toronto sps (september 19 2015)
TRANSCRIPT
![Page 1: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/1.jpg)
OFFICE 365 MIGRATION EXPERIENCELESSONS LEARNED
Dan DwyerCanadian Foundation for Healthcare Improvement (CFHI)@dgdwyer
![Page 2: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/2.jpg)
Migration LessonsCFHI’s Journey from On-Premise to Office
365
Chronicle our journey Not much of the technical alphabet soup Discussion of the business drivers and adoption Benefits, both financial and operational A few observations
Agenda
![Page 3: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/3.jpg)
We are moving our focus from infrastructure to operational excellence. We are getting out of the business of managing an IT infrastructure and moving into enabling our employees to maximize the tools at their disposal
Our focus is less IT and more operational
Our motto is A4
Any device, Any time, Any where, Any document
![Page 4: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/4.jpg)
CFHI… Build leadership and skill capacity: We enhance organizational
capacity to champion and lead improvement.
Enable patient, family and community engagement: We catalyze healthcare innovation by involving those who experience, and need care as experts in improvement and co-design.
Apply improvement methods: We use improvement methods and tools to drive measureable results towards better patient care, better health and better value.
Create collaboratives to spread evidence-informed improvement: We bring together "coalitions of the willing" and support these networks of change agents to implement improvement across Canada.
![Page 5: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/5.jpg)
Who Hospitals, Long term care facilities, health regions, provincial-
territorial health ministries, quality councils
Coaches, mentors, advisors, project managers, subject matter experts
How Face to Face, online training, collaboration sites, webinars,
conferences
![Page 6: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/6.jpg)
My background Was a user of SP 2001....and still am an SP user! IT Director at the Canadian Foundation for
Healthcare Improvement (CFHI) in Ottawa Implemented lots of systems over the years, from
SAP to small applications
4 Branches, ~50 people + many contributors Well educated, variety of backgrounds Lots of travel, alternative work arrangements We deal with many, many Organizations across
Canada and around the world
The Business
![Page 7: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/7.jpg)
Setting the environment contextTechnical (before) W2K8 R2 SQL 2008 R2 Windows XP, now 7 Office 2007 Outlook 2007 SP2007, 2010 Blackberry Smartphones Starting to get into BYOD Basically a Microsoft shop
Existing SP environment Implemented to tackle several
needs; Version Control Taxonomy Search Collaboration features Intranet Extranets
Goals were met; some compliance issuesLocked down the file serverPut quotas on the personal drivesIssues: Collaboration; Accessibility; Ease of use; Using the system outside our 4 walls, especially on mobile devices; Non windows devices were impossible to work with
Staffing IT Director Help Desk / IT KM / IM / Web Many Hats….
![Page 8: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/8.jpg)
What to do? 2010 Microsoft announced BPOS, which when reviewed
was not ready for Prime Time 2013 Office 365 was announced, it looked promising so
we put together a pilot Took a bit of work to get the pieces working as there
was not a lot of information out there, nor was Microsoft up to speed on the products when placing service calls
Not a lot of places to turn for help Managed to get the pilot working and put together a
business case to sell the vision
![Page 9: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/9.jpg)
Business case (justification)
Selling Points (E3 NFP License) Operating expense from CAPEX Zero upgrade costs going forward Functionality Multiple device installs (5) Multiple form factors/ responsive
design Lync Web access to Office tools Ease of use across multiple devices Collaboration
![Page 10: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/10.jpg)
DecisionsWhich Plan Different costs / functionality (have changed since we
joined) Enterprise 3 Microsoft gets a big shout out for their support of NFP;
they make it very affordable to use their software. 99.9 % up-time
AD What to do with your accounts? Cloud, Dir Sync and Federated Services We went with Dir Sync (one password)
Process / Plan Was clear the Exchange was the most mature product We put together a road map for the project
![Page 11: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/11.jpg)
2013 2014 2015
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
CYODProof of Concept EX Migration
Training / Usage
Lync / SFB ODFBTraining /
Usage
Intranet / Search
MigrationMigrate Intranet
Mobile Upgrades AD Sync Office 2013
Team Sites Review SP 2016
O365Technical Analysis
Mobile Device setup
Header needed
![Page 12: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/12.jpg)
Exchange Migration We looked at third party apps, market was immature
Ran a tool against mailboxes to determine large files
that would not migrate
Met with user to review and suggest cleanup where
possible
Deleted the deleted mail….otherwise it gets moved!
Moved the Program groups together due to shared
mailboxes
![Page 13: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/13.jpg)
Exchange Migration 2 Synced their new Outlook 2013 with the Cloud and
turned on caching
Configured mobile devices (OWA App)
Reviewed O365 portal access to mail / calendars
Reviewed how to install Office 2013 on home
devices if desired
Outlook signatureso We use a 3rd party tool that did not play well in
the cloud with the mobile appso We use this extensively for marketing and so we
currently route our outgoing mobile mail back into our environment so we can inject the signature
![Page 14: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/14.jpg)
Top comments post-migration
This is so bland, how can I change the color? Where is the save button? How can I add my profile picture?
We have a person who takes pictures at our events so she has come taken professional head shots of everyone….looks good.
Mobile apps are different?
![Page 15: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/15.jpg)
Lync / Skype for Business
Ensured all users had proper equipment (headsets, video)
Ensure it was properly configured
Ran a number of test meetings
Put together a video of a ‘typical’ usage example
Ran a number of training exercises showing usage across
devices
Thoroughly tested functionality in each of the boardrooms
Let the GoTo Meeting subscription expire
![Page 16: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/16.jpg)
Skype for Business boardroom meeting instructions
![Page 17: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/17.jpg)
![Page 18: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/18.jpg)
![Page 19: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/19.jpg)
Team Sites Currently used for specific projects; role will expand Temporary; mostly document sharing For internal-external collaboration: Project teams typically made
up of key staff and a few externals stakeholders Replaces our Extranets Our Document Centre (SP 2010) still used for staff document
sharing
![Page 20: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/20.jpg)
OneDrive for Business Migration Ran a Treesize report of their ‘My Document’s, Desktop
and P:drive (shared personal drive) Met with user to review They did a cleanup and if required we ran the report again Consolidated files to move in the P:drive
![Page 21: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/21.jpg)
OneDrive for Business Migration 2 Ran a MetaVis report of their ‘consolidated P:drive’
(shared personal drive) Met with user to review and issues They did a cleanup and if required we ran the report again Ran the migration; usually as a department at a time.
![Page 22: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/22.jpg)
OneDrive for Business Migration 3 Removed their P:drive mapping Did a sync to their local drives to create the drive
mappingo We had experienced some issues with syncing in our test o This has proven to be solid for uso We do not sync Team Sites
Pointed their Office Apps and any mobile devices to the new location
Reviewed how the data can now be accessed via multiple avenues
Reviewed some of the special featureso Sharing internally and externallyo Edit or view onlyo Accessing with the ODFB mobile IOS appo How to work simultaneously on a document
![Page 23: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/23.jpg)
OneDrive for Business: Keeping staff updated
![Page 24: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/24.jpg)
OneDrive for Business Migration We meet every 2 weeks to
audit the system performance
We review Treesize reports of users desktop and MetaVis reports on ODFB growth
![Page 25: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/25.jpg)
New Measure / Management Metrics
Defined new categories in the help desk system to reflect O365 issues
Built new monitoring alerts Latency Internet measurements
Built new usage reports
We needed new Metrics to define performance, adoption,
issues
![Page 26: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/26.jpg)
Operating Systems Used
![Page 27: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/27.jpg)
Browsers Used
![Page 28: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/28.jpg)
ODFB Growth
![Page 29: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/29.jpg)
ODFB O365 report
![Page 30: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/30.jpg)
Exchange O365 report
![Page 31: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/31.jpg)
SFB Usage report
![Page 32: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/32.jpg)
Bandwidth
![Page 33: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/33.jpg)
Adoption
Our task is promoting adoption and training So we used a variety of tools
o Team meetingso Infographicso All Staff meetingso Intraneto One x one meetings / training with key staffo Proving that this stuff actually works as advertised!
Communication / Coaching / Training
![Page 34: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/34.jpg)
Hey, this stuff actually works like we say!!!
On the iPad…
![Page 35: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/35.jpg)
Adding places
![Page 36: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/36.jpg)
On the iPhone…
![Page 37: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/37.jpg)
Fun updates and tips for staff
![Page 38: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/38.jpg)
What Works Where: Accessing Documents and Email Using Various Mobile Devices
Location/Tool Activity iPhone iPad Android Mac CFHI Intranet Portal portal.cfhi-fcass.ca Mac: Via Office Document Centre App (some configuration required)
Access with Safari No No n/a Yes Access with Chrome Yes, not user
friendly Yes, not user friendly
Yes, not user friendly
Yes
Access with Office Apps for Apple/ Office Mobile for Android Yes Yes Yes Yes View documents with Chrome
Yes, not user friendly
Yes, not user friendly
Not functional Yes
View documents with Office Apps for Apple/ Office Mobile for Android
Yes Yes Yes Yes
Edit documents with Office Apps for Apple/ Office Mobile for Android
If no Check-out If no Check-out If no Check-out Yes
Delete documents with Chrome Yes Yes No Yes Delete documents via Office Apps for Apple/ Office Mobile for Android
Yes Yes Yes Yes
Open link from email with Safari default No No n/a Yes Open link from email with Outlook App set to Chrome Yes, read only Yes, read only n/a Yes
Outlook & OWA App Webmail/ Calendar Via: -O365 portal (portal.office.com) -OWA (Outlook Web App) -There is also the Outlook App but not recommended -Mac: Full Microsoft Office suite available
Read email Yes Yes Yes Yes Send email Yes Yes Yes Yes Send attachment from CFHI location Yes, from ODFB Yes, from ODFB Yes, from ODFB No Access email folders Yes Yes Yes Yes Open links to CFHI documents (in email) No No Yes Yes Read calendar Yes Yes Yes Yes Add to/edit calendar Yes Yes Yes Yes Out Of Office Yes Yes Yes Yes Edit contacts Local only Local only Local only Local only
OneDrive for Business (ODFB) Via: -iPhone or iPad: OneDrive App or Office Apps (Word, Excel, PPTX) -Android: Office Mobile App or OneDrive app -Mac: Document Centre App
Read documents Yes Yes Yes Yes Edit documents Yes Yes Yes Yes Share documents Yes Yes Yes Yes Delete documents Yes Yes Yes Yes Navigate to documents Yes Yes Yes Yes
Collaboration sites As above
Read documents Yes Yes Yes Yes Edit documents Yes Yes Yes Yes Share Documents Yes Yes Yes Yes Delete documents Yes Yes Yes Yes Navigate to documents Yes Yes Yes Yes
PDF Documents Can open as email attachment Can access in OneDrive (via apps)
Yes Yes Yes; go into “Downloads” to get it
Yes
Documenting access on mobile devices
![Page 39: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/39.jpg)
More tips for staff (It’s all about change management)
![Page 40: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/40.jpg)
Changing times Hardware mix was a Corporate phone (BB) and typically a
smaller form laptop Hardware mix now is a Corporate phone (CYOD), a
workstation and an iPad. We have a CYOD approach and support Windows, IOS and
Android devices. We have about a 75-25 mix between Android and Apple
devices. We are 100% committed to continue down this path
IT Pro Network on YAMMER Office 365 Roadmap Office 365 Customer Success Center The folks presenting here
Resources
![Page 41: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/41.jpg)
GOLD
THANK YOU SPONSORS!RA
FFLE
SILV
ER
PLATINUM
![Page 42: Toronto SPS (September 19 2015)](https://reader035.vdocuments.site/reader035/viewer/2022062822/587e8ec01a28ab672b8b5357/html5/thumbnails/42.jpg)
Thank you!Toronto Enterprise Collaboration User GroupChange Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etchttp://www.meetup.com/TSPBUG/Toronto SharePoint Business Users Grouphttp://www.meetup.com/TorontoSPUG/
Saturday July 9, 2016
See you next year!