spshou - mastering sharepoint migration planning
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Mastering SharePoint Migration Planning
Christian BuckleyDirector of Product Evangelism, Axceler@buckleyplanet cbuck@axceler.com
May 7th, 2011
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
My Background
Christian Buckley, Director of Product Evangelism at Axceler
• Most recently at Microsoft
• Microsoft Managed Services (now BPOS-Dedicated)
• Advertising Operations, ad platform API program
• 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. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM
• At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
• I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Improving Collaboration for 16+ Years– Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms– Delivered award-winning administration and migration
software since 1994– Over 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 practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends
Axceler Overview
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
My Connection to Houston
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• The iceberg• The onion• The carton of milk
Migration Cliché’s
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net
This is your technical migration, i.e. the physical move of content and “bits”
Cliché #1
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net
Cliché #2
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net
Remember, there is no such thing as a homogenous deployment
Cliché #3
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
What motivates migration?
ExpandMove Transform
• Platform• Upgrade• Cost-savings• Technology-driven
• Platform• Features• Technology-driven• Business value
• Vision• Operational goals• Business value
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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 Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Why do migrations fail?
Why do SharePoint deployments fail?
Wrong question.
Right question.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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...
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
My Entirely New Cliché
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Scope• Process• Data layer• Transformation• Continual improvement
5 Steps to Mastering Migration Planning
…or better stated, 5 areas of focus that will help your overall SharePoint deployment to be successful
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. Understand the scope
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Build the use cases
• Role-specific• Keep them simple• Don’t make
judgment calls, just identify them
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Prioritize the actions
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• As part of your discovery process, conduct an overall health check– Usage / Activity– Permissions– Storage– Audit– Performance
Where to start?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
2. Focus on the process
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.netKathy Sierra, Creating Passionate Users, http://headrush.typepad.com/
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Common Project Methodology
Maintenance
Planning
AnalysisDesign
Implementation
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
The more you involve your end users, the more likely they are to accept the end result
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Requirements / scope document• Project plan• Communication plan• Test plan• Governance plan• Outline of key roles and responsibilities• Change management process
Know your key artifacts
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
RACI format Responsible Accountable Consulted Informed
OARP format Owner Approver Reviewer Participant
Make assignments
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Build a test plan
Clearly define roles and responsibilities
and time estimates
Assign roles
Give recognition
Test early, test often
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Iterate
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
3. Outline the information layer
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Clean up content types
• Understand navigation
• Organize metadata
• Prepare for Managed Metadata
• Optimize for search
• Consolidate templates
Know your information architecture
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• 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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
4. Migrate and transform
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
5. Set up a process of continual improvement
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Barry Oshry
http://seeingsystems.blogs.com/
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
What’s your culture of change?
“Even those who fancy themselves the most progressive will fight against other kinds of progress, for each of us is convinced that our way is the best way.“
— Louis L'Amour
• 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
Obscure Texas reference
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.netFinis
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETbuckleyPLANET.com
• 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
– 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
Contact me
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