community it innovators - office 365 for nonprofits

Community IT Innovators Webinar Series

Johanny TorricoDirector of Ongoing Support

Community IT Innovators

August 29, 2013

for Nonprofits

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About Community IT

Community IT Innovators partners with nonprofits to help them solve their

strategic & day-to-day IT challenges.

Strategic

Proactive approach so you can make IT decisions that support your

mission and grow with you

Collaborative

Team of over 40 staff who empower you to make informed IT choices

Invested

We are committed to supporting your mission, and take care of your IT

network as if it were our own

Nonprofit focus

Worked with over 900 nonprofits since 1993

Presenter

Johanny Torrico

Director of Ongoing Support

jtorrico@communityit.com

Poll

How many staff are in your organization?

- 1-20

- 20-50

- 50-100

- More than 100

Evolution of Office

Office 365 Overview

What’s Included in Office 365?

• Exchange Online

• SharePoint Online

• Lync Online

• Office Web Apps

• Office Suite Downloads

Office 365 Overview

Types of Plans

• Home

• Business: Small, Midsize, Enterprise

• Government

• Education

Poll

What email solution do you use in your

organization?

- In-house Mail Server

- Hosted Exchange

- Office 365

- Google Apps

- Other

How Does It Compare?

In-House Mail Server

- How long can your organization

function without email?

- Can your organization afford to lose

email?

How Does It Compare?

In-House Mail Server

- Cost

- Reliability

- IT maintenance

- Disaster Recovery

How Does It Compare?

Hosted Exchange

- Pricing

- User’s mailbox space

- Mobile devices

- Security compliances and certifications

How Does It Compare?

Google Apps

- Productivity applications

- Document management

- Sharing and collaboration

Poll

Is your organization considering migrating to

Office 365 in the next six months?

- Yes

- No

- Maybe

Poll

Which component of Office 365 interests you the

most?

- Exchange Online

- SharePoint Online

- Lync Online

- All of them

- Don’t Know

Office 365 Plans for Nonprofits

E1 Plan

Cost per license per month: $0.00

• Exchange Online

• SharePoint Online

• Lync Online

• Office Web Apps

Office 365 Plans for Nonprofits

E3 Plan

Cost per license per month: $5.00

• E1

• Unlimited archiving mailbox (100GB)

• Office suite downloads (5 instances per

user)

How to Apply?

• Qualified partner

• Required information

- Organization Name: 501(c)3

- Address:

- EIN:

- Plan: E1 or E3

- Seats:

• How long does it take to be approved?

Office 365 Migration Costs

Labor costs

• Number of mailboxes to be migrated

• Complexity of current setup

- In house, hosted exchange, etc.

- Public folders

- Team sites

• User support needs

Questions?

Migration Process

• Planning

• Preparation

• Implementation

• User support

Case Study

Organization’s environment

- Windows server 2003

- Exchange 2007

- 280 mailboxes

- Office 2007 and 2010

- Windows 7

Case Study

Organization’s overview

- 501(c)3

- Staff heavily use of Outlook and Office suite

- Domestic and International Programs

• Participants in different continents

Case Study

Challenges

• Server life cycle

• Exchange 2007 upgrade needed

• Licensing

Programs’ participants collaboration

• Document sharing

• Collaboration: blogs, pictures, program calendars

• Participants access to email was unreliable

Planning Process

Case Study

Case Study

Questions to Consider

1. Does the organization meet the requirements for

non-profit pricing?

2. Is bandwidth adequate?

3. Are you hosting email elsewhere?

4. Do you use applications that require add-ins?

5. What type of deployment makes the most sense?

Cloud-based, Federated or Hybrid

Cloud-based

• Your data lives in the cloud

• Password

• Admin Console

Federated

• Single Sign-on

– Same Passwords

• Admin Console and/or on-premises

Hybrid

• On-premises and cloud

• Single sign-on

• Admin Console and/or on-premises

Case Study

Migration Plan

- Cloud based option

- Migrate all accounts to Office 365

- Create SharePoint site for participants

- User support

- Training

Preparing for the Migration

Case Study

Case Study

Getting Ready for Migration

1. Testing existing environment

- Outlook anywhere

- SSL certificate

2. Preparing existing environment

- Prepare desktops and Office applications

- Cleaning accounts

- Cleaning mailboxes

3. Audit

- Permissions on mailboxes

- Requirements for SharePoint

Case Study

Organization’s user specific requirements

• Mailboxes delegations, permissions

• Calendar sharing requirements

• Mobile devices needs: Blackberries,

iPhones, Androids

Implementation Process

Case Study

Case Study

Implementation

1. Cut-over migration

2. Testing

3. Outlook client configurations

Staff Support

Case Study

Case Study

User Support

1. Staff orientation pre migration

2. How-to guide

3. Onsite support post-migration

4. Training

Case Study

Migration Outcomes & Benefits

1. Program Participants

2. Mailboxes size and online archiving

3. Reliability and accessibility across the globe

Resource Links

1. Office 365 Plans

http://office.microsoft.com/en-us/business/compare-office-365-for-business-plans-FX102918419.asp

2. Internet Bandwidth Planning

http://technet.microsoft.com/en-us/library/hh852542.aspx

3. Deployment Guide

http://technet.microsoft.com/en-us/library/hh852466.aspx

4. Others

http://www.zdnet.com/blog/microsoft/the-road-to-microsoft-office-365-the-past/8078

http://betanews.com/2013/03/15/why-office-365-beats-hosted-exchange-for-small-business-email/

Questions?

Johanny Torrico

Director of Ongoing Support

jtorrico@communityit.com

Upcoming Webinar

September 26

Dive into Windows 8.1

Presenter

David Dawson

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