understanding sharepoint online

SharePoint Online: Reviewing the State of the Union

March 21, 2012

© 2011 All rights reserved. www.portalsolutions.net 2

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


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


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


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)


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.”


SharePoint Deployment Options

Hosted

On-Premise


SharePoint Online is part of the Office 365 Suite

email

Exchange Online

Outlook, Word, Excel, PowerPoint

Office Online

Instant messaging, voice

Lync Online

Collaboration, communication,

document management

SharePoint Online


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


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


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 )


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


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


Total Cost of Ownership Options

» On Premise

» Cloud Hosting

» Office 365


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


Cloud Hosting

» Cloud hosting costs includes

– Licensing (License + Software Assurance) monthly subscription

– Hosting Infrastructure

– Ongoing maintenance and Support (External support)


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$


SharePoint Online (O365)

» SharePoint Online costs includes

– Licensing on a monthly subscription basis

– Shared Hosting Infrastructure*

– Ongoing maintenance and Support (External support)


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


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$


A Day in the Life: Demonstration

Alex DarrowMarketing Coordinator


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.


» Business Case: – Electronic records management

center

– Document management and publication

– Search/findability and reuse of information

– Document editing and collaboration


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


Key Drivers - TNC

» Low cost of software

– Microsoft

– Newsgator

» Main focus on Intranet look & feel


Case Study – Hybrid Deployment

» Legal, Regulatory, and Business Publishing

» Located in Washington, D.C. Metro-area


» Business Case:

– Document Management

– Search/findability

– Department Collaboration

– Business intelligence and key performance indicators

– Internal applications and electronic workflow processes


ABC Co.

Key Drivers - Publishing

ABC Co.

ABC Co.

» Purchased O365

» Productivity

» Security of Business Intelligence


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


Questions

» Contact Us

– Jill Hannemann

• [email protected]

• @jilltabuchi

– Adam Levithan

• [email protected]

• @collabadam

mailto:[email protected]

mailto:[email protected]


Share

•Social

•Collaborate

•Community


Organize

•documents

•Tasks

•Projects


Discover

•Search

•Business intelligence


A Day in the Life

Alex DarrowMarketing Coordinator

understanding sharepoint online

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