Cloud9 Insight Generic Email Migration Approach and Next Steps

"Client Name"

Cloud9 Insight Ltd Park Centre 177 Preston Road Brighton BN1 6AG Main Line: +44 (0)1273 921 510 Website: http://www.cloud9insight.com

Cloud9 Insight Exchange Migration "Client Name"

Cloud9 Contact Details: Emily Wise Phone: +44 (0) 1273 921510 Email: [email protected] "Client Name"

Planning Prior to starting your Email Migration, we would ask you to complete and return our pre-migration questionnaire. Following review of this we will set up a short planning call with the proposed consultant to support you with the migration to confirm the approach and final budget needed. This statement of work will confirm the detail of the approach, assumptions and fixed budget.

Preparation Cloud9 will provide advice and support in buying the most appropriate plan of Office 365 to suit your needs, and provide help in provisioning your licences as needed at no additional cost.

Client responsibilities: o The client will need to ensure full admin access is available to Cloud9 to Office 365 o Complete and return Appendix B Migration Essentials at back of this statement of work

Migration o Management of migration of one domain to Office 365 and adding relevant DNS records

o Support with communications to users on activities required during and post migration

o Migration of users existing mailbox’s to Office 365 (including inbox, sent and deleted emails)

o Create user accounts and assign subscriptions

o Migrate Calendar & Contacts (where IMAP is used Advice on doing this is provided)

Support To support you in addressing any user or technical issues, Cloud9 offer support contracts provided on a time and materials basis. These can be purchased in 1, 3 or 7 hour blocks. They can be used for support, user and admin training as well as general advice, or creation of user guides etc. Please note that any support time purchased can also be used for SharePoint or CRM consulting or training. "Client Name"

3 Confirmation to Proceed

Please print, sign and scan and email the following 2 pages to [email protected] to confirm your requirements workshop.

Number of Users Days Office 365 Email Migration Cost

Base Migration cost

Number of users

Support hours

Terms o All services pricing shown in GBP o Costs exclude VAT o All services provided on time and materials basis only, additional time charged at £180 an hour or £1250 a day o All work is subject to Cloud9’s “Agreement for the supply of services” which can be found here http://www.cloud9insight.com/terms-and-conditions o Payment is required in full prior to commencement for services o This offer is valid until ((insert date)) o If incurred, travel expenses will be re-charged at cost plus vat if applicable o No obligation by either party to engage for services beyond this engagement unless by mutual agreement o Office 365 Licences should be purchased by client prior to project commencing o Cloud9 should be set as Partner of Record on licences for 12 months minimum o There may be some disruption to email service when the domain is changed, this is temporary and no emails should be lost "Client Name"

Assumptions

o Client will provide a primary and additional points of contacts that will be available during and outside working hours during the migration to provide immediate or less than 1 hour response time to questions or support needed. Delays could incur additional costs to client. o Set up of email on devices and mobile phones is not included, however support time can be provided on a time and materials basis to cover this. o Outlook integration with CRM excluded, but support time can be used to support this if needed o Strictly Exchange email migration only at server level, SharePoint and Lync excluded o All time used beyond migration at server level will be on a time and materials basis and use Support time provisioned, for example addressing laptop issues or outlook set up. o Migration of mailboxes exceeding 5gb in size excluded

o Set up of Active Directory Federation & Single Sign-on excluded

o Migration of more than one Domain excluded

o Staged Migrations excluded

o Installation on laptops of Office 365 (Lync, Office Professional) excluded

o Migration to or set up of SharePoint

Next Steps o Sign and return this section as confirmation to proceed o Return completed pre-project questionnaire if not done so already, along with list of users and email addresses to be migrated. o Ensure Cloud9 have full admin access to Office 365 and other services required to support migration o Set up Cloud9 as Partner of record o Schedule data for migration and communicate this with users o Pay invoice for services prior to migration# o Please complete and return the Migration Essentials information requested in Appendix A

DECLARATION: On behalf of both parties it is confirmed that the terms and services as described herein are acceptable to us:

Cloud9 Insight "Client Name" Authorised by: Carlene Jackson Authorised by: ......

Signature: Signature: ...... Date: ((insert date)) Date: ...... "Client Name" "Client Name"

Appendix A Migration Essentials

Domain Login userid and password (Please note that USERID: we need full access to the domain name to be able PASSWORD: to change MX records, add TXT records and add CNAME records – if you do not have these – does an Web address for admin login: IT supplier? Can they make changes on the day of http:// the migration on our behalf?) Provider Name: IT Contact Name: IT Contact Telephone: http://portal.office365.com Login USERID: PASSWORD:

A list of all the users being migrated and their User 1 Email: userids and passwords to their existing email. User 1 Password: User 1 Office Client Version or Webmail: User 1 Contact Telephone:

User 2 Email: User 2 Password: User 2 Office Client Version or Webmail: User 2 Contact Telephone:

On the migration day(s) please provide details of nominated technical contact who will be available the majority of the online day.

Primary contact name: Secondary contact name: (preferably technical contact) Mobile number: Mobile number: Landline number: Landline number: Email Address: Email Address: "Client Name"

Appendix B Pre-Project Questionnaire

Microsoft Office 365 Readiness Questionnaire

We are pleased you have chosen Cloud9 Insight as a partner to help facilitate the deployment of Microsoft Office 365. To ensure the migration of your emails runs smoothly, it is important to get some high level details regarding your current environment and infrastructure so that we can jointly plan the best approach for your business. When considering Microsoft Office 365 for deployment within your organisation, there are a number of simple steps to ensure your staff experience no ‘down time’ of software or loss of data. Cloud9 Insight can manage this process with you to ensure your organisation is transitioned from the current operational environment using a structured and logical phased approach. This readiness questionnaire has been prepared to assist us in planning the most suitable approach for the migration based on your unique environment that will also meet the prerequisites for the Microsoft Office 365 suite of products. Please provide answers for the questions below as best as you can. You may need to consult your internal IT resource or external managed service provider. Cloud9 Insight will offer guidance and support if you are unsure of any question. # Microsoft Office 365 – Readiness Questionnaire Client Response What is your company name?

Infrastructure 1 Does your organisation already have a domain name (e.g. cloud9insight.com)? If ‘Yes’, please state all applicable.

2 Who is the registrar for the domain name? E.g. easily / 123 Reg / Daily / GoDaddy

3 When does the lease expire on the domain name?

4 Which service provider hosts the DNS records for the domain name?

5 Do you have the username and password to be able to access your domain name(s) to make changes?

6 Does your organisation have an on premise email server? If so, is it Microsoft Exchange? And what version? Or if other, please specify.

7 If the email server is not Exchange Server, does the current mail system support either POP3 or IMAP mail access? If so, which is it?

8 If your email is not on premise i.e. already in the cloud, who is the provider? E.g. Google mail/Gmail

9 How do you access your email? Do you use Microsoft Outlook on your PC? Or use a web browser? If Outlook which version, if other please specify.

10 If the email server is not Exchange Server, does the current mail system support server-based contacts and calendars? If so, Do you know if there is an Export function? "Client Name"

11 What do you need migrated?  Email – Inbox and sub folders  Email – Sent Items  Email – Deleted  Email – Draft  Calendar  Contacts Is this for all users? If no, please specify how many.

Environment 11 Is Microsoft Office 365 in use anywhere already within the organisation? If ‘Yes’, please state the product(s) used and how many users on each package. 13 Please state the number of users looking to transition to Microsoft Office 365.

14 How many active email accounts will be transferred?

15 Are there any shared email accounts such as ‘info@’ ‘support@’? If ‘Yes’, please list the accounts.

Shared accounts are separate email boxes which multiple users have access to.

16 Are there any email ‘rules’ to be set up? (e.g. auto forwarding).

17 What broadband connection is currently in place?

18 What is the average download and upload speed?

19 Are there multiple sites involved in this transition?

20 Are there any remote workers to consider? Are any remote works using poor broadband connections?

21 What is the maximum size of any mailbox? If using Outlook, you can right click on the mailbox name e.g. [email protected], click Data File properties, click folder size and reading Total Size property

Nearly there….. 22 What are your timeframes to consider? What is the required deployment date?

Thank you for taking the time to complete this questionnaire and we look forward to planning a successful and smooth transition to your new Office 365 solution. If you have any questions, please contact us on 01273 921 510 or email [email protected].