Learn * What makes SharePoint Different * Key features for intranets * Governance Particulars * Migration * Security, Compliance and Privacy

1. Migrating your Intranet
to SharePoint Online
Rich Wood :: rich.wood@perficient.com
National Director, Modern Applications
Chris Hines :: chris.hines@perficient.com
Senior Solution Architect (SharePoint), Modern Applications

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Speaker Bio – Rich Wood
• National Director, Modern Applications
@Perficient
• Contributing Author, CMSWire
• Member, MSFT SharePoint PAB
• SP Saturday – November 2 – Yammer,
Office, and why “User Adoption” is dead

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A national IT & Marketing consulting firm,
with expert teams focused on helping our
clients implement compelling, useful
customer experiences.
Fast Facts:
• Founded 1997
• $380 MM+ in annualized revenues
• 24 locations in North America
• Offshore in Europe, China and India
• 2200 + employees
• 80% of revenue from recurring clients
• Served 450+ clients in past 12 months
3

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WHAT MAKES US DIFFERENT
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Projectsize,BreadthofExpertise
Expertise, Efficiency & Value, Client Importance
As compared to local boutiques
• Bring solutions expertise & capital
• Deep technology expertise
• Disciplined project execution
• Scale to handle large project
As compared to large integrators
• Highly experienced consultants
• Local and national delivery model
• Collaborative & integrated approach
• Cutting-edge but not overreaching
• Superior value
Big 5 & Large
Integrators
Local
Boutiques

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PERFICIENT/MICROSOFTPARTNERSHIP

6. Solutions
Technology
Platforms
“ ”

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Agenda
• The SP Online Difference
• Key Features for Intranets
• Governance Particulars
• Provisioning
• Migration Itself
• Security, Compliance, and Privacy

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WHAT‟S SO DIFFERENT ABOUT THE
CLOUD?

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SharePoint as a Service
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 No Infrastructure worries
 Geographically distributed datacenters
 Continuous data backup and disaster recovery
 Monitoring the servers 24/7
 Upgrades are handled by the service
 Service Description
 http://technet.microsoft.com/en-us/library/jj819267.aspx
 Detailed SharePoint Health status by feature

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Online vs. On-Premises
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SharePoint 2013 Online will offer many new features when compared to previous versions of
SharePoint. However there are some limitations to be aware of when comparing SharePoint
2013 On-Premises and SharePoint Online. Some of the limitations:
 No Farm Solutions i.e. no Full-trust server-side code (there are several alternatives).
 Lists cannot be email enabled.
 The Content Search WebPart is not available Online (some alternatives)
 No Host Header Site Collections nor Custom Managed Paths
 WCM Cross Site Publishing, Analytics and Catalog
 No Search Entity Extraction nor Extensible Content Processing
 No Usage Analytics

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Boundaries and Limits
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 Be aware of the Software Boundaries and Limitations
 http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/sharepoint-
online-software-boundaries-and-limits-HA102694293.aspx
 Log on handshake and URLs i.e. we must use .sharepoint.com – but this may be changing
soon
 Highlights
 100GB per Site Collection
 3,000 Site Collections per Tenant
 2,000 subsites per Site Collection
 File upload limit 250MB per file
 No special Online limits per List or Library, refer to SharePoint 2013 limits
 New SkyDrive Pro limit: 25 GB OOB (was 7GB), you can pay for more (up to 100GB)

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WHAT TO PLAN FOR:
KEY INTRANET ELEMENTS

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Search
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 Huge advance in Search since 2010!
 New 2013 engine based upon FAST
 Better relevancy and deep refinement
 More configurable Search WebParts
 Customize results with Display Templates
 Query Rules for Search result logic
 Improved Refiner UI, more scalable
 Web Apps show in-line document previews

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Yammer – Here and now
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 Microblogging with features like:
 Follow users and sites
 Like posts
 @Mention users
 #Tag posts
 Newsfeeds
 Groups
 Integrate LOB data from other
applications

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Social + Search
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User Profiles & MySite
 Discover experts via skills-based Search
 Organization Charts built from Manager
 View Social Activities
 Contact Information etc.
 Some fields from Active Directory

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User Profile Gotchas
 We can migrate standard profile properties (name, email, job
title, department) but that‟s it
 There is no way using Microsoft tools to migrate and push
other profile properties from AD
 The unfortunate result: When you have lots of custom
properties there is no OOB way to push these onto SP online
 One solution: Use client side scripting to push a user's
current profile onto their own SP Online profile. The script
runs individually for each user when they first access the site.

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Managed Metadata
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 SharePoint Online supports Managed Metadata and the Term Store
 Provides multiple taxonomies and „folksonomies‟
 Centrally managed terms
 Open or Closed
 Define synonyms
 Can import a taxonomy
 Type-ahead functionality for columns
 Used in Metadata Navigation

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Lists, Libraries & Calendars
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 Everything is an „App‟!
 Major User Interface improvements to most content types since SharePoint 2010
 Ribbon-based administration
 More inline editing
 Search within a Library
 Better List and Library filtering
 Highly scalable Lists & Libraries (up to 30 million items)
 Metadata Navigation
 Improved Calendar and Task User Interface

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Publishing
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 Full WCM Publishing is
supported in SharePoint Online
 Great way to publish news

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Office WebApps
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 Stating the obvious, Web Apps require the user to be online!
 Can‟t open TXT nor RTF in Word
 Can‟t open CSV in Excel
 No right-click context menu in Excel
 Can‟t create Pivot Tables in Online (but can view them Online)
 Copy and Paste into PowerPoint can be a problem
 Use Web App to assess relevance in Search
 Compare the ribbons

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Compare Ribbons
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 Compare ribbons to assess functional differences e.g.
 SP 2013 Excel Web App:
 SP 2010 Excel Client Application:

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SkyDrive & Document Sync
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 Office 2013 has the SkyDrive Pro Sync client
 There is also the Standalone SkyDrive Pro Sync Client
 Can be installed side-by-side with previous versions of Office (2010, 2007 etc.)
 Can‟t install mixed 64 and 32-bit
 Limits:
 20k items in your SkyDrive Pro
 5k Items in other Libraries
 Download files up to 2GB

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Customization Options
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 App Model
 Client-side Object Model
 REST/API
 Master Pages and CSS

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What to do with my Farm-Level Solutions?
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Can you scale it
back to being a
sandbox
solution?
If yes, you can
maintain existing
code.
No?
Embrace the app model and
make it an online solution.
Hybrid model -- keep farm
solutions (incl. Search, BI) on
premise and move to cloud in
lighter / more appropriate
workloads.

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GOVERNANCE

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 Exists to help prevent a system becoming unmanageable
 Guidebook outlining:
 Administration
 Maintenance
 Support
 Rules for the appropriate use of SharePoint
 Identifies lines of ownership
 Involves strategic business decisions
 Also involves operational tasks to keep the system running
Governance Plan

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 Executive Sponsor(s)
 Senior Executive(s) ultimately responsible for SharePoint
 Governance Core Team
 Business owners providing strategic insight and direction for SharePoint
 Technical Team
 Operations
 Infrastructure IT resources providing operational support and monitoring.
 Support
 Support site owners and administrators
 Application questions and problems requiring resolution
 Developers
 Technical specialist responsible for the customization and advanced configuration.
Leadership & Teams

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 Tenant Administrator(s)
 Responsible for the configuration of the O365 Tenant and SharePoint Online Administration
 Site Collection Administrators
 Responsible for individual Site Collections
 Infrastructure Resource (ADFS / DirSync)
 Responsible for the synchronization of users to O365
 Business Owner
 Responsible for owning and directing specific areas of SharePoint
 End-Users
 Site Owners, Members and Visitors
 External users
 Kiosk users
KEY: Individual Roles for SharePoint Online

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SITE PROVISIONING

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- OR -
Site Provisioning – Default Experience

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 Via an App - Roll your own
 Control the Form
 Specify Template
 Specify Features
 Site or Site Collection
 App permissions required?
Site Provisioning - Custom
Example http://blogs.msdn.com/b/richard_dizeregas_blog/archive/2013/04/04/self-service-site-provisioning-using-apps-for-sharepoint-2013.aspx

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MIGRATION

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Common Migration Questions
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 What percentage of the content do we want to migrate?
 Is there stale or unwanted data we do not need to migrate?
 What are the desired visual changes in the target system?
 What is the desired/required alteration of the information architecture?
 What formats reside in the source system?
 Does content need to be transformed? Modified in bulk or selectively?
 To what degree is metadata being leveraged in the source today?

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Migration Options
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 Cannot use databases to migrate to SharePoint Online
 Migration options:
 Manual
 Scripted
 3rd party tool

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Migration Tools
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Migration Development
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 Early tests with multiple tools
 Latter tests with one selected tool
 Test good variety of Sites, Content Types and Features
 Test sizable volume so as to estimate overall migration time
 Test target SharePoint Online
 Validate migration tool
Install Tools
Evaluate Tools
Select Tool
Refine Migration Settings

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Migration Plan
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 Defines the migration process
 Outlines schedule
 References UAT testing
 References success criteria
 Aligns with OCM plan
 Defines disaster recovery
Full Copy to SP Online
Incremental Updates UAT
Final Incremental
Cut over
Source Read-only
Success Criteria
DR

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SECURITY MODEL

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 Licensed ‘E’ User e.g. E3
 Information worker
 Spends 80% of their work day at a computer
 Larger email box
 Kiosk User e.g. K1
 E.g. Retail associates, couriers, manufacturing workers
 Spends less than 10% of their work day at a computer
 Smaller email box
 External User
 Granted free access to your SharePoint Online site
 Not a licensed user within your organization
 Not an employee, contractor, nor onsite agent for either you or an affiliate
Types of SharePoint User

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 Kiosk User can do many things an „E‟ user can. However they cannot….
 Access Site Mailboxes
 Use the Variations feature for multi-lingual sites
 Access the Newsfeeds
 Social Micro-blog
 Limited SkyDrive Pro functionality – can SYNC to libraries but do not
have their own storage
Kiosk User Highlights

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 Use Office Web Apps for viewing and editing documents in the browser
 Inherit the use rights of the Office 365 customer who is inviting them to
collaborate on a site
 Perform tasks on a site consistent with the permission level that they are
assigned e.g. Member
 Navigate to sub-sites within the site collection to which they were invited
 View site feeds
External Users Can

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 Create their own personal sites
 Have their own SkyDrive Pro document library
 See the company-wide newsfeed.
 Edit their own profile or change their photo
 Be an administrator for a site collection
 Access the Search Center and execute searches against “everything”
 External users do not add quota to the overall tenant storage
External Users Cannot

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Share a Document with an External User

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Share a Site with an External User

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 Assigned SharePoint License
 Cloud and Synchronized Active Directory Groups
 Global Administrator to get access to SharePoint Admin
 Site Collection Administrators
 Primary – Single User
 Site Collection Admins – Multiple users and/or groups
 Site Groups
 Owners – Full Control
 Members - Edit
 Visitors – Read
 Site level - add create new groups
 Site level - add Permission Levels
 Default inheritance from parent site
 Break inheritance
Security Hierarchy

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COMPLIANCE & PRIVACY

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 ISO 27001 (International Organization for Standardization)
 FISMA (Federal Information Security Management Act)
 HIPAA, with Business Associate Agreement memorializing implementation of physical, technical
and administrative safeguards, and breach notification requirements of ARRA/HITECH
 EU Safe Harbor
 EU Model Clauses
 O365 for health Organizations:
 http://www.microsoft.com/health/en-us/products/Pages/Microsoft-Office-365.aspx
 Third Party Products: AvePoint‟s Compliance Guardian – 2014
Compliance

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 Customers own their data
 Data is stored “in region” e.g. North America (Primary and DR)
 All data is portable and can be downloaded at any time
 If data is accessed inappropriately customers will be informed
 Data is not mined for advertising purposes
 The service does use Cookies for:
 Storing users‟ preferences and settings.
 Sign-in, authentication, and fraud detection.
 Site analytics.
 Top 10 trust tenets:
 http://office.microsoft.com/en-us/business/office-365-trust-center-top-10-trust-tenets-cloud-security-and-privacy-FX104029824.aspx
 Privacy Statement:
 http://www.microsoft.com/online/legal/v2/?docid=43&langid=en-US
Privacy

51. Thank You!