Executive Summary. About this White Paper. Assess your Companies Need. On-Premise Exchange Server. Total Cost of Ownership

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2 Contents Executive Summary About this White Paper Assess your Companies Need Microsoft Exchange 2010 as a Cloud Hosted Solution On-Premise Exchange Server Hosted Exchange 2010 Cloud Deployment Considerations Total Cost of Ownership New Feature Highlights in Hosted Exchange 2010 Hosted Exchange or Dedicated Exchange 2010 in the Cloud? Hosted Exchange Integration with other Solutions Cobweb Cloud Accelerator - Discovery & Feasibility Conclusion About Cobweb and the Cobweb Cloud 2

3 Executive Summary This white paper evaluates Cloud Computing as a flexible alternative to your current IT capability that delivers tangible benefits including: Projects delivered earlier Faster adoption to change Lower risk Reduced costs Easier to scale up or down services The choice of a deployment model depends on several factors, including the level of on-premise expertise, the need for control and customisation, and the overall priorities of the IT group. However with a hosted solution this is simply no longer a major issue, both hosted and dedicated solutions are extremely flexible in terms of scalability in both directions, and ensure that the IT expenditure is directly correlated to usage. A typical accelerator will help businesses uncover: Is a Software-as-a-Service strategy right for your organisation? How do you go about selecting which model is best for you (shared, dedicated, on/off premise)? What integration do we need and are security and compliance requirements fulfilled? What is required to migrate to the new offering? What is the business case and where are the risks? Finally, as organisations look to IT to drive their businesses forward, the adoption of cloud computing represents one of the few strategic initiatives that is able to demonstrate; lower predictable costs, alignment to business and seasonal cycles and a foundation for business growth. The TCO (Total Cost of Ownership) shows that Hosted Exchange on a shared platform is ideal for a low cost, high value deployment. By opting for this approach, even someone with only a handful of mailboxes can benefit from the overall economies of scale that would only usually be available to much larger organisations. The Cobweb Cloud Accelerator is a set of best practice tools, techniques and explorative research findings delivered by experienced Cloud and Exchange specialists. This package helps organisations to establish viable cloud options based on existing setup and internal requirements, build a business case, and finally project manage deployment to a cloud delivered Exchange 2010 solution. About the Author Oliver Moazzezi is a Senior Technical Architect at Cobweb, as well as a Microsoft MVP (Most Valued Professional). When deploying new technologies such as Exchange 2010, his role is to assess the new technology for its viability as a hosted solution, scope and design the technical architecture and work with stakeholders including Microsoft to incorporate proprietary Cobweb enhancements to build the hosted service. 3

4 Foreword - Microsoft UK In today s highly competitive business environment faster and smarter IT operations and corporate processes need to be in place to increase reach and capitalise on emerging digital markets. Employees need to have access to technology to facilitate speedy, secure, anytime and anywhere communication with customers, suppliers, partners and colleagues. For many businesses the implementation and delivery of a sophisticated IT infrastructure along with the associated costs can be a daunting prospect. Outsourcing the complex management and infrastructure of and other essential business services is one easy way to address this dilemma. At a time when business executives are scrutinising their expenditures and analysing potential cost savings, outsourcing critical business functions to the cloud can help to meet this need of reducing costs. But there are also other factors to consider when selecting a provider of Microsoft Hosted Exchange services. This paper outlines the key areas an organisation needs to consider to help understand the financial Economics of the Cloud mitigate any potential risks posed by down time, network intrusion or lack of scalability etc. If a reputable and established provider is selected, one that can provide advanced levels of data integrity and security as well as customer support, all sorts of business advantages can be realised. This includes making cloud adoption easy, reduced costs, increased efficiency and productivity gains. Simon Aldous Hosting Lead, Microsoft UK. 4

5 1. About this White Paper This white paper has been prepared by Oliver Moazzezi, Microsoft MVP & Technical Architect to help IT professionals and senior decision makers assess the business case for Microsoft Exchange on-premise and then making the switch to the cloud. It should also help the reader to begin to make informed business decisions about their future cloud IT strategy beyond simply messaging and collaboration requirements. has become an essential business application which is now seen as a utility, but no longer provides competitive differentiation between companies. The common goal with all utility services is to ensure a good standard service for 100% of the time for the best possible consumption price. This white paper explores Microsoft Exchange 2010 deployment models of On-Premise, Cloud and Hybrid models in both a permanent and temporary scenario. Microsoft Recommendations for Best service: 1. Mailbox size: More than 5GB mailbox 2. client: Segmented offering, allowing for both approaches for the appropriate employee segments 3. Security: Daily Anti-Virus/Anti-Spam protection with daily updates and an SLA for filtering effectiveness. Plus advanced spam reports, multi-engine Anti-Virus protection and customisable quarantine controls 4. Compliance features: Advanced compliance scanning that ensures that inappropriate information isn t sent (i.e., Social Security Numbers) 5. High availability: 99.9% availability or greater 6. Disaster recovery: Continuous replication with a remote site, one-hour or better recovery time 7. Support options: Multiple support options, including 24 x 7 advanced support with escalation 8. Mobile options: Basic mobile access and Push mobile access for multiple platforms. Plus device management capabilities 9. Integration options for business applications: Widely adopted, standardised APIs to integrate with the platform 10. archiving: Customisable archiving Plus advanced legal hold and search capabilities. 5

6 2. Assess your Companies Need Having identified the need to move your messaging service onto Microsoft Exchange 2010 it is invaluable for you to ensure that there is a robust evaluation of your current service and future needs before you attempt to make a decision on the appropriate route for your company. Cobweb s experience of completing Total Cost of Ownership assessments with our customers such as Mothercare, Stemcor and Southern Water, has identified 5 golden rules: 1. Understand the cost of your current system, including CapEx, OpEx, staff costs, depreciation, scale and utilisation 2. Validate your current technical environment alongside your actual and future growth requirements 3. Document the strategic technical requirements for 3-5 years and compare them to the company strategy 4. Understand the transition period including its initial cost, effect on the business and time to adopt 5. Understand all available messaging options and associated cost components then compare them to your strategic technical and company requirements. As is now seen by many as an essential but commoditised service most users now expect a lot out of the service but at a small cost. According to a commissioned study carried out by Forester Consulting on behalf of Microsoft in February 2011 there is a recommended service level to achieve. The recommended service level (page 4) can be achieved by a selection of options. The following pages will explore the pros and cons of them individually for you. 6

7 3. Microsoft Exchange 2010 as a Cloud Hosted Solution The IT landscape has experienced unprecedented change in recent years. Regulatory pressures, narrowing margins and fierce competition now require organisations to seek innovative strategies and solutions to lower total cost of ownership of technology. To prosper, organisations must focus on core business and cost containment without sacrificing the capability to adapt and respond as the Information Technology market evolves. Cobweb have found that the most common woes for companies wanting to move their system to the cloud are due to the need to centralise or consolidate their infrastructure, reduce the burden of risk and/or architecture coupled with the need for Exchange expertise and user demand for the latest tools. Underpinning these compelling reasons are the old age issues of the ability to centrally manage data, meet the ever growing demands for storage, the need to rapidly create and deploy new capabilities, whilst only ever paying for the services consumed with instant scalability. All of which makes the adoption of cloud services a very compelling proposition for ever-changing markets. messaging, collaboration and hosting are common entry points for organisations looking to transition to a Software-as-a-Service (SaaS) model. Many organisations have downsized IT departments over the last couple of years in order to cut costs whilst the economy remained unpredictable. In addition, a lack of IT investment has resulted in companies persevering with old, unsupported software, and missing opportunities to take advantages of new technology which could better support their business and improve productivity. In a recent survey conducted by Cobweb during August 2011 to 100 CTO s, over 70% of them stated that their company CEO strongly supported investment into the cloud model and 57% said they were thinking of moving to software services via the Cloud in the next two to three years, making it possible to deploy the latest technology. 7

8 4. On-Premise Exchange Server For many businesses it is believed that there is economic value in deploying an Exchange Service on-premise. During 2010, we have seen a slight shift in this way of thinking with Blue Chip companies like a major healthcare organisations in the US moving 100,000 seats to the cloud (cited in TMCnet. com). However for your sub 5,000 Exchange users the economic value is still difficult to prove when comparing Exchange on-premise and in the cloud. For many companies the true, hard costs of their messaging systems are never fully appreciated, whether it s the cost of holiday cover or overtime for the administrator, or the provision of resource away from mission critical strategic IT initiatives. All of these types of activity divert funds and resources away from revenue generating or innovative activities. It is quite normal for organisations TCO (total cost of ownership) for their messaging system to show costs that are far below the industry average, and uptime that is far above the industry average. However, on closer inspection it often becomes clear these calculations do not show the true costs of messaging systems, nor do they accurately measure downtime. When fully analysing the TCO calculations a whole range of unconsidered costs tend to have been missed, such as: The server and the amortisation of that over its useful life The backup hardware and the amortisation of that over its useful life The software licences and licence management Other software costs: backup software, Anti- Virus, Anti-Spam etc. Maintenance/Year: If an on-premise person wasn t doing this, what value-add activities could they be doing? Disaster recovery plans and consultant fees costs per incident, this can add up quickly when someone s charging you real money to fix something All of your actual downtime costs realistic scenario planning for unexpected downtime CapEx for next service upgrade On-Premise Positives Completely customise your deployment, security, features and performance including 3rd party installations such as archiving solution. Enable secure connections to data on various devices and configure mobile access, manage certificates, policies and firewall exceptions. On-Premise Considerations On-going license costs for customisations and for IT hardware and user growth. IT team skill to manage and maintain your service deployment. Costs for maintain encryption capabilities. Can meet specific internal and external compliance criteria e.g. policies about where you host your data and data protection governance. 8

9 5. Hosted Exchange 2010 Cloud deployment considerations Cloud Services provide the opportunity to deliver and consume IT in entirely new ways. Cloud computing is a flexible alternative to your current IT capability that delivers tangible benefits that include: Projects delivered earlier Faster adoption to change Lower risk Reduced costs Easier to scale up or down services The choice of a deployment model depends on several factors, including the level of on-premise expertise, the need for control and customisation, and the overall priorities of the IT group. Because cloud services provide the flexibility to deploy cloud computing as a service, business needs, rather than technology constraints, can drive the choice. This section will present the three methods available for cloud deployment: Public Cloud, Private Cloud & Hybrid Cloud. Public Cloud The Public Cloud offers organisations a standardised Software-as-a-Service solution such as Hosted Exchange 2010, which are readily available for rapid deployment and easy scalability. This approach ensures an easy and seamless upgrade experience, to a tried-andtested platform configuration. It can also help by freeing up valuable capital, IT staff and other costly resources for more effective, strategic use within the organisation. As a trade-off, customers relinquish control over software versions or changing requirements. Private Cloud The Private Cloud is a model where software is installed and runs on computers on the premises of the organisation using the software, rather than at a remote facility. The Private model provides organisations with the flexibility to perform maintenance, upgrades, and customisation at their convenience. However, this model requires considerable upfront capital for such expenses as hardware, software, licenses, IT personnel for maintenance, and physical building space. Hybrid Cloud A Hybrid Cloud is a cloud computing environment in which an organisation provides and manages some resources on-premise and has others provided externally. For example, an organisation might use a Public Cloud service, such as Hosted Exchange 2010, but run other applications within its own data centre. Some organisations often already have substantial investments in the infrastructure required to provide resources on-premise. The benefits of using this model include a reduction in the upfront expense of software purchases through the use of on-demand pricing. 9

10 6. Total Cost of Ownership Acquisition Costs This refers to the costs of purchasing the hardware and software required to run the Microsoft Exchange environment. In the case of a hosted solution, this involves mainly a per user subscription license fee. In the case of an on-premises solution, such as Microsoft Exchange Server 2010, it includes the cost of the server hardware platform, the Windows Server operating system server and user licenses, and the Microsoft Exchange 2010 server and user licenses only. This does not include desktop hardware, software or licences, as these costs are not directly attributable to the messaging system deployed. Maintenance Costs This refers to the cost of yearly support contracts for all hardware and software components accounted for as part of the initial acquisition costs outlined above. Downtime Costs Downtime can be either scheduled, due to normal maintenance requirements, or unscheduled, due to unexpected failures of the system. In the case of both we account for the cost of the IT members dealing with the downtime, including administrators, IT Management and Help Desk support. The estimated cost per hour is 500 which is based on our employment costs. We do not attempt to estimate user productivity loss to do so use calculation: Frequency x Duration x Hourly Cost = Lost Profits Storage Costs As volumes grow organisations need to off load a certain percentage of storage to external backup devices. Installation Costs This comprises the initial cost of setting-up and configuring the messaging environment for both internal and external environment. Administration Costs These include a series of tasks, on-going as well as corrective actions, performed by Exchange Administrators. It includes the time to install new software patches, add/delete users, manage policy settings, and managing capacity etc. Our model makes a simplifying assumption that external storage is based on tape backup only to an offsite partner and it excludes onsite back-up facilities. Our informed estimate based on our use is 500 per 500GB. Training costs These include training costs for Administrators and Help Desk staff. Only the training and acquisition costs would apply to Hosted Exchange. This is assumed at 100 per person, per hour. Based on our market knowledge and salary rates we have estimated this resource cost at 28pp.ph. 10

11 6. Total Cost of Ownership - Example The below information is based on a company with 500 employees, one Exchange Administrator and one Help Desk Advisor. Further details can be found referred to in more detail in Appendix A. Acquisition Costs: On Premise Running Cost 12 Months* Server Hardware 800 Windows Server Licence 40 Windows Server License 40 Software Ass. Windows Server CALS 2,100 Windows Server CALS Soft 2,100 Ass. Exchange Server Exchange Server Software Ass. Exchange Server 2010 CALS 4,800 Exchange Server 2010 CALS 40 Total Cost of Cost Ownership On-premise, 5 Years, ,815 Users Hosted, 5 Years, 500 Users 98,700 Per user, per year for In-house Exchange Per user, per year for Hosted Exchange Over this five year period for a company of this size the Hosted model could save up to 85,115 and there would be no upfront CapEx cost. Soft Ass. Installation Cost (Hardware & 375 In a recent survey conducted Software) Hosted Spam & Virus 1,000 Filtering SSL Security Certificate 400 Total 41,075 by Cobweb during August 2011 to 100 CTO s, over 70% of them stated that their company CEO strongly supported investment Administrative and Management Administrative Tasks (3 Hours Per Week) Offsite Data Backup (500GB Size /Mo.) Scheduled Downtime (1 Hr Per Month) Unscheduled Downtime (2 Hours Per Month) Costs 4, ,000 12,000 into the cloud model and 57% said they were thinking of moving to software services via the Cloud in the next two to three years, making it possible to deploy the latest technology. Training Costs Administrators 1,000 (Admin Hours) Help Desk (1 Person) 1,000 *Based on capital cost depreciated over a 5 year term, initial CapEx (including software licences) investment totals 41,

12 7. New Feature Highlights in Hosted Exchange 2010 For the first time, Microsoft has released a version of Exchange 2010 specifically for suppliers of multitenanted Hosted Exchange environments. Although in terms of functionality and features this is largely similar to the standard RTM version of Exchange 2010, this new version contains several service tweaks and extra functionality to allow Partner Hosters (such as Cobweb) to provide their customers with the best possible end user experience within a cloud environment. When all the data is stored within a hosted environment this will massively reduce the risk of data loss, which in turn will improve regulatory compliance and increase employee productivity. Integration with Outlook 2010 / Outlook 2011 for Mac For those looking to get the most out of Exchange 2010 you should consider this a timely opportunity to upgrade to the latest desktop versions of Outlook. For the Cloud Computing market, this change marks a significant tipping point in market maturity for hosted services. For the first time the Outlook brand is being made available for Mac, superseding the existing Entourage platform. The prominence and volume of companies now hosting their (along with many other business critical applications) in the Cloud have demonstrated that this no longer just the reserve of the early adopters: this is now mainstream technology, and its use within corporate IT can no longer be considered the wildcard alternative. Large Mailbox Support Database and indexing improvements in the Exchange 2010 architecture have now made it possible to provide best experience mailboxes of up to 25GB or 100,000 items, whichever is reached first (tested to 100GB with Outlook 2010) although you can go beyond. This should all but eliminate the need for users with large mailboxes to resort to keeping.pst files locally to overcome the previous limitations on mailbox size. Many hosted suppliers will offer rental licences as part of a Hosted Exchange solution, which is usually significantly cheaper than purchasing licences outright. It also means when new milestone versions are released by Microsoft they should automatically become available to download from your hosted supplier, rather than going through the traditional significant CapEx exercise to update to the latest version. Outlook 2010 and Outlook 2011 for Mac are also backwards compatible with Exchange 2007 and will give access to some new features such as the Conversation View, even if you have not yet upgraded to Hosted Exchange

13 7. New Feature Highlights in Hosted Exchange 2010 cont d. Mail Tips Mail Tips monitors your creation in real time to help a user avoid typical mistakes before they hit the send button. For example if one of the recipients that you are ing has set their out of the office, once you add them to the to: field, that message will be retrieved and displayed to the user. This could be particularly useful if the message has something like in my absence please contact Joan in HR within it. Another useful tip is with attachment size limits, if these are about to be exceeded, the user will be notified before that error takes place, so they can either condense the file, or deliver using an alternative method to the intended recipient (requires Outlook 2010 supported in OWA) Outlook Web App (OWA) Outlook Web Access has undergone a considerable transformation since Exchange 2007, and now comes with many new features and updates that make it more comparable with the Outlook desktop counterpart. Microsoft has now renamed this service to Outlook Web App to reflect the development changes. The most significant change for many users will be the browser support that is now offered, along with Internet Explorer, the full OWA experience is now available in the latest versions of Firefox and Safari as well. For those using other browsers (e.g. a mobile browser), they will still be able to access the light version, which is a limited feature version ideal for users with a slow connection or unusually strict browser security settings. An often requested feature that will also be included in the 2010 version of OWA is the ability to compare calendars side-by-side, which again is a significant stride towards unifying the online and desktop user experience. 13

14 8. Hosted or Dedicated Exchange 2010 in the Cloud Exchange as a cloud service can be deployed in two different hosted scenarios: a shared multi-tenanted solution or as a dedicated hosted solution. The evaluation process for the most appropriate of the two for a business will always be unique, but there are several key areas that can be used to determine the likely requirements without further exploration: Flexibility When moving from an on-premise setup to a hosted solution a barrier that is often encountered is the perceived inflexibility. Due to the multi-tenanted nature of the service, the ability to change the fundamental setup of the service simply isn t possible. A new messaging platform specifications and requirements will often be formed based on the features and functionality of the existing platform. On the surface, this makes logical sense if all existing functionality is maintained as a minimum, then this should reduce risk of deployment. However, where platforms have been in place for a period of time, it is likely that there are various custom setups that have been added over time which have created what appears to be a unique setup. Yet the vast majority of the time these unique setup items can be categorised: They are legacy requirements and are no longer being used within the business They can already be done within the software in another way It is an unsupported modification that creates security / stability risk It is a workaround to support other incorrectly configured hardware Once analysed what began as a unique setup requirement, can actually all be catered for with a highly standardised, secure and stable shared hosting platform. Although this may require some short term change internally, the overall net benefit far outweighs the short-term changes required. For the small minority of scenarios where a setup requirement cannot be catered for in a shared environment; a dedicated cloud solution can be built to cater to all those needs. As the setup for a dedicated solution is installation specific (although the process would begin with a standard setup), the development to test and deploy custom solutions is much quicker, as there is not the requirement to check compatibility of the change across the platform just that one particular instance. 14

15 8. Hosted or Dedicated Exchange 2010 in the Cloud cont d. Scalability Projections of business growth and consolidation can be very difficult to forecast long term due to the volume of external factors that will affect this. With an internal implementation this would have a significant bearing on hardware and equipment scoping. However with a hosted solution this is simply no longer a major issue, both hosted and dedicated solutions are extremely flexible in terms of scalability in both directions, and ensure that the IT expenditure is directly correlated to usage. Cost Even when all other circumstances and requirements are taken into consideration, often the overall cost of an IT deployment will be the deciding factor when getting the final stamp of approval from the CFO to proceed with the project. Hosted Exchange on a shared platform is ideal for a low cost, high-value deployment. By opting for this approach, even someone with only a handful of mailboxes can benefit from the overall economies of scale that would only usually be available to much larger organisations. Even those going for a dedicated solution can take advantage of several cost savings, as you don t need to allocate CapEx on new hardware an instant saving on the balance sheet. However there are further indirect cost savings, such as time saved scoping and building architecture and potential costs saved if a subsequent unplanned issue with the migration arises. 15

16 9. Hosted Exchange Customer Directory Integration By opting for Exchange 2010 as a cloud solution this does not mean the application suddenly needs to become a standalone one size fits all. This is ideal for organisations that wish to manage their users from their Active Directory, including automatic setup of Exchange. Even within a shared hosting environment there are many optional services such as Customer Directory Integration (CDI) that allow your service to appear identical for the end user when compared to an equivalent on-premise solution offering same signon capabilities. Similarly administrators, who have certain mandates such as data-retention, can simply self-provision these integrated services onto the Hosted Exchange 2010 platform as required to meet their requirements. A CDI service can be used to synchronise user details, contacts, password synchronisation and even allows for automated bulk user creation. The benefits of using CDI with Hosted Exchange 2010 include: Simple user management for administrators Optional automatic service assignment for easy provisioning of services User details regularly synchronised Optional password synchronisation allowing unified password sign-in experience. Administrators can configure the tool to set-up new internal users and these will automatically be synchronised into the Control Panel. The architecture is optimised for performance, nondisruptive maintenance and service reliability, providing the highest availability and maximum data security. Customer Premise Internet Provider Datacentre Domain Controlller 1 Domain Controlller 2 Management Node Web Service Node Management Node Password Filter Password Filter Password Change Listener CDI Web Service AD Service Controller Synchronization Agent CDI Client Downloadable Exchange Service Controller Synchronization Database SSL Certificate OCS Service Controller WSS Service Controller Figure 1: Integration between an on-premise & cloud directory 16

17 10. Hosted Exchange Archival Integration A message archival solution can provide organisations with an enterprise-class message archiving, monitoring and discovery solution which typically secures business information in multiple site data centres for full redundancy. This type of fully compliant Message Archival solution secures your business information and provides rapid recovery and audit trail. By preserving a permanent copy of every incoming, internal and outgoing and any attachments, the Message Archive provides an indisputable chronological time and date stamped record to help safeguard you in the event of customer, supplier or employee issues, errors or allegations. Customer message information has secure end-toend multi-level encryption to ensure that privacy, confidentiality and non-disclosure obligations are upheld. These services provide businesses with a professionally-managed yet easy-to-use, archiving, continuity and security solution. The benefits to an organisation considering having this solution include: Never lose messages again. It s a fool-proof backup and automated disaster recovery tool, alleviating the heavy burden on your IT personnel Off-site, mirrored storage in dual data centres with optional non-rewritable, non-erasable dedicated WORM media with off-site backup Easily add the Message Archive solution to your Hosted Exchange 2010 service. You will eliminate expenses related to growing message storage. No software, hardware or programming is required No need to depend on disparate backup and storage systems, or the discretionary storage practices of employees to retain messages in their personal folders or create PST files All users may rapidly view, retrieve, organise, reply to, forward, print or download any of their current or historical messages anytime/ anywhere through any secure web browser. Access / Capture Processing Storage Message Archiver Message Converter IM Interpreter Flagging Rules Search Engine Primary SAN Compliance Reviewer Message Management Business Continuity ediscovery Indexed Audit Trails Indexed Headers Dedicated NOS WORM Drives Infrastructure Replicated at both East / West Coast Data Centers for Redundancy Figure 2: Integration with an archival tool, such as Global Relay 17

18 11. Hosted Exchange 2010 & Microsoft SharePoint 2010 The newest version of Hosted Exchange 2010 from Microsoft no longer includes public folder support, which for businesses who currently use this functionality, may seem a barrier to adoption. However, with the integration now provided between SharePoint 2010 and Hosted Exchange 2010 there is not just an alternative solution, but for many businesses a better one. Using SharePoint 2010 as a public file store instead of public folders will give you more power over your shared documents with key features such as version control, which is ideal for documents that are regularly updated. With some simple user training, the transition between the two can be painless and once implemented the possibilities to take advantage of the full SharePoint 2010 functionality, such as wikis & blogs and intranet technology, are endless. 12. Hosted Exchange 2010 & Unified Communications Microsoft Office Communications Server from Cobweb is a hosted business collaboration tool designed to improve communication and connect people at the touch of a button. The service provides immediate rich presence awareness, peer-topeer call capabilities and enterprise class instant messaging, which can connect and collaborate from any location with internet connectivity. The service, which is purchased alongside Microsoft Exchange, is closely integrated with Microsoft Office systems and links seamlessly with the applications you use on a daily basis Word, Excel, Outlook, SharePoint and Dynamics CRM. 18

19 13. Hosted Exchange The Cobweb Cloud Accelerator Discovery & Feasibility The Cobweb Cloud Accelerator is a set of best practice tools, techniques and explorative research findings delivered by experienced Cloud & Exchange specialists. This package helps organisations to establish viable cloud options based on existing setup and internal requirements, build a business case, and finally project manage deployment to a cloud delivered Exchange 2010 solution. A typical Accelerator will help businesses uncover: Is a Software-as-a-Service strategy right for your organisation? How do you go about selecting which model is best for you (shared, dedicated, on/off premise)? What integration do we need and are security and compliance requirements fulfilled? What is required to migrate to the new offering? What is the business case and where are the risks? Simple Adoption and Data Migration Cobweb offers a mailbox migration capability on par with Office 365. We migrate your mailbox data as well as your mailbox permissions; this includes Calendar, Send As and Full Mailbox access, and provide GAL synchronisation to ensure users on each platform during the migration period can not only continue to see each other in the respective Address Books, but see all their information like contact number or office location. Two types of migration service are available depending on the size of the customer and the coexistence period defined. For big bang migrations where customers prefer all work is undertaken in a short period of time we move your mailbox data via EWS and WebDav, taking advantage of Source and Target Outlook Web Access endpoints. The customer provides us their OWA url and we migrate mailboxes through an Admin mailbox to Cobwebs service. Only once these questions have been answered is it possible to evaluate the best solution for and begin planning a migration for the transition process. This process will also identify and subsequently mitigate known risks ensuring there is a clear plan for adoption. The following process outlines the end-to-end approach for the discovery and feasibility. This proven approach provides the structure and due diligence required to fully assess the options for cloud delivered Exchange and form the foundation for stakeholder buy-in. A premium service is available to customers that require long periods of co-existence that offers bi-synchronisation replication. This hooks into the Source and Target endpoints using Outlook Anywhere (RPC over HTTP in Exchange 2003). This provides a complete real time copy of customers mailboxes and allows users to login to either location. This simplifies customers getting their users to Cobwebs Exchange 2010 service, and the service is simply deactivated once the customer confirms all users have moved. 19

20 14. Conclusion Whilst using Microsoft Exchange as a managed server provides a compelling option for organisations, the benefits and the risks need to be addressed. A Cloud Services provider differs from traditional outsourcers and hosting providers through the transparency and flexibility they bring in per unit billing, self-provisioning and service reporting. The process of moving to a Cloud provider must offer co-existence and roll back to enable a seamless migration; the provider must have maturity of service with an established customer base and service portfolio. The opportunity is significant for all organisations and any projects being undertaken should consider, even as an alternative, cloud computing. Finally, as organisations look to IT to drive their businesses forward, the adoption of cloud computing represents one of the few strategic initiatives that is able to demonstrate; lower predictable costs, alignment to business and seasonal cycles and a foundation for business growth. 20

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