From SPTechCon San Francisco 2014: In this class, you’ll see real-world examples of solving problems and finding opportunities when moving part of your workload to the cloud. You’ll be introduced to designing federated searching, cloud crawling, navigation synchronization, line-of-business integration, Active Directory Synchronization, social features, and Office 365 personal sites. This will be a live-demo class and you’ll see an example solution end to end! Takeaways from this class include an examination of when user experience matters, a look at product features that can help you bridge cloud and on-premise sites, and how organizations solved the social gap between Office 365 and on premise.

1. REAL WORLD EXAMPLES –
HYBRID OFFICE 365 ENVIRONMENTS
Presented by:
Ben Curry and Jason Miller

2. ABOUT BEN CURRY
• Founding Partner of Summit 7 Systems, Inc.
• Summit 7 Systems Lead Architect
• Eight time Microsoft® MVP
• CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint
Server
• Author of several SharePoint books by Microsoft PRESS and SAMS
• Master SCUBA Diver Trainer
• Ben.Curry@summit7systems.com
• @curryben
Principal Architect and Managing Partner

3. ABOUT JASON MILLER
• MCSE, MCSA + Messaging, MCP, MCITP, MCTS
• 18+ years of technology industry experience
• 2 years at Summit 7 Systems
• Prior: Chief Engineer for NASA Exchange consolidation project
• Originally a theater major
• Loves all aspects of tech
• Hates vanity slides
• Jason.Miller@summit7systems.com
• @S7JasonM
Senior Consultant

4. Summit 7 Systems is a premier provider of consulting and implementation
services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that
Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company
bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011
growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.
Service Disabled Veteran Owned Small Business (SDVOSB).
ABOUT SUMMIT 7 SYSTEMS

5. CASE STUDY: KCTCS
16 Community and Technical Colleges
71 Campus locations
Over 8000 Employees
Over 100,000 Students
Over 51,000,000 Documents/Files
A vision for becoming premier
KCTCS VISION:
To become the nation’s premier community and technical
college system
KCTCS VALUES:
• Responsiveness to students, employers, and
communities.
• Access with innovative and flexible delivery.
• Trust, respect, and open communication.
• Continuous improvement.
• Inclusion, multiculturalism, and engagement.
Premier
KCTCS
16 Colleges
71
Campuses
Over
100,000
Students
Over 8,000
Employees
Over
51,000,000
Documents

6. CHALLENGE
Employees face a myriad
of systems, logins, and
experiences
PeopleSoft
SharePoint
2007
Sitecore (Public
Web Sites)
Blackboard
LMS
AdAstra
Parature
HireTouch
E-Mail
KCTCS
News
Local File
Shares
Local
Intranet
Intelliworks
Public Social
Media
AdPr
o
DSS
(BI)
Exc

7. WHAT WE NEEDED TO DO
• Reduce IT footprint, while still
providing new services
• Bring together and link disparate
systems into a standard set of
experiences
• Foster collaboration, communication
• Support the vision and values of
KCTCS
In short, we needed an employee portal….

8. Section
Header
THE VISION for SharePoint:
To create a uniform system that personally
engages the employees and provides
timely/relevant information along with
practical resources and tools specific to the
employee’s needs.
And is rock solid for mission critical
solutions…
Obviously, this is a huge project.

9. • KCTCS is spread across the state, with16 individually
accredited colleges located on 70 campuses.
• Technology sprawl causing confusion, leading to difficulty
finding relevant information.
• Each of the 16 colleges had its own file sharing and
methods of collaboration, as well as different business
process.
• Simple tasks were cumbersome and time-consuming.
WHY?

10. BUILDING A MISSION CRITICAL PLATFORM
• Deliberate, purpose-built SharePoint
platform
• Communicate with the business and fully
understand their requirements
• Decide what part of the stack will be
business critical
– Web Content Management
– BPM / Case Management
– Document Management/ECM
– Social/Collaboration
– Project Management
– Extranet
• Cloudy?

11. A mature, well-functioning employee HR
self service environment.
The master data set for employee
information, with great investments in
security and business logic.
In short, it is premier.
Some room for improvement on user
experience
AT KCTCS, PEOPLESOFT HCM
IS...
HCM

12. HOW DID WE START?
By asking the right people the right questions, we discovered several key factors which we
are addressing as we continue to support the vision set and evolve the tools.
INTERVIEWED ACROSS OUR FUNCTIONAL AREAS
System Office and Colleges, HR, Financial Aid,
President’s Office, Business Services, Marketing,
Recruiting, and more
TALKED WITH MANAGERS AND PROCESS OWNERS
Small sampling of key stakeholders across the system
RESEARCH AND MORE RESEARCH:
Cultural Value Assessment, Strategic Plan, KCTCS
Technology Strategic Plan, mental models, KCTCS
Business plan, and more

13. KNOW YOUR STAKEHOLDERS AND ASK QUESTIONS
PURPOSE
Why does this process exist?
What is the purpose of this process?
What is the outcome?
INPUTS/SUPPLIERS
Where does the information or material you work on
come from? Who are your suppliers?
What do they supply?
Where do they affect the process flow?
What effect do they have on the process and on the
outcome?
OUTPUTS
What product does this process make?
What are the outputs of this process?
At what point does this process end?
CUSTOMERS
Who uses the products from this process?
Who are the customers of this process?
PROCESS STEPS
What happens to each input?
What activities take place?

14. SOLUTION REQUIREMENTS VARY DEPENDING ON ROLE:
Technologists
Need bullet proof technical
architecture that’s cost efficient
and maintainable
General Faculty and
Staff
Need to perform
specific tasks and or
processes – with
freedom and
collaboration.
Executives care about STRATEGIC IMPACT and understand the role of process as an enabler of better
EMPLOYEE ENGAGEMENT
Dr. Halverston – President
“Employee engagement and
productivity is paramount”
Dean Chang –
Chief Academic Officer
“Students first. We can’t waste
time finding data and docs.”
Paul – CIO
“Standardization is key,
but so is flexibility”
Communications
Want stable, consistent
platform to deliver and manage
messaging - adhocly
Competing interests and contradictions

15. WHAT WE WANTED
StudentsFacultyStaff
Document
Management
Collaboration
Enterprise
Search

16. KCTCS ENVIRONMENT
ORACLE
• PeopleSoft HCM 9.0
• PeopleSoft Financials 9.1
• PeopleSoft Campus Solutions 9.0
• Tools version 8.53.06
MICROSOFT
• SharePoint 2013
• Office 365
INFLIGHT
• InFlight Foundation

17. How We Did It

18. MICROSOFT SHAREPOINT
• Document management, sharing and
governance
• Collaboration across colleges
• Consistent framework and platform for
extending business processes
• PeopleSoft content within the intranet portal
shares a consistent look and feel for unified
branding and UEX
• Enterprise Search, Enterprise Social
• Nintex – Forms and Workflow

19. NINTEX FORMS AND WORKFLOW
• On-premises and Office 365
• Easy to install and easy to learn
• Connects to external systems, Exchange, and Lync
• Mobile browser support and preview
• Leverages full Office 365 uX

20. • Quickly, Easily Integrates anything from PS into SharePoint
• Applies the KCTCS CSS and SP Master Page styles to our PS
content for blended look and feel
• Handles the SSO from SP into PS so users don’t need to login
again
• Can be used to reshape PS pages, remove fields, etc.
• Enabled KCTCS to deliver a seamless, streamlined PeopleSoft
User Experience inside of our SharePoint intranet portal
INFLIGHT FOUNDATION

21. TACKLING THE HUGE “PROJECT”
• Start with what we know and what
is possible
• Build the foundation
• Demonstrate the value
• Grow and evolve
• Lather, rinse, repeat
Common starting point – SEARCH!!!

22. HIGH-LEVEL ARCHITECTURE
• Outbound
• Two-way
• Scripted MMS
– There’s no MMS Sync by default
– Custom code to sync On-premises MMS with Office 365
– Use Windows AT to schedule PowerShell Script

23. MICROSOFT DATA CENTER INTERNET PERIMETER
NETWORK
INTRANET
SSL/443
SECURE
STORE
OFFICE365
ENTERPRISE
CSOM
PIPELINE
MSODS
ACS
https://Myhybridserver.contoso.com
SERVER-TO-SERVER TRUST
SHAREPOINT
ONLINE
4
5
6
1
2
7
8
Employee Portal
3B
Directory synchronization
Userprofile
synchronization
SHAREPOINT ON-PREMISES
SECURESTORE
EXTERNAL
DATA STORE
ODATA
SERVICEHEAD
9
3A
BCS RUNTIMESERVICE
BCSRUNTIMESERVICE
REVERSE
PROXY
USER PROFILESTORE
AD DS
ENTERPRISE
INDEX
File Shares
Search Center
USERS ACTIVE DIRECTORY CREDENTIALS
OAUTH TOKEN FROM ACS
REQUEST
RESPONSE
USER PROFILE SYNC AND DIRECTORY
SYNCH EXTERNAL DATA CREDENTIALS
SSL CERTIFICATE
LEGEND
Server-to-Server
CRAWL

24. DECENT PRACTICE #1
Use familiar consumer side experiences to drive
connection and engagement in a work setting.
The KCTCS search solution is:
• “Bing-like” – fun and familiar and drives overall interest in
KCTCS and programs
• Addresses a business problem with proven technology,
combined with a familiar experience.

27. SEARCH IS NOT STATIONARY

28. 1. User initiates query On-Premises
2. On-Premises queries the
local index and receives results
3. On-Premises sends the user s
query to SharePoint Online
4. SharePoint Online returns
results to On-Premises
5. On-Premises returns to the user
both results on the same page
ONE-WAY, FEDERATED SEARCH

29. OP user in Search
Center home
(default.aspx)
OP user in OP site
User enters
query into
search box
User submits
query
Results page loaded
Enter new
search query
User clicks
Advanced
Search
OP user on OP
Advanced Search
Page
(advanced.aspx)
Click More link
in SO results
block
Click More link
in SO People
results block
Hover over OP
result
Hover over SO
result
Click OP result
item
Click SO result
item
Click SO People
result item
Are there
Semaphore
tags?
Click a
Semaphore tag
Is there a
Longitude
preview?
Are there search
predictions?
Optionally,
user selects
prediction
Yes
No
No
Yes
Are there SO
People results?
Are there SO
item results?
Hover over SO
peopleresult
Are there OP
item results?
Execute new query
Open item in OPOpen item in SO
Is the item an
Office
document?
Yes
Open SOResults.aspx,
repeating the keyword
search
Open
SOPeopleResults.aspx,
repeating the keyword
search
Load Peoplehover
panel
Open User Profile in
SO
User Activity
Choice
Retrieve query
results subflow
On-Premises Search Experience Flow

30. SSAqueries
the localindex
and gathers
results
Are query rules
defined?
Does a SO query
ruleapply?
Yes
Build search
results to
return
No
No
Send query to
SO and receive
results
Yes
Add Promoted Block
with SO results to
top of page results
Add Promoted Block
with SO People
results abovelocal
results
Add local search
results
Return search
results to Results
Web Part
Retrieve Query Results Sub-Flow
SO user clicks
the Search link
in thesuite bar
SO user enters
query into SO
search box
User submits
query
SharePoint Online Search Experience Flow
Submit query to
https://search.kctcs.edu/Pages/Results.aspx
(see OP Search Experience Flow)
Load
https://search.kctcs.edu/Pages/Default.aspx
(see OP Search Experience Flow)

31. SEARCH TECHNICAL ARCHITECTURE
Legend
MICROSOFT DATA CENTER INTERNET INTRANET
My Sites
Online User
On-Premises User
File Shares
https://search.kctcs.edu
Intranet SSA
Active Directory
App Servers
OneDrive
User Profile ServiceUser Profile Service
SHAREPOINT ON-PREMISESSERVER-TO-SERVERTRUST
Azure Active Directory
SHAREPOINT ONLINE
Results.aspx
O365 Search
Site Collection
SharePoint Online
Results
On-Premises Results
Crawl
User Search
(HTTPS, Claims)
Query
*.kctcs.edu
MMS Sync
https://kctcs.sharepoint.com

32. MICROSOFT DATA CENTER INTERNET INTRANET
My Sites
Online User
On-Premises User
File Shares
Directory Sync
Office 365
Management Tools
https://search.kctcs.edu
Intranet SSA
Active Directory
App Servers
OneDrive
User Profile Service
User Profile Service
SHAREPOINT ON-PREMISES
Load Balancer
DMZ
SERVER-TO-SERVERTRUST
ADFS
ADFS Proxy
Azure Active Directory
SHAREPOINT ONLINE
Results.aspx
O365 Search
MMS Sync
https://kctcs.sharepoint.com

33. PORTALS - BRING THE SYSTEMS TOGETHER
For our employee focused portal, connections into
PeopleSoft HR were key:
• On-premises
• Manage leave/PTO
• Manage benefits
• View and understand context with forms, policies,
procedures, and guidance documentation

34. ON-PREMISE EMPLOYEE PORTAL
• Content must be relevant and timely
• Usually have link(s) to Office 365 using multiple methods

37. LOB-INTEGRATED BPM IS ON-PREMISES

38. HR SELF-SERVICE NOW
 The new HR Portal in
SharePoint 2013 knows
about you and your role
 Formerly stand-alone
content from PS HCM ESS
is now accompanied by
contextual information from
other systems

39. PEOPLESOFT + CONTEXT IN 1 PLACE
 Accompanied by Contextual
Information
 Example: Benefits narrative
and navigation is pulled from
managed content system,
ties the user to 1 of 3
different personnel systems
 Users only see what they
need to see

40. SOLVING CORE USABILITY CONCERNS
 PS Benefits embedded
in SharePoint with
InFlight
 Supported by narrative
 SSO makes the user
experience seamless
 Easy to Find
 Easy to Use
 Easily Branded

41.  Tabbed layout makes it
easy to navigate to
other common
PeopleSoft and non-
PeopleSoft
functionality.
 Ease of access means
it gets used more often
and that data is more
accurate
Solving Core Usability Concerns

42. EASY TO UPDATE AND MAINTAIN
 Users continue to have
the same access to PS
 Read/Write
 Real-time updates to
PS
 InFlight preserved our
PS security, business
logic and
customizations

43. AND NOW FOR THE NEWS…
• Official corporate news and
events are another good
source of content
• KCTCS had legacy news apps
that needed migration anyway
• A portal was a natural fit

44. CHALLENGE: INTEGRATE THE USER
EXPERIENCE
• Solution 1: Excellent Integrated search
DEMO

45. DRIVING PORTAL ADOPTION
 Adding View
Paycheck drives
portal adoption
 Users don’t know
it’s PeopleSoft!

46. CHALLENGE: INTEGRATE THE USER
EXPERIENCE
• Solution 2: Sync'd MMS with On-premises
• Doesn't sync by default
• Push terms w/GUIDs via PowerShell using Windows AT
(old school)
Demo – MMS PowerShell Script

47. CHALLENGE: INTEGRATE THE USER
EXPERIENCE
• Solution 3: good Navigation Plan
• Depends on governance scope and available resources
• Term set navigation
Demo – Integrated Navigation

48. CHALLENGE: INTEGRATE THE USER
EXPERIENCE
• Solution 4: Integrate Social / Yammer

49. PRE-REQUISITES
• Be sure dirsync is here…

50. REPLACE STS CERTIFICATE
• Requires PowerShell Script
• Won’t work without it…
http://www.orcsweb.com/blog/james/powershell-ing-on-
windows-server-how-to-import-certificates-using-
powershell/

51. GOVERNANCE
• Very different…can be very challenging
• App Store
• Managed Paths

52. GOVERNANCE (CONTINUED)
• External Users and Sharing
• IRM

53. GREAT! BUT…UMM….
• New way to manage news and
new way to view news… Great!
• Publishing and security challenges
– 100+ contributors and editors.
Yikes! Too many cooks!
• Needed a way to separate content
management and content
publishing
• Address this in the IA design

54. BETTER PRACTICE #2
Design for the differentiation between collaboration and
publishing. Use tiers for different access, SLAs, and
expectations.
The KCTCS IA:
• Uses the top tier as publishing only – all employees read,
very few have elevated permissions (or need to have)
• Uses an Enterprise Collaboration tier for creating content for
the top
• Uses a collegiate collaboration tier (Office 365) as “wild west”

55. INFORMATION ARCHITECTURE
(INITIAL STATE)
== SPSite
== SPWeb
/cthub
http://kctcs.sharepoint.com (root)
/apps
/my
/sites/academic
/sites/sandbox
/sites/administrative
/sites/10
/sites/20
/sites/30
/sites/40
/sites/forms

56. INFORMATION ARCHITECTURE
( FUNCTION VS. ORG)
== SPSite
== SPWeb
/sites/administrative
/actc_executive /actc_finance /actc_hr
/actc_it
/actc_dean
/xla_executive
/president
/xla_finance
/receivables
ACTC == Ashland Community
& Technical College
EKU == Eastern
Kentucky University
/eku_executive
/payables /facilities /payroll /publicsafety
/xla_dean
XLA_ == X number letter
acronym

57. == SPSite
== SPWeb
/sites/instructional
/actc_criminal /actc_electrician
ACTC == Ashland Community
& Technical College
EKU == Eastern
Kentucky University
XLA_ == X number letter
acronym
/actc_carpentry
/actc_dental /actc_sonography
/actc_radiation
/actc_business /actc_accounting
/virtualclassroom/actc_mechanic /actc_health

58. Section
Header
OK. GOOD START… BUT….
This portal “project” is huge. It is foundational and
transformative.

59. Communication about the progress
leads to more progress

60. PHASE 1
ROADMAP –
BRINGING IT
HOME!

61. SUMMARY
Hybrid Environments are often complex and large, and starting them from
scratch will take years
Have a solid strategy for technology, but focus on the processes that drive
the business and especially the people who will be leading the change and
working with the portal
• Take small steps, use familiar tools
• Focus on the people – end users and change agents
• Understand the culture
• Find and support standards, don’t chase broken processes
• The technology is expensive and complicated, but it is the cheapest and
easiest ingredient

62. QUESTIONS?

63. CONTACT INFORMATION
Ben Curry
Ben.Curry@summit7systems.com

64. CONTACT INFORMATION
Jason Miller
Jason.Miller@summit7systems.com