Create a quote for Office365 Migration

Posted on 2015-01-13
Last Modified: 2015-01-13
I have a client with a SBS2003 and about 5 workstations. They want to migrate to Office365. I'm having a hard time explaining/justifying why client should retain an on-site server.

I also need help ironing out a firm, detailed quote for labor, be it hourly or fixed rate. Advice appreciated.

When I first worked up this quote in August 2014, it looked like this:
---------------- PHASE ONE ----------------
•      MIGRATE Outlook E-mail to Office365 - labor time to move all e-mail accounts and user control to Office365. 6 hours.
•      SUBSCRIPTION - Office365 Midsize Business $12.50 per user per month with annual commitment (required for Active Directory integration). (5 users at $150/yr = $750).
•      LICENSE - 1 year (annual) certificate of authority for secure transfer to Microsoft SSL (may not be required, and renewal not necessary.) $99 est?

I think client wants details on the Migration part. What are the sub-components of that migration?

---------------- PHASE TWO ----------------
•      HARDWARE - server hardware/software/RAID, including processors, ram, 2011 SBS operating system, hard drives and all parts necessary. est $1500.
•      INSTALLATION - labor to build/install MS Server Essentials 2012, including preparation of old server (checklist). 4 hours.

---------------- PHASE THREE --------------
•      ON-SITE - cutover/migrate MS Small Business Server 2003 to Server Essentials 2011 estimated at 1 hours labor per workstation. est 6 hours on the high side?
•      REMOTE ASSISTANCE - update DNS/MS/A records at host to finalize mailflow. 2 hours max?

Client has said they expect a more detailed quote. How can i make this more detailed without going overkill on the estimate?
Question by:Elixir2
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LVL 18

Expert Comment

by:Don S.
ID: 40547343
I've done this migration two different ways.  1 - moved the three users completely off their local SBS2003 server into Offfice 365.  This was all done manually one user at a time.  Was successful but took longer than expected - primarily due to getting DNS records changed and the time it took to move the files into onedrive.  2_ moved email into office 365 and replaced server with new hardware running server 2012 R2 Essentials.  12 users - email migrated one at a time manually - took about 6 hours -- the server migration part took longer than expected primarily because of issues moving the server based accounting software and issues decommissioning the old sbs2003 server.

So my takeaway from this is, for a small group that does not run any server based software, moving them entirely to office 365 looks to be a great option.  Regardless of the size of the group, the move will take longer than you think it will due to all sorts of unanticipated constraints and issues.

Author Comment

ID: 40547428
Hmm, good points. Client runs Quickbooks off a server share (as well as general file share), but that could move to a workstation as they only have single-user license.

I was anticipating recreating each user manually and not trying to migrate anything from SBS2003 (as one Expert wrote: too crusty.)

Client's real question is: Is phase two and the on-site server really necessary?

Author Comment

ID: 40547438
And: what kind of issues decommissioning sbs2003? lol... I was envisioning simply dis-joining each workstation from the domain and creating a new user profile for each user - in the case we don't use an on-site server.

If we do use an on-site server (as in my quote) then I would build it up from scratch and still have to dis-join and re-join all the workstations, so the point is moot, really....
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LVL 18

Accepted Solution

Don S. earned 500 total points
ID: 40547567
If you are going to redo all user and computer accounts and file permissions from scratch, then yes - you can pretty much just turn it off after you have transferred DHCP, and Gateway functions to the firewall appliance and DNS to the new server (if you go the server essentials route)  

The issue long term is that without a server and server based backup, the users will tend to store all their stuff on their local machines (even if you setup onedrive for each) and those won't be backed up (unless you setup backups with some other cloud based system with an agent on each (maybe a windows intune subscription?).  At five users, you can easily run it either way - server or no server.

Author Comment

ID: 40548054
What are the pros and cons of having an on-site server and NOT having an on-site server??
LVL 18

Expert Comment

by:Don S.
ID: 40548125
On site server - Pros: you have a single place to store and protect the user's data, it is available regardless of internet connectivity, can be used to enforce better security (active directory) for both data stored on the server and the user's computers.  Cons: maintenance and cost of the server hardware and software and backup system.

No server - Pros:  Can be lest costly to operate for small organizations, If all data is stored in Onedrive, it can be accessed from anywhere providing instant disaster recovery, now maintenance of server hardware or software (one less thing to buy or worry about).  Cons: completely dependent on internet connectivity, Security and management of data in OneDrive may not be as robust as on a local AD based server, ongoing cost - you stop paying, you lose access to your stuff.  Cloud storage is not appropriate for database files accessed by client based software.  To avoid perceived issues with cloud storage, files are often stored locally only which is a security and disaster risk.

I'm sure there are more and others could debate this for days, but that's my take on the most germane aspects for this situation as you have laid it out.

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