Vision and Scope of migration to office 365 PDF

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This file offers in depth detail of vision and scope of migration to office 365...

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Vision and Scope of Migration to Office 365

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Contents 1.

Revision History...................................................................................................................................3

2.

Business Requirements........................................................................................................................3 2.1.

Background..................................................................................................................................3

2.2.

Business Opportunity...................................................................................................................4

2.3.

Business Objectives and Success Criteria.....................................................................................4

2.4.

Customer or Market Needs..........................................................................................................5

2.5.

Business Risks..............................................................................................................................5

3.

Vision of the Solution..........................................................................................................................8 3.1.

Vision Statement..........................................................................................................................8

3.2.

Major Features.............................................................................................................................8

3.3.

Assumptions and Dependencies..................................................................................................8

4.

Scope and Limitations..........................................................................................................................9 4.1.

Scope of Initial Release................................................................................................................9

4.2.

Scope of Subsequent Releases...................................................................................................10

4.3.

Limitations and Exclusions.........................................................................................................10

5.

Business Context................................................................................................................................10 5.1.

Stakeholder Profiles...................................................................................................................11

5.2.

Project Priorities........................................................................................................................12

5.3.

Operating Environment..............................................................................................................12

6.

Analysis review of mimecast..............................................................................................................13

7.

Analysis review of Two Factor authentication products.....................................................................14

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1. Revision History Name

Date

Reason for Changes

Version

xyz

15/04/19 Initial draft

1.0

xyz

17/04/19 Added teams and rest of the applications

1.1

2. Business Requirements This organisation is not serving well but after the trial migration, company shown the growth of productivity by increasing collaboration among employees. There is a need to deal with those emails by providing better communication system to the employees and eventually to start collaboration in the company.

2.1. Background Before the start of project, company was sharing their files through email system but in actual it was really difficult to share files and providing real time environment to the users in office 2016 so to deal with this situation I proposed an idea to the boss and now an idea is on the way of full implementation. In phase 1, only 25 users were migrated as a trial of full migration. After going through many elicitation tasks, we ended up on office 365 to help the colleagues in saving their time by sharing files easily and to upsurge productivity in the business.

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2.2. Business Opportunity The organisation has the opportunity to improve its productivity and reputation by making some changes in e-mail system by migrating rest of the users to the office 365 and providing third-party email protection system such as mimecast and two-factor authentication system to secure the stored messages. Currently, more than half of employees using email to send and receive messages as well as the security of e-mail is not up to date. This process is cumbersome due to the waste of large amount of time in dealing with emails. All the data till now is stored locally but this method is difficult to manage and it is not secured, it is vulnerable to the email leakage so it is necessary to provide cloud services.

2.3. Business Objectives and Success Criteria

The primary business objectives of company are to provide security to the employee’s mail and personal information by getting in touch with two-factor authentication and to protect emails from vulnerable attacks. A secondary business goal is to migrate rest of the users to the office 365 and the system should collaborate effectively with other systems without the delay of any type. Actually, converting current system in to the automated one will improve the organisation time process so after implementing it staff doesn’t have to look up an entire mail box in the search of that particular mail. It will save the time and in the long term will improve the relations with customers. Somehow, it will benefit the entire organisation and minor problems in the upcoming future would

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be easy to tackle because of the collaboration among each employee with other employees. Here are some other business objectives: 

it will save the company cost by transmuting company’s infrastructure onpremises to online. Basically, it means no need of high-tech hardware to deal with storage problem.



After a year, cost-saving will be more in the online one rather than the onpremises.



Sales would be at the peak and eventually, it will attract new customers and buyers.

2.4. Customer or Market Needs The current system is actually hard to configure because of the use of complex email system and searching for an email is the time-consuming process as well as security is not up to date in this system so there is a need of email protection system and which would be easy for users to use without any inconvenience. As well as maintenance of the hardware is costly procedure currently, cutting down these processes will hugely benefit the organisation.

2.5. Business Risks While migrating to office 365, main problem is to provide the employees same credentials without changing anything in it, otherwise it will cost time to the company and ultimately, the production of company will decline to the greater amount. Another

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factor to consider in business, some employees have never worked in an online office environment so it is vital to give proper training to them. As with any online situation, security risk is always involved, to tackle this, multi-factor authentication is required.

Risks which are involved in the business are: -

Data Resiliency

E-mail Security

Risk

Severit y

Office 365 goes down and

HIGH

Mitigation Actually, to deal with this situation one is

the person build a place

third-party solution Where it automatically

where the emails come but

these problems. It reroutes your e-mail a

what happen when

the role of human it synchronises everyth

services are back?

when the service is back online

It is common to have

HIGH

. If one is using services from the mobile

viruses attack online

essential to install antivirus on it and the

nowadays such as

services has its own security to deal with

directory harvest attacks

of attacks. Otherwise, third party software

and spear-phishing.

mimecast is the solution to get rid of virus

Viruses are in the form of email that led user to visit

attacks.

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somewhere on the internet. Usually it comes in the form of attachments Archiving

If the person wants to get

HIGH

data from last 2 weeks

It should include a third-party vendor that data easily and recover it easily when ne

then office 365 can’t provide it. Microsoft is real time service only so it doesn’t allow to retrieve from that particular point. Obsolete

Old software’s are more

software

vulnerable to attack and

Medium

To put this issue aside, update the softwa patches before migration

during migration, data loses more than the updated version of software Cloud Retailers

Cloud retailers should be

HIGH

Many companies are there that test third

secured before

applications before connecting to the offi

implementing the migration

as Veracode to secure the loopholes bef

as phishing attacks are at the peak, nowadays. Data loss

During the migration, Microsoft doesn’t guarantee that data will be

Medium

If this is a case then the Backupify is the solve it.

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fully recover.

3. Vision of the Solution The modified system will be helpful to organisation by securing the messages both sides. It will use two factor authentication and collaboration will be divided up among employees, thus, improves relations among users and increasing productivity .

3.1. Vision Statement Our vision is to have the best collaborative and secure system without even the minor bug in it. This system will improve the revenue and help the company to achieve the success in many ways. With the implementation of required software’s, the users can get in touch with other users easily and none of them have to worry about the security because of the mimecast and multi factor authentication. The new system will help the business to reach their goals and to increase revenue.

3.2. Major Features The office 365 will have the following features 

Securing both sides parties



Online database to store all organisation data



Confirmation of getting following data



Co-authoring in the real time so employees can use same document



User can install office apps on maximum 5 phones



Storage of email is 50 GB



Restore deleted accounts

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

1TB is the storage of OneDrive



Share documents Securely



Remotely erase data when stolen

3.3. Assumptions and Dependencies 

Assumption: Staff training is required to understand new system procedures, software and hardware. Dependency: Training time will be given to staff.



Assumption: To secure the data, the new system will use a third-party site such as mimecast. Dependency: it will improve customer satisfaction and revenue to the greater extent.



Assumption: The nature of the online application requires client/server architecture, network hardware and software, server hardware and software, database software, development software, and server technology such as ASP.NET. Dependency: Establishing relations with various software and hardware vendors will fulfil the hardware and software requirements of the project.

4. Scope and Limitations The new system will have Microsoft word, excel, OneDrive to store user’s data and backup of any file and many more applications. Initially the system will not have yammer, delve, flow and stream. It is really important to decide which should be

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available in first release and in the future release, usually, it depends on the needs of the organisation.

4.1. Scope of Initial Release The initial release of the new system will include the following applications and also include installation documentation to help the users to understand the new environment. 

Word



Bookings



Excel



OneDrive



PowerPoint



Outlook



Teams



SharePoint



Exchange online

4.2. Scope of Subsequent Releases These will be available in the future: -



Yammer



Delve



Flow

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

Kaizala



Stream



Sway



StaffHub

4.3. Limitations and Exclusions This product will help the organisation to create a secure email network. The product will not include all the features in one release only. Company have to wait for the second release.

5. Business Context 5.1. Stakeholder Profiles

Stakeholder

Major Value

Attitudes

Major Interests

Constraints New system is bit expensive

Project Manager

Secure messages within the secure environme nt

Provide twofactor authentication to all the users

Update the upcoming attacks in advance and secure the system

Project Team

Less work and Increased productivity

Improved communication among employees

Data is secure in Regular the office 365 portal maintenance is required

Executives

Simplest

Provide

Secure way to

Loss of data in

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Editors

way should be there for users to access all the features of office 365

assurance to users on the new system

upload files.

sending large files

New system should cover up the business and users need

Proper environment for all team members to work in

A functional system that is easy to use and fulfil the business and user needs

Difficult to work on same document for more than 1 member

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5.2. Project Priorities Dimension

Driver (state objective)

Constraint (state limits)

Degree of Freedom (state allowable range)

Schedule

release 1.0 to be available by 04/15, release 1.1 by 04/17,

Any unscheduled issue could cause delay

Office 365 will be available in release 1.0

Features



Secure online messages  Better Collaboration  Online secure environment System will increase customer collaboration and increase performance while sharing and editing data

Online Attackers and flaws

More than half of the features must be included in 1.0 version

Sharing could be difficult during maintenance

User Acceptance test is required before heading to 1.1

Employees cover up all the necessary requirements for the project

Quality

Staff

Director, manager, tester, employees, project manager and many more

Team Size includes 7 developers and 5 testers which includes black box testing

Cost

$99.99 a year

Adding more Budget is only 15% features may acceptable than required increase the price one and requires no additional hardware

5.3. Operating Environment Users will use the system from anywhere on any device such as mobile phone and the new system will include secure environment without the use of high-tech hardware

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system. This online system will be available to all stakeholders at all time. Every user will get e-mail notification regarding any important mail and schedule meetings immediately. If system doesn’t respond for any reason, users can get back to telephone system until their system get alright and all their data will be secure in one of the Microsoft servers and locally too

6. Analysis review of mimecast Mimecast is an international company to secure emails in the business from any spam. It is the way to block spams but somehow it is little difficult to recognise the spams from true emails. This is extremely simple to use because one gets tons of features like to access spam emails, block sender’s list and many other features. One of the features available is that test the links in emails, it test links on their server and the users can check it there that simply means link get converted in to the actual address of their server because of that mimecast is not acceptable everywhere so they should have any other way that doesn’t convert link. Features of mimecast are:



It blocks phishing attacks and secure it from further attacks.



It also includes high level protection like URL protection.



Users satisfaction is at the peak.



it filters emails for spam emails and mimecast guarantee 99% detection of spams



they always update their system to catch up the new type of attacks.

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

End users have a right to block senders



One can also send huge files without the loss of data.



It also includes email archiving.

7. Analysis review of Two Factor authentication products It is an advanced method of securing your data, before logging in with your credentials, it confirms your physical device by sending SMS or sometimes by call but if your password is not strong enough then it could be hack by using brute force attack. Two-factor authentication is supported for administrator and for end-users and it includes access to mimecast personal portal, mimecast for outlook and mimecast mobile 3.5.3 and later. In office 365 exchange, it can include 2-factor authentication

Two-factor authentication provides many business benefits, including:



Increase Revenue: With the use of 2FA on mobile, users can login their data securely anywhere at anytime without having any fear of getting attack by an attacker. It will help the user to keep the data on his secure network without getting over any other network and in long term, people trust more on the organisation which will increase that profit.



Reduce help from centre: it has been noticed that users call help centre many times regarding numerous issues but usually, more calls are related to the reset of

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password and such a thing is the complete wastage of time. To deal...