Do you want to move to G Suite or increase your G Suite adoption?

CloudIT for Google Assessment Service helps companies to uncover the real usage of  MS Office, G Suite, Lotus Notes, Web conferencing solutions (like WebEx, GoToMeeting, Lync, Google Hangouts etc.) and Cloud Storage services (such as Box, DropBox, Google Drive, SkyDrive etc.) to make more informed, more confident transition decisions to G Suite and save on licensing.

Following a short 4 week data gathering process, the deliverables of the assessment will include:

  • Thorough usage analysis of MS Office and G Suite, Cloud Storage and Web conferencing
  • User segmentation to Light and Heavy users based on real usage of each application
  • Projection of potential savings on MS Office licenses
  • High level design of your MS Office to G Suite transition, based on actual usage and user segmentation
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G Suite is becoming a viable option for enterprises who wish to enjoy the benefits of a cloud based office and collaboration tool. However, though it presents substantial potential benefits, the lack of relevant information at the hands of decision makers might lead to a misperception of the magnitude of change involved in transitioning to G Suite, thus amplifying the risks involved and leading to a decision to stay within the comfort zone of the current environment.

Nevertheless, the overall trend toward cloud based services is a strong wave that appeals to CXOs. A series of operational, business and financial compelling events as well as changes in business needs, raises the question of moving to cloud based solutions over and over again. Specifically, considering transition to G Suite can be relevant whenever one or more of the following occurs:

  • Decision to move to cloud office and collaboration applications
  • Renewal of MSFT Enterprise Agreement
  • The current operating system becomes dysfunctional or obsolete (XP for example)
  • planning an upgrade to a new operating system (i.e. from windows 7 to windows 8)
  • MS Office version is becoming obsolete (Office 2003 for example)
  • Decision to move to tablets that are not windows based (i.e. Chromebook, iPad)
  • BYOD (bring your own device)
  • IT Budget cuts

For each of the above events, enterprises can now take advantage of cloud-based applications (G Suite, Salesforce, etc.) as well as communications and infrastructure services (e.g. videoconferencing, storage); in addition, desktop virtualization (VDI), the availability of tablets and browser based OS (such as Chrome OS) and the BYOD phenomenon create new opportunities to substantially reduce HW costs.

One of the obstacles decision makers face when trying to conduct an intelligent decision making process regarding a possible move to G Suite is their lack of understanding of the usage patterns of relevant applications. Knowing these usage patterns will enable them to better appreciate the magnitude of change and ROI involved in moving away from current applications and services such as MS Office, Webex, BOX etc. and adopting G Suite as their main Office and Collaboration suite.

CloudIT Assessment Service

CloudIT Assessment Service helps companies manage the transition to G Suite, delivering the data needed to make more informed, more confident transition decisions. CloudIT Assessment service helps organizations to profile their users’ various applications usage in order to:

  • Understand the real usage of various applications/cloud services (e.g. email , MS Office, G Suite, Web conferencing services and Cloud storage) and assess the real magnitude of change and ROI in moving to G Suite
  • Assess the potential cost savings when transitioning to G Suite
  • Provide a user segmentation to Light and Heavy Users based on real usage for each application

The CloudIT Assessment Service is an expansion of the CloudIT Assessment Service that analyzes MS Office and G Suite usage. Thus, it enables CIOs to consider not only MS Office replacement but to evaluate a broader solution to support an integrated office collaboration suite. The service can be configured to assess the entire set of applications/cloud services or a partial list of them. Following the assessment decision makers can consider several options from replacing a single service, a group of services or their entire portfolio. The information provided will enable them to design a gradual realistic transition processes that are based on in depth understanding of users’ usage patterns and needs.

The CloudIT Assessment Service analyzes the working patterns of groups and individuals using applications and cloud based services. It automatically maps the different applications and collects usage data during the assessment period. CloudIT identifies group working patterns and classifies users as either Heavy or Light, based on their individual working patterns.

Additionally, organizations that have already made the decision to move to G Suite can use the Assessment Service to get a snapshot of their current situation and plan how to increase the adoption and decommission current applications.

The Assessment is based on collection of usage data of the various applications and services for a period of four weeks. The main deliverables of the assessment process are:

  • Thorough usage analysis for MS Office applications and G Suite
  • Projection of potential savings when moving to G Suite from rightsizing of on premise licenses and cancelling parallel cloud services. This projection can be embedded to the overall ROI analysis
  • Current usage of various Web Conferencing solutions and the projected savings when moving to Google Hangouts
  • Current implementation of various Cloud Storage solutions and the projected savings when moving to Google Drive
  • Guidelines for preparation of an effective transition processes based on Usage Based Methodology

Upon completion of the assessment process decision makers have the relevant usage information to support a Go/No Go decision to move to G Suite. In case the customer has already moved to G Suite, he/she has all the relevant information to assess the progress of adoption and execute an effective plan to increase the adoption.

How it Works

CloudIT365 is a robust and scalable SaaS solution, suitable for supporting any size company that enables customers to have a quick assessment performed on their network without the need to install servers and perform any internal infrastructure changes. It’s secure, lightweight and has an extremely low footprint on the customer’s network.

By using a small easily deployable software agent, CloudIT365 will collect statistical usage information from each user in the company and then securely transmit that information for encrypted storage.

Using a statistical approach enables a reduction of the number of calculations performed by the agent, shifting the load onto SoftWatch’s servers, thus ensuring that no additional load will strain the customer’s environment.

Seamless data collection

CloudIT365 software agent collects relevant data from every laptop, desktop and terminal server. Once installed, the software agent begins collecting data on all installed and running applications; it also monitors Web browsing information, focus, and actual usage.

Secure communication

The data is then sent securely to SoftWatch’s cloud servers where it is analyzed using statistical models. Detailed reports are generated showing an aggregate view of all software usage and software inventory for real-time tracking, proactive monitoring and license portfolio management.

SaaS environment

The agent installation package is pre-configured to match customers’ environments and avoids the typical confusion when implementing network-based reporting applications. The windows agent installation file is identical for all Microsoft® Windows®-based 32-bit and 64-bit operating systems and the Mac agent supports the Leopard operating system and above

One-way transmission from software agent to server

The server never initiates contact with the software agent. Communication is always pushed from software agent to the service securely over an encrypted connection. The server never needs to “penetrate” the organization’s network. This extremely network-friendly configuration makes deployment very simple and intuitive and enhances security. The agent only requires access to the cloud servers on port 443 (https).

Easy deployment

The CloudIT365T software agent is simply deployed on all the company’s computers to get an immediate network-wide view of all software applications (e.g. by software distribution mechanism). After the Agent is deployed, it runs in the background without disrupting users’ workspace. The management console intuitively maps the company’s software inventory, monitors software usage, sets alerts to flag potential problems, views actual license usage and generates historical usage reports. As a SaaS solution,

CloudIT365 requires no ongoing maintenance. The Agent consumes very few system resources, with virtually no effect on host machines.

Secure Data Collection

The Agent immediately starts collecting all relevant applications usage data and sends the information to SoftWatch’s cloud servers for secure storage. There is no key logging whatsoever. SoftWatch uses a proprietary statistical model to determine interactivity and all analysis is done on the server side.

Analysis

Once information is received on the server side, it goes through multiple batch jobs. To be validated, sanity checked, authenticated and then integrated into the database for secure encrypted storage. The data remains available for retroactive analysis. The analysis outputs the users’ applications runtime, focus time on applications and interactive time with applications. In addition, CloudIT365 also shows the number of installations and the different versions that exist on every machine. Reports are displayed via the web UI. Access to reports is encrypted and users can generate reports based on any date range they wish, provided agents reported information during that selected time period.