Migrating your Intranet to SharePoint Online
Rich Wood :: [email protected] Director, Modern Applications
Chris Hines :: [email protected] Solution Architect (SharePoint), Modern Applications
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Speaker Bio – Rich Wood
• National Director, Modern Applications @Perficient
• Contributing Author, CMSWire• Member, MSFT SharePoint PAB• SP Saturday – November 2 – Yammer,
Office, and why “User Adoption” is dead
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A national IT & Marketing consulting firm, with expert teams focused on helping our clients implement compelling, useful customer experiences.
Fast Facts:• Founded 1997
• $380 MM+ in annualized revenues
• 24 locations in North America
• Offshore in Europe, China and India
• 2200 + employees
• 80% of revenue from recurring clients
• Served 450+ clients in past 12 months
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WHAT MAKES US DIFFERENTP
roje
ct s
ize,
Bre
adth
of
Exp
ertis
e
Expertise, Efficiency & Value, Client Importance
As compared to local boutiques• Bring solutions expertise & capital
• Deep technology expertise
• Disciplined project execution
• Scale to handle large project
As compared to large integrators• Highly experienced consultants
• Local and national delivery model
• Collaborative & integrated approach
• Cutting-edge but not overreaching
• Superior value
Big 5 & Large Integrators
LocalBoutiques
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PERFICIENT / MICROSOFT PARTNERSHIP
SQL
Solutions
Technology
PlatformsOffice 365
Websites & Social
Custom App DevPortals
On Premises
Email / IM
“ ”
BI
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Agenda
• The SP Online Difference • Key Features for Intranets• Governance Particulars• Provisioning• Migration Itself• Security, Compliance, and Privacy
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WHAT’S SO DIFFERENT ABOUT THE CLOUD?
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SharePoint as a Service No Infrastructure worries Geographically distributed datacenters Continuous data backup and disaster recovery Monitoring the servers 24/7 Upgrades are handled by the service Service Description
http://technet.microsoft.com/en-us/library/jj819267.aspx
Detailed SharePoint Health status by feature
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Online vs. On-Premises SharePoint 2013 Online will offer many new features when compared to previous versions of SharePoint. However there are some limitations to be aware of when comparing SharePoint 2013 On-Premises and SharePoint Online. Some of the limitations:
No Farm Solutions i.e. no Full-trust server-side code (there are several alternatives).
Lists cannot be email enabled. The Content Search WebPart is not available Online (some alternatives) No Host Header Site Collections nor Custom Managed Paths WCM Cross Site Publishing, Analytics and Catalog No Search Entity Extraction nor Extensible Content Processing No Usage Analytics
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Boundaries and Limits Be aware of the Software Boundaries and Limitations http://
office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/sharepoint-online-software-boundaries-and-limits-HA102694293.aspx
Log on handshake and URLs i.e. we must use .sharepoint.com – but this may be changing soon
Highlights 100GB per Site Collection 3,000 Site Collections per Tenant 2,000 subsites per Site Collection File upload limit 250MB per file No special Online limits per List or Library, refer to SharePoint 2013 limits New SkyDrive Pro limit: 25 GB OOB (was 7GB), you can pay for more (up to 100GB)
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WHAT TO PLAN FOR: KEY INTRANET ELEMENTS
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Search Huge advance in Search since 2010! New 2013 engine based upon FAST Better relevancy and deep refinement More configurable Search WebParts Customize results with Display
Templates Query Rules for Search result logic Improved Refiner UI, more scalable Web Apps show in-line document
previews
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Yammer – Here and now
Microblogging with features like:
Follow users and sites Like posts @Mention users #Tag posts
Newsfeeds Groups Integrate LOB data from other
applications
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Social + Search
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User Profiles & MySite Discover experts via skills-based Search Organization Charts built from Manager View Social Activities Contact Information etc. Some fields from Active Directory
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User Profile Gotchas We can migrate standard profile properties (name,
email, job title, department) but that’s it There is no way using Microsoft tools to migrate and
push other profile properties from AD The unfortunate result: When you have lots of custom
properties there is no OOB way to push these onto SP online
One solution: Use client side scripting to push a user's current profile onto their own SP Online profile. The script runs individually for each user when they first access the site.
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Managed Metadata SharePoint Online supports Managed Metadata and the Term
Store Provides multiple taxonomies and ‘folksonomies’ Centrally managed terms Open or Closed Define synonyms Can import a taxonomy Type-ahead functionality for columns Used in Metadata Navigation
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Lists, Libraries & Calendars Everything is an ‘App’! Major User Interface improvements to most content types since SharePoint 2010
Ribbon-based administration More inline editing Search within a Library Better List and Library filtering
Highly scalable Lists & Libraries (up to 30 million items) Metadata Navigation Improved Calendar and Task User Interface
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Publishing Full WCM Publishing is
supported in SharePoint Online
Great way to publish news
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Office Web Apps Stating the obvious, Web Apps require the user to be
online! Can’t open TXT nor RTF in Word Can’t open CSV in Excel No right-click context menu in Excel Can’t create Pivot Tables in Online (but can view them
Online) Copy and Paste into PowerPoint can be a problem Use Web App to assess relevance in Search Compare the ribbons
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Compare Ribbons
Compare ribbons to assess functional differences e.g. SP 2013 Excel Web App:
SP 2010 Excel Client Application:
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SkyDrive & Document Sync
Office 2013 has the SkyDrive Pro Sync client There is also the Standalone SkyDrive Pro Sync Client
Can be installed side-by-side with previous versions of Office (2010, 2007 etc.)
Can’t install mixed 64 and 32-bit Limits:
20k items in your SkyDrive Pro 5k Items in other Libraries Download files up to 2GB
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Customization Options
App Model Client-side Object Model REST/API Master Pages and CSS
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What to do with my Farm-Level Solutions?
25
Can you scale it back to being a
sandbox solution?
If yes, you can maintain
existing code.
No?
Embrace the app model and make it an online solution.
Hybrid model -- keep farm solutions (incl. Search, BI) on premise and move to cloud in
lighter / more appropriate workloads.
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GOVERNANCE
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Exists to help prevent a system becoming unmanageable Guidebook outlining:
Administration Maintenance Support
Rules for the appropriate use of SharePoint Identifies lines of ownership Involves strategic business decisions Also involves operational tasks to keep the system running
Governance Plan
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Executive Sponsor(s) Senior Executive(s) ultimately responsible for SharePoint
Governance Core Team Business owners providing strategic insight and direction for SharePoint
Technical Team Operations
Infrastructure IT resources providing operational support and monitoring. Support
Support site owners and administrators Application questions and problems requiring resolution
Developers Technical specialist responsible for the customization and advanced
configuration.
Leadership & Teams
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Tenant Administrator(s) Responsible for the configuration of the O365 Tenant and SharePoint Online
Administration Site Collection Administrators
Responsible for individual Site Collections Infrastructure Resource (ADFS / DirSync)
Responsible for the synchronization of users to O365 Business Owner
Responsible for owning and directing specific areas of SharePoint End-Users
Site Owners, Members and Visitors External users Kiosk users
KEY: Individual Roles for SharePoint Online
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SITE PROVISIONING
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- OR -
Site Provisioning – Default Experience
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Via an App - Roll your own Control the Form Specify Template Specify Features Site or Site Collection App permissions required?
Site Provisioning - Custom
Example http://blogs.msdn.com/b/richard_dizeregas_blog/archive/2013/04/04/self-service-site-provisioning-using-apps-for-sharepoint-2013.aspx
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MIGRATION
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Common Migration Questions What percentage of the content do we want to migrate? Is there stale or unwanted data we do not need to migrate? What are the desired visual changes in the target system? What is the desired/required alteration of the information architecture? What formats reside in the source system? Does content need to be transformed? Modified in bulk or selectively? To what degree is metadata being leveraged in the source today?
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Migration Options Cannot use databases to migrate to SharePoint Online Migration options:
Manual Scripted 3rd party tool
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Migration Tools
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Migration Development Early tests with multiple tools Latter tests with one selected tool Test good variety of Sites, Content Types and Features Test sizable volume so as to estimate overall migration time Test target SharePoint Online Validate migration tool
Install Tools
Evaluate Tools
Select Tool
Refine Migration Settings
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Migration Plan Defines the migration process Outlines schedule References UAT testing References success criteria Aligns with OCM plan Defines disaster recovery
Full Copy to SP Online
Incremental Updates UAT
Final Incremental
Cut over
Source Read-only
Success Criteria
DR
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SECURITY MODEL
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Licensed ‘E’ User e.g. E3 Information worker Spends 80% of their work day at a computer Larger email box
Kiosk User e.g. K1 E.g. Retail associates, couriers, manufacturing workers Spends less than 10% of their work day at a computer Smaller email box
External User Granted free access to your SharePoint Online site Not a licensed user within your organization Not an employee, contractor, nor onsite agent for either you or an affiliate
Types of SharePoint User
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Kiosk User can do many things an ‘E’ user can. However they cannot…. Access Site Mailboxes Use the Variations feature for multi-lingual sites Access the Newsfeeds Social Micro-blog
Limited SkyDrive Pro functionality – can SYNC to libraries but do not have their own storage
Kiosk User Highlights
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Use Office Web Apps for viewing and editing documents in the browser
Inherit the use rights of the Office 365 customer who is inviting them to collaborate on a site
Perform tasks on a site consistent with the permission level that they are assigned e.g. Member
Navigate to sub-sites within the site collection to which they were invited
View site feeds
External Users Can
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Create their own personal sites Have their own SkyDrive Pro document library See the company-wide newsfeed. Edit their own profile or change their photo Be an administrator for a site collection Access the Search Center and execute searches against
“everything” External users do not add quota to the overall tenant storage
External Users Cannot
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Share a Document with an External User
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Share a Site with an External User
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Assigned SharePoint License Cloud and Synchronized Active Directory Groups Global Administrator to get access to SharePoint Admin Site Collection Administrators
Primary – Single User Site Collection Admins – Multiple users and/or groups
Site Groups Owners – Full Control Members - Edit Visitors – Read
Site level - add create new groups Site level - add Permission Levels Default inheritance from parent site Break inheritance
Security Hierarchy
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COMPLIANCE & PRIVACY
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ISO 27001 (International Organization for Standardization) FISMA (Federal Information Security Management Act) HIPAA, with Business Associate Agreement memorializing implementation of physical,
technical and administrative safeguards, and breach notification requirements of ARRA/HITECH
EU Safe Harbor EU Model Clauses O365 for health Organizations:
http://www.microsoft.com/health/en-us/products/Pages/Microsoft-Office-365.aspx
Third Party Products: AvePoint’s Compliance Guardian – 2014
Compliance
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Customers own their data Data is stored “in region” e.g. North America (Primary and DR) All data is portable and can be downloaded at any time If data is accessed inappropriately customers will be informed Data is not mined for advertising purposes The service does use Cookies for:
Storing users’ preferences and settings. Sign-in, authentication, and fraud detection. Site analytics.
Top 10 trust tenets: http://office.microsoft.com/en-us/business/office-365-trust-center-top-10-trust-tenets-cloud-security-and-privacy-FX104029824.aspx
Privacy Statement: http://www.microsoft.com/online/legal/v2/?docid=43&langid=en-US
Privacy
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