HomeMy WebLinkAboutMemo - City ManagerCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
Honorable Mayor and
Members of the City Commission
Daniel J. Aons
City Manager
DATE:
SUBJECT:
REFERENCES:
ENCLOSURES:
June 2, 2014
Microsoft Office 365
Executive Summary
FILE :
Microsoft has a substantial presence in South Florida and through their corporate and citizenship
efforts have demonstrated a keen focus on positively impacting economic development in the
Miami community. This is evidenced by their recent announcement to open the first Microsoft
Innovation Center in the US in downtown Miami, as well as their participation in Miami's
Techweek eMerge conference. This sets the foundation for a true Miami/Microsoft partnership.
The City will be procuring Microsoft's Office 365 cloud service which includes Exchange
Online for email, SharePoint Online for Collaboration, document management, website creation
and workflow automation, and LYNC online for messaging and audio/video conferencing. By
investing in Microsoft's Office 365 solution, the City of Miami will not have to replace costly
aging computer systems, be able to better collaborate both internally and with the citizens, allow
for more robust continuity of operations in the event of a natural disaster, have a solution to
automate Public Records requests and help reduce overall operational expenses. In addition, this
platform will enable the City to rapidly develop applications aligned to the needs of the specific
departments and provide a service that is "government ready" in terms of security, privacy and
compliance.
Microsoft is providing additional value added services to ensure the City's success in
implementing Office 365. They include end user training services, $100,000 in funding for
deployment services, software proof of concept to help automate business processes and an
assigned Microsoft Office 365 Success Manager. Below please find a summary of the benefits of
Microsoft Office 365:
Office 365 brings together "Cloud Versions" of the common communications and collaboration
software we use today. (Word, Excel, Outlook (email), SharePoint, and Lync)
a. Best Productivity Experience: Integrated tools let you manage, share, and edit
documents, calendars, task lists, and schedules with colleagues, partners and
customers.
b. Access Anywhere: Mobility features help you solve problems from more places
by accessing mail, contacts, calendars, and SharePoint sites from hundreds of
devices.
2, 2014
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Microsoft oso:f t Office .36
c. User Interface: Familiar business productivity capabilities mean minimal user
training is required to get productive right away.
d. Robust Security and Reliability: Premium anti-spam and antivirus protection
provided by multiple virus scanning engines.
e. It Control and Efficiency: IT -friendly service update policies put you in control
and management is simplified with a single administration center with role -based
access.
Benefits include:
f. Replace Aging Systems. With Office 365, you are running always -current
productivity solutions no worries about server patching, updating, or upgrading.
Office 365 takes care of it, freeing IT staff for more important tasks.
g. Plan for Continuity of Operations (as was discussed during the Hurricane
Drill). Disaster preparedness is paramount for every level of government
service. Office 365 delivers mission -critical communications tools from geo-
redundant data centers with SAS 70 and ISO/IEC 27001 certification.
h. Automate E-Discovery (Application Integration and Public Records Requests).
Document retention and auditing policies in Office 365 help you control and track
access to information, while enabling you to search and store more efficiently
across records repositories, including email and IM.
i. Help Reduce Expenses — Proposed $662,000 savings over 5 years, page 7 of
Powerpoint (Current storage, licensing, servers, and management will require
replacement/upgrades totaling about $200K before the end of 2014. We will not
have to spend capital funds to purchase hardware/software to support these
functions in the future). With Office 365, you can sustain a reliable and cost-
efficient IT infrastructure. And the pay-as-you-go pricing options give you
predictability and flexibility for all or part of your organization.
j. Support Telework and Help Reduce Travel Expenses. Office 365 makes it
easy for people to work together regardless of their location. With audio and video
conferencing plus screen sharing and a virtual whiteboard just a few clicks
away —accessible via the Internet —it's almost like you're all in the same room,
even when you aren't.
3 une
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Microsoft Off'
• Microsoft is proposing value added in the form of $100,000 in "Deployment Investment
Funds" to support us with a third party partner for the implementation.
• Microsoft has already provided value added in the form of $10,000 to partner with a third
party partner to complete a "proof of concept" which will provide the foundation to
successfully complete the move from our premise (on site hardware/software) to the
cloud.
• Microsoft is proposing up to three months of Online Training.
• Office 365 includes up to fifteen (15) licenses per user to install Office 365 and Office
for IPad, 1 Terabyte of storage per user (up from 50 advertised), etc.
Approximate Annual Savings by moving to Office 365 - $198,000
In following our IT Strategy that was presented to the Commission in November 2013, we are
proposing that our first "Cloud Based" solution to be Microsoft Office 365. Taking this step will
provide savings in three major areas; Hardware (Capital Expenses); Software (Licenses &
Maintenance); and Administration (Management, Space, Electric, Air Conditioning, and allow us
to close our Coral Springs presence. Having Microsoft Office 365 will also provide us with a
robust cloud presence incorporating a natural Backup and Disaster Recovery System into our
daily business. By taking this initial step into the cloud additional services can be assessed for
migration in the future.
2012
2013
2014
2012-14
EA Cost
Estimated
Annual
Savings
between FA
Agreement
and Office
365
2014/15
Office 365
Microsoft EA Agreement
(771,333.33)
(771,333.33)
(771,333.33)
$2,314,000.00
$231,999.95
$539,333.38
Estimated Hardware Savings
($35,624,80)
Coral Springs Savings
($31,896.00)
Email Savings (estimated)
(Storage/Backup/Management/Utilities)
($370,000,00)
Disaster Recovery (estimated)
($200,000.00)
Database/Document Backup
(estimated)
($80,000.00)
GovQA (Public Records Request System)
Cloud Based (estimated annual cost)
($20,000)
Estimated Annual Savings
$737,520.80
Estimated Net Gain
$198,187.42
cc: Alice N. Bravo, P.E., Deputy City Manager/Chief of Infrastructure
Conrad Cross, Director, Information Technology