A Real-World Implementation of a Social Intranet Based on Office 365 (Unity Connect 2016 - Haarlem)
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Office 365 contains a set of world-class collaboration tools. Organizations however are struggling how to use these tools effectively to collaborate and communicate smarter. This session is about a real-world implementation of a custom Next-Gen Social Intranet Portal at a big Dutch school (ROC). How did we realize a single starting point for employees, teachers and students, where they can meet and find everything they need for their work or study? Why do we need a social intranet portal anyway? Why not use Office 365 out-of-the-box? How did we achieve user adoption? This session addresses various design choices, like using Office 365 Groups instead of SharePoint Team Sites, the role of Yammer, integrating Delve and using Umbraco CMS for managed content. The result is an intuitive, smart, and fast portal that uses modern web technologies, works great on mobile and empowers users by making it fully personizable. The portal has been implemented as a web application hosted on Microsoft Azure and uses the Microsoft Graph to communicate with the Office 365 applications.
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A Real-World Implementation of a Social Intranet Based on Office 365 (Unity Connect 2016 - Haarlem)
- 2. A Real-World Implementation of a Social Intranet Based on Office 365 Robin Slagman Derk van Lochem Unity Connect Haarlem 2016 Tweet this talk @SynigoPulse | #UnityC16 www.synigopulse.com
- 4. “The experience is about how we get there, not the landing place.” Bill Buxton, Principal Researcher at Microsoft Research
- 5. Introducing… Robin Slagman • Co-founder, product owner, Office 365 & SharePoint specialist • r.slagman@synigo.nl • @RobinSlagman Derk van Lochem • Co-founder, architect, full-stack web developer • d.vanlochem@synigo.nl • @derkzz Tweet this talk @SynigoPulse | #UnityC16 www.synigopulse.com
- 6. Agenda • Scenario & objectives • Why a social intranet? • User adoption • Functional design choices • Technical design choices • Lessons learned
- 7. Scenario Noorderpoort • School for secondary, vocational and adult education and training (ROC) • 15.000 students, 1.800 employees • Based in Groningen (NL) across 17 schools • Aims to be a ‘learning hub’ for lifelong learning • Strong community ties
- 8. Objectives Make our students leading Create a better fit with the young generation Increase the quality of our education Increase student satisfaction Use modern technology to work smarter and save time and money, which will be invested in better education.
- 9. Working smarter? Stimulating & increasing sharing, collaboration and communication Creating a single starting point for any information, no matter where it’s stored Increase the digital skills of staff and teachers, so they will match the demands of the students Provide staff and teachers with tools that fit the modern digital world
- 10. How? Create one single digitale place where students, teachers and staff: • Meet, collaborate, share and communicate; • Find everything they need to do their study or job.
- 12. "Give us guidelines and structure, without losing our autonomy and choice"
- 13. Office 365
- 14. Social Intranet? Automated/derived content • Information from processes • LOB applications User generated content • Large interaction • Collaboration tools Managed content • ‘Traditional intranet’ • CMS Integration
- 15. Demo
- 18. Mobile
- 19. User Adoption • Project owned by Marketing & Communcation, not IT • Defining our users • Workshops, interviews • Keywords: Training, Communication
- 24. Office 365 Groups, unless… • No more teamsites • Everybody can start a group… …even students! • No more organizational structure & nesting • Groups are for collaboration, not for publishing
- 25. Outlook Groups
- 26. Yammer • More humble position • Still lack of integration • Used for commenting on news articles
- 27. Delve • Searching for documents • Finding colleagues
- 28. Microsoft Teams • Combining Office 365 tools for modern & agile teams • Another option for collaboration • Another source for messages/conversations
- 30. 7 Servers 12K Unique users / day Facts & Figures Transactions / hour 700 Dependencies 15 Requests / hour 50K AVG load time / second 1.6
- 31. Challenges Dependencies Many! Impact on third party applications Failure of these dependencies Performance A lot of users A lot of information in a single view! A lot of transactions are processed
- 32. To be in control Deployment process Performance Look and feel Why a web app?
- 33. The role of SharePoint Document management!! Collaboration(Groups) Portal configuration
- 34. News and Knowledgebase Umbraco Complex content structures Editing content REST API only Managed Content
- 35. The role of the Microsoft Graph
- 36. Apps Microsoft Graph Azure Active Directory On Premise Active Directory The role of the Azure Active Directory Uses Sync Enrich
- 37. Putting it all together Apps / Website, etc.. Pulse apps (Portal, News, Knowledge base) Pulse Service Microsoft Graph Users Groups Calendar Mail Documents Etc. Umbraco CMS News Knowledge base Pulse API Peoplesoft Magister Xedule, etc..
- 38. Lessons learned • Don’t forget to train users • Make use of power users/champions • Make guidelines: what to use when? • Make users aware of where they store information • Be carefull with sharing • Make sure your source systems are filled properly • In the end it’s about the people
- 40. Spread the word @SynigoPulse www.synigopulse.com www.facebook.com/synigo www.linkedin.com/company/synigo Robin Slagman r.slagman@synigo.nl @RobinSlagman Derk van Lochem d.vanlochem@synigo.nl @derkzz
Editor's Notes
- Where did we come from?
- Strong community ties: Noorderpoort teams with municipalities, employers, trade organisations and other parties and institutions “With our educational skills, our passion for human development and our diversity in schools we aim to contribute to something that is bigger than us: inspiring Groningen to make the most of itself.” A large number of professional training courses: carpenter, technician, secretary, management assistant, interior advisor, baker, cook, hotel management, tourism, hospitality training courses, ICT courses, game developer, media designer, photographer, automotive technician, hairdresser, musician, actor, dentist assistant, nurse
- Noorderportal: Social Intranet & Digital Workplace for students, teachers & staff
- Tension field!
- Why do we need a portal anyway? Video Portal Delve Modern teamsites Etc. Where to start? Where to find my information Which tool for different form of collaboration
- Portal for students
- Portal for students
- Workshops, see how users work, communicate, what tools they use
- Prototyping instead of making a full functional design
- Groups for all users including students: There’s governance on groups, but afterwards Monitoring: if a group isn’t used for 6 months: email to group owner. If not used anymore: delete group All students group: moderating Based on trust, not on distrust
- SESSIONS 15000 Students, 1800 Teachers, daily coverage around 71% Timetables are directly pushed in outlook agenda, no need to visit the portal People where skeptical about the participation of students TRANSACTIONS Timetable import, almost 350K individual events are pushed into peoples agenda on a weekly bases Around a thousand grades per week - Around a million notifications every week DEPENDENCIES Dependencies include Storage, such as SQL Server databases, Table / Blob Storage Other services, such as Microsoft Graph, Microsoft Azure AD, Sendgrid Other systems, such as PeopleSoft, Xedule, Magister, OnTrack, LOAD TIME We managed to get an average loadtime of 1.6 seconds of the dashboard, while retrieving information out of these 15 different sources
- Why create a web app and not a Sharepoint Solution?
- Sharepoint is great at document management and collaboration, in the form of groups, We’ve totally embraced this functionality We use sharepoint for all of our configuration We get out of the box user management Can easily create small data structures to hold configuration information Get a free GUI to edit this stuff Use powershell to automatically provision the configuration across the OTAP environment We’ve created little processes for Internal Job applications, suggest news to the editorial department etc.. We can easily inject simple messages in sharepoint lists From here people are triggered and guide by small workflows to do their work
- For our content editing we’ve used Umbraco. If you don’t know Umbraco, it is an highly adopted open source .net CMS.
- 1. Users and groups 2. Azure AD Connect 3. Enrich Powershell Peoplesoft 4. Create an online Identity 5 Used by MS Graph 6. Reuse in all of your applications
- It’s about the people, they have to work with the tools and have to like it. At the same time not everybody understands the new way of working Focus on the people working with it People can make it a success, but they can also be the weakest link