Collaboration Without Borders (Cloud Next '18)

[MUSIC PLAYING] CHRIST BIEBUYCK: Good afternoon, everybody I hope you enjoyed lunch Or, for those of you still busy, enjoy I’m Christ Biebuyck, IT manager at Barry Callebaut, also Head of Collaboration Services And I brought with me Evgueni Smoliar, Delivery Head of a Capgemini Capgemini, who is the company who helped us in actually doing the rollout and in our journey moving towards Google In the next 40 to 45 minutes we will bring you on topic on how we moved to G Suite, why we were looking for a collaboration service, which challenges we faced, how we did the criteria, how we did the rollout And then Evgueni will further explore on what we did after we moved actually to G Suite Just as a starter, and to offer you a dessert after your lunch, we will give you a short movie, which you can start, just to present our company And then afterwards we start the session [MUSIC PLAYING] CHRIST BIEBUYCK: So I hope you all love chocolate If not, this should inspire you Just some small figures, if we get slides there Not yet, apparently Anyhow, what is important for the rest of the story, we are in 55 countries We have production facilities We sell in over 140 countries Important to know because this is part of our collaboration challenges to which we come back later on Sustainability is high on our agenda We invented, recently, fourth type of chocolate, being ruby But enough about Barry Callebaut Let’s switch to Cap and then on the story EVGUENI SMOLIAR: So the Capgemini is a global IT consultancy company We are having [INAUDIBLE],, but we have about 200,000 consultants working all across the world We are helping our customers in the digital journey every day We have presence in basically all the regions and all the countries across the world

We started to work together with Google about, I think, seven years ago Like most of the partners, we start under G Suite I think we moved our first customer to G Suite in about 2011 But now we have a range of solutions built and innovations built on different kinds of cloud technologies and in different sectors and different [INAUDIBLE] CHRIST BIEBUYCK: Good So when we go back, going back to 2010, 2011, at that moment, we were still as a company using Lotus Notes as a collaboration platform And one of the issues we faced is a geographical split where people in R&D centers from all over the world needed to work with each other But at that moment in time, we did not have the tools to do so So what we did is we had data stored, local file servers But people from US, people from Europe, from Asia, from Africa needed to access that data Data was not available They could not reach it Or we needed to go for workarounds Issues we faced is that access was not performant at all People could, in some cases, even not access the data Or people share data, like you all know, via email with attachments, several versions running around, resulting in a lot of complaints and a lot of frustration So what we did is we went to the market And we were looking for a cloud based solution Cloud based, because this was our MIT strategy at that moment in time We decided, as of now, we go cloud We were looking for a solution which was leading in the market Seeing the spread of all our locations, we were looking for a company that could cover all those regions Multi-language for the same reason Not all of our people speak English You have Dutch speaking people, some speak Malaysian, and so on and so on Version history was very important in our case And some specific cases about R&D, about investment, but version history was one of the requirements we were looking for And then last but not least, and for us maybe the most important thing, the data and the collaboration solution must be available from everywhere Any device, any location We have a lot of people always on the road They always needed to be able to reach our data So what we did to come to our solution– and important to know in our story is that the main driver was the business So it was a request coming from the business It’s not that we, as an MIT, decided to say, let’s do something else, and we introduced collaboration platform on the cloud No, it was really the business who was in the driver’s seat And what we actually did is we went to the market and we went to the three big players You all know them– Microsoft, IBM, and Google And we give them two pre-defined scenarios Two pre-defined scenarios which we asked them to present to our different stakeholders worldwide We also told them and asked them not to go to a partner for the demo They really need to do it themselves so that we could really benefit from their knowledge from their overview They came, they made the presentation, and in the end, our business users had to rate the demo, have to give it a score And what happened at that moment is that actually 16% of the people chose the IBM solution, but exactly 42% Microsoft and 42% Google So what we did at that moment is we asked the people that have chosen for Google to work for one month with the cloud based solution of Microsoft in this case, and the opposite So people choosing Microsoft had to work with Google After one month, we came back to the people and we asked them to re-rate or to ask if they stay with their decision What happened is that the people who initially chose Google stayed with Google The people that initially chose Microsoft said, OK, we can also do the job with Google We were simply not aware of the functionality that Google could offer So at that moment, for us the decision was taken And we made the decision to move to Google At that moment, of course, we needed to focus on the rollout And what we immediately actually saw is that a lot of people– as already mentioned in several keynotes during this Google Next– is that a lot of people, for sure the younger people, already know Google For the older people, sometimes it was a bit more difficult But the key was actually change management We did not need to spend a lot of money, a lot of time and hours on the migration itself It was mainly spending time, spending money on change management We decided to go for a regional approach, meaning that we first did Asia Then we did the Americas, Europe, Africa, for several reasons But we also said, let’s do the full region at once Because those are the people that mainly collaborate with each other Second decision we took in our rollout is to make use of segmentation Use of segmentation, meaning when

we migrated from our old mail platform to G Suite, we made differences based on functions For C-level, for example, we did much more data migration than we did for the blue code We also went for a phased route, meaning we initially started with G Suite being Mail, Calendar, Drive, Hangout But we did not force people from day one to move, for example, to Google Sheets, Google Presentation, Google Docs People were still free there The only thing we asked them is to start using Google Drive And then, of course management, change management is key Main thing is all about communication We use several channels to communicate We have our intranet We had fliers walking around We had boards all over the place, just to make people aware what was coming, which weekend it was coming And then in one weekend we moved to full region The full approach took us nine months over the four regions Not nine months continuously migrating, but just we took the time when the region was migrated to do some lessons learned, to see what we could do different, what we could adjust before we moved onto the next region And you can see all of that result in a very nice satisfaction score, where more than 80% of the people overall were very happy with the way we did the whole rollout Just to share some lessons learned, and important for us to keep track of the time zones To give you an example, Google initially proposed us to do the migration at one big bang one weekend, which we did not do We decided to go by time zones or by region, for the simple reason that we wanted to be sure that we could offer enough support If you do big bang and you do all at one weekend, then you can easily do 24 hour support, but you cannot survive that Or you do it in a different way So we selected to go by time zones and region by region– also taking local holidays into consideration Because what we did is, when we give the training to the people, we also immediately asked them to start working with it So in our training session, we took some time so that people could work with the new tools that they could get familiar And one of the advantages of that was also that they could immediately ask some of the questions they have, which was also, again, resulting in the fact that there was less support needed the moment we did the rollout Because people were already familiar, and the questions they had, they could already ask before And then, of course, obvious for every project, every migration you do, learn from each go live Be ready to change the plans One of the things for us there, for example, was that it was not needed to migrate too much data from the old platform, but just give the new tools and start from scratch We, for example, did also not migrate our file service because there is a lot of old data in there We did not see the need to move everything to the cloud People started with an empty environment EVGUENI SMOLIAR: So security is a really important conversation you’re going to have with everybody in your company when you try to move the company to the cloud But what you find out, actually, is that, if Google, you can provide much better security that you can’t even afford to do on premise From day one of rollout, actually, we started to implement two-step verification for Barry Callebaut so that everybody can use a more secure way to log in The Barry Callebaut have full control of the user access to the data Two-step verification with Google is very easy to implement You don’t need specific hardware devices or tokens or RSA infrastructure Everybody can just use their smartphones They can even, in some cases, use landlines for the people who don’t have smartphones– for example, in the factories At certain moments in times, the security team and network team at Barry Callebaut was so convinced about the level of security Google provided, they decided to use Google single sign-on as the only way to authenticate all Barry Callebaut web applications and pass applications So we actually implemented a single sign-on for Barry Callebaut using Google sign-in So when the Barry Callebaut employee go to intranet, or they go to Salesforce systems, so they go to some web applications developed at Barry Callebaut, they just use their Google account And they log in with their Google account, just because of security level Google provides them for authentication The only think important is that we saw that a lot of people were traveling, and there was a risk that some sessions could be open So we actually learned from it, and we implemented the possibility to have a limited duration of sessions for some users so that they don’t have a long window of authentication open and, in case they lose the device or forget the device, that device and sessions are always secure So after you actually make sure that only the right people have

access to the accounts, you should also provide a level of security for your data Having the right authentication is not enough You need to make sure that your data doesn’t get lost, that users cannot destroy data by accident or on purpose And for that, Google also provides a lot of tools and solutions So Barry Callebaut from day one was using Google Vault. We had a lot of discussions with the legal team We explained to them how Google Vault works And they were very happy with capability of Google Vault in terms of retention, data traceability, and data loss prevention At the current moment, we are using data vault for all kinds of solutions, including Mail and also Google Drive, to make sure that no data in the company can get lost Another very important security tool we are using at Barry Callebaut is advanced audit logs So due to the fact that all your data is stored in cloud, you have the capability of actually tracing every access to that data Every time users are viewing documents, they are printing a document, they’re sharing a document, they’re modifying a document, you can trace it You can actually find any kind of malicious activities or data loss or data exposure to an outside company So Google provides it out of the box And you can configure triggers to be notified of certain activities, or you can go back in history and do some investigations on that This is also very nice Specifically for the Mail, we also implemented some mail filtering tools So for Mail and now also for Drive, Google has a very nice tool called Data Loss Prevention So Data Loss Prevention tool allows you to control what kind of data goes actually outside your company So you can configure filters to make sure that secret data, the data that you don’t want exposed to outside, can’t actually go to outside And this is a very easy configuration you can do with Google And you can make your legal and security team very happy with that At the same time, you might have some specific accounts where you, for example, receive documents from your partners or some business critical information And you don’t want anybody else to send information to this account With Google, you can also configure restricted delivery for that, that those accounts only receive data from trusted sources and trusted email addresses And, of course, when you talk about security nowadays, you should not forget the mobile devices At Barry Callebaut, Android is used as a primary device for corporate issues devices But we also support a bring your own device strategy So we allow employee to bring their own devices They only thing they need to do is install the policy, and then we create basically work profiles on Android devices And we can guarantee that corporate data is stored in secured container And whenever employee leaves the company, this data will be removed Or if the device is lost, we never lose any data on the device So those capabilities you get basically out of the box in Google There is no additional tools or additional configuration you need to establish this level of security So if we are talking about Barry Callebaut today, so after, I think, six years we are in this journey So we roll out, actually, most of G Suite tools in the company, including Mail, Drive, of course Calendar, sites, and all tools from G Suite One of the most successful rollouts was the video conferencing tools for Google So Google has specific video conferencing devices, which called home for meetings We now have about 100 devices all across the world And this has actually completely changed the way people communicate and collaborate with each other You not only hear the person, you really can see the people you are talking with And the barrier to start the conversation with a different region or different department is very low We also implemented digital signage based on Chrome in some very unusual scenarios So for example, at Barry Callebaut we have a lot of factories all across the world And in these factories, people need to see certain production KPIs which are changing all the time So in the past, they used specifically configured devices to make sure that they can only start certain application And the devices are secured, and they can’t be exposed externally

The problem with this is devices get broken You need to ship new device, and you can configure it again With Chrome you don’t need to do anything like this You can manage all your devices and all your factory from the web browsers, from admin console G Suite And you can make sure that your devices are working, check their health, and make sure that they display the right information We use it also in chocolate academies Barry Callebaut has chocolate academies all across the world This is the place where they train people how to work with chocolate, how to make the best out of chocolate And, of course, every reception when people come into the company, they see the news about the company, where are the meetings, what’s going on today in the company Now we also started to collaborate with Jamboard Jamboard is a specific touch device where you can actually facilitate different type of input, including [INAUDIBLE], touch You can add pictures to it and collaborate between different people on different Jamboards– on Jamboard tablets, Jamboard mobile devices, and provide a really digital, new way of collaboration At same time, we started to move legacy systems to Google Cloud Platform, so the systems which were in a post running basically in the basements and data centers of Barry Callebaut Now we’re gradually moving them to GCP This happens basically with zero downtime, taking in account all the current tools Barry Callebaut has from Google But on top of that– and I will be talking about this a little bit later– we also implemented business critical application on top of G Suite to facilitate some critical business processes One of them is document management So Barry Callebaut is a food company So for them, document management, especially in the quality context, it’s really important Everybody needs to always have a correct version of the documents Documents need to be approved And the people on the factory floor need to have exact version, exact process they need to follow We’re also using G Suite to do all Capex process at Barry Callebaut Also, internal controlling process is also implemented on top of G Suite And we keep building from top of that So why application migration is important? When the people are talking about migrating to G Suite, they typically talk about Mail, Calendar, sometimes Drive But what they are forgetting about is that in the case of Lotus Notes and somewhat in case of Microsoft, people are building applications on top of those platforms In case of Lotus Notes, I saw the customers are having thousands of applications built on top of Lotus Notes Sometimes those applications built by IT, sometimes by the business But you should not forget about them Otherwise, you cannot just move to the cloud So in case of Barry Callebaut, we also have a few [? hundred ?] applications built with Lotus Notes And there will never be a business case to rewrite all of those applications, in case you need to migrate them somewhere So what we actually did, instead of migrating all of those applications, we collected actual statistics There are special tools which can collect statistics on the usage of those applications And you can actually see how those applications are used What you find out is that there is a big part of applications which were developed a couple of years ago But they were developed for a specific event, maybe for some seminar or for some conference They were used for a short period of time, and after this, nobody was using it So we basically list those applications, and we decommissioned them Then we find there was the big part of applications which could be easily migrated by the users themselves, using the power of Google spreadsheets So for that we facilitated the training of the users and explained to them how they can actually do the migration themselves And for other applications, we did the classification of, what would be the best platform to migrate? Because it might not be always Google the best platform to migrate those applications So at Barry Callebaut we decided to split those applications into different clusters One cluster was applications which we will be migrating to Google This is typically applications related to collaboration, document management, workflows Then we had a cluster of applications which we decided to migrate to Salesforce, because they were more CRM focused, customer focused applications And another cluster of applications, we actually decided to find post solution

on the market for those applications Like, for example, for timesheet managements, expense managements So for those applications, we just found a post cloud solution on the market And those solutions were implemented So this is one of the key applications we implemented for Barry Callebaut This is the quality document management tool This application is now running for almost two years, I believe It runs on Google Cloud, basically with almost zero support So there’s nobody sitting there and making sure it’s running It’s just part of Google scalability and Google Cloud Platform We have about 2,000 monthly users actually accessing this application, uploading new documents It’s accessed from 30 countries And we have now about 100,000 quality documents in this application Another way to critical application I can’t show much deeper screen shots because there’s some sensitive information there But basically this application’s to manage all investment proposals So how does it work? It’s very simple Every project manager at Barry Callebaut can file an investment proposal They create those proposals in Google Drive They create Google Drive documents They can upload this proposal They can submit it to an approved workflow Depending on the region, depending on the department, depending on the size of investment, this will go via the approved workflow And on each step of a workflow, managers can actually collaborate on the same documents So you have a full traceability They’re always working on the same document But after approval, final approval, documents get locked and nobody can change those So we actually use full power of Google Drive and Google collaboration tools And we put the workflows on top of that to facilitate a business critical business process At the end of all approvals, we actually generate the budgets for investments for next year, within this application All those applications were built using pretty much the same architecture I was trying to make this list technical as possible So we use Google Identity to make sure that we have always the right users in the application We use HTML JavaScript, of course, because develop application to provide user interfaces All those applications, all those workflow engines, are running on the Google App Engine to provide basically zero cost of support So we don’t have any hardware We don’t have any bare metal We don’t need to have any maintenance configuration on things like this It’s all managed by Google App Engine And all those workflows work on top of G Suite So we are facilitating the workflows on top of Google Drive, on top of Google Spreadsheets And we’re using Google Contacts to facilitate some autocomplete and cloud directory capabilities So it’s actually very simple architecture And you can develop those applications very easily for your company There are some third-party applications who can provide those capabilities But in the case of a global company like Barry Callebaut, it’s very expensive to implement those applications because you might face per-user cost In this case, we develop it once and Barry Callebaut can use it regardless of how many users they have on the platform CHRIST BIEBUYCK: So is it only positive? Of course not There are also some challenges we face I will show later on some statistics on Google Meet, which we use quite a lot But still we lack some of the numbers of some of the countries– mainly Asia, mainly Africa We use Meet to its full extent for video conferencing, also for audio conferences But we still lack some numbers in some cases Would also be nice to have some more network controls Again, if you speak about Google Meet, you can imagine, in the cocoa countries, sometimes the internet is not always perfect over there So it would be nice to have some more network controls available so that they can better see what’s going on in case of issues And as Evgueni mentioned, we do use session logout Unfortunately, today session logout is a hard block, meaning if you would, for example, set your session logout at every 24 hours, after 24 hours people are kicked out So if you’re in the middle of a Hangout session, you’re kicked out So still some work to do there But, of course, there are also a lot of achievements I mentioned before we moved to Google that we only had the possibility to either do a phone call or to take the plane and fly over Since we introduced Google Meet, and those

are the figures from last month, actually, we see a tremendous figure going up in the usage of Meet, combination of video calls and of telephone where, today, more than 3,160 mandays per month people spent on using Google Meet Same goes for data storage on Google Drive As you can see the figures here, we use Google Drive not only internally, we also share with external resources with customers, with suppliers You can see the figures here Almost 6 million documents shared internally More than 1.5 million documents shared externally So we use, actually, Google Drive to a full extent, including Team Drives, which is also growing very fast within the company One of the things, one of the benefits of Google, is that it is also supporting our homework policy So people are allowed to work from home In the past, this was very difficult because we did not have the tools to do so Google was one of the enablers to really enforce people to work from home And then of course, what’s next I said five years ago we introduced G Suite within Barry Callebaut Since then we did a lot of progress, I shared some of the things Evgueni shared some of the things What will be next is that we will focus more now on machine learning, mainly in our production environment Do some artificial intelligence projects We recently started with, actually, one of the pilot companies using Tool Creator We will use it for promotional reasons for our chocolate academies, but we will also use it for learning purposes, to learn blue colors upfront, how a production line is working, how they are supposed to work, and so on and so on And we will further extent on a Chrome rollout, and then also benefit, for example, from Google assistants So that’s a bit in short, the story I see there is still some time for questions, if any If not, thank you very much Maybe just I need to show the tool creator EVGUENI SMOLIAR: So this is basically Tool Creator It’s a very easy tool to facilitate 360 degree presence inside any place You can use it for the training purposes, for example, to help newcomers to understand where they’re going to work You can have some important information highlighted So if you click on it to get some information, the video to it, you can add sound to it so that they have a full presence inside the buildings So this is like a public demo, which we use to promote chocolate academies So chocolate academies, like I was saying, it’s special places across the world where people are getting trained on how to do chocolate Internet is a bit slow here CHRIST BIEBUYCK: Go to another one EVGUENI SMOLIAR: I’ll just go to another one, yeah So this is one of our academies we have in Belgium, actually So you can see here at the bottom, we have a kitchen where normally people are getting trained on how to do chocolate So they have a full 360 degree view Basically, this was created by people from the company so that you don’t need the special equipment or special people to do that I mean, the camera to make this cost less than $200 So you can just buy this camera, upload the results to Google, and those kind of experiences you can build for yourself [MUSIC PLAYING]