6 things to look for in a Microsoft Teams provisioning and document sync product vendor

6 things to look for in Microsoft Teams provisioning and document sync product vendor 
26 January 2022 · 4 min read
Given the current state of hybrid work across the industry, sooner rather than later, your firm is going to have to decide on a provisioning platform for your Microsoft Teams needs. Now that we know for sure that we’re keeping this hybrid model of work, we will need our documents synced, secured, and accessible.
Your next step is finding your vendor. These are the people who will help you have all the tools you need in a platform. A decision like this should be well thought out and well-analyzed. Here at Prosperoware, we have put together a guide that may help you in your provisioning journey. 
In this blog, we will go through six things to look for in a Microsoft Teams provisioning and document sync product vendor.
Features & Roadmap
When searching for a provisioning engine, you would be amazed by the sheer number of product demos that are out there. Because of this, it can become difficult to lock in on what features and capabilities for which you should be on the lookout.
Sometimes, the vendors promise to meet your requirements, but they might be doing expensive scripting work instead of providing first-class product features. You need to know about product documentation, software architecture documents, security architecture, complete feature sets. It is equally important to ask the vendor for an 18-24 month product roadmap.
You must know about the commitment and investment in the future of the product and make sure you know everything about the latest updates and how these new versions will get deployed. Not only will this give you a greater understanding of the work that goes into provisioning, but it will also allow you to pick the best vendor for your provisioning and governance needs.
Upgrade Cost and Time
Not all vendors have the same philosophy when it comes to upgrading their platform. It’s important to ask if the software upgrade is automatic (if the vendor’s software is in the modern cloud, it should be automated with zero-touch), what is the total downtime/outage and total time to upgrade, and what is the true cost of the upgrade (if the upgrade requires any professional services from the vendor or partners).
A good cloud vendor should provide upgrades at no cost, with zero or little downtime/outage, auto-upgrade without human interventions, and zero or little cost of re-configuring or training staff on major versions. Minor version upgrades should be frequent, automatic, and completely free.
Vendor Relationship
When you look for Microsoft Teams Governance solution, you are probably looking for a vendor with a deep knowledge of Microsoft products & APIs and strong relationships with Microsoft. It is also essential to understand the vendor’s relationship with other key legal vendors software vendors such as iManage, NetDocuments, Thompson Reuters, and others.
Ask if the vendor has certified or experienced developers and solution consultants on their team? Ask if they’re an official partner of Microsoft, iManage, NetDocuments, or Thompson Reuter? If they are an official partner, do iManage, NetDocuments, and Thompson Reuters see the vendor as a strategic partner, or do they see them as a competitor? Does the vendor have early access to APIs or beta versions?
These are some key questions that you need to have answered to decide on a reliable vendor that knows what they’re doing and that has excellent relations and partnerships with the leading organizations and companies involved in governance solutions.
Total Cost of Ownership
Pricing strategies vary from vendor to vendor. Some have software licenses, some have subscriptions plus implementation fees plus the cost of cloud computing, and some play games by reducing the software subscription fees but increasing the implementation fees.
Pricing strategies vary from vendor to vendor. Some have software licenses, some have subscriptions plus implementation fees plus the cost of cloud computing, and some play games by reducing the software subscription fees but increasing the implementation fees.
You should calculate and compare all costs over three years and evaluate your true cost of ownership. Always consider hidden costs like performance, maturity, vendors support and response time, industry experience, documentation, the actual cost of running on-premises, in private cloud, or real cloud.
Security and Compliance Credentials
Is the vendor certified? Compliance credentials such as ISO 27001, SOC2 TYPE2 show you the maturity of the vendors and the types of processes the vendors have in place to ensure security and uninterrupted services to their cloud services. You want to ensure that they’re getting these certificates every year.
You also want to check if your vendor solution is 3rd party Pen tested. A vendor should be able to provide you a certificate, and also, it’s essential that vendors perform such testing frequently and at least on all major versions.
Support and Documentation
Good vendors have public documentation so customers can find relevant information via search engines. Such documentation gives an overall idea about the products’ stability and maturity, the vendor’s commitment and frequency to add new features, fix bugs, etc.
For enterprise software, post-deployment support is critical to running day-to-day business operations. You want to make sure the vendor has trained staff who can quickly resolve your issues in a timely manner. Ask vendors to provide their support KPIs such as average response time, the total time to resolve issues, customer support agent to numbers of ticket ratio, satisfaction ratings for last 90 days, etc.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of multiple collaboration systems. It allows organizations to provision, classify, protect, manage, and govern data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich, custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, files shares, and more to come.
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Gain advanced templating ability to support complex business processes.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

Want to see CAM in action?

Want to see CAM in action?

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