Office 365 Migration Planning

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Credera was proud to be a Platinum Sponsor of the Share Cloud Dallas 2012.

Jesus Salazar, a Principal with Credera and member of Microsoft’s SharePoint Development Advisory Council, presented on the topic of Office 365 Migration Planning.

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  • Working as a consultant focusing on MS and SharePoint most of my careerHad the opportunity to work with some of the best and brightest in SharePoint space, helping build SharePoint 2010
  • Providing a very high level overview of Office 365. Not Office 365 101 class so we are assuming everyone is at least familiar with what it is. We will just touch on this before getting into our methodology
  • This slide talks about the trends driving the future of productivity and what we are hearing from our customers. Use this slide to set the stage for the FOP conversation.Increasingly Challenging Environment Consumerization of ITInsecure, risky consumer-grade applications installed by enterprise usersDemand for popular capabilities (social networks, IM, blogging, mashups, etc.) at workSharing of enterprise data on public networks (LinkedIn, Facebook, etc.)Multigenerational workforce3 generations – Boomers (b.1946-1962), GenX (1963-1980), Millennials (b.1981-2000) with different workstyles and attitudes toward technology80 million Millennials in US, 3.6B worldwide – 4 million enter US workforce each yearBoomers deferring retirement, second careersRise of the CloudMain customer concerns: control, security – still questions about cloud in minds of some20% Of Businesses Will Own No IT Assets by 2012Most enterprises looking at hybrid cloud/on-premise deploymentsInfrastructure cost and complexityToo many systems/vendors in data centerAverage $1 B company maintains 48 disparate financial systemsComplicated by M&A activity, need to maintain legacy systemsDiverse and distributed workforceRemote workers – 84% of organizations have a remote workforceIncreasingly sophisticated mobile apps, mobile devicesIncreasing use of contingent staff, contractors, outsourcing
  • Here are some of the companies recognizing these trends and leveragingMicorosoft Online Services to meet demands! Some of the largest and well known organizations in the world are using MOS in some capacity.Hopefully most of you here are wanting to know how YOU get there
  • Below is a three phase approach to migrating to office 365We will drill down into each of the key activities of this methodology but let me walk you through them at a high levelPlan – Inventory, planning hardware, network, bandwidth, determining what you actually need/want in the cloudPrepare – Probably the largest of the phases, This phase is basically where you do any up front activities you can do without impacting day to day operations, preconfiguring, and building scripts, etc. Preparing for the actual migration or cutoverMigrate – The migrate phase when you actually pull the trigger and move into validation and support mode.The reason this approach works so well is that you can do a majority of the work before actually migrating, thus minimizing maintenance windows, end user impact, and risk.
  • Plan phase consists of the follow items. Now for the sake of time, we are going to focus on the core application acitivies here and will defer:Kickof meeting, Mobile, and communications plan until a later time.
  • Conduct bandwidth assessment Because you are taking a core set of likely existing IT services and branching them outside of your network, it is really important to have a good inventory of your network configurations. This is because firewalls, SSL certs, SSO, Federation all will impact various aspects of migration. Also, depending on what features you are deploying, your network and server usage patterns could significantly changePlan On-Premise Hardware Because of the all of the different options users have expecially with hybrid environments, on-premise servers may be requiredMail Enabled Applications Must be compatible with Exchange Web ServicesIdentify Mailbox Migration Co-existance or full cutovere Archiving and e-discovery storage management limitations, things like archive files, pst’s in the cloud
  • Plan to manage SharePoint Online. Also plan to maybe manage in two places.Plan sites and manage users Which sites are you going to migrate? What is the business case for migrating that site? Is the group distributed or not What branding does it need?Plan Content Metadata, content types How will navigation and search work Social features Keep in mind your limits (100gig, 300 site collections). If you did a good job with your site collections, you may be able to take good candidates (e.g. a giant swath of team sites and migrate). Otherwise as you stage in the migrate phase , you may need to re-partition some of your content.
  • Customizations Especially now, this takes a lot of planning. MS is opening up more and more with each release but you need to be careful to ensure you CAN deploy Be wary of 3rd party tools. Not all are certified to work in the Office 365Train MS has a good body of introductory videos, productivity hub, etc, are all pretty good. We recommend frequent formal and informal how tos and learning resources to be executed or launched frequently Monitor and maintain Storage should be closely monitored, especially initially Reporting is not fantastic as of yet but, auditing and other tools like google analytics can help you to get where you need to be.
  • For Lync, three big decisions you need to plan forWill you be able to connect to people outside your organization?Can you work with othere 3rd party IM productsHow can your users leverage Lync (Video Conferencing, Mac, Mobile, etc.)
  • Next lets talk about the prepare phase
  • First phase of the prepare phase is to configure infrastructure, Exchange, and mailboxes.There are nine steps to this phase which we will review with you now.Verify Domains Process in which MOS will verify against your domain registrarValidate Domain As part of this process you will need to add TXT or MX records to your registrar Once this is done and all setting have propagated you will go back to MOS portal and “Verify”Directory Cleanup Sync issues
  • Step 6, exchange coexistance is optional. You can do the cutover if you prefer and in that case, this is not required
  • Migrate mailboxesMigrating mail can take a while. From your planning you should have a good idea as to how long this will all takeMigrating can be done via Exchange in house migration tools or 3rd party tools depending on the circumstances
  • SharePoint out of all of these products is the fuzziest to migrate. This is because it is the most diverse product and different kinds of content.Migrate some content, need to have a the process in place for incrementals. Can migrate some content or pages ahead of time that won’t change. Frequently changing content may require a cutover during the migrate. At a minimum. You should have a plan, timeline, and approach all staged so you can “just do it” when it is time to migrate. For more complex environments, it may be good to set up a staging environment where you can test and vet all customizations.
  • Now we are all prepare, staged, and ready to go. Hopefully we have done enough pre-work to get up and running with relatively low risk and disruptions.
  • Migrate and sync exchangeSharePoint Execute the plan 3rd party tools can really help depending on your contstraints (e.g. Very limited department availability)Update DNS This is where you would set up your final routing so that requests are now put to your new environment.Configure Mobile Getting users all of the connectivity info for mobile accessValidate environment Execute test plans
  • Office 365 Migration Planning

    1. 1. Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkwaytechnology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111industry leaders. We provide expert, objectiveadvice to help solve complex business and 972-692-0010 Phone 713.496.0711 Phone 512-327-1112 Phone 303-623-1344 Phonetechnology challenges. 972-692-0019 Fax 713.401.9650 Fax 512-233-0844 Fax 303-484-4577 Fax
    2. 2. Office 365 Migration Planning Jesus J Salazar & Ben Mead CrederaCopyright © 2012 Credera. All Rights Reserved.
    3. 3. Speaker Introduction Jesus J Salazar, Principal • 12 years of experience with Microsoft-based technologies • Experience delivering IT solutions to medium and large businesses • Strong focus on SharePoint since 2003 • Microsoft Certified Professional • Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePointCopyright © 2012 Credera. All Rights Reserved.
    4. 4. Agenda • Setting the stage – Office 365 Overview – Why Office 365? • Recommended Office 365 Migration Approach – Plan – Prepare – Migrate • Additional Tips and Tricks • QuestionsCopyright © 2012 Credera. All Rights Reserved.
    5. 5. Office 365 OverviewCopyright © 2012 Credera. All Rights Reserved.
    6. 6. Access to the most popular Real-time client tools on the collaboration planet and communication World-class collaboration and information Mainstream email sharing and messaging platformCopyright © 2012 Credera. All Rights Reserved.
    7. 7. Security Updateability Reliability Accessibility ComplianceCopyright © 2012 Credera. All Rights Reserved.
    8. 8. Why Office 365?Copyright © 2012 Credera. All Rights Reserved.
    9. 9. 9
    10. 10. Companies using MS Online Services How do YOU get to a point where “The Cloud” is working for you?Copyright © 2012 Credera. All Rights Reserved.
    11. 11. Office 365 Migration ApproachCopyright © 2012 Credera. All Rights Reserved.
    12. 12. Office 365 Migration Approach Plan Prepare Migrate • Conduct Kickoff Meeting • Configure • Migrate and synchronize • Plan Infrastructure and AD, Exchange, and Exchange Mailboxes Exchange Online • Migrate SharePoint content • Plan SharePoint Online • Configure Lync Online to SharePoint Online • Plan Lync Online • Configure SharePoint • Update DNS to point to Online Office 365 • Plan User-Experience • Configure client computers • Configure mobile • Plan Mobile and end-user experience connectivity • Develop Training and • Validate Environment Communications PlanCopyright © 2012 Credera. All Rights Reserved.
    13. 13. Plan Plan Develop Conduct Plan Plan Infrastructure Plan Lync Training and Kickoff SharePoint End-User Plan Mobile and Exchange Online Commun- Meeting Online Experience Online ications PlanCopyright © 2012 Credera. All Rights Reserved.
    14. 14. Plan Infrastructure & Exchange Online • Number of concurrent client machines Conduct Bandwidth Assessment • Network segments and network connections • Video Conferencing • Directory Synchronization, ADFS, SSO, Exchange Plan On-Premise Hardware Hybrid Environments • Lync On-Premise may require Lync Edge • Inventory SMTP relay sources Identify current Mail Enabled • Identify which 3rd party applications are in use Applications • Must be compatible with Exchange Web Services Identify Mailbox Migration • Hybrid, Simple Coexistence, or full Cutover? Methods and Tools • Legal hold needs, and expectations (e.g., migration • Understand the storage management limitations velocity, coexistence, etc.)Copyright © 2012 Credera. All Rights Reserved.
    15. 15. Planning Tools • Office 365 Deployment Readiness Tool • Analyzes and gathers information regarding Domain and AD settings • Exchange, Lync, SharePoint, and End User environment settings • Network settings and configurations • http://community.office365.com/en-us/f/183/t/2285.aspx • Microsoft Assessment and Planning Toolkit • Not specific to Office 365 but helpful in Cloud Services Planning. • Robust inventory capabilities • http://technet.microsoft.com/library/bb977556.aspxCopyright © 2012 Credera. All Rights Reserved.
    16. 16. Tips, Tricks, and Pitfalls • Use the Planning Tools to speed up environment discovery • Coexistence is much more complex than cutover • Video Conferencing has a significant impact on Bandwidth Usage • Moving to the cloud may require NEW on premise hardware investment • Federation is more than a few checkboxesCopyright © 2012 Credera. All Rights Reserved.
    17. 17. Plan SharePoint Online • Global Site Collection Plan to manage Settings, Intranet / Extranet / SharePoint Online by using the Internet Administration Center • User Profiles, MySites, Site Collection Admins • InfoPath Services, BCS, Managed Metadata • Site Collections, Site Permissions • Site Features Plan Sites and Manage Users • Branding and “Look and Feel” • Avoid migrating highly customized sites • Metadata, Content Types • Navigation and Search Plan Content on Sites • Social Tagging and Notes • Up to 300 Site Collections limited to 100 gigs eachCopyright © 2012 Credera. All Rights Reserved.
    18. 18. Plan SharePoint Online • BCS is now included as of November 2011 Plan Customizations and • Not all 3rd party add-ons are created the same Solutions • SharePoint Designer, InfoPath 2010, Office, VS 2010 • Leverage introductory videos provided my MS • Formal presentations, informal lunch and Train and Support Users learns, self-paced instructional videos • Departmental or team champion “Super Users” • Storage should be closely monitored Plan to Monitor and Maintain Site • Event Auditing to make educated decisions Collections and Sites • Improving Search through reportingCopyright © 2012 Credera. All Rights Reserved.
    19. 19. Tips, Tricks, and Pitfalls • Make use of Site Collections, your limit is now 100 gig • Don’t plan on heavily customizing or branding MySites • Release and deployment planning for new sites and content doesn’t disappear just because its in cloud • Utilizing Sandbox solutions is mandatory for many features and functions to operate correctly • You do not have access to deploy solutions that interact with the web application, which limits deployment optionsCopyright © 2012 Credera. All Rights Reserved.
    20. 20. Plan Lync Online • Connect to Lync users outside of your organization • Your Lync On-Premise can be federated as well Plan Domain Federation (requires different SIP domains) • Lync Coexistence is coming! • Windows Live is Supported • AOL and Yahoo are not supported Public IM Connectivity • This is an all or nothing setting, no blocking or unique configurations for different companies or IM providers • Lync 2010 Windows, Lync for Mac 2011 • Outlook Web Application, Lync Web Application Client Tools • Lync Attendee for Online Meetings • Lync Mobile (Windows Phone, iPhone, iPad, Android)Copyright © 2012 Credera. All Rights Reserved.
    21. 21. Tips, Tricks, and Pitfalls • Use of Public IM connectivity in Office 365 is not equivalent with Public IM connectivity using Lync on- premise • Training and education materials for Mac users will need to be customized, as most free materials from Microsoft focus exclusively on the Windows client experienceCopyright © 2012 Credera. All Rights Reserved.
    22. 22. Plan End-User Experience There are two types of end user experiences, web and rich user experience Web Experience Rich End User Experience • Internet Explorer 8 • Microsoft Office 2010 • Firefox 3 • Microsoft Office 2007 SP2 • Chrome 6 • Microsoft Office 2008 for Mac and • Safari 4 Microsoft Entourage® 2008 Web • Later versions of these… Services Edition • Microsoft Office 2011 for Mac • Office Web Apps • Microsoft Lync 2010 • Office 365 desktop setupCopyright © 2012 Credera. All Rights Reserved.
    23. 23. Tips, Tricks, and Pitfalls • Leverage the Productivity Hub for educating users on how best to exploit the Office platform they will utilize with the MS Online Service • Rolling out a new version of MS Office will increase support calls; be sure your service desk is ready • If you don’t currently have a software distribution method, consider leveraging Windows In-Tune to help smooth the deployment effortCopyright © 2012 Credera. All Rights Reserved.
    24. 24. Office 365 Migration Approach Plan Prepare Migrate • Conduct Kickoff Meeting • Configure • Migrate and synchronize • Plan Infrastructure and AD, Exchange, and Exchange Mailboxes Exchange Online • Migrate SharePoint content • Plan SharePoint Online • Configure Lync Online to SharePoint Online • Plan Lync Online • Configure SharePoint • Update DNS to point to Online Office 365 • Plan User-Experience • Configure client computers • Configure mobile • Plan Mobile and end-user experience connectivity • Develop Training and • Validate Environment Communications PlanCopyright © 2012 Credera. All Rights Reserved.
    25. 25. Prepare Configure client Configure AD, Configure Configure Lync computers and Exchange, and SharePoint Online end-user Mailboxes Online experienceCopyright © 2012 Credera. All Rights Reserved.
    26. 26. Configure AD, Exchange, & Mailboxes 1. Verify Your Domains • Add domains via MOS Portal • Capture Online Addresses, Aliases, Host Names 2. Validate Domains using TXT Records • Add TXT or MX records to DNS Registrar as requested by MS Online • Routes employee requests to Office 365 3. Directory Cleanup • Cleanup your on premise AD and update Schema • Very Important to avoid Sync issuesCopyright © 2012 Credera. All Rights Reserved.
    27. 27. Configure AD, Exchange, & Mailboxes 4. Single Sign-On • Install and Configure Active Directory Federation Services • Activate SSO 5. Directory Sync • Install and Configure Directory Synchronization Tools • Activate Directory Synchronization 6. Exchange Coexistence Services • Install and Configure the Exchange 2010 coexistence server(s) • Configure DNS and Certificates and ActivateCopyright © 2012 Credera. All Rights Reserved.
    28. 28. Configure AD, Exchange, & Mailboxes 7. Assign Licenses • Assign Licenses to Users • Enables Exchange, Lync, and SharePoint Online 8. Install Client Applications • Install Client Applications (Office 2010 or Office 2007 SP2) • Office 365 Desktop Setup 9. Migrate Mailboxes • Leveraging Your Exchange Migration Strategy, Migrate Mailboxes • Support post-migration incident resolutionCopyright © 2012 Credera. All Rights Reserved.
    29. 29. Tips, Tricks, and Pitfalls • Keep your exchange migration window as small as possible, don’t drag it out! • Break users into migration groups if necessary to keep things simple • If you intend to utilize a long-term coexistence model, plan for support with legacy platforms and services • Clean up your Active Directory service sooner than later • Identify before you start the dir-sync, if there are users you wish to exclude from federationCopyright © 2012 Credera. All Rights Reserved.
    30. 30. Configure Lync Online 1. Enable firewall ports for Lync conferencing servers 2. Disable authentication for Lync Online audio and video traffic when an authenticating HTTP proxy is employed 3. Allow User Datagram Protocol (UDP) traffic for better Conferencing Experience 4. Perform Network Optimization for Conferencing Experience 5. Enable Public IM and Federation (if necessary)Copyright © 2012 Credera. All Rights Reserved.
    31. 31. Tips, Tricks, and Pitfalls • Prepare for the necessary DNS service record changes before you start the installation process • Use the checklists provided by Microsoft, and do not skip any steps under the assumption they are not necessary • Have a formal test plan for Lync usage both onsite, remote and for anonymous users before you initiate pilot testing, or you will be testing for a very long time • User driven adoption of the platform is often more effective than a formal service announcement from ITCopyright © 2012 Credera. All Rights Reserved.
    32. 32. Configure SharePoint Online 1. Inventory On-Premise content and customizations •Focus on migration Candidates •Keep in mind usage patterns (remote access, distributed teams, non-standardized users) 2. Determine roadmap for all customizations •Can a sandboxed solution be implemented? •Does this customization leverage any features not currently available in Office 365 3. Package all customizations into WSPs 4. Migrate content •No content migration support •Be wary of “date modified” and “modified by” fieldsCopyright © 2012 Credera. All Rights Reserved.
    33. 33. BCS Now Available! SharePoint onlineCopyright © 2012 Credera. All Rights Reserved.
    34. 34. Tips, Tricks, and Pitfalls • Take full advantage of the opportunity to review hierarchies and archiving plans prior to migration • Test your migration process early and often • Have a mature production migration process (using WSPs) when deploying customizations • SharePoint Workspace can be used to help manually copy content into sites, but this can be time consuming • Acquire low cost 3rd party tools and save hundreds of hours of manual laborCopyright © 2012 Credera. All Rights Reserved.
    35. 35. Configure Client Computers and UX 1. Perform client upgrades 2. Install the Office 365 desktop setup package 3. Office 365 desktop setup package automatically configures Outlook and Microsoft Lync 4. Desktops can be updated by user or through Active DirectoryCopyright © 2012 Credera. All Rights Reserved.
    36. 36. Tips, Tricks, and Pitfalls • Office 2007 SP2 and later is supported • We strongly recommend Office 2011 for Mac to achieve the best user experience and higher feature parity • Without a software distribution tool, you will have to manually deploy the O365 Sign-In Assistant • Office for Mac is not a supported license option for the Office 365 suite, it is a separate purchase cost • Migrating from older version of Office (XP,2003) will introduce the ribbon…be prepared for user transitionCopyright © 2012 Credera. All Rights Reserved.
    37. 37. Office 365 Migration Approach Plan Prepare Migrate • Conduct Kickoff Meeting • Configure • Migrate and synchronize • Plan Infrastructure and AD, Exchange, and Exchange Mailboxes Exchange Online • Migrate SharePoint content • Plan SharePoint Online • Configure Lync Online to SharePoint Online • Plan Lync Online • Configure SharePoint • Update DNS to point to Online Office 365 • Plan User Experience • Configure client computers • Configure mobile • Plan Mobile and end-user experience connectivity • Develop Training and • Validate Environment Communications PlanCopyright © 2012 Credera. All Rights Reserved.
    38. 38. Migrate Migrate and synchronize • Execute the plan! Exchange Migrate SharePoint content to • Use tools that are best suited for your requirements SharePoint Online • Execute the plan! • MX, TXT, DNS all should be updated to point to the new Update DNS to Point to Office 365 environment • Primarily related to Exchange Configure Mobile Connectivity • Active Sync, POP, IMAP depending on device • Execute test plan Validate Environment • MS Deployment Planning Guide has a good test planCopyright © 2012 Credera. All Rights Reserved.
    39. 39. Additional Tips and Tricks • SharePoint migrations cannot be automated, get help! • Give yourself plenty of time to set up ADFS, SSO, and other network configurations ahead of time • Domain verification can take a long time, plan ahead • Adding licenses to an existing Select or EA can take a long time, plan ahead • MOS support is 24-48hrs even for critical issues • For a larger enterprise, consider a PSS agreement for the year you plan to convert to the cloudCopyright © 2012 Credera. All Rights Reserved.
    40. 40. Management & Technology Consulting Firm Microsoft Solutions Offerings • MS Gold Certified Partner • Custom Application Development • Member of Microsoft’s SharePoint Development • Enterprise Portal Design & Implementation Advisory Council (DAC) • eCommerce • IW Competency (Microsoft’s Corporate SharePoint • SOA & Business Process Integration Certification) • Customer Relationship Management (CRM) • Certified provider of SharePoint Deployment Planning • Business Intelligence & Data Warehouse • Established 1999 • Offices in Dallas, Houston, Austin, Denver Client Sampling How We Serve Our Clients • We provide expert, objective advice to help solve complex business and technology challenges • Our clients hire us to own their toughest problems; they retain us because we keep our promises • Services: Management Consulting, Technology Solutions, Mobile Solutions, Business IntelligenceCopyright © 2012 Credera. All Rights Reserved.
    41. 41. Thank you for attending! Please complete the evaluations. Contact Information: Jesus J Salazar - jsalazar@credera.com www.credera.com Follow us on @Credera Blog: http://blogs.credera.com Careers: http://careers.credera.comCopyright © 2012 Credera. All Rights Reserved.
    42. 42. Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkwaytechnology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111industry leaders. We provide expert, objectiveadvice to help solve complex business and 972-692-0010 Phone 713.496.0711 Phone 512-327-1112 Phone 303-623-1344 Phonetechnology challenges. 972-692-0019 Fax 713.401.9650 Fax 512-233-0844 Fax 303-484-4577 Fax

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