NHSmail Office 365 Hybrid

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Eustace McCoy
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1 Hybrid Functional Comparison May 2018 is provided by NHS Digital in partnership with Accenture

2 Overview The Hybrid will enable greater collaboration by integrating the Active Directory, Exchange and Skype for Business services with Microsoft (O365). This document provides an outline of the key features offered by the products and any known limitations. The document has been produced to support health and care organisations make decisions about their IT roadmap and use of the Hybrid. The products outlined in the pack include: Azure Active Directory Summary Exchange Teams SharePoint OneDrive Yammer Delve StaffHub Power BI Further comments are provided throughout the document on any additional key information and anticipated product behaviours for the Hybrid. 2

3 Hybrid Approach will provision and configure a central O365 tenant. Synchronising the Active Directory with Microsoft Azure AD will enable users to sign into, O365 and other Azure services using their user name and password. Organisations will be able to enrol and manage their O365 users within via the existing Portal. The Portal will be developed to include O365 administration features, including the ability to assign licenses, enable applications and create SharePoint Sites. There will be no change to the Exchange and Skype for Business services which will remain outside of the O365 tenant and continue to be hosted within the data centres in England. O365 services will be hosted in the UK or EU data centres in accordance with the recently published guidance on offshoring data and the use of public cloud services here. 3

4 Hybrid Key Benefits Fastest and lowest effort way to onboard to Office365 allowing benefits to occur more quickly and minimises cost of local IT support Instant regional and national collaboration across 80% of NHS organisations without needing to set up individual local sharing relationships Access to market leading collaboration products to improve productivity Identities already established in the national NHS Directory, access to all O365 services is quick without requiring a costly local project to provision a dedicated tenant Allows local ownership of licenses whilst enabling use of a national collaboration platform Nationally managed collaboration solution reducing need for local management/support Significantly reducing onboarding lead time from months to days, as onboarding is managed via the Portal against identities already established in the national NHS Directory. Consistent experience for IT support teams via the existing central portal hub for support of mail or O365 collaboration services 4

5 Azure Active Directory The Active Directory has been synchronised with Azure Active Directory in order to enable delivery of the services. This also supports: Authentication to other Azure Services Authentication to other services that support open standards (OAuth and OpenID) Users will see no change to how they currently access and organisations will not incur additional license costs from synchronisation with Azure AD. to Azure AD synchronisation is part of the long-term vision to realise greater collaboration across the wider health and care system. Synchronisation will introduce content and identity sharing between organisations and across government departments and will support the ability to integrate with third party applications. This will reduce the burden of managing different credentials for each system by leveraging the username and password. 5

6 and The illustration below outlines the key differences between joining the Hybrid versus the off-the-shelf offering. National NHS Directory Dedicated, national, user facing helpdesk Enhanced tenant service management wrapper Instant access to integrated platform Advanced mail threat protection as standard Portal management capability Groups 1 Skype for Business Instant Messaging & Presence National Skype for Business instance 2 F1 license mailbox size 3 E3 license mailbox size 3 E5 license mailbox size 3 4GB 4GB 4GB Local 2GB 100GB 100GB Further Information 1 Groups will be created and managed via Portal 2 Skype for Business Enterprise Voice is not currently available on the Service 3 Larger mailbox quotas can be purchased from the Additional Services Catalogue 6

Exchange Send/receive, group mailbox, shared calendars Secure outlook web mail access on any device Self-service management

Mailboxes 3 Azure Information Rights Management In-Place Hold and Litigation Hold In-Place ediscovery Mailbox Size 4 Groups 5

abilities to self-serve distribution group management 2 Provided as standard with platform via Trend Micro 2 3/4

7 Exchange Send/receive, group mailbox, shared calendars Secure outlook web mail access on any device Self-service management of distribution groups 1 and shared mailboxes Advanced mail threat protection as standard 2 Archiving Exchange Online-based Mailboxes 3 Azure Information Rights Management In-Place Hold and Litigation Hold In-Place ediscovery Mailbox Size 4 Groups 5 Data Loss Prevention 4GB Local E1 E3 E5 2GB 50GB 100GB Further Information 1 Customised development via Portal provides abilities to self-serve distribution group management 2 Provided as standard with platform via Trend Micro 2 3/4 organisations integrate with local archiving solution or purchase additional mailbox quota top-ups 5 Groups will be created and managed via Portal 7

Teams Teams provides a team collaboration space including persistent chat, wiki and threaded chat capabilities.

Further Information To share and store files in a Teams conversation users will require access to SharePoint Online.

If users aren't assigned and enabled with SharePoint Online licenses, they won't have OneDrive for Business storage in.

8 Teams Teams provides a team collaboration space including persistent chat, wiki and threaded chat capabilities. Create teams Join teams Create channels Create and view meetings Modify profile picture Add and configure external connectors Group Chat Person to Person Chat* Office365 Local Office365 Further Information To share and store files in a Teams conversation users will require access to SharePoint Online. To share and store files in a Teams private chat users will require OneDrive for Business. If users aren't assigned and enabled with SharePoint Online licenses, they won't have OneDrive for Business storage in. In his scenario, file sharing will continue to work in Teams Channels, but users are unable to share files in Chats without OneDrive for Business storage in. Teams internal connectors can be configured by users Content (including person-to-person chats) is not archived by the Service Teams within the Teams application will be created within the Portal by Local Administrators. End users will be able to self-manage the additional and removal of team members. Ad-hoc/unscheduled meetings are available on the Hybrid. 8

9 SharePoint SharePoint provides document management, storage and collaboration capabilities. Create a SharePoint site collection Assign SharePoint admins to manage services Create and manage document libraries Workflow management, lists and tables SharePoint project sites Presence lights from Skype for Business SharePoint site mailboxes Site access requests via Local Further Information Access to SharePoint Online will be managed by Local Administrators using the Portal. SharePoint Site Owners will be allocated within the Portal. Site Owners will be responsible for managing the site directly within SharePoint. Standard storage limits for the O365 service will apply; 0.5 GB per licensed user of that organisation. Each site collection is capped at 25 TB of storage and there is a single file upload limit of 15 GB. Local Administrators will be able to access reports on data usage for each site collection, however cannot manage storage quotas. Data Loss Prevention policies will be set nationally for the tenant and applied to SharePoint Online. Storage allocation for SharePoint Online is managed separately from OneDrive for Business Site Collections created for each user. External SharePoint sharing outside of the O365 tenant will be disabled in the first release. Integration of third party applications will be reviewed and can be integrated subject to alignment with the appropriate standards. 9

OneDrive OneDrive is a personal document storage space allowing

Local Access documents on any device Upload and download files See

tenant users Expanded administrative controls for sharing Further

and must enable users of OneDrive for SharePoint.

disabled globally for the first release of the O365 Hybrid service.

10 OneDrive OneDrive is a personal document storage space allowing users to store and access content from any device. Local Access documents on any device Upload and download files See and sync files via OneDrive Sync client Share files with other tenant users Expanded administrative controls for sharing Further Information: Each licensed user is allocated 1 TB of storage space by default. Organisations must have an active SharePoint Online subscription and must enable users of OneDrive for SharePoint. External sharing outside of the O365 Tenant from OneDrive will be disabled globally for the first release of the O365 Hybrid service. Data Loss Prevention policies will be set nationally for OneDrive. Synchronisation of files from a local workstation desktop will require the OneDrive for Business sync app. 10

11 Yammer Yammer provides the ideal platform for health care professionals to share ideas, experiences, resources, and insights with each other. Local Access tenant Yammer site pages Create private/public groups, add/remove users View activity streams, comments, likes Follow contributors, view and post files Manage Yammer profile and picture Further Information The O365 Hybrid tenant will not enable Yammer external access, external group access, third party applications or sharing to non- O365 Hybrid users in the first release Yammer-connected O365 groups will not be enabled as part of the first release. 11

DELVE Delve is a web-based collaboration tool which helps users find and discover information relevant to them across all Microsoft

Local Search for people, documents, or boards View users contact card information Follow and pin documents of interest View recent

view a user s document is controlled via the user s permissions in SharePoint Online and OneDrive for Business.

dependent on the Exchange Online integration are not supported by the Hybrid Service.

12 DELVE Delve is a web-based collaboration tool which helps users find and discover information relevant to them across all Microsoft products by pulling user content from Exchange, OneDrive for Business, SharePoint and Yammer and presenting it in one place. Local Search for people, documents, or boards View users contact card information Follow and pin documents of interest View recent activity and suggested content feed View OneDrive and SharePoint documents View mailbox attachments Further Information Permissions to view a user s document is controlled via the user s permissions in SharePoint Online and OneDrive for Business. Delve discovers content based on these permissions and cannot change them. dependent on the Exchange Online integration are not supported by the Hybrid Service. Delve Boards will not show attachment content as this is stored in the Exchange. Only documents stored in OneDrive and SharePoint will be visible due to the dependency on Exchange Online. Delve profile pictures will not appear in some part of the Delve application due to the dependency on Exchange Online. 12

StaffHub StaffHub is an online application that provides

StaffHub enables easy creation, publishing and access to

Create Schedule View Schedule Mobile Device Access License

Send Announcements In App Chat Local Office365 Further

responsibility of local organisations StaffHub in-app chat will

13 StaffHub StaffHub is an online application that provides schedule and task management capability for frontline workers. StaffHub enables easy creation, publishing and access to schedules; enabling workers to view their schedules on the move. Create Schedule View Schedule Mobile Device Access License Required Request Change of Schedule Authorise Change of Schedule Send Announcements In App Chat Local Office365 Further Information Deployment of the mobile device application is the responsibility of local organisations StaffHub in-app chat will be available. Messages sent and received via the in-app chat tools are not stored by the Service. 13

POWER BI Power BI is a suite of business analytics tools that deliver insights throughout your organisation. Connect to hundreds of data sources, simplify data prep, and drive ad hoc analysis.

14 POWER BI Power BI is a suite of business analytics tools that deliver insights throughout your organisation. Connect to hundreds of data sources, simplify data prep, and drive ad hoc analysis. Produce reports, then publish them for your organisation to consume on the web and across mobile devices. Build and publish custom reports Manage report access permissions Create content packs Connect to local and on-premise data sources Enable and use third party connectors Local Further Information End users will be able to publish content packs to individual users, but not entire organisations. External sharing will be disabled on the national Hybrid Tenant Web publishing output will be disabled on the national Hybrid Tenant. SharePoint data sources will be available based on permissions that user has to access SharePoint content. Organisations will be able to access External AppSource Data Sources and authentic their own private accounts to pull data from. PowerBI Premium (additional capacity nodes) will not be available vie the O365 tenant. The PowerBI Free service will be available to any users of the Hybrid Service regardless of their assigned license type. Local Administrators will be able to enable the PowerBI Free service within the Portal. Free users can connect to all data sources through all connectivity options such as DirectQuery, live connection and the use of the data gateway. 14

15 ADDITIONAL INFORMATION Licensing & Registration O365 licenses must be procured by NHS organisations directly from Microsoft or their License Reseller as they do today. O365 licenses will not be available to procure through. Organisations are not required to procure Azure AD licenses to consume the O365 service. Registering your organisation to use the O365 service will be via the Portal where organisations can submit their O365 license details for allocation to the central tenant. Data & Security The central O365 tenant will be managed and supported by and hosted by Microsoft from their data centres. Data in Azure AD and O365 will be securely held by Microsoft in their UK and EU data centres. More information on O365 data residency can be found here. Service Support Frontline support services for O365 Hybrid will be provided by the existing national Helpdesk. The Level 1 Helpdesk will provide initial triage of contacts and raise faults to Level 2 teams as required. The Level 2 team will support faults and issues that can be resolved within the central O365 tenant admin centre. Faults beyond this will be passed directly to Microsoft and be subject to their standard SLA and process for O365 services. There is no charge to Hybrid users for this centrally provided service uplift. 15

NHSmail Office 365 Hybrid

NHSmail Office 365 Hybrid Service Briefing May 2018 NHSmail is provided by NHS Digital in partnership with Accenture Contents This pack has been created to provide an overview of the NHSmail Office 365