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Bio
• Jonathan Stuckey
• Business solution specialist
• solutions design & user adoption
• ex-Microsoft, IBM, Sun…
• 6-yrs Spoke, 20yrs global
Jonathan [email protected]
What is this session about?
• where’s the value in…
• what business wants to achieve*
• a customer at the heart of each story
• early design decisions
• deployment: good / bad / ugly**
Create
StoreCommunicate
what we want to do is…
Create
StoreCommunicate
Office 365 enables business with…
× improve quality, currency of docs
× improve discoverability of content
× enable compliance (with min. effort)
× decrease user rate-of-confusion
Document Mgmt: what’s in the “box”?
Office 365
• SharePoint Online
• OneDrive for Business
• Office 365 Pro
• Exchange Online
• Microsoft Teams
• Skype for Business*
• Yammer
Extended platform
• Azure• Identity and A/A
• Data-loss prevention
• Information protection
• Support services• Microsoft Stream
• Advanced App Services• Microsoft Flow
• PowerApps
• PowerBI
Study:a newdocumentmgmt. solution
Clean-start
The customer’s story (NFP)
• 120+ people, in 23 locations around NZ• 600+ volunteers with little or no IT knowledge
• Organisation • don’t have much in way of ICT support
• don’t have a standard desktop, or common identity
• have just migrated from Google mail to Exchange Online
• broad use of Dropbox to share files
• How do they go about…• Taking on document management? Not a current behaviour
• Make it easier to share information (without losing control of IP)
The customer’s story (Ministry)
• 20+ people day-1, a further 30 – 50 support / guest users• Growing to 200+ staff within 3 months
• Various locations and remote users
• Organisation • New organisation, rapid establishment (pending “launch” day)
• Outsourced ICT and support, completely cloud-based
• New W10 desktop, AAD common identity and auth.
• How do they go about…• Establish workspace dms, global search with solid IM foundation for
• Make it easy *but secure* to share
Study:migrating from legacy solutionClear-out the old
The customer’s story (Commission)
• 100+ people, in 5 locations around Wellington and NZ• Staff have basic IT savvy, and lite document mgmt. behaviours
• Organisation• out-sourced ICT, hosted• legacy standard desktop, with AD managed identity• use SharePoint 2010 for DMS, with plug-in for email mgmt.• just migrated from on-premises desktop and email to Office 365
• How do they go about…• Migrating to online document management solution?• Ensure information is secure, but accessible• Build compliance with Public Records and Privacy Acts
The customer’s story (Commission)
• 30+ people, in 1 central location with ½ staff road-warriors• Staff have basic IT savvy, and lite document mgmt. behaviours
• Organisation• in-sourced ICT support
• Just upgrades to W10 desktop, and Office 365
• just migrated to Exchange Online
• use SharePoint 2013 with “add-ons” for RMS
• How do they go about…• Migrating to online document management solution?
• Ensure information is secure, but easy to use, share and find
• Maintain support for Public Records Act and Regulatory reporting
Commonality
Adopting 365 • absorb service updates
• minimum IT mgmt.• identity profile
• dynamic security groups
• no-code solution configuration
• best (relevant) practices
• Just-enough, just-in-time
• don’t pen-them-in
• allow for flexibility
• provide enough surety for IM
Azure AD (identity, security)
Windows 10 + InTune (desktop policy)
Office 365 Pro
SharePoint Online
workspace dms
usable search
Azure & Advanced data mgmt. services
Identification
Classification
Monitor
Report
Objective: Business sustainability
Sh
are
Po
int
pla
tfo
rm
Sp
eci
alise
d • solution
terms
• doc mgmt
• retention
rules
• disposal
schedules
Team
s • roles
• function
labels
• access mgmt
• retention
rules
Glo
bal D
MS • global labels
• views
• versioning
• approval
• status
Site templates
AIP
✓identify
✓enforce
•encryption
DLP
✓classify
✓policy rule matching
✓monitor & reporting
Azure AD
✓authentication
✓identity
•security groups
Building O365 workspace dms
search services
storage mgmt
content types
site columnsdocument
templates
metadata
termsets
workflow
Azu
re s
erv
ices
Design decisions • Modern UX• Strong on documents and sharing• Mobile friendly by design• Pretty search
• Groups for provisioning• PnP framework for “bulk”
• Flow for automation (lite)
• Partners for gaps (as usual)• Email mgmt.• Archive
User experiences
Page layouts
Site design
Provision framework
Naming conventions and standards
Service boundaries
Access performance
Service dependency and integration
Information Architecture:
Site-structure and navigation
Classification, metadata and processes
Search and filtering
IT: Service integration
SolutionContent
Types
Metadata
Search
UX
Exchange
Online
Data-loss
prevention Info
Protection
Microsoft Flow
PowerApps
Extension:
Stream
PowerBI
Plug-ins e.g
OnePlace
Classification
Application
Monitor & report
Disposal Prompt
Enforce
Encrypt
Notify
Review
Approve
…bad
• Modern search is not configurable• Don’t ask about “Microsoft Search”
• List view webpart (preview)• Doesn’t support old-list CTs
• Modern web-parts need spfx dev
• Some modern features are a fat fail• Move documents
• Key solution components are external e.g. Azure, DLP etc
• Services get deprecated• Office 365 Video
• Staff Hub
Decisions have consequences:
for clean-start and no SP expectations Modern is a win
migrating from SP classic - modern goes sour v. quickly *but* it is MS investment area
classic fails on key items like mobile awareness
DLP has huge gaps in market exposure, standards and patterns
…ugly
• classic support is effectively dead (raise a ticket an find-out)
• old-school “windows explorer” transition is poor (OneDrive?!)
• Microsoft does not have a common ui or ux
• you have full Group provisioned suite every time
• …
Decisions have consequences:
default tenant settings are bad practice
standards and naming conventions required
migration support is too basic – fails fast
get over the “single ux to rule-them all”
Provisioning: site creation trigger
Image ©2017 Matt Wade, icansharepoint.com
http://icansharepoint.com/everyday-guide-office-365-groups/
availability of features does not make it usable…
• simplicity of setup
• contextual access
• baseline and educate
• build-in compliance to templates
• continually reinforce behaviours
conclusion
• speed is possible with compromise
• ‘the field of dreams’ is not real
• no ‘one size fits all’ model
• engage specialists when required
• strategy, governance and delivery
Thanks to:
Reference
• Microsoft 365
• https://www.microsoft365.com
• Spoke model
• https://www.timewespoke.com
• Slide 24: ©2017 Matt Wade,
icansharepoint.com
• http://icansharepoint.com/everyday-guide-office-365-groups
Definitions
Acronym Definition Description
AAD Azure active directory User Identity properties
Security groups
AIP Azure Information Protection Rights mgmt.
Encryption
CT Content Type Information template:
Inc. metadata, templates, actions
DLP Data-Loss Prevention Classify, label,
Monitor and report
Enforce and retain
SPFx SharePoint Framework New (modern centric) page and webpart
dev model
User: I just want it to work…
IM: Automation / Dashboard
Disposition