Office 365 Migration Experience

1. Dan Dwyer
Canadian Foundation for Healthcare Improvement
(CFHI)
@dgdwyer

2. Migration Lessons
CFHI’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

3. 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 A
4
Any device, Any time, Any where, Any document

4. 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.

5. 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

6. 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

7. Setting the environment context
Technical (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 issues
Locked down the file server
Put quotas on the personal drives
Issues:
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….

8. 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

9. 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

10. Decisions
Which 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

11. 2013 2014 2015
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
CYOD
Proof of
Concept EX Migration
Training /
Usage
Lync / SFB ODFB
Training /
Usage
Intranet / Search
Migration
Migrate
Intranet
Mobile Upgrades AD Sync Office 2013
Team Sites
Review SP 2016
O365Technical
Analysis
Mobile Device
setup
Header needed

12. 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

13. 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 signatures
o We use a 3rd party tool that did not play well in the
cloud with the mobile apps
o 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

14. 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?

15. 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

16. Skype for
Business
boardroom
meeting
instructions

19. 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

20. 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

21. 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.

22. OneDrive for Business Migration 3
 Removed their P:drive mapping
 Did a sync to their local drives to create the drive mapping
o We had experienced some issues with syncing in our test
o This has proven to be solid for us
o 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 features
o Sharing internally and externally
o Edit or view only
o Accessing with the ODFB mobile IOS app
o How to work simultaneously on a document

23. OneDrive for
Business: Keeping
staff updated

24. 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

25. 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

26. Operating Systems Used

27. Browsers Used

28. ODFB Growth

29. ODFB O365 report

30. Exchange O365 report

31. SFB Usage report

32. Bandwidth

33. Adoption
 Our task is promoting adoption and training
 So we used a variety of tools
o Team meetings
o Infographics
o All Staff meetings
o Intranet
o One x one meetings / training with key staff
o Proving that this stuff actually works as advertised!
Communication / Coaching / Training

34. Hey, this stuff actually works like we say!!!
On the iPad…

35. Adding places

36. On the iPhone…

37. Fun updates and tips for staff

38. 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

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

40. 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

41. GOLDRAFFLESILVE
R
PLATINU
M

42. Thank you!
Toronto Enterprise Collaboration User Group
Change Management, Governance, SharePoint, Office 365,
Yammer, PowerBI, etc
http://www.meetup.com/TSPBUG/
Toronto SharePoint Business Users Group
http://www.meetup.com/TorontoSPUG/
Saturday July 9, 2016
See you next year!