Planning for Office 365 Mobile Access - SPS St Louis

Planning for Mobile Stephanie Donahue

Planning for mobile in Office 365

@StephKDonahue SPSSTL

Stephanie Donahue, Owner/President

Over 19 years of experience in the IT industry

Focus Deployment Planning Information Architecture Governance User Adoption

http://www.stephkdonahue.com

http://www.paitgroup.com/blog

@StephKDonahue

http://stephkdonahue.com/

http://www.paitgroup.com/blog

Goals for today


1. Mapping real business needs to Office 365 mobile applications

2. Understand the options for mobile access to SharePoint Online

3. Overview of Enterprise Mobility & Security Suite

4. Power Apps and Flow – next generation of mobile friendly forms & workflow

The Digital Workplace

Cloud-first, mobile-first

Changing how companies do IT

Changing how people work

Work anywhere, anytime

Change is HARD!!


Personas


• Needs mobile now… or yesterday

• Uses buzzwords like “digital workplace”

• Just needs it to work the first time

The Executive Plant Floor Worker Field Worker Middle Manager

• Logins are a hassle

• Manufacturing plants are in many countries

• Work Instructions need to be accessed from the plant floor

• Works onsite at construction sites

• Needs access to images and plans

• Has access to WiFiwhile onsite

• Manages a lot of people, files a lot of paperwork

• Wishes approvals were easier


The Common Arguments

We’ve established a need but….

Office 365 isn’t as secure, we have less control

Our end users won’t use all of those applications

Can we just eliminate the non-critical apps and only publish a few?


What we think we have

The current situation


What we think Office 365 provides

The current situation The future?


What we actually have

The current situation RealityThe future?

What Office 365 Actually provides


• Active Directory Integrated Security

• Cloud based, mobile friendly applications with centralized administration

• Additional layers of security through• Mobile device management• Information rights management• Advanced Threat Protection

All under one umbrella of control and security

Mapping real use cases to Office 365 Applications


Planning Deployment: Set it and forget it


• Skype for Business

• Sway

• Planner – no mobile app but mobile friendly

• OneNote

Easy to Use, Easy to Deploy to Mobile

Planning Deployment: Light Planning


• Delve – User Profiles

• OneDrive – Offline Sync, non-domain devices

• Video – SharePoint-like Security

• Yammer - Governance

‘Some’ Planning Required

Planning Deployment: Strategy Required


• Office

• Groups

• Teams

• SharePoint

Strategy

“Once you understand how your business works, only then can you efficiently plan your mobile strategy”

Mobile Strategy: Team Sites vs Teams vs Groups


Documents w/ Conversations w/ Integration

SharePoint App Teams App Groups App

Responsive Sites, Modern UI, and SharePoint Apps


Modern UI• Responsive• Easy• Basic

Classic• More Difficult• Stronger Brand

Mobile Strategy: Team Sites vs Teams vs Groups


SharePoint Team Sites Office 365 Groups Microsoft Teams

Classic Modern/Responsive

SharePoint Site Collection

Mobile Application

Customizations

Single Document Library

Easy and Responsive or Customized to our needs?

General Strategy: Team Sites vs Teams vs Groups


Reminders on governance…

• SharePoint Team Sites – Best for long term collaboration• Classic – most situations, esp. with customizations

• Modern UI –basic use only or flow integration

• Microsoft Teams – replace Slack, remember still in Beta

• Office 365 Groups – Best for temporary projects, smaller groups• Limited to one document library• Less structure/control

Responsive Sites, Modern UI, and SharePoint Apps


The Challenge….


http://www.crowdresearchpartners.com/wp-content/uploads/2016/03/BYOD-and-Mobile-Security-Report-2016.pdf

The Challenge….


“Productivity without compromise”

Goals: User Adoption AND Security

Enterprise Mobility & Security


“Identity is the new Firewall of the future”

Reference: Case Study – Whole Foods https://customers.microsoft.com/en-US/story/whole-foods-takes-natural-next-step-to-protect-applications-in-the-cloud

Manage Devices Manage IdentityManage Applications Manage Data

https://customers.microsoft.com/en-US/story/whole-foods-takes-natural-next-step-to-protect-applications-in-the-cloud

Enterprise Mobility Suite – Manage Devices


Mobile Device Management (MDM)• Requires Enrollment of Device• Reset device to factory settings• Selective wipe option

Challenges+ Resistance in combination

with BYOD+ Privacy concerns with

full access to personal device

http://bit.ly/2gFxG2X

http://bit.ly/2gFxG2X

Enterprise Mobility Suite – Manage Applications


Mobile Application Management (MAM) • With or without MDM• Template policies, deploy with many apps• MAM Standalone

• Does not require enrollment• Application Specific policies

• Protect data, not devices• Prevents intermingling of personal and work data

Challenges• More effort from the end-user needed w/out MDM• MDMS Deployed to users not devices

Enterprise Mobility Suite – Identity & Data


Popular features and policies:

• Single Sign On (SSO)• SSO for other SaaS apps

• File Encryption• Multi-factor Authentication (MFA)• Conditional Access• Automatic delete – 30 day

Azure AD Authentication -> Intune Policy Check -> Apply Policy

Enterprise Mobility Suite – Add’l Info


Frequent changes – can be complex:

https://www.microsoft.com/en-us/cloud-platform/enterprise-mobility-security-pricing

More details on Enterprise Mobility & Security:

• Go to Channel 9 – https://channel9.msdn.com• Search for “Enterprise Mobility”• Be conscious of the date the video was recorded

https://www.microsoft.com/en-us/cloud-platform/enterprise-mobility-security-pricing

https://channel9.msdn.com/

The future for Mobile - Forms and Workflow


The future for Mobile Forms


The future is *almost* here….

PowerApps is technically in production. BUT limited.

Other mobile Forms options:• Modern UI (responsive list view –

basic)• StratusForms/jQuery/HTML

The future for Mobile Workflow


Flow – cloud first, mobile first (yes a workflow app!)– built into SharePoint Modern UI

Also in production, also limited in functionality

SharePoint Designer is still your ‘go-to’ workflow tool, no mobile

Some third party tools have native apps for workflow tasks and approvals (Nintex, K2)

The Story is still in progress…


User Adoption – the typical roadmap


Exchange Online

Skype for Business

OneDrive

SharePoint

Immediate

3 months

6 months

1 year

18 months

Mobile

User Adoption – A better roadmap


Implement, Learn from Mistakes, Iterate, & Repeat Successes!


Wrap up

• Map real business needs to mobile application use

• Use your information architecture to govern the way you deploy SharePoint to mobile devices

• Protect your Intellectual Property with EM&S

• The mobile forms and workflow story is still very much in progress…

• Follow a “user-focused” not an “application-focused” strategy for mobile adoption

You can use the hashtag #SPSSTL & follow us @SPSStlouis

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Thank You Sponsors for participating in SPS St. Louis 2017!

Thank you.


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Planning for Office 365 Mobile Access - SPS St Louis