May 20, 2015
Governance Should Begin with Your MigrationChristian [email protected]
About
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
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Tackle 10 common business problems with proven SharePoint solutions• Set up a help desk solution to track service
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Axceler Overview
Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
Delivered award-winning administration and migration software since 1994, for SharePoint since 2007Over 2,000 global customers
Dramatically improve the management of SharePoint
Innovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)
Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends
Topic
Stating the Problem
Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.
• SharePoint out of the box is a powerful platform
• But many organizations don’t think they have the time, money, people to spend on planning
• The same can be said for governance
• The result? o Site sprawlo Unfettered contento Process lawlessness
Why are we talking about governance?
• Migrating to a new farm, or to a new version of SharePoint, is a great opportunity to stop and reflect on the health and welfare of your system
• You may be leaving your old platform, but understand what aspects of your old governance model need to come with your data (don’t throw the baby out with the bath water)
• A platform change (or even a SharePoint upgrade) can leverage much of the old, and introduce the new
Why are we talking about migration?
Topic
Why Migrations are Difficult
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
This is your technical migration, i.e. the physical move of content and “bits”
8/15/2012 11
This is the bulk of your migration – the planning,
reorganization, and transformation of your
legacy SharePoint environment
Why are migrations difficult?
Migrations are phased
• Should not be determined by the technology you use
• Match the needs and timing of your content owners and teams
• Be flexible, moving sites and content based on end user needs, not the limitations of the technology
Migrationsare iterative
• Planning should not be limited by the number of migration attempts you make, or by the volume of content being moved
• Recognize the need to test the waters, to move sites, content and customizations in waves
• Allow users to test and provide feedback
Migrations are
error prone• There is no “easy”
button for migration
• You can run a dozen pre-migration checks and still run into problems
• Admins and end users do things that are not “by the book”
• Watch for customizations, 3rd party tools, and line of business apps that run under the radar
Migrations are
not the end goal• Proper planning and
change management policies will help you to be successful with your current and future migrations
• Your goals should be a stable environment, relevant metadata, discoverable content, and happy end users
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
The Planning Layer
The Business Layer
The Discovery Layer
The Physical Layer
The Information Layer
The Transformation Layer
The Productivity Layer
The Presentation Layer
The Training Layer
The Governance Layer
SummaryThe Layers of Your Governance Plan
1. The Planning Layer
Use your established project methodology
Establish a change management structure
Develop a communication planInvolve end users earlyLet them know what’s happening with their dataLet them see test migrationsLet them know when their data has been migrated
Decide where and when to involve end users:• Create use cases• Create “current state” documentation• Prioritize requirements for “future state”
environment• They know their content – let them drive
• File share migrations, or organization• Taxonomy development• Metadata assignment• Testing / test validation• Signoff on overall project plan
2. The Business Layer
Understand the business scope and audience
Identify stakeholders
Develop use cases
Estimate future growth
Get sign-off
3. The Discovery Layer
Understand what is out there, what to do with itFile sharesOlder SharePoint versionsOther ECM platformsBusiness processes and new tools that will drive new content into SharePoint
Conduct an overall health checkUsage / ActivityPermissionsStorageAuditPerformance
4. The Physical Layer
Map out existing hardware, other systemsUpgrade hardware
Latest service packsPreUpgradeCheckExceed the recommended hardware minimums
Develop plans forBackupDisaster recoveryBusiness continuityAnti-virus and maintenance plans
Prepare system for migration
Understanding the Physical Layer
Pre-Upgrade Check provides some of the analysis:
• Searches content sources and start addresses• Outlines Office Server topology• Identifies servers in the current farm• Lists SharePoint version and list of components running in the
farm• Outlines supported upgrade types• Provides Site Definition and Feature information• Details language pack information• Identifies Alternate Access Mappings that will need to be
recreated• Outlines Customized List Views (these will not be upgraded)• Outlines Customized Field Types (these will not be upgraded)• Identifies WSS Search topology• Provides list of Content Databases and
SQL server locationJoel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate
• What kinds of customizations are on your source system?
• UI design• Web parts• Workflows• Line of business applications• 3rd party tools• Custom features• Site definitions• Field types• Custom SharePoint solutions• Any changes to the file system on your SharePoint servers
• Pre-Upgrade Check provides some of the analysis• How many customizations are outside of the
SharePoint framework?• Are there any customizations which can be replaced
by out-of-the-box functionality?
5. The Information Layer
Organize the information architectureClean up content typesOrganize/centralize your templatesUnderstand navigationOrganize metadataIdentify roles and responsibilitiesOptimize for search
6. The Transformation Layer
Clean up, prep for upgrade/migrationMove file sharesMove from other ECM platformsConvert filesAdapt or change business processesUpgrade 3rd party toolsMove, update, rebuild or remove customizations
7. The Productivity Layer
It’s about ongoing refinement of the platform
Business productivity solutions to extend the capability of SharePoint
WorkflowsTemplatesInfoPath formsRecords management plans
3rd party toolsWatch the community to learn what others are doing, repeat their successes
8. The Presentation Layer
Functionality first, thenRefine the look and feel
9. The Training Layer
Understand end user needsNew to SharePointNew business productivity solutionsSelf-serve materials
Provide regular updates / refresher courses
10. The Governance Layer
Clearly define roles and responsibilitiesClarify or establish, then document, policiesIdentify ownership, stakeholders at each levelOutline short-term, ongoing processesHave a written plan
Information managementService level agreementsChange managementAudits on security, content, permissions
Ensure your governance strategy is mapped to the business value to be delivered (use cases)Build in checks and balances (regular reviews)
Governance considerations
Example of an iterative migrationStand up 2010 platformReview activity logs for target site collectionEstablish plan on what is to be moved based on requirementsReview existing taxonomy, map to new taxonomyCommunicate with existing administrators, incorporate feedbackProvision the sitesImport the contentApply site settings, themes, navigationApply groups / roles, permissionsApply workflows and any customizationsNotify administrators and user of new sitesTake in feedback, review, iterate
Applied
Topic
A Plan for a Plan
Planning is key
Utilize your established PM methodologyFollow these simple, and universal, guidelines for planning:
Understand your business objectivesUnderstand your end user expectationsUnderstand your governance modelTake feedback, iterate on your designMake your efforts transparent
Know what is out there
Understand how people are using the system
Understand how the platform currently provides business value, where it needs to improve
Know the guiding principles for how the system should be used and managed
Create policies that following these principles, while also allowing people to collaborate
In Summary….
Topic
Change is Hard
Change Management
At the core of any plan should be a solid change management system
TransparentStatefulCurrent
Tell people what you are going to do beforehand, give them data while being executed, tell them what was accomplished once completed
Contact me
Order your copy at http://oreil.ly/qC4loT
Christian [email protected]+1 [email protected] and http://info.axceler.com
Additional Resources available11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln
The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ
Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw
What to Look for in a SharePoint Management Tool http://bit.ly/l26ida
The Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZ
ReadyPoint (free) http://bit.ly/gGXIPO
Davinci Migrator http://bit.ly/ieZ5L8
echo for SharePoint 2007 http://bit.ly/iwfl3f