Integrating Office 365 With the Rest of Your Enterprise – Best Practices & Common Pitfalls


Published on

Office 365 can help your organization capture new efficiencies, accelerate productivity, and save money. But to take full advantage of these benefits, companies must ensure that their Office 365 environment doesn't become yet another 'information silo' within their existing IT infrastructure. They must develop strategies to integrate their Office 365 resources with their legacy IT systems, line of business applications, and overall business processes.

Thankfully, companies have a few different options when deciding exactly how to do this; each carrying its own unique benefits and costs. In this video Jeff Fried reviews these options, and shares best practices for developing an Office 365 integration plan for your organization. He discusses how Office 365 can be used to securely search for, collaborate upon, and engage content from across all of the organization's enterprise systems, and highlight the common pitfalls to avoid to ensure both a successful Office 365 deployment & happy end users.

View On-Demand Webinar:

Published in: Technology
1 Comment
No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Integrating Office 365 With the Rest of Your Enterprise – Best Practices & Common Pitfalls

  1. 1. Integrating Office 365With the Rest of Your Enterprise Best Practices & Common Pitfalls
  2. 2. Who am I?Jeff Fried, CTO, BA Insight – Previously VP Advanced Solutions for FAST, then MSFT Product Manager for FAST and SharePoint 2010 SearchTechnet Column:“A View from the Crawlspace” BA Insight: Microsoft’s go-to ISV for EnterpriseBlog: Search; Focused on Search and SharePoint since 2004Twitter: Twitter: in Boston, MA, USA
  3. 3. This talk in a nutshell
  4. 4. Important Concepts More Customizations Software as a Service (SaaS) Less Complexity Platform as a Service (PaaS) Infrastructure as a Service (IaaS)
  5. 5. Minimal Entry Cost
  6. 6. Shift From CAPEX to OPEX
  7. 7. Office 365 Marketing?
  8. 8. Office 365 Feature Parity?
  9. 9. Demo
  10. 10. What does moving to Office365 mean? • Single Architecture • Initial deploy is still required to migrate data to Office 365 • AD clean up and network upgrade is often required • Balance between continuous innovations and minimize change • Customer controls IT policies but not feature availability • Understand your internal security and privacy requirements
  11. 11. Microsoft Planning Tools • Email domain discovery and number of users leveraging each domain • User identity and account statistical information • Active Directory schema and forest/domain functional data • Trusts extract (checks for multi-forest constraints) • Directory Synchronization • Pre-requisite checks • Attribute assessment • Single sign on • Attribute assessment • Exchange statistical information • Public folder, public delegates, and proxyaddresses extract • 3rd party and unified messaging proxyaddresses information • Lync statistical information • SIP domains summary • SharePoint user object count assessment • Summary of domain joined machines for rich experience/SSO readiness • Port analysis on certain Office 365 endpoints • DNS records assessment Office 365 Deployment Readiness Tool
  12. 12. Wow, Patrick….the Cloud is wonderful!!
  13. 13. SharePoint 2010 SharePoint 2010 Office 365 (SharePointFeature Standard CAL Enterprise CAL Online)Strong relevance Yes Yes YesBest Bets, synonyms, duplicate Yes Yes Yesdetection, …Extensible Search Scale to 100M items to 1B+ items - FAST to 100M itemsPeople Search Yes Yes YesPhonetics and Nickname Search Yes Yes YesMetadata-Driven Refinement Yes Yes Yes Yes Yes NoFederated SearchQuery Suggestions, "Did You Yes Yes NoMean?” and Related QueriesTunable Relevance with Multiple No Yes - FAST NoRank Profiles No Yes - FAST NoThumbnails and PreviewsContextual Search No Yes - FAST NoDeep Refinement No Yes - FAST NoAdvanced Content Processing No Yes - FAST NoCrawling External Content Yes Yes No
  14. 14. The Cloud Creates Silos How satisfied are you with SaaS and On-Demand Apps? Ease of Implementation 3.6 Service Reliability 3.4 Industry Specific Consulting Advice 3.4 Initial Setup Cost 3.4 Vendor Responsiveness 3.3 Support for Specific Business Needs 3.2 Support Costs 3.1 Ease of Customization 3.1 Ease of Integration with on-prem systems 3 Source: InformationWeek Analytics 2011 Enterprise Applications Survey
  15. 15. Top business challenges we hear about Diverse User Information Explosion Data in Silos Requirements  Unstructured Data  100+ Systems  Discrete Roles  Un-Organized  No Interconnect  Diverse Systems  Un-Categorized  Difficult to find info  Varied functions  Exponential Growth  Frustration  Lack 360° view of info 18
  16. 16. Data Growth and Transformation 2006 2010 2015 Source: IDC (1 Exabyte = 1 Million Terabytes)State of the Enterprise 30% Unstructured Data 60% Unstructured 90% Unstructured Data Data 161 Exabytes 988 Exabytes 10+ Data Silos 80+ Data Silos 8,000 Exabytes 500+ Data Silos Every two days now we create as much information as we did from the dawn of civilization up until 2003 Eric Schmidt (Former CEO of Google) 19
  17. 17. Information and application silos Marketing Sales Consulting Procurement Production Research Support HR / Legal Siloed UIApplications Content Silos
  18. 18. Search Bridges across Silos: Unified View • Growth of online services and applications – Office365 – – MS CRM Online – etc. • Search can bridge across silos created by mixing cloud / on-prem and deliver Unified View – Better use of online assets – Realize the value of the hybrid model
  19. 19. The Pathway to the Cloud On-Premises Coexistence Cloud Service Single sign-on experience online and on premises With identity federation and directory synchronization Hybrids • Trusted (ADFS) • Untrusted (Two Identities)Complete control and ownership of Migrate some capabilities to SharePoint Microsoft will regularly deliver newhardware, maintenance, resources, Online and access both on premises and features and capabilities to SharePoint and administration online sites with the same domain Online credentials
  20. 20. This talk in a nutshell
  21. 21. Achieving a Unified View Search Bridges Silos Created by the Cloud • The Value of a Unified View • Why It’s Hard to Create Unifying Information across {online, onprem} • Crawling from {online, onprem} to {online, onprem} • Federating across {online, onprem}
  22. 22. Case Study: Pharma R&D R&D researched where it was spending its time, and discovered 56% of R&D time (human capital and budget) was spent: Duplicating existing research It blew them away, until they reviewed why…
  23. 23. Case Study: Pharma R&DTop 3 reasons for 56% effort duplication: 1) Research done in separate groups • Seemingly unrelated research projects • Later in lifecycle (mfg, reg/test) 2) Data not accessible • Isolated content source • Restricted / limited access • Source not searchable • Special knowledge required 3) Data not linked • Various names/changes leave data disconnected • People not connected to data (experts) • Data managed in many unconnected systems
  24. 24. Case Study: Pharma R&D 1. Documentum Image 2. SharePoint Doc 3. Regulatory Record 4. MEDLINE article Search: amgen 655 Relationships Discovered: Antibodies: mAb Receptors: DR5, IGF-1R Labs: Oncology 1 People: David Chang Unified View: Multiple Sources One Search
  25. 25. What is an indexing connector? SharePoint 1 Connect Securely Email 2 Map Content File shares Search Engine 3 Feed Engine Web Content 4 Find any changes Database s Connector Enterprise Repositories
  26. 26. Why is this hard? • Heterogeneous Data Models and System characteristics – Every system is different – Mapping to common metadata is essential for findability • Heterogeneous Security – Every system has different security and authentication models – User must see ONLY information they are entitled to, across all systems • Bandwidth and Performance – Lots of content!!! – Cross-site Bandwidth can still be expensive or limited – Source systems can be the limiting factor and need a ‘light touch’ • Usually MANY systems, not just a couple These are challenging enough OnPrem…..
  27. 27. Unified View scenarios – a framework • The Cloud Creates Silos • Search can bridge these silos in a variety of ways On-Prem On-Cloud Crawl On-Prem Crawl On-Cloud On-Prem To On-Prem To On-Prem Crawl On-Prem Crawl On-Cloud On-Cloud To On-Cloud To On-Cloud Federate across Federate across Federated data centers cloud
  28. 28. Crawl OnPrem from OnPrem • Traditional Indexing Scenario – BUT practices still not mature – Exploding Content volumes, Multiple Systems – Wide variety of content types, especially unstructured data • Bandwidth within the datacenter not a problem – “Distributed Crawl” across regional centers a common issue – Failover/Backup sites can be challenging • Security is NOT homogenous – Lots of different models
  29. 29. Crawl OnLine from OnPrem • Predominant Hybrid scenario – Single Index OnPrem, anchored by OnPrem LoB systems – Single Tenant, fully owned search system (including FAST) – OnLine systems: Salesforce, MS-CRM, ….. • Bandwidth usually manageable; audit recommended – Crawl scheduling and Crawl times – SLA from the OnLine provider is important • Security is NOT homogenous – Lots of different models
  30. 30. Crawl OnPrem from Online • Hosted Search Scenario (IaaS) – Single Index OnLine, single- or multi-tenant – Crawling OnPrem systems: Web Site, Common Systems • Search Hosting Provider with SLA – Removes the headache of search management • Bandwidth should be reviewed with hosting provider – Bandwidth limiter important for SLA – Negotiate Crawl scheduling and Crawl times • Security can be difficult, especially for multitenant – Lots of different models – Hosters are often more secure than their clients! NOT supported with O365
  31. 31. Crawl OnLine from Online • Unusual Scenario today; will grow in the future – Searching email in Exchange Online from hosted search • Bandwidth rarely an issue – Backbone traffic between major data centers • Security issues can be very tricky – Requires common SSO approach • Multiple SLAs, multiple providers
  32. 32. BA Insight O365 Connectors • SharePoint • Exchange • Exchange Archives • Lync? via Exchange 35
  33. 33. Longitude Connectors Unified Search Index Search Security Optimised Change Log Mapping SharePoint / API Metadata FAST Targets Enrichment SharePoint Libraries & Lists
  34. 34. Demo
  35. 35. Crawling O365 from OnPrem • Can get to a true unified view – Single Index OnPrem, using SharePoint or FAST – Single Tenant, fully owned search system (including FAST) – Access to SP and Exchange content • Bandwidth and Security work well with O365 – O365 security approach • Security driven by O365 SSO approach – Need to adapt OnPrem model or mapping
  36. 36. Hybrid Co-Existence • • • • • • • • • • • • • • •
  37. 37. Unified View scenarios – summary• Content is nearly always hybrid• Each scenario has unique security, bandwidth, and operational challenges• A unified view is achievable with search On-Prem On-Cloud Crawl On-Prem Crawl On-Cloud On-Prem To On-Prem To On-Prem Crawl On-Prem Crawl On-Cloud On-Cloud To On-Cloud To On-Cloud Federate across Federate across Federated data centers cloud
  38. 38. Wait…what about Federation? Advantages of crawling content • By querying the content index for search results, you can do the following: – Control relevance and navigation – Control how frequently the content index is updated – Control what metadata is crawled – Ensure speed of response – Control the load on the source system Advantages of federating content • By using federated search to return search results: – You can get at content that you can’t crawl – You require no additional capacity requirements for the content index, as content is not crawled by search server.
  39. 39. Longitude Federator - Overview • Single result set across multiple sources, interleaved by relevance order • Unified refiners for streamlined navigation and filtering • Auto-generated refiners based on identity of source systems
  40. 40. Challenges in Federation• Working with data sources – Each data source may communicate via a unique protocol – Data models differ between sources – Handling of timeouts, error conditions, etc. – Supporting back-end authentication• Complexity of combining results from multiple sources – Complex search strings needed to search multiple sources – Use of multiple APIs (one API per data source) – Need logic for mixing, handling, and paging through multiple result sets – Complexity can result in performance degradation (e.g., slower response time) and difficulties at responding to evolving business needs• Optimizing results and source performance – Analytics – Ability to assess source performance (e.g., availability and latency) and take corrective actions if necessary (e.g., sources go offline)This CAN work with Office365! Watch this space
  41. 41. Takeaways You can bridge Silos created by the Cloud • It’s Hard to do but valuable You can unify Cloud and On-Prem • Different scenarios with different challenges • BA Insight provides technology for all this
  42. 42. Transitioning to the Cloud • • • • •
  43. 43. Preparing for SharePoint in the Cloud
  44. 44. Build on the Basics
  45. 45. Some systems will remain onprem
  46. 46. BA Insight Current OfferingsLongitude™ Software Suite TotalView™ ApplicationsExtensible products that make Contextual unified view applicationsinformation explorable and actionable customized for a specific business useLongitude Search TotalView for Customer ServiceRich previews, document assembly, AptivRank relevance Single view application helping support agents findoptimization, and contextual actions customer information from any system, instantlyLongitude SearchParts TotalView for SalesUI toolkit including search-inside, multi-select, dashboards A unified view of all customer information, from all CRM,and saved searches billing, email and document management systemsLongitude FederatorUnified result set across multiple search engines TotalView for Legal Unified client and matter-centric dashboard and searchLongitude Content Aggregator across all repositories3800+ external data sources aggregated via MuseGlobal TotalView Expertise FinderLongitude AutoClassifier Quickly locates best experts based on their workAutomatic metadata generation in place or during indexing products, profile, and billing/project recordsLongitude Connectors TotalView Knowledge Center40+ out-of-the-box indexing connectors with unique Quickly locate most relevant content, boost reuse, andscripting and security capabilities profile end-user preferences automatically Professional Services Complete range of services from top search experts, including search strategy, implementation, custom solutions, and support 49
  47. 47. New & Different in SharePoint 2013 - Search• Different Search Core and Search Architecture – Brand new core, shared with exchange – Bring in the best of FAST• Simplified Product Lineup• Search powers many other parts of SharePoint• Focus on end-to-end scenarios – including e-Discovery and customer-facing sites• Even strong platform for building Search-Based Applications 50
  48. 48. BA Insight and SharePoint 2013• All of our products will continue with SharePoint 2013• We’ll help you navigate the change – Cross-version migration – Hybrid (O365 and on-prem)• We’ll have some exciting new features and capabilities – Innovating on the new platform and new paradigms – Continue our strategy of catalyzing search-based applications• Where there are ‘gaps’ in the new platform, we’ll fill them – Synchronized with Microsoft to provide the best use of the platform 51
  49. 49. Want to learn more? • Contact BA Insight! • •
  50. 50. Q&A