initiatives have already outpaced FedRAMP

Major Steps for Migration

• Contract Award [week 0]

• Scope-Lock [weeks 1-4]

• Environment Build-out (on-premises and in Cloud) [weeks 5-25]

• Pilot Migrations [weeks 26-29]

• Certification and Accreditation [weeks 15-29]

• Service Ready – Migrate all mailboxes [weeks 30-32]

• Deprovision on-premises environment [weeks 33-40]

Accomplishments to Date

• June 2012: Issued Task Order for Office365 Services on DOJ enterprise agreement

• On-Premises Active Directory and Public Folder clean-up

• Requirements defined and “Scope-Lock”

• Network circuit ordered, tested, and activated through JUTNet

• Test machines, service accounts, DNS forwarding, etc.

• Initiated Background Investigations for 150 support staff at Public Trust High (60 needed by 3/27 – 25 waivered or fully adjudicated as of 1/25)

• Initiating user awareness and adoption planning

• Proofpoint Archive and eDiscovery Roles definition

13

Risks

Schedule: • Schedule delayed until network connection approved • Target Pilot (Service Ready) March 27th • Validation of Services 3-4 weeks to ATO • Bureau-wide migration over 2 weeks

Features and Services: • Certificate Based authentication (Mobile Devices) • MDM Upgrades – Good and AirWatch • Proofpoint Archive data conversion and import

Background Investigations: • 125 needed for operational state • 17 @High; 23 @Moderate; 93 in progress • 150 total submitted; 50 explicitly denied

Current Challenges

• Background Investigation of Microsoft Operational Team (60 needed for pilot; 125 needed for full operational state)

• Network Ports and Firewall Rules validation

• ESA IV Transition timing and IT Staff Preparedness

• MDM Upgrades needed for Office365 compatible versions (Good and AirWatch)

• ATF Active Directory synchronization via MMSSPP

• Proofpoint data conversion and import (separately funded and executed)

• Security Certification and Accreditation

• Enterprise Content Governance Policies and Procedures

15

Lessons Learned

The reality of “Cloud”

• Private/dedicated

• Evolving baseline

Personnel security factors

Security controls

• Consistency

• “Medium” vs. “High”

• Real vs. Aspirational

Expected Results

Better, more cost-effective services for ATF

Proven solution for DOJ

Validated through FedRAMP

Available to other customers (Federal, state/local, commercial, …)

Questions?

Rick Holgate Assistant Director for Science & Technology / CIO

Bureau of Alcohol, Tobacco, Firearms & Explosives (ATF) @rickholgate

www.safegov.org www.iacp.org