Office 365 can help your organization capture new efficiencies, accelerate productivity, and save money. But to take full advantage of these benefits, companies must ensure that their Office 365 environment doesn't become yet another 'information silo' within their existing IT infrastructure. They must develop strategies to integrate their Office 365 resources with their legacy IT systems, line of business applications, and overall business processes. Thankfully, companies have a few different options when deciding exactly how to do this; each carrying its own unique benefits and costs. In this video Jeff Fried reviews these options, and shares best practices for developing an Office 365 integration plan for your organization. He discusses how Office 365 can be used to securely search for, collaborate upon, and engage content from across all of the organization's enterprise systems, and highlight the common pitfalls to avoid to ensure both a successful Office 365 deployment & happy end users. View On-Demand Webinar: www.bainsight.com/resources-for-sharepoint-fast-search/Pages/Integrating-Office365.aspx

1. Integrating Office 365
With the Rest of Your
Enterprise
Best Practices & Common Pitfalls

3. Who am I?
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”
BA Insight:
Microsoft’s go-to ISV for Enterprise
Blog: DoMoreWithSearch.com Search; Focused on Search and
SharePoint since 2004
Twitter: Twitter.com/jefffried
Twitter: Twitter.com/BAinsight
Based in Boston, MA, USA

4. This talk in a nutshell

5. Important Concepts
More Customizations
Software as a Service (SaaS)
Less Complexity
Platform as a Service (PaaS)
Infrastructure as a Service
(IaaS)

6. Minimal Entry Cost

7. Shift From CAPEX to OPEX

8. Office 365 Marketing?

10. Office 365 Feature Parity?

11. Demo

12. What does moving to Office365 mean?
• 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

13. 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

14. Wow, Patrick….the Cloud is wonderful!!

15. SharePoint 2010 SharePoint 2010 Office 365 (SharePoint
Feature
Standard CAL Enterprise CAL Online)
Strong relevance Yes Yes Yes
Best Bets, synonyms, duplicate
Yes Yes Yes
detection, …
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
Yes Yes No
Federated Search
Query Suggestions, "Did You
Yes Yes No
Mean?” and Related Queries
Tunable Relevance with Multiple
No Yes - FAST No
Rank Profiles
No Yes - FAST No
Thumbnails and Previews
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

16. The Cloud Creates Silos
How satisfied are you with SaaS and On-Demand Apps?
Ease of Implementation 3.6
Service Reliability 3.4
Industry Specific Consulting Advice 3.4
Initial Setup Cost 3.4
Vendor Responsiveness 3.3
Support for Specific Business Needs 3.2
Support Costs 3.1
Ease of Customization 3.1
Ease of Integration with on-prem systems 3
Source: InformationWeek Analytics 2011 Enterprise Applications Survey

17. Top business challenges we hear about
Diverse User
Information Explosion Data in Silos
Requirements
 Unstructured Data  100+ Systems  Discrete Roles
 Un-Organized  No Interconnect  Diverse Systems
 Un-Categorized  Difficult to find info  Varied functions
 Exponential Growth  Frustration  Lack 360° view of info
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18. Data Growth and Transformation
2006 2010 2015
Source: IDC
(1 Exabyte = 1 Million Terabytes)
State of the Enterprise
30%
Unstructured
Data
60%
Unstructured 90%
Unstructured Data
Data
161 Exabytes
988 Exabytes
10+ Data Silos
80+ Data Silos
8,000 Exabytes
500+ Data Silos
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) 19

19. Information and application silos
Marketing Sales Consulting Procurement Production Research Support HR / Legal
Siloed UI
Applications
Content
Silos

20. 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

21. The Pathway to the Cloud
On-Premises Coexistence Cloud Service
Single sign-on experience online and on premises
With identity federation and directory
synchronization
Hybrids
• Trusted (ADFS)
• Untrusted (Two Identities)
Complete control and ownership of Migrate some capabilities to SharePoint Microsoft will regularly deliver new
hardware, maintenance, resources, Online and access both on premises and features and capabilities to SharePoint
and administration online sites with the same domain Online
credentials

22. This talk in a nutshell

23. Achieving a Unified View
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}

24. 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…

25. 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

26. Case Study: Pharma R&D
1. Documentum Image
2. SharePoint Doc
3. Regulatory Record
4. MEDLINE article
Search: amgen 655
Relationships Discovered:
Antibodies: mAb
Receptors: DR5, IGF-1R
Labs: Oncology 1
People: David Chang
Unified View: Multiple Sources One Search

27. What is an indexing connector?
SharePoint
1 Connect Securely
Email
2 Map Content
File shares Search
Engine
3 Feed Engine
Web Content
4 Find any changes
Database
s
Connector
Enterprise
Repositories

28. 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…..

29. Unified View scenarios – a framework
• The Cloud Creates Silos
• Search can bridge these silos in a variety of ways
On-Prem On-Cloud
Crawl On-Prem Crawl On-Cloud
On-Prem
To On-Prem To On-Prem
Crawl On-Prem Crawl On-Cloud
On-Cloud
To On-Cloud To On-Cloud
Federate across Federate across
Federated
data centers cloud

30. 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

31. 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

32. 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

33. 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

34. BA Insight O365 Connectors
• SharePoint
• Exchange
• Exchange Archives
• Lync? via Exchange
35

35. Longitude Connectors
Unified Search Index
Search
Security
Optimised Change Log
Mapping SharePoint /
API
Metadata FAST
Targets
Enrichment
SharePoint Libraries & Lists

36. Demo

37. 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

38. Hybrid Co-Existence
•
•
•
• •
•
•
•
•
•
•
•
•
•
•

39. Unified View scenarios – summary
• Content is nearly always hybrid
• Each scenario has unique security, bandwidth, and
operational challenges
• A unified view is achievable with search
On-Prem On-Cloud
Crawl On-Prem Crawl On-Cloud
On-Prem
To On-Prem To On-Prem
Crawl On-Prem Crawl On-Cloud
On-Cloud
To On-Cloud To On-Cloud
Federate across Federate across
Federated
data centers cloud

40. 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.

41. 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

42. 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

43. Takeaways
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

44. Transitioning to the Cloud
•
•
•
•
•

45. Preparing for SharePoint in the Cloud

46. Build on the Basics

47. Some systems will remain onprem

48. BA Insight Current Offerings
Longitude™ Software Suite TotalView™ Applications
Extensible products that make Contextual unified view applications
information explorable and actionable customized for a specific business use
Longitude Search TotalView for Customer Service
Rich previews, document assembly, AptivRank relevance Single view application helping support agents find
optimization, and contextual actions customer information from any system, instantly
Longitude SearchParts TotalView for Sales
UI toolkit including search-inside, multi-select, dashboards A unified view of all customer information, from all CRM,
and saved searches billing, email and document management systems
Longitude Federator
Unified result set across multiple search engines
TotalView for Legal
Unified client and matter-centric dashboard and search
Longitude Content Aggregator across all repositories
3800+ external data sources aggregated via MuseGlobal
TotalView Expertise Finder
Longitude AutoClassifier Quickly locates best experts based on their work
Automatic metadata generation in place or during indexing products, profile, and billing/project records
Longitude Connectors TotalView Knowledge Center
40+ out-of-the-box indexing connectors with unique Quickly locate most relevant content, boost reuse, and
scripting and security capabilities 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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49. 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
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50. 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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52. Want to learn more?
• Contact BA Insight!
• www.BAinsight.com
• info@BAinsight.com

53. Q&A