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SharePoint Online: Reviewing the State of the Union
March 21, 2012
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Who are we?
» Adam Levithan
– 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
– 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
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About Portal Solutions
10+Years in Business
4Practice Areas (Advisory/Design, Implementation, Managed, Govt Serv.)
3Times selected for SP Early Adopter Program
200+SharePoint Implementations
2Locations – DC & Boston
Our customers are organizations that need to improve
performance through effective information sharing.
Portalsolutions.net
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Agenda
› What’s the Push to the Cloud?
› SharePoint Online vs. On-Premise
› How do you choose?
› Making the Business Case
› About Office 365: New capabilities?
› Demonstration: A Day in the Life
› Case Studies
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Why SharePoint in the Cloud?
Less
Co
mp
lex
ity
Mo
re C
ust
om
izat
ion
s
Software as a Service (SaaS)
Infrastructure as a Service (IaaS)
Platform as a Service (PaaS)
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Push to the Cloud
» Cloud enables on-demand computing resources to be rapidly provisioned with minimal management effort.
» Microsoft shift to service-based organization
– Cloud First
– Yammer Acquisition
“SharePoint as we know it, is 10 years old.”
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SharePoint Deployment Options
Hosted
On-Premise
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SharePoint Online is part of the Office 365 Suite
Exchange Online
Outlook, Word, Excel, PowerPoint
Office Online
Instant messaging, voice
Lync Online
Collaboration, communication,
document management
SharePoint Online
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SharePoint: What it’s all About
Build workflow apps integration
Manage information rightssecurity eDiscovery
Discover
search
business intelligence
Organize
documents
tasks
projects
Share
social
collaborate
community
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Strengths of SharePoint Online
» It’s SharePoint 2013, but Online
» Microsoft Integration, and then some
» “Free” – Public Site, Intranet, Collaboration Sites
» Instant external sharing (through live accounts)
» Availability, Redundancy, and Service Levels
» First to receive software upgrades from Microsoft
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Strengths of SharePoint On Premise
» Control of upgrades
» Business Intelligence
» Leverage SharePoint as an application
» Privacy and security
» Can be a true “Portal” (Adoption Dream )
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How do you decide?
Business Case Definition
Define the high level business objectives SharePoint will solve.
Determine ROI for overall investment
Feature Roadmap/Prioritized Usage Scenarios
Prioritize feature sets that accomplish the business case definition
Requirements Gathering
Gather the functional and technical requirements aligned with Feature Roadmap
IT Resources
Evaluate ability to support SharePoint Farm
What other applications need to co-exist?
Platform Selection
Select the deployment option of SharePoint that offset cost of ownership and predicted return on investment
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Considerations for the Decision
» Who Drives this initiative: IT or Business?
– Budget? Who is sponsoring the initiative?
» Who has sign off on decisions for IT infrastructure vs. business solution?
» Security tolerance and standards?
» Resourcing availability?
» IT infrastructure make up
» Measuring ROI and adoption? Who measures success
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Total Cost of Ownership Options
» On Premise
» Cloud Hosting
» Office 365
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On Premise
» On-premise costs includes
– Licensing (License + Software Assurance)*
– Hardware**
– Ongoing maintenance and Support (Assume 30% FTE and external support)
Qty Product Qty Price 1 year 3 years
130 SharePoint Standard Client Access License 160$ 20,800$ 20,800$
130 SharePoint Enterprise Client Access License 130$ 16,900$ 16,900$
1 SharePoint Single Server License 9,993$ 9,993$ 9,993$
2 SQL Server License 5,271$ 10,542$ 10,542$
1 Ongoing maintenance/year (30% FTE + external support 65,000$ 65,000$ 195,000$
2 Server (estimated 2 server farm) 10,000$ 20,000$ 26,000$
Total 143,235$ 279,235$
*Exclude backup/recovery and other management licenses** Storage requirement may increase hardware cost
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Cloud Hosting
» Cloud hosting costs includes
– Licensing (License + Software Assurance) monthly subscription
– Hosting Infrastructure
– Ongoing maintenance and Support (External support)
Qty Product Qty Price 1 year 3 years
130 SharePoint Standard Client Access License 5$ 7,800$ 23,400$
130 SharePoint Enterprise Client Access License 5$ 7,800$ 23,400$
2 SQL Server License 500$ 12,000$ 36,000$
12 Server Hosting monthly 1,500$ 18,000$ 54,000$
12 Ongoing maintenance 1,500$ 18,000$ 54,000$
Total 63,600$ 190,800$
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SharePoint Online (O365)
» SharePoint Online costs includes
– Licensing on a monthly subscription basis
– Shared Hosting Infrastructure*
– Ongoing maintenance and Support (External support)
Qty Product Qty Price 1 year 3 years
130 SharePoint Online Plan 2 9$ 14,040$ 42,120$
12 Ongoing maintenance 2,500$ 30,000$ 90,000$
Total 44,040$ 132,120$
* Included 75Gb allocated storage, additional cost for additional storage
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Cost Summary
» Evaluate where total cost of ownership and feature sets/business value present the greatest return
Cost Comparison Year 1 Year 2 Year 3 Total
On-premise 143,235$ 68,000$ 68,000$ 279,235$
Cloud Hosted 63,600$ 63,600$ 63,600$ 190,800$
SharePoint Online 44,040$ 44,040$ 44,040$ 132,120$
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A Day in the Life: Demonstration
Alex DarrowMarketing Coordinator
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Case Studies – Office 365
» Albright Stonebridge Group
» Located in Washington, D.C. Metro-area
» Employee Count: 100
» Business Case: – Intranet
• Accounting
• Marketing
• Human Resources
• Sales/Proposal Management
– Collaboration for projects
– Search/findability and reuse of information
» Nonpartisan Think Tank and Research Center
» Located in Washington, D.C.
» Employee Count: 200
» Business Case: – Electronic records management
center
– Document management and publication
– Search/findability and reuse of information
– Document editing and collaboration
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Case Study – On Premise
» The Nature Conservancy» 2012 Digital PR Awards: #1 Intranet» Headquarters in Washington, D.C. Metro-area, 40 Offices
World-Wide» Employee Count: 5000» Business Case:
– International Social Intranet• Finding & Connecting with People
– Knowledge Management– Customized Project Management– Department Collaboration– Integration with External Systems
• Human Resources• Financial
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Key Drivers - TNC
» Low cost of software
– Microsoft
– Newsgator
» Main focus on Intranet look & feel
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Case Study – Hybrid Deployment
» Legal, Regulatory, and Business Publishing
» Located in Washington, D.C. Metro-area
» Employee Count: 1500
» Business Case:
– Document Management
– Search/findability
– Department Collaboration
– Business intelligence and key performance indicators
– Internal applications and electronic workflow processes
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ABC Co.
Key Drivers - Publishing
ABC Co.
ABC Co.
» Purchased O365
» Productivity
» Security of Business Intelligence
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What does moving to Office 365 mean?
» Deployment
– Initial deploy is still required to migrate data to Office 365
– AD clean up and network upgrade is often required
– Hybrid phasing is often prolonged period of discomfort
» Service Change
– Balance between continuous innovations and minimize change
– Control IT policies but not feature availability
» Privacy and Security Considerations
– Understand your internal security and privacy requirements
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Questions
» Contact Us
– Jill Hannemann
• jhannemann@portalsolutions.net
• @jilltabuchi
– Adam Levithan
• alevithan@portalsolutions.net
• @collabadam
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Share
•Social
•Collaborate
•Community
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Organize
•documents
•Tasks
•Projects
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Organize
•documents
•Tasks
•Projects
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Discover
•Search
•Business intelligence
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A Day in the Life
Alex DarrowMarketing Coordinator