Office 365 contains a set of world-class collaboration tools. Organizations however are struggling how to use these tools effectively to collaborate and communicate smarter. This session is about a real-world implementation of a custom Next-Gen Social Intranet Portal at a big Dutch school (ROC). How did we realize a single starting point for employees, teachers and students, where they can meet and find everything they need for their work or study? Why do we need a social intranet portal anyway? Why not use Office 365 out-of-the-box? How did we achieve user adoption? This session addresses various design choices, like using Office 365 Groups instead of SharePoint Team Sites, the role of Yammer, integrating Delve and using Umbraco CMS for managed content. The result is an intuitive, smart, and fast portal that uses modern web technologies, works great on mobile and empowers users by making it fully personizable. The portal has been implemented as a web application hosted on Microsoft Azure and uses the Microsoft Graph to communicate with the Office 365 applications.
A Real-World Implementation of a Social Intranet Based on Office 365 (Unity Connect 2016 - Haarlem)
1.
2. A Real-World Implementation of a
Social Intranet Based on Office 365
Robin Slagman
Derk van Lochem
Unity Connect Haarlem 2016
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@SynigoPulse | #UnityC16
www.synigopulse.com
3.
4. “The experience is about how we get there, not
the landing place.”
Bill Buxton, Principal Researcher at Microsoft
Research
5. Introducing…
Robin Slagman
• Co-founder, product owner, Office 365 & SharePoint specialist
• r.slagman@synigo.nl
• @RobinSlagman
Derk van Lochem
• Co-founder, architect, full-stack web developer
• d.vanlochem@synigo.nl
• @derkzz
Tweet this talk
@SynigoPulse | #UnityC16
www.synigopulse.com
6. Agenda
• Scenario & objectives
• Why a social intranet?
• User adoption
• Functional design
choices
• Technical design choices
• Lessons learned
7. Scenario
Noorderpoort
• School for secondary, vocational and adult
education and training (ROC)
• 15.000 students, 1.800 employees
• Based in Groningen (NL) across 17 schools
• Aims to be a ‘learning hub’ for lifelong learning
• Strong community ties
8. Objectives
Make our students leading
Create a better fit with the young generation
Increase the quality of our education
Increase student satisfaction
Use modern technology to work smarter and
save time and money, which will be invested in
better education.
9. Working smarter?
Stimulating & increasing sharing,
collaboration and communication
Creating a single starting point for any
information, no matter where it’s stored
Increase the digital skills of staff and
teachers, so they will match the demands
of the students
Provide staff and teachers with tools that
fit the modern digital world
10. How?
Create one single digitale place where students,
teachers and staff:
• Meet, collaborate, share and communicate;
• Find everything they need to do their study
or job.
24. Office 365 Groups, unless…
• No more teamsites
• Everybody can start a group…
…even students!
• No more organizational structure & nesting
• Groups are for collaboration, not for
publishing
28. Microsoft Teams
• Combining Office 365 tools for modern &
agile teams
• Another option for collaboration
• Another source for messages/conversations
30. 7
Servers
12K
Unique users / day
Facts & Figures
Transactions /
hour
700
Dependencies
15
Requests / hour
50K
AVG load time / second
1.6
31. Challenges
Dependencies
Many!
Impact on third party applications
Failure of these dependencies
Performance
A lot of users
A lot of information in a single view!
A lot of transactions are processed
32. To be in control
Deployment process
Performance
Look and feel
Why a web app?
33. The role of SharePoint
Document management!!
Collaboration(Groups)
Portal configuration
37. Putting it all together
Apps / Website, etc..
Pulse apps (Portal, News, Knowledge
base)
Pulse Service
Microsoft Graph
Users Groups Calendar Mail Documents Etc.
Umbraco
CMS
News
Knowledge
base
Pulse API
Peoplesoft Magister
Xedule,
etc..
38. Lessons learned
• Don’t forget to train users
• Make use of power users/champions
• Make guidelines: what to use when?
• Make users aware of where they store
information
• Be carefull with sharing
• Make sure your source systems are filled
properly
• In the end it’s about the people
Strong community ties:
Noorderpoort teams with municipalities, employers, trade organisations and other parties and institutions
“With our educational skills, our passion for human development and our diversity in schools we aim to contribute to something that is bigger than us: inspiring Groningen to make the most of itself.”
A large number of professional training courses:
carpenter, technician, secretary, management assistant, interior advisor, baker, cook, hotel management, tourism, hospitality training courses, ICT courses, game developer, media designer, photographer, automotive technician, hairdresser, musician, actor, dentist assistant, nurse
Noorderportal: Social Intranet & Digital Workplace for students, teachers & staff
Tension field!
Why do we need a portal anyway?
Video Portal
Delve
Modern teamsites
Etc.
Where to start?
Where to find my information
Which tool for different form of collaboration
Portal for students
Portal for students
Workshops, see how users work, communicate, what tools they use
Prototyping instead of making a full functional design
Groups for all users including students:
There’s governance on groups, but afterwards
Monitoring: if a group isn’t used for 6 months: email to group owner. If not used anymore: delete group
All students group: moderating
Based on trust, not on distrust
SESSIONS
15000 Students, 1800 Teachers, daily coverage around 71%
Timetables are directly pushed in outlook agenda, no need to visit the portal
People where skeptical about the participation of students
TRANSACTIONS
Timetable import, almost 350K individual events are pushed into peoples agenda on a weekly bases
Around a thousand grades per week
- Around a million notifications every week
DEPENDENCIES
Dependencies include
Storage, such as SQL Server databases, Table / Blob Storage
Other services, such as Microsoft Graph, Microsoft Azure AD, Sendgrid
Other systems, such as PeopleSoft, Xedule, Magister, OnTrack,
LOAD TIME
We managed to get an average loadtime of 1.6 seconds of the dashboard, while retrieving information out of these 15 different sources
Why create a web app and not a Sharepoint Solution?
Sharepoint is great at document management and collaboration, in the form of groups, We’ve totally embraced this functionality
We use sharepoint for all of our configuration
We get out of the box user management
Can easily create small data structures to hold configuration information
Get a free GUI to edit this stuff
Use powershell to automatically provision the configuration across the OTAP environment
We’ve created little processes for Internal Job applications, suggest news to the editorial department etc..
We can easily inject simple messages in sharepoint lists
From here people are triggered and guide by small workflows to do their work
For our content editing we’ve used Umbraco.
If you don’t know Umbraco, it is an highly adopted open source .net CMS.
1. Users and groups
2. Azure AD Connect
3. Enrich Powershell Peoplesoft
4. Create an online Identity
5 Used by MS Graph
6. Reuse in all of your applications
It’s about the people, they have to work with the tools and have to like it.
At the same time not everybody understands the new way of working
Focus on the people working with it
People can make it a success, but they can also be the weakest link