Christian Buckley, Axceler Mastering SharePoint Migration Planning #SPSBE #SPSBE28
Oct 22, 2014
Christian Buckley, Axceler
Mastering SharePoint Migration Planning
#SPSBE
#SPSBE28
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My Background
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, and Seagate
• Co-authored ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (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 requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
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Most content focused on the technical aspects of migration
Migrations are not so much about the technical act of moving the data (although very important), but more about the planning that goes into preparing for the migration
Why is this presentation important?
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It’s not about the minutia of scripting methods to execute a hybrid database attach upgrade of your environment
We’re here to discuss the sometimes technical, but much more “hip” exercise of proper migration planning
This is the Jack Bauer of migration presentations, people
My weapon today…….PowerPoint
Why is this presentation important?
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This is your technical migration, i.e. the physical move of content and “bits”
Cliché #1
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This is the bulk of your migration – the planning,
reorganization, and transformation of your
legacy SharePoint environment
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They have layers
They stink
They make you cry
Cliché #2
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Cliché #3
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What motivates migration?
ExpandMove Transform
• Platform• Upgrade• Cost-savings• Technology-driven
• Platform• Features• Technology-driven• Business value
• Vision• Operational goals• Business value
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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
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Why do migrations fail?
Why do SharePoint deployments fail?
Wrong question.
Right question.
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A general lack of planning
But we planned this for weeks…
Did you involve your end users?
Did you identify the key use cases, and prioritize them?
Did you make the process iterative, folding what you learned back into your migration activities?
Sort of.
No.
Um...
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Map out the existing environment Understand the business priorities Model your planned environment Run a detailed discovery of what should be
migrated Conduct detailed capacity planning Identify roles and responsibilities Understand your audience and topology Analyze usage and activity Know your storage needs Track and plan for each customization Create a detailed migration schedule Organize granular requirements by team Plan to migrate or index file shares Replace third party tools with out-of-the-box
functionality Create or refine your metadata and taxonomy Map content to new information architecture Cleanup permissions Optimize information architecture for search Stage your platform for migration Coordinate with your operations team Roll out new features Plan for where and when to involve the users Develop and track key performance indicators Train your end users on new functionality
Where should you focus?• Update the look and feel• Create an audit process for ongoing
maintenance• Develop a back up and disaster recovery plan• Update systems to latest builds and service
packs• Establish a sound governance model• Identifies throttles and limitations• Understand and plan for new functionality• Focus on functionality, then look and feel• Develop a communication strategy• Create a governance website• Run PreUpgradeCheck a few dozen times• Have an anti-virus and maintenance plan• Plan for migration from other ECM platforms• Consolidate or reduce the number of SharePoint
versions supported• Understand performance metrics for the system• Know your stakeholders• Assign metadata to the new information
architecture• Develop a detailed test plan• Get signoff on all major design and architectural
decisions• Decide where and when to use end users• Establish strong change management policies• Expand the footprint to mobile or the cloud• Understand and focus on the organizational
vision
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What tools are in your toolbelt?
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Scope Process Data layer Transformation Continuous improvement
5 Steps to Mastering Migration Planning…or better stated, 5 areas of focus that will help your
overall SharePoint deployment to be successful
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1. Understand the scope
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Is it better to ask users what they want or need before introducing a new technology,
or to demonstrate the new technology and then ask them what they want or need?
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What is your role?
How do you accomplish your job today?
What is currently automated, and how?
Are there gaps in your business processes?
Can these be solved through process, or do they require technology?
Where is the business experiencing pain?
Ask the questions
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Build the use cases
• Role-specific• Keep them simple• Don’t make
judgment calls, just identify them
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Prioritize the actions
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Incorporate feedback from the team
Clearly define and publish the criteria
Consistently review
Keep a running list
Build out quickly and test
Be flexible
Refine the scope
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As part of your discovery process, conduct an overall health check Usage / Activity Permissions Storage Audit Performance
Where to start?
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2. Focus on the process
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Common Project Methodology
Maintenance
Planning
AnalysisDesign
Implementation
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The more you involve your end users, the more likely they are to accept the end result
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Example - Rational Unified Process
1. Develop iteratively, with risk as the primary iteration driver
2. Manage requirements
3. Employ a component-based architecture
4. Model software visually
5. Continuously verify quality
6. Control changes
Development Framework
End Users help identify priorities, problem areas
Provide requirements
Help define components
Review designs
Test, provide feedback
Use the product, identify technical issues
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Requirements / scope document Project plan Communication plan Test plan Governance plan
Enterprise governance IT governance SharePoint governance Site-level governance
Outline of key roles and responsibilities Change management process
Know your key artifacts
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RACI format Responsible Accountable Consulted Informed
OARP format Owner Approver Reviewer Participant
Make assignments
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Build a test plan
Clearly define roles and responsibilities
and time estimates
Assign roles
Give recognition
Test early, test often
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Iterate
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3. Outline the information layer
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Clean up content types
Understand navigation
Organize metadata
Prepare for Managed Metadata
Optimize for search
Consolidate templates
Know your information architecture
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Tier 1 site collections based on business units or product areas
Top level portal
Tier 2 sites that follow specific structure
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• Understand what is out there
• Who owns the content?
• Does it need to be moved?
• Does it need to be indexed/searchable?
• Is the folder structure important?
• Do you need to maintain historic metadata?
Get organized
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4. Migrate and transform
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5. Set up a process of continual improvement
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"Culture does not change because we desire to change it. Culture changes when the organization is transformed; the culture reflects the realities of people working together every day."— Frances Hesselbein
The Key to Cultural Transformation, Leader to Leader (Spring 1999)
• Understand your corporate culture before you try to change anything
• Explain what it is you’re trying to do, and get end users onboard
• In addition to executive buy in, you need your end users to buy in
What’s your culture of change?
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Remember, there is no such thing as a homogenous deployment
Tactical Approach
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Discovery Cleanup and Preparation Prep the destination system Planning Test as you Migrate
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As best as you can, have a complete understanding of the environment that is being migrated Know what to cleanup Know what to delete Know what can be moved quickly Know what will need more hand-holding
1. Discovery
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Run the stsadmin –o preupgradecheck (if you are running SharePoint 2007, Service Pack 2) Good summary of things to pay attention to
Compatibility issues Solutions or features used in your source system
that need to be installed on your destination Site templates that may no longer be available
(Fab40) Custom solutions, web parts, workflows, master
pages, etc
1. Discovery
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Only move what needs to be moved, shortening the migration cycle Unused or empty groups Unneeded and unused sites Re-inherit permissions Remove direct permissions (add to groups) Disable features
2. Clean up and preparation
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Ensure the environment is ready Complete configuration, including any shared
services User Profile Search MySites
Install any 3rd party solution, features, or web parts Create your web applications Define the managed paths to be used If relevant, create the appropriate Site Collections
(unless you plan to migrate entire Site Collections)
3. Prep the destination system
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Understand usage/activity on each site Prioritize based on business functions/needs Think about site reorganization Consider making source site collections
“read only” just before migrations to prevent changes being lost
4. Planning
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Start small Site collections with fewer sub-sites, fewer lists,
fewer permissions, etc Test functionality of customizations Work closely with end users and incorporate
feedback Use initial tests as a baseline to convey to end
users timing, performance, potential problems to look for
As you test larger migrations, refine your estimates
5. Test as you migrate
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Migration time (time it takes to complete) is based on Size of the data (megabytes) Number of documents or list items (it takes longer to
process 1000 items that = 1Mb than a single 1Mb document
Number of sites and lists (each site and list has a number of design elements, such as site columns, content types, etc)
Number of permission-related elements (number of groups, users, unique permissions)
5. Test as you migrate
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Christian [email protected]+1 [email protected]
Additional Resources available 11 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
Best practices for capacity management for SharePoint Server 2010, TechNet http://bit.ly/nvNrig
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
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