Demystifying security and compliance in Viva | European Collaboration Summit 2023
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22-24 May 2023: European Collaboration Summit | In-person: Dusseldorf, Germany Demystifying security and compliance in Viva Microsoft Viva is an employee experience platform that combines tools to support employee engagement and well-being, learning and knowledge management, and experience analytics, all delivered through Microsoft Teams. Some organizations are reluctant to deploy Microsoft Viva as they are concerned about data privacy, complianceMicrosoft Viva is an employee experience platform that combines tools to support employee engagement and well-being, learning and knowledge management, and experience analytics, all delivered through Microsoft Teams., and security. This session demystifies security & compliance in Microsoft Viva to help you understand the following: - What are the Viva modules - How Microsoft ensures security and compliance in Microsoft Viva, - Why governance and employee adoption are critical
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Demystifying security and compliance in Viva | European Collaboration Summit 2023
- 1. 10TH ANNIVERSARY JUBILEE EDITION OF THE EUROPEAN COLLABORATION SUMMIT Demystifying security and compliance in Viva Nikki Chapple Principal Cloud Architect CloudWay | MVP
- 4. Nikki Chapple nikkichapple @chapplenikki MVP | Principal Cloud Architect @ CloudWay • 30 years+ experience in IT & business transformation • Passionate about Microsoft 365 governance & compliance • Community speaker & blogger • Co-host on the All things M365 compliance Podcast • Viva Guardian www.nikkichapple.com All things M365 compliance Sessionize speaker profile
- 6. What is an employee experience platform (EXP)? A digital platform that helps organizations create a thriving culture with engaged employees and inspiring leaders Productivity and collaboration: email, chat, mobile, video, messaging Insights & wellbeing Physical, mental, financial, nudges, feedback and sentiment Learning & development Learning and coaching onboarding, lifecycle moments, talent mobility Purpose & alignment Mission, goals and outcomes, achievements and recognition Culture & communications News, events, company resources, communities Knowledge & expertise People and experts, documents and content People at the center
- 7. Microsoft Viva The integrated employee experience platform that empowers people and teams to be their best Viva Connections | All apps in one place All employees Role-based experiences Connection Keep everyone informed, included, and inspired Viva Engage Viva Amplify Insight Improve productivity and wellbeing with actionable insights Viva Insights Viva Pulse Purpose Align people’s work to team and organization goals Viva Goals Growth Help employee learn, grow, and succeed Viva Topics Viva Learning Viva Sales Microsoft 365 Platform and admin services Briefing email, people, answers, admin experience, common navigation Privacy and security Granular feature access controls, inherited permissions for 3P, differential privacy for insights Integrations to HCM, CRM, LMS, wellness, and more Workday, Qualtrics, SAP SuccessFactors, LinkedIn, Headspace, and more
- 8. Which Viva modules are you using? Viva Poll 1
- 9. What are your biggest concerns about implementing Viva? Viva Poll 2
- 11. Data Residency Viva Engage Viva Insights Viva Goals Viva Topics Viva Learning Your tenant In the EU Viva Connections
- 12. Viva Connections Keep everyone informed, included and inspired. • Viva Connections: included • Viva Engage (Yammer): included • Viva Amplify: Additional licence 12
- 13. What information is available in Viva Connections? Dashboard Targeted actions from across Microsoft and key 3rd party platforms Resources Enable easy wayfinding across platforms to popular destinations Home site Link directly into an existing SharePoint home site Feed Aggregate personalized news and content from Viva Engage, Stream, and SharePoint news
- 14. How can I ensure the right content goes to the right users? Information Team, Viva Engage or Site membership roles File permissions Audiences Group membership
- 15. How do I create audience targeting? Team Yammer Community Microsoft 365 Group Azure AD Security Group Distribution lists Individual users
- 16. Can I automate group membership? • Department = Marketing Marketing Team • Usage Location = UK UK Community • Extension Attribute1 = Permanent Sg-All-Permanent Use Security groups if you do not need collaboration Dynamic membership requires Azure AD Premium 1 or Intune for Education
- 17. What permissions are needed to manage Viva Connections? Role Description User admin Create and manage AD security and M365 groups used for audiences SharePoint admin Sets up the home site Enables global navigation and creates a Dashboard Teams admin Creates and selects settings for Viva Connections app Home Site owner Manages Viva Connections home site Enable and customise global navigation Home Site editor Can author and edit dashboards, news, and other pages Reference: Admin roles and tasks in Microsoft Viva | Microsoft Learn
- 18. Viva Insights Improve productivity and well-being with actionable insights. • Personal Insights: included • Manager Insights: additional licence • Organisational Insights: additional licence • Advanced insights: additional licence 18
- 20. What data is used in Personal Insights? Mailbox (EXO) & Teams data • Email activity • Calendar activity • Chat activity • Call activity Windows 10 activity history data* • Worked on a document • Time spent in apps • multi-tasking in meetings Incremental data • Other aggregated data • Email read rate (5 or more people)*
- 21. Who can see my personal insights? Private to you Only you can view personal data and insights based on work patterns in your emails, meetings, calls, and chats
- 22. Manager Insights (add on licence)
- 23. Organizational Insights (add on licence)
- 24. What data is used in Teamwork habits & organisational trends? Mailbox • Email • Calendar activity • Chat activity • Call activity Azure AD user profile • Manager of • My Manager Organisation specific HR data* • Job title • Job level • Job family • Locations • Managers • Business areas
- 25. In Teamwork habits how is my team defined? If you are a manager in Azure AD If you not a manager in Azure AD
- 26. Who can access Teamwork habits & Organisational trends? Unlicensed user No access Licenced user Teamwork habits People Manager Organisational trends manager insights (Min size team) Insights Business leader Organisational tends Power BI report
- 27. Insights (add on licence)
- 28. What data is used in Advanced Insights?
- 29. Who can access Advanced Insights? Insights Admin Organisation data quality Privacy settings Manager settings Insights Analyst Analysis Query Organisation data quality
- 30. How is privacy safeguarded?
- 31. What permissions are needed to manage Viva Insights? Role What this role does in Viva Insights Administrator Access the administrator experience in the advanced insights app Responsible for configuring the privacy settings and system defaults and for preparing, uploading, and verifying the organizational data for Viva Insights Insights Analyst* 1 Access to the analyst experience in the advanced insights app Ability to run custom and Power BI queries, view query results View the quality of organisational data Insights Business Leader* 1 Access insights about their organisation People manager* 1 Access group insights about their team Minimum team size. Defined by the admin *1 only available with additional Viva Insights licences Reference: Admin roles and tasks in Microsoft Viva | Microsoft Learn
- 32. How is it managed? Role What this role does in Viva Individual user Can opt in or out by going to the Settings > Privacy menu in the Viva Insights app in Teams or on the web Admins can configure what information to include in insights, set access levels, and opt individual users in or out by using the Microsoft 365 admin center
- 33. Viva Topics Develop and retain top talent by giving people the right content, information, and connections they need to grow at every stage of their career • Viva Topics: additional licence 33
- 34. What information is available in Viva Topics? 34 Topic card
- 35. What information is available in Viva Topics? 35 Topic Name All users Description Curated - All users AI - based on permissions People Pinned - all users. Suggested people - based on permissions
- 36. What information is available in Viva Topics? 36 Suggested files & and pages Based on permissions Related sites Based on permissions
- 37. What information is available in Viva Topics? 37 Related topics Based on permissions
- 38. What do users can see in Viva Topics? Topic item What users can see Topic name Users can see the topic name of topics in the topic center. Some topics may not be visible if users don't have permissions to the source content or have a low relevancy to the user. Topic description AI-generated descriptions are visible only to users who have permissions to the source content. Manually entered or edited descriptions are visible to all users. People Pinned people are visible to all users. Suggested people are only visible to users who have permissions to the source content. Files Files are only visible to users who have permissions to the source content. Pages Pages are only visible to users who have permissions to the source content. Sites Sites are only visible to users who have permissions to the source content.
- 39. What do users see in Viva Topics?
- 40. Who can access Viva Topics? Users must be assigned a Viva Topic licence
- 41. How do I ensure sensitive and private content is not visible? Sites only. Excludes OneDrive SharePoint Site and file permissions Include or exclude sites by URL or sensitivity label Exclude topics by name Control who can manage and view topics Topics can be manually reviewed before publishing
- 42. What permissions are needed to manage Viva Topics? Topics role Description Global administrator, or both SharePoint administrator and Groups administrator Setup of the Viva Topics in the M365 admin center, as well as the configuration of topic discovery and visibility Knowledge admin Knowledge Manager Owns management and quality of topics Topic contributors Subject Matter Experts who create and edit topics Reference: Roles in Microsoft Viva Topics | Microsoft Learn
- 43. Viva Learning Personalized and managed learning for employees Viva Learning: additional licence 43
- 44. Viva Learning - basic included - advanced add on licence
- 45. Viva Learning Learning in the Flow of Work Bring learning to the tools and platforms where users already spend their time Simplified Learning Aggregate learning content and tools from different sources in one central hub Personalized and Relevant Find the right content and develop new capabilities with personalized recommendations and search Platform layer Aggregation layer Data layer Teams + Microsoft 365 Microsoft Graph API enabled partner integrations + Coming soon! NEW!
- 46. What info is available? • Training content from Microsoft, third party providers, and customer- owned content. • Learning object content metadata, such as title, description, author, and language • User data, such as bookmarks, recently viewed, recommended courses, assigned courses, and completion records • Required service data, such as error logs • Diagnostic data
- 47. Who can see my learning progress? Individual Can select their own learning for social & personal learning You can block tracking on shared progress Recommended content You can recommend content to others If tracking is enabled view the completion status Tracking is turned off by default Integration with LMS Information is shared with LMS
- 48. How is Viva Learning managed? Can turn off or turn on Viva Learning app for all users Create custom app permission policy to block selected users Can turn on or off the storage of diagnostic data Can disable the Learning tab in Bing, Office.com, and SharePoint 3rd party content accessible through Viva Learning is subject to terms of the content provider
- 49. What permissions are needed to manage Viva Learning? Role Description Knowledge admin Manages the organization's learning content sources through the Microsoft 365 admin center. SharePoint admin Manages and stores custom learning content for your organization Teams admin Can turn on or off the Viva Learning app at the organization level. Can create custom app permission policies to allow or block specific users from using Viva Learning. Knowledge Manager Create and manage create and manage content, like topics, acronyms, learning content and taxonomies as part of the term store 🔜 Delegated Learning path owner Create and manage a specific learning path Reference: Admin roles and tasks in Microsoft Viva | Microsoft Learn
- 50. Viva Goals Align people’s work to team and organisation goals. Viva Goals: additional licence 50
- 51. What information is available in Viva Goals? Objectives and key results (OKRs) https://goals.microsoft.com/
- 52. Who can see the my team’s OKR? Organisation Team 1 Sub team 1 Sub team 2 Team 2 Sub team 1 Sub team 2 Team 3 Sub team 1 Sub team 2 Public organisation
- 53. Who can see my team’s OKR? Org 1 Team 1 Team2 Org 2 Team 1 Team2 Restricted organisation Restricted organisation
- 54. What security controls are there in Viva Goals? Manage user via a dynamic Azure AD group Guests cannot be invited Public or restrictive organisations Devolved management Observer role
- 55. What permissions are needed to manage Viva Goals? Role Description Viva Goals Admin or Global Admin Manage the policy settings for Viva Goals for the entire company Organization admin Manages the setup of the organization and can manage users and teams Organization owner Executive leader of a department/business unit/company for which the organization was created Creates OKRs for their organization Team admin OKR champions at a team level, who create team-related OKRs, manage the team, members, permission settings, notification settings, etc. Team owner Team owners can be managers of people or managers of cross-functional teams. Own their own OKRs and the OKRs of employees who report to them Regular Members Actively participate in the OKR process Observers Read-only access to the entire organization Reference:Roles and permissions in Viva Goals | Microsoft Learn
- 56. Viva Connections | All apps in one place All employees Role-based experiences Connection Keep everyone informed, included, and inspired Viva Engage Viva Amplify Insight Improve productivity and wellbeing with actionable insights Viva Insights Viva Pulse Purpose Align people’s work to team and organization goals Viva Goals Growth Help employee learn, grow, and succeed Viva Topics Viva Learning Viva Sales Summary
- 57. How Microsoft ensures security & compliance in Microsoft Viva Data protection Insights is GDPR compliant Data stored in EU Legacy Goals automatically migrating to EU Admin controls Granular controls Admins can disable access at individual or org level Viva personal insights Only you can view insights Based on work patterns in your emails, meetings, calls, and chats Individuals choose what they see Viva Manager & leader insights Differential privacy ensures users cannot be identified from metrics Minimum sized groupings
- 58. How Microsoft ensures security & compliance in Microsoft Viva Viva Connections Audiences to target content Access to content based on permissions Viva Topics Manual verification on AI-discovered topics Access to content based on permissions Exclude lists for Topics and Sites Viva Learning Social & personal learning is private You can block tracking on shared progress Viva Goals Restrict organisation creation Public or restrictive organisations
- 59. Key considerations for implementing Viva Its an iterative process - start small and grow Clear ownership and operation roles & responsibilities both IT & business Information and user governance to ensure the right content to the right people Define your personas and their use cases Different legal compliance needs per country - Opt out / Opt in / block Communications and transparency is key – who, what, why, WIIFM Disable functionality while you assess Involved HR, Privacy, Legal & working council from day one
- 60. Working Council considerations Working Council think Look at Viva modules individually Viva is to control tool for managers Viva controls my workday What the Working Council need to know Treat Viva and Microsoft 365 holistically Viva is a productivity and engagement tool Viva provides time for reflection under my control
- 61. Viva Connections | All apps in one place All employees Role-based experiences Connection Keep everyone informed, included, and inspired Viva Engage Viva Amplify Insight Improve productivity and wellbeing with actionable insights Viva Insights Viva Pulse Purpose Align people’s work to team and organization goals Viva Goals Growth Help employee learn, grow, and succeed Viva Topics Viva Learning Viva Sales
- 62. Are you feeling more confident about implementing the Viva modules? Viva Poll 3
- 63. THANK YOU ♥ Questions? Nikki Chapple @chapplenikki MVP | Principal Cloud Architect CloudWay