Understanding SharePoint Online

SharePoint Online:
Reviewing the State of the Union

March 21, 2012

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

About Portal Solutions

200+ 10+
SharePoint Years in
Implementations Business

4
Practice Areas (Advisory/Design,
Implementation, Managed, Govt Serv.)

Our customers are organizations
3 2 that need to improve
Times selected for Locations – DC &
SP Early Adopter Boston
performance through effective
Program 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


More Customizations Why SharePoint in the Cloud?

Software as a Service (SaaS)

Less Complexity
Platform as a Service (PaaS)

Infrastructure as a Service
(IaaS)


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

On-Premise
Hosted


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


SharePoint: What it’s all About

Organize Share Discover

documents social search
tasks collaborate business intelligence
projects community

Build workflow apps integration

Manage security information rights eDiscovery


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

Feature Roadmap/Prioritized Usage Scenarios
Define the high
level business Requirements Gathering
objectives Prioritize
SharePoint will feature sets that IT Resources
solve. accomplish the Gather the
business case functional and Platform Selection
Determine ROI definition technical Evaluate ability
for overall requirements to support
investment 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


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 Darrow
Marketing Coordinator


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


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
» Employee Count: 1500
» Business Case:
– Document Management
– Search/findability
– Department Collaboration
– Business intelligence and key performance indicators
– Internal applications and electronic workflow
processes

Key Drivers - Publishing
ABC Co.

» Purchased O365
» Productivity
» Security of Business ABC
Co.

Intelligence
ABC
Co.


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
• jhannemann@portalsolutions.net
• @jilltabuchi
– Adam Levithan
• alevithan@portalsolutions.net
• @collabadam


Share
• Social
• Collaborate
• Community


Organize
• documents
• Tasks
• Projects


Discover
• Search
• Business intelligence


A Day in the Life

Alex Darrow
Marketing Coordinator


Understanding SharePoint Online

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