Case study Migration to Office 365 from SharePoint 2010 css19

Editor's Notes

• #8: Wouldn’t it be great if you could search for information at work just as easily as you do on the Internet? With Delve you can. That means you can quickly find what you need across sites, files, conversations and more. Now you can always stay connected and informed on topics that you and your colleagues are working on. Let Delve quickly surface the content you need for your job and the projects you are working on. Delve’s results are tailored to you so they are relevant, real-time & up-to-date.
• #9: OneNote is a digital notebook that allows you to gather and organize your notes and information. You can organize text, pictures, digital handwriting, audio, video, and more, in one notebook. It provides powerful search capabilities to easily find information and you can share your notebooks and work together with others more efficiently.
• #10: Organizations use SharePoint as a secure place to store, organize, share, and access information from any device. SharePoint Online - A cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to an Office 365 plan or to the standalone SharePoint Online service. SharePoint Server - It includes all the features of SharePoint Foundation. And it offers additional features and capabilities, such as Enterprise Content Management, business intelligence, enterprise search, personal sites, and Newsfeed.
• #11: OneDrive is the place where you can store, share, and sync your files and then get to them from anywhere on virtually any device. Work on documents with others at the same time (if you store them in OneDrive). Send files from Outlook 2016 as modern attachments When you attach files from OneDrive, OneDrive for Business or SharePoint, you can share them as View only, or give the recipients Edit permissions, which helps them collaborate easily on one copy that everyone works on.
• #12: Office 365 empowers you to securely edit and share documents with others using  Word, Excel, PowerPoint, and OneNote. Using the collaboration features to edit documents online removes the headaches of check in/check out, tracking changes, manually merging documents, and locating the most up to date version with the added function of coauthoring. Mobility Office 365 enhances the mobility experience through OneDrive for Business by empowering you to store, sync, and share your work files across all of your devices. Now your business critical documents can be available when connected to the internet outside of the office. Products included are: Outlook Online - email SharePoint Online - intranet Skype for Business - instant messaging, online meeting OneDrive for Business - store, sync and share personal work files Office Online - edit and read office documents
• #15: The following activities, at a high level, will need to be completed in order to move to SharePoint Online. The order of some tasks can be modified if needed, however, others must be completed as prescribed.
• #16: Tabbing system will be on one page for ease of editing. All content will need to remain in the provided zones on the home page. This will ensure consistency across our intranet. Rather than having multiple web parts in different zones, we are asking that you use the tabbing feature to add more to your page. Please ensure you have a banner on each tabbed page. Folders tend to limit the ability to search, and the main goals users of the intranet have is to find what they are looking for. If you think of a play list, where all songs are organized by the tags that categorize the song – artist, album, year, genre – documents will be organized like that rather than in folders. You can build your own categorization or use the taxonomy (naming convention) already established within the company in the available content types. This is known as Managed Metadata. Managed Metadata ensures that more consistent terms are used across the intranet. By identifying and utilizing enterprise-defined terms and keywords used among employees, it provides greater consistency and accuracy in search results. Within large organizations each department will naturally develop its own set of terms and these may be department specific. It is therefore essential that the end user’s behaviors and preferences are understood and that all terms are aligned with business requirements. Managed metadata ensures the search functionality is aligned with these requirements by providing dynamic capabilities to adapt to changing enterprise needs. Flexibility and adaptability are crucial within any organization. Providing end users with the ability to select preferred terms and values can significantly increase the accuracy of search. Content types consist of a collection of metadata. Just like in whatever town you live in, the intranet at Energy Transfer has certain amenities that your home ties into. There’s certain information common to everyone for documentation everyone must use, such as driver’s licenses, and other IDs: those are Name, Birthdate, Address. It is similar with content types, there are fields that are commonly used called managed metadata. Think of a form template where there are certain fields that need to be filled in.
• #17: Just like a house, you’re responsible for the duration of the time you live in it. You determine it’s life-cycle and when it needs to be deleted. You have the only authority to grant people contributor access, and all requests will be routed through you for approval. Before you do; however, please make sure to train your contributors. This is the best way to ensure that your users know how to work with your individual site because processes may vary from site to site, much like house rules are different for every family. There’s an added benefit for you, too: when you teach, you learn. Let’s continue with the home analogy…this is your department’s formal living room, and you are the owner. That means, you are ultimately responsible to make sure the rules of the house are adhered to by the people who live with you. If you follow the guidelines for email, and other company policies, that should have you covered. You’ll want their help in maintaining it and keeping it up to date. I would suggest making discussing it a regular item on your department meeting agenda so that it becomes second nature that people think to use it as a communication vehicle to the rest of the organization. Think of your front page like the window dressing of a store front; if it never changes, people aren’t that likely to stop in again. However, if it’s consistently updated with the latest and greatest, you increase the probability of grabbing the attention of your audience. Keep your visitor’s goals in mind, and make sure you keep front and center the things they’re looking for if they happen to navigate to your site. Another way your users look for the information your department provides is through search. If you have never heard of content types or metadata tags, consider the way social media uses tags. This allows for categorization of content and improves their search.
• #18: The training today will be exclusively about your department site, but there will be future training for the other types of sites. You can think of your department site as the formal living room of a home where you put your best furniture, decorations and china in order for your guests to get the best of what you have to offer them; it’s strictly for your guests to visit, consume and leave. This is the place to keep tidy and where you don’t keep your dirty laundry, right? All of that messy day to day stuff goes in the team site, which is more like the den of a house. The kids can chew bubble gum there, put their feet on the coffee table, and otherwise do their day to day living. The Extranet is like a team site, only the team consists of people outside of the organization as well as inside. Since they’re collaborating with you, the information out there remains a work in progress.
• #20: The analyst will be responsible for identifying the Site/Content Owner. The Site Disposition List shall be used to track all progress during this phase.  The analysts will investigate each Item (site) on the Site Disposition List and contact the “Contact” listed and determine 1) if that person is the relevant Content Owner, 2) if the site needs to be migrated or remain in place. If the contact isn’t the actual Content Owner, the analyst will review the site for content contributors who may be, or are willing to assume the role of, the Content Owner. The analyst will need to contact any or all persons that could provide insight on who the site owner is or should be.