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A Business Case for Secure Mobile Collaboration

A Business Case for Mobile Collaboration Solutions | Good Technology | 866-7BE-GOOD | good.com 2

Contents

1 Executive Summary............................................................................................................3

2 Business Problem..............................................................................................................3

2.1 Environmental Analysis.......................................................................................................3

2.2 Problem Analysis................................................................................................................3

3 Available Options................................................................................................................4

3.1 Option 1 – Mobile Collaboration Apps Protected by App Wrapping.......................................4

3.2 Option 2 – Mobile Collaboration Apps Protected by Good Mobile Collaboration Solutions.....7

3.2.1 Description.........................................................................................................................7

4 Recommended Option......................................................................................................10

4.1 Option Rankings................................................................................................................10

4.2 Option Recommended......................................................................................................10

5 Implementation Approach..................................................................................................11

5.1 Project Initiation.................................................................................................................11

5.2 Project Planning................................................................................................................11

5.3 Project Execution..............................................................................................................11

5.4 Project Management.........................................................................................................12

6 Appendix..........................................................................................................................12


1 Executive Summary

Problem: As the business environment becomes more competitive, global, innovative, cost-sensitive, and responsive, the need for mobile technologies that can support secure collaboration initiatives is increasing. Enterprise mobile collaborative applications provide an excellent way to sync tasks and enable data sharing, but native apps do not guarantee protection from data loss.

Solution Alternative: One possible solution is app wrapping—an approach in which a complete app is surrounded with additional code to give it all the management hooks and security features it needs. Some app wrapping solutions go beyond the security basics by controlling specific app functions. Mobile collaboration technology provides a more complete solution by protecting critical business data and intellectual property as it travels to and from mobile users. This approach goes beyond the device to safeguard all data at rest, in transit, between apps, and in the cloud.

Recommended Solution: We strongly recommend Good Mobile Collaboration Solutions for its app wrapping capabilities, secure mobile app platform, Good Dynamics® AppKinetics™ technology, third-party app ecosystem, and proprietary mobile collaboration and communication apps.

Implementation Approach: After assembling a project team that includes stakeholders, core team members, and a project manager, we will create a project charter and procedures. We will then follow well-established project management principles as we code, configure, test against specifications, test with end users, and launch the solution. We will also provide appropriate training for business users of the solution.

2 Business Problem

2.1 Environmental Analysis

Here’s how it works: An account manager on the road receives an email message on his tablet that includes a PDF attachment of a quote for a prospective customer. He opens the attachment, reviews it, and sends an instant message to his field rep to clarify the discount. He then retrieves his presentation from a cloud server, edits the numbers, and publishes an update to the entire sales team—all without ever opening a laptop. This is the modern workflow. This is mobile collaboration.

The mobile collaboration process must be conducted quickly, without compromising any sensitive information—about the sales strategy, the discount, or the customer. Fueled by a new breed of productivity apps and cloud-based services, today’s mobile workers can now communicate and collaborate over smartphones and tablets.

2.2 Problem Analysis

Business Problem: It’s now up to IT departments to align the productivity demands of mobile workers with secure, managed apps and services that remove the barriers to true collaboration, without exposing corporate data to loss or theft.

App stores are filled with collaboration and productivity solutions, but enterprises must select a secure set of tools that enable productivity without adding risk. As data leaves the confines of corporate servers and networks, an enterprise IT department must be assured that confidential documents and data are well protected.


Enterprise mobile collaborative applications are, by themselves, an excellent way for a mobile workforce to sync tasks on a project and to enable data sharing. But these apps—along with data transmission to and from them—are also excellent ways for a company to incur data breaches by inadvertent replication of unsecured data to cloud services, personal apps, social media and social business outlets, and on and on.

Native apps do not guarantee protection from data loss, which can create staggering financial implications for an enterprise in the form of data breach litigation, cultural impact to a business in the forms of rogue application and cloud use, operational complexities in the forms of app management, and policy configuration and monitoring.

Ideally, a mobile collaboration policy and security infrastructure should be in place within six months from the onset of sanctioned enterprise mobile collaboration workflows.

Business Opportunity: Successful and secure mobile workflows create many opportunities for the enterprise. First, they can increase an average knowledge worker’s productivity by as much as 27%, due to the fact that he or she can now work when and where she sees fit. This flexibility often optimizes and extends a typical workday, to the benefit of the company.

Second, a sanctioned mobile application workflow model will place control of IT back in the hands of IT. If mobile workers are making use of a standard set of company IM; fileshare; and document retrieval, annotation, and editing apps; monitoring and control is again where they belong—within the enterprise.

3 Available Options

3.1 Option 1 – Mobile Collaboration Apps Protected by App Wrapping

3.1.1 DescriptionApp wrapping is just like it sounds—a complete app is surrounded with additional code to give it all the needed management hooks and security features, and the extra code is compiled around the existing app. Some app wrapping solutions go beyond the security basics by controlling specific app functions. By intercepting calls to operating system APIs, an app wrapper can control the use of location data, cameras, microphones, cut and paste, or any other device function. While app wrapping results in secure individual apps, it doesn’t secure data transmitted from app to app.*

IT would take primary and full responsibility for identifying and qualifying app wrap vendors, vendor selection, the wrapping of internally developed or ISV apps, and deployment to employee devices.

Procedural ramifications include determining which groups of knowledge workers—casual, specialized, or executive—will have access to which wrapped apps. Again, a determination would also need to be made around which single-security apps are most used by relevant groups.

An organizational culture shift would be imminent with the adoption of app wrapping: no longer will consumer apps be permitted to access the corporate network from employee devices. Policies and mobility management sanctions also come into play.

Technologically, a single deployment console must be established for both app provisioning and monitoring.

“App wrapping or SDK for mobile application management? I’ll take both, please!” Brian Madden’s ConsumerizeIT, Sept. 2012


3.1.2 Benefits, Goals and Measurement Criteria

Category Benefit Value

Financial •Enhanced employee productivity •Reduction in IT costs, after initial investment•Protection against data breaches

$ x$ $ x

Operational •Improved operational efficiency•Reduction in IT management time•Augmented quality of collaboration

x %x hrsx %

Staff •Increased staff satisfaction•Improved organizational culture•Longer staff retention

x %Describex %

3.1.3 Costs and Funding Plan

Category Benefit Value Budgeted

People •Salary of mobility manager•Professional services consultant•Training courses

$ x$ $ x

YES or NOYES or NOYES or NO

Technology •App wrapping solution license•Mobile app license, per app•Corporate-liable devices (or none if BYOD)

$ x$ x$ x

YES or NOYES or NO YES or NO

Organizational •Operational down-time•Short-term loss in productivity•Cultural change

$ x$ xDescribe


A separate spreadsheet showing an analysis of the cost equations may need to be attached as an appendix to this document if further information is likely to be required for approval.


Identify Funding Sources and Amounts:

Funding Source Amount Notes

Budgeted Headcount

Contract Dollars

Program Dollars

Run Rate

3.1.4 Feasibility

Component Rating (1-10) Method Used to Determine Feasibility

New Technology 5* Created a technology prototype to assess the solution

New People 8 Completed a survey to identify skill-set availability

New Processes 3 Reviewed processes within similar organizations

New Assets 9 Inspected corporate-liable device model and assets (if no BYOD model)

*Ratings in preceding table are sample ratings. To ensure that the feasibility ratings are accurate, use all appropriate methods possible to identify the likely feasibility of the solution. For example, if adopting new app wrapping technology for mobility, develop a small prototype and test it to see if the resultant benefits match those expected from the exercise.

3.1.5 Risks

Description Likelihood Impact Mitigating Actions

Inability to recruit skilled mobility management resources

Low Very High Outsource the project to a company with proven industry experience and appropriately skilled staff

Technology solution is unable to deliver required results (wrap or apps)

Medium High Complete a pilot project to prove that the technology solution will deliver the required results

Data security compromised via non-wrapped apps, and during app-to-app communication

High Very High Maintain strict mobility management processes during the project


3.1.6 Issues

Description Priority Resolution Actions

Required headcount, contract fees, or program dollars have not been budgeted

High Request funding approval as part of this proposal

Required app or wrapper is only at beta phase and has not yet been released live

Medium Design solution based on current version; adapt changes to solution once the final version of the software has been released

Company shifts to either an all-BYOD or a corporate-liable device model in midstream

Medium If shift to corporate-liable model, recalculate effect of device spend on financial impact. If shift to BYOD, recalculate effect of device savings on financial impact.

3.1.7 Assumptions

•There will be no business strategy or policy changes during rollout of this project. •Prices of talent and technology will not change dramatically during the course of this project. •Additional human resources will be available from the business to support this project.•A sufficient percentage of the workforce can benefit from mobile collaboration solutions.

3.2 Option 2 – Mobile Collaboration Apps Protected by Good Mobile Collaboration Solutions

3.2.1 Description

App stores are filled with collaboration and productivity solutions, but enterprises must select a secure set of tools that enable productivity without adding risk. As data leaves the confines of corporate servers and networks, enterprise IT departments must be assured that confidential documents and data are well protected. Mobile collaboration solutions protect critical business data and intellectual property as it travels to and from mobile users. This approach goes beyond the device—even beyond the application—to safeguard all data, whether the data is at rest on the device, in transit across networks, between apps, or in the cloud. Mobile collaboration solutions can secure data across nearly all devices, applications, and platforms.

IT would take primary and full responsibility for identifying and qualifying mobile collaboration solution vendors, vendor selection, and deployment to employee devices.

Procedural ramifications include determining which groups of knowledge workers—casual, specialized, or executive—will have access to which corporate resources. A determination would also need to be made around which resources are most used by relevant groups.

An organizational culture shift would be imminent with the adoption of mobile collaboration: employee productivity would increase, with an end-to-end secure workflow for popular mobile applications such as email, calendar, tasks, document editing, file access and storage, and instant messaging.


3.2.2 Benefits, Goals and Measurement Criteria

Category Benefit Value

Financial •Enhanced employee productivity •Reduction in IT costs, after initial investment•Protection against data breaches

$ x$ x$ x

Operational •Improved operational efficiency•Reduction in IT management time•Augmented quality of collaboration

x %x hrsx %

Staff •Increased staff satisfaction•Improved organizational culture•Longer staff retention

x %Describex %

3.2.3 Costs and Funding Plan

Category Benefit Value Budgeted

People •Salary of mobility manager•Professional services consultant•Training courses

$ x$ x$ x

YES or NOYES or NOYES or NO

Technology •App wrapping solution license•Mobile app license, per app•Corporate-liable devices (or none if BYOD)

$ x$ x$ x


Organizational •Operational down-time•Short-term loss in productivity•Cultural change

$ x$ xDescribe


A separate spreadsheet showing an analysis of the cost equations may need to be attached as an appendix to this document if further information is likely to be required for approval.

Identify Funding Sources and Amounts:

Funding Source Amount Notes

Budgeted Headcount

Contract Dollars

Program Dollars

Run Rate


3.2.4 Feasibility

Component Rating (1-10) Method Used to Determine Feasibility

New Technology 5* Created a technology prototype to assess the solution

New People 8 Completed a survey to identify skill-set availability

New Processes 3 Reviewed processes within similar organizations

New Assets 9 Inspected corporate-liable device model and assets (if no BYOD model)

*Ratings in preceding table are sample ratings. To ensure that the feasibility ratings are accurate, use all appropriate methods possible to identify the likely feasibility of the solution. For example, if adopting new app wrapping technology for mobility, develop a small prototype and test it to see if the resultant benefits match those expected from the exercise.

3.2.5 Risks

Description Likelihood Impact Mitigating Actions

Inability to recruit skilled mobility management resource

Low Very High Outsource project to a company with proven industry experience and appropriately skilled staff

Technology solution is unable to deliver required results (wrap or apps)

Medium High Complete a pilot project to prove the technology solution will deliver the required results

Data security compromised via non-wrapped apps, and during app-to-app communication

High Very High Maintain strict mobility management processes during the project

3.2.6 Issues

Description Priority Resolution Actions

Required headcount, contract fees, or program dollars have not been budgeted

High Request funding approval as part of this proposal

Required app or wrapper is only at beta phase and has not yet been released live

Medium Design solution based on current version; adapt changes to solution once the final version of the software has been released

Company shifts to either an all-BYOD or corporate-liable device model in midstream

Medium If shift to corporate-liable model, recalculate effect of device spend on financial impact. If shift to BYOD, recalculate effect of device savings on financial impact.


3.2.7 Assumptions

•There will be no business strategy or policy changes during rollout of this project•Prices of talent and technology will not change dramatically during the course of this project•Additional human resource will be available from the business to support this project.•A sufficient percentage of the workforce can benefit from mobile collaboration solutions.

4 Recommended Option

4.1 Option RankingsIdentify the criteria by which each of the solution options will be assessed. Then agree on a rating mechanism for each criterion so that ratings can be added to determine a total score for each option.

Criteria App Wrapping Good Mobile Collab

Benefits•Prevention of data breach•Reduced future IT expenses•Improved efficiency•Enhanced employee productivity•Enhanced employee satisfaction

[1-10 Rating]57789

[1-10 Rating]97809

Costs•People•Technology

68

56

Feasibility•Technology components•People components•Process components•Asset components

10768

10689

Risks•Inability to recruit talent •Technology fails to deliver•Data compromised

2 75

399

4.2 Option Recommended

We strongly recommend Good Mobile Collaboration Solutions.

The combination of Good’s app wrapping capabilities, its secure mobile app platform; its AppKinetics technology, which secures data transmitted from app to app; its third-party app ecosystem; and the already-secure features of Good’s proprietary mobile collaboration and communication apps; give us a complete and value-priced mobile collaboration solution.

In addition, if the company decides to slowly migrate from app wrapping to a complete, symbiotic solution over time, Good delivers a logical, proven growth path for that process.


5 Implementation Approach

This section provides an overview of the general approach undertaken to deliver the preferred solution option and derive the resultant business benefits.

5.1 Project Initiation

The project team will include:•Stakeholders. These executives will fund the project, steer it at a high level, and be accountable for its

success. •Core team. These hands-on IT professionals will actually design and implement the mobile collaboration

solution. •Extended team. These “extra” team members—inside and outside the organization—will contribute

expertise as needed. •Project manager. The project manager will have final authority for all major project decisions.

The stakeholders and core team will work together to define success metrics, deadlines, and budget for the project. They will select a project office based on their mutual convenience.

5.2 Project Planning

The project team will:•Create a one-page project charter that covers project criteria, business justification, and estimates of

resource requirements.•Gather requirements from stakeholders.•Draft a project scope statement. •Develop a communications plan and meeting schedule for stakeholders and core team. •Develop a change procedure that includes analysis and documentation standards and identifies the spe-

cific individuals who are authorized to approve changes.•Develop a quality management process for measuring deliverables against the project specifications.

5.3 Project Execution

The project team will:•Code the mobile collaboration solution.•Configure the solution.•Construct the solution.•Release the solution for testing. •Test the solution against specifications.•Test the solution with end users. •Roll out the solution to the user population.•Communicate with end users and provide necessary training.


5.4 Project Management

Describe in brief how the following aspects of the project will be managed:

•Time Management: All time spent by the core team will be tracked via time tracking software and reported in each meeting.

•Cost Management: Project costs will be reviewed in each meeting. Overruns will need to be approved by the project manager.

•Quality Management: The quality of the solution will be assessed against project specifications. •Change Management: Changes will be proposed in project meetings and approved by the project manager. •Risk Management: Because time and cost risks will be addressed and mitigated during project meetings,

technology remains the largest risk. The company will reduce the risk of integration problems and poor software performance issues by maintaining communication with Good Support.

•Issue Management: Each project meeting will include time for all team members to identify issues with the project. The project office will capture these issues and assign them for review by members of the core team, who will them either address the issues themselves or engage Good Support. Issue review and clo-sure will occur at subsequent meetings.

•Procurement Management: Procurement requests can be presented in each meeting. After discussion, the project manager will approve or deny purchase requests.

•Communications Management: Project meetings will be the primary means of formal communication. In addition, all members of the project team will communicate through an online collaboration solution.

•Acceptance Management: After communicating with the core team and stakeholders, the project manager will develop a project plan that includes criteria for reviewing results and accepting deliverables of a project.

6 Appendix

Secure Mobile Collaboration Use Case:

The executive producer for a major motion picture needs to distribute a final film script to her Australian satellite office for immediate review, but she’s out of the office and working on her iPad. First, she uses her Good Connect secure instant messaging client to verify that her counterpart in Australia is at her desk. She then accesses Good for Enterprise secure email through the Good Connect client, and securely attaches the script.

The executive producer’s Australian counterpart downloads the script into her own Good for Enterprise secure docs repository, and then securely opens it in iAnnotate for Good. She makes critical edits to the script that will help prevent negative audience reactions to a scene. She then emails the annotated PDF back to the executive producer, also through Good for Enterprise.

©2012 Good Technology Corporation and its related entities. All rights reserved. Good, Good Technology, the Good logo, Good for Enterprise, Good for You, Good Dynamics, Secured by Good, Good Connect, Good Mobile Manager, Good Share and Good Dynamics AppKinetics are trademarks of Good Technology Corporation and its related entities. All third-party trademarks, trade names, or service marks may be claimed as the property of their respective owners. Good’s products and technology are protected by U.S. patents and various other foreign patents. Other patents pending.

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