webinar - office productivity in the cloud - 2016-08-18

Office Productivity in the CloudWith Jordan McCarthy, Tech Impact David Castelhano, Amazon Web Services

August 18, 2016

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Presenters

Assisting with chat: Susan Hope Bard, TechSoup

Becky WiegandWebinar Program Manager

TechSoup

Jordan McCarthyData Analyst and Storyteller

Tech Impact

David CastelhanoLead Solution Architect, Nonprofit Team

Amazon Web Services

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Objectives

1. Gain a better understanding of what office productivity in the cloud is and how to access it.

2. Alleviate some of your concerns about a potential move to the cloud for your organization’s office productivity.

3. Name at least three choices of cloud-hosted office productivity suites on the market.

4. Learn some benefits and features of the Amazon Web Services WorkMail, WorkDocs, and WorkSpaces option.

5. Get your questions answered!

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About TechSoup

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The Need Is Global – And So Are We• TechSoup’s mission is to build a dynamic bridge that enables civil society organizations and social

change agents around the world to gain effective access to the resources they need to design and implement solutions for a more equitable planet.

Countries Served TechSoup Partner Location NetSquared Local Group

Where are you on the map?

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www.TechSoup.Global

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Our Impact

Together, we build a stronger, more resilient civil society.

$5.4Bin technology products and grants employed

by NGOs for the greater good

35languages used to provide education

and support

100+corporate and

foundation partners connected with the

causes and communities they

care about

6.2Mannual visits to our websites

600,000newsletter

subscribers empowered with

actionable knowledge

79%of NGOs have improved organizational efficiency with TechSoup Global's

resource offering*

*Source: survey conducted among TechSoup members in 2013

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Participant Poll

What cloud productivity tools are you currently using at your organization? (select any)

• Office 365

• ThinkFree

• Amazon Web Services

• Google Apps

• Zoho

• Office Web Apps

• Salesforce

• None of the above

• None at work, but some of the above in my personal life

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Office Productivity in the Cloud

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Tech Impact’s Missionis to ensure all nonprofits can use technology to better serve our world.

• Just like you, we are a 501c3 Nonprofit• Capacity building organization• Workforce development program for underserved youth

• Providing IT Services to Nonprofits since 2003• Serving 100+ NGO’s with Managed IT Services

• Office365 Assessment & Implementation (Outlook & SharePoint)• Cloud Backup/Recovery• Hosted VoIP• Data Management Services – selection, implementation, support

Solutions.Integration.Support.

Helping mission-driven organizations harness the power of data to further those missions

DATA ANALYST & STORYTELLER

Jordan McCarthyAs Tech Impact’s Data Analyst & Storyteller, I help nonprofits harness the power of data to tell important stories about their work to whoever needs to hear them.

Whether an organization is just beginning to think about how to use data, or is already collecting data but wants to explore more sophisticated ways to visualize and analyze them, I can help figure out what kinds of tools, analyses, and presentation styles will bring the organization’s data to life.

jordan@techimpact.org

Schedule a time to chat with me here: https://calendly.com/jordan_mccarthy/15min

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Making the Case for Cloud Computing

What Is This “Cloud” Thing, Anyway?

17

???

Microsoft Data Center Dublin Ireland

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Inside the Cloud

19

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Participant Poll

What are your greatest barriers to moving your organization’s office productivity to the cloud?

• Selecting the “right” tool/suite for your needs

• Buy-in from leadership

• Training staff/learning curve for new apps/adoption/change management

• Cost/subscription/fees

• Security concerns/data lineage/HIPAA compliance

• Just don’t know how to do it!/Lack of knowledge

• No technical support to help us do it! Migration/implementation

• Reliable Internet connectivity

• Fear of “letting go” of onsite control

• Other (comment in chat)

• Ongoing costs • Somewhat reduced control• Dependent on reliable connectivity• Security / Data Integrity

What Are Some Potential Drawbacks of Cloud IT?

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• Ongoing costs • Heavily discounted for non-profits• Means that you also get continuous support +

rolling upgrades

• Somewhat reduced control• Much harder to break things• Again, you have someone to call for support

• Dependent on reliable connectivity• In this day and age, you probably need this anyway

• Security / Data Integrity• Vastly improved in Cloud systems

What Are the Benefits of Cloud IT Services?

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• Nothing to own• Low implementation costs• Rapid deployment• Scalability (time + cost)• Convenience (anywhere, anytime)• Ability to use less powerful clients

(Net books, iPad, portable computers)• Backup/Recovery/Disaster planning• Downtime is minimized• Updates are automatic/very easy• Security

Benefits of Cloud IT Services (Continued)

23

How Can Cloud IT Be Affordable?

• Competition– Internet bandwidth, speed, pricing– Data Center infrastructure in place– Solutions are already pre-built, at

commercial scale– Vendors want market share

volume, volume, volume

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What Does a Productivity Cloud Solution Look Like?

• Email• Office Applications• File Storage & Collaboration• Communications (Audio/Video/IM)• Constituent Database (CRM)• Data Analytics

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Grow & Transform

Run

Moving to the Cloud: Improving the Business

Focus on evolving the business

Focus onmaintaining the technology

Maintain Evolve

Reduce TCO Extend Capabilities Reduce Time to Market

= Increased IT ROI IT

ROI

Lower equipment costsPredictable budgetImproved toolsLess dependent on IT guy

Lower equipment costsPredictable budgetLess tech to maintainLess dependent on IT guy

Provide access anytime anywhereDeliver latest technologies Simplify IT administration and expenseSecure access to informationAgility

Microsoft Office 365

• Outlook Email– Hosted email using Exchange

• 50 GB of storage space per user• Shared Calendars and mailboxes

• Office applications – Latest version of Office Professional Plus

• Web app versions of Word, Excel, PowerPoint, Outlook

• Installed versions of Word, Excel, PowerPoint, Outlook, etc. (E3 & P2)

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• File Storage & Collaboration• Simple file sharing using SharePoint

• Centrally-managed sharing / permissions• Use Office Web Apps to create and edit docs

online• Personal Cloud Storage using OneDrive Pro

• 1TB personal storage, synced to local desktop

• Communications• Web conferencing, presence, and IM using

Skype for Business• Web-based meetings with HD video

conferencing• Screen sharing• Instant messaging

• Group conversations with Yammer

Google Apps for NonProfits

• Email– Hosted email using GMail

• 30 GB of storage space per user• Shared Calendars and mailboxes

• Office applications – Google Docs

• Web app versions of Word, Excel, PowerPoint

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• File Storage & Collaboration• Simple file sharing using Google Drive

• Easily share files internally and externally

• Communications• Web conferencing, presence, and IM using

Google Hangouts• Web-based meetings with HD video

conferencing• Screen sharing• Instant messagingGoogle Sites

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Office Productivity from Amazon Web Services: WorkMail, WorkDocs,

WorkSpaces

© 2015, Amazon Web Services, Inc. or its Affiliates. All rights reserved.

Secure, Managed Business Email and Calendaring

WorkMail benefits

Managed Service

Eliminate up-front investments to license and provision on-premises email servers

Amazon WorkMail automatically handles all of the patches, back-ups, and upgrades

As needs grow, add more users with a few clicks in the AWS Management Console

Enterprise Grade Security

Encryption using customer managed

keys

Regional data control

Secure mobile access

Protection from malware, spam and

viruses

Outlook Compatible

Compatible with Microsoft Outlook on both Windows and Mac

Anywhere Access

From Outlook on your PC/Mac

From any browser From your phone

Active Directory Integration

IT: Control policies with familiar tools

Users: Use existing enterprise credentials

Low Cost

Pay-as-You-Go

No user or long-term commitments

Cost-effective - $4/user/month for 50GB mailbox

When purchased with WorkDocs - $6/user/month

Get started with a 30-day free trial for up to 25 users

© 2015, Amazon Web Services, Inc. or its Affiliates. All rights reserved.

Managed Desktops in the Cloud

WorkSpaces benefits

Simple to Use

On-demand, pay-as-you-go

Launch the number of WorkSpaces needed

Heavy lifting taken care of by AWS

Simple to Use

Use Existing Management Tools

Manage WorkSpaces like any other desktop

Compatible with popular tools such as SCCM

Build Golden Images

Build WorkSpace image templates

Pair images with hardware types to create bundles

Launch WorkSpaces from bundles

Simple to Use

Keep Data Secure and Available

No data stored on end-user device

Only Pixels delivered to users (PCoIP)

User volume backed by Amazon S3

Deploy and Manage Applications

Amazon WorkSpaces Application Manager

(Amazon WAM)

Fast, flexible, and secure way to deploy and manage your organization's desktop applications

Package your own applications

Upload applications where you own the license

Subscribe from the AWS Marketplace for Desktop Apps

Choose the Hardware and Software You Need

All WorkSpaces Bundles provide the Windows 7 Experience to users (provided by Windows Server 2008 R2 with RDS).Monthly Price in N. Virginia and Oregon AWS regions. More here: http://aws.amazon.com/workspaces/pricing/

Value Plus

Value

1 vCPU, 2 GB memory10 GB storage

$25 - Value$40 - Value Plus

Performance Plus

Performance

2 vCPU, 7.5 GiB memory100 GB storage

$60 - Performance$75 - Performance Plus

Standard Plus

Standard

2 vCPU, 4 GB memory50 GB storage$35 - Standard

$50 - Standard Plus

iPad

Kindle Fire HDX

Android Tablet

Microsoft Windows PC

Mac

Zero Clients

Support Multiple Devices

Integrate Your Corporate Directory

IT: Control policies with familiar tools

Users: Use existing enterprise credentials

WorkSpaces Monitoring

Review WorkSpaces health and connection metrics. Set up custom alarms for events

Available Globally

A secure, fully managed enterprise storage and sharing service.

Amazon WorkDocs Benefits

•

•

•

•

•

•

Easy access to documents from anywhere, across devices

Share and comment directly on documents – no more attachments

Request feedback with deadlines, and control document versions

Set sharing rules and manage document access centrally

Store files securely on the AWS cloud in the regions of your choice

Use your corporate directory and MFA to authenticate users

Access and Sync From Any Device

•

•

•

•

•

Web application

iOS Phone and tablet apps

Android Phone and tablet apps

Amazon Fire app

Windows & Mac OS desktop sync

Securing Data

•

•

•

•

•

Your data is encrypted in transit and at rest

Choose your AWS region and adhere to data sovereignty laws

Implement policies and roles for site access and sharing behavior

Store content securely in WorkDocs instead of sending via email

Authenticate using corporate directory and MFA

Amazon WorkDocs Pricing

•

•

•

•

Pay-as-you-go: $5 per user per month for 200 GB

Bundled: $2 per WorkSpaces user per month for 200 GB

Free trial for 50 users for 30 days

Additional storage available at regular S3 prices

WorkDocs Availability

Easy to deployand manage

Flexible and scalableSecure

Fast, familiar userexperience Consistent performance

Globally available

Reliable

Cost-effective

Why Choose Amazon Enterprise Applications?

Webhttp://aws.amazon.com/workspaces

http://aws.amazon.com/workmail

http://aws.amazon.com/workdocs

Documentshttp://aws.amazon.com/documentation/workspaces

http://aws.amazon.com/documentation/workmail

http://aws.amazon.com/documentation/workdocs

How Amazon.com is moving to Amazon WorkSpaces (re:Invent 2015)https://www.youtube.com/watch?v=kawZBGCLBJU

Resources

$2,000 worth of credits to be consumed byWorkMailWorkDocsWorkSpacesSupport

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$175 Administration Fee

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Amazon Web Services Credits Program for

Nonprofits (and Public Libraries!)

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Questions?

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