gone in 60 seconds: make the right decisions when you sign up to sharepoint online

Gone in 60 Seconds: Make the right decisions when you sign up to SharePoint Online#SPSSTHLM07Peter BaddeleyJanuary 25th, 2014

SharePoint Saturday

Stockholm

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About Me

Solution Architect, Community Speaker and Community Organiser

SUGUK East Anglia & SQL Saturday Cambridge

Work for ISC Software Solutions

Talk about my Project Experiences

Twitter: @Baddaz

Email: PBaddeley@isc-software.com

Blog: www.baddaz.com

SharePoint User Group UKSharePoint User Group UK

Regular Meetings and Online Yammer Community

London, Cambridge, Southampton, Manchester, Midlands, Newcastle

www.suguk.org

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About You

About this Session

Its too easy to sign up to Office 365

Not a Technical Session

Focus Primarily on SharePoint Online

Based on Real Project Experience

Nothing to do with Nicolas Cage

Agenda Introduction

Once upon a time….

Why are we doing this?

How is it going to work?

Which one and how much?

Anyone seen the pilot?

Now is it time to Sign Up?

Wrapping things up

Once upon a time….

Fauna and Flora

International Conservation Charity based in Cambridge (UK)

Projects and Staff based all over the world

Locations including Africa, Asia and Americas

Disparate data stores and poor communications

Deployment of SharePoint 2010 with approx. 100GB Data

The Problems Reliability of environment

Performance of external access

Flexibility over Licensing

Ability to support growth of system

Cost of future upgrades

The Solution Solution divided into Site Collections to represent areas of working

Custom Branding

Proved on Test with timings of data migrations

Staggered and Managed Approach

Mixture Sharegate and Manual Migration

Migration over several weeks

Getting there Project took over 6 months

Building Solution much more Challenging than Expected

Significant time to migrate data

Issue with AD Sync meant New Tennant

Long Delay getting New Tennant

Why are we doing this?

Online makes sense

Scale Up or Scale Down Users

Avoid Challenges of Demanding/Complex Services

Easily add Additional Services like Office Web Apps, Exchange, Yammer

Product Updates/Enhancements

External Access via PAL

Price makes sense SharePoint Online P1 - 27,70 SEK user per month

Example of Installing 100 User System

Price makes sense SharePoint Online P1 - 27,70 SEK user per month

Example of Installing 100 User SystemOn Prem Online

100 x SharePoint Licenses

SharePoint Server License

SQL License

Hardware

Consultancy Time

Total

Price makes sense SharePoint Online P1 - 27,70 SEK

Example of Installing 100 User System

On Prem Online

100 x SharePoint Licenses

100 x Standard CALs

SharePoint Server License

3 x Server Licenses

SQL License CALS or Processor

Hardware 4 Servers

Consultancy Time 4-5 Days

Total ?

Price makes sense SharePoint Online P1 - 27,70 SEK

Example of Installing 100 User System

On Prem Online

100 x SharePoint Licenses

100 x Standard CALs

2770 SEK Per Month

SharePoint Server License

3 x Server Licenses

N/A

SQL License CALS or Processor

N/A

Hardware 4 Servers N/A

Consultancy Time 4-5 Days N/A

Total ? 33,240 SEK Year One

Online does work for meExisting Investments

Where is my Data?

No Control of Infrastructure or Farm

Backups, Patching/Updates, Search Schedules

Data Integration and Business Intelligence

Complex Custom Requirements

How is it going to work?

Design the Solution

Functionality Required

Site Collection / Site Hierarchy

Customisation and Development

Other Online Components Required

Non Office 365 Components

Functionality Online is not On Prem

App Requirements

Customisation and Development

Features Required vs Plans

Migration No Database or PowerShell Migration options

Migration Options (Beware Speed)

Method Tools Comments

Manual Explorer View or Download

Unreliable

Low Cost Tools

Metalogix (Express) or Sharegate

Limitations

Migration Tools

Metalogix, MetaVis, AvePoint,

Dell

Expensive

Client Environment Locations and Internet Speed

Main Desktop Environments

Mobile Devices and Apps

Office Platform

User Access Federation/Syncronisation

Permissions

Non Employees (PAL Licenses)

Plan for the Worse Backup and Recovery options

Understand and Plan Support

Set Expectations

How to get back

Which one and how much?

Choosing the Right PlanThere are loads of plans

SharePoint Online P1 vs P2

Office Web Apps?

Yammer

Wider Office 365 Plans

How much Data

Area Size/Value

Starting Data in a Tennant

10GB

Extra Data Per User 500MB

File Size Limit 250MB

SkyDrive Pro Allocation

25GB

Cost for Extra Data $0.20 USD/GB/month

How much Data

Fixed 100 GB Site Collection Limit

How much data

How many users

What functionality

Site Collections

Single Site Collection Size (GB) = 10/(Number of SC) + 0.4*(Users in SC)

Anyone seen the Pilot

Why Pilot

Trial your proposed solution

Trial realities of using Online

Trial the Plan you intend on using

Don’t be afraid to pay for a Trial

Its good to keep a test system

Evaluate the Pilot

Limitations or Issues Encountered

Is the Solution Designed Right

The Right Plan

It is OK to run another Trial/Pilot

Evaluate against alternatives

Now is it time to Sign Up?

Easy to Sign Up

Which Plan are you choosing?

How many Users?

How much data do you need?

How are you going to do it?

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Tennant Name

Think about your tenant name

You are stuck with it for SharePoint

TennantName.SharePoint.com

39 Character Limit for DirSync

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Other Considerations Payment Methods

Associating to a Partner

Discounted Licensing

Licensing Entitlements (Transition/Bridge)

http://www.microsoftvolumelicensing.com/DocumentSearch.aspx?Mode=3&DocumentTypeId=3

http://www.microsoftvolumelicensing.com/DocumentSearch.aspx?Mode=3&DocumentTypeId=1

Wrapping things up

An Approach

An Approach Understand Why

An Approach Understand Why

Design/Plan Solution

An Approach Understand Why

Design/Plan Solution

Trial/Pilot It

An Approach Understand Why

Design/Plan Solution

Trial/Pilot It

Evaluate Trial/Pilot

An Approach Understand Why

Design/Plan Solution

Trial/Pilot It

Evaluate Trial/Pilot

Sign Up

Final Thoughts

Justify SharePoint Online is the Right Solution

Understand and Design your Solution

Understand rules and restrictions of Online

Try before you Buy

Make the Right Decisions before you Sign Up

Don’t Assume Online is Like on Prem

Questions

Get in Contact

Twitter: @Baddaz

Email: PBaddeley@isc-software.com

Blog: www.baddaz.com

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