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Ensuring Adoption with a Successful Office 365 Migration

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presented at SharePoint TechFest Houston 2016

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Ensuring Adoption with a Successful Office 365 Migration

  1. 1. Ensuring Adoption with a Successful Office 365 Migration Sergio Mion Corey Roth Better.We Make it Happen.
  2. 2. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Agenda  Planning • Perform content rationalization • Define migration approach  Migration Tools • Pre-Migration Checks • Performance Testing  Lessons Learned
  3. 3. © 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Planning
  4. 4. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. We have seen great success with this in scenarios where we are merging content between multiple systems and / or companies. Benefits Include: 10/17/2016 4 Content Rationalization & Migration Approach  Automate the Content Audit Process – crawl content sources and conduct detailed analysis on the current state of content  Provide Reports on Key Content Issues – provide actionable reports and recommendations on metadata manipulation, removing duplications, archiving and expiring content, ongoing management, etc.  Provide Tools to Enable Content Owners to Clean & Rationalization Content – facilitate the content clean up effort by content owners and knowledge workers  Automate Content Migration – migrate quality content with the right metadata to the target platform Processes - Systematic, streamlined approach to rationalizing and migrating enterprise content Tools - Automated tools for crawling, analysis and manipulation, and migration efforts People – Skilled resources with experience with the target platform and content best practices Reports - Standardized and custom reports to provide data about enterprise content and strategic recommendations Content Migration Framework People ReportsTools Processes
  5. 5. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Content Rationalization & Implementation Approach 10/17/2016 5 Content Rationalization & Implementation Approach Analyze Identify Report Impact Analysis Technology Manipulate Documents, Email, PDFs, Images, Web Pages Duplicate Content, Out-of-date content, content for archiving Structured and Unstructured Content Reports Application of Information Architecture and Taxonomy Evaluation of Tools and Technologies Content Management Policy Changes, Create Content Rationalization and Archiving Strategies
  6. 6. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Information Architecture 6 Information architecture is intertwined throughout all of these areas and each must be addressed during a migration engagement to be successful. User Experience: Intuitive navigation, search, and logical access to relevant and current content. Look and feel / branding and governance to promote consistency. Content: Content types, metadata models, and controlled vocabularies across the enterprise to power search results and “findability” Process: Workflows, content ownership and creation processes, as well as lifecycle management play into the overall information architecture Configuration: Site templates, site structures, document library and list settings, search tuning and other standardization to support the long- term implementation. Security: Site structures and navigation models are driven by security and ownership as well as physical architecture impacts. Discussion of sites vs. site collections vs. site container (document library, list, etc.) impact the IA. Process Content Security Configuration User Experience Information Architecture
  7. 7. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. A define / design phase establishes the project foundation and technical architecture as the basis for a successful implementation. Executing a planning phase now will build consensus and organizational alignment, as well as allow for the implementation activities to begin seamlessly following. Activities will identify, clarify, prioritize, and build consensus for key areas such as:  Personas & Usage Models  Backlog Development and feature prioritization  Content analysis and rationalization  Organizational readiness for change  Business Case and Investments  Technical Strategy 10/17/2016 7 Migration Approach Multi-phased approach Usage Models Business Requirements and Prioritization Governance and Adoption Implementation Strategy User Centered Design & User Experience Solution Architecture Roadmap Definition and Implementation Planning
  8. 8. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Approach & methodology: Delivery 10/17/2016 8 • Identify impacted users • Enable right communications at the right time from the right people • Identify training needs, build materials, delivered appropriately • *Information Architecture • Visual Design & brand • Usability experience • Taxonomy Development Inventory analysis & mapping • Consistent and repeatable tool driven approach to content inventory analysis • Findings and recommendations and approach User Centered Design Organizational experience Training assessment Training plans Communication plans Findings and recommendations Content maps Brand development Wireframes IA & Taxonomy
  9. 9. © 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Migration Tools
  10. 10. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. SharePoint Migration Analysis Tool  Free tool from Microsoft to analyze your on-premises SharePoint environment  Provides details on the following:  Add-ins  Alerts  Checked-out files  Customized Pages  Full Trust Components  Large lists and sites  Master Pages  Sandbox Solutions http://bit.ly/2def3CL
  11. 11. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Do you need a migration tool?  Define your requirements before picking a tool  Determine what you need to migrate  Determine how much content you have  Trials available for most vendors
  12. 12. © 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Lessons Learned
  13. 13. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Business challenges to implementing OCM 10/17/2016 14 Transformational challenges Project challenges  Executive commitment and attention  Agreement on standards  Loss and gain of control  Mismatch of organizational capabilities to transformational needs  Time to absorb changes  Available information to commit to change  Communication fatigue  Stakeholder engagement and voice You should provide:  Organizational change management partner to assist with cultural and people transformation  Organizational change management methodology to support your technology implementation Challenges exist no matter how positive the organization perceives the change or how well the project is managed.
  14. 14. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Organizational change management approach Conduct a top-down, bottom-up approach to organizational change management; there is just as much effort placed on end users as there is on middle management, leadership, and executives within the organization in order to truly transform. 10/17/2016 15 We purposefully manage and track individual transitions – pushing impacted stakeholder groups along the change curve by:  Building awareness and common understanding early on  Highlighting ‘big changes’ and end-to-end processes prior to training  Continuing with communications and measurement after implementation We place a heavy emphasis on leadership involvement – aimed at senior and middle management with goals of:  Supplying leaders with relevant and timely information during the entire project lifecycle  Predicting employee reactions and proactively arming leaders with successful mitigation strategies Leadership Stakeholders
  15. 15. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Core principles of our approach 10/17/2016 16 Align to business strategy Consider the cultureDemonstrate need for change Develop stakeholder buy-in Business strategy drives the scope of the business transformation; the success of organizational change management process is directly related to employee’s ability to commit to the business’ objectives Ability to deliver an effective change program is impacted by the organization’s culture; it is essential to design a program that takes into consideration cultural norms and understand where culture influences resistance Developing a clear and compelling rationale for change that is rooted in current pain points and painting a vision for the future instills confidence and support in the solution Stakeholder buy-in and comprehensive communication planning are critical for an organization to withstand, accept, and embrace changes in the process and system rollout
  16. 16. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Risk diagnostic The risk diagnostic assesses the level of change the organization/department will go through and their preparedness for the change Change management roadmap Aggregates activities and communications by stakeholder group, to ensure appropriate information sharing across all relevant stakeholder groups Readiness assessment Monitors the identified risks and status for the perceived adoption risks Assess capacity for change Monitor ongoing risks to adoptionDevelop roadmap for change 17 Organizational landscape Build infrastructure for sustainable change 10/17/2016 17
  17. 17. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Stakeholder analysis Lists the groups of stakeholders involved, with the key group members listed. The document's are used to track current and targeted adoption levels Champion framework Documents a network of people who are explicitly mobilized to champion the change effort throughout the organization Leadership engagement series Enable change Leaders to demonstrate strong, visible and effective sponsorship Define stakeholders; monitor adoption Prepare change leadersDetermine champions, change leaders 18 Leadership and stakeholder commitment Coach leadership to actively lead change transition 10/17/2016 18
  18. 18. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Assess training needs Training assessment By assessing training needs and establishing the appropriate audiences, content and delivery, participants will learn about more effectively understand and influence organisational processes and initiatives Develop training plan Training plan Outline training and readiness plan for key stakeholders audience. Identifies existing training vehicles and gap where new vehicles need to be created 19 Learning Develop knowledge, skills and behavior 10/17/2016 19
  19. 19. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Business case for change To drive consistent messaging across all communication (face to face, online, etc.). Includes information on why the change is needed, what the plan is, how stakeholder will be affected and receive value Communications flow To provide an effective communications flow between meetings, encouraging:  Structured meetings / communications with clear, predictable agendas, key takeaways and relevant action items  Valuable feedback to reach the management team  Key messages to reach audience and stakeholder groups Detailed communications plan Detailed content outlining communication messaging, delivery, creator , sender, vehicle, for regular stakeholder meetings and additional communications, such as surveys and newsletters. Drive consistent messaging Create impactful communication planDesign appropriate communication flow 20 Communication Delivering the right message at the right time 10/17/2016 20
  20. 20. © 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Future of SharePoint
  21. 21. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Future of SharePoint  Hitachi Consulting understands the future of SharePoint  Members of Hitachi Consulting have been plugged into the Office 365 roadmap and communicate with the product teams regularly  Hitachi Consulting can deliver a modern solution based on the current direction of SharePoint  Hitachi Consulting can recommend the right customizations to avoid reinventing features that will be delivered by Microsoft in the near future  Some key changes that might have an impact on the Knowledge Management System are highlighted in the following slides
  22. 22. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Modern Team Sites Key Improvements  Natively responsive – removes need to create custom solutions for use on mobile devices  Integrated with Office 365 groups  Built-in team and organizational news and announcements  Support for data classification by business impact  Fast site creation Timeline  By end of calendar year 2016 10/17/2016 23
  23. 23. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. Modern Pages Experience Key Improvements  All new editing canvas  Natively responsive  Integrated into SharePoint mobile app  Usable in team sites Timeline  By end of calendar year 2016 10/17/2016 24
  24. 24. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. SharePoint Mobile App Key Improvements  New mobile app for iOS, Android, and Windows  Provides access to documents and activity on team sites  Search for employee information on-the-go  Eliminates need for custom development to support mobile users Timeline  iOS – Q2 2016  Android and Windows – End of year 2016 10/17/2016 25
  25. 25. © 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential. SharePoint Home Key Improvements  New entry point for SharePoint users  Shows documents and activity from sites that a user frequents  Suggests sites relevant to the user  Capability to provide links Timeline  Deploying Now - available to First Release 10/17/2016 26

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