The implementation of Microsoft Office 365 on TAP, more than a success at the level of process, meant primarily a paradigm shift in the connection between the two companies. If BEFORE THE CONTRACTS - renewed trianually - were relating to the licensing of products installed on the computers and systems, this implementation allowed include new services that had never been available until then. We spoke with Bruno Santos, manager of systems of Microsoft technology - to understand how this change has impacted the Company and why it became a case study in Microsoft itself.
Access to e-mail via any device.
The opportunity for change emerged in March 2015 with the renegotiation of the contract Microsoft. Until then, the existing contract presupposed that all systems were housed in our Datacenters, in Building 19 - the well-known room more secure of TAP - and the cost was calculated based on the number of devices. With people with distinct functions and various offices around the world that operate continuously, the cost with the licenses of a computer park which was going in about 5 thousand computers would become, in the short term, unsustainable. Bruno says: "If I access to my e-mail address of TAP from another phone or tablet, would have to pay a license for each one of them." For this reason, it required a reformulation of licensing. With the new agreement, concluded in te same year, it was decided by a licensing based on the number of users (employees) - and only this change has ensured an increase of costs. "We were coming to break-even and we have adapted ourselves preventively. With the exchange of licensing model of device for user, although to date the value is similar, we don't have to worry about it anymore, i.e., we anticipated this problem and solved it early," says Bruno.
Increased capacity in the e-mail accounts
The advantages are not limited to reducing costs. The level of service, this implementation allowed us to take advantage of a range of services of the Cloud Microsoft that we didn't have before. "The Cloud is a set of data centers similar to ours, but much larger and with very high processing capacity, which are scattered throughout the world" explains Bruno. "Microsoft offers dozens of data centers in the world and TAP uses two that are in Europe: in Amsterdam and Dublin", he concludes.
Today, the e-mails of employees are not all housed in the Campus TAP, in Lisbon: there are employees whose mailboxes are out of TAP. The advantage lies in the provision of quotas - size of mailboxes - much larger than initially. The migration of mailboxes to the new e-mail service has allowed increasing soon the capacity of 500MB to 2GB, with potential growth and unlimited file.
The issues of security are safeguarded by confidentiality agreements concluded with Microsoft. Above all, continues Bruno, "This enables us to decrease the load and the cost that we have here. If we have two thirds of employees of TAP which do not work at the headquarters, there is no need to connect all these people in our datacenter. If we can host their mailboxes in the Cloud Microsoft, they connect directly to these centers, take some load off our systems and this reduces our need for investment". Bruno explains: "We had the old platform of e-mail from the TAP and created a new communicating simultaneously with the former and with the Cloud Microsoft".
The implementation was done without hurting the users: "Everything was done by following the golden rule of information systems of TAP: change without loss of service to the business and users: it is like an iceberg - people only see the top, regardless of the sophistication of the processes of transformation and of the solution behind."
Access to a "Dropbox" intl will facilitate collaborative work
One of the new services which will be available very soon to all employees TAP is the lodging of documents, the OneDrive, similar to the popular "Dropbox". The files that are placed on the OneDrive of TAP - property of TAP, with their confidentiality agreements - are likely to be accessed, safely, in other mobile devices. Thus, the documentation there placed can be accessed from any location, at no extra cost. The document lies not only in a computer, but it is also synchronized with the Cloud of Microsoft, which allows the sharing and the possibility of working together, option that did not exist before, as well as access to files from smartphones and tablets.
For Microsoft, this was also a project beneficial. "TAP is a company that needs no introduction," says Bruno, and the success of this project made it in the interest of Microsoft the case study and dissemination of TAP as a company that adopted their services. "It is a relationship of win-win."
For users who are less familiar with these options Bruno Santos ensures that are already working on internal disclosure of these new services, which will be done in a phased manner, communicating the products available and how to get the most from their use.