Migration from eRoom to

Office 365 and SharePointNotes:

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Session Speaker

Madan MSenior Architect

WinWire Technologies

Agenda

2. Drivers for migrating to Office 365

3. Migration Methodology

4. Q&A

1. Why migrate from eRoom

Why migrate from eRoom?

What is eRoom?

1. Online project collaboration

system

2. Has flexible folder and room

structure

3. Two versions of eRoom –

Documentum eRoom and

eRoom.net

Why migrate from

eRoom?

1. Specifically for small to medium

sized businesses only

2. Mainly for collaboration and not

for full fledged content

management system

3. Difficult to implement governance

4. No option for enterprise social

features like blogs, wikis, discussion

boards or RSS feeds

5. No Personal space / My Site

eRoom improvements

and EOL

1. 7.4.4 end of support in March,

2017

Drivers for migrating to Office 365

Platform consolidation

Migrate essential content

Integrated Search

Mobile Enablement

User friendly publishing & content workflows

Enterprise metadata management

Video Portal

Corporate Documents and content consolidation into new systems reduces costs on infrastructure and licensing

Analyze and migrate only the content needed and purge / archive legacy content

Reduced time to search the content

Mobile enable the access to the corporate content in a secured way

SharePoint, Flow and PowerApps makes end user workflows and publishing smoother and easier

Manage the corporate metadata centrally

Enables to manage and stream videos effectively and only stream when the user is watching as opposed to downloading the entire video

eRoom to O365 Migration methodology

Step 1

Pre-migration

analysis

Step 2

Map Office 365

features

Step 3

Migration

options

Step 4

Perform pilot

migration

Step 5

Learnings from pilot

and plan migrations

Step 6

Execute migrations &

post migration

checks

Step 1: Pre-migration analysis

i. # of eRooms

ii. Internal vs External

iii. Volume of content

iv. # of internal and external users

v. # of documents and their versions

vi. Security matrix

vii. # of calendars

viii. # of discussion boards

ix. # of databases

x. # of inboxes

xi. # of links

xii. # of polls

xiii. # of users, groups and custom roles

DocAve’s pre-migration scanner for the analysis

Part 1: Existing environment analysis –

Gather metrics using tools Part 2: Conduct user interviews

i. Discuss and document the usage

pattern – highly used vs not used

features

ii. Document objectives of migration

iii. Document the pain points of current

system

Part 3: Content analysis

i. Identify the content not to be migrated

ii. Define migration complexity for each

eRoom

iii. Map eRoom and O365 features

Step 2: Map Office 365 features

eRoom Container Type

Calendar

Discussion List

Folder

Links

Notes

Poll

Database

Documents

Permissions

Versions

Metadata

eRoom

Custom processes

Custom Forms

O365 / Office Product recommended

SharePoint Online

Yammer

OneDrive for Business

SharePoint Online

Microsoft OneNote

SharePoint Online

SharePoint Online

SharePoint Online

Office 365

SharePoint Online

SharePoint Online

SharePoint Online

Microsoft Flow

PowerApps

O365 Product Feature recommended

Calendar

Discussions

Folders

Links List

Notes

Survey

Custom List

Document library

O365 groups

Document and list versioning

Managed metadata

Site Collections OR, Sites OR, Document libraries

Flow

PowerApps

Step 3: Evaluate migration tools

• Migrate to any target:

• As Site collection

• As Site

• As document library

• Migrate any source container:

• All items migration

• Container migration

• Database migration, etc.,

• Powershell based migration scheduling

• Manage migration collisions

• Nested content and security migration

Option 1: Metalogix Content Matrix – eRoom

editionOption 2: DocAve6 – eRoom migrator

i. Streamline the data transfer easily from

eRoom to SharePoint

ii. Preserve and map all associated

metadata and security settings

iii. Plan migration jobs according to

business needs with granular or bulk

content migration and customizable job

scheduling

Option 3: Tools

i. Tools (for SP Online migration) and

Custom migration approach for Office

365 products

Step 4: Perform pilot migration

1

2

3

4

5

Choose site(s) with different complexity

levels

Choose site(s) with unique feature sets

Identify business users who wants to pilot

Define migration process and methodology

Leverage multiple migration tool options

6 Document each migration tool pros and

cons based on pilot migration

7

8

9

10

Prepare to re-migrate as necessary

Identify the tool best suited for customer

environment

Demo the migrated solution

Gather the feedback and make necessary

modifications in migration process

11 Finalize the migration plan for remaining

sites

Step 5: Learnings from pilot and plan migrations

Hybrid approach (third party tool +

custom migration tool) as need be

Document pilot migration learnings

Identify the most suited tool for customer

environment migration

Update the migration complexity matrix

based on learnings as needed

Finalize the sequence of migrations

Finalize the mapping and migration

plan

Step 6: Post migration checks

1 Define and implement governance plan

2 Conduct user trainings and brown bag sessions

4 Enable users to leverage out of the box Office 365 features

3Measure user adoptability

5 Co-existence: Run both the environments in parallel for a period of time

6 Decommission: Decommission the existing environment

7 Develop the maintenance plan by working with customer lead

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for enterprises in the Mobile-Cloud world.

Q & A

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