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From SPTechCon San Francisco 2014: In this class, you’ll see real-world examples of solving problems and finding opportunities when moving part of your workload to the cloud. You’ll be introduced to designing federated searching, cloud crawling, navigation synchronization, line-of-business integration, Active Directory Synchronization, social features, and Office 365 personal sites. This will be a live-demo class and you’ll see an example solution end to end! Takeaways from this class include an examination of when user experience matters, a look at product features that can help you bridge cloud and on-premise sites, and how organizations solved the social gap between Office 365 and on premise.
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REAL WORLD EXAMPLES –HYBRID OFFICE 365 ENVIRONMENTS
Presented by:Ben Curry and Jason Miller
ABOUT BEN CURRY
• Founding Partner of Summit 7 Systems, Inc.• Summit 7 Systems Lead Architect• Eight time Microsoft® MVP • CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint
Server• Author of several SharePoint books by Microsoft PRESS and
SAMS• Master SCUBA Diver Trainer• [email protected]• @curryben
Principal Architect and Managing Partner
ABOUT JASON MILLER
• MCSE, MCSA + Messaging, MCP, MCITP, MCTS
• 18+ years of technology industry experience
• 2 years at Summit 7 Systems
• Prior: Chief Engineer for NASA Exchange consolidation project
• Originally a theater major
• Loves all aspects of tech
• Hates vanity slides
• @S7JasonM
Senior Consultant
Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.Service Disabled Veteran Owned Small Business (SDVOSB).
ABOUT SUMMIT 7 SYSTEMS
CASE STUDY: KCTCS
16 Community and Technical Colleges71 Campus locations Over 8000 EmployeesOver 100,000 StudentsOver 51,000,000 Documents/FilesA vision for becoming premier
KCTCS VISION:To become the nation’s premier community and technical college system
KCTCS VALUES:• Responsiveness to students, employers, and
communities. • Access with innovative and flexible delivery. • Trust, respect, and open communication. • Continuous improvement. • Inclusion, multiculturalism, and engagement.
Premier KCTCS
16 Colleges
71 Campuses
Over 100,000 Students
Over 8,000 Employees
Over 51,000,000 Documents
CHALLENGEEmployees face a myriad of systems, logins, and experiences
PeopleSoft
SharePoint 2007
Sitecore (Public Web Sites)
BlackboardLMS
AdAstra
Parature
HireTouch
KCTCS News
Local File Shares
Local Intranet
Intelliworks
Public Social Media
AdPro
DSS (BI)
Exc
WHAT WE NEEDED TO DO
• Reduce IT footprint, while still providing new services
• Bring together and link disparate systems into a standard set of experiences
• Foster collaboration, communication
• Support the vision and values of KCTCS
In short, we needed an employee portal….
Section Header
THE VISION for SharePoint:To create a uniform system that personally engages the employees and provides timely/relevant information along with practical resources and tools specific to the employee’s needs.
And is rock solid for mission critical solutions…
Obviously, this is a huge project.
• KCTCS is spread across the state, with16 individually accredited colleges located on 70 campuses.
• Technology sprawl causing confusion, leading to difficulty finding relevant information.
• Each of the 16 colleges had its own file sharing and methods of collaboration, as well as different business process.
• Simple tasks were cumbersome and time-consuming.
WHY?
BUILDING A MISSION CRITICAL PLATFORM
• Deliberate, purpose-built SharePoint platform
• Communicate with the business and fully understand their requirements
• Decide what part of the stack will be business critical
– Web Content Management– BPM / Case Management– Document Management/ECM– Social/Collaboration– Project Management– Extranet
• Cloudy?
A mature, well-functioning employee HR self service environment.
The master data set for employee information, with great investments in security and business logic.
In short, it is premier. Some room for improvement on user experience
AT KCTCS, PEOPLESOFT HCM IS...
HCM
HOW DID WE START?By asking the right people the right questions, we discovered several key factors which we are addressing as we continue to support the vision set and evolve the tools.
INTERVIEWED ACROSS OUR FUNCTIONAL AREAS System Office and Colleges, HR, Financial Aid, President’s Office, Business Services, Marketing, Recruiting, and more
TALKED WITH MANAGERS AND PROCESS OWNERS Small sampling of key stakeholders across the system
RESEARCH AND MORE RESEARCH:Cultural Value Assessment, Strategic Plan, KCTCS Technology Strategic Plan, mental models, KCTCS Business plan, and more
KNOW YOUR STAKEHOLDERS AND ASK QUESTIONS
PURPOSEWhy does this process exist?What is the purpose of this process?What is the outcome?
INPUTS/SUPPLIERSWhere does the information or material you work on come from? Who are your suppliers?What do they supply?Where do they affect the process flow?What effect do they have on the process and on the outcome?
OUTPUTSWhat product does this process make?What are the outputs of this process?At what point does this process end?
CUSTOMERSWho uses the products from this process?Who are the customers of this process?
PROCESS STEPSWhat happens to each input?What activities take place?
SOLUTION REQUIREMENTS VARY DEPENDING ON ROLE:
TechnologistsNeed bullet proof technical
architecture that’s cost efficient and maintainable
General Faculty and Staff
Need to perform specific tasks and
or processes – with freedom and
collaboration.
Executives care about STRATEGIC IMPACT and understand the role of process as an enabler of better EMPLOYEE ENGAGEMENT
Dr. Halverston – President“Employee engagement and productivity is paramount”
Dean Chang – Chief Academic Officer
“Students first. We can’t waste time finding data and docs.”
Paul – CIO“Standardization is key,
but so is flexibility”
CommunicationsWant stable, consistent platform to deliver and manage messaging -
adhocly
Competing interests and contradictions
WHAT WE WANTED
StudentsFacultyStaff
HCM Fin CS
Document Managemen
tCollaboration Enterprise
Search
KCTCS ENVIRONMENT
ORACLE
• PeopleSoft HCM 9.0• PeopleSoft Financials 9.1 • PeopleSoft Campus Solutions 9.0• Tools version 8.53.06
MICROSOFT
• SharePoint 2013• Office 365
INFLIGHT
• InFlight Foundation
How We Did It
MICROSOFT SHAREPOINT
• Document management, sharing and governance
• Collaboration across colleges• Consistent framework and platform for
extending business processes• PeopleSoft content within the intranet
portal shares a consistent look and feel for unified branding and UEX
• Enterprise Search, Enterprise Social • Nintex – Forms and Workflow
NINTEX FORMS AND WORKFLOW
• On-premises and Office 365• Easy to install and easy to learn• Connects to external systems, Exchange, and
Lync• Mobile browser support and preview• Leverages full Office 365 uX
• Quickly, Easily Integrates anything from PS into SharePoint• Applies the KCTCS CSS and SP Master Page styles to our PS
content for blended look and feel• Handles the SSO from SP into PS so users don’t need to
login again• Can be used to reshape PS pages, remove fields, etc.• Enabled KCTCS to deliver a seamless, streamlined
PeopleSoft User Experience inside of our SharePoint intranet portal
INFLIGHT FOUNDATION
TACKLING THE HUGE “PROJECT”
• Start with what we know and what is possible
• Build the foundation• Demonstrate the value• Grow and evolve• Lather, rinse, repeat
Common starting point – SEARCH!!!
HIGH-LEVEL ARCHITECTURE
• Outbound• Two-way• Scripted MMS
– There’s no MMS Sync by default– Custom code to sync On-premises MMS with Office 365– Use Windows AT to schedule PowerShell Script
MICROSOFT DATA CENTER INTERNET PERIMETER NETWORK
INTRANET
SSL/443
SECURE STORE
OFFICE 365 ENTERPRISE
CSOMPIPELINE
CUSTOMER NETWORK
MSODS
ACS
https://M
yhybridserver.contoso
.com
SERVER-TO-SERVER TRUST
SHAREPOINT ONLINE
4
5
6
1
2
7
8
Employee Portal
3B
Directory synchronization
User profile
synchronization
SHAREPOINT ON-PREMISES
SECURE STOREEXTERNAL
DATA STORE
ODATA SERVICE HEAD
9
3A
BCS RUNTIME SERVICE
BCS RUNTIME SERVICE
REVERSE PROXY
USER PROFILE STORE
AD DS
ENTERPRISE INDEX
File Shares
Search Center
USERS ACTIVE DIRECTORY CREDENTIALS
OAUTH TOKEN FROM ACSREQUEST
RESPONSE
USER PROFILE SYNC AND DIRECTORY SYNCH EXTERNAL DATA CREDENTIALS
SSL CERTIFICATE
LEGEND
Server-to-Server
CRAWL
DECENT PRACTICE #1
Use familiar consumer side experiences to drive connection and engagement in a work setting.
The KCTCS search solution is:• “Bing-like” – fun and familiar and drives overall
interest in KCTCS and programs• Addresses a business problem with proven
technology, combined with a familiar experience.
SEARCH IS NOT STATIONARY
One-Way, Outbound Federated Search Flow
1. User initiates query On-Premises
2. On-Premises queries the local index and receives results
3. On-Premises sends the user͛<s query to SharePoint Online
4. SharePoint Online returns results to On-Premises
5. On-Premises returns to the user both results on the same page
ONE-WAY, FEDERATED SEARCH
OP user in Search Center home(default.aspx)
OP user in OP site
User enters query into search box
User submits query
Results page loaded
Enter new search query
User clicks Advanced
Search
OP user on OP Advanced Search
Page(advanced.aspx)
Click More link in SO results
block
Click More link in SO People results block
Hover over OP result
Hover over SO result
Click OP result item
Click SO result item
Click SO People result item
Are there Semaphore
tags?
Click a Semaphore tag
Is there a Longitude preview?
Load Longitude preview in hover
panel
Yes
Load standard hover panel
Are there search predictions?
Optionally, user selects prediction
Yes
No
No
Yes
Are there SO People results?
Are there SO item results?
Hover over SO people result
Are there OP item results?
Execute new query with selected
Semaphore tag as the keyword
Open item in OP
End
Open item in SO
End
Is the item an Office
document?
Load Office Web Applications in
hover panel
Load standard hover panel
Yes
No
Open SOResults.aspx, repeating the keyword
search
End
Open SOPeopleResults.aspx, repeating the keyword
search
End
Load People hover panel
Open User Profile in SO
End
Standard Longitude
functionality
User Activity Choice
Retrieve query results subflow
On-Premises Search Experience Flow
SSA queries the local index
and gathers results
Are query rules defined?
Does a SO query rule apply?
Yes
Build search results to
return
NoNo
Send query to SO and receive
resultsYes
Add Promoted Block with SO results to top of page results
Add Promoted Block with SO People
results above local results
Add local search results
Return search results to Results
Web Part
Retrieve Query Results Sub-Flow
SO user clicks the Search link in the suite bar
SO user enters query into SO
search box
User submits query
SharePoint Online Search Experience Flow
Submit query to https://search.kctcs.edu/Pages/Results.aspx
(see OP Search Experience Flow)
Load https://search.kctcs.edu/Pages/Default.aspx
(see OP Search Experience Flow)
SEARCH TECHNICAL ARCHITECTURELegend
KCTCS SharePoint Online Search Logical Architecture
MICROSOFT DATA CENTER INTERNET INTRANET
My Sites
Online User
On-Premises User
File Shares
https://search.kctcs.edu
Intranet SSA
Active Directory
App ServersOneDrive
User Profile ServiceUser Profile Service
SHAREPOINT ON-PREMISES SERVER-TO-SERVER TRUST
Azure Active Directory
SHAREPOINT ONLINE
Results.aspx
O365 Search
Site Collection
SharePoint Online Results
On-Premises Results
Crawl
User Search (HTTPS, Claims)
Query
*.kctcs.edu
MMS Sync
https://kctcs.sharepoint.com
Legend
KCTCS SharePoint Online Search Technical Architecture
MICROSOFT DATA CENTER INTERNET INTRANET
My Sites
Online User
On-Premises User
File Shares
Directory Sync
Office 365Management Tools
https://search.kctcs.edu
Intranet SSA
Active Directory
App ServersOneDrive
User Profile Service
User Profile Service
SHAREPOINT ON-PREMISES
Load Balancer
DMZ
SERVER-TO-SERVER TRUST
ADFS
ADFS Proxy
Azure Active Directory
SHAREPOINT ONLINE
Results.aspx
O365 Search
Site Collection
SharePoint Online Results
On-Premises Results
Crawl
Credentials
Standard SharePoint(HTTPS, Claims)
User Search (HTTPS, Claims)
Query
*.kctcs.edu
MMS Sync
https://kctcs.sharepoint.com
PORTALS - BRING THE SYSTEMS TOGETHER
For our employee focused portal, connections into PeopleSoft HR were key:• On-premises• Manage leave/PTO• Manage benefits• View and understand context with forms, policies,
procedures, and guidance documentation
ON-PREMISE EMPLOYEE PORTAL
• Content must be relevant and timely• Usually have link(s) to Office 365 using multiple
methods
LOB-INTEGRATED BPM IS ON-PREMISES
HR SELF-SERVICE NOW The new HR Portal in
SharePoint 2013 knows about you and your role
Formerly stand-alone content from PS HCM ESS is now accompanied by contextual information from other systems
PEOPLESOFT + CONTEXT IN 1 PLACE
Accompanied by Contextual Information
Example: Benefits narrative and navigation is pulled from managed content system, ties the user to 1 of 3 different personnel systems
Users only see what they need to see
SOLVING CORE USABILITY CONCERNS PS Benefits embedded
in SharePoint with InFlight
Supported by narrative
SSO makes the user experience seamless
Easy to Find
Easy to Use
Easily Branded
Tabbed layout makes it easy to navigate to other common PeopleSoft and non-PeopleSoft functionality.
Ease of access means it gets used more often and that data is more accurate
Solving Core Usability Concerns
EASY TO UPDATE AND MAINTAIN
Users continue to have the same access to PS
Read/Write
Real-time updates to PS
InFlight preserved our PS security, business logic and customizations
AND NOW FOR THE NEWS…
• Official corporate news and events are another good source of content
• KCTCS had legacy news apps that needed migration anyway
• A portal was a natural fit
CHALLENGE: INTEGRATE THE USER EXPERIENCE
• Solution 1: Excellent Integrated search
DEMO
DRIVING PORTAL ADOPTION
Adding View Paycheck drives portal adoption
Users don’t know it’s PeopleSoft!
CHALLENGE: INTEGRATE THE USER EXPERIENCE
• Solution 2: Sync'd MMS with On-premises• Doesn't sync by default• Push terms w/GUIDs via PowerShell using
Windows AT (old school)
Demo – MMS PowerShell Script
CHALLENGE: INTEGRATE THE USER EXPERIENCE
• Solution 3: good Navigation Plan• Depends on governance scope and available
resources• Term set navigation
Demo – Integrated Navigation
CHALLENGE: INTEGRATE THE USER EXPERIENCE
• Solution 4: Integrate Social / Yammer
PRE-REQUISITES
• Be sure dirsync is here…
REPLACE STS CERTIFICATE
• Requires PowerShell Script• Won’t work without it…
http://www.orcsweb.com/blog/james/powershell-ing-on-windows-server-how-to-import-certificates-using-powershell/
GOVERNANCE
• Very different…can be very challenging
• App Store• Managed Paths
GOVERNANCE (CONTINUED)
• External Users and Sharing• IRM
GREAT! BUT…UMM….
• New way to manage news and new way to view news… Great!
• Publishing and security challenges – 100+ contributors and editors. Yikes! Too many cooks!
• Needed a way to separate content management and content publishing
• Address this in the IA design
BETTER PRACTICE #2
Design for the differentiation between collaboration and publishing. Use tiers for different access, SLAs, and expectations.
The KCTCS IA:• Uses the top tier as publishing only – all employees read,
very few have elevated permissions (or need to have)• Uses an Enterprise Collaboration tier for creating content
for the top• Uses a collegiate collaboration tier (Office 365) as “wild
west”
INFORMATION ARCHITECTURE(INITIAL STATE)
== SPSite
== SPWeb
/cthub
http:/ /kctcs.sharepoint.com (root)
/apps
/my
/sites/academic
/sites/sandbox
/sites/administrative
/sites/10
/sites/20
/sites/30
/sites/40
/sites/ forms
INFORMATION ARCHITECTURE( FUNCTION VS. ORG)
== SPSite
== SPWeb
/sites/administrative
/actc_executive /actc_finance /actc_hr
/actc_ it /actc_dean
/xla_executive
/president
/xla_finance
/ receivables
ACTC == Ashland Community & Technical College
EKU == Eastern Kentucky University
/eku_executive
/payables / facilities /payroll /publicsafety
/xla_dean
/ registrar/admissions /distancelearning / library /studentaffairs
XLA_ == X number letter acronym
== SPSite
== SPWeb
/sites/ instructional
/actc_criminal /actc_electrician
ACTC == Ashland Community & Technical College
EKU == Eastern Kentucky University
XLA_ == X number letter acronym
/actc_carpentry
/actc_dental /actc_ sonography
/actc_ radiation
/actc_business /actc_accounting
/virtualclassroom/actc_mechanic /actc_health
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OK. GOOD START… BUT….
This portal “project” is huge. It is foundational and transformative.
Communication about the progress leads to more progress
PHASE 1 ROADMAP – BRINGING IT
HOME!
SUMMARYHybrid Environments are often complex and large, and starting them from scratch will take yearsHave a solid strategy for technology, but focus on the processes that drive the business and especially the people who will be leading the change and working with the portal• Take small steps, use familiar tools• Focus on the people – end users and change agents• Understand the culture• Find and support standards, don’t chase broken processes• The technology is expensive and complicated, but it is the
cheapest and easiest ingredient
QUESTIONS?
