SharePoint Online vs. On-Premise

ILTA 2015 Roadshow

Presenters

• 20+ years as a business owner• Certified Scrum Master• Lean Six Sigma Black Belt

• Former SQL Server team member

Ted TheodoropoulosFounder & President

• 20+ in the IT Industry• 10+ years with SharePoint technologies• 2 time Microsoft MVP

Brian GoughSolutions Architect

Jeff BodemSVP of Client Strategy• 15+ years in the legal industry• National speaker on law firm technology

Acrowire Capabilities

Farm Planning and Design

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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

Legal Focus

LEGAL CONTRIBUTOR

ILTA Roadshows

Webinars

Articles

Whitepapers

Podcasts

SharePoint Symposium Speaker

Vendor Thought Leader of the Year Nominee

SPONSORSHIP

• Introductions• Cloud Overview• High Level Comparison• Security• Feature Parity• Cost & Migration Strategies• Questions & Answers

Agenda

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

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?

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

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

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

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

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?

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

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

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

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

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

Administration Interfaces

On-Prem Central Admin SharePoint Online Admin Center

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

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.

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

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

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

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

Online Can Create Cost Savings

Sample SharePoint2013 On-Prem vs Online Cost Breakdown On Premise License Costs Unit Cost # Required Total Cost NotesSharePoint 2013 Server License $6,798 3 $20,394 Based on 2 x WFE and 1 x APP ServerSharePoint Standard CAL $109 300 $32,700 Based on projected # users over 5 yearsSharePoint Enterprise CAL $96 300 $28,800 Based on projected # users over 5 yearsSQL/Server 2012 Standard Edition $898 1 $898 Server + CAL License (SP CALs)Labor Costs (0.5 FTE) $100,000/yr 0.5 $250,000 Infrastructure managementInfastructure $50,000 Servers, switches, back-up, firewall, etc

$382,792

SharePoint Online Costs Unit Costs # Required Total Cost NotesTenant Admin Subscription $8.00 1 $480 Total 5 year cost (incurred monthly)SharePoint Online Plan 2 Subscription $8.00 300 $153,600 Total 5 year cost (incurred monthly) Additonal Storage (Per GB) $0.20 100 $1,200 Total 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:

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

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

Q & A

C O N T A C T U S

info@acrowire.com

http:/ /www.acrowire.com

Jeff Bodem

jbodem@acrowire.com

704.557.0183