1. Office 365 Series:
How Much Could You
Save?

2. Who Are We?
• Adam Levithan
• Jill Hannemann
@collabadam
@JHCherryBlossom



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
– 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

3. 3
About Portal Solutions
We deliver Digital
Workplace Products
and Solutions that
help organizations
share what they know
and find what they
need by connecting
people, data, and
content.

4. 4
Agenda
“Office 365 has a lower
TCO, and greatly reduces
implementation times
compared to a similar on
premises solution.”
- Forrester Consulting Total
Economic Impact Study, Dec.
2010
•
•
•
•
•
Office 365 and the Digital Workplace
Key Areas for Savings
Navigating Licensing
Getting Started
Understanding Your Needs

5. 5
“Office 365 delivered a 315% return on
investment with a four month payback
period for the composite enterprise
- Forrester Consulting Total Economic Impact Study, Dec.
organization.”
2010

6. 6
Digital Workplace
Mobility
Social
Cloud
Big data
We define the Digital Workplace as an
environment where employees are able
to quickly and easily share what they
know and find what they need with
consistent experiences across devices
and locations.

7. 7
Where Does the Digital Workplace Fit?
Context is King:
CRM
Finance
Time
HR
My Customers
Billing
LOB
Customers
My Life
“Systems of Record”
Integration
Context/Relevancy
My Community
CMS
Social
Office
Prod.
Task
Mgmt
Comm
Collab.
“Systems of Engagement”
My Team
My location/device
Stakeholders
Access
› Docs
› Tasks
› Process
› Data
My work

8. 8
Office 365 Suite
Exchange Online Lync Online
Email
Instant
messaging, voice
Security
Office Online
SharePoint Online
Outlook, Word, Exc
el, PowerPoint
Collaboration, docu
ment management
24/7 reliability
Mobile
Access

9. 9
What this Means to the Business:
Context!
Mobile
Reduced IT
Maintenance
Knowledge
Transfer
Sites
Email
Collaboratio
n
File
Sharing
Searc
h
Availability

10. 10
Is My Data Secure in the Cloud?
• Office 365 is verified to meet:
 HIPAA BAA
 FISMA
 EU
model clauses
 ISO 27001
• Expanding encryption
• Reinforcing legal protection
• 99.98% uptime

11. 11
Other Risks in Moving to the Cloud
Sensitive data
residing outside the
organization
Giving up control in
upgrade roll out
schedules
Microsoft service
going down
Your own internet
service going down

12. What ROI can a company realize with Office
365?

13. 13
Eliminated
hardware.

14. 14
Web conferencing and teleconferencing
savings.

15. 15
Avoided on-premises implementation and
administration labor.

16. 16
Latest functionality and ease of upgrading
technology.

17. 17
Enterprise agreement (EA) licenses substituted with
Office 365 subscription.

18. 18
Improved archiving and compliance.
Improved availability and disaster recovery.

19. 19
Improve knowledge worker efficiency.

20. Navigating Licensing

21. 21
Office 365 Plans: The Basics
• Small Business – 25 users max
• Midsize Business – 300 users max
• Enterprise – unlimited users
 Core
suite of features for the digital
workplace
• Kiosk – “Desk-less” workers
 Shift
or retail workers
 Shared PCs
• Mix and match with Enterprise level
plans
Most common plans
• E Plans Enterprise
• K Plans – Kiosk
Workers

22. Feature
Exchange Online
Only
$4 per
user/month
Enterprise E1
$8 per
user/month
Enterprise E3
$20 per
user/month
Enterprise E4
$22 per
user/month
Email (50 gb per user)
●
●
●
●
AD integration
●
●
●
●
Web conferencing,
presence and IM
●
●
●
File Storage and sharing
(25 gb per user)
●
●
●
Intranet and team sites
●
●
●
Yammer enterprise
●
●
●
Public website
●
●
●
Office online
●
●
●
Mobile apps
●
●
●
Office applications
●
●
eDiscovery
●
●
Voicemail
●
●
Self-service BI
●
●
22

23. 23
Kiosk Plans vs. Features
Feature
Exchange Online
Kiosk
$2 per user/month
Office 365 Enterprise
K1
$4 per user/month
2 GB of email storage
per user
●
●
Outlook Web Access
●
●
Exchange ActiveSync
for smart phones
●
●
POP support for email
clients
●
●
Access to SharePoint
Online Sites
●
Office Online
●

24. 24
Licensing Costs for On-Premise
(SharePoint)
Item
SharePoint Server License
Windows Server - Std
SQL - Std - 1 Proc
License
Software
Assurance w/Both
$4,926.00 $2,463.00
$726.00
$363.00
$7,389.00
$1,088.00
Licensing
Comparison:
Dunder Mifflin Paper
Co. - 350 users
$7,171.00 $3,586.00 $10,756.00
TOTALS for Infrastructure
SharePoint Standard CAL (Per
User)
SharePoint Enterprise CAL (Per
User)
$12,823
$6,412
$19,233
$95.00
$48.00
$142.00
$83.00
$42.00
$125.00
TOTALS per User CAL
$178.00
$90.00
$267.00
On-Premise SharePoint =
Year 1 $104,206
Office 365 =
Year 1 $7,000

25. Getting Started
What is the Total Cost of Ownership of Office
365?

26. 26
Evaluating Total Cost of Ownership (TCO)
Start up costs (and activities)
Discovery/Design of
Pilot
Implementation and
Migration
Training
Labor needed to assess need
and define business
objectives
Depending on size, migration
could be a costly effort
Exchange mailbox migration
Basic user training is
necessary to communicate
changes
Governance for Email, SharePoint,
OneDrive, Yammer, Lync usage
SharePoint content migration
Email in the cloud
Lync configuration
Mobile capabilities
Determine usage of SharePoint
Assess LOE for Exchange migration
Number of users is a determining factor as to how costly start up will be
File storage and sharing
Social collaboration

27. 27
Perpetual Costs (TCO)
Microsoft Licensing/Subscriptions
Ongoing Administration
Additional Bandwidth
Hardware
Ongoing Training

28. 28
Understanding Your Needs
• Number of users
 Number
of users will impact start up
costs and needs analysis
• Existing license structure with
Microsoft
 Your
ROI can be influenced with
• Office 365 components to be used
 What
licensing levels do you need?
3rd party products
like 365iQ can help
with analytics:
http://centrixsoftware.com/

29. 29
Which Cloud Service
Should I Pursue?
•
•
•
•
•
•
Email
Instant Messaging
Video Conferencing
Content Management
Collaboration
Corporate
Communication
• Workflow Processing
• Business Intelligence
• Data Management
• What do your users need today?
 Evaluate
usage of:
 Microsoft Office Products (Word, Excel,
PowerPoint)
 Current intranet
 Enterprise Systems and Systems of record
(CRM, Customer data, transactional data)
 Other public cloud provided document
sharing (Dropbox, Google Docs)
 Other collaboration apps (Evernote, etc.)

30. 30
Getting Started
1
Benefit vs. Risk Analysis
2
Evaluation of user needs
3
Determine licensing
combination
Quantify ROI with current
costs
Define governance for
capabilities
4
5

31. 31
Closing thoughts…

32. 32
Limited Time Offer!
Deployment Offer
Microsoft makes it easier to
work with your preferred
Cloud Service Provider –
Portal Solutions. And
cheaper too (Microsoft will
help cover the cost).
For every new Office 365 purchase now
through March 31st, Microsoft will contribute:
Number of Eligible Office 365 Seats
Funding
Deployment
Office 365 FastTrack is
designed to help
organizations move to Office
365 quickly and easily. If
you’ve been waiting for the
right time for your
deployment, this is it.
1,000+ seats
250 – 999 seats
150-249 seats
$20,000
$12,000
$5,000
jhannemann@portalsolutions.net

33. 33
Upcoming Events
SOCIAL WEBINAR SERIES
To register for any of our Webinar
events, please visit
portalsolutions.net and click on
News & Events!
Come meet our experts!
April 12 – SharePoint Saturday
Boston
April 22 – SPTechCon San Francisco
Contact us today!
March 4 – A Cluttered Inbox Slows Down Collaboration
April 1 – Is Yammer the Answer to Your Social Strategy?
OFFICE 365 WEBINAR SERIES
March 27 – You Have SharePoint, Now What?
May TBD – Bringing Forms and Workflow to Office 365
GOVERNANCE/MIGRATION WEBINARS
March 25– Climbing the Slippery Slope of SharePoint Migrations,
featuring Concept Searching
April 2 – Most Common Governance Mistakes in SharePoint (And
How
to Avoid Them), featuring Ruven Gotz, SharePoint MPV
and
Metalogix
Thank you for attending!