4-page Case Study
Posted: 6/12/2012
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Multidata-Bluegarden Payroll Solution Provider to Save 60 on IT Costs with Cloud Productivity Solution

With Office 365, we will save 60 percent over the cost of a server environment in just three years.

Torben Kofoed-Hansen, Enterprise Architect

Multidata-Bluegarden is the largest supplier of payroll and HR-services in Scandinavia. The company’s people and IT environment are spread across multiple countries, domains, and networks, which presented communication and collaboration challenges in working with customers and partners.

To add capacity and features to its existing productivity technologies, Multidata-Bluegarden chose Microsoft Office 365. Because this solution is cloud-based, people inside and outside the company can access it easily online, without the need for special network connections or server-based software and maintenance. The payroll provider will save 60 percent in three years over on-premises solutions, and now employees can chat or hold video meetings from their desktops at a moment’s notice, and collaborate on large files quickly and easily.

Situation

Every month, more than 2.3 million people receive their paychecks through solutions provided by Multidata-Bluegarden, a Denmark-based company with 80,000 customers in Scandinavia.

The company, which has evolved from mergers and has locations throughout Denmark, Sweden, and Norway, has three separate networks and domains, yet its business requires intensive collaboration with customers and partners—and across internal, geographically distributed departments. The company used a number of Microsoft solutions in some or all three countries, such as Microsoft Office Live Communications Server, Office 2010, and Business Productivity Office Suite, plus a video conferencing facility with a high-definition camera for big meetings.

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* Office 365 is quick to get started on and it frees you from most involvement with IT infrastructure. People can work together across our networks and domains, and invite customers and partners to collaborate—we can work better and more closely with our customers now.  *

Torben Kofoed-Hansen
Enterprise Architect
Multidata-Bluegarden

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Multidata-Bluegarden relied on internal network access and external virtual private network (VPN) connections to Microsoft Outlook and SharePoint Server for exchanging and storing documents.

To set up a payroll solution for a new customer, employees must communicate extensively with customers, partners, and colleagues. Stakeholders exchanged project documents through email, sending large files to a designated Multidata-Bluegarden contact, who then uploaded the files into the appropriate on-premises SharePoint site, as customers did not have extranet access. At times it was challenging for employees to be sure they were sending and working on the latest version of a document.

Multidata-Bluegarden wanted to add more flexible collaboration features. For the new solution, Torben Kofoed-Hansen, Enterprise Architect at Multidata-Bluegarden, wanted to move away from maintaining domains, VPN connections, and hardware to an option with greater scaling capacity for the company’s roughly 650 employees, 100 contract workers, and many partners.

Solution

Multidata-Bluegarden considered Google Apps but chose Microsoft Office 365, an online service which unites familiar Microsoft Office applications with email, calendaring, collaboration, and communication solutions. In November 2011, technology partner ProActive was instrumental in advising and preparing the IT environment for the migration to Office 365, which subsequently took only one weekend to deploy. The company migrated to Microsoft Lync Online right away, and started building an extranet based on SharePoint Online. Multidata-Bluegarden will use both SharePoint Online and on-premises servers running SharePoint Server.

With the new extranet, Multidata-Bluegarden can share large files and documents on password-protected, project-specific team sites, where stakeholders inside and outside the company can access them from the road or the office.

With presence interoperation among Microsoft Office, Exchange, SharePoint, and Lync Online, employees can see who is online and click to start instant messaging (IM) and PC-to-PC audio and video conversations from within Office 2010 applications and SharePoint sites and documents—from any location at any time.

Multidata-Bluegarden chose Office 365 because it interoperates and extends the functionality of their existing technologies, networks, and domains without any additional hardware or IT overhead.

Benefits

Multidata-Bluegarden will save 60 percent over the cost of a server-based solution, and gain IT efficiency by moving connections and applications to the cloud, while users benefit from a familiar interface and new collaboration features.

Richer Collaboration Features

Kofoed-Hansen says, “The most valuable benefit of SharePoint Online is people know they’re looking at the latest version of documents, because they’re centrally stored. The only other solution I can think of that gives us this benefit is a group space like Dropbox, which doesn’t have the same version-control and security features. With team sites, we will collaborate on project documents safely and more efficiently than before.”

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* Office 365 helps us to communicate more efficiently, whether we’re sharing documents or holding status meetings—we can reach stakeholders wherever they are from the tools we’re used to.  *

Torben Kofoed-Hansen
Enterprise Architect
Multidata-Bluegarden

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For large meetings where everyone must be present in a single room, the company still uses its video conferencing facility. But for small, informal meetings, “Lync Online is just a more productive way to chat and conference,” says Kofoed-Hansen. “Before, employees needed to book a conferencing room, go to the room, and start up the video conference. Now, they can do ad hoc meetings from their desktops.”

More Productivity

Employee feedback is that it’s easier to make contact with colleagues with Lync Online, and presence awareness makes them more efficient, because people can see who is available and chat at a moment’s notice. Kofoed-Hansen says, “People like the flexibility of Office 365—once they’re familiar with sharing documents through SharePoint Online, it’s easy to also set up a project site with it.”

For IT, he adds, “Office 365 is quick to get started on and it frees you from most involvement with IT infrastructure. People can work together across our networks and domains, and invite customers and partners to collaborate—we can work better and more closely with our customers now.”

Employees work seamlessly with the programs they know and use most, avoiding additional training costs. Employees can also share free/busy data with trusted business partners helping save many hours per year scheduling meetings.

Increased IT Efficiency

“SharePoint Online is great because IT didn’t have to do anything extra for security or connectivity,” says Kofoed-Hansen. “Out of the box, we could buy licenses, set up a default collaboration site, and we were in business.” The company can use flexible licensing and subscription options to scale the solution as needed.

Kofoed-Hansen adds, “We chose Lync Online over an on-premises solution because we have three different countries and domains to manage. With Office 365, we will save 60 percent over the cost of a server environment in just three years. And it was easier to join accounts from different domains in the cloud instead of doing VPN and server-based installations.”

In conclusion, he says, “Office 365 helps us to communicate more efficiently, whether we’re sharing documents or holding status meetings—we can reach stakeholders wherever they are from the tools we’re used to.”

Microsoft Office 365

Microsoft Office 365 brings together cloud versions of our most trusted communications and collaboration products—Microsoft SharePoint Online, Exchange Online, and Lync Online—with the latest version of our Office desktop suite and companion web applications for businesses of all sizes.

Office 365 helps save time and money, and it frees up valued resources. Simple to use and easy to administer, it is financially backed by a service level agreement guaranteeing 99 percent reliability. Office 365 features robust security, IT-level phone support, geo-redundancy, disaster recovery, and the business-class privacy controls and standards that you expect from a world-class service provider.

For more information about Microsoft Office 365, go to:

www.office365.com

For more information about ProActive products and services, visit the website at:

www.proactive.dk

For more information about Multidata-Bluegarden products and services, visit the website at:

www.multidata-bluegarden.com

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Solution Overview



Organization Size: 650 employees

Organization Profile

With 12 locations and about 650 employees in Denmark, Sweden, and Norway, Multidata-Bluegarden Group provides payroll and human resources services to the entire Scandinavian market.


Business Situation

To increase efficiency, the company wanted to add more collaboration and communication features across its three networks and domains, without adding hardware or administrative overhead.


Solution

Multidata-Bluegarden used Microsoft Office 365 to add rich collaboration features that are accessible inside and outside the company, with no added IT overhead.


Benefits

  • Saved 60% on IT over 3 years
  • Improved collaboration
  • Cut IT overhead


Software and Services
  • Microsoft Office 365
  • SharePoint Online
  • Lync Online

Vertical Industries
Professional Services

Country/Region
Denmark

Languages
English

Partner(s)
ProActive

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