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SharePoint Online vs. On-Premise

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SharePoint Online vs. On-Premise

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It's always been a dilemma -- do you invest in servers, licenses and people to set up and maintain a fully controllable SharePoint infrastructure in-house, or is it time to explore hosting SharePoint off-premise? Legal IT professionals have been struggling with this decision for years.

The on-premise option offers peace of mind from a security and controllability standpoint, but comes saddled with high costs, a demand for resources and limited scalability. SharePoint Online, on the other hand, alleviates the burden associated with SharePoint on-premise by removing the need for servers, software licenses and personnel, and can be rolled out to a large pool of people virtually overnight. However, you'll still need support for integration projects. Join us as we discuss the pros and cons of each option and give you recommendations based on our experiences, deployments and feedback.

Speakers:
Ted Theodoropoulos, as the founder and President of Acrowire, combines his interest in technology with his passion to improve the business productivity of entrepreneurs and corporations. He has a background in technology going back to the early 1980s and is an expert at reducing the cost of doing business by identifying process inefficiencies and implementing the right technology solution to bridge the gap. Ted has earned Six Sigma Green and Black Belt certifications, and his Green Belt work led to a United States patent for which he was recognized with the 2007 Best of Six Sigma Award. He is a Microsoft Certified Professional and a Certified Scrum Master. Contact Ted at ted@acrowire.com.

Brian Gough, a Solutions Architect at Acrowire, offers a wealth of knowledge with over 20 years of experience in the IT industry. He has been working with SharePoint since version 2003, and has set up more than 50 farms and over 200 sites in nine languages. Brian has twice been recognized by Microsoft and his peers as a SharePoint MVP for his contributions to the SharePoint community and knowledge of the product. He has taught classes in SharePoint development and given numerous speeches and presentations around the country on a variety of SharePoint topics. Contact Brian at bgough@acrowire.com.

It's always been a dilemma -- do you invest in servers, licenses and people to set up and maintain a fully controllable SharePoint infrastructure in-house, or is it time to explore hosting SharePoint off-premise? Legal IT professionals have been struggling with this decision for years.

The on-premise option offers peace of mind from a security and controllability standpoint, but comes saddled with high costs, a demand for resources and limited scalability. SharePoint Online, on the other hand, alleviates the burden associated with SharePoint on-premise by removing the need for servers, software licenses and personnel, and can be rolled out to a large pool of people virtually overnight. However, you'll still need support for integration projects. Join us as we discuss the pros and cons of each option and give you recommendations based on our experiences, deployments and feedback.

Speakers:
Ted Theodoropoulos, as the founder and President of Acrowire, combines his interest in technology with his passion to improve the business productivity of entrepreneurs and corporations. He has a background in technology going back to the early 1980s and is an expert at reducing the cost of doing business by identifying process inefficiencies and implementing the right technology solution to bridge the gap. Ted has earned Six Sigma Green and Black Belt certifications, and his Green Belt work led to a United States patent for which he was recognized with the 2007 Best of Six Sigma Award. He is a Microsoft Certified Professional and a Certified Scrum Master. Contact Ted at ted@acrowire.com.

Brian Gough, a Solutions Architect at Acrowire, offers a wealth of knowledge with over 20 years of experience in the IT industry. He has been working with SharePoint since version 2003, and has set up more than 50 farms and over 200 sites in nine languages. Brian has twice been recognized by Microsoft and his peers as a SharePoint MVP for his contributions to the SharePoint community and knowledge of the product. He has taught classes in SharePoint development and given numerous speeches and presentations around the country on a variety of SharePoint topics. Contact Brian at bgough@acrowire.com.

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SharePoint Online vs. On-Premise

  1. 1. SharePoint Online vs. On-Premise ILTA 2015 Roadshow
  2. 2. Presenters • 20+ years as a business owner • Certified Scrum Master • Lean Six Sigma Black Belt • Former SQL Server team member Ted Theodoropoulos Founder & President • 20+ in the IT Industry • 10+ years with SharePoint technologies • 2 time Microsoft MVP Brian Gough Solutions Architect Jeff Bodem SVP of Client Strategy • 15+ years in the legal industry • National speaker on law firm technology
  3. 3. Acrowire Capabilities Farm Planning and Design Information Architecture Platform Migration Portal Branding and UX Search Implementation and Customization Custom Development ASP.NET and MVC Systems Integration Mobile SSRS and SSAS PowerBI and Excel Services, PowerPivot, PowerView PerformancePoint
  4. 4. Legal Focus LEGAL CONTRIBUTOR ILTA Roadshows Webinars Articles Whitepapers Podcasts SharePoint Symposium Speaker Vendor Thought Leader of the Year Nominee SPONSORSHIP
  5. 5. • Introductions • Cloud Overview • High Level Comparison • Security • Feature Parity • Cost & Migration Strategies • Questions & Answers Agenda
  6. 6. SharePoint Online is SaaS • Eliminates need to buy and refresh hardware/storage • Can scale up VMs quickly • No need to manage Hypervisor • Still need BCDR strategy • Must license and maintain OS and up • Designed for custom apps • Only manage your code • Scalability built in • No OS to license and maintain • Everything managed for you • Usually multi-tenant • Limited control of server and software updates
  7. 7. Source: Cloud Security Spotlight Report – SC Magazine 2015 SaaS is the Fastest Growing Segment Q: What best describes your organization’s use of public cloud computing?
  8. 8. SharePoint Online is Part of Office 365 • Office 365 is comprised of five cloud-based products • Subscription-based SaaS product • Desktop Office applications (Plans E3 and up) • Messaging, collaboration and file storage services
  9. 9. SharePoint Online vs. On-Premise Online On-Premise Security High ??? Management Features Limited Robust Cost Low High Features – Search Limited Robust Features – BI Moderate Robust Features – Social Robust Limited Features – Mobile Robust Limited Features – Customization Limited Robust Scalability High ??? Third Party Support Limited Robust
  10. 10. Is Your Firm’s Environment Secure? Do you have…  Port scanning and remediation  Perimeter vulnerability scanning  Timely OS patching  Network-level DDOS detection and prevention  Auditing of all operator access and actions  Just-in-time elevations  Automatic rejection of non-background-check employees to high- privilege access  Automatic account deletion • When employee leaves • When employee changes groups • When there is lack of use  Isolation between mail environment and production access environment for all employees  Automated tooling for routine activities
  11. 11. Has Your Firm Been Breached? Virtually all of the top US law firms have been subject to data breaches, according to an unnamed FBI agent in discussion with a lawyer from Washington DC-based Steptoe & Johnson. And, the number is suspected to be even higher. Source: http://www.bloomberg.com/news/articles/2015-03-11/most-big-firms-have-had-some- form-of-hacking-business-of-law “At least 80%of the biggest 100 law firms have had some sort of breach.” -Peter Tyrrell, COO of Digital Guardian
  12. 12. Is the Cloud Secure? Security in the cloud remains a common concern across industries, including legal. Q: Please rate your level of overall security concern related to adopting public cloud computing Are these concerns warranted?
  13. 13. Security is a “Must” Online • Microsoft’s Global Foundation Services is dedicated to managing infrastructure and security. • Microsoft data centers are located around the world in strategic locations that take into consideration business continuity, disaster recovery, and government stability. • Data is encrypted in transit via SSL, and at rest using Bitlocker. TOP 10 COMPLIANCE STANDARDS OF OFFICE 365 HIPPAA DPAs FISMA ISO27001 EU Model ClausesEU Safe Harbor Frame- work FERPA SSAE 16 PIPEDA GLBA https://products.office.com/en-us/business/office-365-trust-center-top-10-trust-tenets-cloud-security-and-privacy
  14. 14. Data Loss Protection is Built into SPO • Microsoft has 51 predefined sensitive data types • Use eDiscovery Center to identify and protect sensitive data in SPO and OneDrive • New capabilities will allow policies that automatically detect sensitive content and apply protection based on your organization’s needs
  15. 15. URL Limitations in the Cloud • Only provides a single URL in SharePoint Online • There are only two managed paths that can be used in the cloud /Sites/SiteCollectionName/SitePages/Home.aspx /Teams/SiteCollectionName/SitePages/Home.aspx • These limitations have implications for your Information Architecture, and for migration planning
  16. 16. PowerShell Limitations in the Cloud SharePoint Online has 30 Cmdlets and On-Premise has 779 Cmdlets. Many gaps can be filled using the CSOM. Cmdlets sometimes have different names and different behaviors • Get-SPSite returns all site collections • Get-SPOSite returns all site collections except My Sites
  17. 17. SharePoint Online is Highly Available • Microsoft guarantees 99.9% of uptime for all Office 365 Applications • Infrastructure is redundant at every layer – physical, data, and application • Microsoft replicates data customer across at least 2 data centers at any time • Generally data is backed up every 12 hours and is retained for 14 days • Directory services and account management can be a challenge • Might have to maintain multiple accounts and licenses
  18. 18. Administration Interfaces On-Prem Central Admin SharePoint Online Admin Center
  19. 19. Search is More Robust On-Premise SharePoint 2013 On-Premise • Full set of options for crawling content • Incremental, full, and continuous settings available • Allows for tweaking performance and scheduling of compute resources SharePoint Online (O365) • Continuous crawl only • No control or visibility into the use of compute resources • No crawling of external content
  20. 20. Business Intelligence is a Toss Up Microsoft’s Power BI presents information from your firm’s multiple data sources, allowing for instant analysis and confident decision making. Only available on Office 365.
  21. 21. Social • Private social network • Can be purchased as a standalone product, or as part of a larger Office 365 application suite • Aims to connect people, conversations, and data from multiple business applications into a single interface
  22. 22. Social Office Graph • Information layer that aims to capture data on interactions between normally segregated sources (Exchange, Yammer, Office, SharePoint, and Lync) • Goal is bring intelligence to your everyday work, and to make connections automatically without the need for search or extensive data manipulation Office Delve • New application that leverages Office Graph • Presents pertinent data based on a user’s interactions with documents and people • “Magazine” format bubbles up information in an easy to read format • Users are only presented with information that they have permission to see
  23. 23. Online Offers Accessibility with Mobile • SharePoint Online provides mobile capability out-of-the-box • Eliminates the need for complex security designs and additional infrastructure required to present on premises data to the outside world • Possible use case might include leveraging SharePoint Online in addition to your existing implementation for use as an extranet
  24. 24. Empowering Through Mobile • Proof-of-Concept application to display SharePoint Announcements content easily across multiple mobile platforms • CUSTOMIZED Ability to apply custom branding and UI/UX • CONTROLLED Packaged and deployed through MDM (Mobile Device Mgmt.) • SIMPLIFIED Can leverage notification badges and no touch administration
  25. 25. Online Can Create Cost Savings Sample SharePoint2013 On-Prem vs Online Cost Breakdown On Premise License Costs Unit Cost # Required Total Cost Notes SharePoint 2013 Server License $6,798 3 $20,394Based on 2 x WFE and 1 x APP Server SharePoint Standard CAL $109 300 $32,700Based on projected # users over 5 years SharePoint Enterprise CAL $96 300 $28,800Based on projected # users over 5 years SQL/Server 2012 Standard Edition $898 1 $898Server + CAL License (SP CALs) Labor Costs (0.5 FTE) $100,000/yr 0.5 $250,000Infrastructure management Infastructure $50,000Servers, switches, back-up, firewall, etc $382,792 SharePoint Online Costs Unit Costs # Required Total Cost Notes Tenant Admin Subscription $8.00 1 $480Total 5 year cost (incurred monthly) SharePoint Online Plan 2 Subscription $8.00 300 $153,600Total 5 year cost (incurred monthly) Additonal Storage (Per GB) $0.20 100 $1,200Total 5 year cost (incurred monthly) Labor Costs $0 $155,280 There can be opportunities for cost savings depending on which types of licensing and infrastructure are chosen when moving to SharePoint Online:
  26. 26. Migration Implications • Information Architecture, governance, directory services, and licensing are just a few things to consider before planning a migration • There are third party tools available to help with data migration in between on premises and Office 365 • Keys to successful user acceptance include setting expectations early regarding performance, availability, access, and limitations • Some third party SharePoint vendors don’t support integration with Office 365 today • A hybrid deployment might make sense for your firm • Integration is limited, but features such as Single-Sign-On (SSO) and federated search are available
  27. 27. Potential Next Steps • Complete Audit of your SharePoint Environment • Full Documentation included as a deliverable • Upgrade/Migration Preparedness Analysis Contact Acrowire for more information and to find out if SharePoint MD can help you prepare for what’s ahead
  28. 28. Q & A C O N TA C T U S info@acrowire.com http://www.acrowire.com Jeff Bodem jbodem@acrowire.com 704.557.0183

Hinweis der Redaktion

  • ILTA Agenda:
    The pros and cons of both moving to the cloud and staying on-premise
    Available features – including business intelligence and security – for SharePoint Online vs. on-premise
    Integration with other platforms (e.g. DMS, CRM)
    How third party support differs and what challenges you may face
    The future and legal trends for SharePoint (i.e. cloud, on-premise, hybrid)
  • SaaS is the most popular and fastest growing type of cloud services.
    O365 is the fastest growing product – almost going to double
    While adoption continues to grow, security is still the top concern for most organizations
    36% of respondents believed that cloud based offerings were less secure than their on premises applications
    While cost and flexibility are common ‘wins’, questions remain around security and compliance
  • SharePoint Online:
    Separate from Azure/EC2
    Hosted in Microsoft’s distributed data centers and is run by the Microsoft Global Foundation Services
    Infrastructure is multi tenant and instances are segregated via directory services
    Can be purchased as a standalone offering or a part of an Office 365 suite of services

  • Digital Guardian is a data security software company
  • I don’t think this is part of the agenda anywhere. How and where does it fit?

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