Office 365: Is It Right for My Nonprofit? October 10, 2013

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Office 365: Is It Right for My Nonprofit? Linda Widdop – Tech Impact John Cory – NTech Collaborative October 10, 2013

Presenters Becky Wiegand TechSoup Facilitator Assisting with chat: Gretchen Deo, Microsoft; Ale Bezdikian, Ginny Mies, Neilson Valdejueza, TechSoup John Cory Tulsa Area United Way Presenter Linda Widdop Tech Impact Presenter

Introducing TechSoup Participant Poll Tech Impact About Office 365 Before You Begin & Considerations Case Study: Tulsa Area United Way Options and How to Get It! Q&A Today’s Agenda:

TechSoup is part of TechSoup Global, working towards the day when every nonprofit, library, and social benefit organization on the planet has the technology, knowledge, and resources they need to operate at their full potential. Who Is TechSoup?

TechSoup is a 501(c)(3) nonprofit organization. As of April 30, 2013, TechSoup Global has served more than 208,300 organizations — including over 67,000 organizations outside of North America. We have distributed more than 11 million software and hardware product donations and enabled recipients to save more than US$3.61 billion in IT expenses in 56 countries around the world.

Technology donations available through the TechSoup catalog: 401 Number of donor partners for US programs, including Adobe, Cisco, Microsoft, and Symantec: 63 NetSquared Local monthly meetup groups around the world: 48 TechSoup’s community blog and forums have participation from more than 50,000 monthly NPO and library users. Reach more than 200,000 NPO, library, and philanthropy subscribers in the United States with our newsletters each month.

How many staff/volunteers/board members use the systems (like ) at your organization? – 1-5 – 6-10 – – – – 76+ Participant Poll

Linda Widdop Tech Impact

O UR M ISSION Tech Impact’s mission is to ensure all nonprofits can use technology to better serve our world.

About Us 501c3 organization - began as NPower PA in 2002 providing technology services to nonprofits locally – We serve 300+ local organizations annually Recently changed our name to Tech Impact and began offering cloud based service globally – We help 200+ organizations with cloud solutions annually Assisted 500+ orgs to get on board with Office 365 since 2010

About Office 365

and Calendars – hosted Exchange – 50 GB mailbox, spam and antivirus File Storage and Sharing –SkyDrive and SharePoint – 25 GB SkyDrive Team Sites/Collaboration –SharePoint and Lync Office Web Apps - SharePoint Web Conferencing –Lync Instant Messaging – Lync About Office 365

Participant Poll Do you know how your is hosted right now? – Exchange Server – Gmail – Webmail – Other – Don’t Know

Understand your business needs – Licensing and features – Use case (office worker, remote worker, web, mobile device) Know the technical requirements – Windows version, Office version, Internet speed Assess your current environment – Will upgrades be needed? – Where is your hosted now? – How do you share files and information now? Before You Begin

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Considerations Planning is key to a successful project (nothing new here) Complete migration first – get users acclimated to the web interface K-I-S-S with SharePoint to start – use out of box templates and functionality Provide multiple training opportunities for users Make updates/changes in cycles with appropriate documentation Plan for change management challenges, allot resource(s) for support

Understand your needs and assess your current environment – $10 Office 365 Assessment through TechSoup $10 Office 365 Assessment – As part of the assessment, Tech Impact will provide a quote for a one-time implementation fee for migrating to Office 365. Our Process

Provide onboarding – Full Implementation Project – Account setup, migration, SharePoint Site creation, Admin and user training – all custom tailored to your environment – Workshop Series – join other orgs for a series of weekly workshops to learn how to migrate your and create SharePoint Sites yourself. We provide planning materials, guidance and step by step instructions via web meetings. Ongoing Support – Web based support – access to scheduled web trainings and events, documentation portal – One on one – access to the above, plus Help Desk, custom training Our Process

Our Experience with Implementation To Date – Tech Impact has converted 200+ on- premise Exchange Servers to Office 365 – Over 3,500 users – No more on-premise servers to worry about, patch, and back up – Spam issues are gone To Date – Tech Impact has upgraded more than 300 organizations from POP/IMAP mail to Office 365 – Over 2,500 users now have ability to get the same experience as larger orgs, share calendars, get remotely

Our Experience with SharePoint Online To Date – Tech Impact has helped dozens of orgs implement SharePoint online Requires more planning and internal discussion Requires ongoing support to be successful

Case Study: Moving to Office 365 John Cory Tulsa Area United Way’s NTech Collaborative

Tulsa Area United Way NTech’s Parent Organization, The Tulsa Area United Way: Through its 61 partner agencies, focuses on three building blocks to a better life: education, financial stability, and health/safety. In 2010, 45% were directed to health/safety, 43% of campaign contributions were utilized for education, and 12% was mobilized through financial stability.

These agencies serve approximately 2,000 people per day through its 61 partner agencies in the Tulsa region, including Creek, Okmulgee, Osage, Rogers, Tulsa, and Wagoner counties. Tulsa Area United Way

NTech Collaborative Mission Assist TAUW and its Partner agencies in meeting, maintaining, and surpassing best practices for technology utilization.

NTech Collaborative Shared Resources Training Consulting Project Management Infrastructure Deployment/Support Internet Presence Custom Software/Database Development IT Related Purchasing Assistance Technical Support

Why We Chose Office 365 User Access/Improved Interface Significant Increase In User Quotas Enterprise Class Components Disaster Recovery/Business Continuity Simplified Administration/Flexibility Low Cost of Ownership Offered and Maintained by Microsoft Excellent Implementation Assistance from Tech Impact

Recapping the Project Initial Consultation/Exploratory Work with Tech Impact Consultants Internal Assessment Regarding Pros & Cons of Switching platforms Logistics & Timeline Planning Infrastructure Review/Discovery

Recapping the Project Migration Preparation (Network Admins and Users) Communications to User Base Migration Launch (Initial DNS Settings, IT Prep, Final DNS Settings, User Account Migrations, User Follow- up/Trouble-Shooting) Follow-up Communications to User Base

How to Get It! Becky Wiegand TechSoup Global

Office 365 for Nonprofits 501(c)(3) orgs* Donated Enterprise (E1) Discounted upgrade to Enterprise (E3) Unlimited seats * Some restrictions apply

How to Get It! Visit Microsoft’s site: Sign up for a free trial. View Office 365 options.free trialOffice 365 options Get verified through TechSoup (See eligibility)eligibility Eligible nonprofits transition from free trial to donation or discount of Office 365 directly through Microsoft! Learn about benefits and support.benefits and support

Q & A Please type your questions in the chat window. Follow-up questions can be posted in the community forum:

Additional Resources Office 365 Admin Rollout Guide Office 365 User Adoption Learning Center Are You Ready for Microsoft Office 365 for Nonprofits?, article from TechSoup Are You Ready for Microsoft Office 365 for Nonprofits? Questions about Office 365? Ask them in TechSoup’s community forums.Ask them

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