mastering sharepoint migration planning spsbe28

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Christian Buckley, Axceler Mastering SharePoint Migration Planning #SPSBE #SPSBE28

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My updated migration planning session from the April 28, 2012 SharePoint Saturday Belgium event which took place outside of Brussels (Vilvoorde).

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Page 1: Mastering SharePoint Migration Planning SPSBE28

Christian Buckley, Axceler

Mastering SharePoint Migration Planning

#SPSBE

#SPSBE28

Page 2: Mastering SharePoint Migration Planning 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]

Page 3: Mastering SharePoint Migration Planning SPSBE28

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Get the Book

Just released from Microsoft Press

Order your copy at http://oreil.ly/qC4loT

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

Page 4: Mastering SharePoint Migration Planning SPSBE28

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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?

Page 5: Mastering SharePoint Migration Planning SPSBE28

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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?

Page 6: Mastering SharePoint Migration Planning SPSBE28

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This is your technical migration, i.e. the physical move of content and “bits”

Cliché #1

Page 7: Mastering SharePoint Migration Planning SPSBE28

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This is the bulk of your migration – the planning,

reorganization, and transformation of your

legacy SharePoint environment

Page 8: Mastering SharePoint Migration Planning SPSBE28

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They have layers

They stink

They make you cry

Cliché #2

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Cliché #3

Page 10: Mastering SharePoint Migration Planning SPSBE28

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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

Page 11: Mastering SharePoint Migration Planning SPSBE28

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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

Page 12: Mastering SharePoint Migration Planning SPSBE28

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Why do migrations fail?

Why do SharePoint deployments fail?

Wrong question.

Right question.

Page 13: Mastering SharePoint Migration Planning SPSBE28

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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...

Page 14: Mastering SharePoint Migration Planning SPSBE28

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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

Page 15: Mastering SharePoint Migration Planning SPSBE28

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What tools are in your toolbelt?

Page 16: Mastering SharePoint Migration Planning SPSBE28

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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

Page 17: Mastering SharePoint Migration Planning SPSBE28

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1. Understand the scope

Page 18: Mastering SharePoint Migration Planning SPSBE28

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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?

Page 20: Mastering SharePoint Migration Planning SPSBE28

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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

Page 21: Mastering SharePoint Migration Planning SPSBE28

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Build the use cases

• Role-specific• Keep them simple• Don’t make

judgment calls, just identify them

Page 22: Mastering SharePoint Migration Planning SPSBE28

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Prioritize the actions

Page 23: Mastering SharePoint Migration Planning SPSBE28

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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

Page 24: Mastering SharePoint Migration Planning SPSBE28

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As part of your discovery process, conduct an overall health check Usage / Activity Permissions Storage Audit Performance

Where to start?

Page 25: Mastering SharePoint Migration Planning SPSBE28

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2. Focus on the process

Page 26: Mastering SharePoint Migration Planning SPSBE28

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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

Page 29: Mastering SharePoint Migration Planning SPSBE28

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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

Page 32: Mastering SharePoint Migration Planning SPSBE28

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Iterate

Page 33: Mastering SharePoint Migration Planning SPSBE28

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3. Outline the information layer

Page 34: Mastering SharePoint Migration Planning SPSBE28

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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

Page 35: Mastering SharePoint Migration Planning SPSBE28

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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

Page 37: Mastering SharePoint Migration Planning SPSBE28

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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

Page 38: Mastering SharePoint Migration Planning SPSBE28

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4. Migrate and transform

Page 39: Mastering SharePoint Migration Planning SPSBE28

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5. Set up a process of continual improvement

Page 41: Mastering SharePoint Migration Planning SPSBE28

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Page 42: Mastering SharePoint Migration Planning SPSBE28

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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?

Page 43: Mastering SharePoint Migration Planning SPSBE28

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Remember, there is no such thing as a homogenous deployment

Page 44: Mastering SharePoint Migration Planning SPSBE28

Tactical Approach

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Discovery Cleanup and Preparation Prep the destination system Planning Test as you Migrate

Page 46: Mastering SharePoint Migration Planning SPSBE28

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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

Page 47: Mastering SharePoint Migration Planning SPSBE28

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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

Page 48: Mastering SharePoint Migration Planning SPSBE28

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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

Page 49: Mastering SharePoint Migration Planning SPSBE28

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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

Page 50: Mastering SharePoint Migration Planning SPSBE28

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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

Page 51: Mastering SharePoint Migration Planning SPSBE28

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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

Page 52: Mastering SharePoint Migration Planning SPSBE28

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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

Page 53: Mastering SharePoint Migration Planning SPSBE28

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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

Contact me

Page 54: Mastering SharePoint Migration Planning SPSBE28

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