Migrating Your Intranet to SharePoint Online
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Migrating Your Intranet to SharePoint Online

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* What makes SharePoint Different
* Key features for intranets
* Governance Particulars
* Migration
* Security, Compliance and Privacy

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  • Why not include Sharegate in the migration tools section? Very simple to use and works great with SharePoint Online or Office 365. More choices never hurts :)
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  • dont have to worry about sizing, infra, caPACITY Planningleft with monitoring the service and seeing if the thing is on or notgood to know this and not just focus on what we can't do
  • Example: we have a client who does mysites on prem and points to cloud for others (cloud points onprem for mysites)

Migrating Your Intranet to SharePoint Online Migrating Your Intranet to SharePoint Online Presentation Transcript

  • Migrating your Intranet to SharePoint Online Rich Wood :: rich.wood@perficient.com National Director, Modern Applications Chris Hines :: chris.hines@perficient.com Senior Solution Architect (SharePoint), Modern Applications
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 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 3
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential WHAT MAKES US DIFFERENT 4 Projectsize,BreadthofExpertise 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 Local Boutiques
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential PERFICIENT/MICROSOFTPARTNERSHIP
  • Solutions Technology Platforms “ ”
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Agenda • The SP Online Difference • Key Features for Intranets • Governance Particulars • Provisioning • Migration Itself • Security, Compliance, and Privacy
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential WHAT‟S SO DIFFERENT ABOUT THE CLOUD?
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential SharePoint as a Service 9  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Online vs. On-Premises 10 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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Boundaries and Limits 11  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)
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential WHAT TO PLAN FOR: KEY INTRANET ELEMENTS
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Search 13  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Yammer – Here and now 14  Microblogging with features like:  Follow users and sites  Like posts  @Mention users  #Tag posts  Newsfeeds  Groups  Integrate LOB data from other applications
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Social + Search 15
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 16 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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 17 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.
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Managed Metadata 18  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Lists, Libraries & Calendars 19  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Publishing 20  Full WCM Publishing is supported in SharePoint Online  Great way to publish news
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Office WebApps 21  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Compare Ribbons 22  Compare ribbons to assess functional differences e.g.  SP 2013 Excel Web App:  SP 2010 Excel Client Application:
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential SkyDrive & Document Sync 23  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Customization Options 24  App Model  Client-side Object Model  REST/API  Master Pages and CSS
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 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.
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential GOVERNANCE
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 27  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 28  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 29  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential SITE PROVISIONING
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 31 - OR - Site Provisioning – Default Experience
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 32  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential MIGRATION
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 34
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Common Migration Questions 35  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?
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Migration Options 36  Cannot use databases to migrate to SharePoint Online  Migration options:  Manual  Scripted  3rd party tool
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Migration Tools 37
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Migration Development 38  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential Migration Plan 39  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential SECURITY MODEL
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 41  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 42  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 43  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 44  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 45 Share a Document with an External User
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 46 Share a Site with an External User
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 47  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential COMPLIANCE & PRIVACY
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 49  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
  • © 2013 Perficient incorporated, All Rights Reserved. Perficient Confidential 50  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!