SharePoint 2013 Migration: Your 5 Rules for Success

Christian Buckley, Director of Product Evangelism, AxcelerIan Woodgate, Managing Director, PointBeyond

SharePoint 2013 Migration:Your 5 Rules for SuccessWhat we’ll cover today:

• SharePoint and your changing organization

• Advances in SharePoint 2013

• Best practices for SharePoint migrations

• Real-world migration scenarios

Our goal today:

To help you fill in some of the pieces of your planning strategy for migrating to SP2013

About Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration

• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, 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: cbuck@axceler.com

Axceler Overview• Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, and

secure their collaborative platforms• Delivered award-winning administration and migration

software since 1994, for SharePoint since 2007• Over 3,000 global customers in 40+ countries

• 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

About Ian Woodgate, Managing Director at PointBeyond

• Founded PointBeyond, now one of the UK’s leading SharePoint specialists

• Background in financial services

• Organises SharePoint UK User Group meetings at Southampton and regularly speaks at events

• Actively involved in many SharePoint projects across a diverse range of industries. Focuses on SharePoint and broader IT strategy

• Twitter: @ianwoodgate Blog: blog.pointbeyond.com Email: ian.woodgate@pointbeyond.com

PointBeyond Overview

The UK’s leading SharePoint business solution specialistsMission: To deliver and support business solutions that improve productivity, accuracy, and insight

• 5 years old and growing

• Creative, innovative, experts

• Microsoft Business Critical SharePoint partner

• Partner with Axceler, K2, Nintex, Lightning Tools, and more

Getting more from SharePoint• Ensure SharePoint strategy is aligned with IT and business strategy

• Accelerate, de-risk & reduce the cost of solution delivery with a no-code approach

• Realise the true potential of the cloud and mobile

• Make SharePoint more effective and efficient and lower the total cost of ownership

Working with SharePoint 2013• Consultants attended Microsoft Ignite training in US last year

• Worked extensively with 2013 beta

• Several successful migrations completed, more in progress

• Provide honest migration advice – does 2013 provide business benefit to you?

The Role of SharePoint in Your Organization Today

©2013 Axceler

In 2003/2007 days this was the

leading use of SPWith SP2010,

it changed

©2013 Axceler

I would put a majority of these into the “no plan” bucket

The Governance Gap

0%

10%

20%

30%

40%

50%

60%

70%

80%

67%

26%

Startling Truthview SharePoint

Governance as critical

have a well defined strategy

11

Why the cloud is becoming important to SharePoint customers

As SharePoint continues to expand its footprint, companies are demanding flexible architectures to help them better meet internal and external collaboration needs

• Reducing costs

• Reducing headcount

• Doing more with less

• Focusing less on traditional IT activities and more on activities that will help drive the business forward

Microsoft in the Cloud

• Office 365 and SharePoint Online• Microsoft’s solution for Cloud based collaboration

• Includes SharePoint, Yammer, Exchange, Lync, Office Suite, etc.

• Businesses collaborate from virtually anywhere• World-class hosting and reliability

• Avoid overhead in managing your own infrastructure

A snapshot of SharePoint 2013

My Tasks

Track individual tasks yourself

Or aggregate tasks from Outlook and

from across SP

Rollups / Aggregation Capability

Using the new FAST Search integration, build

queries across any content that is crawled

Activity Feeds

Follow people, sites, content, tags, activities

Track your interactions with

team members or with key content

Projects and Deadlines

Each time you log in, you are presented with key

information around tasks and assignments

Track a single project, or build a portfolio view

Simplified Sharing

Why companies will move to SharePoint 2013

Why move to 2013?

• End user adoption (tighter integration with Office) and usability improvements

• Social has become a company strategy

• Publishing to multiple formats (intranet, extranet, internet, mobile, tablet)

• Improved search and business intelligence, whether data is on prem or in the cloud

Why Migrate?

We’re upgrading to a newer version of SharePoint

Why are we talking about migration?

We’re upgrading our hardware on prem, and also looking at the cloud

We can use this as an opportunity to clean up our IA and governance

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

This is the bulk of your migration – the planning,

reorganization, and transformation of your

legacy SharePoint environment

1. Define your business priorities• Think holistically about your environment, and

what you’re trying to accomplish with SharePoint• Strategic Initiatives (for example, Compliance)

• On prem vs. hosted• Online / Offline• Mobile• Extranet• LOB app integration• Social platforms

• Understand the role of the Business Analyst• Engage the Business Users• Engage the Change Leaders• Build a communication plan• Integrate change management and project

management

Sample Communication Plan

2. Rebuild your taxonomy

• Set realistic priorities• Consider multiple service

levels amongst your sites and Web apps

• Don’t solve every taxonomy problem during the migration

• Design for those that matter• Design for those that care

• Leverage what you’ve already built• Talk to your end users about what is

working, what is not• Communicate it out and get feedback –

don’t do it in a vacuum It’s loud if you do

3. Map to your information architecture

• A re-architecture project can exceed the size of your migration

• Build content maps, pre and post-migration

• Communicate

• Understand what is out there, what to do with it• File shares• Older SharePoint versions• Other ECM platforms• Business processes and new tools that will drive

new content into SharePoint

• Conduct an overall health check• Usage / Activity• Permissions• Storage• Audit• Performance

• 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 • Outside of the SharePoint framework?• Can they be replaced by out-of-the-box functionality?

• Do it in waves• Clearly define roles and responsibilities• Communicate the level of effort to the

business before migrating, and what it will take to maintain it afterward

4. Establish clear and simple governance guidelines• Why do governance at all?• It’s about mitigating risks

• Intellectual property• Auditing• Compliance• Data integrity• Change management• Configuration management• Education and training

• Clearly define roles and responsibilities

• Identify ownership, stakeholders at each level

• Outline short-term, ongoing processes

• Have a written plan• Information management• Service level agreements• Change management• Audits 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)

5. Implement transparent change management• Create awareness and communicate why the

migration is needed• Identify user resistance to change• Provide tools and time to help

them through the migration• Replicate technical leadership

traits in new processes

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

• Make it clear to people how they are involved, what is expected from them

• Give them feedback loops• Show them what actions you are taking,

when you think it will be delivered• Leverage social and collaborative features

to mentor, educate, and communicate

The more you involve people in the process, the more likely they are to accept the results

• 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….

Planning is key

• Utilize your established PM methodology• Follow these simple, and universal, guidelines

for planning:• Understand your business objectives• Understand your end user expectations• Understand your governance model• Take feedback, iterate on your design• Make your efforts transparent

The Perils and Pitfalls of MigrationFailure to:• Think about customisation• Clearly communicate to users • Consider reorganising your content• Plan Shared Services adequately• Consider claims authentication• Follow best practice for installation• Perform test migrations• Make sure infrastructure is adequate• Allow for down time• Consider O365/SP Online• Undertake business continuity planning and testing

PointBeyond Upgrade Readiness AssessmentFollowing a 4-day Upgrade Readiness Assessment, you’ll receive a report containing:

• High level business case – Identifying the benefits to your organisation if you upgrade and how you can meet your business objectives.

• Personalised action plan – Clearly defined steps that will deliver a successful migration. Identify issues early to overcome hurdles, reduce risk and down time.

• Estimated migration costs – a detailed breakdown of the costs your organisation is likely to face.

• Additional recommendations – Further ideas on where processes or tools could add value to your migration project.

Thank you!

Online and offline resources

• Axceler Governance Maturity Benchmark Survey http://bit.ly/XudXTK and related infographic http://bit.ly/ZhupYp

• Axceler’s Migration Kit, including tools, videos, and the whitepaper “Five Essential Steps for Mastering SharePoint Migration Planning” http://bit.ly/szCAt9

• Upgrade and Migrate to SharePoint 2013 (IT Pro) – TechNet http://bit.ly/NWsEtc

• Top 8 Migration Tips for Office365 (Scott Cameron) http://bit.ly/LXwPYT

• Why Do SharePoint Projects Fail? http://bit.ly/dmJmw

• What to Look for in a SharePoint Management Tool http://bit.ly/l26ida

• Capacity Planning and Sizing for Microsoft SharePoint Products and Technologies, http://bit.ly/eXf0Cy

Thank you!Christian Buckleycbuck@axceler.com @buckleyplanetwww.Axceler.comhttp://tiny.cc/buckleypresentationshttp://tiny.cc/buckleybloghttp://tiny.cc/buckleybookhttp://tiny.cc/buckleygovernance4hybrid

Ian WoodgateIan.woodgate@pointbeyond.com @ianwoodgate www.PointBeyond.com