........................................................................... 2 2 Business need ..........................................................................1 Solution Overview ................................................... 5 4 Alternative Solutions....................... 9 6............................................. 4 3....................................................................... 2 2................................... 2 1................................................................................................................... .................. Business Case Analysis for Microsoft Office 365 Table of Contents 1 Executive Summary ............................ 12 Page 1 of 13 ... Risk and Benefits ....................................................................................... 7 5 Cost.................................... 4 3 Recommended Solution ......................................................................................................................................................................................................................... 2 2.....3 Resources.......................................................................................................................... 7 5.. 9 6......................3 Benefits ..... 8 6 Implementation Details..........................................3 Business Need.................... 4 2..1 Anticipated Outcomes .......1 Business Context ..2 Assumptions ..... 2 1..............................2 Critical Success Factors .................. 8 5........................................................................2 Risk ................................................................................................................................................................................................................................................................................................................2 Solution Benefits .............................................................................................................................................................................................................................................................................1 Project Cost ................................................. ................ 11 6.............................................................................. 11 7 Conclusion and Recommendation................................................................................................................................ 7 5............................................................................................................................................................................................................................................................................................... 4 3........................................................................................................................................2 Problem Statement .................................................1 Project Plan ........ This single act alone paved the way for future migration from on premise to cloud based solutions. productivity and collaboration tools. Integration with Active Directory. Office 365 is the software-as-a-service (SaaS) version of Microsoft business product (quite similar to Google’s G Suite) which includes Office applications. Xyz Plc made the decision to upgrade her email cloud solution by discontinuing the services of Mcreal web hosting and subscribing to Google’s G Suit which comprise cloud computing. Successful migration of files from Google Site to Microsoft’s SharePoint online. collaboration. These outcomes include: Reduced total cost of ownership (TOC). 1.1 Business Context Xyz Plc currently adopts a hybrid approach (on premise and cloud based) which also combines two distinct software solutions inorder to meet up with end user requirements. Lync. However. Exchange. 1. OneDrive and Skype for Business. Successful migration of users files from Google Drive to Microsoft’s OneDrive. 2 Business need 2. Increased business and end user productivity. Yammer. High user acceptance rate. The organization stays up-to-date with the latest features and solutions from Microsoft. this falls in-line with the organizations business continuity plan. Also.2 Critical Success Factors In order for this implementation to be deemed a success. the organization utilizes two distinct productivity tools (G Suite and Microsoft Office) with an acceptable degree of integration. This trend creates an opportunity for organizations to adopt a Software as a Service (SaaS) enterprise solution for email. most users are more familiar and give preference to Microsoft’s office productivity tool when compared to Google’s G Suite. and common business applications rich in functionality and uniform across the enterprise. The purpose of this business case is to discuss the potential return on investment (ROI) Xyz Plc will realize by deploying office 365.1 Anticipated Outcomes There are key desired outcomes that are anticipated following a successful implementation of Office 365. Consolidate organizations SaaS enterprise solutions. email. In 2014. the following must be achieved: Successful migration of the organization’s email from Google Mail to Microsoft Exchange. Currently. Business Case Analysis for Microsoft Office 365 1 Executive Summary There is a gradual shift from the traditional approach of administering IT solution in most organizations around the world. This include email. SharePoint. Simplify enterprise administration and management of end users. this will help consolidate the organizations SaaS enterprise solutions. Google’s G Suite was adopted and Page 2 of 13 . productivity and collaboration tools. This was evident in the results of a survey that was carried out within the organization. Guaranteed 99. letter writing. The process of installing on end user pc makes user provisioning and administration more cumbersome a time consuming. This ought to be a welcome development for both software giants but in practicality. Nevertheless. productivity and collaboration tools. there is an acceptable degree of integration between Microsoft Office and G Suit as Google’s G Suit allows files to be uploaded and saved in Microsoft and Google format. Also. end user provisioning and administration is managed centrally form a web admin console.g. Based on the fact that the solution was cloud based and the organization pays only for the services it needs. The implementation of Google’s G Suite was swift and the solution integrated well with existing IT infrastructure.9% uptime SLA. Recent trends and analysis based on surveys and data collated revealed a high degree of underutilization of the G Suit productivity tools when compared to Office productivity tools. end users would prefer a more seamless approach to this perceived drawback. However. The analysis reveals Gmail app as the most used of all four apps with approximately 95% utilization by Xyz employees. Business Case Analysis for Microsoft Office 365 implemented in 2014 with 340 user license purchased for the cloud solution that comprise. Calendar and Google+) over a six month period. Drive. ledger/record keeping and reporting) with Microsoft Office tools but seldom utilize the productivity features of G Suit. the analysis also reveals 6% of Xyz employees utilize Google+ making it the least utilized app. email. However. this perceived benefit further translated to zero TOC (Total Cost of Ownership). Robust in functionality. The main focus of the implementation was to address the organizations urgent need for a robust email service that will provide the following: Better security and privacy. the organization also subscribed to Microsoft productivity tools (Office Professional Plus) which is an on premise desktop version of Microsoft Office tools. Scalability. word document. Figure 1 shows comparative analysis on G Suite apps (Gmail. Most users accomplish a significant portion of their day to day office activity (e. Centralized method of administering end user support. Figure 1 Application usage Activity Page 3 of 13 . memo. Some of the reasons given by end users were basic and logical. These reasons include: Microsoft’s Office tools are fundamental productivity tools for most beginners. employee productivity is paramount. it is imperative for the organization’s email. Microsoft Business Essentials Microsoft Business Premium Exchange (Email) Exchange (Email) Page 4 of 13 . the organization will combine different business plans on the implementation of the proposed solution. Routine task and Information will be processed faster and more cost-effectively than they are today. without compromising compliance and security of the information. user friendly and cost effective solution. Table 1 below shows the components for each business plan. Business Case Analysis for Microsoft Office 365 2. The result revealed 85.1 Solution Overview As part of a cost saving measure.3 Business Need When this project is successful. The implementation will see a combination of Microsoft Business Essentials and Microsoft Business Premium plan with license for 170 users and 200 users respectively.2 Problem Statement As part of Xyz Plc long term strategic plan.1% on Google’s G Suite. Productivity Tool Survey 18 16 14 Number of Users 12 10 8 6 4 2 0 1 Productivity Tools Microsoft Word Google Docs Microsoft Excel Google Sheets Microsoft Powerpoint Google Slides Skype for Business Hangouts Figure 2 Productivity Tool Survey 2. productivity and collaboration tools to be reviewed and consolidated in to a robust.9% user acceptance for Microsoft office productivity tools as against 14. 3 Recommended Solution 3. there will be an increase in end users productivity. A survey was carried out from a pool of 20 employees at the organization’s head office. Therefore. whenever. Access to work management tools that help teams collaborate and multi-task. Xyz Plc is unified together. By switching to Office 365. 2. one will have access to all that is required without installing and maintaining servers and systems. PowerPoint. Word. Unlimited online meetings. Rather. and Word. wherever access and IT maintenance are the obligation of Microsoft data center. OneDrive for Business with 1TB (terabyte) of file storage and sharing. Professional digital storytelling tools to create interactive presentations. Skype for Business (VoIP).2 Solution Benefits 1. Business Case Analysis for Microsoft Office 365 OneDrive OneDrive SharePoint SharePoint Skype for Business Skype for Business Microsoft Teams Microsoft Teams Yammer Yammer Word Outlook Excel Word PowerPoint Excel PowerPoint OneNote Access Table 1 O365 Business Plans 3. Access Office from anywhere using any type of device: Office 365 Business is hosted and maintained by Microsoft which implies there is no compelling reason to install and update software in the event that you are not incline towards. Outlook. Users can enhance work process effectiveness which is critical to the organization’s bottom line. the proposed solution includes. OneNote. PowerPoint. projects. and contacts with a 50GB (gigabyte) inbox per user. Access to fully installed Office applications on both PC and Mac devices. Access to online versions of Office in the cloud including Excel. Excel. calendar. Page 5 of 13 . or cell phone) in any location. Exchange Online. PC. reports. and more. Access to familiar applications: Microsoft offers a variety of products and plans that suits our organization and IT infrastructure. Access to a social network to help employees collaborate across departments and locations. To catch a glimpse of what is possible. Access to Office apps on tablets and phones for the fully installed mobile Office experience on up to 5 tablets and 5 phones per user. Business class email. Set up is quick with prompt access and enables everyone have access to Office applications with a single sign in using any device (tablet. IM and HD videoconferencing with Skype for Business app Tooltip icon. Enjoy seamless digital ecosystem: Microsoft Office 365 integrates seamlessly with other products within the Microsoft digital ecosystem which further helps the organization maximize the use of: Microsoft Dynamics NAV 2016. as Microsoft Office Professional Plus will be a desktop version of Microsoft’s Office productivity tool. on premise or a combination of both (popularly known as a hybrid).9% uptime SLA: Microsoft provides a comprehensive Service Level Agreement (SLA) which ensures an uptime of 99. 8. Microsoft Business Intelligence. Microsoft provides their clients advance notice to help plan accordingly in the event of any changes. However. 7. 6. Dependable Application and feature modifications: Many cloud service providers tend to change or discontinue applications at a moment’s notice which provides businesses with inconsistent delivery. It also provides a way to have remote employees use a cloud solution while others work on the premises. Microsoft has proper compliance and security technology deployed alongside an agreement not to use our data for promotional purpose. Page 6 of 13 . with Office 365 you can modify services at a moment’s notice. the integration is seamless with access to the same productivity tools both in the cloud and on the premises. It helps organizations meet specific compliance requirements. this feature is only available for Microsoft Business Essentials and Microsoft Business Premium plan. Compliance: Office 365 and Microsoft datacenters are certified ISO 27001 compliant with continued successful completion of SAS70 Type I and Type II audits. 5. this provides Xyz Plc with instant access to latest version of the software without the added cost to upgrade. Microsoft will always notify their customers at least one year in advance. they recognize that document and archives belong to Xyz Plc. For major upgrades on software.9 percent. 9. antivirus and anti-spam technologies to ensure secure email communication. The SLA covers all aspects of Office 365 in addition to each user. Microsoft Dynamics CRM. giving users and tech support peace of mind and improved business continuity. Automatic updates are included in your subscription and at no extra cost. This is much more cost effective than having unused IT infrastructure or solution sitting around in anticipation of business expansion. Flexible deployment for easy configuration and customization: Microsoft have made it possible to execute migration processes in phases to either cloud. If you choose a hybrid solution. and shared documents. Enjoy better security and privacy: Although Microsoft has cloud-based administrations. Guaranteed 99. files. Routine updates on antivirus and antimalware definition Email protection using Forefront Online protection. Scalability means you only pay for the resources used: Office 365 is scalable and allows businesses the flexibility to combine different plans (business and enterprise) as the business needs change. A Service Health Dashboard which provides service health visibility on a daily basis to IT support team. Microsoft's administrations have adopted the following: 128-bit SSL/TSL encryption to prevent interception of transmissions to applications. 4. As part of our subscription. 10. Instant access to the latest version for no additional cost: Since Office 365 is offered as SaaS (Software-as-a-Service). Business Case Analysis for Microsoft Office 365 3. Instead. Furthermore. g.60 N4. Risk and Benefits 5.000.00 Yearly Office 365 Business Essentials 220 N22. Details of the project cost can been seen in table 3 and 4 below. perspective.00 10% N4.900.00 One-time Sub Total N16.00 One-time Maintenance Support 1 N750.215.00 Yearly Page 7 of 13 .000.000. Business Case Analysis for Microsoft Office 365 4 Alternative Solutions Alternative Description Reasons Rejected Considered Take no action Continue to leverage on Doing nothing will likely cause: a) Decreasing end user now existing G Suite satisfaction.000.00 5% VAT N810.072.791.500.00 10% N394.00 Yearly Office 365 Business Essentials 220 N21.00 10% N375.200. d) Poor integration with other productivity tools (e.10 N8.285.336.837. b) Underutilization of productivity tools.1 Project Cost In compliance with the organization’s procurement policy.292. Microsoft Dynamics Nav) Table 2 Alternative Solutions to O365 Implementation 5 Cost.200.628. N3. Project Description Quantity Unit Price Amount Recurrent Office 365 Business Premium 150 N55.250.00 Yearly Implementation/SharePoint 1 N1.026.391.00 35% N975.600.377. c) Zero applications without any increase in end user productivity for from an IT and corporate changes.85 Table 3 User License and Project Implementation Cost Project Description Quantity Unit Price Discount Amount Recurrent Office 365 Business Premium 150 N54.000.85 Total Project Cost N17.923.00 10% N7.000.00 Yearly Office 365 Enterprise E3 (Optional) 5 N87. price quotes were obtained from two vendors.00 Yearly Setting up SharePoint Online 1 .750.765. 3 Benefits The benefits of adopting Office 365 are monumental.625.000.655.6 billion in 2014 to more than $127 billion in 2018. –“Whereas about one-quarter of users BitGlass surveyed last year had email in the cloud. Customers love this and are ditching traditional software and computers at a rapid rate so they can rent their tech via cloud computing. and so on.275.375. “At the time. “The cloud market will grow from $56. bytes of storage. usage of add-on apps and services. and they get that same Outlook look and feel with Office 365. A recent study by IDC (International Data Corporation) showed. there are long term risk associated with the non-implementation. which also offers security services for Google Apps.00 5% VAT N793. Business Case Analysis for Microsoft Office 365 Migration (Email.390. These risk include: Negative impact on the organization’s future business continuity plan.” according to BitGlass. recently conducted a survey of 81.” And BitGlass said… –BitGlass. the company found that Google Apps was far more popular. However.” a spokesperson said. Most companies will only pay for the actual resources they use.000 users one year ago. 42% of them are using cloud email this year.”BitGlass told Business Insider. Office 365 has surged ahead of Google in the enterprise and is dominating future enterprise deployment plans (29%) versus Google Apps (13%).75 Total Project Cost N16.” In a more recent survey during October 2016. –“Why is Microsoft winning? Workers like the Outlook email program.862. like minutes of computing time. 375 N6. Office 365 and Salesforce. Contact. compared to Office 365 at not quite 8%.75 Table 4 User License and Project Implementation Cost 5. Poor integration with existing business applications and productivity tools. 5. Page 8 of 13 .00 One-time Calendar and Drive) Sub Total N15. Negative impact on business productivity. The following statistics reveal how the adoption of Office 365 has impacted on business around the world.2 Risk There are no immediate or short term risk associated with the non-implementation of the proposed solution. Potential bottlenecks on future process improvements or process reengineering. “BitGlass revealed to Business Insider that “Office 365 has now overtaken Google Apps in terms of usage.388.00 0% N2.133. accounting for 16% of user’s email. (Office 365 setup & capabilities) Coordinate license acquisition Desktop users & communication plan Bandwidth analysis strategy Define environment for migration tools Exchange Gather current exchange information Compile current users information that will be migrated Determine migration plan Check current DNS records File Storage Analyze current file & security structure Categorize files and define filters (old files. printing.1 Project Plan The following tasks are related to a standard migration project which includes: Office 365 implementation Exchange online migration from an existing Exchange File share migration to SharePoint online Top level plan based on 3 main stages: Plan Prepare Migrate Post . not used. files share) Mobile users .(Office 365 web apps. security) SharePoint online . metadata) User experience . team sites. Apps that use Exchange and Microsoft Office .Migration Detailed tasks: Cloud Migration Plan Plan Coordinate and execute kick off meeting & Schedule Plan Plan infrastructure . content viewers.(users private space. 6. File Share.(Mail Servers. Bandwidth. not needed) Define new Folder structure and security in Office 365 Define files new metadata(optional) Define action plan for files with errors and warnings Define user profiles Define sites and site types Define personal OneDrive for Business usage Develop Backup policy Applications Check applications that use exchange and Microsoft Office Page 9 of 13 . Printing. Business Case Analysis for Microsoft Office 365 6 Implementation Details. Apps that use Exchange and Microsoft Office. DNS. printers) Setup SharePoint and team sites Configure client computers and end-user experience Install migration tools in local environment Exchange Configure AD Request and test a domain/exchange user for migration (domain admin) Check migration tool requirements Install/update operating system features needed for migration Configure user archive mailboxes (optional) File Storage Re organize folder structure Remove passwords from Microsoft Excel files Fix document broken links to other documents before migration Tag links in file share before migration with link fixing tool Look up and fix files and folders with warnings and errors Create complete list of files to be migrated Migration Exchange Migrate exchange mailboxes to Office 365 Monitor and validate migration tool results Validate exchange online functionality File Storage Migrate selected files Apply new Metadata(optional) Create migration plan in 3rd party tool using Microsoft Excel files Create migration schedules Monitor and validate preliminary results Rerun migration for failed files and folders Archive non selected files Validate entire migration results(before and after) Reconnect file links in SharePoint after migration with link fixing tool Recreate passwords in Microsoft Excel files Apply security Reconfigure Applications that use Exchange and Microsoft Office QA & UAT Page 10 of 13 . firewall. Business Case Analysis for Microsoft Office 365 Setup scope of migration Users Training Setup users training schedule Build risk and issue tracking system Prepare Create and setup account Add domains to Office 365 Create and configure user accounts and roles / groups Initial setup user accounts (optional) Configure Office 365 (Acquire additional storage) Network Configurations (Local network configuration. NAT. edit and upload all kind of files to the cloud based on security access Ensure that all documents with links are working properly Ensure that all applications that use Exchange and Microsoft Office are working properly Training Office 365 Super users Training Office 365 Training New file organization Super users Training New file organization Training Provide client computers support on configuration Go Live Coordinate outage Initiate planned outage and take down network services Change DNS/MX records Rerun migration for files and folders modified during QA and UAT Synchronize exchange Validate final results Remove access from file share Terminate planned outage and communicate results Go live Post-Migration (Documentation) Assessment document Infrastructure document New files structure document Security document Write User Guides Write User FAQ 6. 6. preparing and migration phases are completed within eight weeks. The number of user license acquired is more than sufficient for the number of employees mandated by the organization.2 Assumptions The following assumptions were made The license cost per user reflects the naira equivalent of the dollar exchange rate whilst business case was compiled. The planning. Page 11 of 13 . calendars and contacts have been migrated Ensure end -users can access. Business Case Analysis for Microsoft Office 365 Ensure end-users email is working properly and emails. The IT manager will oversee the implementation of the project in collaboration with the project consultant and members of the project team.3 Resources Successful implementation requires the participation of the project sponsor. and improved productivity. As elaborated in the body of this document. Office 365 Business will help run the organization more efficiently while maintaining brand and professional image. migrating to Office 365 Business provides solid advantages in terms of risk management. The team recommends proceeding with the project as there’s so many advantages to switching to Office 365. Additionally. cost reduction. Business Case Analysis for Microsoft Office 365 7 Conclusion and Recommendation. Page 12 of 13 . Regardless. These are just a handful of the ways Xyz Plc can grow by using Office 365 Business. The specific applications and services will depend upon choice of plans. IT capital expenses can be reduced by eliminating on premise servers.
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