Tag Archives: Office 365

Putability – More thoughts on Office 365 for collaboration

My thinking has evolved a little further with regards to using Office 365 collaboration since my last blog. This is driven by some further investigation into the recent upgrades to Office 365 Groups and Microsoft Teams.

As mentioned before, these are somewhat interchangeable in terms of their intended purpose and both have a proper SharePoint team site on the back end which extends their capability into being actively useful. For those that remember Windows SharePoint Services (WSS) or the more recent SharePoint Foundation, Groups and Teams essentially are the modern successor. The most immediate difference between them is that Groups are email-centric while Microsoft Teams is (Skype) chat-centric; however, there are some different components presented in each. Stand-alone, they are great for very lightweight intranets and team collaboration; combined with other parts of Office 365 they offered the ability to build out midrange digital workspaces. They fill a very useful role for unmanaged or lightly managed collaboration, though some organisations will choose OneDrive for Business for their unmanaged collaboration needs, leaving Groups and Teams for lightly managed role.

When it comes to OneDrive for Business, we propose a Best Practice folder structure to that consists of:

  • Private
  • Shared with Team (<owner name>)
  • Shared with Everyone (<owner name>)
  • Shared Externally

We also commonly recommend a mechanism for managing organisational Office templates using OneDrive for Business, where we add the Custom Office Templates folder to our OneDrive for Business and point the Office clients at that.

OneDrive structure

Then there is Yammer… This also can store and share documents and allow a form of collaboration around them. Using Yammer in this way never felt very natural to us, but it was part of the original design of the product before Microsoft acquired it, and it may well suit some organisations. However, by embedding Yammer within a SharePoint page in an intranet, it becomes particularly useful for wrapping a shared conversation around a document, or conversely adding documents to a shared conversation.

The trouble with all this is that users are uncertain about where to store information. It’s a problem we’ve talked about before; with the excellent search now available across Office 365 through SharePoint and Delve – combined with an effective metadata strategy – the problem of ‘Findability’ is largely addressed. Unfortunately, ‘Putability’ – knowing where to store your content -remains a challenge.

 

The lovely people at Tata Steel have put a lot of thought into this which aligns closely with our thinking and so I share this extended version of their decision tree with their permission:

Putability

As you can see, it’s fairly complex and this reflects the complex nature of the content that we expect people to deal with on a day-to-day basis. It is, however, fairly easily explained as follows:

  1. Keep your own stuff in OneDrive and if you need to, share it with your team unless you have a team site or group for that
  2. Team and project content should go into the relevant intranet team site, or a Microsoft Team or Office 365 Group if it doesn’t have sophisticated processes wrapped around it
  3. If it doesn’t need collaboration, then publish it to an intranet publishing area such as the HR site or a Document Centre
  4. If you need to shared externally and consider a dedicated extranet, though OneDrive for Business could be used for non-sensitive content
  5. Anything which isn’t reliant on storing the document could be done using Yammer or email

 

There is no harm in embedding the above in a governance or user guide which is actively shared with your users. The better they understand where to put their content the easier it will be to find things later and much easier to keep everything managed.

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Filed under Cloud, Content management, Intranet, Office 365

Teams vs. Groups – Microsoft moves their vision forward a few more steps

Office 365 continues to develop, and it seems like something changes more or less every fortnight. This isn’t a bad thing, as long as Microsoft continue to make reasonable business decisions about the features and functionality; though the pace of change continues to present some challenges for partners and users alike.

One of the most recent announcements is the release of Microsoft Teams, an apparently new component in Office 365. Actually, not quite so new as this looks an awful lot like the immediate successor to Groups.

Groups was always a little odd; it started out as exactly that, pretty much a permissions group on to which Microsoft then tagged some collaborative functionality, initially as a shallow end alternative to a SharePoint collaboration or team site; this has evolved over a few iterations to now usefully include Skype-based group Conversations, Files (actually a SharePoint library, but with limited customisability), Calendar, OneNote Notebook (we really approve of that), Planner (their Trello competitor) and a related SharePoint Site. However, the Groups strategy was clearly work in progress. For example they got as far as introducing them into the Outlook online client and OneDrive for Business, though not really into SharePoint, which was odd. There are mobile apps, but no Group tile in the O365 App Launcher. Jeff Teper shared some of this thinking early in 2016 and indicated that there would be a change that would see Groups becoming Teams, removing the confusion between permissions groups and collaborative sites. It’s good to see this come to fruition.

Microsoft are describing it as an entirely new experience…

With the introduction of Microsoft Teams, Office 365 now has mail, social, and chat connections to SharePoint and OneDrive. When you create a team, you create or connect to an existing Office 365 group, and the group gets a SharePoint team site.

msteams

It is worth reading Dan Holmes pleasantly marketing-spin-free  description.

So with the imminent launch of Microsoft Teams (it is currently in preview) there have already been some changes. Groups appears to have disappeared from most places and Microsoft continue to tweak the positioning against full-blown SharePoint Online.

Microsoft Teams is available in preview to eligible Office 365 commercial customers beginning November 2, 2016. We expect the service to become generally available in the first quarter of calendar year 2017.

There have been some immediate refinements to the Office365 offering plans:

  • Business Essentials  explicitly  references  including Teams,  with no mention of SharePoint
  • Enterprise plans such as E1 take business essentials and adds SharePoint Online, Delve, Video Portal, Skype Broadcast, without the 300 user limit.

It’s not yet clear whether Business Essentials no longer includes SharePoint at all or whether it simply hidden away as being perceived as too complicated for simpler use cases. Whether you agree with that or not, is likely that Teams are here to stay for a while and they do provide a simpler means of creating a rich collaboration and team site than ever before.

 

 

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SharePoint – a strategic platform for business productivity

It’s long past time for another blog, so here are some musings on using SharePoint (which I really rather like a lot).

What is SharePoint

SharePoint is a Microsoft platform technology, running on servers or in the cloud, which allows a large range of business solutions to be rapidly built, deployed and managed for any size of organisation.

It includes a large number of capabilities as standard focused on, in our view, 5 core business activities:

  • Content – it provides a means to store a very wide variety of information, including documents and files, webpages containing text and images, flexible lists of information and more. Advance content management features supplement this providing version control, approvals, publication schedules and expiry, information management policies and more.
  • Communication – it provides very powerful means for presenting content, with sophisticated methods for navigation, grouping and filtering of information, notifications and alerts via email, etc.
  • Collaboration – it includes worksites that group information, content and processes together and allow groups of users to interact with these and each other in real time. Advanced capabilities include things like multi-user editing which allow multiple people to edit the same document at the same time, eliminating the need to collaborate via email. It interacts with other collaboration technologies such as Microsoft Lync and provides tools such as active task lists, statuses etc.
  • People – SharePoint has built-in social features, user profiles, contact lists and a variety of tools to enable people to find each other, for each other’s activities and interact in ways not available without such technology.
  • Business process – the above capabilities are often combined with SharePoint’s electronic form capability and workflow capability to develop and manage sophisticated business processes.

Other important features include ubiquitous enterprise search, the ability to apply branding and rich user interface elements, connectivity with line of business systems, business intelligence capabilities and deep integration with other parts of the Microsoft stack, especially Microsoft Office.

SharePoint presents its features and the information it stores via any standards compliant browser; it is also able to integrate with the Windows file system so that document libraries appear to be almost the same as saving to the local hard drive or fileserver for end-users; it provides other rich capabilities directly to other applications in the Microsoft technology stack, including Microsoft Word, Outlook, Access, Dynamics CRM, Excel etc. as well as Office 365 specific features such as Delve, Yammer, Video Portal, Skype for Business and OneDrive for Business.

Structure

Most elements of SharePoint are grouped together within a hierarchy of “sites” within a “portal”, with each site grouping together sets of features (such as document libraries, custom lists, views of information, calendars, navigation and links) and providing secure, permissions-based access for groups of users. Behind-the-scenes it supports sophisticated information architecture concepts such site collections (which act as silos of content and users), site-wide metadata, taxonomies and managed terms, permission groups, content types (which grouped together metadata, security and document templates in order to define a class of document or content, e.g. a report type or a project initiation document), information management policies and other nuanced structures.

When thoughtfully architected, these different capabilities and the solutions developed using them form the basis for an enterprise intranet or other application that can transform the way an organisation operates. When fully adopted, benefits include paperless working, agile remote working in collaboration, single point of access to all organisational information and processes, and assured single version of the truth, rapid search and discovery of organisational knowledge, access to people, management processes and the ability to continue to develop streamlined solutions to emerging business needs.

As a platform, SharePoint is considered to be best in its class and is the most broadly capable technology platform available from any vendor. SharePoint and the Microsoft stack appear in the top right-hand portion of the Gartner Magic quadrant for most of the things SharePoint delivers. (https://www.google.co.uk/search?q=gartner+sharepoint&biw=1745&bih=862&tbm=isch&tbo=u&source=univ&sa=X&ei=73JjVLjSK7T57Abw3ICoCg&sqi=2&ved=0CFEQsAQ)

Common Business Solutions

Some typical business solutions that are commonly found running on SharePoint include:

  • department and team working areas, including shared information, document libraries and the ability to work simultaneously on documents.
  • corporate document and information stores
  • staff social areas
  • policy management and publication
  • project and programme management
  • corporate library
  • events management
  • meeting and boardroom management
  • newsletter publication and comms
  • corporate video, image and media management
  • staff directory and phonebook
  • personal working areas and storage
  • electronic form and workflow enabled processes

Implementing SharePoint

In many regards SharePoint is remarkably straightforward and flexible for developing solutions with; very many applications can be developed by simply selecting appropriate features such as lists and libraries, configuring them using metadata and views and aggregating these within a variety of functional sites within a portal. All this can be done by super-user staff (rather than a technical expert or developer) directly through the browser without the need for a separate development and environmental tools.

However the very breath and flexibility introduces complexity and a depth of knowledge and experience in order to effectively plan and build solutions in an efficient and supportable way. There are many ways to make mistakes and while SharePoint itself is a resilient and forgiving environment, badly built solution will both fail to meet the business needs and disappoint or disenfranchise users.

Finding the right people?

When building sophisticated solutions it is best to start with someone who already has the skills and experience to deliver configured SharePoint applications; ideally they should have some knowledge of the solution that needs to be developed as this both exonerates the availability of the solution and minimises the risk of building it wrong. To this end it is often appropriate to engage a partner or highly experienced contractor, if they have existing experience. In order to ensure the solution is supportable in the long term it is also appropriate for knowledge transfer to the internal team to take place during the development. This way they understand it and can develop it further themselves without resort to 3rd parties.

It is also appropriate to develop the business analyst skills required to assess, triage and specify new solutions internally, as well as be able to provide guidance and support to users. Keeping the partner or contract on hand has value but it makes more sense to have internal skills backed up by external experts.

Making a plan

Of course it’s really important to plan your SharePoint project and specify the application trying to build. However SharePoint projects are not best suited, in my opinion, to pure waterfall project approaches and rigid specifications. Although you can get reasonable clarity on functionality and features required it’s difficult at the outset to define exactly how that will be achieved, or the user experience should be like and how best to mould the feature set to solve the problems or address the needs. SharePoint projects lend themselves to agile processes. There is much to be gained through iterative development with ongoing user input and evolutionary definition of the requirements. The simple reality is that the users really don’t know what they need in detail until I can see it and touch it, at which point they will think of new things that they want, change the things previously stated as requirements and rearrange the things that they see or have prioritised. The trick is to see this is a healthy activity and build it into your development plan. Fortunately SharePoint is largely very forgiving of this kind of development model, however there are still things you need to get right at the outset, such as defining the overall site structure and information architecture and really understanding the combination and quantity of lists and libraries required to store the different types of information and the relationships between them. Don’t be afraid to build a proof of concept and throw it away, but don’t be surprised if your proof of concept tries to involve itself into production environment. Know when to stop.

We also recommend trying very hard indeed to avoid writing any new code. It’s amazing how many business solutions can be solved simply by configuring the capabilities that SharePoint already has or, with a newer versions, by plugging in a SharePoint app or third-party technology. Custom development is fully supported in SharePoint that brings substantial issues around ongoing supportability and upgradability, often with little benefit.

Adopting SharePoint

There are a number of important activities to consider in order to drive success of the SharePoint implementation. These include seeking appropriate user input in the early stages, continuing to obtain user feedback for an extended period of time after deployment and being seen to act upon feedback, setting out a policy and set of standards for the way the solution is used, enabling a steering board to take decisions on the way intranet and the organisation should interact and, of course ensuring that users are appropriately trained.

Although SharePoint solutions are mostly intuitive to use the business processes that they model are often not; furthermore SharePoint introduces new capabilities which allow the adoption of new, more effective practices which users are likely to be unfamiliar with.

A good example is the replacement of familiar folder structures for storing documents with apparently flat document libraries containing hundreds or thousands of documents. The careful use of metadata allows this large quantity of documents to be presented in views that rapidly let the user find and focus on what they are looking for without having to trawl up and down to an arbitrary directory structure; this approach also eliminates the problems that are unavoidably associated with hierarchical taxonomies such as the case where a document could legitimately exist in more than one folder, or where people are excluded from accessing particular files because of their location and the permissions applied to folders.

Avoiding the old ways

A combination of training, policy, good practice guides and support our needed to transition users from the old ways of doing things to the new, more effective options. This is especially true in the early days of adoption in order to avoid users reverting to old habits or replicating poor structures that are difficult to later unpick. It is helpful to have a business analyst/evangelist who can actively promote the new ways of working through hands-on, day-to-day interaction with users in the early phase; this role also is instrumental in identifying undisclosed business needs and with confirming whether the decisions made on features and strategy are correct and effective. The role typically transitions to a more (no code) development focused one over this period of time.

Creating the new

One of the things we really like about SharePoint is a tendency to make people consider their existing processes. There is a reasonable view that if you don’t need to change things you don’t need to introduce a new technology. So conversely introducing a major platform like SharePoint should for things to change and not simply provide a new way of doing what you are already doing. If the introduction of a SharePoint solution doesn’t shake things up you probably shouldn’t do it!

Use the rollout of the new application platform to explain to people how things are going to change, to overtly deal with their reservations and persuade them of the value of doing things differently. Understand adoption curve (diffusion of innovation) and be ready for pushback and the tension between early adopters and Luddites. Decide if this addresses a business critical activity that needs an overhaul, a tool for creating cultural change in your organisation, is a new strategic direction, or is just someone’s pet project. In three out of four of these cases you will need to push staff into adopting the change and abandoning the old ways quickly; and you have the luxury of being fairly uncompromising on this, after all it is their job to do it the way the business mandates. The new ways of doing things that SharePoint engenders are genuinely powerful, create new capabilities and solve problems for users (even if they didn’t realise that they had the problem). Just remember that by adopting this slightly new way of doing things it may be somebody else you’re mostly helping rather than yourself. I’d like to think that we worked in organisational cultures where this is perceived as a good thing.

Costs

There is a difference in cost based on whether an intranet is delivered on premise or in the cloud, plus of course variations depending on the number of users involved and the breadth and depth of the solution needed. As such it is very hard to give a specific cost, but it is possible to provide some guidance on what to expect.

On premise infrastructure

Assuming an organisation of less than about 5000 people, a resilient on premise SharePoint server farm probably consists of 4 servers. Below are some guideline costs for this; they aren’t supposed to be particularly accurate, but they can act as a guide.

Year 1 cost

Sharepoint Server- rack server £5000
Maintenance: Cooling, Backup Power, Racking etc. £1000
Windows Server Licence £300
Sharepoint Server Licence £2500
Admin 5-10% 5FTE £1500
Total – Per SharePoint Server £10,300
 
SQL Server- rack server £5000
Maintenance: Cooling, Backup Power, Racking etc. £1000
Windows Server Licence £300
SQL Server Licence £650
Admin 5-10% FTE £1500
Total – Per SQL Server £8,450
 

Year 2 and year 3 costs

Maintenance: Cooling, backup power, racking etc. £1000
Admin 5-10% FTE £1500
Total – Per server £2,500

So 3 year cost is about £15,300 per SharePoint Server and £13,500 per SQL Server

For a four server farm the 3 year cost is £57,600

Virtualisation may reduce this by as much as a 3rd

On top of this, CALs are £43 per user if you’re lucky enough to be in the public sector or nearer £70 otherwise. While this is not a subscription amount, they probably will need renewing or replacing every 3 years.

Office 365

Whichever license you select and however many users you have Office 365 gives all the infrastructure and server licensing for the equivalent of a high-performance, highly resilient server farm. You also get almost all of your admin covered.

E1 Licences 5 G Cloud are £2.74 per user per month – £32.88 per user per year, for a minimum of 5 users. Otherwise it is £5 p.u.p.m. for £60 per user per year

Comparing the value of Office 365 with on premise

The following is a handy comparison chart based on the above cost assumptions. Most attractive price is shown in green; highlighting that O365 is cost effective for smaller organisations. It does not take into account the cost of capital however. I’ve used the Public Sector pricing, so you should almost double the O365 numbers and add £2700/100 users for on premise (divided by the number of years you want to spread it over).

Cost per year* Total cost over 1, 3 and 5 years
On premise            
Years Amortised over: 1 3 5 1 3 5
No of Users
100  £ 41,800  £ 20,600  £ 16,360  £ 41,800  £ 61,800  £ 81,800
500  £ 59,000  £ 26,333  £ 19,800  £ 59,000  £ 79,000  £ 99,000
1000  £ 80,500  £ 33,500  £ 24,100  £ 80,500  £100,500  £120,500
5000  £252,500 £ 90,833  £ 58,500  £252,500  £272,500  £292,500
 
Office 365 (E1 licence)
Years Amortised over: 1 3 5 1 3 5
No of Users
100  £ 3,288  £ 3,288  £ 3,288  £ 3,288  £ 9,864  £ 16,440
500  £ 16,440  £ 16,440  £ 16,440  £ 16,440  £ 49,320  £ 82,200
1000  £ 32,880  £ 32,880  £ 32,880  £ 32,880  £ 98,640  £164,400
5000  £164,400  £164,400  £164,400  £164,400  £493,200  £822,000
 

* Assuming depreciation over 1, 3 or 5 years

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Microsoft Ignite 2015

Last week was the second of the huge Microsoft conferences, following quickly on from the developer orientated Build. Ignite combined, for the first time, several slightly smaller conference, including SPC, the SharePoint Conference, providing great reach into the increasingly connected Microsoft technology stack for IT Pros, Developers and Advanced Business Users/Strategists (amongst whom I count myself).

With this in mind I thIgniteough t I might share a few insights and observations:

Ignite was a bit of a mixed/ambivalent conference for me.

A key reason for going was to understand the updates etc. to SharePoint. The conference claimed to have 76 sessions on SP, but there were only 2 on SP2016 of any note and it is clear that SP2016 has been both delayed and pushed down the stack (though no one stated that out loud).

On the other hand the reasons for this were clear – the new stuff they are bringing through, especially those based on Office graph (OG) and the Next Gen Portals (NGPs) are very exciting but also not yet ready. Since many of those use SP2016 as the ECM backend it is understandable.

A key concern we have is around how the Microsoft push towards NGPs both impacts our services based business model and fragments the user experience due to poor discoverability to NGPs. The conference helped clarify that for us, especially how we should integrate NGP elements into future intranets and evolve our information architecture to take advantage of what is coming.

The Azure ML stuff is truly exciting and foreshadows a whole host of new features, thinking and possibilities. The power of this is incredible and the ability to extend it using your own R code and models is huge. Of course all this stuff relies on the enormous Microsoft cloud, so hybrid is now the minimum option for clients – something we have started advising. The Azure Stack is a neat way of Microsoft standardising between the cloud and on-premise and making it easy to move from the latter to the former when organisations are ready.

Insights into the various fixes and improvements to the technology are welcome, of course. More impressive is how deeply the cultural change at Microsoft reaches – this is truly a different company to the one partners and clients dealt with 2 year ago, and in good ways. This is evident in so many ways – from the Microsoft staff, to engagement via YamJams and User Voice, through to the products and the way they are releasing them (and keeping them secret!).

Disappointments – I had a few… not being able to get in to a few sessions because of oversubscription, the capricious wifi, the miniscule appearance of Cortana and the complete absence of Hololens and Band.

Upsides… apart from the above was how vibrant the Microsoft community is, how far reaching and audacious the vision for the technology is, how robust the current build of Windows 10 seems (every Microsoft and demo machine was running it – with zero stalled or dead machines) and what a fair city Chicago is in the spring.

About Ignite: https://myignite.microsoft.com/#/home

Watch the sessions: http://channel9.msdn.com/Events/Ignite/2015

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Extending the perimeter – thoughts on establishing Collaboration in cloud vs on-premise

Understanding the file sharing collaborative products available from Microsoft

We tend to split file sharing and collaboration into 2 categories, real-time and non-real-time.

Microsoft’s core real-time tool is a Lync which is available both online and on premise. Lync users are able to is to message each other, people’s availability via real-time presence linked to their Exchange Server calendar and elevate discussions from text to voice over IP with supporting video and/or screen sharing. Lync is a great tool for meetings, team briefings and small groups working together on activities in real-time.

For off-line use the traditional way would be to store documents on file servers and, due to limitation of file servers, distribute documents and other content that needs to be worked on or approved via email. The new approach utilises a combination of SharePoint and OneDrive for Business (which actually also uses SharePoint under the hood). SharePoint allows Microsoft Office documents and other types of file to be stored in libraries and worked on by multiple users at the same time. Some key features include genuine multi-author editing in many cases (up to 16 authors can have the same Word document open for editing simultaneously); support for sophisticated metadata including document status (e.g. draft, awaiting review, published, expired); version control and approvals; the ability to send a link to the document via email without sending the whole document. Collaboration extends to other kinds of content, such as lists of information rather than documents, and can include other things such as shared calendars, tasks and more.

Generally, SharePoint is used for formal corporate collaboration, internal processes and team collaboration. It is possible to include an extranet solution within SharePoint to allow collaboration with people outside the organisation. Recommended best practice is for this to be a separate set of sites within a separate site collection. For this to work with an on premise SharePoint farm there needs to be a route to the SharePoint environment from the Internet through the organisation’s firewalls.

OneDrive for Business can be used to support collaboration with external parties or for informal collaboration activities and is a cloud solution only.

The other core collaboration technology, in our opinion, is OneNote. Our best practice recommendation is to have multiple OneNote notebooks, and to store these in SharePoint or OneDrive. We find that one notebook per collaboration site works very well and provides a real-time information capture, note taking and semi-structured knowledge capture tool.

Understanding the ease of deployment of an internal HyperV cloud based solution,

Although organisations talk about internal clouds or private clouds, the reality is that the crowd benefits don’t really manifest themselves until organisations have large farms running where the individual HyperV servers can take on or switch roles according to the load on the farm as a whole. We rarely see this for farms under about 12 servers, which is substantially more infrastructure and is required for this kind of deployment.

Nevertheless, installing SharePoint on-site requires a considerable amount of investment. Key steps are:

  • design farm architecture
  • provision Windows servers on HyperV
  • source SharePoint Server licenses
  • Install SharePoint Server on HyperV servers
  • configure SharePoint server instances, including permissions, site collections, templates etc.
  • source SharePoint Client Access Licenses and allocate

Only the last 2 items would be required using the Office 365 platform

Once installed, and on premise farm requires around 20% of an FTE to provide ongoing admin for the farm and the application.

Understating the security functionality / configurability in both the HyperV cloud solution vs Office 365 cloud options.

SharePoint security is a massive discussion in its own right. The summary version is as follows:

SharePoint maintains a sophisticated internal security model that provides granular access based on permission groups (which may be tied to or interact with Active Directory groups), supports security trimming (which prevents users seeing any content to which they have no access) and assigns different rights (such as view, edit, approve) to different roles and allows different roles to be assigned to different artefacts (sites, lists, libraries etc.) throughout the application.

Access to SharePoint is via a standard logon process. For on premise solutions this is usually based on the users Active Directory/Windows credentials, providing single sign-on. For cloud solutions there is an option to synchronise these credentials or to employ full Active Directory Federation which gives the same single sign-on option.

On premise solutions (e.g. a HyperV farm) are protected from the outside world by the organisation’s standard perimeter security, i.e. firewalls, threat protection and prevention. While this is often considered to be secure, the issue with this is that any content that needs to be accessed remotely or shared with 3rd parties have to circumvent this perimeter protection and this sharing rarely have strong governance; the extranet option referred to above requires holes to be created in the firewall etc. which can present a risk not only to the SharePoint farm and content but conceivably to other applications as well if not managed correctly.

Cloud solutions, including Office 365, generally has a much more sophisticated perimeter security solution. Furthermore the physical security of the server farm is far greater than can be easily achieved by most organisations with an on premise solution. Communication with the cloud solution is encrypted via SSL certificates (https:) and there is an option to enable encryption of the database. There is also an option to employ 2 factor authentication, which is achieved using a one-time code delivered via text message or using an authenticator app on a smart phone. We recommend using this sparingly as is option interferes with the ease of access to information for users, who will typically revert to less secure methods in response. The cloud solution includes an option to enable external sharing without compromising any of the organisations applications; Best practice still needs to be adhered to to protect the content within the SharePoint environment as noted above.

Security within the SharePoint application is, to all intents and purposes, the same whether on premise or in the cloud. In most cases an Office 365 environment is as secure as an on premise environment; while it is exposed to more potential threats from the intranet this is balanced by more sophisticated threat prevention built into the environment. In cases where the solution is only required for internal, on premise collaboration an argument could be made that an on premise solution can be made more secure; however when external sharing is required Solution has the benefit of segregating itself from other business applications, reducing the threat surface and avoiding compromise to the organisations network perimeter while enabling external collaboration and remote working.

This position is backed up by a number of security certifications for Office 365 and other cloud solutions. This includes an announcement from the EU in April 2014 that Microsoft’s cloud contracts and infrastructure comply with EU privacy laws and the UK data protection act across all of their infrastructure (data centres in the US and Singapore are treated as being within Europe for these purposes under this clarification). Details can be found here: http://blogs.microsoft.com/blog/2014/04/10/privacy-authorities-across-europe-approve-microsofts-cloud-commitments/

Organisations are wise to do appropriate diligence and research on the security capabilities of cloud offerings. However cloud services have matured over the last 5 years and the Microsoft ones are considered to be particularly strong. There are few reasons to reject cloud solutions out of hand on the basis of security; many financial institutions, multinationals and other organisations with commercially or legally sensitive information are committing their content to the cloud, with appropriate safeguards (which can include tools such as AvePoint’s compliance Guardian which can monitor what is being uploaded).

In reality most organisations employee local security and network security that is, at best, no better than cloud solutions. As ever the single greatest threat is the action of staff, and this needs to be addressed equally strongly regardless of the location of the application.

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SharePoint – a strategic platform for business optimisation. Part 1 – What is SharePoint

What is SharePoint

SharePoint is a Microsoft platform technology, running on servers or in the cloud, which allows a large range of business solutions to be rapidly built, deployed and managed for any size of organisation.

It includes a large number of capabilities as standard focused on, in our view, 5 core business activities:

  • Content – it provides a means to store a very wide variety of information, including documents and files, webpages containing text and images, flexible lists of information and more. Advance content management features supplement this providing version control, approvals, publication schedules and expiry, information management policies and more.
  • Communication – it provides very powerful means for presenting content, with sophisticated methods for navigation, grouping and filtering of information, notifications and alerts via email, etc.
  • Collaboration – it includes worksites that group information, content and processes together and allow groups of users to interact with these and each other in real time. Advanced capabilities include things like multi-user editing which allow multiple people to edit the same document at the same time, eliminating the need to collaborate via email. It interacts with other collaboration technologies such as Microsoft Lync and provides tools such as active task lists, statuses etc.
  • People – SharePoint has built-in social features, user profiles, contact lists and a variety of tools to enable people to find each other, for each other’s activities and interact in ways not available without such technology.
  • Business process – the above capabilities are often combined with SharePoint’s electronic form capability and workflow capability to develop and manage sophisticated business processes.

Other important features include ubiquitous enterprise search, the ability to apply branding and rich user interface elements, connectivity with line of business systems, business intelligence capabilities and deep integration with other parts of the Microsoft stack, especially Microsoft Office.

SharePoint presents its features and the information it stores via any standards compliant browser; it is also able to integrate with the Windows file system so that document libraries appear to be almost the same as saving to the local hard drive or fileserver for end-users; it provides provides other rich capabilities directly to other applications in the Microsoft technology stack, including Microsoft Word, Outlook, Access, Dynamics CRM, Excel etc.

Structure

Most elements of SharePoint are grouped together within a hierarchy of “sites” within a “portal”, with each site grouping together sets of features (such as document libraries, custom lists, views of information, calendars, navigation and links) and providing secure, permissions-based access for groups of users. Behind-the-scenes it supports sophisticated information architecture concepts such site collections (which act as silos of content and users), site-wide metadata, taxonomies and managed terms, permission groups, content types (which grouped together metadata, security and document templates in order to define a class of document or content, e.g. a report type or a project initiation document), information management policies and other nuanced structures.

When thoughtfully architected, these different capabilities and the solutions developed using them form the basis for an enterprise intranet or other application that can transform the way an organisation operates. When fully adopted, benefits include paperless working, agile remote working in collaboration, single point of access to all organisational information and processes, and assured single version of the truth, rapid search and discovery of organisational knowledge, access to people, management processes and the ability to continue to develop streamlined solutions to emerging business needs.

As a platform, SharePoint is considered to be best in its class and is the most broadly capable technology platform available from any vendor. SharePoint and the Microsoft stack appear in the top right-hand portion of the Gartner Magic quadrant for most of the things SharePoint delivers. (https://www.google.co.uk/search?q=gartner+sharepoint&biw=1745&bih=862&tbm=isch&tbo=u&source=univ&sa=X&ei=73JjVLjSK7T57Abw3ICoCg&sqi=2&ved=0CFEQsAQ)

Common Business Solutions

Some typical business solutions that are commonly found running on SharePoint include:

  • department and team working areas
  • corporate document and information stores
  • staff social areas
  • policy management and publication
  • project and programme management
  • corporate library
  • events management
  • meeting and boardroom management
  • newsletter publication and comms
  • corporate video, image and media management
  • staff directory and phonebook
  • personal working areas and storage
  • electronic form and workflow enabled processes

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Stop it being about the tech – it’s about people

As a company, we have just moved completely to the Office365 suite, mostly driven by a desire to improve our email (though it was pretty good before) and also from a desire to start using Lync (even though we are big users of Skype already) for our internal communications because of the way it looks at our diaries and indicates whether we are free for conversation or not (which is called presence).

One of the things we struggled with for a while was how to add photographs to our O365 profiles (all sorted now).  Most of us already had nice photographs in our Skype profiles and I was struck, when using Lync, by how much less involving it felt before we worked out how to add pictures to it.  Then it dawned on me…  I couldn’t see the person I was talking to.  Even though it was just a static picture the absence or presence of it made a big difference to how I felt, how engaged in the conversation I remained and whether I became distracted and tried to do other things instead of listening.

It’s only a little thing, but this small personal picture made it about the person and not the technology.  When there is no picture my mind wanders; when the picture is there so, in my sub-conscious, is the person.

I noticed the same thing on my mobile phone; integration with LinkedIn and Facebook means that at least half of my contacts in my contact list have pictures of the people concerned.  I can find those people much more quickly when I need to call them as a consequence and interact with them more strongly when I’m using my mobile.

Human beings are programmed genetically to be brilliant at face recognition; activities involving faces engage the deeper, older parts of our brains.  Last week I re-tweeted a comment from the good chaps at Bliss-Systems “User interfaces need to be intuitive because, like words and sentences, people don’t really read them.” On reflection there is more to it than this, user interfaces need to engage people at a primal level not just at the cognitive level; they need to make it feel like we’re interacting with a person not a machine; they need to provide visual cues and social touch points that make it feel like we are interacting with people.

So… make it about people, not tech. We have added pictures all over our solutions now. Personalisation means more than we realise…

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