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#SPSBOS @RHarbridge #SPSBOS @RHarbridge Presented By: Richard Harbri SharePoint In The Cloud Evaluating Impact, Pros, and Cons

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#SPSBOS @RHarbridge

#SPSBOS @RHarbridge

Presented By: Richard Harbridge

SharePoint In The CloudEvaluating Impact, Pros, and Cons

#SPSBOS @RHarbridge

Who am I?

I

#SPSBOS @RHarbridgeSPTechConThe SharePoint Technology Conference

SPTechConThe SharePoint Technology Conference

SharePointSymposium

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Our Goal Today…

From Here To Here

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#SPSBOS @RHarbridge

Information!

#SPSBOS @RHarbridge

What Will We Cover Today?•Why is SharePoint in the Cloud?

•What is SharePoint in the Cloud?

• What is Office 365?

•Concerns in the Cloud?

•Evaluating Cloud Providers

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Why is SharePoint in the Cloud?

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Important Concepts

Infrastructure as a Service (IaaS)

Platform as a Service (PaaS)

Software as a Service (SaaS)

Less

Com

plex

ity

Mor

e Cu

stom

izatio

ns

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Minimal Entry Cost

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Pay Per Use

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Shift From CAPEX to OPEX

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Providers Leverage Scale for Discounts

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The Outcome

Cloud enables on-demand computing resources to be rapidly provisioned with

minimal management effort.

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What to watch out for…While cloud is for everyone, it is not for everything (until solutions, usage and

standards mature).

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What is SharePoint in the Cloud?

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SharePoint Cloud Models

All-in

SharePoint 2010

Exchange 2010

Lync 2010

Public Facing Websites

Demo/Dev/Test/Prod

External Identity Provider

Trusted Hybrid

Collaboration Scenarios Doc Management

MySites

Extranet

Demo/Dev/Test/Prod

Single Sign On (ADFS)

Un-trusted Hybrid

Exchange 2010

Lync 2010

Extranet

Public Facing Websites

Demo/Dev/Test

External Identity Provider

Dedicated/Shared Dedicated/Shared Dedicated/Shared

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SharePoint Containment Hierarchy

Documents, Items and Pages

Folders and Document Sets

Libraries and Lists

Sites

Site Collections

Databases

Web Applications

Services

Servers

Farm

Stuff we manage in our Shared SharePoint cloud.

Stuff we manage in our Dedicated SharePoint cloud.

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SharePoint ExtranetOn Premise Hosted Environment

Externally Hosted Environment

You Manage Firewall Exceptions/Access to Environment

They Manage Firewall Exceptions (most cases fully public facing)/Access to Environment.

You provision a new identity store. You manage two identity stores.

They provision an identity store. You still may manage aspects of it based on business need.

You support the environment infrastructure.

They typically support the environment infrastructure.

You plan for and invest in sizable up front costs installing and configuring the environment.

You pay for what you use under their planned structures (typically OPEX vs CAPEX).

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Amazon and SharePoint

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What is Office 365?(Standard/Shared Hosting)

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Getting Office 365 (or BPOS) Dedicated Evaluation Criteria

• Do you have less than 5000 people?

Not for you.

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But You Still Want Dedicated?

• SPLA (Server Provider License Agreement) – Means hosting companies can offer competitive ‘dedicated’ hosting scenarios at lower costs.

This is for you.

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YOU ALREADY USE THESE APPLICATIONS NOW YOU CAN USE THEM IN THE CLOUD

Office 365 Marketing?

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• Premium anti-spam and antivirus protection provided by multiple virus scanning engines

• Data is replicated in geo-redundant datacenters to protect against datacenter wide failures

• Risk mitigation multi-dimensional approach to help safeguard services and privacy of data

• Compliant with ISO 27001, SAS 70 Type I, FERPA, HIPAA, FISMA, EU Safe Harbor Seal

• Backed by a 99.9% financially backed Service Level Agreement

ENTERPRISE SECURITY AND RELIABILITY

99.9% financially backed SLAGeo redundant datacenters

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Standardization• Single Architecture

Deployment• Initial deploy is still required to migrate data to Office 365• AD clean up and network upgrade is often required

Service Change• Balance between continuous innovations and minimize change• Customer controls IT policies but not feature availability

Privacy and Security Considerations• Understand your internal security and privacy requirements

What does moving to Office365 mean?

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Microsoft Planning Tools• Email domain discovery and number of users leveraging each domain • User identity and account statistical information • Active Directory schema and forest/domain functional data • Trusts extract (checks for multi-forest constraints) • Directory Synchronization

• Pre-requisite checks • Attribute assessment

• Single sign on • Attribute assessment

• Exchange statistical information • Public folder, public delegates, and proxyaddresses extract • 3rd party and unified messaging proxyaddresses information • Lync statistical information • SIP domains summary • SharePoint user object count assessment • Summary of domain joined machines for rich experience/SSO readiness • Port analysis on certain Office 365 endpoints • DNS records assessment

Office 365 Deployment Readiness Tool

IS

Use them.

#SPSBOS @RHarbridge

Sites Communities Content Search CompositesInsights

Ask Me About

Blogs

Colleague Suggestions

Colleagues and Memberships

Discussion Forums

Enterprise Wikis

Keyword Suggestions

My Network

My Sites: People Profiles and Personal Sites

Note Board

Organization Browser

Outlook Social Connector

Photos and Presence

Ratings

Recent Activities

Social Bookmarks

Status Updates

Surveys

Tag Clouds

Tag Profiles

Tags

What's New

Wikis

Access Services

Browser-Based Customizations

Customization via SharePoint Designer

Forms: Out-of-box workflows and customization via

SharePoint Designer 2010

InfoPath Forms Services

Sandboxed Solutions

Workflows

Document Sets

Legal Holds

Metadata Driven Navigation

Multi-stage Disposition

Office Integration

Office Web Apps

Rich Media Management

Shared Content Types and the Managed Metadata Service

Support for Accessibility Standards

The Content Organizer

Unique Document IDs

Excel Services

Visio Services

Audience Targeting

Lightweight Public-Facing Site

Cross-Browser Support

Enterprise Management Operations

External Sharing

Fluent UI / Ribbon

Mobile Connectivity

Multi-Lingual Support

Office Client Integration

OOTB Web Parts

Scalability

SharePoint Workspace Integration

Tagging

Video Support, REST, and Silverlight

Best Bets

Duplicate Results

Metadata-based Refinement

People and Expertise Search

Phonetics & Nickname Expansion

Recently Authored Content

Search a Single Site Collection

Search Across Site Collections

Search Scopes

Site Search

Social Behavior Improves Relevance

Taxonomy and Term Store Integration

View in Browser

Data Connection Library

PerformancePoint

Business Intelligence Center

Chart Web Part

Business Connectivity Services (BCS)

SharePoint Timer Jobs

FAST

Word Automation Services

Records Center

Web Analytics

Key:Office365

Future Features

Office 365 Feature Parity

Now Available with some caveats…• No external data search• No rich client integration• No profile pages• No direct connectivity to SQL Azure without a WCF endpoint.

#SPSBOS @RHarbridge

More Stuff Missing?• Project Server • Power Pivot • Secure Store Service • Full Trust Solutions • Not all Sandbox Solutions work? *

* Maurice Prather - http://www.bluedoglimited.com/SharePointThoughts/ViewPost.aspx?ID=331

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The Pathway to the Cloud

On-Premises Cloud ServiceCoexistence

Complete control and ownership of hardware, maintenance, resources, and

administration

Migrate some capabilities to SharePoint Online and access both on premises and online sites with

the same domain credentials

Microsoft will regularly deliver new features and capabilities to SharePoint Online

Single sign-on experience online and on premisesWith identity federation and directory synchronization

+

Hybrids• Trusted (ADFS)• Untrusted (Two Identities)

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Hybrid Co-Existence

LOB Apps

SharePointOn-Premises

Common workloads:• Business Intelligence• Custom Composite

Apps/Forms• FAST Search• Integration• Internet Sites

Common workloads:• Collaboration• Really Simple Internet

Sites• Content Management• Communities• MySites• SharePoint Search• Basic Composite

Apps/Forms

• Single Sign-on provides access to content online and on-premises

• Employee accesses relevant content online and on-premises depending on the task they are performing

• They cannot perform a unified search across online/on premise

Identity

feder

ation (ADFS

v2), d

irecto

ry sy

nchro

nization

Active Directory

Shar

e common s

ite te

mplating an

d nav

igation

structu

re

#SPSBOS @RHarbridge

Preparing for SharePoint in the Cloud• Read the providers service description, policies, and agreements.• Plan people and group permissions.• Develop a content management strategy - assess/delete/archive.• Consider onboarding in phases and plan how these phases will be executed.

Planning Activities

• Consider how end-users will discover sites and find content.• Define an effective SharePoint Information Architecture.

Example: Single site collection? Or multiple aligned with various business units?• Determine the look and feel for site templates, document libraries, navigation and

your SharePoint Cloud implementation.

Site Design

• Select an individual to be the primary SharePoint Cloud Administrator.• Define a backup SharePoint Cloud Administrator.• Plan for unique site collection owners (within various business units).• Individual sites can be owned at lower levels.

Delegated Administration

• Refactor solutions for Sandbox, and retire if met by out-of-the-box configuration.• Establish development/test environments that mimic the cloud environment.• Read the SharePoint Online for Office 365 Developer Guide (http://

msdn.microsoft.com/en-us/library/hh147180.aspx)

Prepare for the Sandbox

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Licensing Matters

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Licensing SummaryName Price (Per User/Month) Details

P – Professional and Small Biz

$6.00 Exchange, Lync, SharePoint, Office Web Apps

E1 – Enterprise $8.00 Exchange, Lync, SharePoint

E2 – Enterprise $14.00 E1 + Office Web Apps

E3 – Enterprise $20.00 E2 + Office Pro Plus, BCS, Excel Services, InfoPath Services, Visio Services, & Access Services

E4 – Enterprise $22.00 E3 + Voice Capabilities (VOIP Stuff)

K1 – Kiosk Worker $4.00 Exchange, SharePoint, Office Web Apps (View Only)

K2 – Kiosk Worker $8.00 Exchange, SharePoint, Office Web Apps

E/K - You can split your users (for cost savings).

P = Limited to less than 50 users.

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Choosing Enterprise

Only Enterprise has SSL (Both have it on sign in process.)

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Quick Example100 Users…E3 - $20 per user per month…$24,000.00 per year…

Business Wants…• SharePoint 2010 Enterprise• Lync 2010• Exchange 2010• Office 2010 Professional

Office 365 E3 Over 3 Years

Year 1 $24,000.00

Year 2 $24,000.00

Year 3 $24,000.00

Total $72,000.00

On Premises

Year 1 $88,708.00

Year 2 $0.00

Year 3 $0.00

Total $88,708.00

On Prem Costs:• $3,500.00 in Services

(Installation/Config)• $6,000.00 - Two Servers• $79,208.00 – Licensing

Quick Total: $88,708.00

At +4 years = more expensive.Consistent cost?

Big investment?More features/flexibility.

*This is meant as only a simplified example scenario

#SPSBOS @RHarbridge

What About SharePoint Standalone?

Office 365 offers two Standalone plans for SharePoint.

Collaboration with Sites, AV

Forms, data visualization, Access/Excel/Visio services

SharePoint Online (Plan 1)

SharePoint Online (Plan 2)

Workload Standalone Plans Key Features

$4.00

$8.00SP Online P1 Over 3 Years

Year 1 $4,800.00

Year 2 $4,800.00

Year 3 $4,800.00

Total $14,400.00

SP Standard On Premises

Year 1 $30,849.00

Year 2 $0.00

Year 3 $0.00

Total $30,849.00 100 Users…

On Prem Costs:• $2,000.00 in Services• $6,000.00 - Two Servers• $22,849.00 – Max Licensing

*This is meant as only a simplified example scenario

#SPSBOS @RHarbridge

External Users Subscription LicensesSharePoint Online Partner Access LicenseThe first 50 PAL licenses are free. After the next major update to Office 365 there will most likely be a cost available as a paid add-on.

Currently Microsoft doesn't enforce this limit and allows up to 1000 external users per Office 365 installation.

SP Online Over 3 Years

Year 1 $0,000.00

Year 2 $0,000.00

Year 3 $0,000.00

Total $0,000.00

SP On Premises

Year 1 $10,500.00

Year 2 $0.00

Year 3 $0.00

Total $10,500.00

On Prem Costs:• 100 External Users…• 1 WS Ext Conn at $1000.00 • 100 CALs at $95.00

OR• 1 FIS License at $11,793.00

*This is meant as only a simplified example scenario

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Initial Storage Allotment 10GB

MySite Storage Per User 500MB

Site Collection Quota 100GB

Max Site Collections 300

Total Storage 5TB

Max File Size 250MB

Additional Storage$0.20/GB/User/Month

Understand Additional Costs

Once you use this up…

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The Outcome

We barely scratched the surface with SharePoint in the Cloud but have already seen many ‘trade off’ decision points we

should be aware of.

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What to watch out for…Without careful planning cloud

providers can cause considerable cost due to new challenges such as migration

and identity federation.

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ConcernsIn The Cloud

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BPOS to Office 365?

http://www.microsoft.com/online/transition-center.aspx

Microsoft is responsible for any changes that happen in its datacenters. Customers will not have to migrate any data; however, customers will be responsible for making sure that their client software is compliant with the system requirements. See Office 365 system requirements download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B-48BCCF8887A9/FAQ_EN_101010.docx.

Customers will also be responsible for end-user training and configuring any new features and capabilities that will be delivered by Office 365.

1. Customers will not have to migrate any data.

2. You need to have SharePoint 2010 compatible client software/systems.

3. You have to train users on the new 2010 interface.

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Identity Options in the Cloud

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Unique Development Challenges

How do you deploy a site structure to #Office365?• No PowerShell• No Console Apps• No Content Database Copy

Site Templates and Migration Tools Could Work…

#SPSBOS @RHarbridge

Search Challenges

No search usage statistics?

Remember! We cannot perform a unified search across online/on premise.

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Cost Modeling

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SecurityCan be an issue, but most of the time is not.

The real issue is lack of standards and accountability…

If it’s a bigger and more respectable hosting provider expect a better level of accountability and security planning/activity.

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Security Program

Security Monitoring & Response, Threat & Vulnerability Management

Access Control & Monitoring, File/Data Integrity

Account Management, Training & Awareness, Screening

Secure Development Lifecycle, Access Control & Monitoring, Anti-Malware

Access Control & Monitoring, Anti-Malware, Patch & Config Mgmt

Dual-factor Authentication, Intrusion Detection, Vulnerability Scanning

Edge Routers, Firewalls, Intrusion Detection, Vulnerability Scanning

Video Surveillance, biometrics, Access Control

Security Management

“We ended up with around 800 preventive, detective and corrective controls that were physical, administrative and technical. Then we took the defense-in-depth approach and put the controls throughout the stack.” - John Howie, Microsoft

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Privacy Program

Disclosure

Choice

Notice

Documented & enforced privacy requirements • Microsoft Online Services Privacy Statement • Microsoft Online Services Privacy and Regulatory Divisional

Requirements Specific to Software + Services• Corporate-level Privacy Guidelines for Service Development

Privacy disclosures & transparency• Microsoft Online Services Privacy Statement • EU Safe Harbor Certification

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What is more reliable?

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What is the Offline Story?

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Service Level Agreements

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Support Is Important

As an example Microsoft provides 24/7 support.Google also provides 24/7 support.

However Google Apps has a rule where only system critical events that affect more than 50% of users can use their phone support.

Don’t forget that with all cloud based providers – you are also adding another layer between IT and the business users.

Example Issue: Can a you put a stop to a providers maintenance schedule so that a business team can finish a critical deliverable without interruption?

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Termination/Suspension of Service

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• Since the startup costs are lower organizations can run the risk of not doing enough planning.

• Migrating content can be extremely difficult depending on what options are provided by the ‘cloud provider’.

Other Issues?

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On Integration

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LAN vs WAN

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The Outcome

Offloading some management activities to another provider results in additional

planning and consideration.

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What to watch out for…Challenges and concerns are different

for every cloud provider.

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EvaluatingCloud Providers

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Questions To AskSecurity• How do I know if my cloud is secure?

• Who will have access to my sensitive data?

• Do I have full ownership of my data?

• What type of employee / contractor screening you do, before you hire them?

• How do you detect if an application is being attacked (hacked), and how is that reported to me and my employees?

• How do you control administrator access to the service?

• What firewalls are in place?

• What anti-virus technology is in place?

• Can I get virtual layer 2 networking and a stateful virtual firewall?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskStorage• Where will my data be stored?

• Will my data be replicated to any other datacenters around the world (If yes, then which ones)?

• What controls do you have in place to ensure safety for my data while it is stored in your environment?

• Can you tell me where my data physically resides?

• Data Center Location?

• How many live copies of my data are there?

• What happens to my data if I cancel my service?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskIdentity & Access• Do you offer single sign-on for your services?

• Can I get flexible role-based access control synchronized with my enterprise directory?

• Do all of my users have to rely on solely web based tools?

• Can users work offline?

• Do you offer a way for me to run your application locally and how quickly I can revert to the local installation?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskReliability & Support• What is your Disaster Recovery and Business Continuity strategy?

• How do you back up data?

• What is the retention period and recovery granularity?

• Is your Cloud Computing service SAS70 compliant?

• What measures do you provide to assist compliance and minimize legal risk?

• Who do I contact for support?

• What types of support do you offer?

• Are there additional support options available to me?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskPerformance• How fast is the local network?

• What is the storage architecture?

• Usually storage will be the slowest link.

• How can I ensure global consistency across cloud service providers?

• How many locations do you have and how are they connected?

• How many IOPS can I expect at each I/O performance level?

• How does your memory access score on the STREAM benchmark?

• How does your virtualization system score on the SPECvirt benchmark?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskFlexibility (Part 1)• Am I able to load my own VMs?

• Am I able to install software?

• What virtualization technology is being used?

• Are there additional abstraction layers?

• Can I dynamically add memory and CPU to a cloud VM while it’s running?

• How can I ensure CPU and memory are guaranteed?

• What access protocols are available?

• RDP, VNC, ICA, Console, SSH…

• Over non standard ports?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskFlexibility (Part 2)• What configuration options do I have?

• Can I add memory?

• Can I add storage?

• Can I use public IPs?

• What domain name mapping options do I have?

• Can I have multiple environments per user?

• Can I archive environments?

• What supporting tools are there?

• Active directory integration

• User management

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskFlexibility (Part 3)• Do you offer on-premise, web-based, or mixed environments?

• Will the solution work with what I have in place today?

• What pricing, licensing, and payment options are available to me?

• What are the client requirements?

• How often do these change? Example: Must I upgrade my browser to take advantage of new features?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Questions To AskCosts• Can I get predictable service costs that still allow me to scale when I need

to?

• How can I get the cost benefits of multi-tenancy but still access dedicated infrastructure when I need it?

• How do you define a processor / virtual core / Compute Unit?

• What are your SLAs and how do you compensate when it is not met?

• During maintenance windows? Planned vs surprises

• What happens when there is over subscription?

• Can I leverage my existing Agreements?

Evaluating Cloud Providers

#SPSBOS @RHarbridge

Tools You Can Use

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Service Management IndexCarnegie Mellon launched an initiative for standardized risk and benefit comparisons.

It’s called the Cloud Service Measurement Initiative Consortium (CSMIC)

Service Management Index

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Cloud Sleuth Viewers

Global Provider ViewCloud Performance Analyzer

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Cloud Harmony Benchmarks

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The Outcome

You now have an arsenal of key questions/tools you can use to evaluate a

cloud provider effectively.

#SPSBOS @RHarbridge

What to watch out for…Trust but verify. Carefully review policies, terms, conditions, and

agreements.

#SPSBOS @RHarbridge

Questions? Ideas? Feedback? Contact me:

Twitter: @RHarbridge

Blogs: http://www.RHarbridge.com

Email: [email protected]

Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com15 Pages of Important Questions at SharePointDiagnostics.com

Thank You

#SPSBOS @RHarbridge

Appendix/Resources

#SPSBOS @RHarbridge

Main SharePoint Online marketing site:http://sharepoint.microsoft.com/en-us/SharePoint-Online/Pages/default.aspx

Primary Office 365 marketing site:http://www.office365.com Trials, 100-200 level customer-facing infoContains info about BPOS suite and SPO30-Day trial

SharePoint Online developer resource center (MSDN): http://go.microsoft.com/fwlink/?LinkId=203983 SharePoint Online Administration resource center (TechNet): http://technet.microsoft.com/sharepoint/gg144571.aspx‘Help and How-to’ for SharePoint Online (Office.com): http://office.microsoft.com/redir/FX102052854.aspx

#SPSBOS @RHarbridge

Microsoft Privacy Guidelines for Developing Software Products and Services http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=16048

Cloud Computing Security Considerations paper (by Microsoft) can be found here: http://go.microsoft.com/?linkid=9708479

Office 365: Addressing Cloud Computing Security Considerationshttp://download.microsoft.com/download%2F2%2F2%2F0%2F220AE513-4A01-4D95-9275-11E71215A0C2%2FCloudSecurityConsiderations_MicrosoftOffice365.pdf

Pain Point: http://community.office365.com/en-us/f/148/t/3388.aspx

#SPSBOS @RHarbridge

Cloud = Hosting (Not New)

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#SPSBOS @RHarbridge

Transitioning to the Cloud

Determine Intranet Site Strategy Cloud seminars Plan Custom solutions In-house support

Build collaboration strategy S+S workshops Stage Integration services ‘Partner on-behalf’

Gather requirements Assess Active Directory health Deliver Application Lifecycle

Management (ALM)Health analyzer

dashboard

• Reduce friction• Simplify the transition• Drive down costs• Decrease time-to-market (TTM)• Improve satisfaction from all business owners

Primary Goals

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