Business Case

Microsoft Office 365 (Education Plan)

Information Technology Department

Confidential
Peer Graded Assignment for Evaluation

IS/IT Governance Course on Coursera

University of Minnesota
(Carlson School of Management)
Instructor: Gautam Ray
1. PURPOSE ------------------------------------------------------------------------------------------------------3
2. BUSINESS PROBLEM STATEMENT ---------------------------------------------------------------------------3
3. PROPOSED SOLUTION ----------------------------------------------------------------------------------------4
3.1 COST BENEFIT ANALYSIS --------------------------------------------------------------------------------------4
3.2 BENEFITS ----------------------------------------------------------------------------------------------------5
3.3 IT CHARGE BACK ----------------------------------------------------------------------------------------------5
3.4 ONLINE ARCHIVING -------------------------------------------------------------------------------------------5
4. DEPLOYMENT APPROACH ------------------------------------------------------------------------------------5
PHASE – I ------------------------------------------------------------------------------------------------------------5
PHASE – II -----------------------------------------------------------------------------------------------------------5
4.1 INFRASTRUCTURE REQUIREMENTS --------------------------------------------------------------------------6
5. RISK ANALYSIS AND MITIGATIONS --------------------------------------------------------------------------6
6. CHANGE MANAGEMENT -------------------------------------------------------------------------------------6
 1. PURPOSE
The purpose of this document is to justify the need to migrate from Microsoft Exchange 2013 to the cloud based
Microsoft Office 365 (Education Plan). The migration would also facilitate provision of emails IDs for TCS
employees across the network.

2. BUSINESS PROBLEM STATEMENT

The existing email system deployed i.e. Microsoft Exchange 2013 has not been adopted to fulfil the email
requirements of all employees network wide. Moreover, the system does not justify the storage need for new
and existing mailboxes. In line with the development of School Management System, an estimated 7000 new
email IDs are required across the TCS network.

With the addition of new users, the hardware server utilization will also increase. The new requirements will
result in increased costs due to upgrade of infrastructure, licensing and end user support.

Microsoft Exchange 2013 do not fulfil our requirements related to licensing limitations, hardware constraints,
storage capabilities and redundancy measures.

System Attribute Details Limitations/Issues

Email Server Microsoft Exchange Server Exchange Standard licenses do not permit
2013 email archiving and Journaling.
Hosting On Premises Data Centre High maintenance cost required for
hardware SLA.
Current mailbox utilization is more than
Microsoft Exchange Server subscribed User Licenses. In future, almost
Licensing 2013 Standard Edition License 7000 new email ids will be created for all
with 600 User Licenses (CALs) employees across the network.
Server utilization is high in business hours
CPU: 74%, RAM: 96%, Storage: this causes the server resources to cross the
Resources Utilization
70% threshold limit. There is high risk of servers
crashing due to heavy load.
CPU 2 Socket, 6 Core CPU None
Since other services are deployed on the
RAM 24 GB
same hardware, RAM utilization is high.
Assigned per user quota (1.2 GB) is low for
Storage 1.7 TB
emails.
Redundancy Database backups not as per
None
Measures recommendations.

Business Case - Office 365

 3. PROPOSED SOLUTION
The plan is to migrate email services from MS Exchange Server 2013 hosted on-premises to Microsoft Office 365
(Cloud Services). The proposed solution shall be implemented companywide in line with the strategic goals of the
company to move the IT Infrastructure and Services to cloud. The solution shall also address the provision of
official email for all employees of the company to enhance collaboration and facilitate communication. Since the
solution shall be hosted on Microsoft Cloud services, it is expected to provide continuous service without
interruptions significantly improving the service level committed by the IT Department in line with the strategic
goals of the company.
The solution shall support IT Investment Portfolio of the company keeping the cost and agility in balance.
The solution shall integrate with other software applications most importantly the Oracle ERP and School
Management system to achieve desired objectives.

Given below are the three (3) plans offered with Microsoft Office 365 for Education.

Plan Type / Parameters A1 A3 A5

$2.50 user/ per month $6.00 user/ per month
(for students) (for students)
Cost Free $3.25 user/ per month $8.00 user/ per month
(for faculty and staff) (for faculty and staff)
Price does not include tax. Price does not include tax.
(Detailed Comparison mentioned in Annexure ‘A’)

3.1 COST BENEFIT ANALYSIS

Table below provides summary of the cost savings expected from the project.

Required Unit Price Purchased Total Amount

S/No Analysis
Quantity PKR Quantity PKR
Microsoft Exchange User’s Licenses
1 1214 600 7,28,400
(CALs) per user (currently purchased)
2 Total Mailboxes without CALs. 1600 1214 - 1,942,400
Mailboxes required in future ( For all TCS 7000
3 1214 - 8,498,000
Employees)
Hardware upgradation cost ( current 1
4 100,000 - 100,000
Server)
5 New Server ( For Replication ) 1 450,000 - 450,000
Total Cost Rs.10,990,400
Note: Above mentioned table does not include operating cost such as electricity, server maintenance and HR.

Business Case - Office 365

 3.2 BENEFITS
Following are the benefits expected out of the migration to and implementation of Microsoft Office 365
Education Plan:

 Huge saving on Infrastructure costs. (Cloud hosted)

 Maintenance costs
 Unlimited Mailbox licenses
 Reliable system with guarantee 99.9% uptime.
 Anti-malware and anti-spam filtering protect mailboxes
 Data loss prevention capabilities
 Globally redundant servers, premier disaster recovery capabilities

3.3 IT CHARGE BACK

Since the migration to the proposed solution i.e. Microsoft Office 365 shall be completed with little or no cost to
the company, no capital costs shall be charged back to the Business Units. However, the annual maintenance and
support costs shall be calculated and charged back to the Business Units.

3.4 ONLINE ARCHIVING

Exchange standard license do not provide archiving of emails. However, MS Office 365 offers unlimited archiving
for each user email account.

4. DEPLOYMENT APPROACH
Recommended by Microsoft, the hybrid approach shall be adopted for migration to MS Office 365. Migration
shall be performed in two phases.

PHASE – I
 Synchronization of on-premises Active Directory with MS Office 365
 Below set of activities shall be performed in Phase - I of the implementation.

Phase - I From
Discovery and Analysis Performed
Microsoft Office 365 Licenses Acquired
Planning and Design Jun 04, 2018
Implementation of DAG Jun 04, 2018
Hybrid Deployment Pre-requisites Jun 06, 2018
Hybrid Services Configuration Jun 11, 2018
Pilot Migration of Mailboxes Jun 12, 2018
Production Migration Jun 20, 2018
Post Configuration Tasks Jul 19, 2018
Issues escalation and resolutions Ongoing
Report and Closure Jul 26, 2018

PHASE – II
 Creation of Email IDs for 7000 users after successful migration.
 Implementation of MS Office 365 Skype for Business
 Implementation of MS Office 365 Licenses for online users

Business Case - Office 365

 4.1 INFRASTRUCTURE REQUIREMENTS
Below are the hardware Infrastructure requirements for the successful migration to MS Office 365.

 Virtual Machine x 2 (Active Directory Sync with Cloud) (Exchange DAG)

(Specs mentioned in annexure ’A’)
 Server requirements for migration activity can be referred from Business Case for Purchase Production
Servers, SAN & VMware Enterprise Plus)
 Network Bandwidth 50MB per Link

5. RISK ANALYSIS AND MITIGATIONS

Given below are the probable risks associated with migration to MS Office 365.

Type of Risk Details Mitigation Measures

Microsoft can change plans with respect to Enterprise backup solution shall
Microsoft - Change of Plans offering of MS Office 365 for Education. be used to maintain backups of
(Detail mentioned in annexure ‘A’) MS Office 365.
Correct configuration of
Migration of data from legacy servers to MS
exchange servers and elimination
Office 365 can be risky due to misconfiguration
Migration Issues of corrupt mail boxes shall be
of Exchange Servers and corruption of mail
ensured before the migration
boxes.
activity.
Migrating the data shall require consistent high-
speed Internet connectivity. In case of
downtime, ability to access online services
Network bandwidth will be
Network Infrastructure including email communication shall be
increased for smooth migration.
hampered. Existing multi-vendor 80MB active
passive WAN network links shall not be sufficient
for migration.
Disaster recovery capabilities
shall be increased to ensure
In absence of any Enterprise level backup
email service continuity. Proper
Disaster Recovery solution and Disaster Recovery sites, email
Enterprise level backup solution
communication can be hampered.
(onsite and offsite) shall be
employed.
Downtime and outages can occur while
migrating to MS Office 365. Downtime may
Information mentioned in
Downtime affect email communication, access to Exchange
Annexure ‘A’
archives and the administration console, among
other critical services

6. CHANGE MANAGEMENT
Following measures shall be taken in line with the company strategy to address changes management issues:

1. The solution shall be implemented in phases using Learning Approach to increase user adoption of the
new Email system.
2. The migration plan to the new system shall be broadly announced and users shall be given ample time to
develop understanding and transition to the new system.

Business Case - Office 365

 3. User guides, Associated technical and business process training shall be provisioned to overcome
knowledge barriers and increase adoption.
4. External consultant can be consulted for complex migration issues if arise.

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Business Case - Office 365