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The Slippery Slope of Migrating to SharePoint Online or On-Premises
Jill HannemannDirector, Advisory Services@jhcherryblossomAdam LevithanProduct Manager@Collabadam
Jill Hannemann@JHCherryBlossomEditor, Digital Workplace TodayDirector of Advisory Services10+ years in Knowledge ManagementSharePoint expertise: information architecture, records management, content migration, document managementCulinary project: Its soup and chili season! About Me
Adam Levithan@collabadamCMS Wire & AIIM BloggerProduct Manager9+ years in Collaborative SystemsSharePoint expertise: Out-of-the-box solutions, business process management, Governance, adoptions, information architectureNext Adventure: 200 Mile 1-Day Cycling Event in June 2016About Me
SharePoint migrations rarely turn out as you plan them, are sometimes risky, and too often take longer than planned. Over the last 10 years of migrating from SharePoint 2003, 2007, 2010 to the latest versions of SharePoint/Office 365, weve seen a consistent theme: organizations underestimate the complexity and level of effort required for a successful migration. Whether you are planning to complete your own migration, or engaging a vendor to assist, this tutorial will discuss precautions you can take to avoid the slippery slope experienced in SharePoint migrations. During this tutorial, we will:Go through the assessment steps to understand the full landscape of your existing environment Review methodologies for moving content from one environment to the next Create a migration strategy you can take back to your organization
Whats so Difficult?
Whats so Difficult?
The Slope (complexity of your technical environment) = Level of Effort and ComplexityThe Rock (alignment between IT and the Business)
What are your Motivations for Upgrading SharePoint?Get off hardwareRedesign intranetMove to the cloudNew data centerHave search workGet new featuresAutomate processesImprove user experienceStabilize the infrastructureExpand usage of SP to other business unitsDevelop a new look and feelRedesign IAIntroduce social toolsConsolidate multiple SP farmsImplement records management
Combination of Business and ITGet off hardwareRedesign intranetMove to the cloudNew data centerHave search workGet new featuresAutomate processesImprove user experienceStabilize the infrastructureExpand usage of SP to other business unitsDevelop a new look and feelRedesign IAIntroduce social toolsConsolidate multiple SP farmsImplement records management
Complexity of Your EnvironmentGet off hardwareRedesign intranetMove to the cloudNew data centerHave search workGet new featuresAutomate processesImprove user experienceStabilize the infrastructureExpand usage of SP to other business unitsDevelop a new look and feelRedesign IAIntroduce social toolsConsolidate multiple SP farmsImplement records management
Understanding Your Environment
Audit & Inventory WHY spend the time?
AuditTotal size of databaseCustom User Interface Content typesInfopath formsWorkflowsChecked out documentsBusiness connectivity web services (BCS)PermissionsSite Structure
14Its not only how much content that matters, but the character of how youre using it. EverythingTROUBLE
Inventory2007 - 2013 see if usage is turned on and view latest reportsMetalogix Migration ExpertTree Size ProCreate a ScriptMetalogix Essentials (formerly MetaVis) Farm AnalysisInterns (Manual)
EnvironmentHealthCentral AdministrationNetwork InfrastructureTest Throughput/ Transfer rates
Run Microsoft Pre-Upgrade CheckersReview DatabasesReview Web.config
Authentication MethodsFarm StructureDeployed Features
FunctionalityInterviewsManual ReviewPass/ Fail TestsAsk the usersView how they do their daily work
View Most complicated site (Open in SharePoint designer if possible)Review last modified in View All Site ContentFind workflows Create a sub site within each site collectionCreate a page in the Pages and Site Pages librariesUpload documentCreate an item
Choose wisely.Which migration approach is right?Methods for Moving Content
Adam 2:30 time target19
Which approach is right for you?Manual MigrationContent Database Attach3rd Party ToolsTo O365Main use caseBenefitYesNoYesAll SituationsOn-Premises version upgradeBrand New DeploymentSource can be SharePoint or Unstructured file repositoriesFlexibility to rebuild IASP to SP version upgrade Few customizationsOn-Prem to on-PremNo IA rebuild requiredCopy, paste, tagWorks in all situationsExtremely labor intensive
Pull from AzureAzure Temporary Storage
Items packaged, pushed in batchesCopy Site Collection /Site/List
File Share,SharePoint On-Prem,Potentially any other Data Source.
Read List details from sourceWrite List to target
Create Package of 100+ itemsCreate XML file containing items, permissions and metadataUpload to Azure Temporary StorageTell SPO to pull package from AzureTimer Job Based imports content in a scalable way that will not hurt the service using back end resources.
New Migration API Overview: Migration Tools using New API
OOTB vs. 3rd Party Migration Tools
Vendor EvaluationMetalogix Content MatrixMetalogix Essentials for O365SharegateAvePoint DocAveBit TitanUser InterfaceReorganize during migrationSet up migration rules or bulk transfer Create new metadataRetain and migrate existing metadataContent mappingChange roll backsClient InstallPricing ModelExchangeOne Drive for Business
Align requirements with the right tool for your migration
test . Test . TEST
Test Migration is Critical! Determine a rate of transferForget theory and/or 3rd party promises review actual outputAllow users to test small subset of real content to gain feedbackChallenges to look for:Links breakingCustom content types not carrying overFile accessibilityPermissions Page layouts not transferringInfopath formsCUSTOM SOLUTIONS YOU DIDNT KNOW ABOUT
25Beware: 2007 Non-Publishing default.aspx pages stored outside of file structure.
Two major approaches to migration schedulingCutover MigrationThe Idea: Migrate everything and turn off the old system when you start to use the newBenefits: Convert all users to the new systemMinimize duplicationEnforce change management and adoptionRisks: Could take a long timeCould also never happenChange management could be challenging
Gradual MigrationThe Idea: Migrate group by group and onboard users to the new system when their group has been moved overBenefits:Onboard groups in small batchesGradual change managementFeedback loop can support easier adoptionRisks:Could never finishLarge risk for duplicationUsers could resist changeContent authenticity/system authenticity could be questioned27Big Bang! Living in two housesor
Cutover Migration28Cutover/TrainingNOTE: Most of the advice in this presentation is for a Cutover structure
Gradual MigrationGradual migrations can work, but you must deeply understand usage of the system29
Sample Project Schedule30
Jill 2:50 time target30
Take the opportunity toClean up the content in the systemIntroduce an improved look and feelA more intuitive navigationA more robust searchCreate site personalizationAddress current solutions:Infopath end of lifeConnectivity to other data systemsContent publishing process
Restructure Information Architecture32
Recommended! Supports growth and sustainability
Determines how users navigate to browse content
Influences metadata, templates, and searching for contentBeware: Beware of lack of control of URLs in O365
Content Cleanup33Beware: The time it takes to perform this step is almost always underestimated. Add time to your original estimate.
Content Clean Up with Content OwnersLeverage last modified dates and sixe of library/list to assist in guidance34Approaches:Automate WorkflowWalk through of content on the site
Provide worksheets to make decisions
Allow for in-place deletion
Remember - The clean up exercise is intended to provide benefits!Ensure valuable content is migratedHelp reduce noise in the search indexMinimize risk in reducing the overall amount of content to migrateReduce risk in removing content that could be a liability to the company
Recommended Path for a Successful Migration
Thank YouJill - @jhcherryblossom firstname.lastname@example.orgAdam - @collabadam email@example.com