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Microsoft Online Services
                                            Customer Solution Case Study




                                            Apparel Company Chooses Hosted Services
                                            Over On-Site Software to Save 55 Percent

                                            55 Percent

Overview                                    ―Per user, Lotus Notes costs me three times as much as
Country or Region: United States
Industry: Retail—Apparel                    Microsoft. It‘s hard to argue with numbers like that.‖
                                                                           Charles Pritzl, Chief Technology Officer, Kellwood
Customer Profile
Based in Chesterfield, Missouri, Kellwood
designs, manufactures, and markets
premier fashion brands for women. The
company employs approximately 1,200         Kellwood Company, one of the nation‘s largest apparel
people.
                                            manufacturers and owner of brands such as Vince, Baby Phat,
Business Situation                          and Sag Harbor sought up-to-date messaging technologies to
Kellwood had a Lotus Notes and
Blackberry solution that was difficult to
                                            increase employee efficiency. The company had been using an
administer and inefficient. The company     outdated IBM Lotus Notes e-mail service that was not
sought a streamlined communication
and collaboration solution that would
                                            compatible with its IT environment, which was based on
reduce IT costs.                            Microsoft technologies, or customers‘ and partners‘ Microsoft
Solution
                                            messaging solutions. Kellwood replaced its Lotus Notes,
Kellwood chose the Microsoft Business       BlackBerry, and Web conferencing solutions with Microsoft
Productivity Online Standard Suite to
empower employees with low-cost,
                                            Online Services. The company gained a suite of communication,
hosted communication and collaboration      collaboration, and archiving services at one-third of the price of
tools that work well within its IT
environment.
                                            its current Lotus Notes environment. Kellwood also achieved
                                            substantial savings on Web conferencing and e-mail archiving
Benefits
 Reduced costs
                                            solutions.
 Streamlined IT maintenance
 Improved employee productivity
 Gained an archive solution
―When we acquired                            Situation                                     customers, suppliers, and partners. Staff
                                             Established in 1961, Kellwood Company         members who wanted to work at home had
companies and brought                        designs, manufactures, and markets a          to take extra steps to sign on to Kellwood‘s
                                             growing collection of premier fashion         virtual private network (VPN) to access their
new employees into the                       brands across a broad range of consumer       mail, and the connection was not always
fold who were                                lifestyles. The Chesterfield, Missouri        reliable. Extra frustration awaited staff
                                             company sells its branded and private-label   travelling in China who encountered
accustomed to Office                         goods to specialty stores, department         difficulties using the VPN to connect to
                                             stores, national chains, and catalog houses   headquarters in Chesterfield.
Outlook, they‘d say,                         across the United States. Kellwood brands
‗Why are you changing                        include Vince, Sag Harbor, Baby Phat, Phat    ―When we acquired companies and
                                             Farm, Briggs New York, My Michelle, and       brought new employees into the fold who
me to Lotus Notes? I                         Jolt, as well as licensed brands XOXO and     were accustomed to Office Outlook, they‘d
                                             David Meister. Kellwood also operates         say, ‗Why are you changing me to Lotus
didn‘t know it still                         Vince and Sag Harbor brand stores.            Notes? I didn‘t know it still existed,‘‖ says
existed.‘"                                                                                 Pritzl. ―It had a perception of being old and
                                             In 2009, following a time of rapid growth,    clumsy. I began to think of the move to a
 Charles Pritzl, Chief Technology Officer,   Kellwood entered a period of restructuring.   different e-mail service as a key step in
                                Kellwood     The company took the opportunity to           providing more up-to-date technology
                                             reflect on its operations and examine ways    tools for the workforce.‖
                                             of working smarter and leaner. ―We were
                                             changing from a publicly traded company       The IT department spent extra time
                                             to a private company,‖ says Charles Pritzl,   managing oversized e-mail inboxes and
                                             Chief Technology Officer at Kellwood. ―In     maintaining an outdated tape archiving
                                             the IT department, we wanted to energize      system. Many employees used their
                                             employees with better services so they        inboxes as informal storage repositories. IT
                                             could work more productively.‖                staff had to trim these inboxes to avoid
                                                                                           exceeding storage limits and to keep the
                                             So Pritzl took a good look at the company‘s   system manageable. IT staff members used
                                             IBM Lotus Notes e-mail service, which ran     clean-up routines that occasionally deleted
                                             on several geographically dispersed IBM       information employees needed. The
                                             Lotus Domino servers. Even though the         problem got to the point where Pritzl was
                                             company had been using Lotus Notes for        actively looking at deploying a third-party
                                             more than 12 years, it was not universally    archiving solution.
                                             popular among employees. For example,
                                             approximately 40 staff members in             ―We also needed a searchable archiving
                                             Kellwood‘s outsourcing operations in Asia     solution for our attorneys to manage the
                                             were only able to use INotes, the Web mail    electronic discovery process, or ‗e-
                                             client for Lotus Notes. These workers         discovery‘ process,‖ adds Pritzl. ―As with
                                             wanted the same level of functionality that   any company, legal issues can arise. In such
                                             their colleagues had with the full client     cases, the IT staff had to spend a lot of time
                                             version.                                      and money restoring tapes and providing
                                                                                           information for our attorneys.‖
                                             Many employees also complained that
                                             Lotus Notes didn‘t operate well with the      Lotus Notes frustrated the IT staff because
                                             Microsoft Office Outlook messaging and        it didn‘t work with the rest of the
                                             collaboration client used by many             company‘s infrastructure. ―I‘m a guy who
likes things integrated,‖ says Pritzl. ―Instead,   Microsoft Online Services, Kellwood gained
we had to create a user in our Active              access to the suite‘s collection of finished
Directory service, and then again in Lotus         services—Microsoft Exchange Online,
Notes. We had a distribution list for our          Microsoft SharePoint Online, Microsoft
BlackBerry users and another one for Lotus         Office Live Meeting, and Microsoft Office
Notes. People had to remember different            Communications Online—all for a low
user names and passwords. It was time-             monthly per-user fee.
consuming and redundant. ‖
                                                   Kellwood also subscribed to Microsoft
For these reasons, Pritzl had been anxious         Exchange Hosted Archive services to satisfy
to move away from Lotus Notes for several          retention requirements for e-discovery and
years. But because Lotus Notes performed           compliance, and encrypt data to preserve
the basic tasks of sending and receiving e-        confidentiality.
mail messages, he couldn‘t come up with a
convincing return on investment to make            Making the Decision
the change. ―As long as the mail worked            ―I looked at many different providers of
well enough, management was not                    hosted e-mail, including Zimbra
prepared to invest in another on-premises          Collaboration Suite, Google, Yahoo,
solution,‖ he says. ―However, with the             Hotmail, and third-party hosted solutions
growing acceptance of ‗cloud‘ or Web-              using Exchange,‖ says Pritzl. ―Google has
hosted computing and software as a                 Google Docs and Google Sites, but what‘s
service, I had a new argument to make. The         the point of having Google Docs when
improved reliability and security of the           everyone is working in Office Word? We
Internet make hosted services more                 use Microsoft business intelligence tools
appealing today than they were a couple of         and Microsoft Office SharePoint Server
years ago. Everyone understands that e-            2007. If I threw Google in the mix, I‘d have
mail is now a commodity service. There‘s           to code all that integration. I was driving
no value to Kellwood in managing our own           toward an integrated, consistent
e-mail servers.‖                                   environment. Microsoft Online Services had
                                                   a great price point, and we got an entire
Pritzl decided to evaluate different hosted        suite of collaborative technologies. After we
e-mail services and build a business case          did our analysis, we surveyed our
for outsourcing e-mail for his next budget.        employees: They voted overwhelmingly for
―I knew the return on investment with a            Office Outlook as their mail client.‖
hosted service would be much higher; I just
needed to find the right choice for                Taking advantage of the Microsoft partner
Kellwood,‖ he says.                                ecosystem for support, Pritzl enlisted
                                                   Microsoft Gold Certified Partner
Solution                                           MessageOps to assist with the pre-
Kellwood Company found its solution with           migration configurations, providing
the Microsoft Business Productivity Online         scripting that streamlined the entire
Standard Suite. Part of Microsoft Online           process.
Services, the suite offers interoperable
services that include desktop and mobile e-        Then, in October 2009, Pritzl evaluated two
mail, instant messaging and presence,              vendors to perform the actual migration,
shared workspaces, and live audio-visual           eventually selecting Microsoft Gold
Web-conferencing applications. Through             Certified Partner, Binary Tree. The partner
immediately performed an analysis of the           real-time meetings and Web conferencing,
                                             company‘s Lotus Notes environment and              as well as Office Communications Online
                                             recommended a timeframe for the project.           for presence awareness and instant
                                             Kellwood wanted to get the migration               messaging. ―We did very little training for
                                             completed before the end of the year to            the new suite, and in hindsight, we could
                                             avoid renewing licenses for Lotus Notes.           have provided more tips and tricks for our
                                                                                                users. But considering that everyone had
                                             Expediting the Migration                           been on Lotus Notes for 12 years, user
                                             Kellwood took advantage of the Weekend             adoption has been phenomenal,‖ says
                                             Express Migration Program offered by               Pritzl.
                                             Binary Tree. ―This is a hosted migration,
                                             where we can migrate up to 5,000 users in          Now that Kellwood employees have
                                             a weekend,‖ explains Mark DeAngelis,               incorporated Microsoft Online Services into
                                             Project Manager at Binary Tree. ―We                their daily work lives, the IT department can
                                             created replicas of Kellwood‘s mail files on       turn its attention to Microsoft Exchange
―Microsoft Online                            staging servers in our environment. The            Hosted Archive services. By subscribing to

Services made an                             replication cleans up corruptions that may
                                             be in the mail files. For each employee,
                                                                                                this service, Kellwood gained a centralized,
                                                                                                searchable e-mail and instant messaging
Exchange-based e-mail                        Kellwood wanted to migrate 90 days of e-           repository so Pritzl and his staff can more
                                             mail messages and one year of calendar             easily adhere to retention, compliance,
solution possible. We                        history, contacts, and tasks. Before the           electronic discovery, and regulatory

got all the rich                             actual migration, we sent templates to the
                                             company‘s employees to do some pre-
                                                                                                requirements.


communication                                migration tasks such as synchronizing their        Benefits
                                             contacts from their personal address book          Kellwood Company employees are excited
capabilities you‘d expect                    into their mail file so we could reach that        to be working with an up-to-date suite of
                                                                                                communication and collaboration
from an on-premises                          data and migrate it as well.‖
                                                                                                technologies that fit the expectations of a
solution, at a fraction of                   During the weekend of December 18, 2009,           modern workforce. ―Kellwood employees
                                                                                                are pleased to be using technologies that
                                             Binary Tree migrated 1,350 Kellwood
the cost.‖                                   employees from the Lotus Notes
                                                                                                meet both the needs and expectations of
                                                                                                the modern workforce,‖ says Eric Hunter,
 Charles Pritzl, Chief Technology Officer,   messaging platform to Office Outlook and
                                                                                                Senior Vice President and Chief Marketing
                                Kellwood     Exchange Online. This amounted to
                                                                                                Officer at Kellwood.
                                             approximately 2.5 terabytes of data. ―Binary
                                             Tree‘s experience and their understanding
                                                                                                Also, the IT department is benefiting from a
                                             of the inner workings of Lotus Notes were
                                                                                                simpler way of consuming and managing
                                             critical to the success of this project,‖ says
                                                                                                technology that works well within its
                                             Pritzl. ―I talked to our chief operating officer
                                                                                                Microsoft technology–centric IT
                                             and he said, ‗I‘m impressed beyond belief.‘
                                                                                                environment.
                                             It was truly Lotus Notes on Friday and
                                             Microsoft on Monday. The icing on the
                                                                                                Reduced Costs
                                             cake was that our migration cost with
                                                                                                Thanks to Microsoft Online Services,
                                             Binary Tree was almost one-quarter of the
                                                                                                Kellwood IT staff members could finally
                                             quote we got from the other vendors.‖
                                                                                                deploy the messaging and collaboration
                                                                                                technologies they felt would better serve
                                             Since the migration, employees have been
                                                                                                the company. ―Microsoft Online Services
                                             using Office Live Meeting for impromptu,
―Instead of acquiring and                    made an Exchange-based e-mail solution             time ensuring that it works well with the
                                             possible,‖ says Pritzl. ―We got all the rich       rest of the IT environment.
managing disparate                           communication capabilities you‘d expect
                                             from an on-premises solution, at a fraction        ―While we were probably only spending
solutions for mobile e-                      of the cost.‖                                      five percent of our time directly managing
mail, spam protection,                                                                          Lotus Notes, it was an irritant because we
                                             Deploying the Business Productivity Online         didn‘t feel as though we were providing the
and Web conferencing, I                      Standard Suite through Microsoft Online            best service to our users,‖ says Pritzl. ―And
                                             Services saved Kellwood from expenses              there‘s no direct value to Kellwood for us to
get them all in one suite                    that would have been required to license           manage commodity services that Microsoft
of services.‖                                and support new messaging and                      can host and support with better security at
                                             collaboration solutions. To make his               less cost. However, there is a benefit to
 Charles Pritzl, Chief Technology Officer,   business case, Pritzl compared the costs of        Kellwood if we can spend more time on IT
                                Kellwood     continuing with Lotus Notes with the costs         services that are directly related to the
                                             of moving to Microsoft Online Services,            business.‖
                                             estimating a savings of 55 percent. ―Per
                                             user, Lotus Notes costs me three times as          Kellwood‘s recent experience with
                                             much as moving to Microsoft,‖ he says. ―It‘s       Exchange Hosted Archive illustrates how
                                             hard to argue with numbers like that.‖             easy it is for the IT department to deploy
                                                                                                new services to the company. ―Subscribing
                                             And with regards to the archiving solution         to Online Services decreases the support
                                             Kellwood had been contemplating,                   and the engineering and the upfront work
                                             Exchange Hosted Archive services provided          that needs to go into building a solution,‖
                                             the e-mail retention capabilities that the         says Pritzl. ―I wanted to enable archiving;
                                             company needed at 50 percent of the cost.          we subscribed to the service, turned it on,
                                             Pritzl deployed the Microsoft solution.            and it‘s already configured and ready to go.
                                                                                                Simple.‖
                                             Pritzl also increased Kellwood‘s savings by
                                             retiring its BlackBerry servers and its third-
                                                                                                Improved Employee Productivity
                                             party Web conferencing solutions.
                                                                                                Since deploying Microsoft Online Services,
                                                                                                Kellwood employees are using Live
                                             ―Instead of acquiring and managing
                                                                                                Meeting and Office Communications
                                             disparate solutions for mobile e-mail, spam
                                                                                                Online to streamline collaboration and
                                             protection, and Web conferencing, I get
                                                                                                keep the business running at maximum
                                             them all in one suite of services,‖ says Pritzl.
                                                                                                efficiency. ―Before, we could only provide
                                             Plus, Kellwood gets the benefit of
                                                                                                Web conferencing to select associates; now
                                             predictable, ongoing IT costs.‖
                                                                                                everyone can use it,‖ says Pritzl. ―We are
                                                                                                seeing spontaneous online meetings and
                                             Streamlined IT Maintenance
                                                                                                conference calls happening all over the
                                             Not only did Kellwood successfully lower
                                                                                                country. People are thrilled that they can
                                             the total cost of ownership of its messaging
                                                                                                take their laptops home, or on an Asian
                                             and collaboration solution, but it also
                                                                                                trip, open them up and get their e-mail. We
                                             reduced day-to-day maintenance, freeing
                                                                                                routinely had around one hundred VPN
                                             valuable IT resources to focus on strategic
                                                                                                users through the network every day
                                             initiatives that move the business forward.
                                                                                                because they wanted to access their mail.
                                             Today, staff members no longer have to
                                                                                                Now we are running less than 10. Our staff
                                             manage an on-premises solution or spend
                                                                                                can now use Blackberry, Windows phones,
For More Information                                  iPhones, and Motorola Droids to access our           Microsoft Online Services
For more information about Microsoft                  mail. The usability of Microsoft Online              Microsoft Online Services are business-class
products and services, call the Microsoft             Services has been a real productivity                communication and collaboration solutions
Sales Information Center at (800) 426-                enhancer.‖                                           delivered as a subscription service and
9400. In Canada, call the Microsoft                                                                        hosted by Microsoft. With these offerings,
Canada Information Centre at (877) 568-               Gained an Archive Solution                           customers can cost-effectively access the
2495. Customers in the United States and              With Exchange Hosted Archive services, the           most up-to-date technologies and
Canada who are deaf or hard-of-hearing                IT department can begin archiving e-mail             immediately benefit from streamlined
can reach Microsoft text telephone                    messages, offering employees a more                  communications, simplified management,
(TTY/TDD) services at (800) 892-5234.                 secure alternative to purging mailboxes.             and business-class reliability and security
Outside the 50 United States and                      Because the archive is searchable, it‘s easy         features. For IT staffers, Microsoft Online
Canada, please contact your local                     for staff members to locate a file that they         Services are backed by strong service level
Microsoft subsidiary. To access                       stored in their inbox even a year ago.               agreements and help reduce the burden of
information using the World Wide Web,                                                                      performing routine IT management, freeing
go to:                                                ―With the Online Services archiving                  up time to focus on core business
www.microsoft.com                                     solution, I can give our attorneys a                 initiatives.
                                                      searchable environment for e-discovery,‖
For more information about Binary Tree                adds Pritzl. ―We want our attorneys to have          For more information, visit:
products and services, call (212) 244-                self-serve capabilities for doing their own          www.microsoft.com/online
3635 or visit the Web site at:                        recovery work. Now I don‘t have to worry
www.binarytree.com                                    about my IT staff spending days or weeks
                                                      doing discovery for our legal staff. With this
For more information about Kellwood                   service for our attorneys, I estimate that
products and services, call (314) 576-                we‘ll see a 100 percent return on
3100 or visit the Web site at:                        investment in the first year.‖
www.kellwood.com




                                                       Software and Services                              Solutions
                                                          Services                                        − Software-plus-Services
                                                           − Microsoft Business Productivity
                                                             Online Standard Suite                     Partners
                                                                                                          Binary Tree


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

Document published May 2010

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Kellwood Apparel Company Chooses Hosted Services to Save 55 Percent

  • 1. Microsoft Online Services Customer Solution Case Study Apparel Company Chooses Hosted Services Over On-Site Software to Save 55 Percent 55 Percent Overview ―Per user, Lotus Notes costs me three times as much as Country or Region: United States Industry: Retail—Apparel Microsoft. It‘s hard to argue with numbers like that.‖ Charles Pritzl, Chief Technology Officer, Kellwood Customer Profile Based in Chesterfield, Missouri, Kellwood designs, manufactures, and markets premier fashion brands for women. The company employs approximately 1,200 Kellwood Company, one of the nation‘s largest apparel people. manufacturers and owner of brands such as Vince, Baby Phat, Business Situation and Sag Harbor sought up-to-date messaging technologies to Kellwood had a Lotus Notes and Blackberry solution that was difficult to increase employee efficiency. The company had been using an administer and inefficient. The company outdated IBM Lotus Notes e-mail service that was not sought a streamlined communication and collaboration solution that would compatible with its IT environment, which was based on reduce IT costs. Microsoft technologies, or customers‘ and partners‘ Microsoft Solution messaging solutions. Kellwood replaced its Lotus Notes, Kellwood chose the Microsoft Business BlackBerry, and Web conferencing solutions with Microsoft Productivity Online Standard Suite to empower employees with low-cost, Online Services. The company gained a suite of communication, hosted communication and collaboration collaboration, and archiving services at one-third of the price of tools that work well within its IT environment. its current Lotus Notes environment. Kellwood also achieved substantial savings on Web conferencing and e-mail archiving Benefits  Reduced costs solutions.  Streamlined IT maintenance  Improved employee productivity  Gained an archive solution
  • 2. ―When we acquired Situation customers, suppliers, and partners. Staff Established in 1961, Kellwood Company members who wanted to work at home had companies and brought designs, manufactures, and markets a to take extra steps to sign on to Kellwood‘s growing collection of premier fashion virtual private network (VPN) to access their new employees into the brands across a broad range of consumer mail, and the connection was not always fold who were lifestyles. The Chesterfield, Missouri reliable. Extra frustration awaited staff company sells its branded and private-label travelling in China who encountered accustomed to Office goods to specialty stores, department difficulties using the VPN to connect to stores, national chains, and catalog houses headquarters in Chesterfield. Outlook, they‘d say, across the United States. Kellwood brands ‗Why are you changing include Vince, Sag Harbor, Baby Phat, Phat ―When we acquired companies and Farm, Briggs New York, My Michelle, and brought new employees into the fold who me to Lotus Notes? I Jolt, as well as licensed brands XOXO and were accustomed to Office Outlook, they‘d David Meister. Kellwood also operates say, ‗Why are you changing me to Lotus didn‘t know it still Vince and Sag Harbor brand stores. Notes? I didn‘t know it still existed,‘‖ says existed.‘" Pritzl. ―It had a perception of being old and In 2009, following a time of rapid growth, clumsy. I began to think of the move to a Charles Pritzl, Chief Technology Officer, Kellwood entered a period of restructuring. different e-mail service as a key step in Kellwood The company took the opportunity to providing more up-to-date technology reflect on its operations and examine ways tools for the workforce.‖ of working smarter and leaner. ―We were changing from a publicly traded company The IT department spent extra time to a private company,‖ says Charles Pritzl, managing oversized e-mail inboxes and Chief Technology Officer at Kellwood. ―In maintaining an outdated tape archiving the IT department, we wanted to energize system. Many employees used their employees with better services so they inboxes as informal storage repositories. IT could work more productively.‖ staff had to trim these inboxes to avoid exceeding storage limits and to keep the So Pritzl took a good look at the company‘s system manageable. IT staff members used IBM Lotus Notes e-mail service, which ran clean-up routines that occasionally deleted on several geographically dispersed IBM information employees needed. The Lotus Domino servers. Even though the problem got to the point where Pritzl was company had been using Lotus Notes for actively looking at deploying a third-party more than 12 years, it was not universally archiving solution. popular among employees. For example, approximately 40 staff members in ―We also needed a searchable archiving Kellwood‘s outsourcing operations in Asia solution for our attorneys to manage the were only able to use INotes, the Web mail electronic discovery process, or ‗e- client for Lotus Notes. These workers discovery‘ process,‖ adds Pritzl. ―As with wanted the same level of functionality that any company, legal issues can arise. In such their colleagues had with the full client cases, the IT staff had to spend a lot of time version. and money restoring tapes and providing information for our attorneys.‖ Many employees also complained that Lotus Notes didn‘t operate well with the Lotus Notes frustrated the IT staff because Microsoft Office Outlook messaging and it didn‘t work with the rest of the collaboration client used by many company‘s infrastructure. ―I‘m a guy who
  • 3. likes things integrated,‖ says Pritzl. ―Instead, Microsoft Online Services, Kellwood gained we had to create a user in our Active access to the suite‘s collection of finished Directory service, and then again in Lotus services—Microsoft Exchange Online, Notes. We had a distribution list for our Microsoft SharePoint Online, Microsoft BlackBerry users and another one for Lotus Office Live Meeting, and Microsoft Office Notes. People had to remember different Communications Online—all for a low user names and passwords. It was time- monthly per-user fee. consuming and redundant. ‖ Kellwood also subscribed to Microsoft For these reasons, Pritzl had been anxious Exchange Hosted Archive services to satisfy to move away from Lotus Notes for several retention requirements for e-discovery and years. But because Lotus Notes performed compliance, and encrypt data to preserve the basic tasks of sending and receiving e- confidentiality. mail messages, he couldn‘t come up with a convincing return on investment to make Making the Decision the change. ―As long as the mail worked ―I looked at many different providers of well enough, management was not hosted e-mail, including Zimbra prepared to invest in another on-premises Collaboration Suite, Google, Yahoo, solution,‖ he says. ―However, with the Hotmail, and third-party hosted solutions growing acceptance of ‗cloud‘ or Web- using Exchange,‖ says Pritzl. ―Google has hosted computing and software as a Google Docs and Google Sites, but what‘s service, I had a new argument to make. The the point of having Google Docs when improved reliability and security of the everyone is working in Office Word? We Internet make hosted services more use Microsoft business intelligence tools appealing today than they were a couple of and Microsoft Office SharePoint Server years ago. Everyone understands that e- 2007. If I threw Google in the mix, I‘d have mail is now a commodity service. There‘s to code all that integration. I was driving no value to Kellwood in managing our own toward an integrated, consistent e-mail servers.‖ environment. Microsoft Online Services had a great price point, and we got an entire Pritzl decided to evaluate different hosted suite of collaborative technologies. After we e-mail services and build a business case did our analysis, we surveyed our for outsourcing e-mail for his next budget. employees: They voted overwhelmingly for ―I knew the return on investment with a Office Outlook as their mail client.‖ hosted service would be much higher; I just needed to find the right choice for Taking advantage of the Microsoft partner Kellwood,‖ he says. ecosystem for support, Pritzl enlisted Microsoft Gold Certified Partner Solution MessageOps to assist with the pre- Kellwood Company found its solution with migration configurations, providing the Microsoft Business Productivity Online scripting that streamlined the entire Standard Suite. Part of Microsoft Online process. Services, the suite offers interoperable services that include desktop and mobile e- Then, in October 2009, Pritzl evaluated two mail, instant messaging and presence, vendors to perform the actual migration, shared workspaces, and live audio-visual eventually selecting Microsoft Gold Web-conferencing applications. Through Certified Partner, Binary Tree. The partner
  • 4. immediately performed an analysis of the real-time meetings and Web conferencing, company‘s Lotus Notes environment and as well as Office Communications Online recommended a timeframe for the project. for presence awareness and instant Kellwood wanted to get the migration messaging. ―We did very little training for completed before the end of the year to the new suite, and in hindsight, we could avoid renewing licenses for Lotus Notes. have provided more tips and tricks for our users. But considering that everyone had Expediting the Migration been on Lotus Notes for 12 years, user Kellwood took advantage of the Weekend adoption has been phenomenal,‖ says Express Migration Program offered by Pritzl. Binary Tree. ―This is a hosted migration, where we can migrate up to 5,000 users in Now that Kellwood employees have a weekend,‖ explains Mark DeAngelis, incorporated Microsoft Online Services into Project Manager at Binary Tree. ―We their daily work lives, the IT department can created replicas of Kellwood‘s mail files on turn its attention to Microsoft Exchange ―Microsoft Online staging servers in our environment. The Hosted Archive services. By subscribing to Services made an replication cleans up corruptions that may be in the mail files. For each employee, this service, Kellwood gained a centralized, searchable e-mail and instant messaging Exchange-based e-mail Kellwood wanted to migrate 90 days of e- repository so Pritzl and his staff can more mail messages and one year of calendar easily adhere to retention, compliance, solution possible. We history, contacts, and tasks. Before the electronic discovery, and regulatory got all the rich actual migration, we sent templates to the company‘s employees to do some pre- requirements. communication migration tasks such as synchronizing their Benefits contacts from their personal address book Kellwood Company employees are excited capabilities you‘d expect into their mail file so we could reach that to be working with an up-to-date suite of communication and collaboration from an on-premises data and migrate it as well.‖ technologies that fit the expectations of a solution, at a fraction of During the weekend of December 18, 2009, modern workforce. ―Kellwood employees are pleased to be using technologies that Binary Tree migrated 1,350 Kellwood the cost.‖ employees from the Lotus Notes meet both the needs and expectations of the modern workforce,‖ says Eric Hunter, Charles Pritzl, Chief Technology Officer, messaging platform to Office Outlook and Senior Vice President and Chief Marketing Kellwood Exchange Online. This amounted to Officer at Kellwood. approximately 2.5 terabytes of data. ―Binary Tree‘s experience and their understanding Also, the IT department is benefiting from a of the inner workings of Lotus Notes were simpler way of consuming and managing critical to the success of this project,‖ says technology that works well within its Pritzl. ―I talked to our chief operating officer Microsoft technology–centric IT and he said, ‗I‘m impressed beyond belief.‘ environment. It was truly Lotus Notes on Friday and Microsoft on Monday. The icing on the Reduced Costs cake was that our migration cost with Thanks to Microsoft Online Services, Binary Tree was almost one-quarter of the Kellwood IT staff members could finally quote we got from the other vendors.‖ deploy the messaging and collaboration technologies they felt would better serve Since the migration, employees have been the company. ―Microsoft Online Services using Office Live Meeting for impromptu,
  • 5. ―Instead of acquiring and made an Exchange-based e-mail solution time ensuring that it works well with the possible,‖ says Pritzl. ―We got all the rich rest of the IT environment. managing disparate communication capabilities you‘d expect from an on-premises solution, at a fraction ―While we were probably only spending solutions for mobile e- of the cost.‖ five percent of our time directly managing mail, spam protection, Lotus Notes, it was an irritant because we Deploying the Business Productivity Online didn‘t feel as though we were providing the and Web conferencing, I Standard Suite through Microsoft Online best service to our users,‖ says Pritzl. ―And Services saved Kellwood from expenses there‘s no direct value to Kellwood for us to get them all in one suite that would have been required to license manage commodity services that Microsoft of services.‖ and support new messaging and can host and support with better security at collaboration solutions. To make his less cost. However, there is a benefit to Charles Pritzl, Chief Technology Officer, business case, Pritzl compared the costs of Kellwood if we can spend more time on IT Kellwood continuing with Lotus Notes with the costs services that are directly related to the of moving to Microsoft Online Services, business.‖ estimating a savings of 55 percent. ―Per user, Lotus Notes costs me three times as Kellwood‘s recent experience with much as moving to Microsoft,‖ he says. ―It‘s Exchange Hosted Archive illustrates how hard to argue with numbers like that.‖ easy it is for the IT department to deploy new services to the company. ―Subscribing And with regards to the archiving solution to Online Services decreases the support Kellwood had been contemplating, and the engineering and the upfront work Exchange Hosted Archive services provided that needs to go into building a solution,‖ the e-mail retention capabilities that the says Pritzl. ―I wanted to enable archiving; company needed at 50 percent of the cost. we subscribed to the service, turned it on, Pritzl deployed the Microsoft solution. and it‘s already configured and ready to go. Simple.‖ Pritzl also increased Kellwood‘s savings by retiring its BlackBerry servers and its third- Improved Employee Productivity party Web conferencing solutions. Since deploying Microsoft Online Services, Kellwood employees are using Live ―Instead of acquiring and managing Meeting and Office Communications disparate solutions for mobile e-mail, spam Online to streamline collaboration and protection, and Web conferencing, I get keep the business running at maximum them all in one suite of services,‖ says Pritzl. efficiency. ―Before, we could only provide Plus, Kellwood gets the benefit of Web conferencing to select associates; now predictable, ongoing IT costs.‖ everyone can use it,‖ says Pritzl. ―We are seeing spontaneous online meetings and Streamlined IT Maintenance conference calls happening all over the Not only did Kellwood successfully lower country. People are thrilled that they can the total cost of ownership of its messaging take their laptops home, or on an Asian and collaboration solution, but it also trip, open them up and get their e-mail. We reduced day-to-day maintenance, freeing routinely had around one hundred VPN valuable IT resources to focus on strategic users through the network every day initiatives that move the business forward. because they wanted to access their mail. Today, staff members no longer have to Now we are running less than 10. Our staff manage an on-premises solution or spend can now use Blackberry, Windows phones,
  • 6. For More Information iPhones, and Motorola Droids to access our Microsoft Online Services For more information about Microsoft mail. The usability of Microsoft Online Microsoft Online Services are business-class products and services, call the Microsoft Services has been a real productivity communication and collaboration solutions Sales Information Center at (800) 426- enhancer.‖ delivered as a subscription service and 9400. In Canada, call the Microsoft hosted by Microsoft. With these offerings, Canada Information Centre at (877) 568- Gained an Archive Solution customers can cost-effectively access the 2495. Customers in the United States and With Exchange Hosted Archive services, the most up-to-date technologies and Canada who are deaf or hard-of-hearing IT department can begin archiving e-mail immediately benefit from streamlined can reach Microsoft text telephone messages, offering employees a more communications, simplified management, (TTY/TDD) services at (800) 892-5234. secure alternative to purging mailboxes. and business-class reliability and security Outside the 50 United States and Because the archive is searchable, it‘s easy features. For IT staffers, Microsoft Online Canada, please contact your local for staff members to locate a file that they Services are backed by strong service level Microsoft subsidiary. To access stored in their inbox even a year ago. agreements and help reduce the burden of information using the World Wide Web, performing routine IT management, freeing go to: ―With the Online Services archiving up time to focus on core business www.microsoft.com solution, I can give our attorneys a initiatives. searchable environment for e-discovery,‖ For more information about Binary Tree adds Pritzl. ―We want our attorneys to have For more information, visit: products and services, call (212) 244- self-serve capabilities for doing their own www.microsoft.com/online 3635 or visit the Web site at: recovery work. Now I don‘t have to worry www.binarytree.com about my IT staff spending days or weeks doing discovery for our legal staff. With this For more information about Kellwood service for our attorneys, I estimate that products and services, call (314) 576- we‘ll see a 100 percent return on 3100 or visit the Web site at: investment in the first year.‖ www.kellwood.com Software and Services  Solutions  Services − Software-plus-Services − Microsoft Business Productivity Online Standard Suite Partners  Binary Tree This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Document published May 2010