Post on 15-Apr-2017
Ensuring Adoption with a SuccessfulOffice 365 MigrationSergio MionCorey Roth
Better.We Make it Happen.
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Agenda
Planning• Perform content rationalization• Define migration approach
Migration Tools• Pre-Migration Checks• Performance Testing
Lessons Learned
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Planning
05/03/2023 4© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
We have seen great success with this in scenarios where we are merging content between multiple systems and / or companies. Benefits Include:
Content Rationalization & Migration Approach
Automate the Content Audit Process – crawl content sources and conduct detailed analysis on the current state of content
Provide Reports on Key Content Issues – provide actionable reports and recommendations on metadata manipulation, removing duplications, archiving and expiring content, ongoing management, etc.
Provide Tools to Enable Content Owners to Clean & Rationalization Content – facilitate the content clean up effort by content owners and knowledge workers
Automate Content Migration – migrate quality content with the right metadata to the target platform
Processes - Systematic, streamlined approach to rationalizing and migrating enterprise content
Tools - Automated tools for crawling, analysis and manipulation, and migration efforts
People – Skilled resources with experience with the target platform and content best practices
Reports - Standardized and custom reports to provide data about enterprise content and strategic recommendations
Content Migration Framework
PeopleReportsTools
Processes
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Content Rationalization & Implementation Approach
Content Rationalization
& Implementation
Approach
Analyze
Identify
Report
Impact Analysis
Technology
Manipulate
Documents, Email, PDFs, Images, Web Pages
Duplicate Content, Out-of-date content, content for archiving
Structured and Unstructured Content Reports
Application of Information Architecture and Taxonomy
Evaluation of Tools and Technologies
Content Management Policy Changes, Create Content Rationalization and Archiving Strategies
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Information Architecture
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Information architecture is intertwined throughout all of these areas and each must be addressed during a migration engagement to be successful.
User Experience: Intuitive navigation, search, and logical access to relevant and current content. Look and feel / branding and governance to promote consistency.
Content: Content types, metadata models, and controlled vocabularies across the enterprise to power search results and “findability”
Process: Workflows, content ownership and creation processes, as well as lifecycle management play into the overall information architecture
Configuration: Site templates, site structures, document library and list settings, search tuning and other standardization to support the long-term implementation.
Security: Site structures and navigation models are driven by security and ownership as well as physical architecture impacts. Discussion of sites vs. site collections vs. site container (document library, list, etc.) impact the IA.
Process Content Security Configuration User Experience
Information Architecture
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A define / design phase establishes the project foundation and technical architecture as the basis for a successful implementation.
Executing a planning phase now will build consensus and organizational alignment, as well as allow for the implementation activities to begin seamlessly following.
Activities will identify, clarify, prioritize, and build consensus for key areas such as: Personas & Usage Models Backlog Development and feature prioritization Content analysis and rationalization Organizational readiness for change Business Case and Investments Technical Strategy
Migration ApproachMulti-phased approach
Usage Models
Business Requirements
and Prioritization
Governance and Adoption
Implementation Strategy
User Centered Design & User
Experience
Solution Architecture
Roadmap Definition and
Implementation Planning
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Approach & methodology: Delivery
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• Identify impacted users• Enable right communications at the
right time from the right people• Identify training needs, build materials,
delivered appropriately
• *Information Architecture• Visual Design & brand• Usability experience• Taxonomy Development
Inventory analysis & mapping
• Consistent and repeatable tool driven approach to content inventory analysis
• Findings and recommendations and approach
User Centered Design Organizational experience
Training assessmentTraining plans
Communication plans
Findings and recommendations
Content mapsBrand development
Wireframes
IA & Taxonomy
© 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Migration Tools
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
SharePoint Migration Analysis Tool
Free tool from Microsoft to analyze your on-premises SharePoint environment
Provides details on the following: Add-ins Alerts Checked-out files Customized Pages Full Trust Components Large lists and sites Master Pages Sandbox Solutions
http://bit.ly/2def3CL
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Do you need a migration tool?
Define your requirements before picking a tool
Determine what you need to migrate
Determine how much content you have
Trials available for most vendors
© 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Lessons Learned
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Business challenges to implementing OCM
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Transformational challenges Project challenges
Executive commitment and attention Agreement on standards Loss and gain of control Mismatch of organizational capabilities to
transformational needs
Time to absorb changes Available information to commit to change Communication fatigue Stakeholder engagement and voice
You should provide:
Organizational change management partner to assist with cultural and people transformation
Organizational change management methodology to support your technology implementation
Challenges exist no matter how positive the organization perceives the change or how well the project is managed.
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Organizational change management approach
Conduct a top-down, bottom-up approach to organizational change management; there is just as much effort placed on end users as there is on middle management, leadership, and executives within the organization in order to truly transform.
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We purposefully manage and track individual transitions – pushing impacted stakeholder groups along the change curve by: Building awareness and common understanding early on Highlighting ‘big changes’ and end-to-end processes prior to training Continuing with communications and measurement after
implementation
We place a heavy emphasis on leadership involvement – aimed at senior and middle management with goals of: Supplying leaders with relevant and timely information during the
entire project lifecycle Predicting employee reactions and proactively arming leaders with
successful mitigation strategies
Leadership Stakeholders
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Core principles of our approach
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Align to business strategy Consider the cultureDemonstrate need for change Develop stakeholder buy-in
Business strategy drives the scope of the business transformation; the success of organizational change management process is directly related to employee’s ability to commit to the business’ objectives
Ability to deliver an effective change program is impacted by the organization’s culture; it is essential to design a program that takes into consideration cultural norms and understand where culture influences resistance
Developing a clear and compelling rationale for change that is rooted in current pain points and painting a vision for the future instills confidence and support in the solution
Stakeholder buy-in and comprehensive communication planning are critical for an organization to withstand, accept, and embrace changes in the process and system rollout
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Risk diagnostic
The risk diagnostic assesses the level of change the organization/department will go through and their preparedness for the change
Change management roadmap
Aggregates activities and communications by stakeholder group, to ensure appropriate information sharing across all relevant stakeholder groups
Readiness assessmentMonitors the identified risks and status for the perceived adoption risks
Assess capacity for change Monitor ongoing risks to adoptionDevelop roadmap for change
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Organizational landscapeBuild infrastructure for sustainable change
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© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Stakeholder analysis
Lists the groups of stakeholders involved, with the key group members listed. The document's are used to track current and targeted adoption levels
Champion framework
Documents a network of people who are explicitly mobilized to champion the change effort throughout the organization
Leadership engagement seriesEnable change Leaders to demonstrate strong, visible and effective sponsorship
Define stakeholders; monitor adoption Prepare change leadersDetermine champions, change leaders
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Leadership and stakeholder commitmentCoach leadership to actively lead change transition
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© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Assess training needs
Training assessmentBy assessing training needs and establishing the appropriate audiences, content and delivery, participants will learn about more effectively understand and influence organisational processes and initiatives
Develop training plan
Training planOutline training and readiness plan for key stakeholders audience. Identifies existing training vehicles and gap where new vehicles need to be created
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LearningDevelop knowledge, skills and behavior
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Business case for changeTo drive consistent messaging across all communication (face to face, online, etc.). Includes information on why the change is needed, what the plan is, how stakeholder will be affected and receive value
Communications flowTo provide an effective communications flow between meetings, encouraging: Structured meetings / communications with
clear, predictable agendas, key takeaways and relevant action items
Valuable feedback to reach the management team
Key messages to reach audience and stakeholder groups
Detailed communications planDetailed content outlining communication messaging, delivery, creator , sender, vehicle, for regular stakeholder meetings and additional communications, such as surveys and newsletters.
Drive consistent messaging Create impactful communication planDesign appropriate communication flow
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CommunicationDelivering the right message at the right time
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© 2015 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Future of SharePoint
© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Future of SharePoint
Hitachi Consulting understands the future of SharePoint
Members of Hitachi Consulting have been plugged into the Office 365 roadmap and communicate with the product teams regularly
Hitachi Consulting can deliver a modern solution based on the current direction of SharePoint
Hitachi Consulting can recommend the right customizations to avoid reinventing features that will be delivered by Microsoft in the near future
Some key changes that might have an impact on the Knowledge Management System are highlighted in the following slides
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Modern Team Sites
Key Improvements Natively responsive – removes need to
create custom solutions for use on mobile devices
Integrated with Office 365 groups
Built-in team and organizational news and announcements
Support for data classification by business impact
Fast site creation
Timeline By end of calendar year 2016
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Modern Pages Experience
Key Improvements All new editing canvas
Natively responsive
Integrated into SharePoint mobile app
Usable in team sites
Timeline By end of calendar year 2016
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SharePoint Mobile App
Key Improvements New mobile app for iOS, Android, and
Windows
Provides access to documents and activity on team sites
Search for employee information on-the-go
Eliminates need for custom development to support mobile users
Timeline iOS – Q2 2016 Android and Windows – End of year 2016
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SharePoint Home
Key Improvements New entry point for SharePoint users
Shows documents and activity from sites that a user frequents
Suggests sites relevant to the user
Capability to provide links
Timeline Deploying Now - available to First Release