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UC BV Tool User Guide

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					             User Guide for Microsoft UC Business Value Tool

Contents
  Tool Overview ................................................................................................................................................. 1
  Tool Structure.................................................................................................................................................. 1
  Getting Started ................................................................................................................................................ 2
     Before You Begin ......................................................................................................................................... 2
     Complete theStart Page .............................................................................................................................. 2
     Set up the Licensing Information ................................................................................................................ 3
     Fill Out the Basic Inputs Section .................................................................................................................. 4
     View the Results Section ............................................................................................................................. 6
     Fill Out the Advanced Inputs Section .......................................................................................................... 8
     Save File..................................................................................................................................................... 10
     Print the Page ............................................................................................................................................ 11
     Generate Customer Facing Reports .......................................................................................................... 11
     Import Data from Questionnaire .............................................................................................................. 11
     Reset Sheet................................................................................................................................................ 11
     Reset Entry ................................................................................................................................................ 11
  Frequently Asked Questions ......................................................................................................................... 11



Tool Overview
Microsoft Unified Communications Business Value Tool provides a high-level analysis of the costs and
potential benefits of a Microsoft Unified Communications (UC) solution for a specific organization. The tool
helps you to explore business impact of UC by following a few simple steps. You can complete the tool
section by section and you can develop more accurate and detailed business case as you enter more
company-specific data in the tool.

The tool contains default values based on deployment by early adaptors of UC solutions. Therefore you may
conduct a quick, high-level business impact analysis in a few minutes by filling out the setup page and
objectives tab and then jumping to the results. Or you can create a very detailed analysis by completing all
the sections.

Tool Structure
The tool consists of Tool Setup and the following four sections: Objectives, Benefits, IT Inputs, and Results.



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       Licensing: The Licensing section is to be filled out by Microsoft sales personnel or Microsoft
        partners. This page will capture the required Microsoft licensing information.
       Start Page: The Start Page section is used to identify your areas of interest for the UC solution.
       Inputs: The Input section collects the basic information required for the analysis and is divided in to
        three sections: General Information, Product Information, and Benefit Information. The benefits
        section is based on a paper called “The Total Economic Impact of Microsoft UC Products and
        Services” written by Forrester Research, Inc. that describes the potential benefits of a UC solution
        and provides default values for a typical company. You should review each benefit and modify
        assumptions to match the company’s situation.
       Results: The tool results show a cash flow analysis and financial metrics describing the financial
        impact of the project on the organization. You can review and edit the cost and benefit assumptions
        to fine-tune the results.
       Advanced Inputs: The Advanced inputs section is used to provide detailed information about the
        solution and associated costs. This section is used to fine-tune the results to match the customer’s
        actual solution.

Getting Started
Before You Begin
   1. The tool is in Excel 2007 format. The customer ready reports will be generated in Excel 97-2003
       format.
   2. Please make sure that you have macros enabled, or the tool will not work.
   3. You can download current exchange rates on the start page. This takes 20-30 seconds.
   4. The fields in the tool are color coded as follows: Editable fields in orange (titled “Values for
       Calculations”) and protected fields in gray (titled “Suggested Value”). Please modify the assumptions
       by referencing the suggested value.
    5. The tool user guide is included within the tool. Click the    button to see the guide.
    6. It is strongly recommended that you fill out the tool as you have discussions with your customers so
       you can assist customers throughout the process and explore their needs in more detail. However,
       you may provide the tool to your customers after the setup page is complete, if the customers
       prefer to conduct the analysis on their own. Please do not share the password to the account
       setup page with customers.

Complete the Start Page
   1. Complete the three questions and select the workloads to include.




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Set up the Licensing Information
    1. Click on “Verify Licensing” button on upper left corner and type “Microsoft” in the pop-up screen.




   2. Fill out the required fields. The Software Pricing Information section on the bottom will be
      automatically updated based on the licensing program selected above. Make sure to include a
      number of licenses already owned by your customer so the tool correctly calculates appropriate
      licensing types.




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   3. After all of the entries are complete, click on “Return to Start Page” button on the upper right
      corner.

Fill Out the Basic Inputs Section
     1. Click on the “Next” button on the Start Page.




   2. Fill out the General Information section. These inputs are used to scale the costs and benefits to
      your organization.




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3. Fill out the Product Information section. Depending on the workloads you chose to include in the
   solution you will be asked for information on you current use of e-mail, IM/presence, conferencing,
   and/or telephony. You will also be asked few questions on your plans for Exchange Server and/or
   Office Communications Server.




4. Fill out the Benefits Section. You can choose which benefits to include by checking the check boxes.
   You can view and modify the details behind the benefit equations by clicking on the Hide/Show
   buttons.




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    5. When you have finished completing the inputs click on Results to view the preliminary results.

View the Results Section
   1. Click on “Results” tab on the top to proceed to see the financial analysis. You can adjust the
       discount rate used for the NPV calculation if the organization’s finance department specifies a value.
       In the benefits section, you can enter any additional expected benefits from areas that were not
       included in the tool. You can also click on the details button for each benefit to adjust the specified
       adoption rate.




    2. Click on “TCO” tab on the top to see TCO details. The TCO tab provides details on the costs included
       in the solution analysis. Several views are provided so that you can compare the organization’s
       current costs with the expected costs by cost category or by workload. The current cost information
       is collected in the Inputs section. The tool does not collect detailed information so a column has
       been provided for you to provide the cost breakdown if you have the information.




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3. If your customer is interested in a hosted solution from Microsoft Online Services you can click on
   the Compare Hosted vs. On-premises tab. This tab brings you to cost comparison of the two
   solution options. The tool will warn you if this option is not available due to the capabilities selected.
   For instance Voice is not available as a hosted solution or if you have chosen a hybrid solution it is
   not possible to make a comparison.




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        After reviewing the results you may click on the Advanced tab to provide more detailed
        information about the solution and generate more accurate results for your customer.

Fill Out the Advanced Inputs Section
     1. In the Advanced inputs section, fill out the tabs for each capability (i.e. Messaging, IM/Presence,
        Conferencing, and Voice). Only the capabilities that were selected will appear. Components that are
        not included in the solution are left out of the analysis. If you feel a component is missing from the
        solution you can return to the Start Page and add that capability. If you add a new capability you
        should go through the entire tool again.




    2. Complete the inputs to define how and when you will deploy each capability. The default values
       will specify a centralized deployment in one datacenter for all employees in the first year. This is the
       likely scenario for the majority of organizations, but the tool provides flexibility so that most every
       organization’s deployment needs should be able to be modeled. You may enter up to 10 datacenter
       locations with the deployment stretching over three years. You are asked to enter the number of
       users at each datacenter each year.

        The next group of inputs is used to specify how optional features or services are deployed by
        entering the percentage of users that will receive the option each year. You may change the
        percentage each year.




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3. Repeat steps 2 for all of the capabilities shown in the Advanced Inputs section. In the IM/Presence
   tab you have the ability to select to deploy upcoming software versions such as Office
   Communications Server 2010.




4. Click on the Update Costs tab to enter detailed cost information. Click on the Details links to view
   and modify all of the assumptions used to generate the cost of the solution.




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    5. Update the costs for each category. If the customer has more accurate design or cost information
       for their solution you can enter it and produce more accurate results.




Save File
You can save the file at any stage by clicking the “Save File” button on upper left corner. The tool will
automatically generate a file name based on the Customer name and date, but you can modify the name
before the file is saved. Be careful not to overwrite an old file if you want to keep multiple copies.



                                                     10
Print the Page
You can print the any page within the tool by clicking the “Print Sheet” button on upper left corner.

Generate Customer Facing Reports
The tool will automatically generate customer ready reports in Word and PowerPoint by clicking on “Create
Report” button on upper left corner. Once you click the button, allow the tool for a few minutes to
generate the reports. Once the reports are generated, the reports will be automatically saved on your
desktop in the same directory as the tool.

       Word doc: This document contains a brief description of the UC components selected, the primary
        benefits areas, and the financial results. You should review the report to make sure that the data
        makes sense and you may want to add additional information.

       Presentation file: This document contains the highlights of the financial data and is meant to be
        attached to the solution briefing deck. You will have to add any text descriptions that are required to
        provide context to the results.


Import Data from Questionnaire
You may use the questionnaire that accompanied the tool in the download package to collect information
from customers. After the customer has entered information into the spreadsheet then you can use this
button to import the data into the tool. The tool will skip any blank items so you can fill out portions of the
questionnaire. You must use the version of the questionnaire that came with the tool. Other versions may
not be imported correctly

Reset Sheet
You may use this selection to reset all of the user-configurable entries on a specific sheet to their default
values. This selection is useful if you have been making changes in the tool and you want to go back to the
default values.

Reset Entry
The selection will rest the value of the cell you have selected to its default value. You can use this entry if
you have entered a value incorrectly and want to see what the default value is.

Frequently Asked Questions

    1. Can I share the tool with a customer?
       Yes, after the tool has been set up for a specific organization it may be helpful to share it with a
       customer and allow them to analyze various deployment scenarios. They must have Office 2007 to
       run the tool though.
    2. Can I enter different hardware for the same datacenter?
       You can do this by entering the same datacenter twice and then splitting up the users based on the
       hardware that they will use. This would be useful for organizations that provide multiple levels of
       SLAs.


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3. What country should I choose for a global organization?
   The country selection is primarily used to determine the currency that will be used for the analysis
   so choose the country based on the currency that you would like to use. Many other inputs are set
   up to be country-specific such as salary levels and days worked. You will have to determine an
   average value to use for these inputs.




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Description: Microsoft Office Communications Server 2007 R2 Planning Guides - Unified Communications