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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 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
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
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 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:
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 TA C T U S
info@acrowire.com
http://www.acrowire.com
Jeff Bodem
jbodem@acrowire.com
704.557.0183

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SharePoint Online vs. On-Premise

  • 1. SharePoint Online vs. On-Premise ILTA 2015 Roadshow
  • 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. 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. Legal Focus LEGAL CONTRIBUTOR ILTA Roadshows Webinars Articles Whitepapers Podcasts SharePoint Symposium Speaker Vendor Thought Leader of the Year Nominee SPONSORSHIP
  • 5. • Introductions • Cloud Overview • High Level Comparison • Security • Feature Parity • Cost & Migration Strategies • Questions & Answers Agenda
  • 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Administration Interfaces On-Prem Central Admin SharePoint Online Admin Center
  • 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. 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. 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. 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. 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. 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. 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. 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. 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. 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

Notas del editor

  1. 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)
  2. 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
  3. 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
  4. Digital Guardian is a data security software company
  5. I don’t think this is part of the agenda anywhere. How and where does it fit?