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Microsoft Office - TCO Assignment

Email from Chris P. Bacon, CIO to you.

The current version of Microsoft Office 97 no longer has the functionality we need. This software

slowing down the entire operation of the business as we are asking our customers and suppliers to

convert their documents, spreadsheets, and Visio files to our old 97 versions so we can read them. It

seems our competitors are using also using Microsoft SharePoint to collaborate with their customers

and share files across the internet. This presents our company in a bad light. It appears we are

underfunded, antiquated, or inept in moving forward. This is not a good for our image and may cost us

competitive advantage and our consumer may not feel we are as unique as we market ourselves.

There are two options to upgrade. We can either purchase Microsoft Office to place on each machine

or servers within our facility with a perpetual software license or we can purchase a subscription license

plan. We cannot afford to upgrade all employees operating systems, so the choice must work with

Windows 7, Windows 8.1, Windows 10 and should allow us to upgrade to later on.

Depending on the solution we may have to hire a server maintainer, our customer support cost, desktop

support, and training cost may increase for rollout. Use with a 50% burdened rate on the labor per hour

for each position so we can get a good handle on costs. Our total budget should not exceed $4Million

unless completely justified.

The Board of Directors have made it clear that our direction is to be faster and less expensive than our

competitors. So it is imperative we get this decision agreed upon by the Board by the end of this month

and start rolling out within two months and have all systems moved to the new software in five months.

This may cause issues with engineering’s development schedule so work out a way to mitigate the issue

with the VP of Engineering. Finance should be completed with the tax audit in the next two months,

but you must coordinate with them as well.

I have reached out the various departments for their input for requirements and issues see below.

Please put together a business case for review.

Regards,

Chris P. Bacon,

CIO

Email from Ben O’Dryl,

VP of Engineering:

Hey Chris,

Thank God we are finally looking at updating this antiquated Office program! Let me know whatever

you need from me to get this done. We are currently using older excel spreadsheets to manage our

development schedule. I would like to move to Microsoft Project Online with SharePoint to handle our

scheduling and tasks. It will take at least a month to move all the data from the spreadsheets into the

new system. I can provide two technical writers to assist, but only half the time as they will need to

complete their regular duties. Just let me know when you want them on your schedule.

_______________________________________________________________________________

Email from Helena Hanbasket,

VP of Finance.

Chris,

Yes, we should be done with our Tax audit in the next two months. However, I am not sure upgrading

makes fiscal sense. The current program, although a bit slow, still works just fine. I am having a hard

time justifying any extra spending and will be talking with our CEO about cutting back rather than

spending. If we were to move forward with this, against my better judgement, then we should go the

least expensive path possible. As for requirements, we need to have Excel working the way we have it

now, it took a long time to get the formulas the way we now have them. I cannot afford to waste time

re-writing the formulas again.

__________________________________________________________________________________

Email from Moe Emportent,

Operations Director.

Christopher,

Indeed, we are always at the ready to render the appropriate amount of assistance to the endeavor.

Our simple requirements denote the prerequisite for our systems to receive the adequate upgrade in

power management. To provide intensive clarification, this would require each of our desktop systems

to be fully upgraded to Windows 10, 32 MB of RAM, and new 1 TB Solid State Drives. We, of course,

then require our own SharePoint server, in which to conduct operations separately from the

interference of other departments. My personnel require Skype for Business connectivity to conduct

off-site meetings with our elite vendors. Additionally, we will require our own email server to host our

own Outlook email exchange. I will require access to Microsoft Power Business Intelligence (BI) to

analyze the competitive data and supply sales and marketing with the information they need to

function. Much of these features may be accomplished by providing Microsoft Office ProPlus licenses

to all Operations department personnel.

Email from Val Halla,

Marketing Analyst.

Hi Chris,

Thanks for including me in the gathering of requirements. Basically, in looking at the Microsoft website

for what they have, we are good with the standard offering. The majority of Office 365 Products will

work just fine for what we are doing. The current system doesn’t translate well with the new programs

and we have been performing all kinds of work-arounds to send and receive documents in the right

format. With the new Office 365 with Share Point we should be able to send, receive, and store

documents in the right format and have them accessible to our customers, engineers, and vendors

without any issue.