Challenges and Victories During a Migration to Modern Microsoft 365

Challenges and Victories During a
Migration to Modern Microsoft 365
Deb Walther & Keith Clark spsne.news/Slides2019

© 2019 Solid Biosciences 2
Who We Are: Deb Walther
• Recovering Scientist
- BS Biochemistry
- MS Molecular & Cellular
Pharmacology
- 14 years R&D
- 6 years MFG
• Business Analyst/PM/Validation
- 11 years SharePoint
- ERP
- LIMS
- Argus (Drug Safety)
- Contract Management
• debwalther@outlook.com
• @DebWalther1
• Volunteer Ski Instructor
- Maine Adaptive

Who We Are: Keith
• AS in Computer Science
• Certificate – Paramedic
• BS Business Administration –
Management Information Systems
• Interests in
- Business Process
- Cybersecurity
- Controls and Operations
• Work with small companies going
through aggressive growth
in Utilities, healthcare, Emergency
Response, Government, Private
Contract, MSP and BioTech

Purpose-Built to Solve Duchenne Muscular Dystrophy (DMD)
360-Degree
Approach
Address all
facets of DMD
Differentiated
Lead Gene
Transfer
Data from second
dose cohort later
this year
Scalable
Manufacturing
Process
Meet clinical and
commercial needs
We are disease-focused and founded by those directly
impacted by Duchenne, our mandate is simple yet
comprehensive – attack all facets of the disease and improve
the daily lives of patients living with this devastating disease.
www.solidbio.com

How to do it right
Background

Background
• Start-up Biotech
- Growing rapidly, moving locations, adding office and lab
space
- Many sources of data storage (egnyte, individual dropbox,
personal one-drive, google drive, box.com, and laptops).
- Immature processes
- Running both platforms – O365 and Google
- GSD was the mentality

Problem
• Data, information and files are unmanageable
- What was Where? Who has access? How to manage permissions?
• Migrate content to SharePoint and use that as the primary
'department drives'
• How???
• Use a partner to migrate the data
- third party tool to go from GSuite to O365 – Onedrive
• Big Problem with Shared files
• One Drive has multiple copies of files and folders and nobody knew
what was real.
• Something had to be done and QUICK!!!

Approach
• Create one cloud account for owning all 'department drives' and
sharing them out
• Department managers to migrate content from personal to share
admin account.
• Come to the realization that SharePoint is going to be needed to
manage the need for collaboration
• Accept the fact that SharePoint is the answer
• Realize that SharePoint is forced upon O365 users anyways and feel
better about the acceptance of the fact.
• Determine resources needed and plan for adoption and acceptance

Approach
• Migrate content to SharePoint/One Drive from
- Google Drive=>to One Drive
- Drop Box
- Hard Drives
• Contract with a respected partner in the space
- Developer with experience working with Biotechs
- Business Analyst with Scientific Experience and the right attitude
- October – December – Demonstrate and get general buy-in
- December – current – drive the platform and continue to find opportunities for use.
• 6 week time-frame to:
- Analyze
- Train
- Develop
- Go Live
- Start Migration of content

Requirements
• Develop a structured storage platform for unstructured
files/folders
- Mobile-ready
- Secure remote accessibility
• Improve company communications and collaboration
• Future Proof
• Avoid custom code
• Avoid aging systems such as Designer and InfoPath
• Secure and provide ability to do Data Classification
• Stay structured but flexible

SharePoint Roadmap
FJD
Site Owner Training
Analysis &
Preparation
Other Training/Meetings
to deal with SharePoint’s rapid development
Go Live
M JMA JNO
Governance
Approved
Migration From Drop Box Continued reorganization
Migration from
One Drive/Laptops
Discovery
Recommendation
Migration

Strategy
• Turn off all permissions and block everyone from doing everything!
• Identify Content Owners: Site Owners
• Train Site Owners to control their own content and permissions
- Site Owners know what their sites should and should not have
- Common deployment strategy
- Limit the permission level of the Site Owner to prevent custom code
• Keep a consistent look and feel
• No Teams right now
- Future
• IT is responsible for
- Creating Sites
- Creating Permission Groups
- Flow and Power Apps
• Developer available

Considerations
• Attitude towards tech
• Previous experiences with SharePoint
• Siloed domains
• Comfort ‘The way we used to do it’
- Love of nested folders
- Sync to laptop
• I always need it
• How to keep it secure, maintain integrity
and decrease exposure to risk
• Internal and External Collaboration
• Reporting and Audits
• How to manage the sprawl
Need to move Data
to a single location!

Approach Phase 1
• Go Live Activities
- Naming Contest using Forms
• Get folks involved
- Make the day an event
• Breakfast
• Post Go-Live
- Migration from
• Drop Box
• One Drive
– Used personal One Drives as department drives
• Laptops

SharePoint Roadmap
FJD
Site Owner Training
Analysis &
Preparation
Other Training/Meetings
to deal with SharePoint’s rapid development
Go Live
M JM AA J S O
Governance
External
Collaboration
Migration From Drop Box Continued reorganization
Migration from One Drive/Laptops
Do this
While Microsoft is
developing the product
Migration

Approach Phase 2
• Plan for Maintenance
• Build Applications
- Power Apps/Flow
• External Collaboration
• Metrics
- BI
- Surveys
• Compliance
- Governance
- Auditing

Going…going…
Data Migration

Content
• Locations
- Google Drive
• Migrated to One Drive in summer of 2018
• One Drive shared to departments
- 3rd Party Cloud storage/sharing services
• External sharing
• No Ownership
• Risk of loss of data
• Unstructured reporting and export of files
• Multiple versions, copies and permissions
- Laptops
• Storing content

Drop Box Caveats
• Central administration is difficult
- Opt-in model to be a member of the organization
- Ownership a the user level
- Content owners left the company, leaving files unmanaged
- Hard to see who shared vs who owned
• Deletion only deleted the view of the content, not the content
• 3rd party tools don’t seem to migrate well from Drop Box
- Cost
- Highly complex to use
- Integrity of shares and access isn’t maintained.
• Continuing to migrate
• Personal files to One Drive

Migration – how did we do it?
• Coffee!
• Migrated manually
- QC challenging and time consuming
• Make a single user the owner in Drop Box after migration
- Deleted accounts which didn’t maintain the folder integrity when
transferred.
- Last person on share ultimately had the final copy of the file.
• External sharing needed a solution

Victory!
Adoption Strategy

Approach
• Show folks the “What’s in it For Me”
• Work Closely with the groups that were open to change
- Help them run with the product
• Quietly encourage those who were hesitant
- Slow Adopters
- Let them ask for the change – once they see what others are using
- Show them examples
• Plan for migration
• Plan for growth

Adoption: Points to Consider
• This is not their day job
• Every change effort starts with a grievance:
- How do we find the "what's in it for me" to make the change happen
- What is a pain point for some may not be for others
- The solution may help some, but not others
• “Technofear” is the result of insecurity
- Rapid change
- Looking bad
- Personal insecurities

Adoption Points to Consider
• No matter how easy the interface looks to the person who
developed it, end users will need in-context help from time to time
- True of Power Apps
- True of Modern SharePoint
- Solution: Provide training
• Video (Visual)
• Static instructions (Auditory)
• Demos (Visual/Kinesthetic)

Adoption Points to Consider
• We need to build trust
- Be patient
- Make them feel comfortable
- Allow people to ask the same questions
- 10% rule
• If you get 10% of what I’m telling you, we’re good
• Crawl >> Walk >> Run approach
• Be Aware of the “Blank Piece of Paper” effect
- Paralysis due to not knowing what they can do with the product
- Demonstrate examples
• Training

Empower Site Owners
Training

Training
• IT does not have enough resources to do everything for the end users
• Train Site Owners
- Manage permissions
- Build Lists/Libraries
- Manage their content migration
- Know how to ask for more
• Train End Users
- How to use the product
- Start 2 weeks before Go Live and continue 2 weeks after
• Held a session 3 months after Go live
- Special one-off dept presentations

Training
• Considerations for creating content
- Learning Styles
• Visual- Show it
• Auditory- Speak it
• Kinesthetic – Do it
- Present the content in multiple ways
• Not every one learns the same way you do
- Provide Slides
- Use Conferencing for off-site users
- Record sessions
• Not everyone can attend

Training
• Create a demo site
- See what is possible
- New: Contoso Team Site/SharePoint Starter Kit
• https://provisioning.sharepointpnp.com/
• Created a SharePoint Center of Excellence
- New: Microsoft Learning Pathways
• https://provisioning.sharepointpnp.com/
• Deploy in your tenant
• Must be configured

SharePoint Center of Excellence
• FAQ
- Turn Help Desk questions into reusable
content
• Training Slide Decks
• Links to Microsoft Technotes
• Events- Trainings/O365 UG meetings
• User Voice- Get them involved
• Videos
- Microsoft You Tube Channel
- Recorded trainings hosted on Stream
• Demo Site link

Training
• Set up a Training Sandbox
- Created subsites for each dept
• Top level = demo site
• Share Content
– Zip file with test documents, spreadsheet for metadata
- Gave them Full Control
- Made site dark
• Distinguish from Production
- Rule: no actual content
- Use for training exercises
- Encouraged them to build out their ideas

Training
• Challenge: how to provide ~30 hours of training in 8 hours
- Trim to the basics
• Lists
• Libraries
• Permissions (Sharing)
• Views (Metadata)
• Manage documents (Versions, Check in/out, Move/Copy, Recycle Bin)
• What do they need to do their job and share with their people
- Advanced
• Let the more engaged end users ask for a deeper dive via 1:1 sessions

Site Owner Training Curriculum: 5 parts
• Crawl>>Walk>>Run
• If they get 10%, they are good
• More than one way to do things in SharePoint
• Demo
• Hands on Exercises
• Ran each session 2 X week over 5 weeks
SharePoint 101
• Overview of O365
-Matt Wade’s Periodic Table
• One Drive vs SharePoint
-Me vs Us
• Vocabulary
-Lists, Libraries, sites,
metadata
• Basic Permissions
-Permission trimming
• Demo navigation
1:1 sessions
• Web part pages
• Strategy behind views
• Content Types
• 0.5-1 hr sessions
Class 2: Libraries
• Learn to create a library
• Library Settings
• Breaking the love of nested
folders
• Introducing metadata,
views: finding the what's in
it for me!
• Describe when it’s ok to
use folders
-Limit to 1-3 levels
Class 3: Permissions
• Add users to groups
-Hands on exercise
• Break inheritance
-Hands on exercise
• Figure out who has access
to what
-Partner up
-Hands on exercise
Class 4:
Managing SharePoint
Version
Check in/Check out
Co Authoring
Intro to creating columns
Class 5: Lists & Views
• Create a custom list
• Permission it
• Add columns
• Upload data from excel
• Create views
• Export to excel and break
data connection
1 hr 1.5 hrs 1.5 hrs 1.5 hrs 2 hrs

Training
• Each session was recorded
- Added to O365 Video: migrated to Stream
- Added to the SharePoint Center of Excellence
• Repeated Site Owner Training 3 times
- Pre Go Live
- May
- July
• Future: Use Videos/Decks
- Develop quizzes (Forms)

Training
• Most common post training requests:
- Show me permissions
• They just don’t do it enough
- Organizing the left hand navigation
• Megamenu
• Use Susan Hanley’s advice
– Non links ALL CAPITAL LETTERS
– Links: lowercase
- Pages: how to display content
• Web Parts
- Organizing content
• Pulling folders out of libraries & replacing folders with metadata
- Automation

Build to Modern
Analysis & Architecture

Analysis
• Meet with department heads, PMs, project leads
- Not all are tech-savy
- Not all feel the need for change
• Identify which folders should be libraries
- Some sites still use a single library with nested folders (up to 10 layers)
- Permission content
• Introduce the concept of metadata
- Views
- Pages

Architecture
• Traditional SharePoint for a Biotech
Home
RegQA Clin Legal Fin IT Ops MFG R&D HR
Purchasing
Accts
Payable
Comm
Supply Chain
Doc
Control
QC
MFG
Prod 1
AccountingProject 2Project 1
Mgmt
BDIR
Corp AffairsC-LevelProject 1 Project 2 SPCoE Project 1

Architecture
• Started with traditional structure: Team site for each dept
- Use a Flat Architecture: Site Collections
• No sub-sites
• Issues with permissions
- Old SharePoint: set permission to the home page
• Allow everyone access to the Home page
• Limit access at the site level to most of the content
• Modern SharePoint doesn’t work this way

Architecture
• Modern Team site (winter 2019 version)
- O365 group created with each site collection
• Making a Modern Team site without an O365 group not available at the time
– Available now
- New Team site - 3 SharePoint groups created:
• Owners- Full Control
• Members- Edit
• Visitors- Read
- These groups cannot be deleted at the site level
• Can be deleted when permissions are broken at the list/library level
- Full Control has the ability to do custom code: not desired
- Edit has the ability to create lists/libraries/columns: not desired

Architecture
• The Home page cannot be separately permissioned
- You MUST have permission to the whole site to see the home page
- Result: breaking permissions for lots of lists/libraries
• Can the Site Owners handle this?
- Strategy change:
• Make more sites: use the hub site model
• Susan Hanley's article: https://docs.microsoft.com/en-us/sharepoint/planning-hub-sites

Architecture
• Traditional SharePoint for a Biotech: how to morph to Modern?
Home
RegQA Clin Legal Fin IT Ops MFG R&D HR
Purchasing
Accts
Payable
Comm
Supply Chain
Doc
Control
QC
MFG
Prod 1
AccountingProject 2Project 1
Mgmt
BDIR
Corp AffairsC-LevelProject 1 Project 2 SPCoE Project 1

Modern Architecture
Home
Reg
QA
Clin
Legal
Fin
IT
Ops
MFG
R&D
HR
Purchasing
Accts
Payable
Comm
Supply Chain
Doc
ControlQC
MFG
Prod 1
Accounting
Project 2Project 1
Mgmt
BD
IR
Corp Affairs
C-Level
Project 1
Project 2
QA
Regulatory
Clin
Legal
Finance
SPCoE
IT Project 1
Recruiting
HR
Lab Ops
Fun Site
New
Collaboration
Easy to add sites
Easy to move existing sites

Actual Architecture
• Hub sites per dept
• Cross Functional
projects
• Opportunity for
growth

Control Access
Permission Strategy

Permission Strategy
• Originally set up O365 groups
- Each Department had a Team Site
- Each site had 3 libraries
• Public - Visitors group
• Private - Members
• Collaboration- Members + other groups
• Tested with “Bugs Bunny”
- Bugs had too much access

Permission Strategy
• How can we simplify content management for our Site Owners?
- Constantly breaking permissions on libraries will be a struggle
• For now: Abandon O365 groups
- Resurrect when Teams is deployed if needed
- Use on sites that will be associated with Teams
• Use SharePoint Permission Groups
- Site Name SP Owner- Biz Owner
- Site Name SP Member
- Site Name SP XX

Permission Strategy
• Modify OOTB permission
- Edit: remove create lists/libraries
• Create custom permissions
- Biz Owner: Remove ability to make sub sites, custom code and to change
the theme
- Contribute No Delete: Remove ability to delete
• IT creates groups

Making Work-Life Easier
Applications

Designing Applications
• Replace paper-based processes with SharePoint Lists, forms and
automation
- Power Apps
- Flow
• Central Site Collection for applications
• Service account for Flow
- Make it system-based, not person based
- If you leave, the Flows will crash

Applications
• IT Help Desk
- End Users email shared mail box
- Flow consumes the email and adds to a list
• Sender= Requester (person/group)
– Convert non-solidbio.com emails to a service account
• Subject= Title
• Content converted to html and added to a multiline plain text field
• Attachments to email added as an attachment to list item
- Additional fields/views to manage items
- Flows to forward request to managed service providers
- Flows to notify end users
• Receipt of request
• Close of request

Applications
• PO/Contract Request + New Vendor Approval
- Replaced the paper-based process
• Added formality
- Trackable
- Approval via mobile
- Improved compliance
• Journal Repository
- Central Location for storing Journal articles
- Metadata
- Designer Workflow renames articles & creates a reference
• Consistent nomenclature

Applications
• Fulfil unmet needs
- Meal Request tool
- Loaner badge tracking tool
- Sample test notification tool
- Software New User request tool
- Temperature warning (more focused communication)
• Tracking requests/status
• Web-based/mobile ready
• Meets the “What’s in it for Me”

Surveys
• Use Forms to determine application success
- How to improve
• Select the people who used the tool and send
survey
- Personal view with “Created By”
- Export to Excel
- Remove duplicates
- Copy names to email
• Gave them 2 weeks to answer
- Reminder email after 1 week
• Results are easy to view
- Graph in Excel

External Collaboration

Requirements
• Secure
- 2-factor Authentication
• Auditable
• Easy to use
• Dynamic vs Static Collaboration
- Use SharePoint for Dynamic Collaboration
• Co-Authoring
• Version Control
- Other tool for static collaboration
• Simple sharing

Setting up Guest Users
• Use Microsoft Azure B2B to create guest accounts
- https://portal.azure.com
- Go to Users>>User Settings
• Add target domain
• Save
- https://aad.portal.azure.com/
- Add guest user
- Add guest user to an external collaboration group

Setting up Guest Users
• We send the Guest
user and email with
instructions
• Guest User receives
an email
• They set up their
account with 2-
factor authentication

Requirements
• External Collaboration Policy (Governance)
- Set up SharePoint sites with EXT- in the URL
- IT is the Site Owner
• Only group that can manage permissions
- Turn off sharing
- Do not associate with a hub
- Use a different theme (make it clearly an external site)

Questions Moving Forward
• Do we create a new Tenant for External?
- Issue: External users are available in the people picker
• Cannot be added to an internal site
- Pros
• Security
• Reduces risk of an internal site exposed to external
- Cons
• Cost
• Cannot convert to an internal site at a later date
– Use 3rd party tool to move

Cha…Cha…Cha…Cha…Changes (David Bowie)
Challenges with Modern

Struggles with Modern
• Constant Change
- Notice of major changes that have minimal impact on day-to-day
functionality
- Implementation of minor changes that have major impact on end users’
day-to-day
• Changes to UI, menus, placement of search boxes
- The rate of change challenges the trust we are building with
technophobic end users

Loss of Traditional Functionality
• Ability to template lists
- Lost until mid- Sep
• Work-a-round with PowerShell Script (enabled pages)
- New function won’t let us template with content
- Adding a list column to a existing content type causes the template to
miss the column and some views will be missing (we notified MS)
• Inability to change Site Collection Names
- On Roadmap
- Delayed until…
• Impacting External site governance (and my poor typing skills)

Loss of Traditional Functionality
• Using Templates in libraries
- Old: Choice of adding to library or content type
• Could host in a library and version control changes
- New: Upload to the New menu
• Easier
– Cannot upload directly from SharePoint
– Can upload if One Drive or SP is synched
• Difficult to update
• New doc from template opens in online version of
Office
– Must change the name

Struggles with Modern
• Changes to Quick Edit
- End user discovered new Quick Edit is only available if there is an editable column
• Support ticket
- Can’t rename documents in Quick Edit
• Power Apps forms are slow to load
- Funkiness with the people picker
• Changes to Sharing
- June we could control sharing, July/Aug the settings were ignored, now they are back
• Lack of Audiencing content
- Links & Web parts
• Question: what parts of Classic can we still use?
- Calendars, Link lists, Task Lists
• Create a Team with External Sharing on, the SharePoint site can share externally

Workflow: Flow vs Designer
• Jan/Feb: Flow did not have as much functionality as Designer
- Initial workflows built using Designer
• Now: Flow has more capability than Designer
- Some features missing, but we’re working around them
- Decision: when to use Flow vs Designer
- When to rebuild in Flow? ROI

Victory is mine!
Adoption Metrics

Adoption
• Use built-in BI from the Admin Portal
• One-Drive usage is the benchmark
- SharePoint usage > One Drive, we will have acceptance
• Go Live was Feb 20, 2019
• Reached One Drive Parity week of May 14, 2019
- Repeated End-User Training May 16
Go Live Parity

Current Metrics
• SharePoint usage exceeded One Drive Usage the
week of July 6!
• Averaging 120 SharePoint users/day
- ~80 One Drive users/day
- Indicates department moved content from One Drive
to SharePoint
Parity SharePoint > One Drive

Metrics
• The O365 Admin Portal has some useful metrics
- Power users
• O365 Admin Portal Power BI allows you to dig into all of Office 365 usage
- Exchange
- SharePoint
- One Drive
- Teams
- Month vs Month usage
• Site Analytics can be helpful
- Who is looking at what content

Future
Where are We Today?

Today
• Great usage
- 95% month over month return users
- End Users are working in SharePoint
- Continue to get requests to improve
• Site organization
• Display
• Indicates adoption and acceptance
- New Applications
• Convert paper processes
• Develop new processes
• Compliance
- 3rd party auditing tool
• Send Audit report quarterly to site owners
• External: monthly

Future
• Teams
- IT is beta-testing
- Need to resolve the External Site issue
• Template, Flow approval for new Team?
- Set up a Team “Sandbox” for Site Owners
• Provide training
- Identify Pilot group
- Deploy to new Teams by late this year/early next year
• Improve the Home page
- Failure of Intranet Communications
• Technical: Global Nav
• Consistency a challenge

Lessons Learned
• The Implementation Strategies presented in previous SPS’ work
- Train your end users
- Sell the solution and stay positive
• Change Management is hard
- Users hate change
- With time and patience, change can happen
• User ownership is necessary
• The rapid changes in Modern are a challenge
- Lots of good things
- Still missing functionality
• Security is still a challenge
- O365 groups are really open
• Soft Migration helped

Thank Yous
• Timlin Enterprises
- Brad Patch – Software engineer / Developer
- Help Desk
• Christine Chandler
• Justin Lisi
• Jared Quast
- Solid Bio

Challenges and Victories During a Migration to Modern Microsoft 365

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