Plan and Implement Office 365 Implementing Office 365

Plan and Implement Office 365 Implementing Office 365 is not just about migrating email to the cloud, or getting the latest in productivity applications, or implementing Share. Point Online. It is about all of the above. Info-Tech Research Group, Inc. Is a global leader in providing IT research and advice. Info-Tech’s products and services combine actionable insight and relevant advice with Info-Tech's products and services combine actionable insight advice ready-to-use tools and templates that cover theand fullrelevant spectrum of IT with concerns. and templates that cover the full spectrum©of 1997 -2015 IT concerns. © 1997 -Research 2015 Info-Tech Group Research Inc. Info-Tech Research Group 1

Our understanding of the problem This Research is Is Designed For: This Research Will Help You: üCIOs who are planning to move to Office 365 üAssess your readiness to roll out Office 365 in for corporate email, productivity applications, or enterprise documents. üIT Leaders and Project Managers leading the your organization. üDevelop an implementation and communication plan for your Office 365 rollout. migration effort to Office 365. This Research Will Also Assist: This Research Will Help You: Them: üIT Technical staff and Consultants tasked with üEvaluate key decisions at critical points in the moving the organization to Office 365 project. Info-Tech Research Group 2

Executive Summary Situation ! • Organizations are faced with the decision to move Microsoft Exchange, • Office, and Share. Point deployments to the cloud through the implementation of Office 365. Microsoft’s push for Office 365 is complicating on-premise and hybrid deployment models of Exchange and Share. Point. Complication ? • Matching each user’s needs to the correct licensing scheme is difficult • and time consuming. Microsoft’s marketing materials are unclear about which services are included in each version of Office 365 is its own ecosystem with improved integration between services. Hybrid deployments require a significant increase in work for compatibility and ease of use for end users. Info-Tech Insight 1. Office 365 is the future of Microsoft Office. Your adoption of its cloud-based services is not a question of “if, ” but a question of “when. ” 2. The implementation timeline is not linear. As a complex multi-app platform, Office 365 offers many potential starting points for migration, optional modules, and application dependencies that are not always obvious. Resolution • • Assess the needs of users in workgroups and departments. Deploy the needed Office modules to each employee without overspending. Create a deployment strategy to roll out Office 365. Create a governance strategy to manage the deployment and continued use of Office 365. Info-Tech Research Group 3

Project Overview Plan the Implementation 1. Understand Office 365 Implementations Migrate to Exchange Online 2. Prepare for the Exchange Migration Implement Collaboration & Office Applications 3. Implement Collaboration and Office Get On the Right Track for Share. Point Online 4. Define a Share. Point-Based Information Organization Strategy 5. Develop a Governance Framework for Share. Point 6. Enable Share. Point Users Through Workflow Best-Practice Toolkit Call 1: Office 365 overview Call 2: Our implementation strategy Call 1: Define Exchange migration pilot Call 1: Review collaboration strategy Call 1: Share. Point architecture Call 2: Plan the migration groups Call 2: Review Office deployment needs Call 2: Plan to govern Share. Point Call 3: Long-term Share. Point management Guided Implementations Module 1: Strategy & Implementation Module 2: Email Migration & Archiving Module 3: Collaboration & Productivity Module 4: Document Management Phase 1 Results: • Communication plan • Project framework Phase 2 Results: • Exchange deployment defined • Exchange migration planned Phase 3 Results: • Skype for Business use defined • Office deployment planned Phase 4 Results: • Site architecture defined • Framework for Share. Point governance • Plan for deployment of Share. Point Onsite Workshop Info-Tech Research Group 4

Workshop Overview Contact your account representative or email Workshops@Info. Tech. com for more information. This workshop can be deployed as either a four or five day engagement depending on the level of preparation completed by the client prior to the facilitator arriving onsite. Day 1 Preparation Day 2 Workshop Day 3 Workshop Day 4 Day 5 Workshop Day Working Session Workshop Preparation Morning Itinerary Workshop Debrief • Introduction of IT strategy benefits. • Determine company focus. • Map out Office 365 administrative portal. • Determine hybrid vs all cloud strategy. • Define project risks. • Define Office 365 applications that are needed based on current portfolio. • Map order of deployment of Office 365 apps. • Develop end-user communication. • Define general set-up parameters for Share. Point. • Develop a governance structure for Share. Point. Afternoon Itinerary • Plan for initial site architecture. • Review Office 365 project plan and establish a timeline. • Determine ability to execute on wanted final state. • Determine need for hybrid solution in the long term. • Define an Information Management Project Plan (Rollout Strategy). • Review the Final Deliverable. • Identify required data and documents for pilot. • Determine Office 365 implementation applications. • Configure Skype, Office, and One. Drive options. • Define IT capabilities for managing Share. Point. Afternoon Itinerary • Build a Share. Point access control plan. • Establish the risk profile for Share. Point content. • Plan the content migration. • Define a list of potential stakeholders to involve. • Plan the governance committee and integrate Share. Point governance into information governance. Afternoon Itinerary • Evaluate need for pilot in terms of: o End user needs o Required functions o “Nice to have” functions o Build a backlog of additional projects The light blue slides at the end of each section highlight the key activities and exercises that will be completed during the engagement with our analyst team. Info-Tech Research Group 5

Follow our ordered 4 -phase approach to ensure a successful migration Some applications integrate smoother on the backs of others. • Phase 1: Plan the Implementation: This planning phase will prepare you for critical decisions and prepare the project charter. • Phase 2: Migrate to Exchange Online: Establish all the Office 365 user IDs and migrate your corporate email to the cloud. • Phase 3: Implement Collaboration and Office Applications: Integrate Skype for business with Exchange and roll out the Office 365 edition of Word, Excel, and Power. Point to the enterprise. • Phase 4: Get On the Right Track for Share. Point Online: Develop a plan to properly manage corporate information using Share. Point and One. Drive for Business. Info-Tech Research Group 6

Set yourself up for success with document collaboration Do not underestimate the value of proper information architecture. • Office 365 is not just an email migration. It’s an entire business productivity platform that includes an information and document management and team collaboration portal: Share. Point. • Employees need to share information. Let Share. Point be the solution to the problem of documents being buried in emails or stored in personal third-party cloud drives. • Phase 4 of this blueprint will put you on the road to setting up a platform that is inviting to users, and establishes a good practice of information classification and governance. Info-Tech Research Group 7

Assemble the appropriate skillsets to tackle key areas in your project Implementing Office 365 is many projects rolled into one, and relies on a variety of IT skills and roles to be executed successfully. Infrastructure specialist: This role is the subject matter expert in the corporate email platform, Active Directory, and the network infrastructure which is uplinked to the cloud. Application specialist: This role will have the most active interest in how applications are deployed to users, such as Outlook, Word, and Excel. They will also play a key role in the interoperability of the various Office 365 applications (such as the ability to use Skype for Business within Outlook). Information architect: This role is concerned with the organization and classification of information. This role is critical for success in the final phase of this project, which strays far from an infrastructure or application upgrade, and into information management and governance. Info-Tech Research Group 8

Map out your journey before hitting the road Our existing blueprint entitled Create a Strategy and Roadmap for Office 365 is a critical prerequisite to this project. In this blueprint, we provide insights to the following questions: 1. Is Microsoft Office 365 the right solution for your organization? What are the alternatives? 2. How can you maximize the cost benefit of moving to Office 365? 3. Does implementing Office 365 fit properly into your Infrastructure Roadmap? 4. What are the training and skills development prerequisites for moving to Office 365? Info-Tech Research Group 9

Choose the implementation path based on current needs Exchange Only Most Convenient Path to Full Implementation Office Suite Only Now Share. Point Only Info-Tech Research Group 10

Fast-track the implementation planning by using your roadmap and user descriptions The Create a Strategy and Roadmap for Office 365 Blueprint can help plan all of the steps prior to implementation. Use the Office 365 Value and Strategy Tool to document your decisions. Re-evaluate the key items from each step. Consider where the preprojects and skill development tasks can be integrated into the implementation using the Project planning workbook. Go back to the initial user definitions to define the order of deployment across the organization; move from key content creators and finish with analytical departments/workgroups. Evaluate the need to re-organize the groups to ensure that cross-department processes and projects are not impacted by the migration process. Info-Tech Research Group 11

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