M365 Community day:

Planning SPO deploymentJonathan Stuckey

jonathan@timewespoke.com

Bio

• Jonathan Stuckey

• Business solution specialist

• solutions design & user adoption

• ex-Microsoft, IBM, Sun…

• 6-yrs Spoke, 20yrs global

Jonathan Stuckeyjonathan@timewespoke.com

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