8 Things to Consider as SharePoint Moves to the Cloud

8 Things to Consider as SharePoint Moves to the Cloud

Christian BuckleySharePoint MVP and Chief Evangelist

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Christian BuckleyChief Evangelist & SharePoint MVP

Metalogix

www.buckleyplanet.com

@buckleyplanet

[email protected]

Topics I’ll cover today:• How will the Cloud impact my business?

• What is a hybrid SharePoint environment, and does it make sense for my business?

• How does moving to the Cloud impact my SharePoint planning?

• How does the cloud impact my ability to manage SharePoint across the enterprise?

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At Metalogix, our Continuing Mission is to improve the use and performance of Enterprise Content to power knowledge sharing and collaboration.

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• Provide single source delivery of complete suite of best-in-class SharePoint technology

• Now offering the industry’s premier SharePoint governance, backup and monitoring.

• Deliver world-class live 24x7 support to our customers

• Over 14,000 customers in 86 countries on 7 continents

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Single Source to Deploy, Operate, and Protect SharePoint

Collaboration has evolved

Worldwide spending on public IT cloud services will grow from $47.4 billion in 2013 to more than $107 billion in 2017http://www.eweek.com/small-business/public-it-cloud-services-spending-to-reach-108-billion-by-2017-idc.html

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Over the next several years, the primary driver for cloud adoption will shift from economics to innovation as leading-edge companies invest in cloud services as the foundation for new competitive offerings.

Frank Gens, Senior Vice President and Chief Analyst at IDC

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Cloud

According to IDC, virtual private clouds (Azure) will accelerate organizations into the cloud

• By 2017, public IT cloud services will drive 17% of IT product spending and nearly half of all growth across five technology categories:• Applications

• System infrastructure software

• Platform as a service (PaaS)

• Servers

• Basic storage

• Software as a service (SaaS) will remain the largest public IT cloud services category throughout the forecast, capturing 59.7% of revenues in 2017.

• The fastest growing categories will be PaaS and IaaS, with CAGRs of 29.7% and 27.2%, respectively.http://www.eweek.com/small-business/public-it-cloud-services-spending-to-reach-108-billion-by-2017-idc.html #T16CloudESPC

What is driving SharePoint into the cloud?

The NIST-SP 500-291, NIST Cloud Computing Standards roadmap publication from the National Institute of Standards and Technology (NIST) defines cloud computing:

• Enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources

• Rapidly provisioned

• Minimal management effort or service provider interaction

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• As SharePoint continues to expand its footprint, companies are demanding flexible architectures to help them better meet internal and external collaboration needs

• Reducing costs

• Reducing headcount

• Doing more with less

• Focusing less on traditional IT activities and more on activities that will help drive the business forward

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The CIO Dilemma:

Balancing end user requests with compliance and governance constraints, weighing costs and flexibility

Changes to SharePoint

WCMFeatures

• Cross Site Publishing• Video & Embedding• Image renditions• Clean URLs• Metadata navigation• Variations & Content

Translation• Search Engine

Optimization

Benefits

• Built for the internet• Built for mobile

Supports the tools and workflows designers use

SocialFeatures

• Community• Social tagging• Easily share content

and activities• Follow documents,

people, sites, tags, and activities• Improved activity

streams• Improved My Sites• Save locally

Benefits

• Build more robust metadata• Make content more findable• Link people, teams, content

and activities

OfficeFeatures

• Web-based access to the Office applications• Drag and drop from

the desktop to the platform• Exchange integrations• Improved notifications

Benefits

• Online and offline editing• Improved end user

experience• Aggregated view into the

entire desktop

SearchFeatures

• FAST integration• Hover panels• Search by metadata• Search result

customization• Improved analytics

Benefits

• Manage user permissions• Comprehensive security

reports• Recommendations for

permissions clean up

Online 1st Features

• Nearing parity between online and on prem• Robust integration

between the desktop and the platform• Speeding up the

delivery of new features• Built for the cloud

Benefits

• Faster realization of the benefits of the cloud• Access to tools and data

anytime, anywhere

Change is coming to all of your enterprise applications

Data anytime, anywhere.

Pick your tools. It’s all about self-service.

Bring your own device.

Social experiences.

Built for the business user, not the IT organization.

Advantages to SharePoint in the Cloud

Alternatives for control, cost, & capability

Infrastructure as a Service (IaaS)

(network architects)

Software as a Service (SaaS)(end users)

Platform as a Service (PaaS)(app developers and designers)

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Software as a Service• Standardized (packaged) platform

• Provided with Service Level Agreements (SLAs)

• Minimal customization

• Both software and hardware infrastructure provided within the service

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Platform as a Service• Architectural and development access to application services,

storage, and application runtime

• Infrastructure Service Level Agreements (SLAs), but work must be conducted within agreed framework

• Some customizations allowed, within framework

• Both software and hardware infrastructure provided within the service

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Infrastructure as a Service• Virtualized hardware and software, including

servers, storage, and network infrastructure

• All components delivered as metered services (pay per use)

• Complete application control and customization

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On Premises Cloud

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On Premises Cloud

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On Premises Cloud

AD Azure ADADFS

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On Premises Cloud

You can deploy SharePoint 2013 solutions on physical and virtual infrastructures, which include the following environments:• On-premises, physical or virtual• Private cloud (in-house)• Private cloud (hosted)• Public cloud

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What is the difference between public and private cloud?

Infrastructure maintained solely for customer

On premises or off

Managed by the customer, or by a 3rd party hoster

Private Cloud Hybrid Cloud

Multiple infrastructure options

Components both on premises and off premises

Management spread between customer and 3rd party hosters

Infrastructure shared by multiple customers

Off premises

Managed by 3rd party on behalf of customers

Public Cloud

http://social.technet.microsoft.com/wiki/contents/articles/4633.what-is-infrastructure-as-a-service.aspx

Build

Buy

In HouseOut Source

Partner Hosted Private Cloud

• Dedicated environment

• Externally hosted

• Externally or internally managed

• Internally designed

Self Hosted Private Cloud

• Dedicated environment

• Internally hosted

• Internally managed

• Internally designed

Shared or Dedicated Public Cloud

• Shard or dedicated environment

• Externally hosted

• Externally managed

• Externally designed

Dedicated Public Cloud

• Partially or fully dedicated

• Externally hosted

• Externally or internally managed

• Minimal customization

Traditional on prem

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Common Scenarios • Rapid provisioning of new workloads on Office 365 while maintaining existing

on-premises workloads

• Organizations wishing to migrate workloads from an existing on-premises environment to the cloud over time in a phased approach

• Organizations wanting to supplement their cloud environment with additional features or customizations which are currently only possible on-premises

• Compliance or data sovereignty reasons which might stipulate certain data be hosted in a particular location

Hybrid SharePoint Environments with Office 365, Microsoft

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Advantages• A professionally managed data center with 24x7 support and advanced network

security and intrusion detection.

• Separation of identity and content for externally-facing workloads vs. on-premise internal-facing environments.

• Rapid provisioning with little or no upfront costs for hardware and software.

• On-demand scale-out to meet variable capacity demands.

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How secure is the cloud?

Is there risk in moving my data to the cloud?

According to a 2013 Forbes survey:

of workers used an unsanctioned cloud service for document storage in the last 6 months41%

87%$1.8

of these workers knew their company had policies forbidding such practices

(billion) estimated annual cost to remedy the data loss

New Mobile Survey Reveals 41% of Employees Are Deliberately Leaking Confidential Data http://onforb.es/18h92Nv

The cloud decision is intrinsically tied to end user adoption and, ultimately, business alignment

8 things to consider as you move toward the cloud

8 things to consider• Focus on the user experience

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8 things to consider• Understand what can be moved to the cloud

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8 things to consider• Decide what should be moved to the cloud

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8 things to consider• Figure out which flavor of cloud fits your needs

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8 things to consider• Understand how best to use your in-house skills

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8 things to consider• Plan for a more complex information architecture

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8 things to consider• Use your upgrade/migration to clean house

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8 things to consider• Create a consistent governance strategy

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• Permissions

• Storage management and optimization

• Information architecture and taxonomy

• Reporting

• Auditing and compliance

• Policy management and automation

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How to move forward

Take a strategic view• Understand your changing requirements• Understand which workloads can be moved now,

and which will require more platform and cloud infrastructure maturity

• Understand and mitigate governance risks

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Identify requirements

Map requirements to SharePoint functionality

Make the difficult decisions

Ongoing operations management

Business Need Service

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Factors in your cloud planning

• Location / facilities• Software licenses and support• Hardware and maintenance• Onsite support, personnel skills• Level of customization• Governance, auditing, security, compliance• Disaster Recovery and Business Continuity • Upgrades and migration

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Location / facilities Need space and maintenance planning Most likely provided

Software licenses and support

Licensing costs, but also upgrades and ongoing support

Included in vendor-hosted solutions

Hardware and maintenance

Need to purchase, support and maintain, and upgrade as platform matures

Included in vendor-hosted solutions

Onsite support, personnel skills

Administrative, developer, and end user skills and training

Still requires administrative and possibly dev skills, end user training

On Premises Cloud Hybrid

Need space and maintenance planning

Licensing costs, but also upgrades and ongoing support

Need to purchase, support and maintain, and upgrade as platform matures

Administrative, developer, and end user skills and training

Level of customization Full control

Limited to none in SaaS, some control over PaaS, full control over IaaS

Limited ability to integrate depending on SaaS, PaaS, or IaaS

Governance, auditing, security,

compliance

Many limitations OTB, but very robust tools from partners

Limited

Very complex across on prem and cloud components, very manual

Disaster Recovery and Business

Continuity

Needs to be planned, limited features OTB Defined in SLAs

Upgrades and migration

Some OTB capabilities, 3rd party for tighter control and predictability

Microsoft recommends 3rd party tools

On Premises Cloud Hybrid

Very complex across on prem and cloud components, very manual

Some OTB capabilities, 3rd party for tighter control and predictability

Common Questions

What cloud services should I pursue?

• Take a look at the tools and systems you use today, and figure out which ones could save time and money by moving to the cloud.

• Hosted Exchange is a relatively easy platform to move to the cloud -- the platform is mature, and there are ample vendors offering strong SLAs.

• Focus first on moving to mature solutions (minimize risk of moving), then investigate new capabilities not already in house (minimize cost of trying new solutions)

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Should I consider cloud-only or a combination of cloud and on-premises solutions?

• Rarely can companies go entirely into the cloud, as not every platform is cloud-ready, and many orgs have extensive customizations in on-prem.

• Hybrid environments will be around for some time, and the move for many companies will be incremental.

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What kind of cloud partners should I choose?

• Same as any other vendor selection process, look carefully at what they offer, who they support, and how long they’ve been in business.

• Depending on what you plan to move into the cloud, look for partners with the strongest Service Level Agreements (SLAs).

• Also look for specialization. For example, work with a hosted PPM provider with a strong history in project management, not just a hosting service running an instance of Project Server.

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How do cloud services differ from traditional managed services?

• The primary difference is that you say goodbye to the major platform upgrades every 3 or 4 years, and move toward more of an iterative update.

• As cloud-based service providers, their revenue model changes dramatically as customers move from a high-cost, project-based model to a recurring revenue model.

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Best Practices• Make governance a priority

• Look at your systems holistically (a business view), regardless of where your servers sit

• Clarify and document your permissions, information architecture, templates, content types, taxonomy -- and ownership of each

• First define what policies, procedures, and metrics are needed to manage your environment, and then look at what is possible across your cloud and on-prem instances

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Resources• Office 365 SharePoint hybrid – what you DO and DO NOT get

http://www.sharepointnutsandbolts.com/2014/02/office-365-sharepoint-hybrid-what-you-do-and-do-not-get.html

• Office 365 and Hybrid Solutions http://www.slideshare.net/ciphertxt/sugdc-20130912-office-365-and-hybrid-solutionsrealease

• SharePoint On-Premises Or In The Cloud? Why not both? http://johnrossjr.wordpress.com/2014/02/25/sharepoint-on-premises-or-in-the-cloud-why-not-both/

• Hybrid for SharePoint Server 2013 http://technet.microsoft.com/en-us/library/jj838715.aspx

• What is Infrastructure as a Service? http://social.technet.microsoft.com/wiki/contents/articles/4633.what-is-infrastructure-as-a-service.aspx

• Understand and evaluate hosting options for SharePoint farms http://technet.microsoft.com/en-us/library/hh128769.aspx

• Governance and Administration for Hybrid Deployments http://bit.ly/XmqBIc

• New Mobile Survey Reveals 41% of Employees Are Deliberately Leaking Confidential Data http://onforb.es/18h92Nv

• AIIM Trendscape: Content and the Cloud http://bit.ly/1f26hFm

• Is the NSA Leak Really Impacting Cloud Adoption? http://bit.ly/1bxabDQ

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Thank you!

www.buckleyplanet.com

@buckleyplanet

[email protected]

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