SharePoint, Is IT Time to Move to the Cloud? Minnesota County IT Leadership Association July 15 th, 2015
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1 SharePoint, Is IT Time to Move to the Cloud? Minnesota County IT Leadership Association July 15 th, 2015
2 Donald Donais Avtex Sr. Consultant - SharePoint ddonais@avtex.com Blog Tales from IT Side Twitter
3 MN SharePoint Users Group Website SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information
4 Agenda Getting to Know You! SharePoint On-Premises and Online Showdown! Migration Comparison and Options SharePoint s Next Version
5 Getting to Know You! Currently Using SharePoint? Not in SharePoint Yet 2003 Really? SharePoint Online/Office 365
6 Getting to Know You! Considering Moving to SharePoint Online? Not sure, weighing our options! Just waiting for funding No way, Jose! Been there, done that!
7 Getting to Know You! What is Prompting You to Move? Get the Most Bang for the Buck! It s All About Server Maintenance and Updates Accessibility, Mobility, and Productivity Millennials! Other
8 Getting to Know You! What is Preventing You to Move to SharePoint Online? Security We Don t Do Cloud! Really. Security! Other
9 SHAREPOINT ON-PREMISES AND ONLINE SHOWDOWN!
10 SERVER REQUIREMENTS AND INSTALLATION OPPTIONS
11 Server Configuration Options 1 Server SharePoint & SQL Combined Not Recommended 2 Servers SharePoint WFE and APP Combined& SQL Better, but still not recommended 3 Servers SharePoint WFE and App Separate/SQL Much Better, Performance Oriented 5+ Servers Multiple SharePoint WFE Load Balanced Multiple SharePoint App SQL Redundancy and Performance Oriented
12 SharePoint 2013 Server Requirements SharePoint 2013 Server OS x64 Windows Server 2008 R2 or 2012 Processors 64-bit, 4 Cores Ram 12 GB Storage System & Data Drives 80 GB SQL Server OS Windows Server 2008 R2 or 2012 SQL x64 SQL Server 2008 R2 SP1 or 2012 SP1 Processors 64-bit, 4 Cores Ram 12 GB Storage System Drive 80 GB Data Drive - 40GB Database Drive 80 GB Database Log Drive 40 GB
13 Additional Option Office Web App Separate Server Installation Consumed by Exchange & Lync 2013 Multiple Servers if Availability Needed Improvement over 2010 Version Word Comments Transitions Multiple Browser Support IE Firefox Chrome Safari Viewable Across All Device Types Support Co-Authoring All Products Supports Touch and Mobile
14 Additional Option SharePoint App Model Installed on SharePoint Servers New App Model found in SharePoint 2013 Primarily Found in Two Flavors Farm SharePoint Apps Sandbox Solutions have been Deprecated Apps for SharePoint 2013 Requires for Secure Installation New App Domain Wild Card Certificate
15 Additional Option Workflow Manager Installed on SharePoint Servers Enhances SharePoint Workflow with More Features Create and Call SharePoint 2010 Workflows New Action Stages New Action Loops Visual Design using Visio Pro 2013
16 SharePoint Online - Identity Management Servers No SharePoint Servers! Only Identity Management Servers Needed DirSync and Password Hash Option Small Infrastructure 1 Server Needed Can be Added to Domain Controller Minimal Server Requirements Active Directory Federated Services Minimum Servers 3 1 DirSync 1 ADFs Server 1 ADFS Proxy Server High Availability Requires 5 Servers Minimum 1 - DirSync Server 2 - ADFS Servers 2 - ADFS Proxy Servers
17 Additional Options - SharePoint Online Included Without Configuration SharePoint App Model Workflow Manager Office Online (Office Web App)
18 VERSIONS AND LICENSING COMPARISONS
19 Versions SharePoint 2013 On-Premises Foundation Free Version Limited to Team Collaboration Standard Expanded Team Collaboration Enterprise Publishing and Business Intelligence Features SharePoint Online No Free Version Standard Plan 1 or Office 365 G1 Version Enterprise Plan 2 or Office 365 G3, G4, or G5 Feature List for SharePoint On-Premises and Online:
20 Business Intelligence Differences On-Premises SSRS In Integrated Mode Power View Requires SQL 2012 SP1+ Power Pivot Online Power BI Connect to Data In Cloud or On-Premises Data Management Gateway SSRS Not Available, Yet!
21 Power BI In Depth Focus on Self- Service BI Features Include: Power Query Power Pivot Power View Power Map Power BI Sites within SharePoint 2013 Supports Natural Language Query
22 Licensing On-Premises Server Licenses Per Server Client Access License (CAL) Per User External Users No CAL Needed Online Client Access License (CAL) Per User External User (PAL) No License Needed Office 365 Government Plans Pricing:
23 SHAREPOINT ONLINE ADDITIONAL SERVICE OPTIONS
24 Video Portal Currently Available Within Office 365 Can Consume Videos Multiple Platform/Devices Uses Azure Media Services to Encode SharePoint Online for Storage Uses Office Graph to Deliver Personalized Suggestions Uses Built In SharePoint Permissions Secured with Encryption At-Rest and In-Transit Create Channels to Categorize Content
25 Delve and Office Graph Proactive Content Discovery Quickly Display Information Relevant to User Displayed Using Content Cards Office Graph Power Search Tool Delve Displays Relevant Information
26 OneDrive for Business Sync Libraries or Personal Documents Local Access to Libraries Accessible Via Mobile Apps Accessible Offline Integrated with Office Document Center
27 WEB APPLICATIONS VS SITE COLLECTIONS
28 SharePoint On-Premises Everything Built on IIS App Pools & Web Applications Security Options at Web App Level Claims vs. Classic Authentication Forms Based Authentication Custom Developed Provider Anonymous Managed Paths Available Custom URL s for Web Applications Host Header Site Collections A.K.A Vanity URL s
29 SharePoint Online No Access to IIS Application Pools or Web Applications Site Collections Only URL s for SharePoint: Limited Security Options 1 Option Only Behind the Scenes Claims No Vanity URL s No Managed Paths
30 STORAGE AND FILE SIZE DIFFERENCES
31 SharePoint On-Premises Content Database Size 200 GB Site Collections per Content Database 10,000 Max Document per Library or Items per List 30,000,000 per Library List View Threshold 5,000 2 GB File Size SharePoint 2013 Software Boundaries and Limits:
32 SharePoint Online Storage Base Per Tenant 10 GB MB Per User Site Collection Storage Limit 1 TB Per Site Collection List View Threshold 5,000 Items Site Collection Per Tenant 500,000 Personal Site Storage 1 TB Per User Soon to be Unlimited File Upload 2 GB per File Office 365 and OneDrive for Business Software Boundaries and Limits:
33 SECURITY AND AUTHENTICATION
34 SharePoint On-Premises Authentication Options Active Directory LDAP Forms Based Authentication Custom Active Directory Security Groups Available
35 SharePoint Online - Identity Management
36 SharePoint Online - Identity Management Comparison Cloud Identity No Single Sign-On Separate User Profiles Maintained Separately Synchronized Identity Profiles and Hashed Passwords If Local AD is not Available, Can Authenticate to Cloud Security Groups Available Federated Identity Uses Local AD to Authenticate Complex to Setup More Security If ADFS Servers Not Available, No One Authenticating High Availability Requires 5 Servers Minimum Security Groups Available
37 SharePoint Online Data Loss Prevention Available with SharePoint Online and OneDrive for Business Creation of Content Policies Control of Sensitive Content 51 Built-In Sensitive Information Types Credit Cards Social Security Numbers Not Available with SharePoint On-Premises, Yet!
38 APPLICATION UPDATES
39 SharePoint On-Premises Service Packs Can Be Any Number of Options Update Roll Up Service Pack Feature Pack Critical Update Security Update Hotfix Typically Released 1-2 Per Life of the Product Cumulative Updates Rollup Update of Previous Critical Hotfixes Typically Released Monthly Any Updates Typically Require Run Configuration Wizard Apply Changes to Databases Listing of SharePoint 2013 Service Packs and CU:
40 SharePoint Online Continually Updated No Downtime Due to Updates First Release Option First Tenants to Receive Newer Features Want to Know What s Coming? /en-us/roadmap#
41 MIGRATION COMPARISON AND OPTIONS
42 SharePoint On-Premises Migration Database Migration Options Move Content and Service Application Databases Upgrade to New Version Use Pre-Upgrade Checker to Find Issues Migration Paths SharePoint 2010 to 2013 SharePoint 2007 to 2010 then 2013 Migration Tools ShareGate - $ Metalogix s Content Matrix - $$$ AvePoint s DocAve $$$$$ Manual Migration Windows Explorer Microsoft Excel
43 SharePoint Online Migration Manual Migration Options Include Windows Explorer Microsoft Excel Does Not Retain Metadata or Versions Good with Documents, Not as Good With Lists Items Migration Tools ShareGate - $ Metalogix s Content Matrix - $$$ AvePoint s DocAve $$$$$
44 Additional Considerations Application Development SharePoint On-Premises Full Server Side Code Application Model Client Side Rendering JavaScript OOB Applications SharePoint On-Line Application Model Client Side Rendering - JavaScript OOB Applications
45 Additional Considerations Branding SharePoint On-Premises and Online Design Manager Full Branding Options Available MasterPage and Page Layouts HTML 5/CSS 3.0 ****However Microsoft May Release Something That Will Break Your Code with SharePoint Online
46 NEXTGEN PORTALS
47 NextGen Family ENHANCED BY KEY OFFICE 365 CAPABILITIES
48 NextGen Portals Focusing On Responsive Design Performance Authoring Storage Built on SharePoint Online Platform Takes Advantage of: Search and Social Integration Built In Permissions Versioning Rich Text Formatting Review/Approval Workflow Taxonomy
49 Project Infopedia Knowledge Management Tool Different Components Help To Make Infopedia Boards Articles Blogs Documents Microsites Office Graph
50 Components Articles Easy to Author and Publish Content Automatic In-Article Navigation Blogs Mobile Friendly Easy to Add Documents, Images, and Videos Content is Auto-Saved
51 SHAREPOINT NEXT VERSION
52 Disclaimer SharePoint 2016 is still early in the development cycle. This information will change!
53 Performance and Reliability - MinRoles SharePoint 2013 Defined Roles Enabling Services SharePoint 2016 Pre-Defined Roles User Services Typically Request By User Robot Services Automated Caching Services Configuration Manager Options Special Load WFE Search Application Distributed Cache
54 Management - Requirements Hardware Requirements Same as SharePoint 2013 Single Server GB of RAM, X64, 4 Procs, 80 GB HD Farm Server GB of RAM, X64, 4 Procs, 80 GB HD Other Necessities Windows Server 2012 R2 or Windows Server 10 Windows Management Framework 3.0 Database Servers X64 SQL Server 2014 SP1 or SQL Server 201X Standalone Installation Will Not Be Support Will Not Work with SQL Express
55 Performance and Reliability - Patching SharePoint 2013 Updates Typically 37 MSI s with Additional Language Patches Cutting These Down to 2 MIS and 2 Language Patches Performance for Updates Substantially Quicker Zero Downtime Patches Because of Size, This Will Run Online MinRole Makes This Easier
56 Performance & Reliability Boundaries and Limits
57 Insights and Data - Search Cloud Search Service Application Organizations Can Offload Search to Cloud Supports Using Office Graph/Delve On-Premises Will Also Be Available for SharePoint 2013 EOY One Search To Rule Them All!
58 Other Tidbits Hybrid Scenario Following Allowed for Sites, Documents and People Managed Metadata Service Promoted Sites Self-Service Site Creation Hybrid Configuration Based on Wizard Tool
59 Insights and Data - Compliance Compliance Center Available Hybrid Primarily Based on Search Ability to Use Right Management Services Online Data Loss Prevention Policies ediscovery and Hold for both SharePoint Online and On-Premises
60 To Recap SharePoint On-Premises and Online Showdown! Migration Comparison and Options SharePoint s Next Version Do You Know What Your Going to Do Now?
61 Q & A
62 Avtex Sr. Consultant - SharePoint ddonais@avtex.com Blog Tales from IT Side
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