SPC052

Upgrading Revlon to SharePoint and Project Server 2013Piotr Prussak – VP, Apps DevelopmentPritam Dahake – Director, Architecture

Journey through upgrades of Project 2003 to Project 2013 (including SharePoint)

Different projectsDifferent constraintsDifferent decisions

If you own SharePoint or Project and have questions about support, or upgrades – we have a good story Good and BadPlease ask us questions throughout this session

Goals for this session

Who We AreOur ContextProject and SharePoint usageOur Upgrade Projects and Organic Growth

Business BenefitsBusiness EngagementInternal and External TeamsSupportRisk and Project Management

Questions and Answers

Agenda

Who We Are

He spent a night at a Haunted Castle in Poland

Worked for a couple of MS Partners in early 2000 focusing on Collaboration, BI and Custom Development

Piotr Prussak = Geek + Foodie

He scored a kitchen seat (w/ wife) through a cocktail tasting menu at The Aviary

VP of Applications Development at Revlon.

He partied through a 2012 carnival in Rio

He has every known Microsoft Certification in the developer realm. He has been consulting around Custom Development, Collaboration, BI prior to joining Revlon

Pritam Dahake = Geek + Craftsman

He had survived Hurricane Sandy in NJ that knocked out power for several days and left stores empty

Director of Applications Architecture at Revlon.

Our Context

Manufacturing company with global footprintFocused on Cosmetics, or more broadly on Consumer Product GoodsWe are medium enterprise, 5000 employeesWe have 2400 Knowledge WorkersWe have 600 Project Server usersWe went from 80% uptime in 2002 to 99.999% uptime in 2011 (internal cloud)

Revlon – Yup, We Make Lipstick

Our Story with ProjectTransformed the organizationReorganized our team from a departmental support organization to centralized service deliveryStandardized on Microsoft tools for development organizationStandardized on Microsoft Office tools for Project management and Collaboration

Provided clear business valueTurned company around from “what’s broken” to “how can we help”Increased quality and number of projects delivered

Changes in ProcessesMoved to a Level 3 Maturity in Software Development LifecycleMoved to a Level 3 Maturity in Project ManagementProcess change happened slowly with a lot of nagging from out boss

IT Achievements in numbersYear on year increase in successful project completion

Transformation from broken to adding value

2007 2008 2009 2010 2011 20120

10000

20000

30000

40000

50000

60000

70000

80000

90000

Service

Broke/Fix

Tickets

SharePoint – every knowledge workerProject

Every IT UserNew Product DevelopmentMarketingEngineeringResearch and Development

In most cases the IT department is the place where we test out ideas and solutions

Who uses our services

Tech Rules:Crawl-Walk-RunTrust-but-VerifyIf you have to fail, fail fast, fix fastJust Do It (when faced with Analysis Paralysis).. And refactor

Business/Process Rules:Can’t break the budget – change scope or timeDeal with Risk firstOver communicate to sponsor and business partnersDon’t mess with finance or manufacturing

Revlon – rules to live by

What is an easy YES…

You can have anything that is inside the Triangle.

What is a MAYBE…Outside represents disconnected costs. Conversations around costs and outcomes rather than architecture.

Long Term StrategyDeciding on what shapes the boundaries of the triangle.We made an investment in Project, SharePoint and SQL

Revlon rules to live by

Business wants and inside the triangle:

We deliver

Outside the triangle: Lots of approvals

required

Infrastructure Capabilities (Cloud)

Applic

atio

n L

icen

sing &

Por

tfol

io

Develop

men

t Cap

abilities

Project and SharePoint

2004:Project Server 2003 installed

2007: SharePoint 2007 installedProject Server upgrade to 2007

2012: Last workflows upgraded to SharePoint 2010Upgrade of Project to 2013 begins

2010:Upgrade of Project Server 2007 to Project Server 20102011: SharePoint Reorganization and upgrades

The first few years of the platform could be described as an IT incubator. Once we built a couple of useful demos, and started selling it internally, usage grew, and so did our support needs.

The first upgrade project was about 2 months long. The last 2007 to 2010 upgrade project was over a year long, but it also helped us lay foundation for an upgrade to SharePoint and Project 2013.

There is also a similar story around related tools like Visual Studio, SQL Server, BizTalk, and now we’re also adding Dynamics AX.

Project and SharePoint at high levelTimeline from 2004 to 2012

2004:Project Server used by IT and few business users

2007: SharePoint used by ITWider adoption of Project Server by business groups

2012: Heavy us of Project Server for timekeeping, beginning portfolio management.Expansion of SharePoint for Extranet, media management, reporting

2010:Organic growth of SharePoint, wide adoption of Project Server, applications built for SharePoint, custom reporting for Project Server, integration with TFS

Once the usage of SharePoint has exploded in around 2008 we have gotten a lot of credibility from the business. Here was a piece of technology that not a single executive was really interested in, that all of a sudden became indispensable.

It was a small win for the IT organization and we have gained a lot of trust for delivering technology that simplified processes and greatly increased collaboration and communication.

Project and SharePoint at high levelUsage and Adoption

Growth of the Project PlatformCrawl-walk-runWe trained our team, our power users and our users as we progressed, taking ownershipWe focused on key features that would provide great business value, not utilizing everythingWe relied on actual requests from business as well as some organic growth

Trust but VerifyEngaged with business sponsors to keep us honest, keeping frequent updatesValidated usage of certain features, and sometimes discontinued their use

Fit into the architectureIncreased usage allowed us to go from “outsider” to “mainstream” technologyIn 3 years we had slowly fit into the “Windows-SQL-SharePoint-Office” sweet spot

Growth of the Project PlatformDon’t break the budgetProjects were scattered across multiple years, with multiple deliverablesWe accounted for infrastructure, licensing, support, integration costsWhen deliverables dragged out – we had taken over majority of the work

Manage to RiskAlways attempt to solve the unknown or riskiest items first (even if we missed some)For truly unknown project tasks, we would fund little proofs-of-conceptAvoid dealing with manufacturing and finance if the risk is high

OvercommunicateWeekly status updates to stakeholdersFocus on decisions and anything that’s not going according to the plan and remediationQuarterly demo and screenshot summaries around the company

Growth of the Project Platform TeamInfrastructureWe went from physical servers to all virtual servers in last 5 yearsWe have a OS/virtualization/disk Engineering Team [5 people]We have a dedicated DBA team [3 people] that switched from Oracle to SQL

Architecture and DevelopmentWe have isolated Architecture/Development/QA teams from previous departmental support teamsPeople move in an out of roles for SharePoint/Project but right now 3½ are dedicatedWe also rely heavily of external developers on as-needed basis

SupportWe went from 100% external support to 2 internal support resourcesWe rely on Microsoft Premiere Support for escalation of problems we can’t solveWe work with 3rd party support for their productsWe work with Microsoft Partners on tasks that they can solve better than we can

Project Server WorkCustomizationsWe stay as close to vanilla as possibleWe stick to configuration changes onlyWe modify SharePoint site definitions, content typesWe deployed TFS integration

ReportingDeveloping reports against officially supported reporting databaseDeveloped custom Analysis Services database against data in reporting database

UpgradesUpgrades (including patches) have been relatively painless

SharePoint Platform WorkProjects are a bit differentSharePoint is a Platform, Project is an ApplicationWe develop with different tools and APIsWe prototype with understanding we may have to refactorWe avoid analysis paralysis and “JUST DO IT”We tend to stick to a set of best practices for development

Benefits match the platformOur solutions automate a lot of tedious manual tasksEvery single one has a great ROIBUT it’s easy to create beautiful chaos

UpgradesData and home grown web parts are easierWorkflow or SharePoint Designer solutions typically require manual work

Company CultureSell the DreamPeople love when you take away their ‘Net’ painPeople love to see glitzy demosPeople need to be trained

DifficultiesAlways ensure right sponsorship level for difficult projectsThere are always 10-15% people will not tolerate changeOther people can be convinced of change with clear benefitsBring an expert (with a pedigree) if necessary

UpgradesInfrequent upgrades allow to inflict a bit more pain than usual on the users (testing, content reorganization)Upgrades are a good time to deploy a previously unused featureParticipants take pride in upgrades – reward them

Our Upgrade Projects

Project 2003 to Project 2007What were the goals and drivers?We deployed SharePoint 2007 which was experiencing organic growth and adoptionWe wanted to move away from a single-server configuration and deploy Project to new teamsWe wanted to use bigger and faster server

What was the work that was done?All work was done by an integrator, moving configuration and data to a new SharePoint farmRevlon PMO office and Business users were utilized as QA resources

Were there any problems?We had reported a huge number of problems during the upgrade – but upon a further review we realized these were just changes between productsAs we introduced SharePoint 2007 we had to re-link and re-configure some of the sites, there was one-time manual work involved

Project 2007 to Project 2010What were the goals and drivers?IT team needed to leverage better reporting, and we wanted to simplify our time trackingWe wanted to upgrade to 64 bit versions of Project and Office for scalabilityWe needed to move off of the old farm, as the servers were not performing wellEventually we wanted to integrate our time tracking with Team Foundation Server (TFS)

What was the work that was done?We built out proper set of SharePoint farms (Development, QA, Production) with load-balanced serversWe’ve made additive changes to enterprise fieldsWe’ve integrated Team Foundation Server to simplify time tracking for developers

How was the work done?We worked with an Integrator to help with Project upgrade while we had taken upon ourselves to upgrade content databasesWe worked with Microsoft on TFS integrationWe had utilized internal QA team for testing, and relied on business users to perform some UAT

Project 2010 – Reporting BenefitsReporting capabilities:Allow us to reclaim work as company capital

Allow us to plan much better than in the past

Allows us to spot any resource issues

Lessons Learned

Project 2010 – Lessons LearnedWhat Problems did you encounter?Business users suffered as their Project client would unexpectedly quit under load. Minor security and link problems for IT usersWe had to roll-back some of the UI upgrades as some business users were on IE6

How did you deal with any issues?We had open a ticket with Microsoft and the problem of Project client crashing was fixed in about a month and a half via a hotfixAll of the security and link issues were fixed un under 3 days of the migration via help desk ticketsFor UI upgrade we ended up re-attaching the content databases and upgrading UI on sites individually

What to do to avoid this issue?We had not documented unique scenarios performed by our users, in hindsight we needed to simulate their usual work on a test workstationThere was no clear way to document all of the security and link issues, even though we’ve noted them in mock upgrades, we decided to deal with it after the upgrade

SharePoint 2007 to SharePoint 2010A different project on its own?We run a couple of mock upgrades in personal development environmentsThe upgrades were not that successful due to number of customizations we’ve performed

We had problems with 3rd party workflowsWe had a lot of content to upgradeWe had some redundant web parts we wanted to eliminateWe needed to do some refactoring

What did you do?We decided to break up project into 5 phases, keeping scope within deliverables but allowing time to be the variable

How was the work done?We had done a lot of preparatory work, but overall the 5 phases had taken us almost a year to complete.

SharePoint 2007 to SharePoint 2010What were the goals and drivers?As in case with Project Server – we wanted to create a good and stable performant environmentWe wanted to use new features available in SharePoint: Excel Services, BI, better Nintex Workflows, Document Center, better Document Management capabilitiesWe were getting weekly project requests for features that were directly available in SharePoint 2010

What did you do?5 phases of deliverables focused on upgrading different solution types, from base content upgrades, workflow upgrades and custom application upgradesAs we would isolate certain solutions into a single content database, we would move the upgraded code and deploy it with a specific content database.

How was the work done?Majority of the work was performed by in-house staff, but we ended up utilizing some external help when available. Subcontractors that were responsible for original code, and some testers.

Breaking it up

SharePoint 2010 - ReorganizationBreaking it up:Content broken up for security and upgrade reasons

We have 8 SharePoint Applications

Biggest Application has 14 content databases

We are able to perform work at a departmental level without impacting others

Content Databases are between 50 and 150 GB in size

Making the databases smaller allowed us to move the content to developer workstations and test farms

The investment in this data reorganization will also allow us to do a similar upgrade to SharePoint 2013

SharePoint Migration Facts5 different web applicationApprox. 550 Gb data and growing250+ site collections3rd party components – Nintex, Coras Works, Bamboo, home grown custom web partsLot of workflowsLot of InfoPath FormsjQuery

SharePoint Migration StrategyReorg Content DBs logically Based on departmentsBased on securityBased on unique application type

No big bang approach here.In depth analysis of owners, webparts, processesMigrate IT content and applications first (as guinea pigs)Once IT is running on new platform, start on other content DBs

Custom http redirect moduleTwo ways of dealing with links.. At a load balancer levelAs a custom application inside old sharepoint

Decommission old VMs

Journey Continues – Office 2013Why Project 2013?We need the improved portfolio planning pipeline (we used our own in the past)We want improved time tracking capabilitiesWe want to deploy Portfolio Management fullyWe want mobile access to data

What else are we planning for Office?We will leverage majority of the investments in BI, RBS and Social once we deploy SharePoint 2013We will further reorganize content and leverage more document management capabilities, implement retention policy, managed metadataWe are also deploying dynamics AX 2012 R2, and will look to integrate with SharePoint 2013 as well.

How will the work done?We have gone through 2 iterations of Project/SharePoint upgrade (with focus on Project Server), and after deployment of Project we will focus on SharePoint 2013 upgrade.We were a bit surprised to see a 2013 product in 2012! We are getting help from Microsoft.

Project 2010 to Project 2013Iteration 1: 4 weeks (done)Goal: Achieve basic Functional Upgrade against Pre-Release bits of Project Server and SharePointAcquire VMs, install and configure softwareBack-up Production data for Project Server, and Content databases related to Project ServerRestore databases, attach and consolidateTest with 2 IT users, file bugs

Iteration 2: 4 weeks (we are here)Goal: Achieve Functional Upgrade against RTM bitsAcquire VMs for a complete farm (8 servers) , install and configure softwareBack-up Production data for Project Server, and Content databases related to Project ServerRestore databases, attach and consolidate, run any manual fixes from 1st iterationBuild Project Client Deployment scriptsTeam: Engineering, DBA, IT Pro, Developer, QA, PMTest with 4 IT users, file bugs

Project 2010 to Project 2013Iteration 3: 4 weeksGoal: Achieve Functional Upgrade against RTM bitsAcquire VMs for a complete QA farm (8 servers), install and configure software, including other servicesBack-up Production data for Project Server, and Content databases related to Project ServerRestore databases, attach and consolidate, perform any manual configurationQA Test all of the use casesTest with 8 IT users, 8 business users, file bugsTest integration and reporting Deploy Project Client to TestersPerform load/stress testsDevelop training materialsPlan an outageTeam: Engineering, DBA, IT Pro, SharePoint Developer, BI Developer, QA

Project 2010 to Project 2013Iteration 4: 4 weeks and deployGoal: Achieve complete upgradeAcquire VMs for a complete Production farm (8 servers), install and configure software and servicesTrain Users (against QA servers)Communicate an OutageStop Services and applications on 2010 farmBack-up Production data for Project Server, and Content databases related to Project ServerRestore databases, attach and consolidate, perform manual configurationDeploy Project Client to Users, Uninstall old Project Client from usersGo live, transfer DNS, stop project services on old farmValidate services and securityInitiate indexingTrain Users (again if needed)Stand-by for supportTeam: Engineering, DBA, IT Pro, SharePoint Developer, BI Developer, QA

Revlon InfrastructurePrivate Cloud – Nebulous?

Oxford Data Canter

Edison Data Canter

SharePoint Upgrade - simpleSharePoint 2010 SharePoint 2013

Final Thoughts

Project and SharePoint togetherCore part of our successBoth SharePoint and Project server are a core reason for our success and growth. Without these tools in place, we’d never be able to mature as an organization, and would never be able to provide so much business value.

Very much related, but managed differentlyUp until 2012 we have used Project Server in a vanilla mode, with very basic customizations achieving great results.Keeping things simple, allowed us to move fast with Project Server, perform upgrades quickly and efficiently with internal resources.In 2013, we are planning to expand our usage of Project Server a bit further

Start integration with AX Project moduleInclude Project documents in document and application life-cycleUtilize Project’s sites in Product Lifecycle Management role

Business challenges Our employees want to work

together from virtually anywhere.

I need the flexibility to manage without up-front infrastructure costs.

Our company can compete only if we align investment with business priorities.

We want more visibility and control over what people are working on.

Introducing | The New Project

Improve IT management

Quickly innovate

Agility & control

Get started quickly

Access virtually anywhere

Take action

Improve communication

Discover & share information

Make data-driven decisions

Collaboration

Effectively manage resources

Improve governance & control

Flexible PPM

SPC079 | Delivering Winning Projects in SharePoint With Microsoft Project | Mon @11:00amSPC131 | Introducing Project Online, a New Office 365 Service | Mon @2:00pmSPC179 | Overview of Project Portfolio Management Using Project Online & Project Server | Mon @3:45pmSPC254 | What's New for Developers in Project 2013 | Tues @9:00amSPC249 | What's New for IT Professionals in Project Server 2013 | Tues @10:30amSPC098 | Fast Track Your Project Management Office (PMO) with Project Online | Tues @3:15pmSPC038 | Choosing the Right Project Management Solution for Today and the Future | Wed @9:00amSPC168 | Overview of Building Apps for Project & Project Online | Wed @10:30amSPC171 | Overview of Business Intelligence and Reporting using Project Online/Project Server | Wed @10:30amSPC052 | Customer Showcase: Upgrading Revlon to SharePoint and Project Server | Wed @1:45pmSPC248 | What's New in Designing Workflows and Managing Requests With Project Online | Wed @5:00pmSPC021 | Best Practices for How to Leverage Project Online Based on Customer Feedback | Thur @12:00pm

See you at > Project Booth and Ask The Experts

Microsoft Project presence at #SPC12

Next stepsReady Yourselves

2

Spread The Love

3

Try The New Project

1 Product http://www.microsoft.com/project/en-us/preview

Blog http://blogs.office.com/b/project/

TechNet http://technet.microsoft.com/en-us/projectserver/fp123546

MSDN http://msdn.microsoft.com/en-us/office/aa905469

Forums http://social.technet.microsoft.com/Forums/en-US/category/project

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MySPC

© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.