Instructions Familiarize yourself with this presentationa link to this presentation to your boss link to this presentation Schedule a meeting with your management Go over and explain each slide to your boss Repeat steps 3 & 4 as necessary until desired outcome is reached Transforming the way we do business Greatly improve productivity while cutting cost Business Case for an Intranet Structure on Office 365 Agenda Introduction Current Situation Assessment Transformation Strategy Proposed Solution Benefits ROI Project Phases and Timeline Introduction A Perfect Storm exists for Organization Transformation driven by Cloud Technologies tasks calendars documents expense reports time off forms competitive information purchases communications customers payments projects policies address books events procedures announcements events IT help contracts Industry news HR questions benefits Current Infrastructure Current Assessment Technology Chaos Theory IT Infrastructure Grew organically through department silos Many disparate systems HR, IT Help, Facilities, Marketing, etc. Many platforms Servers, SaaS, clients Documents and forms in multiple file shares Access VPN required for remote staff / offices Communications and Collaboration Allbased announcements and events No central place to share information, knowledge, news Manual requests for dept services (no help desks) Few common procedures, mostly by department Office 365 Deployed forSome using OneDrive for document storage Can do much more with it at no cost Impact on our Company The Costs Disparate Applications High IT Costs for each application: Server Costs hardware, software, maintenance, system upgrades Software application subscription or maintenance, upgrades IT Staff Costs user management, backups, updates, training, end-user support Employee Productivity Multiple sign-ins, user interfaces, redundant data entry Takes time away from their main job focus Many places for managers to go for approvals Remote access through VPN etc. The Costs No Central Portal Employee Productivity Losts of communications, events, news Time searching for documents, policies, forms Where to access business processes, status, reports Chasing down lost service requests, questions No place to share ideas, tips, information Detail: Disparate Front-Office Applications Per Application Cost of the Platform Hardware Operating System Database or other supporting software The application itself Original Cost (capitalized?) Annual renewal / subscriptions Version upgrade costs IT Maintenance User security maintenance (add / change / delete users) Backups / archive Data Integration / Synchronization (where applicable) Employee Productivity User sign-ins Re-keying data into other systems Learning another interface VPN log-in for remote users Manager approval process (separate) Direct CostAnnual Cost Servers Server SW IT Maint Data integration VPN/Remote App Subscript / Support Indirect CostAnnual Cost Multiple sign-ins User Training Employee Frustration Detail: Communications and Collaboration Documents and forms Policies, procedures, regulatory No central place employees have to search for them, most current? Fulfill compliance / regulatory requirements? Easy to Audit? No consistency of use, development Communications no central point Announcements, News via, word of mouth (WoM) Events, Meetings viaOrganizational engagements / morale WoM, live meetings Promoting our Culture Meetings, Newsletter viaIndustry, competitive , WoM Collaboration and Services Document access, sharing -Sharing tips, tricks, what works spotty, no process , WoM Projects, teamwork mostlyand phone Getting help, services , phone, walk-by, no tracking, chasing Accessibility Requires VPN or Remote sign-in No support for Mobile devices Access from customer or field sites is complex Proposal: Front-Office on a Single Cloud Platform Strategy: Consolidate Front-Office on Office 365 Single platform for Employees Single sign-in, single user interface Central point for Communications - News, events, announcements Documents and forms (policies, procedures etc.) Requesting services from departments (Help Central) Accessing business processes (time-off, travel, expenses etc.) Sharing knowledge, tips and competitive info Mobile access anytime, anywhere on any device Online meetings, messaging and chat Consistent experience across departments For Service Departments (IT, HR, etc.) Service Request tracking Department team portals MyXX employee portals to offer employee services, documents etc. Optional: Fully functional replacements for some disparate departmental applications. Department Intranet Home Department Service Requests Documents Portal Forms Portal Organization Employee Departments Communities Divisions or Groups Intranet Portal Dept Portal Template HRITFacilitiesProjects Customer Service CRMTrainingBoard Portal Employee Self Service Office 365 / SharePoint An Integral Part of Office 365 EcoSystem The leader in Office 365 Business Solutions Started in 2012 Objective: Transform Business in the Cloud Located in Northern California Microsoft ISV Partner, CityNext Partner, Cloud Accelerator Partner Today over 700 installations worldwide Only Integrated Business Suite available Benefits Reduce Budgets Reduce IT Software/Hardware costs Consolidate technology and platforms Better Communication / Collaboration Single portal for News, Communication, Sharing, Events Central place for documents, policies, and forms Workplace Satisfaction / Productivity Deliver self-service and consistency of procedures Central help desk, processes, approvals, internal services Organizational Agility and Collaboration Break down silos between departments Flexibility to change while integrating with legacy systems Benefits Details Greatly Reduce costs by consolidating legacy applications to a single cloud platform Reduced IT hardware and software costs Lower IT maintenance and support costs Eliminate need for costly software upgrades in future Reduce or eliminate VPN fees Claim back multiple application subscription and maintenance fees Higher employee productivity Less time searching for documents, and information Less time spent tracking down service request status Improved knowledge sharing and communication Greatly improved access for remote employees (web, mobile) Less need to open remote offices, they can work from home Improved compliance, lower risk Central access to policies, procedures and forms Regulatory compliance tracking and control Consistent review and approval processes Agile Platform to Grow With Thrust us into the cloud / mobile world away from expensive, inflexible infrastructure Leverage an integrated Ecosystem in the cloud that will naturally grow with technology advances Move us away from a siloed organization approach to a connected, consolidated portal approach Empower our employees with self-service and knowledge Bring in better communications with customers and partners Flexible to change and grow with our needs over time. Proposed Deployment Next Gen Front-Office Phase Process Over XX Months Office 365 Phase IDocuments Calendars Tasks Office 365 Phase II Intranet Intranet Doc Portal Self-Service 2 Department Portals Meetings/Chat Office 365 Phase III Projects Forms Portal X Department Portals Board Business Case ROI Analysis Costs5 yr TCOCosts5 yr TCO Eliminated Applications RenewalsOffice 365 additional costs0 Eliminated Hardware/PlatformsSP Business Suite21000 VPN Network savingsCustomization Services5000 IT maintenance servicesTraining1000 Total Productivity Time SavingsSavings Searching for Documents, Formsxx minutes/emp/month Direct Access (through internet)xx minutes/emp/month Requests for Service (help)xx minutes/emp/month Business Processesxx minutes/emp/month Total Summary A next generation Front-Office is critical to our future The Internet is ultimately about innovation and integration, but you don't get the innovation unless you integrate Web technology into the processes by which you run your business. Louis V. Gerstner, Jr.