MS Office Usage in Enterprise Systems

As the trend of moving office and collaboration applications to the cloud intensifies, and with the emergence of both Office 365 and G Suite as viable cloud based solutions for enterprises, more and more large enterprises are considering to gradually transition to a cloud based environment. However, unlike small startups or even medium sized enterprises, the complexities involved in transitioning large enterprises are much higher.

Over the years, many large enterprises have integrated MS Office applications, mainly Outlook, Word and Excel, with their enterprise systems such as ERP and CRM. This dependency on MS Office in mission critical enterprise systems creates a challenge when an enterprise is transitioning to a cloud based office solutions. In addition, in most cases the enterprise system resides on a dedicated server, therefor the usage analysis and user segmentation that is based on the local user’s workstations is partial and the implications on cloud migration and licensing may be incomplete.

Common examples of the use of MS Office applications in enterprise systems are:

  • Outlook messages are automatically generated from a manufacturing system when a certain level of inventory is below a defined threshold
  • Patient medical condition is summarized and documented in a Word file and stored in the client database of a healthcare enterprise system
  • Sensitivity analysis of different budget scenarios is done through downloading financial data from an ERP system to Excel and the results are uploaded back from Excel to the ERP system
  • A quotation to a customer is generated by a CRM system delivered via a Word document

SoftWatch’s analysis provides large enterprises with accurate information about the use of MS Office applications in their enterprise systems. The analysis includes the following information which is relevant when planning and executing a transition to a cloud solution:

  • A complete list of users that are using the MS Office applications as part of an enterprise system
  • Segmentation of the above users according to the level of usage of the Office applications in enterprise systems
  • Departmental usage of MS Office applications in enterprise systems
  • Use of macros in MS Office applications integrated in enterprise systems
  • A list of heavily used MS office files in enterprise systems

By obtaining the above information, decision makers and program managers become much more informed regarding what it takes to move to a cloud based office suite.  They can now put in place and carry out a transition plan that takes into account the resources and activities needed to free the enterprise system from its dependency on MS Office applications. In addition, they can downsize their investment in MS Office licenses and enjoy better ROI when moving to the cloud.