SlideShare a Scribd company logo
1 of 53
Download to read offline
Notes from the field
How Atrium Health Implemented
and Governs Office 365
Who am I?
•Kelly D. Jones
• Atrium Health
• IAS Director (SharePoint / OneDrive / Yammer / Custom Dev)
• 19+ years industry experience; 10+ SharePoint
•My blog: http://www.KellyDJones.com
•Twitter: @KellyDJones
Platinum Sponsors
Gold Sponsors
Speaker Dinner SponsorSilver Sponsors
To all of our sponsors,
Thank you!
Sponsors!
Agenda
•Why this presentation?
•What is Atrium Health?
•Migration to Office 365 Challenges
Why this presentation?
•Office 365 impact – real world example
•Practical advice – beyond the sales demo
•Is the way we do things perfect? Um, no. Your
mileage may vary.
What is Atrium Health?
public, not-for-profit healthcare
system in the nation
Second largest
team members
60,000+
in revenues
$9 billion
in community benefit
$1.65 billion
More than 40 hospitals
900+ care locations
patient encounters
12.5 million
Where we are
The Office 365 Decision
• Dec. 2007
• One Server
• It’s FREE!
WSS 3.0
• July 2011
• 3 Server Farm
• 70 Web Apps!
SP 2010 POC
• July 2013
• 13 Server
Farm
SP 2010
Before Office 365
• Cost justification only referenced Exchange
• SharePoint was too small
• Only 400GB of storage used in SharePoint
• Home directories store 75+TB
• File shares store another 75+ TB
• Adoption was low
The Decision – Spring 2013
•History of WSS
• Advanced functionality used only a little, if at all
•Alternate solutions already provided by IT
• BI – Data Warehouse, Business Objects, etc.
•SharePoint Server Admin skill set
Why not hybrid SharePoint?
•400+ Site Coll.
•~7000 sub sites
•400GB
SP 2010
• 330 Site Coll.
• 500GB
SPO
Migrating to SharePoint Online
• Aligning the Atrium environment to Microsoft requirements
• Technical Issues
• Compliance Issues
• IT Management
• Change Management
• End user adoption
Biggest Challenges
Aligning the Environment
• Spring 2013 – Decision made
• July 1, 2013 – Contract signed
• Estimate is six months to migrate Exchange and SharePoint
• Fall 2013 – Infrastructure updates start
• ADFS login process
• SharePoint team selects migration tool (MetaVis, now owned by Metalogix)
• IS teams start to really dig into project
• January 2014 – Pilot migrations begin
• Exchange mailboxes (those belonging to IS Office 365 teams)
• SharePoint Online sites – New requests are offered as SPO pilot sites
Aligning Our Environment - Timeline
• During pilot, IS teams start to really learn about issues
• Desktop
• Windows XP / IE8 / Office 2010 – on a lot of machines
• Windows 7 / IE8 / Office 2013 – standard image
2014 - Pump the brakes…Technical Issues
• IE 8 support ended in April, 2014
• IE8 didn’t break, immediately
• MS announced IE8 will only be able to use “lite version” of Outlook Web Access
by end of June 2014
• Death by a thousand paper cuts – IE8 broke piece by piece
• Solved? Google Chrome
• Chrome was already deployed on 13k+ of our computers, so IS finished the
deployment
• Those with IE8 could use Chrome instead
• Lesson learned: End users didn’t want to learn when to use which browser for which app….
We’ve since deployed IE11 to all workstations, but left Chrome installed.
2014 – Technical Issues (cont.)
• Clinical (Doctors, Nurses, etc.) – signed into Windows not as
themselves
• SharePoint 2010 had option to “sign in as Different User”
Technical issue: Shared Workstations
• Integrated authentication ease of use (Information Workers) versus
Shared workstation ease of use (Clinical)
• Solved with link on intranet site
• Checks for browser version
• Displays message to IE8 users to use Chrome
• Redirects to a smart link based on type of user (custom dev)
• Search for something called “smart links for ADFS”
Technical issue: Shared Workstations
• Prior to late 2015 – “Groove.exe”
• Could not require clients stored files on encrypted drive
• Could not require clients be company computers
• We built a custom solution to disable sync by disabling “offline client availability”
• Solved Fall 2015 – “OneDrive.exe” released
• Limit sync to company computers – machines joined to a white listed AD
domain
• Prevents non-company Windows PCs
• Additional setting to prevent all Macs – can’t identify company or personal
• User experience – much better than previous client (which Microsoft apologized
for at Ignite May 2015)
• Atrium enabled OneDrive sync Jan. 2018
• 1200+ teammates are syncing files
• Two people are syncing more than 150k files (!)
Compliance Issue: File Synchronization
• Prior to late 2015 – “Groove.exe”
• Could not require clients stored files on encrypted drive
• Could not require clients be company computers
• We built a custom solution to disable sync by disabling “offline client availability”
• Solved Fall 2015 – “OneDrive.exe” released
• Limit sync to company computers – machines joined to a white listed AD
domain
• Prevents non-company Windows PCs
• Additional setting to prevent all Macs – can’t identify company or personal
• User experience – much better than previous client (which Microsoft apologized
for at Ignite May 2015)
• Atrium enabled OneDrive sync Jan. 2018
• 1200+ teammates are syncing files
• Two people are syncing more than 150k files (!)
Compliance Issue: File Synchronization
Lesson Learned: Explorer View
• Attractive alternative to file sync (NOT REALLY)
• Only works with IE
• Users can seriously mess up their sites
• “I don’t need folder”
• Not changing work habits that are 20+ years old
• Users that don’t have a license in your tenant
• Options
• Disable
• Enable authenticated external users
• Whitelist / Blacklist email address domains (added in 2015?)
• Enable anonymous guest links
• Options can be set
• Each SharePoint site collection
• All OneDrive sites
Compliance Issue: External Sharing
• Process
• Site owner sends an invitation to an email address (J.Doe@partner.com)
• John Doe receives the email and clicks on the link…
• …John Doe creates a new Microsoft account (jdoe@RoadRunner.com)
• Jdoe@RoadRunner.com has access to the document that the site owner
intended for J.Doe@partner.com
Compliance Issue: External Sharing
• Solved - Microsoft Update in 2015
• Microsoft called this the “golden ticket” internally and has given the option to
only allow tickets to be accepted with an account that matches the email
address
• Settings are in the SharePoint & OneDrive Admin Center:
• External Sharing
• Enabled Data Loss Prevention (DLP) in OneDrive and SharePoint
• Enabled external sharing for OneDrive after DLP was enabled
• External sharing is disabled by default for SharePoint team sites
• External sharing is enabled by default for Office 365 Groups
• Enabled in SharePoint site collection by site owner request
• SharePoint Team provides weekly report to site owners
• List all external users
• What address the invitation was sent to
• What email address accepted the invitation
Compliance Issues: Reduce Risk
• 2014 was spent preparing Atrium environment
• Updating desktops
• Windows 7, IE10, Office 2013
• Learning from pilots
• Exchange mailboxes migrated for pilot users
• Net New SharePoint sites – all but one site owner agreed to pilot
• OneDrive
• Yammer – spread virally in October 2014 when CIO jumped in
Aligning the environment - 2014
• January 2015 – OneDrive
• No migrations – file moves are up to user
• February 2015 –
• SharePoint
• No new SharePoint 2010, all SharePoint Online
• Site migration started
• Exchange
• Mailbox migrations
• March 2015 – Yammer
Launching Office 365
• SharePoint Site Collections
• September 2014 – April 2015 = 25
• May 2015 – September 2015 = 287
• Oct. 2015 – June 2016 = 23
• No more SharePoint on premises
• Exchange mailboxes
• January – May 2015 = 34k+
• December 2016 = 7k+
• No more Exchange end user mailboxes on premises
• Still hybrid configuration for other reasons
• Skype for Business
• Moved all users to Skype Online Q4/2017 – Q1/2018
Completing Migrations
Change Management
• Microsoft’s goal is to update Office 365 constantly, at “the speed of the
internet”
• Your organization will need to move at this same speed.
• They aren’t kidding.
Change Management:
Updates at the “Speed of the Internet”
Change Management: Microsoft Updates
Microsoft Support Page
•Atrium Test Tenant
• Targeted Release Tenant for the entire tenant
• Dev AD domain, ADFS servers, dev domain joined workstations
• Used by Office 365 team
•Atrium Production Tenant
• Targeted Release for Select Users – Office 365 Team (some)
• Note: Features could appear in prod in as little as seven days after
appearing in dev
Change Management: Testing Changes
• Microsoft rolled out UI enhancements to OneDrive and SPO
• Starting in April 2014, our users started seeing this above document
libraries:
• This update was rolled out per user
• We confirmed this via a Microsoft support ticket, when users noticed a
different experience than what they saw on others’ screens.
Updates may apply to users not tenant
• Microsoft will notify customers about upcoming “disruptive changes”
• Microsoft defines whether a change is disruptive
Disruptive Changes
• Microsoft deprecated Access Web Apps in March 2017
• Atrium received phone call from product group one week prior
(AWESOME)
• because we were heavy users (NOT SO AWESOME)
• 12+ month notice
• Access Web Apps will be deleted on April 1, 2018
• extended by customer request
• Switch to turn off creation of new ones, or disable all, was
deployed May 2017
Disruptive change – Access Web Apps
From Microsoft employee post on TechCommunity:
“There is DIFFERENT governance for service removals in Office 365. The strict
guidance is that Microsoft will give at least 30 days notice when we've indicated a
replacement product; 365 days notice if there is no replacement; and that
undocumented, unsupported features or risks which are found to compromise the
security or platform integrity could be turned off immediately. For example, if we
found a huge security loophole in the "Widget" web part, for example, we might
remove that web part immediately to protect our customers while we work on the
issue.”
…“By precedent, even though we identified a replacement tech for Access Web
Apps (PowerApps) we communicated that service removal 15 months in
advance.”
https://techcommunity.microsoft.com/t5/SharePoint/InfoPath-support-in-
SharePoint-Online/m-p/97876#M9157
Disruptive changes: InfoPath & Designer?
•Office 365 Admin Center – Service Health Dashboard
• Service health
• Issues that Microsoft determines at least one of your users might be seeing
• Message center
• Change announcements that are applicable to your tenant
• Planned maintenance outages – typically seven day notice
• Example: SharePoint and OneDrive were read only from 9pm-1am (Wed-Thurs)
with one week notice
• Office 365 Admin app – same data as Admin Center web
site
• Mobile and desktop versions
• Push notifications for health issues
How to keep up?
• Office blogs: https://blogs.office.com/ Microsoft Tech Community  Blogs
• Curate a list of blogs by industry MVPs
• Microsoft Tech Community:
• https://techcommunity.Microsoft.com
• Roadmap:
• Thin on details and few if any dates published
Usage reports update: new reports for SharePoint, OneDrive and Yammer
New reports in the Office 365 usage dashboard. We continue to add new usage
reports, including Yammer groups, SharePoint clients and OneDrive clients, to
provide you with a complete picture of how your organization is using Office
365.
Feature ID: 70929
How to keep up?
New Infographic:
http://icsh.pt/TheJoneses
Where did they announce this change?
1. The Office 365 Message Center for announcements
2. The Office 365 Health Dashboard
3. Tech net
4. Blogs published by the product groups (Office Blogs, PowerApps,
Planner, O365 Roadmap, SharePoint)
5. Blogs by industry MVPs (150+)
6. Product team announcements in the Microsoft Tech Community
forums
7. Plus Spaces in the Microsoft Tech Community (aka forums, 20+)
#6 – “The Office Retirement Blog” – which didn’t exist until this post. I
spotted it because of #5…
Disruptive change – Access Web Apps
• Individual teams (SharePoint, Exchange, Desktop)
• Monitor news from Microsoft daily (blogs, Message Center, etc.)
• Office 365 Tech Team / Leads
• Meet weekly to coordinate efforts
• Determine what needs to be escalated
• Teammate Workgroup – IS and business users/leaders
How do we handle changes?
• Yammer announcements
• Information on People Connect (top level intranet)
• Focused emails (ex: site owners only)
• Enterprise wide emails
• Announcements on home page of People Connect
How do we communicate change?
End User Adoption
• Attempting to engage our users at a higher level
• Not just break/fix
• Let us help you take advantage of Office 365
• Moving quick questions to eLearning
• reduce burden on help desk
• Improving eLearning
• Rebuilt site to improve usability – Prefer linking to free materials instead of
creating – can be difficult to constantly update materials as 365 changes
• Added tutorials to share longer answers to commonly asked questions (some
include Skype video recordings)
User Adoption
• Taking advantage of Yammer
• Q/A, Announcements, Tips
• Office 365 Roadshows
• Two hour introductory presentation
• Delivered to 1200+ teammates over
two years (2014-2016)
• Webinars
• Weekly with a topic
• Weekly Office Hours – open Q & A
• Carolinas Tech Bar
• Three hour window (around
lunch) in hospitals
• 12+ IS teams ready to
answer questions
• Think vendor expo
• Extremely popular
User Adoption
SharePoint Today
SharePoint Storage - Before Office 365
0.00
0.10
0.20
0.30
0.40
0.50
0.60
0.70
0.80
0.90
9/1/2010
11/1/2010
1/1/2011
3/1/2011
5/1/2011
7/1/2011
9/1/2011
11/1/2011
1/1/2012
3/1/2012
5/1/2012
7/1/2012
9/1/2012
11/1/2012
1/1/2013
3/1/2013
5/1/2013
7/1/2013
9/1/2013
11/1/2013
1/1/2014
3/1/2014
5/1/2014
7/1/2014
9/1/2014
11/1/2014
1/1/2015
3/1/2015
5/1/2015
7/1/2015
9/1/2015
11/1/2015
1/1/2016
3/1/2016
5/1/2016
7/1/2016
9/1/2016
11/1/2016
1/1/2017
3/1/2017
5/1/2017
7/1/2017
DatainTerabytes(TB)
Atrium SharePoint Storage
SharePoint 2007 Storage (TB) SharePoint 2010 Storage (TB)
SharePoint Storage – After Office 365
0.00
2.00
4.00
6.00
8.00
10.00
12.00
DatainTerabytes(TB)
Atrium SharePoint Storage
SharePoint 2007 Storage (TB) SharePoint 2010 Storage (TB) SharePoint Online Storage (TB)
•SharePoint Online
• 9.7TB storage (Doubling in size every 12 months)
• 950+ site collections / 7k+ sub sites
• 739 Office 365 Groups
• 4+ Million files
• 19k+ Active users in the last 30 days
•OneDrive
• 13.4TB storage
• 6+ Million files
• 18k+ Active users in the last 30 days
SharePoint Online Environment Today
Microsoft
Increased
SPO
Storage by
20x!!!
•My blog: http://www.KellyDJones.com
•Twitter: @KellyDJones
•LinkedIn: www.linkedin.com/in/kdjones74
Thank you! Any questions?
2018
Speaker Survey
and Raffle
• This year we are replacing the paper version
of Speaker Survey with Microsoft Forms.
• Scan the QR code for each session to access
and submit your survey.
• QR codes can be found in the program guide
or on the room sign located by the door.
• You will receive ONE raffle ticket for each
session survey you complete.
• The raffle ticket volunteer will validate your
First and Last name before providing your
ticket(s)
• Drawing will be held this afternoon 4:00-4:30
pm.
• Must be present to win.
You can download and use the QR Reader app
available for both iOS and Android
SharePint Happy Hour event held after
SPSCLT18 at Duckworth’s Grill and Taphouse
Uptown.
Walking distance from UNC Charlotte Center
City campus and the 7th street light rail stop.
SharePoint Team – Aligning Skill Set
Support
SP
Instructor SP Admin SP Analyst
SP
Designer SP Dev
Architect /
Manager
PM / Tech
Lead
2011 1 1 1* .5
2012 1 1 1* 1* 1* .5
2013 1 1 1* 1* 1* 1 1 .5
2014 1 1 1* 1* 1 1 .5
2015 1 1
1*
(Migration)
1*
(Migration)
1 1
1
(Migration)
2016 1 .25* 1 1
1
(Migration)
2017 1 .25* 1 1 1
2018 1 .25* 1 1 Hiring
*Contractor
Migrating to SharePoint Online
Monday Tuesday Wednesday Thursday Friday
Week 1 SP
Team
Migrate site (full
copy)
SP Team Testing SP Team Testing
Week 1
Business
Owner
Business owner
testing
Business owner
testing
Week 2 SP
Team
Migrate site to
production
(incremental)
Identify next
batch of sites
Week 2
Business
Owner
Business Owner
Testing
Business Owner
Testing
Business Owner
Sign Off
• Tool used: MetaVis Architect Suite (now Metalogix Essentials)
Completing Migrations
• SharePoint Site Collections
• September 2014 – April 2015 = 25
• May 2015 – September 2015 = 287
• Oct. 2015 – June 2016 = 23
• No more SharePoint on premises
• Exchange mailboxes
• January – May 2015 = 34k+
• December 2016 = 7k+
• No more Exchange end user mailboxes on premises
• Still hybrid configuration for other reasons
3 2 1 3 3 2
11
116
88
50
19
14
6 7
2 2 1 3 1 1
0
20
40
60
80
100
120
140
September
October
December
January
February
March
April
May
June
July
August
September
October
November
December
January
February
March
April
June
2014 2015 2016
SharePoint Team Site Migrations
Completed Per Month
I thought you started in 2013?
What happened in 2014?

More Related Content

What's hot

SharePoint and OneDrive for Business in Education
SharePoint and OneDrive for Business in EducationSharePoint and OneDrive for Business in Education
SharePoint and OneDrive for Business in EducationDaniel Anderson
 
Training – Introduction to SharePoint Online for Collaboration and Document M...
Training – Introduction to SharePoint Online for Collaboration and Document M...Training – Introduction to SharePoint Online for Collaboration and Document M...
Training – Introduction to SharePoint Online for Collaboration and Document M...Suhail Jamaldeen
 
OneDrive for Business: Much More Than a File Share
OneDrive for Business: Much More Than a File ShareOneDrive for Business: Much More Than a File Share
OneDrive for Business: Much More Than a File ShareErica Toelle
 
Making a real world sharing strategy for SharePoint, OneDrive & Teams
Making a real world sharing strategy for SharePoint, OneDrive & TeamsMaking a real world sharing strategy for SharePoint, OneDrive & Teams
Making a real world sharing strategy for SharePoint, OneDrive & TeamsDrew Madelung
 
Going to the Cloud with Onedrive
Going to the Cloud with OnedriveGoing to the Cloud with Onedrive
Going to the Cloud with OnedriveRobert Crane
 
OneDrive for Business for Administrators - SPS New York 2018
OneDrive for Business for Administrators - SPS New York 2018OneDrive for Business for Administrators - SPS New York 2018
OneDrive for Business for Administrators - SPS New York 2018Drew Madelung
 
Manage how people use your SharePoint Online
Manage how people use your SharePoint OnlineManage how people use your SharePoint Online
Manage how people use your SharePoint OnlineSuhail Jamaldeen
 
Getting started with companyweb 2010
Getting started with companyweb 2010Getting started with companyweb 2010
Getting started with companyweb 2010Robert Crane
 
What's New with OneDrive for Business - SharePoint Fest Chicago
What's New with OneDrive for Business - SharePoint Fest ChicagoWhat's New with OneDrive for Business - SharePoint Fest Chicago
What's New with OneDrive for Business - SharePoint Fest ChicagoDrew Madelung
 
OneDrive for Business Administration Security Compliance Boston Office 365 Us...
OneDrive for Business Administration Security Compliance Boston Office 365 Us...OneDrive for Business Administration Security Compliance Boston Office 365 Us...
OneDrive for Business Administration Security Compliance Boston Office 365 Us...Oliver Bartholdson
 
Movin’ On Up - A #SharePoint Migration Case Study #HSPUG
Movin’ On Up - A #SharePoint Migration Case Study #HSPUGMovin’ On Up - A #SharePoint Migration Case Study #HSPUG
Movin’ On Up - A #SharePoint Migration Case Study #HSPUGJim Adcock
 
Digital asset management using SharePoint 2013
Digital asset management using SharePoint 2013Digital asset management using SharePoint 2013
Digital asset management using SharePoint 2013Karthick S
 
Maximizing Your Office 365 Investments With OneDrive
Maximizing Your Office 365 Investments With OneDriveMaximizing Your Office 365 Investments With OneDrive
Maximizing Your Office 365 Investments With OneDriveNetwoven Inc.
 
Office Delve for Office 365 Administrators
Office Delve for Office 365 AdministratorsOffice Delve for Office 365 Administrators
Office Delve for Office 365 AdministratorsSteve Stewart
 
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018Drew Madelung
 
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012SharePoint Workflows - SharePoint Saturday Twin Cities April 2012
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012Don Donais
 
Power Users Guide to Office 365 - Collab365 Summit 2016
Power Users Guide to Office 365 - Collab365 Summit 2016Power Users Guide to Office 365 - Collab365 Summit 2016
Power Users Guide to Office 365 - Collab365 Summit 2016Chirag Patel
 
What is OneDrive for Business and What Does it Do?
What is OneDrive for Business and What Does it Do?What is OneDrive for Business and What Does it Do?
What is OneDrive for Business and What Does it Do?ShareGate
 

What's hot (20)

SharePoint and OneDrive for Business in Education
SharePoint and OneDrive for Business in EducationSharePoint and OneDrive for Business in Education
SharePoint and OneDrive for Business in Education
 
Training – Introduction to SharePoint Online for Collaboration and Document M...
Training – Introduction to SharePoint Online for Collaboration and Document M...Training – Introduction to SharePoint Online for Collaboration and Document M...
Training – Introduction to SharePoint Online for Collaboration and Document M...
 
OneDrive for Business: Much More Than a File Share
OneDrive for Business: Much More Than a File ShareOneDrive for Business: Much More Than a File Share
OneDrive for Business: Much More Than a File Share
 
Making a real world sharing strategy for SharePoint, OneDrive & Teams
Making a real world sharing strategy for SharePoint, OneDrive & TeamsMaking a real world sharing strategy for SharePoint, OneDrive & Teams
Making a real world sharing strategy for SharePoint, OneDrive & Teams
 
Going to the Cloud with Onedrive
Going to the Cloud with OnedriveGoing to the Cloud with Onedrive
Going to the Cloud with Onedrive
 
OneDrive for Business for Administrators - SPS New York 2018
OneDrive for Business for Administrators - SPS New York 2018OneDrive for Business for Administrators - SPS New York 2018
OneDrive for Business for Administrators - SPS New York 2018
 
OneDrive for Business 101
OneDrive for Business 101OneDrive for Business 101
OneDrive for Business 101
 
Manage how people use your SharePoint Online
Manage how people use your SharePoint OnlineManage how people use your SharePoint Online
Manage how people use your SharePoint Online
 
Getting started with companyweb 2010
Getting started with companyweb 2010Getting started with companyweb 2010
Getting started with companyweb 2010
 
What's New with OneDrive for Business - SharePoint Fest Chicago
What's New with OneDrive for Business - SharePoint Fest ChicagoWhat's New with OneDrive for Business - SharePoint Fest Chicago
What's New with OneDrive for Business - SharePoint Fest Chicago
 
OneDrive for Business Administration Security Compliance Boston Office 365 Us...
OneDrive for Business Administration Security Compliance Boston Office 365 Us...OneDrive for Business Administration Security Compliance Boston Office 365 Us...
OneDrive for Business Administration Security Compliance Boston Office 365 Us...
 
Movin’ On Up - A #SharePoint Migration Case Study #HSPUG
Movin’ On Up - A #SharePoint Migration Case Study #HSPUGMovin’ On Up - A #SharePoint Migration Case Study #HSPUG
Movin’ On Up - A #SharePoint Migration Case Study #HSPUG
 
Digital asset management using SharePoint 2013
Digital asset management using SharePoint 2013Digital asset management using SharePoint 2013
Digital asset management using SharePoint 2013
 
Maximizing Your Office 365 Investments With OneDrive
Maximizing Your Office 365 Investments With OneDriveMaximizing Your Office 365 Investments With OneDrive
Maximizing Your Office 365 Investments With OneDrive
 
Office Delve for Office 365 Administrators
Office Delve for Office 365 AdministratorsOffice Delve for Office 365 Administrators
Office Delve for Office 365 Administrators
 
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018
What are SharePoint Hub Sites and how should they be implemented - SPSTC 2018
 
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012SharePoint Workflows - SharePoint Saturday Twin Cities April 2012
SharePoint Workflows - SharePoint Saturday Twin Cities April 2012
 
Filterpoint
FilterpointFilterpoint
Filterpoint
 
Power Users Guide to Office 365 - Collab365 Summit 2016
Power Users Guide to Office 365 - Collab365 Summit 2016Power Users Guide to Office 365 - Collab365 Summit 2016
Power Users Guide to Office 365 - Collab365 Summit 2016
 
What is OneDrive for Business and What Does it Do?
What is OneDrive for Business and What Does it Do?What is OneDrive for Business and What Does it Do?
What is OneDrive for Business and What Does it Do?
 

Similar to How Atrium Health Implemented and Governs Office 365

The Future of SharePoint - SharePoint 2016
The Future of SharePoint - SharePoint 2016The Future of SharePoint - SharePoint 2016
The Future of SharePoint - SharePoint 2016Don Donais
 
AOS 2019 - Successful Office 365 implementation - The 10 Myths
AOS 2019 - Successful Office 365 implementation - The 10 MythsAOS 2019 - Successful Office 365 implementation - The 10 Myths
AOS 2019 - Successful Office 365 implementation - The 10 MythsMing Man Chan
 
Spsnj case study 2014
Spsnj case study 2014Spsnj case study 2014
Spsnj case study 2014Joseph Karam
 
Suguk Southampton CodePlex - March 2014
Suguk Southampton   CodePlex - March 2014Suguk Southampton   CodePlex - March 2014
Suguk Southampton CodePlex - March 2014Steven Andrews
 
MindSurf 2013 - Improving Business Productivity with SharePoint 2013
MindSurf 2013 - Improving Business Productivity with SharePoint 2013MindSurf 2013 - Improving Business Productivity with SharePoint 2013
MindSurf 2013 - Improving Business Productivity with SharePoint 2013Don Donais
 
October 2018 Office 365 Need to Know Webinar
October 2018 Office 365 Need to Know WebinarOctober 2018 Office 365 Need to Know Webinar
October 2018 Office 365 Need to Know WebinarRobert Crane
 
The Skype to Teams Journey Just Got Real
The Skype to Teams Journey Just Got RealThe Skype to Teams Journey Just Got Real
The Skype to Teams Journey Just Got RealOwen Allen
 
Enhance Productivity using SharePoint
Enhance Productivity using SharePointEnhance Productivity using SharePoint
Enhance Productivity using SharePointMilton Goh
 
O365 overview session okcsug may 15 2013
O365 overview session okcsug may 15 2013O365 overview session okcsug may 15 2013
O365 overview session okcsug may 15 2013techrevmarrell
 
Spsdfw - Who Moved My SharePoint (to 2013)
Spsdfw - Who Moved My SharePoint (to 2013)Spsdfw - Who Moved My SharePoint (to 2013)
Spsdfw - Who Moved My SharePoint (to 2013)Theresa Lubelski
 
Thinking big with SharePoint the Howard Hughes Way!
Thinking big with SharePoint the Howard Hughes Way!Thinking big with SharePoint the Howard Hughes Way!
Thinking big with SharePoint the Howard Hughes Way!Vibha Godse Gore
 
2012 MindSurf - Augmenting Business Process with SharePoint
2012 MindSurf - Augmenting Business Process with SharePoint2012 MindSurf - Augmenting Business Process with SharePoint
2012 MindSurf - Augmenting Business Process with SharePointDon Donais
 
HTF - Who Moved My SharePoint (to 2013)
HTF - Who Moved My SharePoint (to 2013)HTF - Who Moved My SharePoint (to 2013)
HTF - Who Moved My SharePoint (to 2013)Theresa Lubelski
 
aOS Canadian Tour Share point migration tips
aOS Canadian Tour Share point migration tipsaOS Canadian Tour Share point migration tips
aOS Canadian Tour Share point migration tipsMike Maadarani
 
Top 10 in SharePoint 2013
Top 10 in SharePoint 2013Top 10 in SharePoint 2013
Top 10 in SharePoint 2013Cory Peters
 
Share point 2013 to 2015 webinar jan 14 2015
Share point 2013 to 2015 webinar jan 14 2015Share point 2013 to 2015 webinar jan 14 2015
Share point 2013 to 2015 webinar jan 14 2015Prescient Digital Media
 
MWLUG 2017 - Collaboration and Productivity from the other side
MWLUG 2017 - Collaboration and Productivity from the other sideMWLUG 2017 - Collaboration and Productivity from the other side
MWLUG 2017 - Collaboration and Productivity from the other sideJohn Head
 
Creating a SharePoint App with Microsoft Access Services
Creating a SharePoint App with Microsoft Access ServicesCreating a SharePoint App with Microsoft Access Services
Creating a SharePoint App with Microsoft Access ServicesSPC Adriatics
 

Similar to How Atrium Health Implemented and Governs Office 365 (20)

The Future of SharePoint - SharePoint 2016
The Future of SharePoint - SharePoint 2016The Future of SharePoint - SharePoint 2016
The Future of SharePoint - SharePoint 2016
 
AOS 2019 - Successful Office 365 implementation - The 10 Myths
AOS 2019 - Successful Office 365 implementation - The 10 MythsAOS 2019 - Successful Office 365 implementation - The 10 Myths
AOS 2019 - Successful Office 365 implementation - The 10 Myths
 
Spsnj case study 2014
Spsnj case study 2014Spsnj case study 2014
Spsnj case study 2014
 
Suguk Southampton CodePlex - March 2014
Suguk Southampton   CodePlex - March 2014Suguk Southampton   CodePlex - March 2014
Suguk Southampton CodePlex - March 2014
 
MindSurf 2013 - Improving Business Productivity with SharePoint 2013
MindSurf 2013 - Improving Business Productivity with SharePoint 2013MindSurf 2013 - Improving Business Productivity with SharePoint 2013
MindSurf 2013 - Improving Business Productivity with SharePoint 2013
 
October 2018 Office 365 Need to Know Webinar
October 2018 Office 365 Need to Know WebinarOctober 2018 Office 365 Need to Know Webinar
October 2018 Office 365 Need to Know Webinar
 
The Skype to Teams Journey Just Got Real
The Skype to Teams Journey Just Got RealThe Skype to Teams Journey Just Got Real
The Skype to Teams Journey Just Got Real
 
Enhance Productivity using SharePoint
Enhance Productivity using SharePointEnhance Productivity using SharePoint
Enhance Productivity using SharePoint
 
O365 overview session okcsug may 15 2013
O365 overview session okcsug may 15 2013O365 overview session okcsug may 15 2013
O365 overview session okcsug may 15 2013
 
Spsdfw - Who Moved My SharePoint (to 2013)
Spsdfw - Who Moved My SharePoint (to 2013)Spsdfw - Who Moved My SharePoint (to 2013)
Spsdfw - Who Moved My SharePoint (to 2013)
 
Thinking big with SharePoint the Howard Hughes Way!
Thinking big with SharePoint the Howard Hughes Way!Thinking big with SharePoint the Howard Hughes Way!
Thinking big with SharePoint the Howard Hughes Way!
 
2012 MindSurf - Augmenting Business Process with SharePoint
2012 MindSurf - Augmenting Business Process with SharePoint2012 MindSurf - Augmenting Business Process with SharePoint
2012 MindSurf - Augmenting Business Process with SharePoint
 
HTF - Who Moved My SharePoint (to 2013)
HTF - Who Moved My SharePoint (to 2013)HTF - Who Moved My SharePoint (to 2013)
HTF - Who Moved My SharePoint (to 2013)
 
aOS Canadian Tour Share point migration tips
aOS Canadian Tour Share point migration tipsaOS Canadian Tour Share point migration tips
aOS Canadian Tour Share point migration tips
 
Top 10 in SharePoint 2013
Top 10 in SharePoint 2013Top 10 in SharePoint 2013
Top 10 in SharePoint 2013
 
Share point 2013 to 2015
Share point 2013 to 2015Share point 2013 to 2015
Share point 2013 to 2015
 
Share point 2013 to 2015 webinar jan 14 2015
Share point 2013 to 2015 webinar jan 14 2015Share point 2013 to 2015 webinar jan 14 2015
Share point 2013 to 2015 webinar jan 14 2015
 
Share point 2013 to 2015
Share point 2013 to 2015 Share point 2013 to 2015
Share point 2013 to 2015
 
MWLUG 2017 - Collaboration and Productivity from the other side
MWLUG 2017 - Collaboration and Productivity from the other sideMWLUG 2017 - Collaboration and Productivity from the other side
MWLUG 2017 - Collaboration and Productivity from the other side
 
Creating a SharePoint App with Microsoft Access Services
Creating a SharePoint App with Microsoft Access ServicesCreating a SharePoint App with Microsoft Access Services
Creating a SharePoint App with Microsoft Access Services
 

Recently uploaded

NIST Cybersecurity Framework (CSF) 2.0 Workshop
NIST Cybersecurity Framework (CSF) 2.0 WorkshopNIST Cybersecurity Framework (CSF) 2.0 Workshop
NIST Cybersecurity Framework (CSF) 2.0 WorkshopBachir Benyammi
 
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online CollaborationCOMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online Collaborationbruanjhuli
 
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdfUiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdfDianaGray10
 
Comparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioComparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioChristian Posta
 
AI You Can Trust - Ensuring Success with Data Integrity Webinar
AI You Can Trust - Ensuring Success with Data Integrity WebinarAI You Can Trust - Ensuring Success with Data Integrity Webinar
AI You Can Trust - Ensuring Success with Data Integrity WebinarPrecisely
 
Basic Building Blocks of Internet of Things.
Basic Building Blocks of Internet of Things.Basic Building Blocks of Internet of Things.
Basic Building Blocks of Internet of Things.YounusS2
 
VoIP Service and Marketing using Odoo and Asterisk PBX
VoIP Service and Marketing using Odoo and Asterisk PBXVoIP Service and Marketing using Odoo and Asterisk PBX
VoIP Service and Marketing using Odoo and Asterisk PBXTarek Kalaji
 
9 Steps For Building Winning Founding Team
9 Steps For Building Winning Founding Team9 Steps For Building Winning Founding Team
9 Steps For Building Winning Founding TeamAdam Moalla
 
UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8DianaGray10
 
Bird eye's view on Camunda open source ecosystem
Bird eye's view on Camunda open source ecosystemBird eye's view on Camunda open source ecosystem
Bird eye's view on Camunda open source ecosystemAsko Soukka
 
Videogame localization & technology_ how to enhance the power of translation.pdf
Videogame localization & technology_ how to enhance the power of translation.pdfVideogame localization & technology_ how to enhance the power of translation.pdf
Videogame localization & technology_ how to enhance the power of translation.pdfinfogdgmi
 
Cybersecurity Workshop #1.pptx
Cybersecurity Workshop #1.pptxCybersecurity Workshop #1.pptx
Cybersecurity Workshop #1.pptxGDSC PJATK
 
COMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a WebsiteCOMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a Websitedgelyza
 
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve Decarbonization
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve DecarbonizationUsing IESVE for Loads, Sizing and Heat Pump Modeling to Achieve Decarbonization
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve DecarbonizationIES VE
 
Computer 10: Lesson 10 - Online Crimes and Hazards
Computer 10: Lesson 10 - Online Crimes and HazardsComputer 10: Lesson 10 - Online Crimes and Hazards
Computer 10: Lesson 10 - Online Crimes and HazardsSeth Reyes
 
UiPath Community: AI for UiPath Automation Developers
UiPath Community: AI for UiPath Automation DevelopersUiPath Community: AI for UiPath Automation Developers
UiPath Community: AI for UiPath Automation DevelopersUiPathCommunity
 
Igniting Next Level Productivity with AI-Infused Data Integration Workflows
Igniting Next Level Productivity with AI-Infused Data Integration WorkflowsIgniting Next Level Productivity with AI-Infused Data Integration Workflows
Igniting Next Level Productivity with AI-Infused Data Integration WorkflowsSafe Software
 
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...Will Schroeder
 
UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7DianaGray10
 
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...DianaGray10
 

Recently uploaded (20)

NIST Cybersecurity Framework (CSF) 2.0 Workshop
NIST Cybersecurity Framework (CSF) 2.0 WorkshopNIST Cybersecurity Framework (CSF) 2.0 Workshop
NIST Cybersecurity Framework (CSF) 2.0 Workshop
 
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online CollaborationCOMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
 
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdfUiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
 
Comparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioComparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and Istio
 
AI You Can Trust - Ensuring Success with Data Integrity Webinar
AI You Can Trust - Ensuring Success with Data Integrity WebinarAI You Can Trust - Ensuring Success with Data Integrity Webinar
AI You Can Trust - Ensuring Success with Data Integrity Webinar
 
Basic Building Blocks of Internet of Things.
Basic Building Blocks of Internet of Things.Basic Building Blocks of Internet of Things.
Basic Building Blocks of Internet of Things.
 
VoIP Service and Marketing using Odoo and Asterisk PBX
VoIP Service and Marketing using Odoo and Asterisk PBXVoIP Service and Marketing using Odoo and Asterisk PBX
VoIP Service and Marketing using Odoo and Asterisk PBX
 
9 Steps For Building Winning Founding Team
9 Steps For Building Winning Founding Team9 Steps For Building Winning Founding Team
9 Steps For Building Winning Founding Team
 
UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8
 
Bird eye's view on Camunda open source ecosystem
Bird eye's view on Camunda open source ecosystemBird eye's view on Camunda open source ecosystem
Bird eye's view on Camunda open source ecosystem
 
Videogame localization & technology_ how to enhance the power of translation.pdf
Videogame localization & technology_ how to enhance the power of translation.pdfVideogame localization & technology_ how to enhance the power of translation.pdf
Videogame localization & technology_ how to enhance the power of translation.pdf
 
Cybersecurity Workshop #1.pptx
Cybersecurity Workshop #1.pptxCybersecurity Workshop #1.pptx
Cybersecurity Workshop #1.pptx
 
COMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a WebsiteCOMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a Website
 
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve Decarbonization
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve DecarbonizationUsing IESVE for Loads, Sizing and Heat Pump Modeling to Achieve Decarbonization
Using IESVE for Loads, Sizing and Heat Pump Modeling to Achieve Decarbonization
 
Computer 10: Lesson 10 - Online Crimes and Hazards
Computer 10: Lesson 10 - Online Crimes and HazardsComputer 10: Lesson 10 - Online Crimes and Hazards
Computer 10: Lesson 10 - Online Crimes and Hazards
 
UiPath Community: AI for UiPath Automation Developers
UiPath Community: AI for UiPath Automation DevelopersUiPath Community: AI for UiPath Automation Developers
UiPath Community: AI for UiPath Automation Developers
 
Igniting Next Level Productivity with AI-Infused Data Integration Workflows
Igniting Next Level Productivity with AI-Infused Data Integration WorkflowsIgniting Next Level Productivity with AI-Infused Data Integration Workflows
Igniting Next Level Productivity with AI-Infused Data Integration Workflows
 
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...
Apres-Cyber - The Data Dilemma: Bridging Offensive Operations and Machine Lea...
 
UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7
 
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
 

How Atrium Health Implemented and Governs Office 365

  • 1. Notes from the field How Atrium Health Implemented and Governs Office 365
  • 2. Who am I? •Kelly D. Jones • Atrium Health • IAS Director (SharePoint / OneDrive / Yammer / Custom Dev) • 19+ years industry experience; 10+ SharePoint •My blog: http://www.KellyDJones.com •Twitter: @KellyDJones
  • 3. Platinum Sponsors Gold Sponsors Speaker Dinner SponsorSilver Sponsors To all of our sponsors, Thank you! Sponsors!
  • 4. Agenda •Why this presentation? •What is Atrium Health? •Migration to Office 365 Challenges
  • 5. Why this presentation? •Office 365 impact – real world example •Practical advice – beyond the sales demo •Is the way we do things perfect? Um, no. Your mileage may vary.
  • 6. What is Atrium Health? public, not-for-profit healthcare system in the nation Second largest team members 60,000+ in revenues $9 billion in community benefit $1.65 billion More than 40 hospitals 900+ care locations patient encounters 12.5 million
  • 8. The Office 365 Decision
  • 9. • Dec. 2007 • One Server • It’s FREE! WSS 3.0 • July 2011 • 3 Server Farm • 70 Web Apps! SP 2010 POC • July 2013 • 13 Server Farm SP 2010 Before Office 365
  • 10. • Cost justification only referenced Exchange • SharePoint was too small • Only 400GB of storage used in SharePoint • Home directories store 75+TB • File shares store another 75+ TB • Adoption was low The Decision – Spring 2013
  • 11. •History of WSS • Advanced functionality used only a little, if at all •Alternate solutions already provided by IT • BI – Data Warehouse, Business Objects, etc. •SharePoint Server Admin skill set Why not hybrid SharePoint?
  • 12. •400+ Site Coll. •~7000 sub sites •400GB SP 2010 • 330 Site Coll. • 500GB SPO Migrating to SharePoint Online
  • 13. • Aligning the Atrium environment to Microsoft requirements • Technical Issues • Compliance Issues • IT Management • Change Management • End user adoption Biggest Challenges
  • 15. • Spring 2013 – Decision made • July 1, 2013 – Contract signed • Estimate is six months to migrate Exchange and SharePoint • Fall 2013 – Infrastructure updates start • ADFS login process • SharePoint team selects migration tool (MetaVis, now owned by Metalogix) • IS teams start to really dig into project • January 2014 – Pilot migrations begin • Exchange mailboxes (those belonging to IS Office 365 teams) • SharePoint Online sites – New requests are offered as SPO pilot sites Aligning Our Environment - Timeline
  • 16. • During pilot, IS teams start to really learn about issues • Desktop • Windows XP / IE8 / Office 2010 – on a lot of machines • Windows 7 / IE8 / Office 2013 – standard image 2014 - Pump the brakes…Technical Issues
  • 17. • IE 8 support ended in April, 2014 • IE8 didn’t break, immediately • MS announced IE8 will only be able to use “lite version” of Outlook Web Access by end of June 2014 • Death by a thousand paper cuts – IE8 broke piece by piece • Solved? Google Chrome • Chrome was already deployed on 13k+ of our computers, so IS finished the deployment • Those with IE8 could use Chrome instead • Lesson learned: End users didn’t want to learn when to use which browser for which app…. We’ve since deployed IE11 to all workstations, but left Chrome installed. 2014 – Technical Issues (cont.)
  • 18. • Clinical (Doctors, Nurses, etc.) – signed into Windows not as themselves • SharePoint 2010 had option to “sign in as Different User” Technical issue: Shared Workstations
  • 19. • Integrated authentication ease of use (Information Workers) versus Shared workstation ease of use (Clinical) • Solved with link on intranet site • Checks for browser version • Displays message to IE8 users to use Chrome • Redirects to a smart link based on type of user (custom dev) • Search for something called “smart links for ADFS” Technical issue: Shared Workstations
  • 20. • Prior to late 2015 – “Groove.exe” • Could not require clients stored files on encrypted drive • Could not require clients be company computers • We built a custom solution to disable sync by disabling “offline client availability” • Solved Fall 2015 – “OneDrive.exe” released • Limit sync to company computers – machines joined to a white listed AD domain • Prevents non-company Windows PCs • Additional setting to prevent all Macs – can’t identify company or personal • User experience – much better than previous client (which Microsoft apologized for at Ignite May 2015) • Atrium enabled OneDrive sync Jan. 2018 • 1200+ teammates are syncing files • Two people are syncing more than 150k files (!) Compliance Issue: File Synchronization
  • 21. • Prior to late 2015 – “Groove.exe” • Could not require clients stored files on encrypted drive • Could not require clients be company computers • We built a custom solution to disable sync by disabling “offline client availability” • Solved Fall 2015 – “OneDrive.exe” released • Limit sync to company computers – machines joined to a white listed AD domain • Prevents non-company Windows PCs • Additional setting to prevent all Macs – can’t identify company or personal • User experience – much better than previous client (which Microsoft apologized for at Ignite May 2015) • Atrium enabled OneDrive sync Jan. 2018 • 1200+ teammates are syncing files • Two people are syncing more than 150k files (!) Compliance Issue: File Synchronization Lesson Learned: Explorer View • Attractive alternative to file sync (NOT REALLY) • Only works with IE • Users can seriously mess up their sites • “I don’t need folder” • Not changing work habits that are 20+ years old
  • 22. • Users that don’t have a license in your tenant • Options • Disable • Enable authenticated external users • Whitelist / Blacklist email address domains (added in 2015?) • Enable anonymous guest links • Options can be set • Each SharePoint site collection • All OneDrive sites Compliance Issue: External Sharing
  • 23. • Process • Site owner sends an invitation to an email address (J.Doe@partner.com) • John Doe receives the email and clicks on the link… • …John Doe creates a new Microsoft account (jdoe@RoadRunner.com) • Jdoe@RoadRunner.com has access to the document that the site owner intended for J.Doe@partner.com Compliance Issue: External Sharing • Solved - Microsoft Update in 2015 • Microsoft called this the “golden ticket” internally and has given the option to only allow tickets to be accepted with an account that matches the email address • Settings are in the SharePoint & OneDrive Admin Center:
  • 24. • External Sharing • Enabled Data Loss Prevention (DLP) in OneDrive and SharePoint • Enabled external sharing for OneDrive after DLP was enabled • External sharing is disabled by default for SharePoint team sites • External sharing is enabled by default for Office 365 Groups • Enabled in SharePoint site collection by site owner request • SharePoint Team provides weekly report to site owners • List all external users • What address the invitation was sent to • What email address accepted the invitation Compliance Issues: Reduce Risk
  • 25. • 2014 was spent preparing Atrium environment • Updating desktops • Windows 7, IE10, Office 2013 • Learning from pilots • Exchange mailboxes migrated for pilot users • Net New SharePoint sites – all but one site owner agreed to pilot • OneDrive • Yammer – spread virally in October 2014 when CIO jumped in Aligning the environment - 2014
  • 26. • January 2015 – OneDrive • No migrations – file moves are up to user • February 2015 – • SharePoint • No new SharePoint 2010, all SharePoint Online • Site migration started • Exchange • Mailbox migrations • March 2015 – Yammer Launching Office 365
  • 27. • SharePoint Site Collections • September 2014 – April 2015 = 25 • May 2015 – September 2015 = 287 • Oct. 2015 – June 2016 = 23 • No more SharePoint on premises • Exchange mailboxes • January – May 2015 = 34k+ • December 2016 = 7k+ • No more Exchange end user mailboxes on premises • Still hybrid configuration for other reasons • Skype for Business • Moved all users to Skype Online Q4/2017 – Q1/2018 Completing Migrations
  • 29. • Microsoft’s goal is to update Office 365 constantly, at “the speed of the internet” • Your organization will need to move at this same speed. • They aren’t kidding. Change Management: Updates at the “Speed of the Internet”
  • 30. Change Management: Microsoft Updates Microsoft Support Page
  • 31. •Atrium Test Tenant • Targeted Release Tenant for the entire tenant • Dev AD domain, ADFS servers, dev domain joined workstations • Used by Office 365 team •Atrium Production Tenant • Targeted Release for Select Users – Office 365 Team (some) • Note: Features could appear in prod in as little as seven days after appearing in dev Change Management: Testing Changes
  • 32. • Microsoft rolled out UI enhancements to OneDrive and SPO • Starting in April 2014, our users started seeing this above document libraries: • This update was rolled out per user • We confirmed this via a Microsoft support ticket, when users noticed a different experience than what they saw on others’ screens. Updates may apply to users not tenant
  • 33. • Microsoft will notify customers about upcoming “disruptive changes” • Microsoft defines whether a change is disruptive Disruptive Changes
  • 34. • Microsoft deprecated Access Web Apps in March 2017 • Atrium received phone call from product group one week prior (AWESOME) • because we were heavy users (NOT SO AWESOME) • 12+ month notice • Access Web Apps will be deleted on April 1, 2018 • extended by customer request • Switch to turn off creation of new ones, or disable all, was deployed May 2017 Disruptive change – Access Web Apps
  • 35. From Microsoft employee post on TechCommunity: “There is DIFFERENT governance for service removals in Office 365. The strict guidance is that Microsoft will give at least 30 days notice when we've indicated a replacement product; 365 days notice if there is no replacement; and that undocumented, unsupported features or risks which are found to compromise the security or platform integrity could be turned off immediately. For example, if we found a huge security loophole in the "Widget" web part, for example, we might remove that web part immediately to protect our customers while we work on the issue.” …“By precedent, even though we identified a replacement tech for Access Web Apps (PowerApps) we communicated that service removal 15 months in advance.” https://techcommunity.microsoft.com/t5/SharePoint/InfoPath-support-in- SharePoint-Online/m-p/97876#M9157 Disruptive changes: InfoPath & Designer?
  • 36. •Office 365 Admin Center – Service Health Dashboard • Service health • Issues that Microsoft determines at least one of your users might be seeing • Message center • Change announcements that are applicable to your tenant • Planned maintenance outages – typically seven day notice • Example: SharePoint and OneDrive were read only from 9pm-1am (Wed-Thurs) with one week notice • Office 365 Admin app – same data as Admin Center web site • Mobile and desktop versions • Push notifications for health issues How to keep up?
  • 37. • Office blogs: https://blogs.office.com/ Microsoft Tech Community  Blogs • Curate a list of blogs by industry MVPs • Microsoft Tech Community: • https://techcommunity.Microsoft.com • Roadmap: • Thin on details and few if any dates published Usage reports update: new reports for SharePoint, OneDrive and Yammer New reports in the Office 365 usage dashboard. We continue to add new usage reports, including Yammer groups, SharePoint clients and OneDrive clients, to provide you with a complete picture of how your organization is using Office 365. Feature ID: 70929 How to keep up? New Infographic: http://icsh.pt/TheJoneses
  • 38. Where did they announce this change? 1. The Office 365 Message Center for announcements 2. The Office 365 Health Dashboard 3. Tech net 4. Blogs published by the product groups (Office Blogs, PowerApps, Planner, O365 Roadmap, SharePoint) 5. Blogs by industry MVPs (150+) 6. Product team announcements in the Microsoft Tech Community forums 7. Plus Spaces in the Microsoft Tech Community (aka forums, 20+) #6 – “The Office Retirement Blog” – which didn’t exist until this post. I spotted it because of #5… Disruptive change – Access Web Apps
  • 39. • Individual teams (SharePoint, Exchange, Desktop) • Monitor news from Microsoft daily (blogs, Message Center, etc.) • Office 365 Tech Team / Leads • Meet weekly to coordinate efforts • Determine what needs to be escalated • Teammate Workgroup – IS and business users/leaders How do we handle changes?
  • 40. • Yammer announcements • Information on People Connect (top level intranet) • Focused emails (ex: site owners only) • Enterprise wide emails • Announcements on home page of People Connect How do we communicate change?
  • 42. • Attempting to engage our users at a higher level • Not just break/fix • Let us help you take advantage of Office 365 • Moving quick questions to eLearning • reduce burden on help desk • Improving eLearning • Rebuilt site to improve usability – Prefer linking to free materials instead of creating – can be difficult to constantly update materials as 365 changes • Added tutorials to share longer answers to commonly asked questions (some include Skype video recordings) User Adoption
  • 43. • Taking advantage of Yammer • Q/A, Announcements, Tips • Office 365 Roadshows • Two hour introductory presentation • Delivered to 1200+ teammates over two years (2014-2016) • Webinars • Weekly with a topic • Weekly Office Hours – open Q & A • Carolinas Tech Bar • Three hour window (around lunch) in hospitals • 12+ IS teams ready to answer questions • Think vendor expo • Extremely popular User Adoption
  • 45. SharePoint Storage - Before Office 365 0.00 0.10 0.20 0.30 0.40 0.50 0.60 0.70 0.80 0.90 9/1/2010 11/1/2010 1/1/2011 3/1/2011 5/1/2011 7/1/2011 9/1/2011 11/1/2011 1/1/2012 3/1/2012 5/1/2012 7/1/2012 9/1/2012 11/1/2012 1/1/2013 3/1/2013 5/1/2013 7/1/2013 9/1/2013 11/1/2013 1/1/2014 3/1/2014 5/1/2014 7/1/2014 9/1/2014 11/1/2014 1/1/2015 3/1/2015 5/1/2015 7/1/2015 9/1/2015 11/1/2015 1/1/2016 3/1/2016 5/1/2016 7/1/2016 9/1/2016 11/1/2016 1/1/2017 3/1/2017 5/1/2017 7/1/2017 DatainTerabytes(TB) Atrium SharePoint Storage SharePoint 2007 Storage (TB) SharePoint 2010 Storage (TB)
  • 46. SharePoint Storage – After Office 365 0.00 2.00 4.00 6.00 8.00 10.00 12.00 DatainTerabytes(TB) Atrium SharePoint Storage SharePoint 2007 Storage (TB) SharePoint 2010 Storage (TB) SharePoint Online Storage (TB)
  • 47. •SharePoint Online • 9.7TB storage (Doubling in size every 12 months) • 950+ site collections / 7k+ sub sites • 739 Office 365 Groups • 4+ Million files • 19k+ Active users in the last 30 days •OneDrive • 13.4TB storage • 6+ Million files • 18k+ Active users in the last 30 days SharePoint Online Environment Today Microsoft Increased SPO Storage by 20x!!!
  • 48. •My blog: http://www.KellyDJones.com •Twitter: @KellyDJones •LinkedIn: www.linkedin.com/in/kdjones74 Thank you! Any questions? 2018
  • 49. Speaker Survey and Raffle • This year we are replacing the paper version of Speaker Survey with Microsoft Forms. • Scan the QR code for each session to access and submit your survey. • QR codes can be found in the program guide or on the room sign located by the door. • You will receive ONE raffle ticket for each session survey you complete. • The raffle ticket volunteer will validate your First and Last name before providing your ticket(s) • Drawing will be held this afternoon 4:00-4:30 pm. • Must be present to win. You can download and use the QR Reader app available for both iOS and Android
  • 50. SharePint Happy Hour event held after SPSCLT18 at Duckworth’s Grill and Taphouse Uptown. Walking distance from UNC Charlotte Center City campus and the 7th street light rail stop.
  • 51. SharePoint Team – Aligning Skill Set Support SP Instructor SP Admin SP Analyst SP Designer SP Dev Architect / Manager PM / Tech Lead 2011 1 1 1* .5 2012 1 1 1* 1* 1* .5 2013 1 1 1* 1* 1* 1 1 .5 2014 1 1 1* 1* 1 1 .5 2015 1 1 1* (Migration) 1* (Migration) 1 1 1 (Migration) 2016 1 .25* 1 1 1 (Migration) 2017 1 .25* 1 1 1 2018 1 .25* 1 1 Hiring *Contractor
  • 52. Migrating to SharePoint Online Monday Tuesday Wednesday Thursday Friday Week 1 SP Team Migrate site (full copy) SP Team Testing SP Team Testing Week 1 Business Owner Business owner testing Business owner testing Week 2 SP Team Migrate site to production (incremental) Identify next batch of sites Week 2 Business Owner Business Owner Testing Business Owner Testing Business Owner Sign Off • Tool used: MetaVis Architect Suite (now Metalogix Essentials)
  • 53. Completing Migrations • SharePoint Site Collections • September 2014 – April 2015 = 25 • May 2015 – September 2015 = 287 • Oct. 2015 – June 2016 = 23 • No more SharePoint on premises • Exchange mailboxes • January – May 2015 = 34k+ • December 2016 = 7k+ • No more Exchange end user mailboxes on premises • Still hybrid configuration for other reasons 3 2 1 3 3 2 11 116 88 50 19 14 6 7 2 2 1 3 1 1 0 20 40 60 80 100 120 140 September October December January February March April May June July August September October November December January February March April June 2014 2015 2016 SharePoint Team Site Migrations Completed Per Month I thought you started in 2013? What happened in 2014?

Editor's Notes

  1. Presentation Title: How Office 365 has transformed Carolinas HealthCare System Presentation Abstract: Carolinas HealthCare System (Atrium) is one of the largest non-profit healthcare systems in the US, with over 60,000 employees. In the last four years, Atrium has upgraded Exchange and SharePoint to Office 365, which has introduced changes for both end users and the IT department. This session will cover the Atrium upgrade / migration, how governance changed, and what operational changes have occurred along the way. Attendees will walk away from this session with both specific governance tactics they can implement, as well as, the reasoning behind them. Speaker Bio: Kelly D. Jones has over eighteen years of IT experience, the last ten focused on SharePoint. He’s one of two directors responsible for Office 365 at Carolinas HealthCare System, with his teams focusing on SharePoint, OneDrive, Office 365 Groups, and business process automation. Before moving to Waxhaw, North Carolina in 2010, he and his family (wife and two children) lived in Columbus, Ohio. They enjoyed Columbus (especially The Ohio State University), but not the weather, so they moved south to be closer to the sun.