MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE

Transcription

1 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE

2 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE INTRODUCTION At Unily, we ve supported a number of organizations migrating from Jive to Unily and Office 365. This is due to a need for more modern communication and collaboration experiences, improved governance and improved integration with the various Office 365 tools. Since Jive s acquisition in 2017 by Aurea, we ve seen a notable increase in this, with more and more organizations moving off the Jive platform for stability and longevity. Based on our experience of managing these migrations, we ve developed this guide to share insight into our process. Depending on how much content and information you currently have stored on a Jive intranet / intranets, a migration can be a significant undertaking. We re here to make it easier. ABOUT THIS GUIDE This guide will: Dive deeper into why a growing number of organizations are considering a migration E xplain how Unily supports the workforce in a way that Jive cannot I ntroduce our migration roadmap: JUMP (Jive to Unily Migration Process) F ollow the migration story of one of America s largest healthcare organizations S hare top tips when considering a large-scale migration Who should read this guide? This guide is suitable for anyone wanting to understand the considerations and high-level process when migrating an intranet from Jive to Office 365 and Unily. 2

3 UNILY.COM UNDERSTANDING JIVE Since 2001, Jive Software has built a collaboration platform that is well known for its support for social interaction, however its first operating profit was only reported in In May 2017, Jive Software went Private as it was bought by customer experience provider, Aurea, and its future as a collaboration platform in the fast-moving enterprise collaboration services market has been cast into uncertainty. Jive is a web based collaboration Software-as-a-Service product that allows enterprises to build internal and external facing Intranets and Collaboration portals. Jive content owners can build Space and Group collaboration websites in which to publish content. Content web-parts can be arranged on a limited set of pages using Jive tiles. Users can upload files and videos to start a discussion or create many types of content from a set of content types like Posts, Videos, Events, and Questions, among others. All content in Jive can be commented on, liked and other wise engaged with by users this is Jive s biggest selling point. However, this focus on social comes at the expense of some key enterprise features. UNDERSTANDING UNILY AND OFFICE 365 The Unily platform was launched in 2014 by digital consultancy, BrightStarr, designed to enable global organizations to quickly take advantage of leading communication and collaboration software that integrates with Office 365. The Unily platform is hosted on Microsoft Azure and provides a seamless interface across the core Office 365 tools including SharePoint Online, OneDrive for Business, Skype for Business, Yammer and Delve. Unily also uses the Office Graph for personalization functionality. By bringing these tools together in context within a single intranet, Unily helps to unite the disparate applications and drive usage and understanding among employees. For more information on how Unily integrates with Office 365, download our Creating cloud intranet solutions with Office 365 guide. Unily also offers an alternative solution which provides a rich intranet platform which doesn t require an Office 365 license Unily Engage. 3

4 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE WHY MIGRATE FROM JIVE TO OFFICE 365 AND UNILY? Businesses tend to look at an alternative to a Jive intranet for a few different reasons: 4 Office 365 offers richer experiences and tools Over the last two years, Microsoft has accelerated its investment in powerful collaboration and communication tools, such as Teams, to support better organizational cohesion. Many organizations are adopting Office 365 to make use of these new tools. Business needs intranet with closer ties to Office 365, enabling them to make most of tools Many organizations have invested in Office 365 tools such as Exchange but are not making use of their investment into the entire package, including SharePoint Online and OneDrive. To solve this, organizations require an intranet solution that sits closely with Office 365, helping to drive usage and understanding. Jive does not offer these close ties. Business needs intranet that works closely with other enterprise tools, utilizing same security and compliance groups Jive is not able to utilize Azure AD Security Groups for authorization, which can cause issues for organizations with multiple enterprise applications. This also causes challenges when it comes to making the intranet truly people-centric as profile data from Active Directory, SharePoint and other back-end sources like a Human Capital Management system, can not be used to target and personalize information. To ensure longevity and stability of provider Jive has struggled to make a profit since 2001, with a failure to invest in new features and fluctuating employee numbers. In May 2017, Jive Software went Private as it was bought by Aurea, and its future as a collaboration platform has been cast into uncertainty, with no roadmap or published plan for the platform since acquisition. Business wants more flexibility when creating sites and pages on intranet Content editors struggle with the content management experience in Jive, with an open publishing platform that is hard to govern, and limitations when creating pages and sites. To improve performance and scalability Jive is based on proprietary webbased software and is often expensive to customize, with a reliance on 3rd party organizations. Unily is hosted on Microsoft Azure and offers a flexible platform which can be integrated with other tools across the digital workplace.

5 UNILY.COM WHAT MAKES UNILY DIFFERENT? Makes content creation and publishing simple for a global audience, with a Content Management System that s central, secure and structured. When compared with Jive, Unily offers a more governable, enterprise-ready intranet platform that can bring a business together, with Jive facing some challenges when it comes to user experience, governance and simplicity for users. What makes Unily different: Unique branding and styling Represents your brand with no compromise, with customized branding and styling options across every device. Governed content creation Makes content creation and publishing simple for a global audience, with a Content Management System that s central, secure and structured. Improved compliance Ensures governance and compliance with permission groups synced with Azure Active Directory and mandatory-read content policies. Better mobile access Supports every employee from head office to the frontline and is designed with mobile at heart. Social networking flexibility Provides social networking flexibility with the option to integrate with Yammer, Unily Social or an external channel such as Chatter. Seamless Office 365 connections Drives visibility and adoption of Office 365 tools with seamless touch-points to OneDrive, SharePoint Online, Delve, Yammer and Skype for Business. Connects to SharePoint Server Connects knowledge together stored in both SharePoint Online and SharePoint Server, with the ability to search across all locations using Unily s global search. Flexible, customizable platform Empowers business to easily create fantastic looking widgets, pages, sites and templates that align to branding and content policy. Personalization and targeting Personalizes and localizes the intranet for every employee, utilizing profile information that can sync with Active Directory. Dedicated team of in-house experts to support adoption Drives intranet success with a managed intranet platform combined with a leading customer success framework. 5

6 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE INTRODUCING JUMP: THE JIVE TO UNILY MIGRATION PROGRAM From our experience supporting organizations through a migration from Jive to Unily and Office 365, we ve developed our own program to ensure the process is as smooth as possible. We call our migration program JUMP: The Jive to Unily Migration Program. This program is made up of three main components - The Platform, The Partner, The Process. These three components come together to ensure that we approach any migration from both a technical and business perspective, resulting in maximum intranet uptake for the business. 2 3 THE PROCESS The final stage of the JUMP program is the Process to support change management. This is designed to help you get employees excited and engaged with the move to a new platform, which can be a significant undertaking. THE PARTNER 1 The next component of JUMP is the migration, working with a fellow Microsoft Partner to design a unique tool that migrates content from Jive into three platforms: SharePoint, Yammer and Unily, with Unily as the central site that has links to SharePoint and Yammer. THE PLATFORM The JUMP Platform is based on Unily s highly extensible content management system, hosted in Azure, that allows us to simply configure the underlying Unily content types and properties to support the Jive content types, so they migrate across easily. 6

7 UNILY.COM JUMP IN ACTION: HOW ONE OF AMERICA S OLDEST COMPANIES MADE THE JUMP FROM JIVE TO UNILY To demonstrate how JUMP supports a real-life migration, we followed the story of one global business who transitioned over 33,000 files, 100,000 comments and 4,000 sites from Jive to Office 365 and Unily. Why did they make the move? How did they do it? And has it been a success? The business was in the midst of a large migration to Office 365, and integrating new tools into their Jive intranet would be time-consuming, complex and expensive. Last year, one of America s biggest and oldest companies reached out to Unily with a problem. They were planning on bringing many more employees into the business, and their existing Jive intranet was going to be unsustainable and hard to govern. In parallel, the business was in the midst of a large migration to Office 365, and integrating new tools into their Jive intranet would be time-consuming, complex and expensive. They came to Unily to find a solution to the problem. Using The Jive to Unily Migration Program, we were able to approach this large scale migration from both a technical and business perspective, resulting in maximum intranet update for the business. 7

8 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE 1 2 THE PLATFORM Unily s highly extensible content management system enabled the team to simply configure the underlying Unily content types and properties to support the Jive content types. This allowed us to migrate a huge range of content types from Jive to Unily for our customer. Some of these examples included: THE PARTNER The next step was to use our custom designed tool to migrate content from Jive into three platforms: SharePoint, Yammer and Unily. This tooling supported and simplified the migration process allowing us to: Any content on Jive Places that had been used in the past 18 months (including almost 4,000 Jive Places, 115,000 content items, almost 100,000 comments and 33,000 files) to Unily Sites, with templates tailored to requirements to minimize work for the business. 2 Migrating Jive Documents, Posts, Videos, Events, Photos, Discussions and Questions to Unily Stories. 3 Migrating all Jive social content and comments to Yammer groups, one group for each migrated place, so users could continue contentcentric conversations post-migration. Migrating all binary files including PDFs and Office 365 files to SharePoint Online Sites, one for each migrated Place, enabling documents to be surfaced across the new intranet via search and document rollup widgets. 5 Migrating all employees personal documents to OneDrive for Business sites and professional information to Unily profiles, synced with Azure AD. 6 Migrating essential security setups and creating new permissions within Unily to ensure structured governance and compliance post launch. Inventory the Jive platform to identify and download sites and content to migrate. 2 Post notifications on current intranet of migration status and lock down Jive Places could not be edited while being migrated. 3 Provision SharePoint and Unily Sites and related Yammer Groups. 4 Convert HTML content to fit with Unily s styles, including images and videos. Apply Unily branding to SharePoint Sites to ensure a unified header and footer with integrated navigation and styling. 6 Output reports about the migration process to keep everyone in the loop. 7 Migrate content to the respective platforms with appropriate permissions Unily has all the content, SharePoint received documents, and Yammer manages all of the comments and messages associated with Content. As well as these content types, new Sites and Widgets were created within Unily to ensure a smooth transition and on-going adoption. These included new training sites designed to inform and educate users on the new intranet and customer content policy. 8

9 UNILY.COM 3 THE PROCESS The technical migration was supported by a Process to support change management. This helped the business get employees excited and engaged with the move to the new platform, which was a significant undertaking. The key elements of the Process include: PRIORITIZE AND ITERATE Build an iterative release plan of migration phases, rather than opting for a big bang. Build out phases of change that focus on landing the most important capabilities first, which could be moving essential internal communications content and leaving documents for a future phase. Once the initial phase is launched, get continuous feedback from people to inform the next phase. PROOF OF CONCEPTS Every migration project is about learning. It s a challenge to know what to expect, and technology environments and content transformation rules are unique to every business. Proof of concepts allow you to experiment with approaches and gain valuable feedback, whether it is the technical approach, or the change management process. PILOT Make sure you have a good initial Pilot of users who are ready to be the early adopters and champions for the change, providing valuable feedback. This could be your internal marketing team or your IT team; typically, these are the people driving the change. By following the steps of the Process, the business was able to effectively launch and communicate the value of the new platform to employees, resulting in some hugely positive feedback. CONTENT OWNER PROJECT SPONSOR/ USER PERFORMANCE TEAM TRAINING MANAGER I really love how I can add as many pages as I need in my site, and targeted for mobile or for desktop. Just look at how awesome that page looks on mobile! Unily is about twice as fast as Jive. Overall much more responsive. You guys need to slow down with new widget delivery, I can t keep up with my training documentation! INTRANET ADMIN IT OPERATIONS INTRANET USER We like the centralized content management, it gives us better control and visibility into the content, and less worry about the wild west of the past I m glad we only have to manage AD group membership and not have to update groups in each platform. I m also glad we have all of our documents in a secure searchable platform that supports DLP and document retention. I really like that the navigation and search is available anywhere I go, whether it s Unily s intranet sites or SharePoint sites, I always can link to apps and other sites and search for content no matter where I am. NEXT STEPS The business is really excited about the new Unily intranet. They get Office 365 and its rich collaboration and integration features as well as Unily with its award winning content management platform and intranet design, and much, much more flexibility to respond quickly to changing business needs. In the next phase of the project, they plan to restructure and consolidate their intranet to better take advantage of Unily and Office 365 s flexible governance and navigation features. They also plan to continue building on their site provisioning workflow, built with Unily s help. 9

10 MIGRATING FROM JIVE TO UNILY AND OFFICE 365: THE DEFINITIVE GUIDE TOP TIPS WHEN CONSIDERING AN INTRANET MIGRATION: Start with WHY When considering any migration, don t just approach the project from a technical perspective. Ensure a comprehensive business case is developed explaining why you re looking to migrate, what you hope to achieve, what you consider to be a successful intranet platform and how your project aligns with the wider business strategy. Once this business case is agreed upon, think about how technology can support this. Content is king A migration s complexity is often based upon the amount of content that s being transitioned from one platform to the other. Before you begin the migration, ensure you ve undertaken a thorough content audit. Not every piece of content or site will be valuable on the new platform. 10 We recommend initially migrating your essential content to the new platform, such as key sites, based on critical business needs, content freshness and relevance.. Whatever approach you take, do not underestimate content migration, and be flexible around what can be archived. Get a senior project sponsor Depending on the level of content and employee information involved in a migration, the process can be fairly complex and will inevitably face hurdles. By including a senior member of the team in the project, you can help to ensure momentum doesn t lapse when facing a challenge and keep the business behind the project Have a communications strategy A migration is not only a challenging prospect for your IT and Communications team, it s a considerable shift for your employees, as they make the transition to a new piece of technology and a new way of working. When starting the project, ensure you have an effective communications strategy in place, primarily targeted to content owners, who will shoulder much of the change, and reap many of the benefits. Prior to the migration, this should include updates and information on why the organization is moving to a new platform, how it will happen and what the new platform will offer them that the existing one can t. The more information you give people in advance of the new platform arriving, the more prepared and willing to accept it they will be. Through launch and beyond, communications should accelerate, announcing the new platform and helping employees get to grips with the functionality and benefits. Avoid big bang, iterate instead As with any digital workplace project, don t bite off more than you can chew. Plan the project in a series of phases and consider running a Proof of Concept, followed by a Live Pilot and phases of migrating sites that align to the organization s content consumption needs. Any migration should be able to support having the intranet split across the new and old intranet for a certain amount of time, with user adoption waves that follow each migration. Prioritize the essential functionality you need as part of phase one, and accept that other functionality will come later. By adopting this iterative approach, you ll be able to pilot each of the phases and gather valuable feedback from employees, allowing you to update your strategy if necessary.

11 UNILY.COM HOW TO GET STARTED A migration is not only a challenging prospect for your IT and Communications team, it s a considerable shift for your employees, as they make the transition to a new piece of technology and a new way of working. If you re considering a migration from Jive to Unily, talk to us today to arrange a free consultation. From there, we ll take you step by step through the process of migration to ensure your success. Traditionally, the steps we follow are: 1 Assessment We ll start by getting to the bottom of why you re looking to migrate and how Unily can support, helping you to establish crucial goals and objectives. We also perform a very high level pass of your content inventory to determine what the low and high range of effort might be. 2 Migration Planning We ll then assess your platform from a technical view-point, analyzing the type of content that exists and mapping it back to Unily and Office 365. Our business consultants will work with you to conduct a content inventory and establish a phased approach to migration based on your priorities. With a migration strategy in place, we move on to the platform onboarding phase, demonstrating exactly how your new intranet will work and what your content will look like. In this phase we also train the trainers on your team to familiarize them with the platform and enable them to onboard content owners. 3 Migration With that in place, we move into the migration phase, moving across content and supporting you to launch the intranet in a phased approach to employees. The last part of migration is remediation, where content is restructured on the platform where necessary and new processes for managing sites are put in place. Launch of your new intranet to end users typically occurs with the conclusion of migration of the most important phase of content. 4 Remediation, Support and Success Post initial launch, there will be opportunities to restructure the content to improve governance on the new platform, and of course there is the step of archiving all nonmigrating content and retiring your usage of Jive. We ll work with you to analyze the platform s impact and derive insights to help you improve. We ll also offer round the clock support to ensure your intranet is as high-performing as possible. GET STARTED NOW 11

12 TALK TO US ABOUT YOUR JIVE MIGRATION Unily is the powerful intranet-as-aservice from award-winning consultancy BrightStarr. Designed from the ground up to improve engagement, productivity, and efficiency across your organisation, Unily provides your workforce with the ability to communicate and collaborate from any device, anywhere. After a decade of custom intranet engagements, we recognised that most organizations have similar core requirements. Unily incorporates them all and much more in a custom-built and standalone platform that can be deployed in weeks. The power behind Unily is due to its ability to deliver tangible business value across the five core capabilities required: Communication, networking, productivity, collaboration and knowledge. Individually or used together, they illustrate the myriad ways your intranet investment will provide value to your business. Whether your goal is encouraging more communications, or to get your employees to work more productively, our capability led approach will give you the Unily features to get you best business outcomes. With our adoption and analytics service, together we will track your performance against each capability, recommending continuous improvements and which further aspects to focus on. CONTACT US TODAY TO TALK TO OUR TEAM ABOUT UNILY Surrey First Floor, The Granary Abbey Mill Business Park, Eashing, Guildford, Surrey, GU7 2QW Phone: +44 (0) uk@unily.com New York 524 Broadway, Floor 11 New York, NY Phone: usa@unily.com Seattle th place SE, Suite 110 Bellevue, Washington, Phone: usa@unily.com Sydney Level 17, The Ark, Coca-Cola Place, 40 Mount Street, Sydney, australia@unily.com