SharePoint Online Plan 2 - Office 365 Community

Lync and Learn - Why
Thursday, March 1st, 2012
Michael Hinckley, MCITP
Michael Hinckley
Program Manager, DSM
[email protected]
Twitter: @SharPtContender
Tampa Bay SharePoint User Group
Organizer, SharePoint Saturdays Florida (Orlando, Tampa, South Fla)
MCITP: Microsoft Certified Professional, SharePoint Administration 2010
MCTS: Microsoft Office SharePoint 2010, Configuring
MCTS: Microsoft Office SharePoint Server 2007, Configuring
Microsoft Cloud Accelerator
Contribution Author (May 2012):
The CxO’s SharePoint Pocket Guide:
100 Smart Questions to Ask About a SharePoint 2010 Deployment
2007 WSS
2007 MOSS
2010 Foundation
2010 Server
Standard (CALs)
Enterprise (Standard + Enterprise CALs)
SharePoint Online (Plan 1)
SharePoint Online (Plan 2)
Licensing CALs
Intranet Plus Extranet
SharePoint 2010
On Premises Editions
SharePoint On Premises/Office 365 Comparison
SharePoint Online new features
SharePoint features not available yet with Office 365
What are the Business Needs?
Plain English can be broken down into Goals / Requirements / Specs
Devoid of Buzz Words or fuzzy concepts
Identify the Who’s out of the gate
Get it all on a SIGNED by Sr. Sponsor in a Vision or Understanding
What are the Business Goals?
• Connect and empower users
• Increase productivity and information value
• Collaboration
• Building business communities and project groups
• Manage total cost of ownership
• Consolidate Infrastructure, systems and simplify integration
• Content Management
• Respond to business needs
• Improve organizational effectiveness
• Unlock business data
• Rapidly create no-code collaborative solutions for new opportunities
• Work seamlessly with partners
• Streamlining data accessibility
• Creating flexible shared systems
• Managing security
• Regain control of end user solutions
SharePoint Workloads
Core foundational elements of Microsoft
SharePoint® Online and 2010 Server in support
of the additional workloads.
Shared Environments
• Participating in teams
• My Network
• Blogs
• Wikis
• Tags
• Tag Clouds
• Tag Profiles
• Ratings
• Colleague and Presence (with Lync)
What’s Makes A SharePoint Document Different?
• Metadata
• Finding content
• Managed metadata services
• Content Types
• Document Sets
Composite Services
Access Services
Visio Services
Out of the Box WorkFlows
SharePoint Designer Customizations (Free)
Finding the Right People
• People and expertise search
• Recently authored content
• Expertise identification
Main Solution Architectural Decisions
Creation of a cohesive end user experience
Information Architecture
On-boarding and Off-boarding of data
Requirements (Browser, Device, etc.)
Architectural Approaches (if using Hybrid)
What is Going to Take?
ROI of Capabilities vs. Cost
Cut off points: Online or On Premise (Foundation, STD and ENT)
User Plans
Flexibility of understanding Capabilities vs. trade offs
Understanding of flexibility
• Platform as a whole
• Business Goals
• Now
• Down the road ( just over the bend, half way, once we are there)
• Mapping Workload Features to Business Goals
• Major effort to get End Users to use it (From Change Management to Training)
8 Things You Must Do to Drive SharePoint User Adoption
Focus on SharePoint’s flexibility
Educate on the tool
Communicate context
Rate collaboration maturity
Give people a reason to visit
Create User Accountability
Define ‘Collaboration’
Place SharePoint in the Flow
Lee Reed on
On Premise Governance Committee Roles
1. System Administrator
2. Backup Administrator
3. SharePoint Farm Administrator
4. SQL Administrator
5. Active Directory Resources
6. Enterprise Site Collections Admin
7. Enterprise Security Admin
8. Site Owner (Team Sites)
9. Site Owner (Publishing)
10. Contributor
11. Reader
12. Developer
13. Product Management
14. Program Management
15. Information Architecture
16. Tester
17. User Experience
O365 Governance Committee Roles
System Administrator
Backup Administrator
SharePoint Farm Administrator
SQL Administrator
5. Active Directory Resources ??????
6. Enterprise Site Collections Admin
7. Enterprise Security Admin
8. Site Owner (Team Sites)
9. Site Owner (Publishing)
10. Contributor
11. Reader
12. Developer
13. Product Management
14. Program Management
15. Information Architecture
16. Tester
17. User Experience
Authentication Available
• Microsoft Online IDs
• Single Sign On with AD credentials through ADFS
• Microsoft Windows Live IDs for External Users
• Automatically revoke their access after a certain period of time
Service Level Agreements
• 99.9% percent uptime.
• Set for recovery time objective (RTO) and recovery point objective (RPO).
Availability %
Downtime per year
Downtime per month*
Downtime per week
90% ("one nine")
36.5 days
72 hours
16.8 hours
18.25 days
36 hours
8.4 hours
7.30 days
14.4 hours
3.36 hours
99% ("two nines")
3.65 days
7.20 hours
1.68 hours
1.83 days
3.60 hours
50.4 minutes
17.52 hours
86.23 minutes
20.16 minutes
("three nines")
8.76 hours
43.2 minutes
10.1 minutes
4.38 hours
21.56 minutes
5.04 minutes
99.99% ("four nines")
52.56 minutes
4.32 minutes
1.01 minutes
99.999% ("five nines")
5.26 minutes
25.9 seconds
6.05 seconds
99.9999% ("six nines")
31.5 seconds
2.59 seconds
0.605 seconds
• Office 365 is HIPPA complaint
• Check legal restrictions on where specific data can be hosted
• Germany
• Microsoft’s Data Centers are located throughout the world and logically
grouped per continent
Storage Overview
• Total pooled storage available to a tenancy is a sum of:
• Base storage of 10GB
• Plus 500MB per USL (excluding kiosk and external users)
• Example, if an organization bought 1000 E Plan licenses,
• Tenancy will have 10GB + 500MB*1000 = 510 GB
• Above pooled storage can be distributed amongst non-mysite site
• An organization can also purchase additional storage up to a total pooled
storage of 5TB per tenancy
Hybrid Scenario
• On Premise (AD)
• 2010 FAST Search
• 2010 Business Intelligence
• MOSS 2007 Custom Applications
• SharePoint Online for Collaboration (AD)
On Premises SharePoint Costs (estimated)
• Need to buy
• Windows Server and License (Foundation)
• SharePoint Server License
• Standard CAL
• Enterprise CAL
• SQL Server Standard or Enterprise licenses
• FAST Search License
• Planning and Proof of Concept (SharePoint Deployment Planning
For Information Workers – Plan E Family
Enterprise IWs – Standalones
Plan 2 include all features included in Plan 1; offers are inclusive and not additive
Office Web App Plans include SharePoint Online
Office 365 for Enterprise Suites & Standalones
So How Long Do They Take?
So How Long Do They Take?
IT Depends
On Premises SharePoint 2010 Platform
2,856hrs / 40hrs = 71.4 weeks!!!
Example Deployment Timeline
Networking, Domains, and
On-Premises Discovery
12 ...
First Mailbox Migrated
Identity Management, and
MX Record
Production Pilot
Clients/Mobile Devices
Velocity Migrations
Develop Plans and Strategies
Exchange Online
SharePoint Online
Lync Online
SharePoint Deployment Guide
• SharePoint Online Planning Guide for Office
365 for enterprises
• SharePoint Online Planning and
Administration site also provides useful
information for small and enterprise
• Refer to this site for additional information
related to SharePoint Online.
SharePoint Online Administration - TechNet
Check These Updates Every 2 to 4 Weeks
• Service Updates for Office 365 for enterprises
• Service Updates for Office 365 for professionals and small businesses
Community Resources
Free E-Book
Decision Deciders
Size of Organization
Data Security
Business critical custom applications
Size / Cost of Content
Will new features create new levels?
• BI E5?
• Are Lync and Outlook true value adds?
Next Steps
All Features will be available in the Cloud only a question of when!
SharePoint Solution Architect/ITPro space wide open
Need a real working Proof of Concept
SharePoint Deployment Planning Services (SDPS)
provide customers planning around Office 365
Questions I Get About O365
• Larger Organizations
• Is Cloud something for us Enterprises chaps?
• Departments and Smaller teams are begging for it
• Becomes another topic added to already long list IT discussions
• Small Business
• What is SharePoint?
• What can I do with it?
• Where do I sign up?
New to SharePoint
Similar learning curve as On Premise
Make sure Business Goals drive Solution Architecture and user acceptance
Don’t skip Governance!
SharePoint community full of resources
Make sure to know what is available in O365 and what is On Premise
One Note is the best starter exercise
Ideas for First Forays into SharePoint Online
Project Management
Far reaches of the Globe
Client Portal
Don’t Underestimate SharePoint and/or Cloud Prejudice
Can be perceived as job threat
Fear of unknown
Fear of change
Fear of expectations
The Total Economic Impact of Microsoft Office 365
Forrester Consulting
1. Knowledge worker productivity gain: $657,000 across all employees in the organization
2. Mobile worker incremental productivity gain: $168,750 over three years
3. Eliminated hardware: Savings of $64,000 over three years
4. Eliminated third-party software: Savings of $10,000 over three years
5. Web conferencing savings: Savings of $25,000 over the life of the study
6. Substituted Microsoft licenses: Savings of $125,000 in the initial period of the study
7. Avoided on-premises planning and implementation labor: Savings of $35,000 in internal
labor and professional services costs
8. Reduced IT support effort: Savings of $206,350 over three years
9. Reduced travel costs and corresponding CO2 emissions: Savings of $260,625 over the life
of the study and a reduction of 47,000 kg of CO2 emissions from air travel
Link to Study
• “….(S)harePoint can make a real difference in the way people get their
jobs done, without having to go to their IT departments and beg for
developers” to help them. “
Rackspace SharePoint Architect Jeff Deverter
• “End users are driving the way SharePoint is used within an
organization, and that fact alone can complicate things”
Rackspace Chief Technology Officer John Engates
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