OFFICE 365 MIGRATION EXPERIENCELESSONS LEARNED

Dan DwyerCanadian Foundation for Healthcare Improvement (CFHI)@dgdwyer

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

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

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.

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

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

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….

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

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

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

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

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

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

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?

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

Skype for Business boardroom meeting instructions

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

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

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.

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

OneDrive for Business: Keeping staff updated

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

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

Operating Systems Used

Browsers Used

ODFB Growth

ODFB O365 report

Exchange O365 report

SFB Usage report

Bandwidth

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

Hey, this stuff actually works like we say!!!

On the iPad…

Adding places

On the iPhone…

Fun updates and tips for staff

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

More tips for staff (It’s all about change management)

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

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Saturday July 9, 2016

See you next year!