Cloud Showdown

Presenter: Matthew Eshleman

October 18, 2012

Community IT Innovators Webinar Series

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About Community IT Innovators 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

About the Presenter

Matthew Eshleman Director of Professional Services Community IT Innovators meshleman@citidc.com 202-449-6711 @meshleman

Agenda

• Why Migrate?

• Develop Requirements

• Case Study

• Comparison – Office 365

– Google Apps

• Training

• Q&A

Why Migrate

• Improved uptime and access to resources

• More features than you could provide in house

• Reduced capital costs

• Focus on usability instead of maintenance

Develop Requirements

• How does your organization work?

• Data ownership

• Security & Privacy

• Uptime and Availability

• Recovery Point, Recovery Time, Retention

• Migration Plan

• What happens if the internet breaks

• Ongoing costs

Email

Comparison

Google Apps

• Embrace the browser

• Tags

• Conversations

• Basic calendaring

• Cloud

• Easy external collaboration

• Flexible data storage

• Search

Office 365

• Outlook

• Folders

• Individual Messages

• Advanced calendaring

• Hybrid

• Internal collaboration

• Structured data storage

• Browse

Case Study – Office 365

• 20 person org

• Aging SBS 2003 server

• Local v Cloud

• Google Apps v Office 365

• Outlook + SharePoint deciding factors

• Reduced ongoing backup cost

• Improved business continuity

• Planning & Implementation = 25 hours

Case Study – Google Apps

• Charter School, 300 accounts

• In house Exchange 2003 server

• Heavily reliant on distribution groups

• Google Apps vs Office 365

• Cost of Google Apps & Education appealing

• New solution implemented for groups

• Planning & Implementation ~60 hours

Office 365 Best Practice

• Upgrade to Office 2010

• Develop Public Folder Migration Plan

• Review Bandwidth, 1.5 Mbps Upload minimum

• Enroll in Office 365 Trial

• Confirm use cases

• Schedule 1 time cutover

Office 365 Lessons Learned

The Good

• Non-profit pricing is available

• Real support included in “E” series packages

• Resource mailboxes not charged

• Provides familiar Outlook / OWA experience

• Good Offline Access

The not so good

• Single Sign on is excessively complex

• Requires migration from Public Folders

• Need to apply for non-profit discount

Google Apps Best Practice

• Start Application Process

• Run Trial to confirm level of training

• Review Bandwidth, 1.5 Mbps Upload min

• Develop Public Folder Migration Plan

• Provide end user transition guides

• Confirm use cases

• Schedule 1 time cutover

Google Apps Lessons Learned

The Good

• Embrace the browser

• Appealing to staff

• Easy single sign-on

• Great training resources

• 2 Factor Authentication

• Low cost

Not so great

• Approval can seem like a black hole

• Calendaring is much weaker than Outlook

• Folders to Labels migration is a mess

• Basic Offline access

Q&A?

Matthew Eshleman

Director of Professional Services

Community IT Innovators

www.citidc.com

@meshleman

SLA

Service Level Agreement (SLA) - The SLA records a common understanding about services, priorities, responsibilities, guarantees, and warranties

• Google Apps

• Office 365

Training

• Do a trial, plan, plan, plan

• Use existing resources

– Office 365, http://office.microsoft.com/en-us/videos/office-365-a-tour-for-users-HA102657904.aspx?redir=0

– Google Apps, http://learn.googleapps.com/outlook-users

What’s Next

Leverage SharePoint & Lync

Leverage Sites, Talk & G+

Reference Links

• http://www.techrepublic.com/blog/datacenter/google-apps-v-office-365-summary-which-is-better/5637?tag=btxcsim

• http://www.microsoft.com/en-us/office365/all-plans.aspx

• http://learn.googleapps.com/

• http://www.citidc.com/

Upcoming Webinar

Nov. 15: IT Trends for Nonprofits Looking Back at 2012 & Ahead at 2013

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Presenter:

Johan Hammerstrom

Vice President of Client Services

Community IT Innovators d

Next Steps

• Connect with us - Twitter, Google+, Linkedin and Facebook. http://www.citidc.com

• Provide feedback – Short survey after you exit the webinar. Be sure to include any questions that were not answered.

• Missed anything? – Link to slides & recording will be emailed to you.