Office365 enterprise transition_guide_en_v1.1

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Office365 enterprise transition_guide_en_v1.1

  1. 1. BPOS–S to Office 365 TransitionTransition Planning Guide for EnterprisesPublished: February 2012Document Version 1.1
  2. 2. The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication.Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, andMicrosoft cannot guarantee the accuracy of any information presented after the date of publication.This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THEINFORMATION IN THIS DOCUMENT.Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document maybe reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying,recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation.Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document.Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to thesepatents, trademarks, copyrights, or other intellectual property.©2012 Microsoft Corporation. All rights reserved.Microsoft, ActiveSync, Active Directory, Entourage, Forefront, Internet Explorer, Lync, Outlook, SharePoint, Windows, Windows Phone, Windows Mobile,Windows PowerShell, and Windows Vista are trademarks of the Microsoft group of companies.All other trademarks are property of their respective owners. BPOS-S to Office 365 Transition Planning Guide for Enterprises 2
  3. 3. ContentsSection 1: Overview and Executive Summary ......................................................................................6 Introduction .............................................................................................................................................. 7 Overview of the Transition ....................................................................................................................... 7 How Office 365 Services Map to BPOS Services ....................................................................................... 8 How to Use this Guide .............................................................................................................................. 8 Document Scope and Limits ................................................................................................................... 8 Customer Environment Assumptions ................................................................................................... 10 Transition Responsibilities ................................................................................................................... 11 Implementation Team ......................................................................................................................... 11 Assumed Knowledge ............................................................................................................................ 13 Office 365 Trial Subscription .................................................................................................................. 15 Feedback ................................................................................................................................................. 16Section 2: Transition Tasks and Timeline ........................................................................................... 17 Overview ................................................................................................................................................. 18 User and Administrator Impact During the Transition Weekend ........................................................ 18 Transition Support ............................................................................................................................... 20 Customer Responsibilities .................................................................................................................... 20 Transition Phases and Milestones .......................................................................................................... 24 BPOS Pre-Transition Phase .................................................................................................................. 26 Pre-Transition Phase Key Activities ....................................................................................... 26 Office 365 Transition Phase ................................................................................................................. 28 Office 365 Transition Phase Key Activities ............................................................................. 29 Office 365 Post-Transition Phase ......................................................................................................... 29 Post-Transition Phase Key Activities ...................................................................................... 29 Detailed Transition Timeline .................................................................................................................. 31 (Earlier than T-60 Days) to Transition.................................................................................................. 31 (T-60 Days) to Transition ..................................................................................................................... 33 (T-30 Days) to Transition ..................................................................................................................... 35 (T-14 Days) to Transition ..................................................................................................................... 36 (T-2 Days) to Transition ....................................................................................................................... 37 (T-0) Transition Start (Friday 3pm local time in the most western time zone for your region) ........... 37 BPOS-S to Office 365 Transition Planning Guide for Enterprises 3
  4. 4. (T-00) Transition Complete (Target: Sunday 3pm local time in the most western time zone for your region).................................................................................................................................................. 37 (T+08:00 Hours) Post Transition (Approximately the first business day after transition) ................... 39 (T+72:00 Hours) Post Transition .......................................................................................................... 39 (T+84:00 Hours) Post Transition .......................................................................................................... 40 (T+2 Weeks) Post Transition ................................................................................................................ 40Section 3: Technical Considerations .................................................................................................. 41 Overview ................................................................................................................................................. 42 Software Requirements .......................................................................................................................... 44 Operating system requirements .......................................................................................................... 44 Office client requirements.................................................................................................................... 44 Browser requirements—Administration Center and My Company Portal .......................................... 44 Browser requirements—Outlook Web App ......................................................................................... 44 Sign In Credentials .................................................................................................................................. 45 Required Password Changes .................................................................................................................. 45 Software Deployment and Packaging..................................................................................................... 46 Manual Distribution of Client Updates ................................................................................................ 46 SharePoint Version Differences .............................................................................................................. 47 Lync Deployment .................................................................................................................................... 47 Live Meeting ........................................................................................................................................... 48 Update DNS Settings for Outlook ........................................................................................................... 49 Authentication ........................................................................................................................................ 49 Removal of the Microsoft Online Services Sign In Client Application .................................................. 50 Service Connectivity ............................................................................................................................... 50 Mobile Devices ....................................................................................................................................... 51 Mail-Enabled Applications ...................................................................................................................... 51 Message Routing and FOPE .................................................................................................................... 52 Exchange Hosted Archive (EHA) ............................................................................................................. 52 Blackberry (RIM) Devices ........................................................................................................................ 53 SR Review ............................................................................................................................................... 53 Migration of Settings and Configuration ................................................................................................ 54 Network Bandwidth Reassessment ........................................................................................................ 56 Determination of Administrator Roles ................................................................................................... 57 Deploy Directory Synchronization for Office 365 Post Transition .......................................................... 57 BPOS-S to Office 365 Transition Planning Guide for Enterprises 4
  5. 5. Preserving Public Delegates ................................................................................................................... 58 Converting Shared Mailboxes ................................................................................................................. 59Section 4: Appendices ...................................................................................................................... 60 Appendix A: Post-Transition Resources.................................................................................................. 61 Post Migration Service Testing Activities ............................................................................................. 61 Validate URLs for Office 365 .................................................................................................. 61 Office 365 SMTP Relay Changes ............................................................................................ 62 Testing Collaboration Services – Client Workstations ........................................................... 62 Testing Collaboration Services – Exchange Online ................................................................ 62 Testing Collaboration Services – SharePoint Online .............................................................. 63 Testing Collaboration Services – Lync Online ........................................................................ 63 Post-Transition Activities ..................................................................................................................... 64 Appendix B: Transition URLs, Ports and IP Addresses for Office 365 ..................................................... 65 Office 365 Portal .................................................................................................................................. 65 Microsoft Online Services Sign In ......................................................................................................... 65 Required Ports...................................................................................................................................... 66 Appendix C: External Document References .......................................................................................... 68 Appendix D: Glossary of Terms............................................................................................................... 71 BPOS-S to Office 365 Transition Planning Guide for Enterprises 5
  6. 6. Section 1: Overview and Executive Summary BPOS-S to Office 365 Transition Planning Guide for Enterprises 6
  7. 7. IntroductionThe Microsoft BPOS–S to Office 365 Transition Guide for Enterprises is intended to help you understand therequirements and work streams for transitioning your organization from Microsoft Business ProductivityOnline Standard Suite (BPOS–S) to Microsoft Office 365 for enterprises, using the automated Microsofttransition process. This transition of your production tenant moves user data and settings to theirfunctional equivalents in Office 365, while maintaining service to your users throughout the change.As an enterprise IT administrator running a BPOS–S tenant (e.g., over 1000 users), you should understandthat there are multiple work streams required in your organization in order to smoothly achieve transition.The more sophisticated your IT systems are, the more work will be required to confidently complete thework streams. This document is designed to help you determine and plan the work streams necessary intransition strategy.This document is offered as a complement to existing information sources and does not replace theMicrosoft Office 365 Deployment Guide for Enterprises (MODG), or the Office 365 Service Descriptionsthat are already published.Overview of the TransitionThere are three phases of transition: Pre-transition. Because the transition of service from BPOS–S to Office 365 will have a significant impact on the consumers of the service, and also on how IT provides services and functionality based on the feature set in the service, it requires a level of planning equivalent to any major technology infrastructure change. The planning and readiness work required to prepare for transition is a customer-owned work stream that must be started many weeks before you have been notified by Microsoft of the transition of your service. Automated transition. The automated transition process has tasks that Microsoft does in the background in the weeks prior to the actual transition, and then the actual transition of user accounts and data typically occurs over a weekend and may take 48 hours to complete. Post-transition. Once the automated transition is complete, the post-transition phase involves customer-owned validating and testing based on the plans prepared in the pre-transition phase.For a detailed timeline including key tasks for each phase, see Section 2, Transition Phases and Timeline.Microsoft will schedule the automated transition process for your organization between now andSeptember 2012. After reading this document and determining your organization’s timeline for pre-transition tasks, please contact your Microsoft representative to let them know when your organizationwill be ready for transition.Important: There is no ability to cancel, roll back, or indefinitely suspend transition once the transition is in the Microsoft pipeline. Microsoft will provide all customers the one-time ability to postpone the transition by 60 days, if necessary. Such a postponement must be requested before you reach the T-14 day milestone. You must be prepared and staffed to address any post-transition issues within the context of the Office 365 service until everything is working as expected. Attempting a manual production transition to Office 365 is not supported by Microsoft and runs the risk of inbound email loss, stored email and configuration settings loss, and compromised BPOS-S to Office 365 Transition Planning Guide for Enterprises 7
  8. 8. email archives. A manual transition approach takes longer and adds additional work to that described in this guide for a Microsoft scheduled transition, and significantly increases the risk of disruption for your end users. The project work described in this document is essential to ensure a smooth transition and to reduce IT and business-related issues after transition.How Office 365 Services Map to BPOS ServicesMicrosoft Office 365 for enterprises is the successor to BPOS-S, which was the first generation of cloud-based multi-tenant business productivity offerings from Microsoft Online Services.The Office 365 for Enterprises solution includes the following cloud-based services: Microsoft Exchange Online (maps to Microsoft Exchange 2007 in BPOS–S) Microsoft SharePoint® Online (maps to Microsoft SharePoint 2007 in BPOS-S) Microsoft Lync Online (maps to Microsoft Online Communicator Service (OCS 2007 R2) in BPOS–S, and replaces Microsoft Live Meeting) Microsoft Office 2010 Professional Plus (New for Office 365)The cloud-based solutions in Office 365 for Enterprises are based on the 2010 versions of Microsoft’sserver products, but are not functionally identical to the on-premises software versions. The Office 365Service Descriptions are the definitive source for understanding the Office 365 services, and are availablefor download at http://www.microsoft.com/download/en/details.aspx?id=13602.How to Use this GuideThis document has been organized into sections that provide information for specific types of deploymentpersonnel in your organization. Here is a quick overview of what you will find: Section 1: Overview and Executive Summary. This section describes important concepts and assumptions that are essential for planning your transition, including using a trial Office 365 tenant to explore and test Office 365. Section 2: Transition Tasks and Timeline. This section provides a look at the key customer accountabilities in the Microsoft scheduled transition process and the organizational requirements to successfully transition from BPOS to Office 365. The information is presented in two ways: by work stream for each phase, and by detailed timeline. We recommend that your IT department build an overall IT change plan that comprehensively addresses all the topics covered in this section. Section 3. Technical Considerations. This section provides the technical details for the tasks referenced in Section 2. Section 4. Appendices. The appendices contain reference information mentioned in the preceding sections.This document describes the transition process for all the BPOS–S services. If you have not subscribed to aservice, you can disregard sections of the document that apply to services you have not subscribed to.Document Scope and LimitsThis document is specifically focused on the transition from BPOS–S to Office 365, in a production ITenvironment that is already configured and has deployed the BPOS–S service in production use today. BPOS-S to Office 365 Transition Planning Guide for Enterprises 8
  9. 9. The document does not address the following items, as these are covered and referenced in existingpublished guidance or guidance will be published at a future time. Migration of on-premises email to any online service. You should be finished with all on-premises to cloud migrations before transition. If you can’t finish a migration, you will need to stop it, and then migrate the remaining mailboxes directly to Office 365 after transition. For more information on options, see Pre-Transition Key Activities. Upgrade of BPOS Dedicated (BPOS –D) to Office 365 for enterprises dedicated plans. The dedicated plans are entirely different than the services described in this document. Because the environments for dedicated plans are limited to a single customer, upgrades are conducted on a customer-by-customer basis. Review of the Office 365 service descriptions to ensure business alignment. Your organization should not move forward with its planned transition to Office 365 until all aspects of the service have been evaluated for alignment with your existing business and IT requirements, and you understand the impacts and complexities involved in the service transition, as well as the changes in the Microsoft service offering that will lead to material changes to your IT service offering to users. We recommend reviewing the BPOS–S service descriptions and the Office 365 service descriptions at the same time to compare differences directly. o The Office 365 for Enterprise Service Descriptions can be found at http://www.microsoft.com/download/en/details.aspx?id=13602 o The BPOS–S Service Descriptions can be found at http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=18459 Validation of BPOS user licenses. To successfully transition to Office 365, your organization will need to have a tenant with a current, paid subscription. BPOS–S tenants currently in use for testing or validation will not be automatically transitioned if they are based on trial subscriptions. Microsoft will typically only transition paid tenants to Office 365. Microsoft recommends that customers review and document their subscriptions and ensure that tenants they want to maintain, such as production test environments, are eligible to be transitioned to the new service. If you are uncertain about the status of a BPOS–S tenant subscription, or if you have a production test or content development tenant that is still using a trial subscription, please contact your Microsoft representative. Office 365 feature enhancements that occur after transition. This document does not include implementation guidance for any features of Office 365 that don’t have equivalent functionality in BPOS–S. For example, Office 365 offers single sign-on based on ADFS (Active Directory Federation Server), and also offers hybrid cloud and on-premises mail scenarios. All new features are unavailable for implementation until you are fully transitioned to Office 365. Other details of implementing Office 365. The Microsoft Office 365 Deployment Guide for Enterprises (MODG) is a good reference for the technical configurations in the service. Even though the MODG doesn’t directly deal with transitions, the reference information provided in the MODG is useful for understanding the deployment of the Office 365 service into your enterprise. To download the guide, go to http://www.microsoft.com/download/en/details.aspx?id=26509. Transitioning from Exchange Hosted Archiving (EHA) to Exchange Online Archiving (EOA). The EHA service will be unaffected as part of the BPOS–S transition process. However, the end of life for the EHA service has been announced by Microsoft, and the EHA to EOA transition will be a separate project, with Microsoft working with EHA customers to plan for the successful transition of archiving services at a later date. BPOS-S to Office 365 Transition Planning Guide for Enterprises 9
  10. 10. The transition guidance described in this guide is subject to change as Microsoft makes improvements andenhancements to the transition process based on review of each transition that occurs. Before startingwork based on the advice in this document, it’s important that you check for updated versions of this guideat the Microsoft Download Center, at http://g.microsoftonline.com/0rmcm00en-us/5018.Customer Environment AssumptionsThe guidance in this document is based on the following core principles and assumptions: The Microsoft BPOS–S service, and after your transition, the Microsoft Office 365 Service, is a subset of the end-to-end service offered by your IT department to your business. You necessarily layer on and/or integrate with additional internally operated processes and services, such as: o User provisioning o Help desk o Desktop workstation technology, including laptop and PC devices o Mobile devices o Security services o Business application software o Business rules and services such as retention policies, legal discovery, archiving, and mobile device policy No change should be introduced by the IT services to the business, or to the underlying IT infrastructure, that has not been evaluated for business fit and tested for technical efficacy in the environment. For example, in large organizations: o The rollout of patches is usually tested to ensure there are no adverse impacts to business functionality or IT customizations. o The roll out of a new software version for any business user or business process impacting workload is a non-trivial project in its own right, including distinct evaluation, test and roll- out phases. For example, simply changing the version of Microsoft Outlook that users use requires validating that any Outlook plug-in components in use such as CRM, encryption, or conferencing, will work and be supported by the plug-in vendor. Such a change also requires training users and help desk staff, and preparing new help content. Change to IT services or technology typically requires sign off by multiple departments (e.g. user advocacy, IT security, IT change management) and these changes are usually organized, managed, tracked and implemented via a change project. Changes to the business functionality provided by IT services often require evaluation by and sign off by the businesses that are impacted. Enterprise-scale organizations typically have a substantial IT department that is responsible to provide the end-to-end messaging and collaboration services to the business. Enterprise-scale organizations typically have too many users to manage their technology on a user- by-user basis. Managed technology rollout approaches will be in use already, with specific change- management approaches, communications approaches, and use of desktop management technology for any work that that touches the end-user workstations or enterprise servers. Some of the IT work implicit in the above may be outsourced to vendors on a permanent or staff augmentation basis. Enterprise-scale organizations typically use a number of large application suites with software environment dependencies (e.g. SAP, PeopleSoft, Siebel, Ariba), and changes to simple things like workstation software or web browser can have non-trivial consequences in these applications. BPOS-S to Office 365 Transition Planning Guide for Enterprises 10
  11. 11. Often such packages have limitations on what changes can be introduced and still be supported (e.g. only certain browser versions supported). Often the IT department is required to manage these multi-vendor integration dependencies and choose the path of perceived lesser risk as they judge it (e.g. stay on old browser version with inherent security concerns or update browser to eliminate security concerns, but in so doing risk being in an unsupported configuration by a key business application vendor).Even if all of the above principles and assumptions may not apply to your organization, some of them mayapply to a lesser or greater degree, and it is left to the reader to determine which elements of the advice inthis document should be adopted in your transition project in order to successfully introduce thissignificant change into your environment.Transition ResponsibilitiesThe automated transition from BPOS–S to Office 365 is conducted by Microsoft under our contractualobligations for BPOS–S. Under this program, all Microsoft datacenter-side activities are conducted inpartnership with our customers, with the costs of these transition items included in the service fees. Thetransition is designed to provide for minimized production disruption to users and no loss of data orsettings. Where a technical trade off or choice was necessary between creating work for customers’ ITdepartments or introducing impacts on end users, Microsoft has always chosen to reduce or eliminate theimpact on end user service. Of course Microsoft has also tried to minimize your IT department’s work.Most of the work you will need to do will be based on your internet access, your software versions in useand any points of customization you have introduced. You will have the most work to do if you haveheavily customized your usage of BPOS–S or done things which Microsoft does not support in BPOS–S.Demarcation of responsibilities between you and Microsoft can be described as follows: Microsoft datacenter-side transition work items are Microsoft’s responsibility (including our internet connectivity). Customer-side readiness work items are your responsibility (including your internet connectivity). Conversion of your business processes dependent on the service is your responsibility. Training of employees to use the new service is your responsibility. Planning and coordinated execution is a joint responsibility. Adoption of new Office 365 features is your responsibility after transition has completed.Implementation TeamThe transition from BPOS to Office 365 is a multi-phase approach that requires close communication andcoordination of activities between your internal teams and Microsoft Online Services. Depending on theservices you have subscribed to with Microsoft, your Premier Technical Account Manager (TAM) will beyour central conduit for planning and coordination of activities with Microsoft Online. For customers whodo not elect to have the services of a TAM, Microsoft will appoint a Service Transition Manager (STM) toprovide basic help with the communications and high level activities leading up to the transition window.In either case, it’s important to understand what’s required of your IT team, so that proper planning andmanaged changed activities can be taken into account to ensure a smooth transition experience. Althoughyour project personnel will have varied technical backgrounds, they should have project management,service management, or technical support backgrounds in addition to familiarity with the BPOS and Office365 services. BPOS-S to Office 365 Transition Planning Guide for Enterprises 11
  12. 12. The transition of service from BPOS–S to Office 365 will have an impact on not only the consumers of theservice, but how IT provides services and functionality based on the feature set in the service. Due to thebreadth and depth of the transition activities, Microsoft recommends that you allocate a technical projectmanager responsible for the orchestrated execution of the IT change tasks identified in this guide. Mostenterprise IT organizations will already have an approach to production software upgrade and changemanagement of production IT services. In many large enterprises, a number of different constituencies areimpacted by a change in IT services, all of which much be taken into account during the project planningphases.The same approaches used for the upgrade of any other customer IT services should be employed in thistransition, and this document is intended to help your transition team identify and integrate the requiredwork streams into an overarching transition project plan.As part of a managed change approach, Microsoft recommends the formation of an IT project team, withappropriate representation from each area of responsibility. The list below provides an overview of theareas that are impacted by the transition. You should also anticipate the uniqueness of your environmentto ensure that there are no additional impacts to services or processes. While Microsoft understands yourorganization might not have dedicated teams for each of the topics summarized below, you should ensureyou have accountability for each of the areas in your team. Networking and network security. Review port requirements, firewall rules and settings critical to the adoption of the service across the enterprise, and apply those changes without impacting production services. These teams will also need to understand, and address any changes in bandwidth and circuit requirements, as a result of the implementation of Office 365. Security and policy administrators (Group Policy Security Administration). Review the impact of changes in the service and required policy changes to provide equivalent services during and post transition. In addition to management of security policies and architecture, the security team in many organizations is responsible for the management of certificates and the PKI infrastructure which might be required depending on the organization configuration. Help desk. Your help desk will be a critical component of the transition process, not only as a first response group for user concerns immediately after transition has completed, but also because the help desk organization will be impacted the most by changes in functionality in the services. Therefore in advance of the transition, they will need to understand the impact that Office 365 presents on the services, processes and organization, train their staff and prepare content. Line-of-business application administrators. With the transition of the service, it’s important to have identified any line-of-business applications requiring messaging or other functionality in order to ensure a smooth transition to Office 365, so that there is minimal interruption in the line- of-business applications. In addition to the changes to applications that rely on Office 365, planning for consequential changes to unrelated applications as a result of these requirements should be planned for. For example, all Internet Explorer and Outlook plug-ins need to be evaluated and tested as part of preparing for transition. Messaging and collaboration. Ensuring the messaging and collaboration teams within the enterprise understand the transition process, and have actionable plans in place will be critical to establishing customer expectations during the whole transition process. A clear understanding and well-defined communications plan will be critical to increase awareness, and communicate changes to your user community in advance of the transition. BPOS-S to Office 365 Transition Planning Guide for Enterprises 12
  13. 13. User advocates and user liaisons. A complete and robust communication plan executed with the support of user advocates will help your user community to prepare for the changes in service functionality and the disruptions during the change period. SharePoint administration and governance. From the point of view of the users, the post- transition SharePoint environment will maintain the same visual elements as the current BPOS–S environment, until you choose to perform a SharePoint 2010 Visual Upgrade. While the transition process is designed to ensure customer workflows and business integration will work as expected, Microsoft recommends that a testing plan be developed so that all functionality can be captured and reviewed during the transition validation process. Remediation plans for any non-functional pages or functionality will need to be prepared. Identity and directory teams. In order to ensure customer access over the course of the transition and after, this team needs to plan for the transition of identity and user information into Office 365. This includes provisioning and change management for identity and user data. Change management. Due to the large number of services and wide-spread impact to the enterprise, inclusion of change management staff is a requirement for a successful implementation. The change management team should be tasked with providing a means of introducing change in a predictable manner in the enterprise, through your previously established processes. If you do not operate a specific change management team, you should still take a careful managed change approach, with deliberate sign off of changes, advance testing and a checklist of dependencies on each change that are resolved before it is put into effect.Assumed KnowledgeFor the technical areas of the transition to Office 365 from BPOS, this guide assumes that your organizationhas personnel with Microsoft Certified Systems Engineer (MCSE) and Microsoft Certified IT Professional(MCITP) certifications or equivalent skills. Your personnel should also have experience with MicrosoftExchange Servers, Microsoft SharePoint Server, Microsoft Office Communications Server 2007 R2 or LyncServer, the Windows Server operating system, and Active Directory Domain Services. A detailed list ofassumed technical knowledge is provided below. Knowledge and proficiency in the following Microsoft technology areas: o Active Directory Domain Services o Microsoft Exchange Server 2010, Exchange Server 2007, or Exchange Server 2003 o Microsoft Lync Server 2010 or Microsoft Office Communications Server 2007 o Microsoft SharePoint Server 2010 or Office SharePoint Server 2007 o Microsoft Live Meeting o DNS and related technologies o Windows PowerShell 2.0 o Internet Information Services ((IIS) 6 or higher Knowledge and proficiency in the following Microsoft client technologies: o Microsoft Office 2010 and Office 2007 o Windows Internet Explorer® 7 or higher and other Internet browser technologies o Windows Update and Microsoft Update o Mobile Devices Knowledge of the customer network topology: o Active Directory sites, trusts, and topology BPOS-S to Office 365 Transition Planning Guide for Enterprises 13
  14. 14. o Local Area Networks (LANs) and Wide area Networks (WANs): on-premises networks and equipment o Wide area Network connectivity: Internet bandwidth and latency o Firewall/Browser Proxy technologies o SSL certificates Knowledge of the existing messaging systems currently deployed, for example: o Microsoft Exchange Server-based systems o Microsoft BPOS Standard based Messaging Environment o POP3/IMAP4/SMTP-based mail systems o Lotus Notes Domino o Novell GroupWise o Mail Archival systems o Email encryptionIn addition to the technologies listed above, it’s important to be aware of the changes in each service forOffice 365, and the available online resources that can be used to assist in planning and transition.Microsoft strongly recommends that the virtual team begins reviewing the appropriate servicedescriptions in order to understand the technical changes within the service, in addition to planning forchanges in administration and service usage.In addition to reviewing the Office 365 Service Descriptions, you should read and understand the followingarticles: Office 365 Frequently Asked Questions: http://www.microsoft.com/en-us/office365/faqs.aspx Office 365 release notes: http://community.office365.com/en-us/w/release-notes/default.aspx Transition checklist: http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B- 48BCCF8887A9/Checklist_EN_191010.docx Office 365 transition Frequently Asked Questions: http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B- 48BCCF8887A9/FAQ_EN_101010.docxIn addition, for a complete list of all external references listed within this document, see Appendix C:External Document References. BPOS-S to Office 365 Transition Planning Guide for Enterprises 14
  15. 15. Office 365 Trial SubscriptionOne of the best ways to understand the nature of changes that will happen as a result of the transitionbetween BPOS–S and Office 365 is to experience the software by exploring Office 365 in a tenant that usesa trial subscription. Tenants based on trial subscriptions are the functional equivalent of productiontenants in most customer-visible respects. Using a trial tenant also provides advance administrator accessto the Office 365 interface to help provide understanding and knowledge of the environment before theactual transition date.We recommend that all customers establish at least one Office 365 tenant based on a trial subscription.This will allow administrators to experience Office 365 and help plan for the transition. This trial accountshould only be used for testing (e.g. firewall and access testing), integration customization design (e.g.advance preparation and test of mobile devices ActiveSync policies), training preparation (e.g. end usertraining for sign-in changes) and business process design work (e.g. Legal and eDiscovery).Important: When creating an Office 365 trial account for testing and evaluating the service in advance oftransitioning from BPOS-S, keep in mind the following: Data and configuration settings within trial tenants are not migrated to any production Office 365 tenant after or during the transition. After the trial has expired, all content, settings, and data in the trial will be irretrievably deleted. Do not use the same tenant domain name that is in use in BPOS–S currently, as this will conflict with your production transition and cause the process to fail. For example, if your BPOS–S tenant is called contoso.emea.microsoft.online.com you must not create an Office 365 tenant called contoso.onmicrosoft.com. You will not be able to use any of your existing SMTP or SIP domains in the Office 365 trial tenant, and you should not attempt to use any other SMTP or SIP domains that you are considering for use in Office 365 in the future. If, as part of your testing, you import some mailboxes from your BPOS –S tenant into the trial tenant, and attempt to reply to the mail items you have imported, such replies will fail to be delivered and you will see non-delivery reports. This is because the mail addresses from your BPOS –S email will be invalid in the trial tenant, and is to be expected. If, as part of your testing, you import SharePoint content into Office 365 and do not re-factor the URLs in the content during that import, the content will not work reliably in the trial tenant. In the transition to your production Office 365 tenant, Microsoft will add redirects to old BPOS –S URLs to keep your content working, giving you time post-transition to re-factor the URLs. The kind of testing advised in this document is not the primary purpose for which Microsoft offers a trial subscription for Office 365. Consequently you will receive email messages and other communications from Microsoft encouraging you to convert each trial tenant into a paid production tenant. These messages are automated, have nothing to do with transition from BPOS– S, and should be ignored if a trial tenant is being used for transition evaluation and test purposes. Unfortunately, at this time Microsoft is unable to correlate your trial tenant with your status as a valued production customer or to suspend these messages.To sign up for an Office 365 trial subscription, go to http://www.office365.com. BPOS-S to Office 365 Transition Planning Guide for Enterprises 15
  16. 16. FeedbackReaders are encouraged to submit feedback about this deployment guide to transMODG@microsoft.com.Your feedback is important to the continued improvement of this document. BPOS-S to Office 365 Transition Planning Guide for Enterprises 16
  17. 17. Section 2: Transition Tasks and Timeline BPOS-S to Office 365 Transition Planning Guide for Enterprises 17
  18. 18. OverviewThe guidance in this section is organized in two ways, by the work streams required to implement thecomponents that provide the foundation of the IT service to the business, and by timeline (pre, during, andpost-transition). The first part of the section describes the impact during the transition weekend, the support requirements, and the customer responsibilities and work streams based on the Service Delivery Management (SDM) methodology. Microsoft recommends using SDM or an alternative methodology in order to provide an established set of guidance for planning, testing and transitioning the service over the course of the project. The second part of this section, Transition Phases and Milestones, lists the key activities for the three phases of the transition. The third part of the section, Detailed Transition Timeline, provides a detailed timeline to help you understand the sequencing of tasks, and to ensure your enterprise change processes align with the scheduled Microsoft components.The extent to which customer-side transition work items are necessary is dependent on many factorsincluding: The extent of any customer side customizations which need to be redesigned, tested and reapplied. The extent to which customer side functionality depends on deprecated or adjusted features and functions. The status of the client computing environment relative to current software versions. The number of users in your tenant. The sophistication of client side automation, comprehensive support systems and other end-user impacting aspects of the customer’s IT environment.User and Administrator Impact During the Transition WeekendIt’s important to understand what will happen during the transition weekend in order to effectivelycommunicate to your users and business units what to expect during the service transition. As thismigration process begins, the experience within the tenant will be impacted while users are transitionedbetween services. During the transition weekend, email flow will be uninterrupted and incoming mail will not be lost. Users who are working in Outlook during the transition will see a message saying that Outlook needs to restart. There may be a period of up to two hours (worst case scenario) after the issuance of this message where Outlook cannot connect to the new service. This is due to the time it takes to clear various connection caches in the service. If this temporary state is impacting a user who needs to process email, access to email in the new services will be always possible using Outlook Web App (and by ActiveSync devices if they have been re-configured post transition (see below)). After transition, by default Outlook Web App and ActiveSync are set to ‘On’ for every user, regardless of your BPOS–S prior settings for these features. The BPOS-S version of Outlook Web App will stop working over the course of the transition weekend, and users will get a “Disconnected” message. At that time users can immediately reconnect to the service with Outlook Web App using the Office 365 URL. Information on where to BPOS-S to Office 365 Transition Planning Guide for Enterprises 18
  19. 19. find what URL should be published to your users in advance as part of your communications plan. (See Appendix B, Transition URLs, Ports and IP Addresses for Office 365). If your users try to use the old Outlook Web App URL, they will be redirected, but it will be a smoother experience for your users if you have communicated the new URL in advance. Mobile device access (via Active Sync) will need to be reconfigured with the appropriate Office 365 settings, because the mailbox has transitioned to the Office 365 tenant as part of the process. Information on where to obtain the steps to setup your mobile device in Mobile Devices in Section 3. SharePoint site collections will be locked in a read-only state for the transition weekend to allow the final synchronization of data between SharePoint in the BPOS and Office 365 environments. There are also two short periods of SharePoint downtime: the first for final data replication occurs a week prior to the transition weekend to start the cutover to the new service, and the second occurs a week after the transition to complete the cut over. Both downtimes are scheduled during a weekend in order to minimize user impacts, and both are very short. Instant Messaging and Live Meeting services will continue to function during the transition weekend.For email, all users do not transition at the same moment: there will be a rolling change to service to emailusers over the course of the transition weekend. Microsoft can’t predict the order of mailbox transition orschedule individual mailbox transition in a specific order. Particular care should be given to communicatewith your international users regarding the timing of transition. For example if you have a tenant inMicrosoft’s EMEA region or Asia region but with users in the USA, the transition will start for your tenantbefore your USA based users start work on the Friday of transition (depending on their exact time zone).You should also plan for such impacts with your help desk.For SharePoint, transition occurs at exactly the same time for all users. SharePoint is read-only foreveryone during transition, and then is restored to normal function for everyone at the same time post-transition.Tenant administrators can expect the following impacts to the service during the transition: The Microsoft Online Admin Center will become read-only in the 24 hours prior to the transition of service. o Subscriptions and licenses can’t be added, modified or deleted or redistributed during the transition. o Users can’t be created, modified or deleted starting when the Microsoft Online Admin Center becomes read-only, and throughout the transition weekend. However you will be able to make changes to the password for existing users if you need to. This may be necessary if a user has forgotten their password, or if you need to deny service to a user for urgent Human Resources reasons. Passwords changed in this timeframe will also be synchronized to the new Office 365 service, so that when this user tries to access Office 365 after transition they are granted access or denied as per your intent. o Once transition completes, the BPOS–S Microsoft Online Admin Center will become unavailable for all your administrators and all administration will need to be done using the Office 365 portal. BPOS-S to Office 365 Transition Planning Guide for Enterprises 19
  20. 20. Transition SupportBefore starting your BPOS to Office 365 transition project, you should become familiar with the supportoptions that are available to help you resolve issues that may arise during the transition. Microsoft hasestablished a support team dedicated to providing assistance with any transition issues that arise. Tocontact this support team, see Contact Technical Support for Microsoft Online Services, athttp://g.microsoftonline.com/0rmcm00en-us/5022.In addition to planning for transition support from Microsoft, you should work on developing a plan tomanage issues arising within your own organization specifically related to transition activities. This mightbe a temporary team dedicated to transition activities in your existing help desk, or a separate teamentirely. You should have an established a set of contacts and escalation paths within your organization forthe transition process to coordinate and communicate your activities relating to the transition in order toaddress any issues as a result of the transition.In planning for the support integration between your organization and Microsoft’s help desk, you shouldtake into consideration the following suggestions: Limit the interactions between your support organization and Microsoft to a few key individuals. This will provide a consistent message between your organization and Microsoft; ensuring calls are monitored and progressed appropriately, without a duplication of effort. Your users should never call Microsoft support – we can’t act on their requests, and the work with Microsoft should be a technical peer-to-peer dialog. Document and track any issues as they arise, and develop and approach to systematically resolve them and track their resolution to completion. Most issues will be predictable impacts described in this document which you should plan to resolve locally, and which you can reduce with advance user communications planning. Consider executive users and their assistants, and international users. These and other classes of VIP or business-critical users might need special support processes.Customer ResponsibilitiesCustomers transitioning from BPOS to Office 365 are required to assume specific responsibilities in thetransition process. Understanding these responsibilities at the start of the pre-transition phase is critical toachieving a successful transition and usage of the Office 365 service. The high level responsibilities arelisted here, and later in this section, the same tasks are presented in timeline order.Although there is no data and almost no server software to be migrated by you during this transition, youare nonetheless adopting new client and server software for enterprise use. The deployment of thissoftware should be managed and tested using your existing processes for new software deployments.Key tasks/responsibilities for organizations that are transitioning from BPOS–S to Office 365 include: Assign a project manager. Your organization must assign a person to manage your BPOS–S to Office 365 transition project and lead your transition team. It’s critical to coordinate the transition activities through a central owner, as there are a number of parallel activities and coordination across these are required in order for the customer to be successful in their transition. Develop a project plan. Your transition project plan is used to schedule and track progress for the BPOS–S to Office 365 transition work streams. The plan should include a transition schedule that shows when each transition milestone will be reached. A project plan is an essential part of the BPOS-S to Office 365 Transition Planning Guide for Enterprises 20
  21. 21. requirements for a successful transition, as the multiple processes and technical work streamsoverlap and require coordination in order to ensure that the transition proceeds smoothly.Develop a transition plan based on technical requirements. The project teams’ technical activitiesshould provide for the resolution of possible business and technical impacts in a customer BPOS–Senvironment that would prevent the usage of the Office 365 service. The plan should provide amethod for testing of any implementation items that have multiple dependencies within the Office365 suite. A BPOS to Office 365 Transition Checklist can be found athttp://www.microsoft.com/online/help/en-us/helphowto/8939e90a-59dc-4f0f-aec0-19a899c0af75.htm.Document your tenant. Microsoft recommends that part of your operations strategy for managingthe online service is to have up-to-date configuration documentation for all aspects of your BPOS–S (and ultimately Office 365) service. Documentation should include not just the documentation ofthe service offering from Microsoft, but also the customizations that are a key element of the end-to-end service offered to your end users. This documentation will help with this transition andfuture change management.Install and configure the Directory Synchronization Tool. In BPOS–S, the Microsoft Online ServicesDirectory Synchronization Tool (DirSync) can be used to keep your local Active Directoryenvironment synchronized with your BPOS–S directory. To restore service functionality andoperate in a fully Microsoft-supported status, if you are currently using the DirectorySynchronization Tool for BPOS–S, after transition to Office 365, you are required to deploy theDirectory Synchronization Tool for Office 365. If you are not currently using DirSync, then there isno need to start doing so for transition or post transition in Office 365. For more information,including differences in Active Directory requirements, see Deploy Directory Synchronization forOffice 365 Post Transition in Section 3.Ensure that each end-user workstation meets Office 365 client requirements. Each end-user PCmust meet the Office 365 client requirements, which have changed since the introduction ofBPOS–S. To download the current Office 365 requirements, see http://www.microsoft.com/en-us/office365/system-requirements.aspx#fbid=ar65A2Nz-YZ.Plan and coordinate end-user support. Before transitioning, you must plan for support of yourBPOS users. This includes planning for escalation of support issues to Microsoft via a limitednumber of contacts in your organization. There are three main areas to look at when planning forhelp desk impact, and how it will ultimately affect your business. They are: o Support for transition preparation and the transition weekend. Plan to support and communicate with your users during the course of the actual transition when the services are transitioning between BPOS–S and Office 365. If your communications plan provides end-user guidance for transition tasks, your help desk should be ready to support end users through these activities. However Microsoft recommends avoiding assigning technical tasks to end users when at all possible. o Day 0 support. This is primarily about allocating additional staff to support any issues that are a direct result of the transition, allowing your help desk to deal with both standard support issues and transition related support issues. You might also temporarily adjust the dial plan sequence of your help desk phone system to mention transition and provide a minimum key stroke path to the right help. For big end-user changes, some companies establish day 0 ‘white glove’ support for VIP’s or on-site drop-in support kiosks for help with local issues. The amount of time and resource you invest in day 0 support for your users is for you to judge based on the degree of change you are introducing, the budget BPOS-S to Office 365 Transition Planning Guide for Enterprises 21
  22. 22. and resources available and the extent to which you want to invest to minimize disruption in your environment. o Office 365 support. In parallel with the above, your support organization should also be focused on internal changes necessary to support Office 365. Your support processes and support content should be fully documented and updated to support Office 365, your help desk staff should be trained in advance and any systems or tooling they use updated.Plan, develop and execute training plans. You will need to implement training for your end users,service administrators (email and SharePoint) and your help desk staff, addressing changes in theservice between BPOS–S and Office 365.Plan, develop and execute transition communication plans. In addition to providing training andcommunications plans for your help desk, you will need to inform end users about the transition toOffice 365 service offerings and what, if anything is required of them.Test and validate service customizations. In order to ensure you have a smooth transitionexperience, and to avoid service interruptions post-transition, it’s important to document andunderstand all customizations that have been put in place for BPOS–S, and ensure they transitionand operate as expected. The creation of a testing plan and associated remediation activities willhelp to identify problem areas after transition, and provide a guide for your testing processes.Every point of IT integration and customization with the BPOS–S service should be validated inadvance for Office 365 and confirmed as functional after the transition.Test and validate network access. While some network ports and firewall configurations remainthe same between BPOS–S and Office 365, a number of networking changes are required – andthese should be validated and tested prior to the transition weekend. The port and networksettings provided in the document are provided for implementation early in your transitionproject. The amount of work required for the validation and remediation of your network isdirectly correlated to the degree of customization you have implemented in support of BPOS–S.Test and validate email flow and message hygiene solutions. Testing of email flow and messagehygiene is critical to ensure the continued operation of the service during and after the transitionweekend. While Microsoft has worked hard to ensure email flow continues without impact duringthe transition, customers are responsible to ensure their end-to-end email flow and hygienesolutions have been updated and tested for interoperability and communications with the Office365 environment. The creation of a testing plan and associated remediation plan will help toidentify problem areas, and provide a guide for your transition testing processes.Document FOPE customizations and SR’s. As part of the design intent for transition, the ForefrontOnline Protection for Exchange (FOPE) service used in BPOS–S will transition intact to Office 365.Note that in BPOS–S, all FOPE configuration changes were implemented via a call to customersupport (Service Request (SR)). In Office 365, all FOPE changes are via the self-serviceadministrator portal. It’s important to understand what changes to FOPE were implemented inBPOS–S, and as part of your post-transition process, validate those changes are in place andfunctional.Review and adjust the end-to-end provisioning process. Most enterprise customers provisiontheir BPOS–S accounts based on automated processes that feed from various identity systems, andsynchronize with BPOS–S via Active Directory. Microsoft recommends that you review and updateall your provisioning processes such as adding or deleting users, modifying user objects, changinguser names and resetting passwords, to ensure you have procedures that will work with Office365. BPOS-S to Office 365 Transition Planning Guide for Enterprises 22
  23. 23. Test and validate SharePoint content. As part of this transition process, your SharePoint environment will be transitioned to SharePoint 2010. The testing and planned remediation (if required) of SharePoint content, sites and site collections for Office 365 is recommended to ensure proper presentation of content post-transition. For information about differences between the BPOS and Microsoft Office 365 versions of SharePoint Online, see SharePoint Version Differences in Section 3. Plan for mobile devices. As part of the transition, RIM Corporation is taking ownership of the Blackberry Enterprise Service hosting for Blackberry devices. Microsoft recommends that you work with RIM to understand their service, and plan for any changes required for Blackberry devices to consume the Office 365 service. For non-Blackberry mobile devices, your end users will be required to make changes to the configuration settings of the device post transition. Your end user communication plan should include guidance on what activities are required, and when. For more information, see Blackberry (RIM) Devices in Section 3. Plan for administrator roles and licenses after transition. Many customers do not have a license assigned to their Administrator user account in the BPOS–S service, because this was not required. Office 365 requires that your administrator has a valid license within the Office 365 service. Compared to BPOS–S, Office 365 provides organizations with additional granularity to the administrator roles, providing options to meet your security requirements for administrators with reduced risk or exposure. Train legal users and identify users who have permission to do discovery searches. Your legal users should understand the changes in the interface for discovery between BPOS–S and Office 365. In Office 365, you can also use PowerShell scripts to perform more sophisticated searches against your environment. Develop standard PowerShell scripting. Office 365 extends the ability to provide additional configurations to the Office 365 service via the Remote PowerShell interface. Microsoft recommends training your administrators and help desk and operations staff in how to use PowerShell. In order to develop a consistent and repeatable approach to managing your environment, consider developing a standard set of scripts for common tasks. Complete post-transition tasks. Even if your organization is not planning on adopting new features in the Office 365 service, there are various technical confirmation and validation tasks Microsoft recommends to be performed post-transition in order to achieve equivalent functionality with the BPOS–S Service. (E.g. shared mailbox migration, records management policies, outlook rules, transition reoccurring meetings from Live Meeting to Lync Online, etc.) For more information, see Post-Transition in Section 2.In addition to the activities above, it’s critical that all technical contact details in the current service are upto date and accurate. It is your responsibility to make sure that the contact details for the Account Ownerand Service Administrator are updated in the Microsoft Online Services Customer Portal. Microsoft willsend multiple email communications before, during, and after your transition to provide the informationthat you need throughout the process. These points of contact will be sent to all registered administrators.Ideally you should make sure at least one administrator has a registered email address which does notdepend on the functioning of the BPOS–S tenant so that you will still receive messages in any unforeseentenant outage situation.To update administrator contact details, sign in to the Microsoft Online Services Customer Portal. On the Subscriptions page, locate the subscription that you want to update. BPOS-S to Office 365 Transition Planning Guide for Enterprises 23
  24. 24. In the Actions list, select Edit service details, and then click Go.For general information about transition, visit the Microsoft Office 365 transition center website, athttp://go.microsoft.com/fwlink/?LinkId=210626.Transition Phases and MilestonesThe following diagram shows the phases and high level milestones for organizations transitioning fromBPOS–S to Office 365, starting when Microsoft notifies you that you have 60 days until transition. Yourend-to-end project may need to start much sooner than the first communication from Microsoft,depending on the customizations and testing required.At each milestone in the transition process, you should ensure you have completed all the preceding tasksbefore marking the associated milestones complete. BPOS-S to Office 365 Transition Planning Guide for Enterprises 24
  25. 25. T-90 Days T-60 Days T-30 Days T-14 Days T-2 Days T-0 Transition T-0 Transition T+8 Hr. Post T+72 Hr. Post Service Transition To Transition To Transition To Transition To Transition To Transition Start Complete Transition Transition Complete MICROSOFT Infrastructure Preparation Connectivity Pilot Migration Weekend Service Resumption Build out and data migration of Office365 Office 365 Service Office 365 tenant becomes Environment Transition authoritative for the directory Transition Testing Activities Office 365 Use Case Testing Transition Validation Use Case Testing and associated CUSTOMER Validation the transition of existing remediation efforts driving to Office 365 infrastructure components consumption Infrastructure / Client Remediation Transition Validation Customer remediates client deficiencies in support of Office 365 requirements and remediates environment BPOS-S Transition Activities Office 365 Transition Office 365 Post-Transition State Office 365 Enterprise Feature Enhancements (EFE) (Planning, Testing) Office 365 EFE (EOA, ADFS, Hybrid, Encryption) Office 365 Functionality Enhancements – ADFS | EOA |Encryption - Project implementation and use case PoC Testing can be done in parallel to Office 365 Transition, with Service Deployment(s) scheduled Post Office 365 Transition. Enterprise Transition Initiative(s)Diagram 1: BPOS–S to Office 365 transition timeline: Microsoft and Customer work streams
  26. 26. BPOS Pre-Transition PhaseWith any enterprise service, there are a number of dependencies, line-of-business processes, and endusers, all of which rely on the availability of the service to enable them to function. Changes to these ITservices have the potential to impact service to your users and customers.The pre-transition phase requires the most work on your part, as it impacts most if not all IT serviceprocesses and services. The changes required during this phase will place additional demands on allaspects of the IT organization, including desktop client configuration, change management activities,service provisioning, networking and end-user communication planning.During this pre-transition phase, while you are engaged in the above tasks, Microsoft Online engineeringsets up your target Office 365 tenant and migrates a copy of your content and settings. Under normalcircumstances, these Microsoft tasks are invisible to you, but if there are any problems, or if your inputis needed, Microsoft will contact your administrator by email.By the time this phase is completed, a majority of your prerequisite work will have been completed. Theendpoint of this phase is when the transition starts and your users are moved to Office 365 over thecourse of the scheduled transition weekend.In Diagram 1, the pre-transition phase is indicated with blue milestone markers.Pre-Transition Phase Key ActivitiesThe following are the key transition tasks and events that you carry out in the pre-transition phase: Update technical contact information. The interactions between your BPOS administrators and Microsoft will happen via email, so it is critical to review and ensure the appropriate technical contact information in the BPOS–S administration portal has been updated to ensure receipt of transition communications. It has been common practice for customers to provide an unmonitored email address as a contact address for tenant administrators in the BPOS–S portal, and this will result in missing essential communications. Validate and document your current configuration in BPOS. Though the automated transition process is designed to validate and migrate all service configuration settings during the transition, it’s still important for you to document and understand your environment’s integration with the BPOS–S service. This gives you a reference to use against the post-transition environment to confirm no loss of service functionality. Let your Microsoft representative know when you want the automated transition to occur. While Microsoft will make every attempt to deliver against the requested timeframes, scheduling cannot be guaranteed. Microsoft is moving users, data, site collections and settings during the transition, and the schedule is organized by Microsoft to make sure that all transitions scheduled for a given period can completed in the designated period and do not impact the production BPOS–S system for the subscribers who remain on the BPOS–S system. Validate the configuration of Directory Synchronization Tool for BPOS–S and continue to perform synchronization. Directory synchronization enables you to synchronize objects from your Active Directory to the BPOS–S environment. There is an updated version of the Directory Synchronization Tool for Office 365, and the BPOS–S version of the Directory Synchronization Tool for BPOS–S will not work with Office 365. The BPOS–S synchronization will continue to work up until the start of the transition weekend. Microsoft recommends scheduling for the suspension of all technical and business identity change processes, including directory synchronization, approximately 12 hours before the start of the Transition Window. However BPOS-S to Office 365 Transition Planning Guide for Enterprises 26
  27. 27. you choose to manage your organizations identity processes during transition, it is arequirement that directory synchronization is suspended 12 hours before the transition begins.Upon completion of the transition process, the Office 365 portal will not permit changes to userproperties because the tenant is not yet authoritative for the user directory. Becomingauthoritative can take between 24 and 72 hours (worst case) after transition completes. Whenyou see that you can make changes to user attributes via the Office 365 tenant portal (not theBPOS–S Microsoft Online Admin Center which will be unavailable after transition), then yourtenant has directory authority and you can re-establish directory synchronization with the Office365 environment using the Office 365 version of the Directory Synchronization Tool. For moreinformation about key work items you must complete before you start the Office 365 DirectorySynchronization Tool, see Deploy Directory Synchronization Tool for Office 365 Post Transition inSection 3.If you were using DirSync before the transition, you are required to continue to use theDirectory Synchronization Tool in Office 365.Deploy Lync Online client. Prepare and deploy the Lync Online client for use by your usersduring the pre and post-transition phases. In order to successfully consume the changes in Lync,we recommend that you plan and address the requirements for deployment of the clientportions well in advance of the anticipated transition weekend in order to reduce the impact onyour users of multiple simultaneous changes. The deployment and transition work to theMicrosoft Lync client is described in more detail in Lync Deployment in Section 3.Prepare for Office 365 SharePoint Online. SharePoint Site and Site Collection Administrators arerecommended to reference the SharePoint Online 365 Developer’s Guide, so that you canunderstand what types of custom solutions are available in the services. To download theDeveloper’s Guide, go to http://www.microsoft.com/download/en/details.aspx?id=17069.You should also plan for changes in how your users current access SharePoint sites in BPOS–Sthrough the Microsoft Online Services Sign On client application, as the URLs presented in thatlocation will no longer be presented in that client post-transition. You could use Active Directorygroup policy to push URLS to the workstation SharePoint Sites profile setting or to browserfavorites. Post transition, Microsoft will provide each user a list of the sites they have access toin the SharePoint Online Team Site.Deploy client applications and the Office 365 desktop setup. The successful usage of the Office365 service requires that supported rich client Office applications (e.g., Microsoft Outlook 2010)are deployed and installed on users’ PCs if rich clients are intended to be used. The Office 365desktop setup is deployed to ensure that client applications are properly updated andconfigured for Office 365.Finish mail migrations or prepare plan for completing migrations after transition. If you are stillmigrating from an on-premises messaging platform, the user mailbox migrations will need to becompleted before, or suspended until after the transition to Office 365 has completed. As longas there is no impact to your transition project, you can continue migrations until the T-14milestone. It’s strongly recommended to finish any user mailbox migrations in advance of thetransition. Otherwise you will be required to recreate your migration infrastructure after thetransition to allow the completion of migrations into Office 365 to continue. If you have usersstill using on-premises email services at the time that you planned to move to Microsoft Online,you might consider postponing that mail migration until you are running natively in Office 365,to avoid the need to build two migration solutions and to reduce impact on your IT department BPOS-S to Office 365 Transition Planning Guide for Enterprises 27
  28. 28. of running concurrent user-facing projects. Your decision on timing of mail migrations will need to consider the business needs combined with your IT resourcing and other constrains that might impact concurrent IT projects (e.g. any business critical change freeze periods). Review any planned changes for your BPOS–S tenant. If any services are planned to be added to your existing BPOS–S tenancy, Microsoft recommends planning your adoption strategy to postpone these extensions of service until after the transition has completed in order to reduce the complexity of the transition. For example: If you haven’t started SharePoint deployment, it might be prudent to plan to do so after the transition has completed. If you have not started journaling or archiving at this time, it would be simpler, given the imminent transition work required, to implement this directly in Office 365. If you have not yet adopted web conferencing in your organization, it will be less disruptive to users and simpler for IT to do so directly in Lync Online after transition to Office 365. From an IT change management perspective, at this point in the lifecycle of BPOS–S, the adoption of service functionality directly into Office 365 provides the least complex route for service adoption, avoiding the need to concurrently execute transition readiness work alongside new service adoption projects. Prepare users. You will be making significant changes to the user environment as part of this transition. Your users are impacted by both the change to the service and changes to your processes that accompany the service (e.g. password reset procedure, new employee training). You must prepare your users for this change using your service roll out and user communication procedures. Prepare help desk. Your help desk must be trained to support Office 365 service offerings. In addition to providing standard transition support, Microsoft recommends that you plan to have additional resources available to ensure you can address the needs of transitioned users in additional to the standard help desk calls. (e.g. VIP services for management and critical personnel).Office 365 Transition PhaseThe Office 365 Transition phase includes the activities and work streams that take place during thetransition weekend.In Diagram 1, this phase is indicated with red milestone markers.Users can expect the following impacts to the service during the transition phase: During the transition weekend, email flow will work uninterrupted. To reduce risk to the maximum extent possible, you might decide to prevent some or all of your users from consuming the service over the course of the transition weekend, but this is not required by Microsoft. Whatever change management strategy you employ, email from external senders will continue to be delivered to Microsoft Online, and will be available whenever you decide to let users on to the service. The decision as to whether to close down access to the email during the transition weekend is yours, and depends on various factor including: Your business users’ ability to function while email is unavailable. The degree of customization today in BPOS–S around identity, email flow and network access. BPOS-S to Office 365 Transition Planning Guide for Enterprises 28
  29. 29. The degree of post-transition testing and validation you want to perform before letting users access your messaging service. The degree of post-transition configuration and customization you want to implement before letting users access your messaging service. Any requirement you have to confirm that a compliance archive is intact and is still capturing mail and changes, before letting users conduct business on the service. SharePoint site collections will be locked into a Read Only state (which means you will not be able to post new content, or adjust content that is already there) for the transition weekend to allow the final synchronization of data between SharePoint in BPOS and Office 365 environment. There are two very short periods of SharePoint downtime: the first for final data replication 7 days before the transition weekend, and the second 7 days after the transition weekend to complete the cutover to the new service. These are scheduled on weekends to minimize user impact. Instant Messaging and Live Meeting services will continue to function during the transition weekend. As with email, to carefully manage change in your environment, you might decide to make these services temporarily unavailable or avoid critical web conferences during the transition weekend. However, this is not a technical requirement by Microsoft.Office 365 Transition Phase Key ActivitiesThe following are the key deployment tasks and events that you carry out in the transition phase: Issue a “what to expect this weekend” communications to end users. Prior to the start of the transition weekend, send all users the necessary notifications and instructions they need to make the transition to the new hosted services platform. Update DNS records. As a prerequisite for transition, update your DNS records (for example, MX and TXT records) to at your domain registrar. Monitor email for transition end. Administrators monitor their contact email for transition end or other messages from Microsoft. Support users. Provide support for all users who will see the impact of transition throughout the weekend, in all time zones where users are working.Office 365 Post-Transition PhaseOnce the transition has been completed, Microsoft’s engineering work stream is complete; you shouldnow complete your final validation of services. This is defined as the post-transition phase.In Diagram 1, this phase is indicated with green milestone markers.Post-Transition Phase Key ActivitiesThe following are the key tasks and events that you carry out in the post-transition phase: Validate the transition to Office 365. While the transition process is designed to validate and migrate all essential configuration settings during the transition, not all settings will transition as is from one tenant to the other. Please review this document to ensure you have a full understanding of the settings that will and will not transition across. You should have created a document listing all of your settings in order to provide a robust checklist to use against the post-transition environment to ensure no loss of service fidelity and functionality. Validate messaging configuration. Once transition has completed, validate the ability to access the mailboxes, and ensure full send and receive functionality. This is to ensure successful access BPOS-S to Office 365 Transition Planning Guide for Enterprises 29
  30. 30. to transitioned mailboxes, and the ability to send and receive mail from both the clientconfiguration, as well as mobile devices associated with the mailbox.Reconfigure and validate mobile phones and devices for Office 365. Set up user mobile phonesto access your email using the Exchange ActiveSync protocol, and validate the application ofActiveSync policies from the BPOS environment. For more detailed information, and up to dateinformation on connecting mobile devices to the service, review the documents at:http://technet.microsoft.com/en-us/library/cc742556.aspx.Perform post-transition service testing. After transitions are completed, perform full-scaletesting of Office 365 service functionality according to your test plans.Install and validate the Directory Synchronization Tool. Directory synchronization enables youprovision user accounts from your active directory, and will continue to work until the transitionweekend. Upon completion of the transition process, you will be required to download and re-establish directory synchronization with the Office 3655 environment. For more information,see Directory Synchronization in Section 3. BPOS-S to Office 365 Transition Planning Guide for Enterprises 30
  31. 31. Detailed Transition TimelineThe remainder of Section 2 provides a detailed list of activities that must take place during the variousphases of the transition timeline so that you can properly prepare for the transition. The transition planas presented in this document is sequenced by the required engineering milestones leading up to, andthrough transition. Since the transition will be scheduled at different times for different customers,there are no specific dates included in this guidance; all the outcomes of every pre-transition workstream must be achieved by 14 days before transition start (T-14 milestone) to ensure the transition canproceed without problems or interruption of service.Please note that Microsoft has communicated that all transitions will be completed by the end ofSeptember 2012 and that customers will be added to the transition pipeline between now and thatdate.The timeline provided in this document is intended as a starting point for formation of your overalltransition approach. It’s expected that your overall service transition project will be well under way andpartially complete by the time you receive initial communications from Microsoft on a likely transitiondate (T-60 milestone).(Earlier than T-60 Days) to TransitionThe timing of when work on this milestone starts is for you to designate. Given the September 2012deadline for transition of BPOS–S to Office 365, all customers should already be planning andconducting the work outlined in this section.General Activities Review the Office 365 Service Descriptions and decide to move ahead with transition. The assumption for this document is that you are planning on transitioning to Office 365. If you have any concerns about the viability of Office 365 for your business, please urgently contact your Microsoft representative. Use an Office 365 tenant with a trial subscription to fully evaluate the Office 365 services. Conduct an inventory and assessment of the Microsoft Office Suite in your environment, and upgrade client software as necessary. With BPOS–S, there is no prescribed earliest timeline for moving off Office 2003, (with the exception of Lync 2010 which is covered below), and you are encouraged to move at the earliest possible time to reduce readiness risk that could impact your transition. Conduct a business process review for impacts as a result of service transitioning, and identify business processes that require or depend on the BPOS–S Service. (eDiscovery, provisioning, help desk, SMTP Relay and line-of-business applications, etc.) Start to document your current infrastructure and application environment, and begin the process of evaluating and planning to implement the routing and firewall changes required for Office 365. The required routing and firewall changes can be found in Appendix B: Transition URLs, Ports and IP Addresses for Office 365. You will be able to confirm the requirements in your environment and test them as you implement them using an Office 365 tenant with a trial subscription. Prepare your communications plan for the remainder of the project, to be reviewed, approved, funded and executed within your organization. Prepare infrastructure and Use Case/Test plans, and begin infrastructure and initial testing. Plan for password synchronization and password change approach for T-60 to T-7. For more information, see Required Password Changes in Section 3. BPOS-S to Office 365 Transition Planning Guide for Enterprises 31
  32. 32. Document current eDiscovery processes, journaling rules, and configuration information and prepare for any necessitated changes. As part of the communications plan, prepare for communicating to and training all users and administrators on the use of credentials in the Office 365 suite. Document your messaging hygiene solution, data loss prevention solution (DLP), inbound/outbound email flow, on-premises mail inspection, etc., for implementation and inclusion as part of the Office 365 configuration. Review all customer requested changes within BPOS–S that have been implemented via a Service Request (SR) to support. A review of the SRs filed will allow appropriate planning to remediate Office 365 via self-service mechanisms in the service, should any BPOS–S customized items fail to transition. If you need help with this item, contact your Microsoft TAM. For more information, see in SR Review in Section 3.Lync Activities Inventory current use of Live Meeting in your environment, and determine users, teams and business processes that will be affected by transition into Lync Online. Even though Live Meeting can be consumed after the transition, customers should plan for the discontinuation of the Live Meeting service. Plan for the extraction of any valued recorded content from Live Meeting. Develop your strategy for switching your users to Microsoft Lync 2010 from Live Meeting. Develop a training and communications plan for Microsoft Lync 2010 from Microsoft Office Communicator. Review all client-side customizations for the Office Communicator Client in preparation for the transition to Lync. (E.g. client plug-ins such as CUCiMOC, WebEx, etc.). As part of your process, you will need to obtain the updated products from their vendors for the customized components, and test in advance to ensure a successful integration with Lync Client during the Upgrade to the Lync Client from the Office Communicator Client. An Office 365 trial tenant is ideal to perform this type of testing. Update existing Windows Operating System Images/Deployment Packages to reflect inclusion of Lync Client, with any custom client-side plug-ins. Depending on your deployment schedule, you might not be releasing these packages for installation at this time.SharePoint Activities Evaluate the potential SharePoint content impacts as a result of the transition to SharePoint 2010/Office 365. (Upgrading your testing environment, code validation, customizations, Web Parts and overall functional testing of content) Develop a training and communications plan to introduce SharePoint functionality changes and additional features, functions and services, including URL changes, UI upgrades, enterprise features, functions, services, My Sites, etc. Develop training and communications for SharePoint site administrators about the SharePoint Online 2007 (BPOS–S) and SharePoint Online 2010 (Office 365) user interface (UI) upgrade post- transition. (Also known as the SharePoint Visual Upgrade.) Review existing SharePoint site collections and clean up any content and sites that are no longer needed. This is not required, but it is a great time to confirm and document your use of SharePoint. Note the tenant size considerations in the Microsoft SharePoint Online for Enterprises Service Description, at http://www.microsoft.com/download/en/details.aspx?id=13602. Document BPOS–S SharePoint sites and collections; specifically focused on collecting existing URLs that are published in the Microsoft Online Services Sign In Client application. After BPOS-S to Office 365 Transition Planning Guide for Enterprises 32

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