moving to office 365 and what charities really need to know
TRANSCRIPT
Moving to Office 365?….or what you need to know for a stress free migration
Webinar Presenters
Miles Maier @LasaICT
Phil Anthony Co-OpSys
www.londoncouncils.gov.uk/grantsLondon Councils is committed to fighting for more resources for London and getting the best possible deal for London's 33 councils. London Councils has a website about its grants service. To read about our grants funding and the work of some of the 300 groups we support
Supported by:
Chris Harris Co-OpSys
• London For All – partnership of LVSC, Lasa,
ROTA, WRC and HEAR
• Only pan-London charity tech advice service
• www.lvsc.org/londonforall/
About Lasa
• 30 years in the sector
• Technology leadership, publications, events and consultancy– www.lasa.org.uk
• Welfare Rightswww.rightsnet.org.uk
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Post questions via chat or raise your virtual hand
• InteractRespond to polls during webinar
• Focus Avoid multitasking. You may just miss the best part of the presentation
• Webinar PowerPoint & RecordingPowerPoint and recording links will be shared after the webinar
Co-Operative Systems
• Co-Operative Systems first began providing IT services to charities and NGOs in 1987
• Focused on being a specialist IT provider to the not-for-profit sector
• Many clients from welfare rights and law sector
Web: www.coopsys.net
Why Office 365 - What do you get?
• Familiar applications – Word, Excel, PowerPoint, OneNote (Web Apps)• Online storage within SharePoint and OneDrive for Business• New applications regularly added such as Delve & Sway (Continual Updates)• Skype for Business• Yammer
• Use on almost any device, from any where
Why Office 365- Its Moving
Why Office 365 – Real Business Drivers
Why Office 365 – Free for Charities
Access to further subscriptions – Office Suite, Project, Dynamics etc
Why Office 365 – SharePoint
What can SharePoint Online do? Keep staff up to date with latest company
information
Provide a collaborative working space for documents
Reduce the flow and impact of non-essential internal email
Provide secure space for external collaboration
Considerations• Internet speeds – these are paramount along with network and
firewalls
• Windows 7 or above – XP machines are not supported, Office 2010 SP3 or above
• You will likely still need an on premise server
• Trial – if not already done so, a trial is most important to allow staff to see exactly how the platform functions
• Training is vitally important to ensure that staff are familiar with systems
• Data needs to be organised and cleaned up prior to migration to ensure that that it falls within the SharePoint restrictions. Staff need to be given dedicated time to carry this out
Considerations - Internet
Internet
Considerations - Trial
• Necessary to confirm NFP eligibility
• Needs to be set up correctly – so it can show all the capabilities, options & so it looks good
• Use the trial for a specific project/task – so it gets used
• Get staff involved – particularly those resistant to change
• Test any third party add-ins i.e. DB link to email
Considerations - Local Services
Often a local server is still needed for:
• Roaming user profiles
• Printing
• Local applications i.e. Database, Finance Packages, HR Software
• Access to archive data, digital files
Considerations - Library Item limits
• SharePoint document libraries have a view limit of 5,000 items.
• This leads to a need for data restructuring which is necessary to bring existing on premise folder structures more in line with the restrictions within SharePoint.
• This is an opportunity to archive static data and make it easier to focus on what active data is being used everyday.
• It’s a change in the way you think about your ‘network’• It’s changing how you store and manage data• It’s a change in way people work • Many ways of achieving the same task
Anywhere
Any Device
A Different way of working
Let’s Take a Look
Security
• One of the most secure platforms• SSL/TLS Encryption• Bitlocker in Data Centre• File encryptions – 128bit AES• OSA Framework, HIPPA, FISMA, CSA• ISO 27001/27002• EU Model Clause
• Multi Factor Authentication• Client or Role based access control• On going process – not a steady state –Office 365
Trust Centre• Emphasis on internal security, policy & staff
education
Support
• With less core infrastructure, we see fewer critical issues
• However usually a rise user based problems – many of which are training related
• Staff need to understand some processes will be different
• Administrator need to be familiar• Widespread platform issues are rare, but when they do
occur, it’s a case of having to wait• Many ways of accessing/doing tasks – vital that exact
process being described• Importance of having a support Company/Staff who
understand Office 365
On-Going Management
• Pull strategy – need to understand what this will mean for you• Forward planning is key for data structuring• Ensure you are getting the most out of Office 365• Evolving product – need to keep up to date – blogs, forums,
Linked In, ongoing training• And make sure you keep staff up to date• Trusted IT partner!
10. Office 365 resources
MS NFP Website: http://tinyurl.com/zom54ee
Some great guides: http://officeignitelabs.cloudguides.com
Keep up to date: http://blogs.microsoft.com/
Spiceworks: https://community.spiceworks.com/product/36469-office-365
Join groups on LinkedIn & Twitter
Co-Operative Systems – call or email, we are happy to help!
Office 365 Resources
