n Case Study

Cloud Services Improve Collaboration, Drive Mobility and Speed Up Business Processes

OverviewCompany: KPIT TechnologiesCompany Website: www.kpit.comCompany Size: 8,800 employeesCountry or Region: IndiaIndustry: Information Technology

Company ProfileHeadquartered in Pune, India, KPIT Technologies is a global technology and product engineering solutions company, with 180+ global corporations as its partners.

Business SituationKPIT was using on premise Office coupled with Exchange Server and Lync to manage email and office communication.

SolutionKPIT migrated to Office 365 and Yammer to promote productivity and security to new technology trends such as BYOD across all devices.

Benefits Reduces administration costs Offers flexibility Improves productivity Ensures compliance and security

“Office 365 provides the latest communication and collaboration capabilities. More importantly, it provides security and agility required to adopt new technology trends such as BYOD and social.”

Mandar Marulkar, Vice President - IT, KPIT

Bring Your Own Device (BYOD) can open a Pandora’s box of IT issues ranging from data protection to password and network security, and compatibility issues along with bandwidth overuse. To circumvent all of these, KPIT Technologies moved to the Microsoft public cloud building a cohesive strategy that addresses mobile and social within the organization. It realized Office 365 ensures much better security and compliance, while allowing new technology trends such as BYOD, enterprise social with Yammer or mobility to take root within the organization. Moreover, it removes constraints such as mailbox size, storage and archiving, while reducing investments in new hardware and people. This saves as much as four to six months per upgrade.

Office CustomerSolution Case Study

SituationAt KPIT Technologies, (earlier known as KPIT Cummins) IT obviously plays a significant role. The company strives to improve productivity and efficiency by using innovative technology to push boundaries. With regular technology refresh, it harnesses the benefits of the latest tools available, offering best-of-breed applications to over 8800+ employees across 31 offices.

By 2012, KPIT had started focusing on several key technologies that could make it more agile and productive. It started actively looking at the enterprise social space and Bring Your Own Device or BYOD. This required a cohesive strategy that addressed the mobility and social aspects within the organization. It started by building strong policy framework to ensure security.

Existing InfrastructureAn early adopter of the cloud, until 2012, KPIT Technologies had several solutions on a private cloud including on premise infrastructure for Lync 2010 and Exchange 2010. Microsoft Lync 2010 is an extensively used business application at KPIT. However, the company was looking for an upgrade to Lync 2013, which simplifies integration with Skype, coupled with available new features.

More importantly, KPIT was using a dated version of SharePoint Server ─ Windows SharePoint Services (WSS) ─ available with earlier versions of the Windows Server. This also needed an immediate upgrade.

To keep itself up-to-date with technology, KPIT saw three upgrades in the office communication applications over the last four years. These were time and resource consuming. Also, these deployments had

constraints, for example, limited mailbox sizes, and limited security and control over data. “Users frequently downloaded emails into local PST files on their personal computers, leaving little control over the data downloaded in emails in local hard drives,” recalls Mandar Marulkar, VP – IT & CISO, KPIT.

Furthermore, KPIT wanted to take advantage of specific new technologies, for example, email archiving, which was a business critical need. In addition, KPIT was also keen to deploy Rights Management that would add the capability to decide, apply and manage policies on emails.

SolutionIt was then that KPIT looked at a comprehensive business solution which would meet all its requirements, including mobility, flexibility, and support for BYOD, security and zero data loss.

The obvious choice was Office 365, since KPIT’s employees and IT team were familiar with Microsoft products, which it extensively deploys. Office 365 also provides a highly scalable, excellent communications and collaboration platform at a fixed cost per user.

In September 2012, KPIT began the pilot that included an employee familiarization drive to enable easy transition by building acceptance for Office 365.

Supporting BYODIn June 2013, KPIT bought 8,000 Office 365 licenses. The E3 licenses include all the components. These give employees access to the Office suite on five devices from their desktop to mobiles and tablets, making secure, controlled access to business data

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“Moving to the Microsoft cloud removes routine administrative burdens of upgrading software, management, back-up infrastructure, etc, without compromising on flexibility, security or uptime.”

Mandar Marulkar, VP – IT & CISO, KPIT

across all of them, thus making BYOD a reality.

Moving Collaboration to the Public CloudIn addition, all applications are available as a part of Office 365. Exchange Online gives 50GB mailboxes and unlimited archival. Additionally, SkyDrive Pro gives 25GB storage per user as personal drive, thus increasing storage capacity. It also eases sharing, allowing BYOD to become a reality.

For KPIT, this was a great opportunity to move users directly from a very old version of Windows SharePoint Services (WSS) to the latest one, SharePoint Online, without investing in infrastructure. Old projects continue on WSS as data transfer would be tedious. But, all new projects use SharePoint online sites making teamwork and coordination between internal teams and the customer simple.

KPIT upgraded to Lync 2013 quickly with fewer resources. As a result, high definition video quality, better user interface, simple- to-use features, desktop sharing during audio conferences and integration with other office products make collaboration easy. However, integration with Skype is the predominant feature that KPIT is excited about.

The Hybrid ModelKPIT opted for a hybrid model to get the flexibility of public cloud or on premise as per specific business needs. The password sync feature, a component of Active Directory Federation Services (ADFS) reduces complexity and eases transition from on premise to on-cloud and vice versa.

Deploying Information Rights ManagementInformation Rights Management (IRM) gives additional control to the organization. KPIT sets up policies authorizing users to forward the information via email, print or delete it. From a rights management perspective, the administrator has better control over emails and their recipients, giving or denying complete access, and protecting confidential information.

Legal holds on mailboxes, and retention policies ensure compliance of critical users, even if they quit the organization or change roles within the organization.

Enterprise Social StrategyAware of the power of social networking sites, KPIT wanted to effectively use enterprise social too. This has created a social enterprise policy framework that covers technology concerns such as security. It also outlines employee responsibility that fosters the spirit for collaboration among its global workforce.

It then deployed Microsoft’s social enterprise network, Yammer, a part of office 365 E3 licenses. Integrated with single sign on, employees are logged-in to Yammer, just by logging into their devices. This makes the adoption easier, and allows employees to share knowledge and build communities that drive social activities, giving life to sports and cultural clubs online.

Benefits“Microsoft is now completely responsible for uptime, reliability, security, back-up and upgrades,” says Kishor Rahigude, Sr. Program Manager, Data Center and Network, KPIT Technologies. “We benefit from many qualitative advantages that

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align with our strategy, while eliminating investments in unlimited storage and archival space.”

Reduces Administration“We went through three upgrades, from OCS 2007 to Lync 2010 in the last four years. To upgrade Lync 2013, we would have had to again invest 8-10 person months and upgrade hardware, only to enable a few additional features,” explains Mandar, “Microsoft Office 365 frees us from upgrading applications every 18 months.”

Says Suresh Patare, Manager Data Center Services, KPIT, “Moving to the Microsoft cloud removes routine administrative burdens of upgrading software, management, back-up infrastructure, etc, without compromising on flexibility, security or uptime.”

Offers Flexibility With Office 365, KPIT has moved from client-centric to data-centric infrastructure. Corporate data on the cloud and user-specific data on SkyDrive Pro significantly reduces the dependency on corporate infrastructure and local computers. It offers the flexibility to users to work from anywhere, anytime, and access data from any of the gadgets without compromising on security. “I can now access my data using smartphone and share with my colleagues even if I am not in the office using Sharepoint and Skydrive. This has helped me to collaborate with my team seamlessly” said Sandeep Nawal, Lead Consultant, Information Security, KPIT.

Improves ProductivityOffice 365 business tools contribute in enhancing the productivity and improving business agility. With a more flexible and mobile work culture using Office 365, employees move beyond the confines of a

traditional work environment to become productive.

With Office 365 for smart devices and Office 2013 for office PCs, users can effectively work in online as well as offline mode. They can open and edit a file in any of the devices of their own choice with Office 365 licenses and save it, without affecting the version or encountering clashes in the operating systems.

Similarly, project-specific sites on SharePoint Online aid productivity through cross-team collaboration. Customers, too, can now access the data via a browser, with the required privileges. This ease of sharing information within or across project teams within KPIT or with customers fuels productivity.

“Though it is too early to comment on specific gains, we are very satisfied with Office 365. We have witnessed reliable performance with no outages,” says Mandar Marulkar, VP- IT, KPIT.

Ensures Compliance and SecurityWhile giving access on smart devices, KPIT considered all related security issues to protect information. With technologies such as Rights Management and Legal Hold, KPIT has the ability to enforce security policies across a range of devices across all components of Office 365, from chat to web conferencing, emails and sites.

Mandar Marulkar, VP - IT, KPIT concludes, “Office 365 provides the latest communication and collaboration capabilities. More importantly, it provides security and agility required to adopt new technology trends such as BYOD and social.”

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Microsoft Office 2013Microsoft Office 2013 gives your people powerful, timesaving tools to do their best work from more places. With new capabilities and insightful updates to Excel, PowerPoint, Word, and Outlook, Office 2013 offers the complete package — with familiar, intuitive tools. Now you can express ideas, solve problems, connect with people, and create amazing results — in the office, at home, or on the go.

For more information about Microsoft Office, go to:www.office.com

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For More InformationFor more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers in the United States and Canada who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:www.microsoft.com

For more information about KPIT Technologies products and services, call (91) (20) (66525000) or visit the website at: www.kpit.com

Software and Services Microsoft Office 365− Exchange Online− SharePoint Online− Office Web Apps− Lync Online− Skype− SkyDrive Pro

Office Mobile