FTAG: Office 365 Presentation February 13, 2013

J. Brice Bible Chief Information Officer 1

Outlook Live to Office 365 Upgrade

• Microsoft is requiring all Outlook Live customers to upgrade to Office 365 • Affects Undergrad Students, Alumni and Admits • Proposed upgrade date is May 18 th – First Saturday of Summer Semester 2

Outlook Live to Office 365 Upgrade

• OIT has been working with Microsoft to understand the impact to Outlook Live users – Rolling outage – Password will change to OHIO ID/Password – May need to update password on mobile device – SkyDrive account will become a personal account, retaining the Outlook Live password – Quota increases from 10GB to 25GB – Office 365 logo in the top left instead of Ohio branding 3

Employee Email Next Steps

• Current email environment – Outlook Live (Office 365) – Outsourced email and calendar for undergrads and alumni – Exchange 2007 on-premise email and calendar for employees, grad students, retirees, emeriti and guests • Issues with our current environment • Options – Office 365 – Microsoft-hosted – Upgrade our on-premise Exchange server 4

OIT Recommendation

• Office 365 offers many efficiency gains and feature enhancements as well as potential risks • OIT hassuccessfully been running an outsourced email system for over 200,000 students and alumni since 2008 • The decision on the future of email hosting at Ohio University is an institutional decision – OIT, Distributed IT, Executives, Deans, FTAG, Legal, Risk Management • OIT recommends a consolidated email environment hosted on Office 365. If the risks of moving employee email to Office 365 outweigh the benefits, OIT recommends upgrading our current on-premise Exchange environment and revisiting this decision at a later point in time 5

Office 365 – Email/Calendar

• Pros – Office 365 is a free service from Microsoft – 25 GB quotas – All email accounts (employee, undergrad, grad, alumni) hosted on a single system • Solves email account lifecycle management issues – Disaster recovery is part of SLA – Enhanced communication and collaboration services – Office 365 suite (optional, possibly with additional cost) – Office 365 is compliant with many world-class industry security standards, and verified by 3rd parties (HIPAA, ISO 27001, FISMA) – Standardize OIT infrastructure for future outsourcing /federation initiatives – Contractual commitment to no email content mining 6

Office 365 – Email/Calendar

• • Outsourcing Risks/Concerns – Security and compliance issues (HIPAA, etc.) – BAA contract – Litigation holds – Where data is physically hosted – Who has access to data – Support – response time, escalation, etc.

– We don’t have complete control over the environment as we would an on premise system (upgrades, maintenance windows, etc.) – Exit strategy – Office 365 is a relatively new service from Microsoft Technical Concerns – Bandwidth – End to end problem management – Spam management – Compromised accounts/sending limits – Outages 7

Upgrade to Exchange 2010

• $500,000 estimated project cost – 10 GB quotas • Pros – We control outage windows, access to data, etc.

– Troubleshooting is easier – Easier to provide customer support • Cons – Smaller mailbox size relative to Office 365 – Need to engineer for DR – Staffing requirements to manage and support Exchange environment – Storage and backup costs are higher – More difficult to manage two separate email systems 8

Office 365 References

• • • • • • Uptime for Office 365 – http://www.microsoft.com/en-us/office365/mstore-uptime.aspx

Certifications and standards: – SO-27001, EU Model clauses, HIPAA-BAA and FISMA, and verified by 3rd party auditors – http ://www.microsoft.com/en-us/office365/independently-verified.aspx

Security Audits and Certifications: – http://g.microsoftonline.com/0BXPS00EN/1163 Office 365 Trust Center: – http://www.microsoft.com/en-us/office365/trust-center.aspx#fbid=ktU5-iGjJE5 Data Use Limits – http://www.microsoft.com/en-us/office365/trust-center.aspx#fbid=ktU5 iGjJE5 and Geographic Boundaries: – Where MS stores data and how they use it (refer to ‘Americas’ section) – http://www.microsoft.com/en-us/office365/trust-center.aspx#fbid=ktU5-iGjJE5 9