sharepoint tips and tricks to avoid migration headaches

@chrysalisbts

7 March 2015

Tips and Tricks to SharePoint Migration

Mike Maadarani

@chrysalisbts

Thanks to our Sponsors!

• Platinum:

• Gold:

• Silver:

• Swag:

• Venue:

• Coordinators:

@chrysalisbts

TriState SharePoint User Group

• Meet right here in the Microsoft office

• 2nd Tuesday of the month

• 5:30-8:00 pm

• Content for: End Users, Developers, IT Pros, Admins & Architects

– Presentations, Demos, Open-Discussions

• More Info: www.TriStateSharePoint.org

@chrysalisbts

Welcome & Introductions

Mike Maadarani, Ottawa • App Dev and Architecture for over 20 years (17 Years

Microsoft, 3 Years with the “Other Guys”)

• Business focused on Enterprise Content Management & Publishing Sites

• Technology focused on SharePoint, SQL Server and SharePoint Integration

• Architect, trainer, and presenter

mike@maadarani.com

www.maadarani.com @mikemaadarani

@chrysalisbts

Cloud

ProcessAgenda

Closing and Q&A

Content & Apps

Overview

Migration Life Cycle

Hybrid

@chrysalisbts

@chrysalisbts

Others have it!

Sooner or later, you will need SharePoint!

3 reasons why SP 2013 is better than Sex:

– You can usually find someone to do it with

– A little Scotch and you can usually do it all night!

– If you don’t finish, you won’t gain a reputation of a “SharePoint Teaser”

Wheel is still there, but friendlier message

@chrysalisbts

History recap

@chrysalisbts

2006

@chrysalisbts

2007 – 2012: Revolutionary Trends

@chrysalisbts

SharePoint 2013

@chrysalisbts

SharePoint Evolution to 2016

@chrysalisbts

@chrysalisbts

Overview

What is migration?

• The movement from one location (Source) to another location (Target)

What is IT Migration?

• People, Hardware, Software, Systems, Data, Information, Business Processes, Applications, Services

What is Information Migration?

• The movement of documents, metadata, taxonomy and structure, security, and business process logic

@chrysalisbts

@chrysalisbts

@chrysalisbts

@chrysalisbts

@chrysalisbts

Migration/Upgrade Lifecycle

Analysis Plan Execute Assess Sustain

SOURCE

File Share

Exchange Public Folders

Lotus Notes

Web Content

SharePoint

Other LOB Systems

TARGET

SharePoint Online

SharePoint On-Premises

@chrysalisbts

@chrysalisbts

Analyze: Decision Points

• Content Analysis– File Shares

– Exchange Public Folders

– Notes Databases

– Existing SharePoint farms

– Web Content

– Other lines of business applications

• Who is involved?– Stakeholder(s) (Accountability)

– Business Drivers (Awareness)

– Information Technology (Accessibility)

– Individual(s) (Owner)

• Where is our content?– Hosted or In House

– Centralized or Decentralized

– Local or Abroad

@chrysalisbts

• Content Analysis– How much content? How large?– How many layers? (Web Applications, Site Collections,

Sites)– Content Types, Metadata? CTH?– Security Levels– Workflows– Linked Information– M.U.D.R (Systems and Content)

• Maintain• Upgrade• Dispose• Replace

Analyze: Decision Points

@chrysalisbts

• Service Applications Analysis

– Search

– Managed Metadata

– Secure Store (must be done before BCS)

– BCS

– User Profiles

– PerformancePoint

Analyze: Decision Points

@chrysalisbts

• Custom Code

– WSP

– Event receivers

– Apps (if 2013 to Online)

– Workflows

– Etc…

• 3rd Party Tools

Analyze: Decision Points

@chrysalisbts

• Action Items

– Roles and Responsibility Matrix

– Content Inventory Worksheet

– Security Report

– Decision: Build or Buy migration tools ANDservices

Analyze: Action Points

@chrysalisbts

@chrysalisbts

@chrysalisbts

Private Cloud

Farm SolutionsSandbox Solutions

Expensive to runExpensive to maintain

We know what we knowWe expect innovation and great new features

@chrysalisbts

Azure

If you’re used to a virtual environment, you’re ready for Azure

A few quirks

Farm Solutions

Sandbox Solutions

Pricier

Not clear on upfront cost

@chrysalisbts

SharePoint Online

No Farm Solutions

Limited Sandbox Solutions

More script and CSOM code is being added

Totally based on access

AND “seats”

Usually cheaper that the other options

New Features come online first

Updates are almost every quarter

Good support from MS and the partners

@chrysalisbts

Hybrid Solution

@chrysalisbts

Upgrade Scenarios

Gradual Upgrade

In-Place Upgrade

@chrysalisbts

• All content databases

• Search administration

• BDC

• Managed Metadata

• PerformancePoint

• Secure store

• User Profile databases

Database Upgrade

@chrysalisbts

@chrysalisbts

Identify SPO Gaps

Midsize Business plan or higher for AD integration

Midsize, Enterprise E1 or higher for Yammer

Based on size and number of items

Lots of vendors, some are the same core engine

Farm solutions are not supported in Office 365

Need to know what is in the farm, and where they are being used, to create a remediation plan

App Store is rich with many solutions

@chrysalisbts

•

– Out of date

– Duplicated

– Difficult to find

•

– delete/archive/migrate triage

– reorganization

– tagging with metadata

Real world content

@chrysalisbts

Plan: Decision Points

• Where will the content go?– Web Applications

– Site Collections

– Sites

– Pages

– Libraries

• What will the content do?– Policy Management

– Business Process

– Search ability

– Metadata

• Communicate and Train!

@chrysalisbts

•

•

•

Remediation

@chrysalisbts

Cannot be migrated as is

Cannot be migrated

Should not be migrated

Why remediation is required

@chrysalisbts

Content remediation

@chrysalisbts

Customization remediation

Branding Solutions

ProvisioningSolutions

Content Types andSite Columns

User InterfaceComponents

Other Built-inFunctionalities

Integration/Maintenance

Solutions

@chrysalisbts

Use OneDrive For Business

• Migrate your MySite and personal files

Personal Sites must be created first before you migrate

Bulk migration requires an account to be added to the personal sites

Use PowerShell to add a migration account to the admin group for individual personal sites

Remove when done with migration

Bulk Site creation is available through CSOM API

@chrysalisbts

@chrysalisbts

Choosing your migration approach

Self-service migration

• Manual

Tools-based migration

• Manual/auto using tools

Complex migration

• Includes custom code

• Involve experts

@chrysalisbts

Choosing your migration approach

Self-service migration

• Manual

Tools-based migration

• Manual/auto using tools

Complex migration

• Includes custom code

• Involve experts

@chrysalisbts

Migrate your Service Applications First

Steps to migration

@chrysalisbts

Service Apps

Online• Search

– Consider Hybrid Search

• MMS– You want to consider 3rd party

tools

• BCS– You need Hybrid environment

• PerformancePoint– PowerBI, PowerView

• User Profile– AD Sync

On-premises• Search

– Consider Hybrid Search

• MMS, Secure Store, BCS, PerformancePoint, User Profile– Consider DB Upgrade

@chrysalisbts

• The migration to the cloud must be performed remotely

• User identities are different

Migration considerations

@chrysalisbts

• Do you really want to migrate?

• Use OOB if possible

• Rebuild if needed

• Test against trial content

• Finalize and lock down code deployment

Execute: Code Migration

@chrysalisbts

• Triage your content

• Assess

• Reconfigure your scripts/strategy

• Try again

• Follow your Plan

• Divide and Conquer

• Delta Migration

Execute: Content Migration

@chrysalisbts

NO migration is 100% success

Execute: Content Migration

@chrysalisbts

• Assess your content

• Re-run migration for missing content

• How is the current state performing/growing?

– Storage

– Security

– Performance

– Event Log

Assess: Action Points

@chrysalisbts

• What is your disaster recovery plan?

– SPO, No action

– On-Premises, Plan and implement a DR site

• Turn off old farm, but do not kill it

• What are our growth metrics?

• How we will manage issue tracking and support?

Sustain: Action Points

@chrysalisbts

@chrysalisbts

•

•

– Schedule

– Communications

– Hybrid strategy

•

•

•

•

•

Recap

@chrysalisbts

Keys to success

• People– Source system knowledge (System X)

– Target system knowledge (SharePoint Online)

• Knowledge– Development

– Knowledge management• How to structure the data

• Realistic timelines

• Commitment– Strong steering committee

@chrysalisbts

&

@chrysalisbts

mikem@chrysalisbts.com

@chrysalisbts