CoreView has a two-fold approach to solving government agencies and organizations’ Office 365 security issues, a SaaS management solution that protects the O365 tenant, and deep customer engagement that asks and then answers the following questions:
- What challenge/issue can you help me solve?
- How/where have you solved this before or why should I be first?
- How will you show objective measurements of success?
CoreView is a SaaS management Platform for Microsoft Office 365 that helps overcome these challenges with managing a complex governmental O365 environment:
- Multiple agencies sharing a single tenant
- Difficulty enabling IT staff to manage users in their respective state agency
- Inability to manage Office 365 licensing effectively
- Lack of visibility into license distribution and inactive accounts
- No automated security alerts for compliance issues
- Employees not effectively leveraging all the Office 365 services available to them
- Difficulty performing chargebacks
- No way to create least privileged access rights
CoreView addresses these challenges by:
- Segmenting your O365 tenant into separate virtual-tenants for each agency
- Delegating IT admin rights using role-based access control to manage respected agencies
- Configuring license pools to control distribution and ownership
- Utilizing built-in reporting to monitor inactive accounts
- Chargeback accounting for O365
- Implementing real-time security alerts, auditing and compliance
- Increasing usage adoption with campaigns and embedded just-in-time learning videos
- Providing full visibility into your entire O365 environment through a single pane of glass interface
Government Case Study in Point
Over a third of CoreView customers are involved in government, so we have a keen eye toward their issues. One such user is a large governmental organization serving a population of nearly 13 million people. This group, with 74 agencies and 65,000 users, raised five key issues:
1. License Management
This large governmental organization had one department simply grab licenses out of the license pool when they ran out of licenses. The global O365 admin was not able to control this since he was busy managing the O365 environment. That was not a huge issue — until the Microsoft Enterprise Agreement (EA) renewal came up. Instead of being charged for 65,000 users, Microsoft had granted 80,000 licenses based on the organization’s requests – 15,000 more than was actually needed.
2. O365 Administration
This large tenant had one throat to choke, which was the overworked O365 global admin, supporting 74 agencies and 65,000 people! This situation is not tenable – it is too much for any one person, and means local needs are not being properly tended to. Meanwhile, if new global admins were brought on board, they would have the full run of the tenant, creating a massive security exposure.
Instead, the group needed to segment the tenant by agency, and create least privilege access through Role-Based Access Control (RBAC) for improved administration and safety.
The CFO of this large government organization wanted to do chargebacks, not only for O365 but for Office ProPlus as well, and do it by agency. The CFO’s accounting team took over 400 hours, using a spreadsheet, to do just one agency chargeback. How was this supposed to scale to all 74 agencies, all of which are under a single tenant that was not broken down into departments or virtual tenants?
4. Workload Adoption
This organization, funded by tax paper dollars, wanted to get the maximum value out of their O365 investment. A CoreView analysis found a large portion of licenses were underutilized, and key services too rarely used. How do they get users to change behavior and use OneDrive and SharePoint in this case? To do so, they bought a training tool from Brainstorm, but it did not work out because Brainstorm is self-service. They needed a better model to identify users, and put training content in their hands-on top of the self-service. CoreView’s CoreAdoption and CoreLearning came to the rescue.
5. Email Safety
This group is run by a powerful politician who at the time was involved in a countrywide election campaign. According to reports, this political leader’s email was hacked, and confidential files stolen. To prevent further problems, the politician demanded real time alerts in case his mail file was hacked again.
CoreView Government Customer Solutions
With the help of CoreView, this organization solved its O365 problems with six simple fixes:
- Split single tenant into smaller virtual tenets and assigned license pools to different agencies
- Securely delegated administration rights to specific agencies and to different IT support groups by using RBAC
- Chargeback accounting for Office 365 and ProPlus licenses
- Implemented real-time security alerts, auditing and compliance
- Configured license pools to control ownership and distribution
- Increased usage adoption with integrated training
CoreView is the ONLY solution that incorporates Management, Administration, Reporting, Security and Training/Adoption to help government customers stay in control of their Office 365 deployment.
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Jonathan King is a CoreView Government Market Specialist. King also served in senior sales roles at NetBrain Technologies, and Datawatch Corp.