Published on February 28, 2014
Office 365 Series: How Much Could You Save?
Who Are We? • Adam Levithan • Jill Hannemann @collabadam @JHCherryBlossom 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 – 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
3 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.
4 Agenda “Office 365 has a lower TCO, and greatly reduces implementation times compared to a similar on premises solution.” - Forrester Consulting Total Economic Impact Study, Dec. 2010 • • • • • Office 365 and the Digital Workplace Key Areas for Savings Navigating Licensing Getting Started Understanding Your Needs
5 “Office 365 delivered a 315% return on investment with a four month payback period for the composite enterprise - Forrester Consulting Total Economic Impact Study, Dec. organization.” 2010
6 Digital Workplace Mobility Social Cloud Big data 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.
7 Where Does the Digital Workplace Fit? Context is King: CRM Finance Time HR My Customers Billing LOB Customers My Life “Systems of Record” Integration Context/Relevancy My Community CMS Social Office Prod. Task Mgmt Comm Collab. “Systems of Engagement” My Team My location/device Stakeholders Access › Docs › Tasks › Process › Data My work
8 Office 365 Suite Exchange Online Lync Online Email Instant messaging, voice Security Office Online SharePoint Online Outlook, Word, Exc el, PowerPoint Collaboration, docu ment management 24/7 reliability Mobile Access
9 What this Means to the Business: Context! Mobile Reduced IT Maintenance Knowledge Transfer Sites Email Collaboratio n File Sharing Searc h Availability
10 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
11 Other Risks in Moving to the Cloud 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?
13 Eliminated hardware.
14 Web conferencing and teleconferencing savings.
15 Avoided on-premises implementation and administration labor.
16 Latest functionality and ease of upgrading technology.
17 Enterprise agreement (EA) licenses substituted with Office 365 subscription.
18 Improved archiving and compliance. Improved availability and disaster recovery.
19 Improve knowledge worker efficiency.
21 Office 365 Plans: The Basics • 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 Most common plans • E Plans Enterprise • K Plans – Kiosk Workers
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 ● ● 22
23 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 ●
24 Licensing Costs for On-Premise (SharePoint) Item SharePoint Server License Windows Server - Std SQL - Std - 1 Proc License Software Assurance w/Both $4,926.00 $2,463.00 $726.00 $363.00 $7,389.00 $1,088.00 Licensing Comparison: Dunder Mifflin Paper Co. - 350 users $7,171.00 $3,586.00 $10,756.00 TOTALS for Infrastructure SharePoint Standard CAL (Per User) SharePoint Enterprise CAL (Per User) $12,823 $6,412 $19,233 $95.00 $48.00 $142.00 $83.00 $42.00 $125.00 TOTALS per User CAL $178.00 $90.00 $267.00 On-Premise SharePoint = Year 1 $104,206 Office 365 = Year 1 $7,000
Getting Started What is the Total Cost of Ownership of Office 365?
26 Evaluating Total Cost of Ownership (TCO) Start up costs (and activities) Discovery/Design of Pilot Implementation and Migration Training Labor needed to assess need and define business objectives Depending on size, migration could be a costly effort Exchange mailbox migration Basic user training is necessary to communicate changes Governance for Email, SharePoint, OneDrive, Yammer, Lync usage SharePoint content migration Email in the cloud Lync configuration Mobile capabilities Determine usage of SharePoint Assess LOE for Exchange migration Number of users is a determining factor as to how costly start up will be File storage and sharing Social collaboration
27 Perpetual Costs (TCO) Microsoft Licensing/Subscriptions Ongoing Administration Additional Bandwidth Hardware Ongoing Training
28 Understanding Your Needs • 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? 3rd party products like 365iQ can help with analytics: http://centrixsoftware.com/
29 Which Cloud Service Should I Pursue? • • • • • • 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.)
30 Getting Started 1 Benefit vs. Risk Analysis 2 Evaluation of user needs 3 Determine licensing combination Quantify ROI with current costs Define governance for capabilities 4 5
31 Closing thoughts…
32 Limited Time Offer! Deployment Offer Microsoft makes it easier to work with your preferred Cloud Service Provider – Portal Solutions. And cheaper too (Microsoft will help cover the cost). For every new Office 365 purchase now through March 31st, Microsoft will contribute: Number of Eligible Office 365 Seats Funding Deployment 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. 1,000+ seats 250 – 999 seats 150-249 seats $20,000 $12,000 $5,000 email@example.com
33 Upcoming Events SOCIAL WEBINAR SERIES 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 Contact us today! 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 Thank you for attending!
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