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Understanding SharePoint Online

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Adam Levithan and Jill Hannemann of Portal Solutions discuss cloud implementations and the benefits of SharePoint Online. A comparative analysis of on-premises solutions is provided to outline the financial implications of on-prem vs. hosted. vs. SharePoint Online solutions. Delivered at @Baltimore SharePoint User Group.

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Understanding SharePoint Online

  1. 1. SharePoint Online:Reviewing the State of the Union March 21, 2012
  2. 2. Who are we?» Adam Levithan » Jill Hannemann – Senior Consultant at Portal – Director of Advisory Services at Solutions Portal Solutions – SharePoint Areas of Interest: OOTB – SharePoint Areas of Interest: Site Templates, Project Timeline, Term Store, Product Catalog, InfoPath List Forms, Communities, Records Center, Metadata and Social Engagement Navigation, and e-Discovery with Exchange – Most Watched TV Show: Peppa Pig – Favorite Vacation Destination: Italy © 2011 All rights reserved. www.portalsolutions.net 2
  3. 3. About Portal Solutions200+ 10+SharePoint Years inImplementations Business4Practice Areas (Advisory/Design,Implementation, Managed, Govt Serv.) Our customers are organizations3 2 that need to improveTimes selected for Locations – DC &SP Early Adopter Boston performance through effectiveProgram information sharing. Portalsolutions.net © 2011 All rights reserved. www.portalsolutions.net 3
  4. 4. 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 © 2011 All rights reserved. www.portalsolutions.net 4
  5. 5. More Customizations Why SharePoint in the Cloud? Software as a Service (SaaS) Less Complexity Platform as a Service (PaaS) Infrastructure as a Service (IaaS) © 2011 All rights reserved. www.portalsolutions.net 5
  6. 6. 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.” © 2011 All rights reserved. www.portalsolutions.net 6
  7. 7. SharePoint Deployment OptionsOn-Premise Hosted © 2011 All rights reserved. www.portalsolutions.net 7
  8. 8. Exchange Online Office Online Lync Online SharePoint Online Collaboration, Outlook, Word, Excel, Instant messaging, communication, email PowerPoint voice document management SharePoint Online is part of the Office 365 Suite © 2011 All rights reserved. www.portalsolutions.net 8
  9. 9. SharePoint: What it’s all AboutOrganize Share Discoverdocuments social searchtasks collaborate business intelligenceprojects communityBuild workflow apps integrationManage security information rights eDiscovery © 2011 All rights reserved. www.portalsolutions.net 9
  10. 10. 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 © 2011 All rights reserved. www.portalsolutions.net 10
  11. 11. 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 ) © 2011 All rights reserved. www.portalsolutions.net 11
  12. 12. How do you decide?Business Case Definition Feature Roadmap/Prioritized Usage ScenariosDefine the highlevel business Requirements Gatheringobjectives PrioritizeSharePoint will feature sets that IT Resourcessolve. accomplish the Gather the business case functional and Platform SelectionDetermine ROI definition technical Evaluate abilityfor overall requirements to supportinvestment aligned with SharePoint Farm Select the Feature deployment What other option of Roadmap applications SharePoint that need to co-exist? offset cost of ownership and predicted return on investment © 2011 All rights reserved. www.portalsolutions.net 12
  13. 13. 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 © 2011 All rights reserved. www.portalsolutions.net 13
  14. 14. Total Cost of Ownership Options» On Premise» Cloud Hosting» Office 365 © 2011 All rights reserved. www.portalsolutions.net 14
  15. 15. 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 © 2011 All rights reserved. www.portalsolutions.net 15
  16. 16. 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 © 2011 All rights reserved. www.portalsolutions.net 16
  17. 17. 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 © 2011 All rights reserved. www.portalsolutions.net 17
  18. 18. 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 © 2011 All rights reserved. www.portalsolutions.net 18
  19. 19. A Day in the Life: Demonstration Alex Darrow Marketing Coordinator © 2011 All rights reserved. www.portalsolutions.net 19
  20. 20. Case Studies – Office 365» Albright Stonebridge Group » Nonpartisan Think Tank and» Located in Washington, D.C. Research Center Metro-area » Located in Washington, D.C.» Employee Count: 100 » Employee Count: 200» Business Case: » Business Case: – Intranet – Electronic records management • Accounting center • Marketing – Document management and • Human Resources publication • Sales/Proposal Management – Search/findability and reuse of – Collaboration for projects information – Search/findability and reuse of – Document editing and information collaboration © 2011 All rights reserved. www.portalsolutions.net 20
  21. 21. © 2011 All rights reserved. www.portalsolutions.net 21
  22. 22. © 2011 All rights reserved. www.portalsolutions.net 22
  23. 23. 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 © 2011 All rights reserved. www.portalsolutions.net 23
  24. 24. Key Drivers - TNC» Low cost of software – Microsoft – Newsgator» Main focus on Intranet look & feel © 2011 All rights reserved. www.portalsolutions.net 24
  25. 25. 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 © 2011 All rights reserved. www.portalsolutions.net 25
  26. 26. Key Drivers - Publishing ABC Co.» Purchased O365» Productivity» Security of Business ABC Co. Intelligence ABC Co. © 2011 All rights reserved. www.portalsolutions.net 26
  27. 27. 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 © 2011 All rights reserved. www.portalsolutions.net 27
  28. 28. Questions» Contact Us – Jill Hannemann • jhannemann@portalsolutions.net • @jilltabuchi – Adam Levithan • alevithan@portalsolutions.net • @collabadam © 2011 All rights reserved. www.portalsolutions.net 28
  29. 29. Share• Social• Collaborate• Community © 2011 All rights reserved. www.portalsolutions.net 29
  30. 30. Organize• documents• Tasks• Projects © 2011 All rights reserved. www.portalsolutions.net 30
  31. 31. Organize• documents• Tasks• Projects © 2011 All rights reserved. www.portalsolutions.net 31
  32. 32. Discover• Search• Business intelligence © 2011 All rights reserved. www.portalsolutions.net 32
  33. 33. A Day in the Life Alex Darrow Marketing Coordinator © 2011 All rights reserved. www.portalsolutions.net 33

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