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Office 365 Series: How Much Could You Save?
Who Are We?
• Adam Levithan @collabadam
! Senior Consultant at Portal
Solutions ! SharePoint Areas of Interest:
OOTB Site Templates, Project Timeline, InfoPath List Forms, Communities, and Social Engagement
! Most Watched TV Show: Peppa Pig
• Jill Hannemann @JHCherryBlossom
– Director of Advisory Services
at Portal Solutions – SharePoint Areas of Interest:
Term Store, Product Catalog, Records Center, Metadata Navigation, and e-Discovery with Exchange
– Favorite Vacation Destination: Italy
About Portal Solutions
We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data, and content.
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“Office 365 has a lower TCO, and greatly reduces implementation times compared to a similar on premises solution.”
• Office 365 and the Digital Workplace • Key Areas for Savings • Navigating Licensing • Getting Started • Understanding Your Needs
Agenda
- Forrester Consulting Total Economic Impact Study, Dec. 2010
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“Office 365 delivered a 315% return on investment with a four month payback period for the composite enterprise organization.” - Forrester Consulting Total Economic Impact Study, Dec.
2010
Digital Workplace
We define the Digital Workplace as an
environment where employees are able
to quickly and easily share what they
know and find what they need with
consistent experiences across devices
and locations.
Social Mobility Big data Cloud
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Where Does the Digital Workplace Fit? 7
CRM
HR
Finance Time
LOB
Billing
“Systems of Record” Inte
grat
ion
Access
Context/Relevancy
Context is King:
My Team
My location/device
My Community
My Life
My work
› Docs › Tasks › Process › Data
My Customers
Stakeholders
Customers
“Systems of Engagement”
CMS Social
Office Prod.
Task Mgmt
Collab. Comm
Office 365 Suite
Mobile Access
Exchange Online
Instant messaging, voice
Lync Online
Outlook, Word, Excel, PowerPoint
Office Online
Security 24/7 reliability
Collaboration, document
management
SharePoint Online
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What this Means to the Business: Context!
Search
Sites
File Sharing
Mobile
Availability
Collaboration
Knowledge Transfer
Reduced IT Maintenance
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Is My Data Secure in the Cloud?
• Office 365 is verified to meet: ! HIPAA BAA ! FISMA ! EU model clauses ! ISO 27001
• Expanding encryption • Reinforcing legal protection • 99.98% uptime
Other Risks in Moving to the Cloud 11
Sensitive data residing outside the
organization
Giving up control in upgrade roll out
schedules
Microsoft service going down
Your own internet service going down
What ROI can a company realize with Office 365?
Eliminated hardware.
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Web conferencing and teleconferencing savings.
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Avoided on-premises implementation and administration labor.
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Latest functionality and ease of upgrading technology.
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Enterprise agreement (EA) licenses substituted with Office 365 subscription.
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Improved archiving and compliance. Improved availability and disaster recovery.
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Improve knowledge worker efficiency.
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Navigating Licensing
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Most common plans • E Plans -
Enterprise • K Plans – Kiosk
Workers
• Small Business – 25 users max • Midsize Business – 300 users max • Enterprise – unlimited users
! Core suite of features for the digital workplace
• Kiosk – “Desk-less” workers ! Shift or retail workers ! Shared PCs
• Mix and match with Enterprise level plans
Office 365 Plans: The Basics
Feature Exchange Online Only $4 per user/month
Enterprise E1 $8 per user/month
Enterprise E3 $20 per user/month
Enterprise E4 $22 per user/month
Email (50 gb per user) ● ● ● ● AD integration ● ● ● ● Web conferencing, presence and IM ● ● ●
File Storage and sharing (25 gb per user) ● ● ●
Intranet and team sites ● ● ● Yammer enterprise ● ● ● Public website ● ● ● Office online ● ● ● Mobile apps ● ● ● Office applications ● ● eDiscovery ● ● Voicemail ● ● Self-service BI ● ● Enterprise Voice
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Kiosk Plans vs. Features
Feature Exchange Online Kiosk $2 per user/month
Office 365 Enterprise K1 $4 per user/month
2 GB of email storage per user ● ●
Outlook Web Access ● ● Exchange ActiveSync for smart phones ● ●
POP support for email clients ● ●
Access to SharePoint Online Sites ●
Office Online ●
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Licensing Comparison: Dunder Mifflin Paper Co. - 350 users On-Premise SharePoint = Year 1 $104,206 Office 365 = Year 1 $7,000
Item License Software Assurance w/Both
SharePoint Server License $4,926.00 $2,463.00 $7,389.00
Windows Server - Std $726.00 $363.00 $1,088.00
SQL - Std - 1 Proc $7,171.00 $3,586.00 $10,756.00
TOTALS for Infrastructure $12,823 $6,412 $19,233 SharePoint Standard CAL (Per User) $95.00 $48.00 $142.00 SharePoint Enterprise CAL (Per User) $83.00 $42.00 $125.00
TOTALS per User CAL $178.00 $90.00 $267.00
Licensing Costs for On-Premise (SharePoint)
Getting Started What is the Total Cost of Ownership of Office 365?
Evaluating Total Cost of Ownership (TCO) Start up costs (and activities)
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Labor needed to assess need and define business objectives Governance for Email, SharePoint, OneDrive, Yammer, Lync usage
Determine usage of SharePoint
Assess LOE for Exchange migration
Depending on size, migration could be a costly effort Exchange mailbox migration
SharePoint content migration
Lync configuration
Basic user training is necessary to communicate changes Email in the cloud
Mobile capabilities
File storage and sharing
Social collaboration
Number of users is a determining factor as to how costly start up will be
Discovery/Design of Pilot
Implementation and Migration Training
Perpetual Costs (TCO) 27
Hardware
Ongoing Training
Microsoft Licensing/Subscriptions
Additional Bandwidth
Ongoing Administration
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3rd party products like 365iQ can help with analytics: http://centrixsoftware.com/
• Number of users ! Number of users will impact start up
costs and needs analysis • Existing license structure with
Microsoft ! Your ROI can be influenced with
• Office 365 components to be used ! What licensing levels do you need?
Understanding Your Needs
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• Email • Instant Messaging • Video Conferencing • Content Management • Collaboration • Corporate
Communication • Workflow Processing • Business Intelligence • Data Management
• What do your users need today? ! Evaluate usage of:
" Microsoft Office Products (Word, Excel, PowerPoint)
" Current intranet " Enterprise Systems and Systems of record
(CRM, Customer data, transactional data) " Other public cloud provided document
sharing (Dropbox, Google Docs) " Other collaboration apps (Evernote, etc.)
Which Cloud Service Should I Pursue?
Getting Started 30
1 Benefit vs. Risk Analysis 2 Evaluation of user needs 3 Determine licensing
combination 4 Quantify ROI with current
costs 5 Define governance for
capabilities
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Closing thoughts…
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Deployment Offer
Number of Eligible Office 365 Seats Deployment Funding
1,000+ seats $20,000 250 – 999 seats $12,000 150-249 seats $5,000
For every new Office 365 purchase now through March 31st, Microsoft will contribute:
Office 365 FastTrack is designed to help organizations move to Office 365 quickly and easily. If you’ve been waiting for the right time for your deployment, this is it.
Microsoft makes it easier to work with your preferred Cloud Service Provider – Portal Solutions. And cheaper too (Microsoft will help cover the cost).
Limited Time Offer!
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Upcoming Events
To register for any of our Webinar events, please visit portalsolutions.net and click on News & Events! Come meet our experts! April 12 – SharePoint Saturday Boston April 22 – SPTechCon San Francisco
Thank you for attending!
SOCIAL WEBINAR SERIES March 4 – A Cluttered Inbox Slows Down Collaboration April 1 – Is Yammer the Answer to Your Social Strategy?
OFFICE 365 WEBINAR SERIES March 27 – You Have SharePoint, Now What? May TBD – Bringing Forms and Workflow to Office 365
GOVERNANCE/MIGRATION WEBINARS March 25– Climbing the Slippery Slope of SharePoint Migrations,
featuring Concept Searching April 2 – Most Common Governance Mistakes in SharePoint (And How to Avoid Them), featuring Ruven Gotz, SharePoint MPV and Metalogix
Contact us today!
