ensuring adoption with a successful office 365 migration

Ensuring Adoption with a SuccessfulOffice 365 MigrationSergio MionCorey Roth

Better.We Make it Happen.

© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.

Agenda

Planning• Perform content rationalization• Define migration approach

Migration Tools• Pre-Migration Checks• Performance Testing

Lessons Learned


Planning

05/03/2023 4© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.

We have seen great success with this in scenarios where we are merging content between multiple systems and / or companies. Benefits Include:

Content Rationalization & Migration Approach

Automate the Content Audit Process – crawl content sources and conduct detailed analysis on the current state of content

Provide Reports on Key Content Issues – provide actionable reports and recommendations on metadata manipulation, removing duplications, archiving and expiring content, ongoing management, etc.

Provide Tools to Enable Content Owners to Clean & Rationalization Content – facilitate the content clean up effort by content owners and knowledge workers

Automate Content Migration – migrate quality content with the right metadata to the target platform

Processes - Systematic, streamlined approach to rationalizing and migrating enterprise content

Tools - Automated tools for crawling, analysis and manipulation, and migration efforts

People – Skilled resources with experience with the target platform and content best practices

Reports - Standardized and custom reports to provide data about enterprise content and strategic recommendations

Content Migration Framework

PeopleReportsTools

Processes


Content Rationalization & Implementation Approach

Content Rationalization

& Implementation

Approach

Analyze

Identify

Report

Impact Analysis

Technology

Manipulate

Documents, Email, PDFs, Images, Web Pages

Duplicate Content, Out-of-date content, content for archiving

Structured and Unstructured Content Reports

Application of Information Architecture and Taxonomy

Evaluation of Tools and Technologies

Content Management Policy Changes, Create Content Rationalization and Archiving Strategies


Information Architecture

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Information architecture is intertwined throughout all of these areas and each must be addressed during a migration engagement to be successful.

User Experience: Intuitive navigation, search, and logical access to relevant and current content. Look and feel / branding and governance to promote consistency.

Content: Content types, metadata models, and controlled vocabularies across the enterprise to power search results and “findability”

Process: Workflows, content ownership and creation processes, as well as lifecycle management play into the overall information architecture

Configuration: Site templates, site structures, document library and list settings, search tuning and other standardization to support the long-term implementation.

Security: Site structures and navigation models are driven by security and ownership as well as physical architecture impacts. Discussion of sites vs. site collections vs. site container (document library, list, etc.) impact the IA.

Process Content Security Configuration User Experience

Information Architecture


A define / design phase establishes the project foundation and technical architecture as the basis for a successful implementation.

Executing a planning phase now will build consensus and organizational alignment, as well as allow for the implementation activities to begin seamlessly following.

Activities will identify, clarify, prioritize, and build consensus for key areas such as: Personas & Usage Models Backlog Development and feature prioritization Content analysis and rationalization Organizational readiness for change Business Case and Investments Technical Strategy

Migration ApproachMulti-phased approach

Usage Models

Business Requirements

and Prioritization

Governance and Adoption

Implementation Strategy

User Centered Design & User

Experience

Solution Architecture

Roadmap Definition and

Implementation Planning


Approach & methodology: Delivery

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• Identify impacted users• Enable right communications at the

right time from the right people• Identify training needs, build materials,

delivered appropriately

• *Information Architecture• Visual Design & brand• Usability experience• Taxonomy Development

Inventory analysis & mapping

• Consistent and repeatable tool driven approach to content inventory analysis

• Findings and recommendations and approach

User Centered Design Organizational experience

Training assessmentTraining plans

Communication plans

Findings and recommendations

Content mapsBrand development

Wireframes

IA & Taxonomy


Migration Tools


SharePoint Migration Analysis Tool

Free tool from Microsoft to analyze your on-premises SharePoint environment

Provides details on the following: Add-ins Alerts Checked-out files Customized Pages Full Trust Components Large lists and sites Master Pages Sandbox Solutions

http://bit.ly/2def3CL

http://bit.ly/2def3CL


Do you need a migration tool?

Define your requirements before picking a tool

Determine what you need to migrate

Determine how much content you have

Trials available for most vendors


Lessons Learned


Business challenges to implementing OCM

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Transformational challenges Project challenges

Executive commitment and attention Agreement on standards Loss and gain of control Mismatch of organizational capabilities to

transformational needs

Time to absorb changes Available information to commit to change Communication fatigue Stakeholder engagement and voice

You should provide:

Organizational change management partner to assist with cultural and people transformation

Organizational change management methodology to support your technology implementation

Challenges exist no matter how positive the organization perceives the change or how well the project is managed.


Organizational change management approach

Conduct a top-down, bottom-up approach to organizational change management; there is just as much effort placed on end users as there is on middle management, leadership, and executives within the organization in order to truly transform.

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We purposefully manage and track individual transitions – pushing impacted stakeholder groups along the change curve by: Building awareness and common understanding early on Highlighting ‘big changes’ and end-to-end processes prior to training Continuing with communications and measurement after

implementation

We place a heavy emphasis on leadership involvement – aimed at senior and middle management with goals of: Supplying leaders with relevant and timely information during the

entire project lifecycle Predicting employee reactions and proactively arming leaders with

successful mitigation strategies

Leadership Stakeholders


Core principles of our approach

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Align to business strategy Consider the cultureDemonstrate need for change Develop stakeholder buy-in

Business strategy drives the scope of the business transformation; the success of organizational change management process is directly related to employee’s ability to commit to the business’ objectives

Ability to deliver an effective change program is impacted by the organization’s culture; it is essential to design a program that takes into consideration cultural norms and understand where culture influences resistance

Developing a clear and compelling rationale for change that is rooted in current pain points and painting a vision for the future instills confidence and support in the solution

Stakeholder buy-in and comprehensive communication planning are critical for an organization to withstand, accept, and embrace changes in the process and system rollout


Risk diagnostic

The risk diagnostic assesses the level of change the organization/department will go through and their preparedness for the change

Change management roadmap

Aggregates activities and communications by stakeholder group, to ensure appropriate information sharing across all relevant stakeholder groups

Readiness assessmentMonitors the identified risks and status for the perceived adoption risks

Assess capacity for change Monitor ongoing risks to adoptionDevelop roadmap for change

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Organizational landscapeBuild infrastructure for sustainable change

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Stakeholder analysis

Lists the groups of stakeholders involved, with the key group members listed. The document's are used to track current and targeted adoption levels

Champion framework

Documents a network of people who are explicitly mobilized to champion the change effort throughout the organization

Leadership engagement seriesEnable change Leaders to demonstrate strong, visible and effective sponsorship

Define stakeholders; monitor adoption Prepare change leadersDetermine champions, change leaders

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Leadership and stakeholder commitmentCoach leadership to actively lead change transition

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Assess training needs

Training assessmentBy assessing training needs and establishing the appropriate audiences, content and delivery, participants will learn about more effectively understand and influence organisational processes and initiatives

Develop training plan

Training planOutline training and readiness plan for key stakeholders audience. Identifies existing training vehicles and gap where new vehicles need to be created

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LearningDevelop knowledge, skills and behavior

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Business case for changeTo drive consistent messaging across all communication (face to face, online, etc.). Includes information on why the change is needed, what the plan is, how stakeholder will be affected and receive value

Communications flowTo provide an effective communications flow between meetings, encouraging: Structured meetings / communications with

clear, predictable agendas, key takeaways and relevant action items

Valuable feedback to reach the management team

Key messages to reach audience and stakeholder groups

Detailed communications planDetailed content outlining communication messaging, delivery, creator , sender, vehicle, for regular stakeholder meetings and additional communications, such as surveys and newsletters.

Drive consistent messaging Create impactful communication planDesign appropriate communication flow

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CommunicationDelivering the right message at the right time

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Future of SharePoint


Future of SharePoint

Hitachi Consulting understands the future of SharePoint

Members of Hitachi Consulting have been plugged into the Office 365 roadmap and communicate with the product teams regularly

Hitachi Consulting can deliver a modern solution based on the current direction of SharePoint

Hitachi Consulting can recommend the right customizations to avoid reinventing features that will be delivered by Microsoft in the near future

Some key changes that might have an impact on the Knowledge Management System are highlighted in the following slides


Modern Team Sites

Key Improvements Natively responsive – removes need to

create custom solutions for use on mobile devices

Integrated with Office 365 groups

Built-in team and organizational news and announcements

Support for data classification by business impact

Fast site creation

Timeline By end of calendar year 2016


Modern Pages Experience

Key Improvements All new editing canvas

Natively responsive

Integrated into SharePoint mobile app

Usable in team sites

Timeline By end of calendar year 2016


SharePoint Mobile App

Key Improvements New mobile app for iOS, Android, and

Windows

Provides access to documents and activity on team sites

Search for employee information on-the-go

Eliminates need for custom development to support mobile users

Timeline iOS – Q2 2016 Android and Windows – End of year 2016


SharePoint Home

Key Improvements New entry point for SharePoint users

Shows documents and activity from sites that a user frequents

Suggests sites relevant to the user

Capability to provide links

Timeline Deploying Now - available to First Release