1. Assessing the Cloud for Nonprofits and Libraries: Email and Collaboration Using Microsoft Office 365

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3. This seminar will be available on the TechSoup website along with past webinar presentations: www.techsoup.org/go/webinars You will receive a link to this recording, slides, and links. Twitter hashtag: #techsoup YOU ARE BEING RECORDED…

4. 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?

5. TechSoup is a 501(c)(3) nonprofit organization. As of June 2012, TechSoup served more than 183,000 organizations, distributed more than 9.7 million technology donations, and enabled nonprofit recipients to save more than $3.1 billion in IT expenses in 40 countries around the world. We have 52 donor partners including Microsoft, Adobe, Cisco, and Symantec, and there are currently 469 technology donations available through the TechSoup catalog.

6. ABOUT THE PRESENTER Sam Chenkin is a Systems Analyst and leads solution research and development at TechImpact. He is equally comfortable in the server room or under the hood of a CRM system.

7. ABOUT THE PRESENTER Linda Widdop is the Director of Technology Services at TechImpact. She engages with hundreds of nonprofit orgs each year to develop strategic technology plans and recommendations to meet their business goals.

8. ABOUT THE PRESENTER Stephanie Borton is currently the Associate Director at Art- Reach, the only organization in the Philadelphia region that works to increase access to the arts for all underserved audiences.

9. AGENDA What is the cloud? What NGOs and libraries think of the cloud Moving Your Organization Office 365 practical uses – case study What is Microsoft Office 365? npCloud offer on TechSoup Questions Additional Resources TECH IMPACT | PROPRIETARY AND CONFIDENTIAL | NOT FOR DISTRIBUTION

10. TECHIMPACT’S MISSION To inspire and empower nonprofits to use technology to better serve their communities.

12. TECH IMPACT | PROPRIETARY AND CONFIDENTIAL | NOT FOR DISTRIBUTION General term for anything that involves delivering hosted services over the Internet CLOUD:

13. WHAT MAKES THE CLOUD POSSIBLE? Bandwidth Virtualization Automated DC software Massive data centers w/ commodity hardware (capacity)

14. TECH IMPACT | PROPRIETARY AND CONFIDENTIAL | NOT FOR DISTRIBUTION

15. What are nonprofits and libraries saying about the cloud?

16. Use cloud computing solutions Say lack of knowledge is the greatest barrier to adoption Say the greatest advantage is easier software/hardware administration Say the greatest motivators are reducing costs and ease of setup Report plans to move a significant portion of their IT to the cloud within 3 years 90% 79% 60% 53% 47% Of the 10,500 NGO and library respondents worldwide TECHSOUP GLOBAL’S CLOUD SURVEY - KEY FINDINGS TECH IMPACT | PROPRIETARY AND CONFIDENTIAL | NOT FOR DISTRIBUTION

17. LACK OF KNOWLEDGE IS A BARRIER TO ADOPTION 30% of respondents said they didn’t know enough to know what the barriers are Question 12: What are the barriers that prevent your organization from using cloud computing or using cloud computing more? (N=9,051)

18. REDUCING COSTS IS THE GREATEST MOTIVATOR FOR ADOPTION

19. Think big. Start small. Move fast.

20. Eliminate on-premise Exchange Servers in nonprofits! 1.Get rid of that mess 2.Reduce costs 3.Improve reliability 4.Improve user experience 5.Provide true anytime/anywhere connectivity OUR ( NOT-SO-SECRET ) MISSION

21. BENEFITS TO ORGANIZATIONS Lower cost of ownership  Organizations save thousands in hardware and maintenance costs  Upgrades to the platform are automatic – no more software upgrades Predictable expenses calculated per FTE Reliable, dependable access from anywhere Upgraded user experience through Outlook, OWA, and mobile device integration Opportunity to change workflow and work habits  Supports remote workers with access to data and collaboration  More team collaboration through SharePoint and Lync

22. NPOWER’S VALUE Experience –  working with Office 365 (BPOS) since 2010  90 Organizations, 2500+ Seats  Successful migrations from varied platforms  Microsoft Business Development and Technical Support rep assigned directly to NPower Relationships –  direct channel for nonprofit pricing amendment  Microsoft SMB Cloud Champions Club, Tier 3 Partner  TechSoup partnership Mission –  Nonprofit focus  Flexible onboarding and support options

23. A WORD ABOUT SECURITY

24. CLOUD PROVIDERS Encrypt your data during transmission Separate your data from other clients Monitor for questionable activity (think credit cards) Actually back everything up and know how to restore it Probably won’t need to restore anything anyway Usually have 99.99% uptime guarantees (1 hour per year)

25. WHAT TO WORRY ABOUT How granular are the backups? Will the provider still exist next year? Is there a way to get your data out if you don’t like them? How long is the contract? Will they submit to a subpoena?

26. MOVING YOUR ORGANIZATION

27. TYPES OF CLOUD Native Cloud Service (SaaS) We are focusing on native cloud services, since they are the least expensive and easiest to manage. Hosted Infrastructure (IaaS) VS

28. WHAT TO WORRY ABOUT How hard is it to set up and get going with the cloud service How much work do I need to do on my local network or desktops How hard is it to move my data to the new solution? How cranky are my users going to be about the transition

29. BREAKING IT DOWN Databases Communication File Sharing Phones Desktops One size fits all Commodity Services Limited end-user changes Significant and Immediate Cost Savings Custom solution Built just for you Long term cost Savings

30. COMMUNICATION Local Configuration Service Configuration Migration User Retraining easy hard Email Instant messaging / video chat Screen sharing

31. Less Maintenance No more Exchange No more backing up Exchange No more archiving Access to Better Tools Video/audio chat Instant messaging Screen sharing Easy Transition Exact same tools you use right now COMMUNICATION

32. FILE SHARING Local Configuration Service Configuration Migration User Retraining easy hard File storage File collaboration

33. Less Maintenance Get rid of your file server Don’t worry about backups Universal Access Work from home or while traveling Give decentralized organizations centralized resources Actual Collaboration Versioning Concurrent file editing Integrate files with calendars, contacts, tasks, your workflow FILE SHARING

34. PHONES Local Configuration Service Configuration Migration User Retraining easy hard Also known as VoIP Hosted PBX On-site VoIP phones / soft clients

35. PHONES Save Money More competition No more T1 Universal Access Get and receive calls when traveling Give home offices / other offices desk phones Business Continuity Keep getting calls at your extension if the office phones aren’t working Serve your clients in any situation

36. DESKTOPS Local Configuration Service Configuration Migration User Retraining easy hard Need a place to run office, connect to other services Virtual desktops

37. DESKTOPS Don’t Worry About Hardware Use slow, old machines Use donated hardware Use zero-clients Universal Access Work at the same desktop anywhere with an Internet connection Download your desktop to work off-line Business Continuity Work from anywhere No down-time due to hardware

38. DATABASES Local Configuration Service Configuration Migration User Retraining easy hard Cloud native Virtual server Move existing to cloud Implement Nnw

39. DATABASES Less Maintenance Don’t pay for a server just for one thing Is your current DB actually backed up? Are you sure? Universal Access Give everyone everywhere access Stretch (geographically) Business Continuity Work from anywhere No down-time due to hardware

40. A CASE STUDY

41. Art-Reach enriches lives by connecting underserved audiences with cultural experiences so that they may enjoy and benefit from the transformative powers of the arts.

42. WHAT HAPPENED Server died semi-unexpectedly Six staff office, but major impact Do we: Buy another server that lasts 4 years? Move everything to the cloud?

43. BREAKING IT DOWN Databases Communication File Sharing Microsoft Exchange File Shares QuickBooks Local donor DB Cloud-based services DB

44. WHAT WE DID Databases Communication File Sharing Microsoft Exchange File Shares QuickBooks Local donor DB Cloud-based services DB npOffice npVault

45. THE PROCESS Normally we do an online migration Organized files on a USB drive and then brought to our location for upload Couldn’t afford a cloud server Installed DBs on a desktop and backed them up to the cloud npVault npOffice

46. ONGOING SUPPORT Cloud Configuration New users, change permissions Desktop Issues We monitor backups Call us for any restores npVault npOffice

47. ART-REACH EXPERIENCE npOffice npVault

48. MOVE THE 80% With Office 365

49. MOVE 80% TO THE CLOUD FOR 20% OF THE EFFORT npOffice Communication File Sharing

50. MOVE 80% TO THE CLOUD FOR 20% OF THE EFFORT npOffice Communication File Sharing

51. WHAT IS OFFICE 365?

52. MICROSOFT OFFICE 365 VALUE BEST PRODUCTIVITY EXPERIENCE Work together, smarter ACCESS ANYWHERE* Solve problems from more places WORKS WITH WHAT YOU KNOW Familiar tools ROBUST SECURITY AND RELIABILITY 99.9% uptime. Guaranteed. IT CONTROL AND EFFICIENCY Keeps you in control Email Shared Calendars Shared files Intranet Messaging Online meetings PC Mac Tablet Web browser Smartphone Limited or no user training needed Microsoft takes care of security and reliability Spam filtering included Manage users with admin portal Advanced config with powershell 24 hour support from Microsoft

53. WHAT WE DO WITH OFFICE 365 Explain the service Configure mailboxes / shared resources Migrate your information Provide training Educate you Hands-on planning exercise Migration planning Extensive training Support

54. CALLS FOR FREE… Education Help you understand what’s out there Describe the benefits and draw backs of various systems Assessment Make recommendations for appropriate solutions Design a system rather than suggest specific products Pricing Work with Microsoft and other vendors to determine discounted pricing you are eligible for Give you estimates for the cost to migrate

55. NPOFFICE OFFERING ON TECHSOUP npOfficenpOffice is a consultation service that assesses whether an organization or library can benefit from migrating to Microsoft's Office 365 cloud-based office and email platform.Office 365 Includes:  A telephone interview  A detailed implementation proposal for migrating to the Office 365 platform  A pricing assessment to determine what Office 365 nonprofit discounts may be available to you TechSoup Admin Fee: $10 Eligibility  Same as the main Microsoft donation program  libraries can request for back office computers as well as public access

56. QUESTIONS Please type your questions in the chat window. Follow-up questions can be posted to our community forums: http://forums.techsoup.org/cs/commu nity/f/104/t/36678.aspx http://forums.techsoup.org/cs/commu nity/f/104/t/36678.aspx

57. RESOURCES TechImpact.org npCloud.org TechSoup.org npCloud Donation Program Through TechSoup Five Signs Your Nonprofit Is Ready to Migrate Your Database to the Cloud Five Signs Your Nonprofit Is Ready to Migrate Your Database to the Cloud The Cloud for Nonprofits and Libraries 2012 TechSoup Global Cloud Computing Survey Webinar – Cloud Computing Benefits and Barriers for Nonprofits and LibrariesCloud Computing Benefits and Barriers for Nonprofits and Libraries NTEN’s 2012 State of the Nonprofit Cloud Report

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