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BLETCHLEY PARK
2023
A Microsoft 365 Community
COLLABORATION CONFERENCE
Wednesday, 27th September 2023
Microsoft Viva Security and Privacy: How to
safeguard Your Employee Experience
Nikki Chapple |MVP M365 Apps & Services | MVP Security
Agenda
⬇️Live Poll
BLETCHLEY PARK
2023
Thank you to all our Sponsors
Silver
Platinum
Gold
Silver
Community
Sponsors
Nikki Chapple
Principal Cloud Architect
nikkichapple
@chapplenikki
www.nikkichapple.com
All Things M365 Compliance
Nikki Chapple
Viva Guardian ⬇️Live Poll
Agenda
VIVA SECURITY AND
COMPLIANCE
PRIVACY DEEP DIVES SUMMARY
What is Microsoft Viva?
⬇️Live Poll 2
Microsoft Viva: powered by Microsoft 365 and
backed by the Microsoft Graph
Viva Amplify
Viva Pulse
Data Residency
Viva
Engage
Viva
Insights
Viva Goals
Viva
Topics
Viva
Learning
Your tenant
In the EU
Viva
Connections
Viva
Sales
Viva
Amplify
Viva Pulse
Viva
Insights
Viva
Topics
Viva
Connections
Copilot in
Viva
Today’s deep dive
Viva
Connections
(included)
What is Viva Connections?
Personalised dashboard with
news and announcements
Access to company resources
and applications
Mobile app for staying
connected on the go
Access from Teams
What information is available in Viva Connections?
Dashboard
(Microsoft &
3rd party cards)
Resources
(SharePoint
global navigation,
sites)
Intranet site
Feed (Viva Engage
posts, SharePoint news,
and Stream videos)
How can I ensure the right content goes to the
right users?
Information
governance
Team, Viva Engage or
Site membership roles
File permissions
Audiences
Membership of groups
Use Azure AD dynamic
membership
How do I create an audience?
Team Viva
Engage
Microsoft
365
Group
Azure AD
Security
Group
Distribution
lists
Individual
users
What permissions are needed to manage Viva
Connections?
Site
member
Site owner Teams admin SharePoint
admin
Can author and edit
dashboards, news,
and other pages
Creates a SharePoint
home site to meet
technical
requirements for Viva
Connections
Creates and selects
settings for
customized app
Sets up the home site
Enables global
navigation and
creates a Dashboard
Viva Insights
(Personal included.
Team,
Organisational &
Advanced Insights
additional licence)
What is Viva Insights?
Organisation insights
Advanced insights
Team insights
Personal insights
Deep insights to
spot opportunities
Recommendations
in the flow of work
to change
behaviours
What are Viva Personal Insights?
Individuals can get
personalised
recommendations to
build better work habits
Uses your email,
calendar, Teams chat
and Teams call activities
Included with Microsoft
365 licences
How is my privacy protected in Personal
Insights?
Only you see
personal
insights?
Users choose to
opt out
Organisations
can have an
opt-in
approach
What are Viva Team Insights?
Managers can foster
healthy, successful
teams by establishing
norms
Additional Microsoft
Viva Insights licence
required
What are the privacy controls in Team insights?
To view Team Insights
• Need premium Insights licence
• Your team only includes people reporting directly to you as
presented in Azure Active Directory
Privacy controls
• You define the minimum team size
• Can't see individual team members personal collaboration habits
• Can enable or disable plus users can opt-out
• Users being measured also need a premium Insights licence
What are Viva Organisational Insights?
Senior leaders can
identify opportunities
to improve
engagement and
effectiveness across
the organisation
Additional Microsoft
Viva Insights licence
required
What are the privacy controls in Organisational
insights?
To view Organisational Insights
• Need premium Insights licence
• Assigned Insights Business Leader role or Group Manager
• Number of direct / indirect reports must exceed minimum group size
Privacy controls
• Data aggregation - minimum group size
• Group Manager only see direct & indirect reports
• Users can opt-out
• Users being measured need a premium Insights licence
Who can access Teamwork habits &
Organisational trends?
User Premium
Insights licence
Group
Manager role
Insights Business
Leader role
No access
Measured
employees
View their group
insights if group
meets or exceeds
minimum size
View organisation
insights
Power BI report
Viva Insights Premium licence required
What is Viva Advanced Insights?
Analysts help leaders
uncover deep insights
into workplace
patterns and trends
using advanced tools.
Six Power BI templates
& custom analysis
Additional Microsoft Viva
Insights licence required
What are the privacy controls for Advanced
insights?
No personal information shown
Aggregated group size
Uses differential privacy to ensure
individuals cannot be identified
Exclude topics, mailboxes, regions
Select which organisational assets
to use
Users can opt out
Who can access Advanced Insights?
Insights Admin
Organisation data quality
Privacy settings
Manager settings
Insights Analyst
Analysis
Query
Organisation data quality
Viva Topics
(additional
licence)
What is Viva Topics?
Discover and organise knowledge
AI-powered topic identification and
surfacing
Create and share knowledge with
others
Viva Topics licence required
What information is displayed in Viva Topics?
33
Topic card
What information is displayed in Viva Topics?
Topic Name
Topic viewer
People
Pinned - Topic viewer
.
Suggested people - based on
permissions
Description
Curated - Topic viewer
AI - based on permissions
What information is displayed in Viva Topics?
35
Suggested files &
and pages
Based on permissions
Related sites
Based on permissions
What information is displayed in Viva Topics?
36
Related topics
Based on permissions
Where are Viva Topics discoverable?
Teams, SharePoint and Outlook Profile cards
Where are Viva Topics discoverable?
Search Microsoft Apps search
How are Viva Topics discovered & curated?
SharePoint knowledge graph
• New content & updates
• Image, video or audio file types are excluded
AI
• Identifies recommended topics automatically
• Identifies people and content connected to the topic,
Authorised Users
• Can add topics manually
• Approve, amend or decline AI generated Topice
How can I keep my sensitive information
hidden?
Exclude sensitive SharePoint sites by URL
Exclude sites by sensitivity label
Exclude content by sensitivity label
Exclude topics by name
OneDrive is automatically excluded
Exclude people from being suggested for
topics
How can I control what content is shown to my
users?
Existing content
security features
in Microsoft 365
Administrative
controls
How can I manage Topic visibility?
No access
Read access to
Topics and Topic
pages
Allowed to view
Topics
Edit existing topics
or create new
ones.
Manage topics
through the topic
lifecycle. Confirm
AI-suggested
topics, delete
Topics
Set up ad manage
Topics admin
controls
Viva Viewers
User Topic
Contributor
Knowledge
Managers
Viva Topics licence required
Knowledge
Admin
Copilot in
Viva
(coming soon
with Viva Suite
licence)
Viva Copilot is built on the Microsoft 365 Copilot
system
Demystify Viva Copilot
Copilot is an AI assistant that provides productivity
recommendations as you work
Copilot reviews and learns from ALL your organisation's data
It provides responses based on the data you have access to
Governance is key - Garbage in → Garbage out
How will Copilot in Microsoft Viva work?
Copilot in Viva Glint
Highlight top issues and potential
solutions hidden throughout employee
suggestions from survey results; plus,
help leaders explore comments using
natural-language questions
Copilot in Viva Goals
Generate OKR recommendations
from business documents, improve
existing OKRs using conversational AI,
and summarize OKR progress with
contextual data
Copilot in Viva Engage
Offer insightful conversation starters
based on sentiments and trending topics
across workplace communities; plus,
receive suggested comment responses
for leaders
Copilot in Viva is built on Microsoft’s
comprehensive approach to Responsible AI
Summary
1. Security and compliance in built in
Security
Enable/disable access at
individual or org level
Sensitivity labels to protect
sensitive data and containers
Block sensitive keywords,
Teams, sites, users
Compliance
Insights is GDPR compliant
Data stored in EU
Inheritance of compliance features
Opt in or opt out strategies
2. Multiple role-based access controls
3. Your privacy is maintained
Viva Personal insights
Only you can view insights
Based on work patterns in your
emails, meetings, calls, and chats
Individuals choose what they see
Viva Manager & Leader
insights
Data aggregation - minimum group
size
Differential privacy ensures users
cannot be identified from metrics
Deidentification of users
4. Governed data remains secure
Viva Connections
Audiences to target content
Access to content based on
permissions
Sensitivity labels on groups, teams,
sites and content
Viva Topics
Manual verification on AI-discovered
topics
Access to content based on permissions
Sensitivity labels on sites and content
Exclude lists for keywords, users & sites
5. Get ready for Viva
Deployment strategy → Opt out vs Opt in, Phased vs Big bang
Who, what, why, WIIFM → how
Pilot
Involve IT, Business, HR, Privacy, Legal & workers council from day one
Information governance and data security
BLETCHLEY PARK
2023
Thank You!

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Viva Security and Privacy CollabDays Bletchley Sept 23.pdf

  • 1. BLETCHLEY PARK 2023 A Microsoft 365 Community COLLABORATION CONFERENCE Wednesday, 27th September 2023 Microsoft Viva Security and Privacy: How to safeguard Your Employee Experience Nikki Chapple |MVP M365 Apps & Services | MVP Security Agenda ⬇️Live Poll
  • 2. BLETCHLEY PARK 2023 Thank you to all our Sponsors Silver Platinum Gold Silver Community Sponsors
  • 3. Nikki Chapple Principal Cloud Architect nikkichapple @chapplenikki www.nikkichapple.com All Things M365 Compliance
  • 4. Nikki Chapple Viva Guardian ⬇️Live Poll
  • 5.
  • 7. What is Microsoft Viva? ⬇️Live Poll 2
  • 8.
  • 9. Microsoft Viva: powered by Microsoft 365 and backed by the Microsoft Graph Viva Amplify Viva Pulse
  • 10. Data Residency Viva Engage Viva Insights Viva Goals Viva Topics Viva Learning Your tenant In the EU Viva Connections Viva Sales Viva Amplify Viva Pulse
  • 13. What is Viva Connections? Personalised dashboard with news and announcements Access to company resources and applications Mobile app for staying connected on the go Access from Teams
  • 14. What information is available in Viva Connections? Dashboard (Microsoft & 3rd party cards) Resources (SharePoint global navigation, sites) Intranet site Feed (Viva Engage posts, SharePoint news, and Stream videos)
  • 15. How can I ensure the right content goes to the right users? Information governance Team, Viva Engage or Site membership roles File permissions Audiences Membership of groups Use Azure AD dynamic membership
  • 16. How do I create an audience? Team Viva Engage Microsoft 365 Group Azure AD Security Group Distribution lists Individual users
  • 17. What permissions are needed to manage Viva Connections? Site member Site owner Teams admin SharePoint admin Can author and edit dashboards, news, and other pages Creates a SharePoint home site to meet technical requirements for Viva Connections Creates and selects settings for customized app Sets up the home site Enables global navigation and creates a Dashboard
  • 18. Viva Insights (Personal included. Team, Organisational & Advanced Insights additional licence)
  • 19. What is Viva Insights? Organisation insights Advanced insights Team insights Personal insights Deep insights to spot opportunities Recommendations in the flow of work to change behaviours
  • 20. What are Viva Personal Insights? Individuals can get personalised recommendations to build better work habits Uses your email, calendar, Teams chat and Teams call activities Included with Microsoft 365 licences
  • 21. How is my privacy protected in Personal Insights? Only you see personal insights? Users choose to opt out Organisations can have an opt-in approach
  • 22. What are Viva Team Insights? Managers can foster healthy, successful teams by establishing norms Additional Microsoft Viva Insights licence required
  • 23. What are the privacy controls in Team insights? To view Team Insights • Need premium Insights licence • Your team only includes people reporting directly to you as presented in Azure Active Directory Privacy controls • You define the minimum team size • Can't see individual team members personal collaboration habits • Can enable or disable plus users can opt-out • Users being measured also need a premium Insights licence
  • 24. What are Viva Organisational Insights? Senior leaders can identify opportunities to improve engagement and effectiveness across the organisation Additional Microsoft Viva Insights licence required
  • 25. What are the privacy controls in Organisational insights? To view Organisational Insights • Need premium Insights licence • Assigned Insights Business Leader role or Group Manager • Number of direct / indirect reports must exceed minimum group size Privacy controls • Data aggregation - minimum group size • Group Manager only see direct & indirect reports • Users can opt-out • Users being measured need a premium Insights licence
  • 26. Who can access Teamwork habits & Organisational trends? User Premium Insights licence Group Manager role Insights Business Leader role No access Measured employees View their group insights if group meets or exceeds minimum size View organisation insights Power BI report Viva Insights Premium licence required
  • 27. What is Viva Advanced Insights? Analysts help leaders uncover deep insights into workplace patterns and trends using advanced tools. Six Power BI templates & custom analysis Additional Microsoft Viva Insights licence required
  • 28. What are the privacy controls for Advanced insights? No personal information shown Aggregated group size Uses differential privacy to ensure individuals cannot be identified Exclude topics, mailboxes, regions Select which organisational assets to use Users can opt out
  • 29. Who can access Advanced Insights? Insights Admin Organisation data quality Privacy settings Manager settings Insights Analyst Analysis Query Organisation data quality
  • 31. What is Viva Topics? Discover and organise knowledge AI-powered topic identification and surfacing Create and share knowledge with others Viva Topics licence required
  • 32. What information is displayed in Viva Topics? 33 Topic card
  • 33. What information is displayed in Viva Topics? Topic Name Topic viewer People Pinned - Topic viewer . Suggested people - based on permissions Description Curated - Topic viewer AI - based on permissions
  • 34. What information is displayed in Viva Topics? 35 Suggested files & and pages Based on permissions Related sites Based on permissions
  • 35. What information is displayed in Viva Topics? 36 Related topics Based on permissions
  • 36. Where are Viva Topics discoverable? Teams, SharePoint and Outlook Profile cards
  • 37. Where are Viva Topics discoverable? Search Microsoft Apps search
  • 38. How are Viva Topics discovered & curated? SharePoint knowledge graph • New content & updates • Image, video or audio file types are excluded AI • Identifies recommended topics automatically • Identifies people and content connected to the topic, Authorised Users • Can add topics manually • Approve, amend or decline AI generated Topice
  • 39. How can I keep my sensitive information hidden? Exclude sensitive SharePoint sites by URL Exclude sites by sensitivity label Exclude content by sensitivity label Exclude topics by name OneDrive is automatically excluded Exclude people from being suggested for topics
  • 40. How can I control what content is shown to my users? Existing content security features in Microsoft 365 Administrative controls
  • 41. How can I manage Topic visibility? No access Read access to Topics and Topic pages Allowed to view Topics Edit existing topics or create new ones. Manage topics through the topic lifecycle. Confirm AI-suggested topics, delete Topics Set up ad manage Topics admin controls Viva Viewers User Topic Contributor Knowledge Managers Viva Topics licence required Knowledge Admin
  • 42. Copilot in Viva (coming soon with Viva Suite licence)
  • 43. Viva Copilot is built on the Microsoft 365 Copilot system
  • 44. Demystify Viva Copilot Copilot is an AI assistant that provides productivity recommendations as you work Copilot reviews and learns from ALL your organisation's data It provides responses based on the data you have access to Governance is key - Garbage in → Garbage out
  • 45. How will Copilot in Microsoft Viva work? Copilot in Viva Glint Highlight top issues and potential solutions hidden throughout employee suggestions from survey results; plus, help leaders explore comments using natural-language questions Copilot in Viva Goals Generate OKR recommendations from business documents, improve existing OKRs using conversational AI, and summarize OKR progress with contextual data Copilot in Viva Engage Offer insightful conversation starters based on sentiments and trending topics across workplace communities; plus, receive suggested comment responses for leaders
  • 46. Copilot in Viva is built on Microsoft’s comprehensive approach to Responsible AI
  • 48. 1. Security and compliance in built in Security Enable/disable access at individual or org level Sensitivity labels to protect sensitive data and containers Block sensitive keywords, Teams, sites, users Compliance Insights is GDPR compliant Data stored in EU Inheritance of compliance features Opt in or opt out strategies
  • 49. 2. Multiple role-based access controls
  • 50. 3. Your privacy is maintained Viva Personal insights Only you can view insights Based on work patterns in your emails, meetings, calls, and chats Individuals choose what they see Viva Manager & Leader insights Data aggregation - minimum group size Differential privacy ensures users cannot be identified from metrics Deidentification of users
  • 51. 4. Governed data remains secure Viva Connections Audiences to target content Access to content based on permissions Sensitivity labels on groups, teams, sites and content Viva Topics Manual verification on AI-discovered topics Access to content based on permissions Sensitivity labels on sites and content Exclude lists for keywords, users & sites
  • 52. 5. Get ready for Viva Deployment strategy → Opt out vs Opt in, Phased vs Big bang Who, what, why, WIIFM → how Pilot Involve IT, Business, HR, Privacy, Legal & workers council from day one Information governance and data security
  • 53.