What is SharePoint Online?

UTMB Information Services is migrating all data and business processes currently in iSpace (Xythos) to SharePoint Online (SPO) and OneDrive for Business (ODFB), two applications within Microsoft’s Office 365 (O365) Suite.

The Problem

As new technologies are being implemented to improve your day-to-day, iSpace is becoming more problematic. We are experiencing operating system (OS) and browser compatibility issues, Java version issues, etc.

In order to better support you, UTMB began looking at options for replacing iSpace and determined SharePoint Online and OneDrive for Business to be a viable replacement.

What to Expect

  • Continuous communication, robust training and ongoing support will be made available as we complete this transition. Stay tuned for more information.
  • March 20 - August 30, 2019 is the planned migration timeline: Migrations to SharePoint and OneDrive will occur in stages. More details to come.
  • Only the latest versions of documents in iSpace will be migrated. If you have questions about files with versioning enabled, contact SPO@UTMB.EDU.
  • Documents and web pages that contain links to iSpace documents will need to be updated with new links to those files once they have been migrated to SharePoint. We’ll be sure you have all the tools you need to complete this successfully and will update this guide with how-to documents and instructions as they become available.
  • Important: The OneDrive client will only sync with Windows computers on the UTMB network. If you aren’t on the UTMB network, access to your OneDrive data is available via the OneDrive Online Portal.

Upgrade features and benefits include

  • OneDrive folders are 1 TB (1000 GB) in size, where iSpace user folders are only 10 GB. Improved integration with Word, Excel, PowerPoint and other Microsoft Office products.
  • Files and documents are accessible anywhere with the mobile applications for SharePoint and OneDrive for Business. You can edit, attach and approve documents with one click while you’re on the go.
  • • Co-authoring empowers true collaboration at UTMB. Soon you’ll be able to work on documents at the same time with your teammates and across departments.

FAQs

What is SharePoint Online (SPO)?

SharePoint Online is a cloud-based application that allows sharing and collaboration with colleagues, partners, and customers. SharePoint Online is where your department and collaboration data will reside. You can access your data securely from anywhere: at the office, at home, or from a mobile device.

SharePoint Online is easily accessed through most browsers, and a SharePoint mobile app is available for iOS and Android devices.

What is OneDrive for Business?

OneDrive for Business (ODFB) is the personal file storage that each employee gets with an Office 365 subscription. OneDrive can be used for saving personal (but work-related) files, document drafts, and files you need to share individually. Additionally, all files stored in OneDrive can be accessed from the OneDrive website. With OneDrive, you can sync your documents with your work computer.

OneDrive is easily accessed using most browsers, and a OneDrive mobile app is available for iOS and Android devices.

How do SharePoint Online and OneDrive for Business work together?

OneDrive for Business is used for your work files while SharePoint Online is used for our work files. The most common business scenario for working with OneDrive & SharePoint is that you create or upload a file into your OneDrive first. You work with that file for a period of time to build it to what you need. If you are the only person needing access to the file, you keep it stored in OneDrive. If you need to work on that document with other people, you can copy or move it to a SharePoint site. For further clarification, see below:

OneDrive for Business

A place where you can store your files in the cloud, and access them from any device, or share them with others.

  • Accessible only to you by default.
  • You own all the files stored in OneDrive.
  • The lifecycle of your OneDrive is tied to your account.
  • You have the power to grant file/folder access to others.
SharePoint Online

A place that you and your team members can collaborate on files and digital content. It is set up to facilitate easier collaboration and communication with team members.

  • Files shared by default.
  • The SharePoint admins or site owners are in control.
  • A file’s lifecycle is tied to the SharePoint site, not your account.
  • If you have been given appropriate site permissions, you can grant file/folder access others.
When will data migration start?

Over the next several months (beginning in March 2019) you will be contacted by Information Services to coordinate and schedule your data migration. We’ll be sure you have all the tools you need to complete this successfully and will update this guide with how-to documents and instructions as they become available.

How can I prepare for the migration?
  • Departments should begin identifying and documenting data that does not need to be migrated. Please be mindful of all records retention responsibilities when determining the data that does not need to be migrated. Please do not delete this data. Plan to provide your documentation to Information Services upon your transition.
  • Identify and document any files that contain links to other iSpace documents or folders. Plan to provide your documentation to Information Services upon your transition.
  • The transition timeline, guidance and instructions for migration preparation will be communicated, along with expectations for completion.
What can I expect after the migration process is complete?
  • After your data is migrated, it will no longer be available from iSpace. Instead, you’ll access your files and folders through SharePoint and OneDrive for Business.
  • • iSpace will remain available to Information Services in a read-only capacity for a predetermined period of time, in order to handle any migration-related issues where data validation is necessary.
  • We’ll be sure you have all the tools you need to complete this successfully and will update this guide with how-to documents and instructions as they become available.
How will this migration affect my UTMB website?
  • After your data is migrated, it will no longer be available from iSpace.
  • Some pages and hyperlinks to data will need to be updated.
  • Any hard-coded links to files within your site will need to be updated with the new SharePoint URL, including links from other websites.
  • Instructions and guidance for updating links will be provided as soon as the information is available. 
How To Access Office 365 portal page
  • You can access your data at the Office 365 portal: www.office.com.
  • Log in with your UTMB email address and password.
  • The UTMB Service Desk is available to help with any login issues at ext. 25200 or by email at ishelp@utmb.edu.
Who do I contact if I have questions during the migration process?

Please contact SharePoint Migration Project Team: SPO@UTMB.EDU