Microsoft Office 365 for Education                                            Customer Solution Case Study                ...
Situation                                      years old. Virtual private network (VPN)                                   ...
Microsoft Lync® Online for instant            Benefits                                               messaging and online ...
For More Information                                  Schools Network more than £34,000.               Microsoft Office 36...
For More Information                                                                        Microsoft Office 365 for Educa...
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The Schools Network Case Study - Office 365

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The Schools Network Case Study - Office 365

  1. 1. Microsoft Office 365 for Education Customer Solution Case Study Gaining Greater Messaging Resiliency and Flexibility at a Lower CostOverview "We projected freeing up two days of IT personnel timeCountry or Region:United KingdomIndustry:Education per month just from not having to manage email servers. I suspect were going to find that weve savedCustomer ProfileThe Schools Network-formerly the much more than that."Specialist Schools and Academies Trust-is Julian Elve, Head of Information Services, The Schools Networkan independent, international, not-for-profit membership organization thatworks with schools and partners to shape When The Schools Network was looking for opportunities toa world class education system. streamline operations and lower costs, its aging emailBusiness Situation infrastructure was a natural candidate for change. IT personnelThe Schools Network wanted tostreamline and consolidate its IT were routinely spending two or more days each monthinfrastructure. Wherever possible, it managing, maintaining, or repairing the infrastructure. Userswanted to lower costs and increaseefficiency without compromising service were often unable to connect to the infrastructure whiledelivery. traveling. The hardware sometimes failed, cutting off hundredsSolution of email users in locations as far afield as Abu Dhabi and China.Microsoft Office 365 enabled the Schools To overcome all these shortcomings, The Schools NetworkNetwork to upgrade its communicationsinfrastructure while simultaneously turned to Microsoft® and Microsoft Gold Partner Perspicuity.reducing its costs and IT resource Perspicuity showed The Schools Network how the cloud-basedrequirements-without abandoning thefamiliar world of Microsoft Office Microsoft Office 365 for education service could help it reduce ITOutlook® as an email client. costs and ensure easy access from anywhere, all the whileBenefits providing an email infrastructure with greater availability and No capital outlay for upgrade resilience than it hadbefore. No learning curve for users Improved accessibility Improved availability
  2. 2. Situation years old. Virtual private network (VPN) The Schools Network–formerly known as technology enabled travelling employees the Specialist Schools and Academies to access email securely, but often only Trust–is in the business of transforming after a call to the service desk for help. education around the world. Over the past 25 years, this London-based, not-for-profit Add to this a propensity for the organization has built a world-class infrastructure to break, leaving some 500 network of innovative, high-performing users around the world with no way to schools and academies in partnership with communicate easily, and it becomes clear business and the wider community. It works why leaders at The Schools Network began with a long list of academies in the United to realize that a cloud-based messaging Kingdom and nearly 80 percent of state- solution, managed and maintained by an funded schools. It also works with external partner, might offer a compelling international schools in China and Abu and cost-effective alternative to the Dhabi. The outcome? Better teachers, solution they had. better student achievement scores, and students better prepared to make a The key question was which online"We now have a resilient difference in the future. messaging solution would be best for The Schools Network.infrastructure. If we lost There was a point, though, where it seemed"Email just runs itself unclear how The Schools Network was Solutionour data center, our going to continue on the trajectory that its The Schools Network examined cloud-now."email still keeps previous successes had laid out. Changes to based messaging solutions from Microsoft Julian Elve, Head of Information Services, government policy meant less income was as well as several other vendors. Each hadworking." The Schools Network generated from grant-funded projects and advantages, but key stakeholders at The The Schools Network needed to be more Schools Network soon determined theJulian Elve, Head of Information Services, commercially focused. It needed to find Microsoft Office 365 for education offering The Schools Network new ways to work effectively, streamline would be best suited to its needs. Not only processes, and cut costs–all without cutting did Office 365 for education provide the into the programs that were leading to key features and functionality that the better outcomes for so many schools and organization needed to support its students. employees both in the United Kingdom and abroad, but Office 365 for education As they looked for ways to reduce costs would interact with Microsoft Office and operate more efficiently, leaders at The Outlook 2010, the email client with users Schools Network had to confront the were already familiar. challenge posed by the organizations technology infrastructure. Over the course Microsoft Office 365 for education of its 25-year existence, the organizations combines the familiar Microsoft Office entire infrastructure had grown and desktop suite with online versions of next- expanded in a manner that was more generation Microsoft communications and spontaneous and organic than planned and collaboration services, including: cultivated. Microsoft Exchange Online for email, The email infrastructure in particular was a shared calendars, and shared address challenge to maintain. The organization books relied on emailservers that were several
  3. 3. Microsoft Lync® Online for instant Benefits messaging and online video The Schools Network needed to streamline conferencing its infrastructure, reduce operating Microsoft Office Web Apps for online expenses, and improve the availability of access to Microsoft Office files email–and it accomplished all these goals Microsoft SharePoint® Online for by migrating to Office 365 for education. At collaboration and resource sharing the same time, user familiarity with the Outlook interface made transitioning to the These applications run in data centers new mail system virtually transparent to owned and operated by Microsoft, and users. The main difference they noticed? Microsoft maintains the servers and the Better availability and responsiveness. software on a day-to-day basis. Moreover, because Microsoft keeps the Office 365 for Streamlining the infrastructure reduces education software up-to-date on the back IT overhead end, users are always working with the With Office 365, the organizations email latest software releases–without the local IT infrastructure no longer resides in data team having to oversee server migrations center facilities maintained by The Schools"We would have had to and upgrades. Network. Instead, the infrastructure residesinvest thousands to have Transitioning with Perspicuity in facilities owned and operated by Microsoft. This has lifted the twin burdensensured the level of The Schools Network had already been working with Perspicuity, a Microsoft of infrastructure administration and maintenance from the shoulders of the ITuptime and support that Network Gold Partner based in London, to team at The Schools Network. migrate portions of its web infrastructure toOffice 365 for education Microsoft SharePoint Server 2010. "When we projected the savings wed gainprovides as a standard Perspicuity also provides Office 365 services, so it made perfect sense to leaders from using Office 365 for education, we projected freeing up two days of ITservice." at The Schools Network to engage personnel time per month just from not Perspicuity to facilitate the migration toJulian Elve, Head of Information Services, having to manage email servers," says Office 365 for education. The Schools Network Julian Elve, Head of Information Services, The Schools Network. "I suspect were Working together, the IT teams from The going to find that weve saved much more Schools Network and Perspicuity rolled out than that. Email just runs itself now." a pilot deployment of Office 365 for education in the autumn of 2011. After With the time that has been freed up, the IT several weeks of putting the solution team can now focus on activities of more through its paces, leaders at The Schools strategic importance to The Schools Network approved the solution for broader Network. deployment. New mailboxes were then created in Office 365 for nearly 300 users, Reducing expenses and, over a weekend when users were Moving to Office 365 also helped The offline, The Schools Network moved its Schools Network reduce its expenses and users over to the new Office 365-based avoid thousands of pounds of capital email solution. The next Monday morning, expenditures. Because Office 365 for each of these users was up and running on education is available on a subscription Office 365. basis, there are no upfront server and licensing costs. That alone saved The
  4. 4. For More Information Schools Network more than £34,000. Microsoft Office 365 for EducationFor more information about Microsoft Moreover, the subscription fee paid for Microsoft Office 365 for education bringsproducts and services, call the Microsoft access to Office 365 for education includes together cloud versions of our most trustedSales Information Center at (800) 426- a level of service and support that The communications and collaboration9400. In Canada, call the Microsoft Schools Network simply could not have products—Microsoft SharePoint Online,Canada Information Centre at (877) 568- afforded on its own. Exchange Online, and Lync Online—with2495. Customers in the United States and the latest version of our Office desktopCanada who are deaf or hard-of-hearing "We would have had to invest thousands to suite and companion web applications forcan reach Microsoft text telephone have ensured the level of uptime and businesses of all sizes.(TTY/TDD) services at (800) 892-5234. support that Office 365 for educationOutside the 50 United States and provides as a standard service," says Mr. Office 365 for education helps save timeCanada, please contact your local Elve. "There was never a question of us and money, and it frees up valuedMicrosoft subsidiary. To access matching that level of support ourselves. resources. Simple to use and easy toinformation using the World Wide Web, There was simply no budget to do that." administer, it is financially backed by ago to: service level agreement guaranteeing 99www.microsoft.com Improved availability percent reliability. Office 365 features With the email infrastructure now residing robust security, IT-level phone support,For more information about Perspicuity in the cloud, personnel from The Schools geo-redundancy, disaster recovery, and theproducts and services, visit the Web site Network can access email at any time, from business-class privacy controls andat:www.perspicuity.co.uk anywhere, without difficulty. Users from the standards that you expect from a world- United Kingdom to Abu Dhabi to China are class service provider.For more information about The Schools supported by a robust service with 99.9Network products and services, visit the percent guaranteed uptime, ensuring a For more information about MicrosoftWeb site positive and consistent experience. Office 365, go to:www.office365.comat:www.theschoolsnetwork.org.uk Moreover, the security and reliability Office 365 offers through regional datacenters delivers a level of protection not necessarily attainable from an in-house installation. "We now have a resilient infrastructure," says Mr. Elve. "If we lost our data center, our email still keeps working." Looking forward As for the future? The experience with Office 365 for education is turning Mr. Elves attention to other opportunities enabled by the cloud. "Are there ways we can use the cloud to provide better support and services to our members? Quite possibly. Were looking at that very carefully.” Software and Services Microsoft Office 365 for educationThis case study is for informational purposes only.MICROSOFT MAKES NO WARRANTIES, EXPRESS ORIMPLIED, IN THIS SUMMARY.Document published April 2012
  5. 5. For More Information Microsoft Office 365 for EducationFor more information about Microsoft Microsoft Office 365 for education bringsproducts and services, call the Microsoft together cloud versions of our most trustedSales Information Center at (800) 426- communications and collaboration9400. In Canada, call the Microsoft products—Microsoft SharePoint Online,Canada Information Centre at (877) 568- Exchange Online, and Lync Online—with2495. Customers in the United States and the latest version of our Office desktopCanada who are deaf or hard-of-hearing suite and companion web applications forcan reach Microsoft text telephone businesses of all sizes.(TTY/TDD) services at (800) 892-5234.Outside the 50 United States and Office 365 for education helps save timeCanada, please contact your local and money, and it frees up valuedMicrosoft subsidiary. To access resources. Simple to use and easy toinformation using the World Wide Web, administer, it is financially backed by ago to: service level agreement guaranteeing 99www.microsoft.com percent reliability. Office 365 features robust security, IT-level phone support,For more information about Perspicuity geo-redundancy, disaster recovery, and theproducts and services, visit the Web site business-class privacy controls andat:www.perspicuity.co.uk standards that you expect from a world- class service provider.For more information about The SchoolsNetwork products and services, visit the For more information about MicrosoftWeb site Office 365, go to:www.office365.comat:www.theschoolsnetwork.org.uk Software and Services Microsoft Office 365 for educationThis case study is for informational purposes only.MICROSOFT MAKES NO WARRANTIES, EXPRESS ORIMPLIED, IN THIS SUMMARY.Document published April 2012

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