Migrating Your Intranet to SharePoint Online

transcript

Migrating your Intranet to SharePoint Online

Rich Wood :: rich.wood@perficient.comNational Director, Modern Applications

Chris Hines :: chris.hines@perficient.comSenior Solution Architect (SharePoint), Modern Applications

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

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

WHAT MAKES US DIFFERENTP

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

PERFICIENT / MICROSOFT PARTNERSHIP

Solutions

Technology

PlatformsOffice 365

Websites & Social

Custom App DevPortals

On Premises

Email / IM

“ ”

Agenda

• The SP Online Difference • Key Features for Intranets• Governance Particulars• Provisioning• Migration Itself• Security, Compliance, and Privacy

WHAT’S SO DIFFERENT ABOUT THE CLOUD?

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

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

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)

WHAT TO PLAN FOR: KEY INTRANET ELEMENTS

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

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

Social + Search

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

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.

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

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

Publishing Full WCM Publishing is

supported in SharePoint Online

Great way to publish news

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

Compare Ribbons

Compare ribbons to assess functional differences e.g. SP 2013 Excel Web App:

SP 2010 Excel Client Application:

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

Customization Options

App Model Client-side Object Model REST/API Master Pages and CSS

What to do with my Farm-Level Solutions?

Can you scale it back to being a

sandbox solution?

If yes, you can maintain

existing code.

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.

GOVERNANCE

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

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

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

SITE PROVISIONING

- OR -

Site Provisioning – Default Experience

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

MIGRATION

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?

Migration Options Cannot use databases to migrate to SharePoint Online Migration options:

Manual Scripted 3rd party tool

Migration Tools

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

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

SECURITY MODEL

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

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

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

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

Share a Document with an External User

Share a Site with an External User

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

COMPLIANCE & PRIVACY

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

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

Thank You!