Download - Integrating Office 365 With the Rest of Your Enterprise – Best Practices & Common Pitfalls
Integrating Office 365 With the Rest of Your
Enterprise
Best Practices & Common Pitfalls
Who am I?
BA Insight:
Microsoft’s go-to ISV for Enterprise
Search; Focused on Search and
SharePoint since 2004
Twitter: Twitter.com/BAinsight
Jeff Fried, CTO, BA Insight – Previously VP Advanced Solutions for FAST,
then MSFT Product Manager for FAST and SharePoint 2010 Search
Technet Column:
“A View from the Crawlspace”
Blog: DoMoreWithSearch.com
Twitter: Twitter.com/jefffried
Based in Boston, MA, USA
This talk in a nutshell
Important Concepts
Infrastructure as a Service (IaaS)
Platform as a Service (PaaS)
Software as a Service (SaaS)
Less C
om
ple
xity
Mo
re C
usto
miz
atio
ns
Minimal Entry Cost
Shift From CAPEX to OPEX
Office 365 Marketing?
Office 365 Feature Parity?
Demo
• Single Architecture
• Initial deploy is still required to migrate data to Office 365
• AD clean up and network upgrade is often required
• Balance between continuous innovations and minimize
change
• Customer controls IT policies but not feature availability
• Understand your internal security and privacy requirements
What does moving to Office365 mean?
Microsoft Planning Tools
• Email domain discovery and number of users leveraging each domain
• User identity and account statistical information
• Active Directory schema and forest/domain functional data
• Trusts extract (checks for multi-forest constraints)
• Directory Synchronization
• Pre-requisite checks
• Attribute assessment
• Single sign on
• Attribute assessment
• Exchange statistical information
• Public folder, public delegates, and proxyaddresses extract
• 3rd party and unified messaging proxyaddresses information
• Lync statistical information
• SIP domains summary
• SharePoint user object count assessment
• Summary of domain joined machines for rich experience/SSO readiness
• Port analysis on certain Office 365 endpoints
• DNS records assessment
Office 365 Deployment Readiness Tool
Wow, Patrick….the Cloud is wonderful!!
Feature SharePoint 2010
Standard CAL
SharePoint 2010
Enterprise CAL
Office 365 (SharePoint
Online)
Strong relevance Yes Yes Yes
Best Bets, synonyms, duplicate
detection, … Yes Yes Yes
Extensible Search Scale to 100M items to 1B+ items - FAST to 100M items
People Search Yes Yes Yes
Phonetics and Nickname Search Yes Yes Yes
Metadata-Driven Refinement Yes Yes Yes
Federated Search Yes Yes No
Query Suggestions, "Did You
Mean?” and Related Queries Yes Yes No
Tunable Relevance with Multiple
Rank Profiles No Yes - FAST No
Thumbnails and Previews No Yes - FAST No
Contextual Search No Yes - FAST No
Deep Refinement No Yes - FAST No
Advanced Content Processing No Yes - FAST No
Crawling External Content Yes Yes No
The Cloud Creates Silos
How satisfied are you with SaaS and On-Demand Apps?
3.6
3.4
3.4
3.4
3.3
3.2
3.1
3.1
3
Ease of Implementation
Service Reliability
Industry Specific Consulting Advice
Initial Setup Cost
Vendor Responsiveness
Support for Specific Business Needs
Support Costs
Ease of Customization
Ease of Integration with on-prem systems
Source: InformationWeek Analytics 2011 Enterprise Applications Survey
18
Top business challenges we hear about
Information Explosion Data in Silos Diverse User Requirements
Unstructured Data
Un-Organized
Un-Categorized
Exponential Growth
Discrete Roles
Diverse Systems
Varied functions
Lack 360° view of info
100+ Systems
No Interconnect
Difficult to find info
Frustration
2015 2010 2006
Data Growth and Transformation S
tate
of
the E
nte
rpri
se
Source: IDC
(1 Exabyte = 1 Million Terabytes)
60% Unstructured
Data
30% Unstructured
Data
19
161 Exabytes
10+ Data Silos 988 Exabytes
80+ Data Silos
8,000 Exabytes
500+ Data Silos
90% Unstructured Data
Every two days now we create as much
information as we did from the dawn of
civilization up until 2003 Eric Schmidt (Former CEO of Google)
Information and application silos
Marketing Sales Procurement Consulting Research HR / Legal Support Production
Content Silos
Siloed UI Applications
Search Bridges across Silos: Unified View
• Growth of online services and applications – Office365
– SalesForce.com
– MS CRM Online
– etc.
• Search can bridge across silos created by
mixing cloud / on-prem and deliver Unified
View – Better use of online assets
– Realize the value of the hybrid model
The Pathway to the Cloud
On-Premises Cloud Service Coexistence
Complete control and ownership of hardware, maintenance, resources,
and administration
Migrate some capabilities to SharePoint Online and access both on premises and
online sites with the same domain credentials
Microsoft will regularly deliver new features and capabilities to SharePoint
Online
Single sign-on experience online and on premises
With identity federation and directory
synchronization
Hybrids • Trusted (ADFS)
• Untrusted (Two Identities)
This talk in a nutshell
Search Bridges Silos Created by the Cloud
• The Value of a Unified View
• Why It’s Hard to Create
Unifying Information across {online, onprem}
• Crawling from {online, onprem} to {online, onprem}
• Federating across {online, onprem}
Achieving a Unified View
Case Study: Pharma R&D
R&D researched where it was spending
its time, and discovered
56% of R&D time
(human capital and budget) was spent:
Duplicating existing research
It blew them away, until they reviewed
why…
Case Study: Pharma R&D
Top 3 reasons for 56% effort duplication:
1) Research done in separate groups • Seemingly unrelated research projects
• Later in lifecycle (mfg, reg/test)
2) Data not accessible • Isolated content source
• Restricted / limited access
• Source not searchable
• Special knowledge required
3) Data not linked • Various names/changes leave data disconnected
• People not connected to data (experts)
• Data managed in many unconnected systems
Case Study: Pharma R&D
1. Documentum Image
2. SharePoint Doc
3. Regulatory Record
4. MEDLINE article
Unified View: Multiple Sources One Search
Search: amgen 655
Relationships Discovered:
Antibodies: mAb
Receptors: DR5, IGF-1R
Labs: Oncology 1
People: David Chang
What is an indexing connector?
Web Content
File shares
Database
s
SharePoint
Enterprise
Repositories
Search
Engine
Connector
Connect Securely 1
Map Content 2
Feed Engine 3
Find any changes 4
Why is this hard?
• Heterogeneous Data Models and System characteristics – Every system is different
– Mapping to common metadata is essential for findability
• Heterogeneous Security – Every system has different security and authentication models
– User must see ONLY information they are entitled to, across all systems
• Bandwidth and Performance – Lots of content!!!
– Cross-site Bandwidth can still be expensive or limited
– Source systems can be the limiting factor and need a ‘light touch’
• Usually MANY systems, not just a couple
These are challenging enough OnPrem…..
Unified View scenarios – a framework
• The Cloud Creates Silos
• Search can bridge these silos in a variety of ways
On-Prem On-Cloud
On-Prem Crawl On-Prem
To On-Prem
Crawl On-Cloud
To On-Prem
On-Cloud Crawl On-Prem
To On-Cloud
Crawl On-Cloud
To On-Cloud
Federated Federate across
data centers
Federate across
cloud
Crawl OnPrem from OnPrem
• Traditional Indexing Scenario
– BUT practices still not mature
– Exploding Content volumes, Multiple Systems
– Wide variety of content types, especially unstructured
data
• Bandwidth within the datacenter not a problem
– “Distributed Crawl” across regional centers a common
issue
– Failover/Backup sites can be challenging
• Security is NOT homogenous
– Lots of different models
Crawl OnLine from OnPrem
• Predominant Hybrid scenario
– Single Index OnPrem, anchored by OnPrem LoB systems
– Single Tenant, fully owned search system (including FAST)
– OnLine systems: Salesforce, MS-CRM, …..
• Bandwidth usually manageable; audit recommended
– Crawl scheduling and Crawl times
– SLA from the OnLine provider is important
• Security is NOT homogenous
– Lots of different models
Crawl OnPrem from Online
• Hosted Search Scenario (IaaS)
– Single Index OnLine, single- or multi-tenant
– Crawling OnPrem systems: Web Site, Common Systems
• Search Hosting Provider with SLA
– Removes the headache of search management
• Bandwidth should be reviewed with hosting provider
– Bandwidth limiter important for SLA
– Negotiate Crawl scheduling and Crawl times
• Security can be difficult, especially for multitenant
– Lots of different models
– Hosters are often more secure than their clients!
NOT supported with O365
Crawl OnLine from Online
• Unusual Scenario today; will grow in the future
– Searching email in Exchange Online from hosted search
• Bandwidth rarely an issue
– Backbone traffic between major data centers
• Security issues can be very tricky
– Requires common SSO approach
• Multiple SLAs, multiple providers
BA Insight O365 Connectors
• SharePoint
• Exchange
• Exchange Archives
• Lync? via Exchange
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Longitude Connectors
SharePoint /
FAST Metadata Enrichment
Change Log Security Mapping
Search Optimised
API
Targets
SharePoint Libraries & Lists
Unified Search Index
Demo
Crawling O365 from OnPrem
• Can get to a true unified view
– Single Index OnPrem, using SharePoint or FAST
– Single Tenant, fully owned search system (including FAST)
– Access to SP and Exchange content
• Bandwidth and Security work well with O365
– O365 security approach
• Security driven by O365 SSO approach
– Need to adapt OnPrem model or mapping
Hybrid Co-Existence
•
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Unified View scenarios – summary
On-Prem On-Cloud
On-Prem Crawl On-Prem
To On-Prem
Crawl On-Cloud
To On-Prem
On-Cloud Crawl On-Prem
To On-Cloud
Crawl On-Cloud
To On-Cloud
Federated Federate across
data centers
Federate across
cloud
• Content is nearly always hybrid
• Each scenario has unique security, bandwidth, and
operational challenges
• A unified view is achievable with search
Wait…what about Federation?
Advantages of crawling content
• By querying the content index for search results, you can do
the following:
– Control relevance and navigation
– Control how frequently the content index is updated
– Control what metadata is crawled
– Ensure speed of response
– Control the load on the source system
Advantages of federating content • By using federated search to return search results:
– You can get at content that you can’t crawl
– You require no additional capacity requirements for the content index,
as content is not crawled by search server.
Longitude Federator - Overview
• Single result set across multiple sources, interleaved by relevance order
• Unified refiners for streamlined navigation and filtering
• Auto-generated refiners based on identity of source systems
Challenges in Federation
• Working with data sources
– Each data source may communicate via a unique protocol
– Data models differ between sources
– Handling of timeouts, error conditions, etc.
– Supporting back-end authentication
• Complexity of combining results from multiple sources
– Complex search strings needed to search multiple sources
– Use of multiple APIs (one API per data source)
– Need logic for mixing, handling, and paging through multiple result sets
– Complexity can result in performance degradation (e.g., slower response time) and difficulties at responding to evolving business needs
• Optimizing results and source performance
– Analytics
– Ability to assess source performance (e.g., availability and latency) and take corrective actions if necessary (e.g., sources go offline)
This CAN work with Office365! Watch this space
You can bridge Silos created by the Cloud
• It’s Hard to do but valuable
You can unify Cloud and On-Prem
• Different scenarios with different challenges
• BA Insight provides technology for all this
Takeaways
Transitioning to the Cloud
•
•
•
•
•
Preparing for SharePoint in the Cloud
Build on the Basics
Some systems will remain onprem
BA Insight Current Offerings
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Longitude™ Software Suite Extensible products that make
information explorable and actionable
TotalView™ Applications Contextual unified view applications
customized for a specific business use
Longitude Search Rich previews, document assembly, AptivRank relevance
optimization, and contextual actions
Longitude SearchParts UI toolkit including search-inside, multi-select, dashboards
and saved searches
Longitude Federator Unified result set across multiple search engines
Longitude Content Aggregator 3800+ external data sources aggregated via MuseGlobal
Longitude AutoClassifier Automatic metadata generation in place or during indexing
Longitude Connectors 40+ out-of-the-box indexing connectors with unique
scripting and security capabilities
TotalView for Customer Service Single view application helping support agents find
customer information from any system, instantly
TotalView for Sales A unified view of all customer information, from all CRM,
billing, email and document management systems
TotalView for Legal Unified client and matter-centric dashboard and search
across all repositories
TotalView Expertise Finder Quickly locates best experts based on their work
products, profile, and billing/project records
TotalView Knowledge Center Quickly locate most relevant content, boost reuse, and
profile end-user preferences automatically
Professional Services Complete range of services from top search experts, including
search strategy, implementation, custom solutions, and support
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New & Different in SharePoint 2013 - Search
• Different Search Core and Search Architecture
– Brand new core, shared with exchange
– Bring in the best of FAST
• Simplified Product Lineup
• Search powers many other parts of SharePoint
• Focus on end-to-end scenarios
– including e-Discovery and customer-facing sites
• Even strong platform for building Search-Based Applications
BA Insight and SharePoint 2013
• All of our products will continue with SharePoint 2013
• We’ll help you navigate the change
– Cross-version migration
– Hybrid (O365 and on-prem)
• We’ll have some exciting new features and capabilities
– Innovating on the new platform and new paradigms
– Continue our strategy of catalyzing search-based applications
• Where there are ‘gaps’ in the new platform, we’ll fill them
– Synchronized with Microsoft to provide the best use of the platform
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Want to learn more?
• Contact BA Insight!
• www.BAinsight.com
Q&A