A Walkthrough of Real World Deployment Now that you are up and running on Office365, are you wondering if SharePoint can help your organization better collaborate? Is email your org's primary means of sharing files? Not quite sure what SharePoint is? Wondering what it takes to build a useful SharePoint site? Hoping to decommission your local file server or Dropbox shared accounts? This presentation will walk through the business and technical steps taken at Habitat for Humanity SKC to deploy SharePoint in a mid-sized nonprofit. Topics to be covered: SharePoint functional overview. What is it and what can it do for me? Brief comparison with similar products. Structuring sites and subsites. Security considerations. Internal and external sharing. How do I control and monitor access? Document libraries. Custom views. Using folders vs. search. Data preservation. Syncing files locally. Limits and tradeoffs. Reaching nirvana – any document on any device, anywhere in a secure environment? How to involve your team in design and deployment. How to manage a deployment. Project overview at Habitat for Humanity. What worked? What didn't work? Hidden costs? Training? Internet upgrade? Storage fees? Local PC upgrades? Benefit from the experience of a recent deployment, and make a more informed decision about whether SharePoint is a good fit for your organizational needs. About the presenter: Kevin Phaup is an independent software consultant who has advised dozens of local non-profits in Seattle and Portland over the years primarily as a volunteer. He works closely with Social Venture Partners. He enjoys providing targeted technical and business advice, and hands-on work building successful IT solutions.

1. SharePoint Introduction
Collaboration in the Cloud
What We Learned from Habitat for Humanity SKC File Server Replacement
Kevin Phaup – kevinphaup@hotmail.com

2. What is SharePoint?
• Included in your donated enterprise subscriptions
• Web based collaboration platform with a long history as a local server product,
brought fully to the cloud in 2013
• Out of the box solution to create simple internal team or board sites for sharing
documents, lists, social networking (Yammer), & calendars
• Can easily scale to thousands of sites, and multiple subsites in a site
• Page layouts and content can be easily modified, and “web parts” or widgets can
be added to a page. No HTML experience required.
• Using free Sharepoint Designer application, site can be fully customized. Not
necessarily recommended for a smaller non-profit.
• Can access files from any browser or device, including mobile
• Solid technical phone and online support provided by Microsoft as part of
subscription

3. Alternative Collaboration Software
It is a vibrant marketplace
In practice most non-profits are likely using a hodgepodge of email
attachments, Dropbox, and mix of Google calendars or sites.

4. File Hosting in Cloud – General Tradeoffs
• Benefits of cloud-based document storage
• Access files, edit and share Office files from anywhere
• Across devices: desktops/laptops (PC, Mac, work/home), tablets, phones
• Secure external sharing to anyone – volunteers, partners
• Easier to manage.
• All files are backed up in the cloud.
• Can control access in one place
• Single logon. User only needs one password to remember.
• Tradeoffs
• May be slower in some scenarios. May require upgrading your internet speed.
• Requires an internet connection for most operations
• The “good-news/bad-news” of access from anywhere. Need clear sharing policy.
• More discussion in free Microsoft eBook:

5. SharePoint Hierarchy • A site collection contains a top-
level site and subsites
• Security or access control can
be either inherited down, or
broken at any level to provide
unique security as needed
down to item level if needed.
• Can use Office365 security
groups to manage access more
easily.
• At Habitat we created separate
permissions for board site, for
team internal and external
members, and for private
folders only managers in a team
could view and access.
• Keep it simple and avoid item
level security

6. SharePoint Control
• It takes time and discussion with staff to determine the right balance of
information control for a given site or project.
• Don’t want to impede work, but don’t want to accidently open up HR and
payroll files
• Think hard about who needs access both internally and externally, and who
has the right to share externally

7. Document Libraries
• Most documents are commonly placed in document libraries.
• This article nicely summarizes the tradeoffs of using folder views.
• Search is your friend. Much faster than digging down into folders
• Can search from top level site down, or just within a document library
• With more rigid data, requiring metadata fields may improve organization
and search
• Libraries can be synced to a local computer for offline access.
Unfortunately this is at library not folder level, and there is a 5000 file limit.
This is an area Microsoft knows they need to improve.
• To add multiple files to a library, using the Explorer View is best option, but
this add-on only works in IE browser.

8. Document Co-editing
• Multiple people can edit a document simultaneous
• If online, will see each others changes as they are made
• Works well for a document where multiple people own different
sections
• If multiple people are editing the same parts of the document, may
have conflicts to resolve
• Best to practice a few times with someone to learn the features and
limitations.
• Works great in meetings where multiple people are putting together a
presentation
• Old habits die hard.

9. Data Protection
• Versioning can be enabled for document libraries to enable saving the last N
versions of a file.
• When files are deleted by a user, they are placed into the user’s Sharepoint
recycle bin, where the user can recover if needed.
• After 30 days the files are then moved to a site collection recycle bin where the
administrator can recover if needed.
• After 30 more days the files are truly deleted.
• Microsoft backs up your complete cloud instance for recovery against
catastrophic failure to multiple physical sites, and can restore to a point in time,
but individual item recovery is generally achieved via the recycle bin.
• Good walk through on how this works here.
• Several 3rd party services offer backup of Office365/SharePoint data to alternate
clouds like AWS for “deep” long term backup/recovery.
• Consider how one might recover from the Cryptolocker virus.

10. Sharing – Internal and External Controls
• Probably the most cumbersome aspect of setting up a SharePoint site is
configuring the security groups and access controls.
• By default users may share externally. Most organizations will want more
restrictions. It can be controlled with the right selection of privileges –
these are not obvious.
• Best to create a new named privilege set rather than changing the features
of the in the box named such as “editor” or “contributor”.
• Best to create a “test” team site and a few dummy users with different
privileges so you can test various sharing scenarios, or other changes
• Think through how staff and external users need to get their work done.
• Think through how to ramp on and off employees. What security groups do
they need to be added to. How do you maintain and audit settings over
time? Entropy is not your friend.

11. Habitat Project Goals
• Provide document collaboration "anywhere", "any" device
• Eliminate aging, expensive and complex file server infrastructure
• Enable secure collaboration among staff (10's), volunteers (100's) and
with partners (10's)
• Support flexible collaboration: links, co-editing
• Protection of data against loss
• Minimize operational complexity
• Minimize cost

12. Functional Design
• Performed initial file usage audit on server and desktop using free file analysis tools, then
extensive file cleanup. Make full backups before starting any cleanup process. Only
employees know what can be archived or deleted. Moved many files to an archive folder.
Identified large media files.
• Made distinction between One Drive for Business and SharePoint usage. Not always clear
to staff. Deployed OneDrive before SharePoint. OneDrive was a good introduction to
SharePoint mentality.
• Decided to use one large SharePoint site with subsites to simplify access, and global
search. Well within SharePoint limits.
• Kept it simple. Kept folder view as primary view on doclibs. Added other useful views.
Limit customizations that staff can make to avoid chaos and maintain look and feel across
team sites.
• Mapped department model already in place on file server to subsites. Already well
understood by the organization.
• Created subsites for both departments and committees. Committees have external
constituents.
• Piloted with one department until happy with design, then easily cloned to other
departments using site templates.

13. Functional Design - continued
• Determining proper access control measures required the most research
• Wanted to limit external sharing at launch until we understood usage and ramifications.
Created customized permission.
• There is some cross department need for access. Employees often have multiple roles.
Kept that simple by creating "Extended" group for each team.
• Security Model
• Used Exchange security groups to control access. No SharePoint objects have individual staff
permissions. Each subsite breaks inheritance with the top level site.
• Restricted sharing ability to team leaders, and to a single top level folder "external" in each team's
doclib. Simplifies auditing.
• Each team doclib has a "confidential" folder for those files that a team wants to restrict access.
• Each team had slightly different access needs - all of which were easily handled by model.
• Search and Tagging. Explored use of tagging to allow cross folder/team meta search
across folders for more structured file grouping. Easy to implement, but burden is on
staff to take the time to tag.

14. Implementation
1. Planning (1+ person days, org size dependent)
1. Identify department structure, leads ("champs", tech savvy ), users
2. Project overview with management and leads
3. Identify department requirements with leads: files, usage, security, external sharing
2. Desktops/Laptops
1. Verify/update desktop/laptops Office 2013 ready (CPU, memory). An hour per machine.
2. OneDrive for business cutover (1 Hr/machine) - Install ODB client, map documents, sync
- (1hr/machine)
3. Teamsite - Preparation
1. Leads manage file preparation - (4+ hours, data dependent, plus staff time)
1. Cleanup unused files
2. Identify/Organize files to be moved to teamsites
3. File name scrub - path length, characters
4. Archives, very large files (video, typically) to remain on file servers
2. Configure sites (1+ person day): Master sites, subsites, security groups, documentation
3. Staff lead training - (4 hrs)
4. Verify leads test, experiment (4+ person days + staff time)
5. Staff training (4 hrs)

15. Implementation - continued
• File migration/Cutover (1+ person days, data dependent)
• Set file shares to read-only
• Upload (overnight) and verify
• Live on SharePoint
• Follow-up (1+ person days, org dependent)
• addition (re)training
• individual sit-downs with staff as needed
• Training varies greatly by individual

16. Training
• Department Champs
• Trained first with a few sessions
• Extra training on external sharing
• All staff
• 90-min training session with simple ppt, demos and videos
• Follow-up - respond to questions, spot check employees

17. Documentation
• Documented security model so the on-site IT staff can follow it.
• Some level of auditing to verify compliances is needed.
• Need better adherences to IT checklist for new staff, and staff departure
• Used Microsoft's own training materials and video wherever possible.
• Created helpdesk alias so SharePoint questions could be answered as
soon as possible
• Created wiki to document most common staff questions.
• Rapid rate of change of Sharepoint interface and features makes
keeping documentation current a challenge

18. Costs
• Without AD sync
• $2/month/user with Office Client (Office Pro non-profit, 5 devices)
• Free for web-only (E1 non-profit)
• $3.50/month/user with AD sync (E3 non-profit, includes Office )
• Cost to upgrade machines to be Office 2013 ready
• memory/disk upgrades
• machine replacement
These numbers change frequently.

19. Lessons Learned
• Wide range in staff's ability to adapt to change
• Piloting one team before wider rollout was crucial to success
• Keep it simple
• Microsoft support was responsive to issues
• Expect some desktop upgrades. Older desktops could not handle load of updated software. Many user
issues were desktop configuration issues.
• Folder level sync is sorely missing . Staff need to be trained in using Explorer view which can be
cumbersome.
• Reinforce with staff the benefits of access from anywhere, as some day-to-day tasks are going to take
more steps and be slower than using fileserver.
• 3rd party tools to identify long directories and naming issues helped, but weren't perfect. Bulk upload
of documents was cumbersome and difficult to restart. Expect rates of about 4GB/hour. Could take a
few weeks to upload a TB. Need to perform in waves. Bulk modifications to folder structure are painful
once files are in SharePoint
• Can't be in a hurry. Takes time to get everyone on board.