Microsoft Office 365 Bundle

Summary of Services offered

The Microsoft 365 subscription includes:

  • Windows Desktop Operating system
  • Office 365 productivity suite, Word (PowerPoint, Excel, Outlook)
  • Email and Calendar services
    • Bookings
  • SharePoint and OneDrive
    • Lists
    • OneNote
  • Intune Mobile Device Management
  • Teams
    • Planner
    • Shifts
    • Whiteboard
  • Power Platform including Power Automate, Power Apps, and Dynamics 365
  • Power BI
  • Additional Applications:
    • Forms
    • To Do

Overview

The Office 365 subscription includes Windows Desktop Operating system, the Office 365 productivity suite, and Email services. Please see the Office 365 License Matrix below for subscription options.

Your data in email, SharePoint, and OneDrive is securely retained and protected through retention policies, ensuring it remains accessible for future discovery or recovery.

    Included

    Email

    • Please see the Office 365 License Matrix below for subscription options
    • E-mail, calendar, and contacts
    • Account set-up
    • SPAM Filtering
    • Email anti-virus protection
    • Email encryption
    • Ability to send and receive e-mail to and from Internet recipients
    • Unlimited online archive
    • Enhanced compliance and security features

    Shared Mailbox (optional)

    • A generic email address ( i.e., Information.DAFS@maine.gov or EmployeeAssistance.DAFS@maine.gov), that both employees and customers can use to inquire about a specific topic or to make a request
    • Allow multiple staff members to monitor and reply to email sent to the shared email address, without exposing their own specific email addresses
    • Does not include online archive or legal hold
    • Each user who is assigned to monitor a shared mailbox must be a fully licensed user and have their own individual email mailbox
    • Does not require a separate Office365 license; mailbox size limit is 50 GB

    Note:  You cannot sign in to a shared mailbox directly

    Active Directory Only - Test Accounts

    • Licensed Office 365 account holders will NOT be charged for Active Directory Only test accounts
    • All test accounts not utilized within 90 days will be deleted
    • Test accounts for load testing will automatically be disabled after 30 days. An Assyst ticket will need to be created to enable test accounts, and a new password will be issued for the following 30 days

    Teams

    • Access to Teams from both web browser via the Office portal and from a Teams client application.
    • Ability to attend or initiate online meeting for up to 1,000 live participants
    • Ability to send and receive instant messages
    • Host online meetings with audio, video, and web conferencing over the Internet with up to 10,000 participants
    • Ability to share applications, desktop and electronic white board for collaboration purposes.
    • Presence awareness for other Teams users
    • Join meetings with a single touch or click from your computer or an Intune managed smartphone, or tablet
    • Ability to host online voice, video or presentations with Non-State of Maine participants, including the general public
    • Integration with Office 365 applications such as Word, PowerPoint, Excel, Outlook, and OneNote

    Teams Premium

    • All the features in Teams
    • Add organization branding to meeting lobbies
    • Customize meeting backgrounds for your organization
    • Manage what attendees see
    • Hide attendee names
    • Prevent users from sharing content when attending external Teams meetings
    • Send custom and reminder emails to registrants for webinars
    • Create a webinar wait list
    • Advanced town hall features and capacity

    For rates/costs, please see the MaineIT Rate Table 

    OneDrive for Business

    OneDrive for Business is personal online storage space in the cloud

    • Store your work files in OneDrive for Business and access them from multiple devices with ease and security
    • Share your files to business colleagues as needed
    • Edit Office documents together in real time with Office Online
    • Sync files to your local computer using the OneDrive for Business sync application

    PowerBI

    Power BI is a collection of software services, apps, and connectors that work together to turn your unrelated sources of data into coherent, visually immersive, and interactive insights. Your data may be an Excel spreadsheet, or a collection of cloud-based and on-premises hybrid data warehouses. Power BI lets you easily connect to your data sources, visualize and discover what’s important, and share that with anyone or everyone you want. https://docs.microsoft.com/en-us/power-bi/power-bi-overview

    • Self-service and modern BI
    • Collaboration, publishing, sharing, and ad hoc analysis
    • Fully managed by Microsoft
    • Account Management
    • Health check, risk assessments, and reviews
    • Training and workshops
    • Developer support
    • Training portal

    Reach out to your application development team to setup a new Power BI workspace. 

    Applications and process built on this platform are self-service, State of Maine IT staff will be available to help you troubleshoot connectivity and permissions issues, but report development and design are up to the end user. 

    SharePoint Online

    • Access is limited to State of Maine users and named guests
    • Management of the SharePoint site and settings are the responsibility of the designated site collection administrator
    • Share information and track activities
    • Seamless integration with Microsoft Office 365 tools (Excel, Word, etc.)
    • Document repository with version control and management

    Intune Device Management

    MaineIT device management service is hosted on Microsoft Intune. This is a cloud-based enterprise mobility management (EMM) service that helps enable the State’s workforce to be productive while keeping State data protected. The service consists of Microsoft’s Intune Company Portal and the user’s, state owned devices or authorized personal mobile device.

    • Remote access to e-mail, calendar and contacts, Teams, OneDrive for Business
    • Allows users to have mobile access to other State of Maine applications, such as Microsoft Office 365, and resources as they become available
    • Manages use and access to authorized mobile applications
    • Ensures devices and applications are compliant with State security requirements
    • Allows deletion of state applications and removal of the device’s ability to access state resources if the device is lost or stolen
    • Service Facts: Cell Phones & Other Mobile Devices
    • License up to five devices
    • User account set-up on Intune
    • Technical support for Intune
    • Ability to enroll Apple macOS devices and configure security and Wi-Fi settings
    • Supported Mobile Operating Systems
    • NOTE: Mobile devices can be configured to send and receive State of Maine email. Request that your supervisor contact your agency Telco/Wireless Coordinator. They will obtain the mobile device and complete the device configuration. MaineIT will then enable access to email, calendar, and contacts and other features listed above

    NOTE: Many mobile devices running Android and iOS can be configured to send and receive State of Maine email; Request that your supervisor contact your agency Telco/Wireless Coordinator. They will be able provide guidance for submitting a request via Assyst to MaineIT. MaineIT will then enable access to email, calendar, and contacts.

    Excluded:

    • Mapped network drives are not provided to Intune devices
    • Vendor Cloud Hosting Services
    • Hosting Services

    Service Level Targets & Availability

    • The standard production published service level agreement can be viewed at the following link: Standard_SLA_CTS_Production Services 
    • Normal, default coverage is 7AM – 5PM, Monday – Friday. 24x7 coverage is available for systems with a specific need for this type of coverage. To have 24x7 coverage; MaineIT needs to receive a written business justification. Once justification has been approved, MaineIT will work with the business on an SLA for the specific systems. Additional charges associated with extended coverage will be defined in the SLA
    • If you do not have a Microsoft 365 license, and one needs to be procured for you, it may take up to a week to arrange this. For this reason, MaineIT requires two weeks to complete user transfers and new hires

    Service Rates: Please see the MaineIT Rate Table 

    Options Available for Additional Charge

    • General

      • All project work is billable
      • All audit related work is billable
      • All costs associated with indefinite hold requests will be direct billed
    • Shared Mailbox Plan 2 - All of the features of a shared mailbox plus:

      • Unlimited online archive
      • Ability to place the mailbox on a Litigation Hold
      • For rates/costs, please see the MaineIT Rate Table 
    • Teams Premium
      • Make every meeting more personalized, intelligent, and protected. 
      • For rates/costs, please see the MaineIT Rate Table 
    • Rate associated with mail recovery:
      • There may be an additional charge for extended mail recovery
    • Mobile Options, available through your Wireless Coordinator
      • Bluetooth headset
      • Carrying case
      • Screen protector
      • Vehicle adapter
      • Extra power adapter
    • Power BI - for Kiosk Users
    • Microsoft Planner
    • Microsoft Visio

    Technical Specifications

    State of Maine – Microsoft 365 License Options

    Features G3 Kiosk Exchange Shared Mailbox
    Plan 2    		  
    Operating System Windows 11 Windows 11 No  
    Active Directory Included Included No  
    Mailbox Size 100 Gigabytes 2 Gigabytes, Email through Office 365 Online 100 Gigabytes  
    Unlimited Archive with Legal Hold Included Included Included  
    Email Encryption Included, automatic, rules based Included No  
    SharePoint Included Included No  
    Office Suite

    Office 365 - Outlook, Word, Excel, Access, PowerPoint, Publisher, OneNote, OneDrive, Teams

    		 Office 365 Online Only – Word Online, Outlook Online, Excel Online, PowerPoint Online, OneDrive Online, OneNote Online No  
    Office Online Included Included No  
    Instant Messaging Teams Teams No  
    OneDrive Included Included No  
    OneDrive Storage 5 Terabytes 2Gigabytes No  
    Mobile, Intune Included, up to 5 devices Included, licensing for one mobile device No  
    Multi-Factor Authentication (MFA) Included Included No  

    MaineIT Services Included in the Bundled Rate

    Limits

    Customer Expectations

    • Disclosures of any security requirements
    • Individual users follow state IT use rules and policies, including all security policies
    • A contact person and backup are designated to interface with the MaineIT team
    • Any issues or problems with this service are reported to the MaineIT team as promptly and with as complete information as is feasible
    • All third-party applications are the responsibility of the user
    • Data management – all data is owned by the user’s department and subject to departmental rules
    • Department is responsible for valid license selection and tracking
    • For SharePoint, groups and teams, the site owner/administrator is responsible for managing administration of the site, lists, document repository, data and all other end user configuration options
    • Request for O365 licenses require a two-week notice.
    • Training – self-service and paid training is available. Please visit the Office 365 Portal (Internal Only) for more information.
    • Billing for licenses will start once the license has been issued to the Agency

    To get help or order services:

    • Submit a request to MaineIT Service Center at 624-7700
    • Enter an Assyst service request
    • Provide name of account to be enabled and the type of service requested