#EuropeanSP--11 Strategic Considerations for SharePoint Migrations

11 Strategic Considerationsfor SharePoint Migrations

Christian Buckley

cbuck@axceler.com@buckleyPLANET

My BackgroundChristian 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

Axceler Overview• 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

Email Cell Twitter Blog

cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

• 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?

10/19/2011 5

10/19/2011 6

Despair.com

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

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

10/19/2011 8

This is the bulk of your migration – the planning,

reorganization, and transformation of your

legacy SharePoint environment

• Microsoft defines migration as three separate activities:

• The reality is that a single migration may include all three concepts

What is migration?Move

• Use the procedures for moving a farm or components when you are changing to different hardware. For example, use these procedures if you move to computers that have faster processors or larger hard disks.

Migrate

• Use the procedures for migrating a farm or components when you are changing to a different platform or operating system. For example, use these procedures if you change from Microsoft SQL Server 2005 to SQL Server 2008.

Upgrade

• Use the procedures for upgrading a farm or components when you are changing to a different version of Office SharePoint Server 2007.

What is migration?

• Intranet• Extranet• Mobile• Cloud• New hardware• More social media tools

• Dashboards• Search

Expanding your SharePoint footprint

Moving to the latest, greatest platform

Transforming what you did

with 2003/2007 to meet your

organizational vision

Why migrations are difficult:Migrations are phased

• How and what you migrate should not be determined by the technology you use – it’s about matching the needs and timing of your content owners and teams. A migration should be flexible, moving sites and content based on end user needs, not the limitations of the technology.

Migrationsare iterative

• Your planning should not be limited by the number of migration attempts you make, or by the volume of content being moved. A healthy migration recognizes the need to test the waters, to move sites, content and customizations in waves, allowing 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.” Customizations. Third party tools. Line of business applications 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. The goals should be a stable environment, relevant metadata, discoverable content, and happy end users.

What are the Microsoft options?

In Place Upgrade

Database Attach

For more information• Contact me at

– Christian Buckley, cbuck@axceler.com, 425-246-2823– On Twitter at @buckleyplanet

• Resources available from Axceler.com– White papers

• Mastering SharePoint Migration Planning• The Insider’s Guide to Upgrading to SharePoint 2010• What to Look for in a SharePoint Management Tool• The Five Secrets to Controlling Your

SharePoint Environment– Tools

• ReadyPoint (free)• Davinci Migrator• echo for SharePoint 2007

1. Understand the as-is and to-be environments2. Conduct proper capacity planning 3. Understand the customizations on your source system4. Understand the migration schedule5. Plan for the right kind of migration6. Plan for file shares 7. Plan for tagging, metadata, and taxonomy 8. Understand centrally managed and decentralized environments 9. Stage your platform for migration 10. Decide where and when to involve the users11. Determine that your migration is successful

11 strategies you should consider as part of your migration planning

cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Strategy #1:Understand

as-is and to-be environments

A migration is an extensive business analyst activity

• Prior to any system redesign, understand your environment goals and purpose:

• Based on these requirements, you need to model out the “to be” environment

Strategy #1: Understand as-is and to-be environments

• What works • What doesn’t work

• What are the organizational “must have” requirements

• What are the “nice to have” features

The tendency is to jump to solutions before you understand the problem

• What is your goal?• What is your mission statement

(Just kidding)

• What are you key use cases?• What are your priorities?

• Migration is about transforming your existing system to meet operational needs.

• It’s as much about retooling current sites and content as it is about deploying new technology

• Don’t just tear down and rebuild if there’s something to be saved. Understand what you have to work with, have a vision for what it should look like, and move the pieces that should be moved

10/19/2011 24

Strategy #2: Conduct proper capacity planning

• Understand your current environment:• Number of users• Number of sites• Number of site collections• Database size• Geographical needs of your organization

(how many sites, what are their usage patterns)• Line of business application integration

• Think about your future needs:• User growth

• Estimates on site creation

• Estimates on database growth

• Security and Search needs

• Map out your:• Hardware• Topology• Performance requirements• Security requirements• Scalability• Disaster recovery• Business continuity

10/19/2011 28

Strategy #3:Understand the customizations on your source system

• Pre-Upgrade Check provides some of the analysis:• Searches content sources and start addresses• Outlines Office Server topology• Identifies servers in the current farm• Lists SharePoint version and list of components running in the farm• Outlines supported upgrade types• Provides Site Definition and Feature information• Details language pack information• Identifies Alternate Access Mappings that will need to be recreated• Outlines Customized List Views (these will not be upgraded)• Outlines Customized Field Types (these will not be upgraded)• Identifies WSS Search topology• Provides list of Content Databases and SQL server location

Strategy #3: Understand the customizations on your source system

Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate

04/10/2023

• 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 on your SharePoint servers

• Pre-Upgrade Check provides some of the analysis• How many of those customizations are

outside of the SharePoint framework?• Are there any customizations which can

be replaced by out-of-the-box functionality?

Strategy #3: Understand the customizations on your source system

10/19/2011 32

Strategy #4:Understand the migration

schedule

• What are the business drivers, not just the technology drivers?

• Cost• Time• Resources/People

• Do you have a defined project methodology?

• How long per phase, what is moved, what are the priorities?

• The schedule should be defined only after you understand the future state, set priorities, and get management buy-in.

• In short, what is the scope?

Strategy #4:Understand the migration schedule

10/19/2011 34

Strategy #5:Plan for the right kind of migration

• Does the migration plan include content, sites, metadata, and/or solutions?

• Each one brings with it a set of requirements and decisions

• What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure?

• Is your strategy the same for various organizations, different site collections, or farms?

Strategy #5:Plan for the right kind of migration

10/19/2011 36

Strategy #6:Plan for

file shares

• Most file shares have become a dumping ground.

• Is the plan to move as-is and decommission old systems, or is this a clean up process?

• Are users driving, or is it an administrative effort?

• Are you planning to apply metadata and taxonomy?

Strategy #6: Plan for file shares

• 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?

• Users generally have three options:

• Move content, as-is, into SharePoint and clean up there

• Clean and organize content first, then move to a new structure in SharePoint

• Migrate content in waves, using the iterations to sort through and organize your content while in transit, moving some content as-is, reorganizing and transforming others

• To be honest, option 3 is very difficult to manage in SharePoint, but 3rd party tools do a great job here

10/19/2011 40

Strategy #7: Plan for tagging, metadata,

and taxonomy

Strategy #7: Plan for tagging, metadata, and taxonomy

In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”

“Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.” Wikipedia.org

Common Migraines• Ad-hoc content migration leads to junk in portal• Legacy content gets migrated slowly, if at all • Inconsistent taxonomy across farms and site collections• People author locally - multiplies problems globally• Authors don’t apply metadata= “shotgun” approach to search OR Authors

apply metadata without common classification = better search, but worse authoring experience

• Portal lacks high fidelity search• User can’t find the right content• As a result, poor portal adoption and low user satisfaction

• What is your broader strategy for tagging, metadata and taxonomy?

• Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)

• Understand the as-is and to-be, and how it relates to your metadata

Managed Metadata

Service

Term Stores

Improved Governance

• Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)

• Understand the as-is and to-be, and how it relates to your metadata

• With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand

10/19/2011 45

Strategy #8: Understand centrally

managed and decentralized environments

Strategy #8: Understand centrally managed and decentralized environments

CENTRALIZED

• PROS• Improves consistency• Reduces metadata duplication • Easy to update• Easy to support and train on• Allows document-level DIP, Workflow,

Information Policies, and document templates• CONS• Requires planning• Requires upfront work• Hard to manage across site collections and

portals

DECENTRALIZED

• PROS• Requires no planning• Requires little upfront effort• Works across site collections and portals

• CONS• Decreases consistency• Increases metadata duplication• Hard to update• Hard to support and train on• Only allows list-level Workflow, Information

Policies and document templates• Difficult to reverse

Common Topics around Centralized / Decentralized

Do we implant microchips in their palms?

Do we deploy MySites?

Do we lock down team site

creation?

• Use of services greatly improves concerns over the decentralized model:

• Services can be centrally managed• Sites and Site Collections can consume these services, within certain

boundaries

• You still need to understand the administrative impacts

• You need to clearly define roles and service owners

• Define your governance model / change control board

10/19/2011 49

Strategy #9: Stage your

platform for migration

• Understanding your requirements:• Hardware / software• Network• Virtual environments• Hosting / datacenter• Downtime / end user impacts• Communication• Location of your teams• Backup/recovery

• Coordinate your planning with the operations team

Strategy #9: Stage your platform for migration

10/19/2011 51

Strategy #10: Decide where and when to involve users

• This is the most fluid of the strategic considerations, as it really just depends

• At a high-level, end users who participate in the creation of a system are more likely to accept / support that system once deployed

• Where end users should be involved:• Creation of use cases• Creation of as-is documentation• Prioritization of requirements for to-be environment• They know their content – let them drive

• File share migrations, or organization• Taxonomy development• Metadata assignment• Signoff on overall project plan

10/19/2011 54

Strategy #11: Define what success looks

like(probably not this)

Strategy #11: Define what success looks like

Definitely not this

• Possible success metrics:

• Target number of end users migrated

• Target number of sites migrated

• Databases migrated

• File shares migrated and decommissioned

• 2010 live, users able to manually migrate their content

Words of Wisdom:

If you fail to plan, then plan to fail.

Then again…

There is nothing you can’t accomplish if you put the bar low enough

Online and offline resources• 11 Strategic Considerations for SharePoint Migrations (Buckley), http://slidesha.re/d3RHNH • Upgrading SharePoint 2007 to SharePoint 2010 (Anders Rask), http://bit.ly/bjWXMS• Migrating to SharePoint 2010 (Randy Williams), http://bit.ly/bNgX0U• Upgrading to SharePoint 2010 (Microsoft), http://bit.ly/dm2kDO• Hardware and software requirements for 2010 (Microsoft), http://bit.ly/bTGe2b• Capacity Planning and Sizing for Microsoft SharePoint Products and Technologies,

http://bit.ly/eXf0Cy • SharePoint 2010: Best Practices to Upgrade and Migrate (O’Reilly, Safari), http://oreil.ly/chSHli• Migrating to MOSS 2007 (Stephen Cummins), http://bit.ly/9Ismfp• Planning to Upgrade to SharePoint 2010 (Joel Oleson), http://slidesha.re/16iiUX • What’s New in SharePoint 2010 Capacity Planning (Joel Oleson), http://bit.ly/9cT9aa• ReadyPoint migration planning tool for 2007 to 2010 migrations (Axceler), http://bit.ly/9GgDuY • PreUpgradeCheck (Microsoft), http://bit.ly/cIHIlA • SharePoint 2010 Products Upgrade Approaches (Microsoft), http://bit.ly/dphQ2W

For more information• Contact me at

– Christian Buckley, cbuck@axceler.com, 425-246-2823– On Twitter at @buckleyplanet

• Resources available from Axceler.com– White papers

• Mastering SharePoint Migration Planning• The Insider’s Guide to Upgrading to SharePoint 2010• What to Look for in a SharePoint Management Tool• The Five Secrets to Controlling Your

SharePoint Environment– Tools

• ReadyPoint (free)• Davinci Migrator• echo for SharePoint 2007

#EuropeanSP--11 Strategic Considerations for SharePoint Migrations

Documents

11 Strategic Considerations for SharePoint Migrations

1 Microsoft’s new Migration API, and what it means for SharePoint Online Migrations Tamir Orbach, Director of Product Management - Metalogix

Large Scale SQL Considerations for SharePoint Deployments

The Game Of SharePoint Migrations - WordPress.com€¦ · 15/7/2019 · –Compare the site contents (item counts) –Review site permissions (inherited from parent site) ... This

White Paper - Best Practices in SharePoint Migrations - Colin Spence

Legal Considerations and Best Practices - X1 · • SharePoint overview and its scope of proliferation • Case law involving discovery of SharePoint sites • SharePoint eDiscovery

DocAve 6 SharePoint Migrator User Guide · DocAve® 6 SharePoint Migrator User Guide ... About Online Migrations ... Spectrum Scale Object, IBM Storwize Family, Microsoft Azure Storage,

Simplifying SQL Server & SharePoint Migrations using PowerShell

A Governance Guide for Hybrid SharePoint Migrations · 2019-08-07 · WHITE PAPER A Governance Guide for Hybrid SharePoint Migrations 4 Understanding Cloud Services Benefits of Cloud

Legacy SharePoint Platform Migrations (2003/2007)

we care about IT - InfoNet Day · OneDrive for Business SharePoint Online Migration (Groups, Teams) we care about IT ... SharePoint File Limits Migrations-Werkzeuge: Sharegate, SharePrep,

Enterprise Content Management Migration Best Practices Feat Migrations From Documentum and SharePoint, To Alfresco

Large Environment Migrations to vSphere 4.0 U1 & Architecture Considerations

SharePoint 2010 ECM Migration Considerations€¦ · Document Management SharePoint 2010 contains the core features that you would expect to see in any document management system

Webinar: Slippery Slope of SharePoint Migrations

Logical architecture considerations for SharePoint 2013

PHONE: 866.229.6234 518 TOWNSHIP LINE ROAD, SUITE 250 ...€¦ · SharePoint “spring cleaning,” allowing for more efficient, complete, and successful migrations. As part of this

Technical Deployment Considerations for … · Web viewPage i Technical Deployment Considerations for SharePoint 2013 on Windows Azure Virtual Machines Page 3 Technical Deployment

Successful Migration to SharePoint 2013 - Planning Considerations & Migration Strategies

Technical Considerations for Clinical Study Migrations