9 22 the path to share point webinar deck

Webinar Series

The Path to SharePoint 2010Presented by:

September 22, 2010

and

(2)Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.Twitter hashtag:Twitter hashtag: #kmasp2010

Housekeeping Items

Experiencing Issues? Change color of your seat to RED

Questions for Speakers? Submit questions during webinar

Twitter Discussion#kmasp2010

FeedbackWebinar FeedbackNext Steps/Moving Forward

(3)Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag:Twitter hashtag: #kmasp2010

About KMA

o Full-service IT consulting firm established in 1995

o 24 employees: Partner, PM, Analyst, Developer, QA

o Industry expertise and focus: Professional Services, Life Sciences & Financial Services

o Microsoft technology focus:

• Microsoft Certified Partner since 1995 / Microsoft Gold Certified Partner since 2004

• Working with SharePoint technologies since 2001

• Specialties in Collaboration: Portals, Communities and Content Management

Insight: Enterprise Search and Business Intelligence

Productivity: Forms and Office Client Customization, Mekko Graphics (ISV)


Agenda

• Introductions, background and perspective

• The “Why” of an Upgrade to SharePoint 2010 – Key Benefits/Functional Improvements– Cloud Deployment Opportunities & Alternatives

• The “What” and the “How”– Christian Buckley’s 11 Strategies for Migration Planning

• Q&A


About Today’s Presenters

Mike Gilronan– Partner at KMA

– 20 years professional services and technology experience

– Financial background (CPA)

– Certified in project management (PMP)

– Viewpoint = business decision-maker

– Focus: business development, project management, knowledge management

– Bats right, throws right


About Today’s Presenters

Christian Buckley• Director of Product Evangelism for Axceler

• echoTechnology, based in Seattle, WA was acquired earlier this year by Axceler, who are based in Woburn, MA

• Most recently at Microsoft

• Microsoft Managed Services (now BPOS-Dedicated)

• Advertising Operations, ad platform API program

• Prior to Microsoft, was a senior consultant within the software, supply chain, grid technology, and telecommunications spaces

• 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 a team of PMs to deploy the solution to numerous high-tech manufacturing companies, including Hitachi, Matsushita, Solectron, Seagate, Nortel, Sony, and Cisco

(7)Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Twitter hashtag: #kmasp2010

Migration strategy slides courtesy of

Why is this presentation important?

• 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

Mike’s focus: Christian’s focus:

The WHY The WHAT and the HOW

(8)Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved .Twitter hashtag: #kmasp2010

The “Why” of an Upgrade to SharePoint 2010

• User Benefits

• IT Management Benefits

• Developer Benefits


User Benefits

Communities

Search

Sites

Composites

ContentInsights

Ribbon UI

SharePoint Workspace

SharePoint Mobile

Office Client and Office Web App Integration

Standards Support

Tagging, Tag Cloud, Ratings

Social Bookmarking

Blogs and Wikis

My Sites

Activity Feeds

Profiles and Expertise

Org Browser

Enterprise Content Types

Metadata and Navigation

Document Sets

Multi-stage Disposition

Audio and Video Content Types

Remote Blob Storage

List Enhancements

Business Connectivity Services

InfoPath Form Services

External Lists

Workflow

SharePoint Designer

Visual Studio

API Enhancements

REST/ATOM/RSS

PerformancePoint Services

Excel Services

Chart Web Part

Visio Services

Web Analytics

SQL Server Integration

PowerPivot

Social Relevance

Phonetic Search

Navigation

FAST Integration

Enhanced Pipeline


IT Management Benefits

• Developer Dashboard– Empower developers and users

• Integrated Health Analyzer– Runs when necessary

– Alerts anomalies

– Fixes when it can

• Web Analytics– User usage

– Resource usage


Developer Benefits

• Project and Item Templates– Templates for many SharePoint elements

– Support for sandboxed solutions

• Visual Designers– Design web parts

– Build Business Data Connectivity (BDC) models

– Create Workflows

• Workflow Enhancements– Site level workflows

– Templates for association & initiation forms




This is your technical

migration, i.e. the

physical move of

content and “bits”

9/22/2010 13

This is the bulk of your

migration – the planning,

reorganization, and

transformation of your

legacy SharePoint

environment




What is migration?

• Microsoft defines migration as three separate activities:

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

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?




11 strategies you should consider as part of your migration planning

1. Understand the as-is and to-be environments

2. Conduct proper capacity planning

3. Understand the customizations on your source system

4. Understand the migration schedule

5. Plan for the right kind of migration

6. 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 users

11. Determine that your migration is successful




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

• What works• What doesn’t work

• What are the organizational “must have” requirements

• What are the “nice to have” features




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

• 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.




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




Strategy #3: Understand the customizations on your source system

• 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 #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 #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 #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?




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

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




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

• 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




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




Strategy #8: Understand centrally managed and decentralized environments

• 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 / service owners

• Define your governance model / change control board


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 #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




Strategy #11: Define what success looks like

• 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


Axceler: Migration and Administration

• Davinci Migrator for SharePoint 2010 was officially released on 9/15

• Davinci is powerful and revolutionary for three main reasons:

• First, Davinci lets managers know whether the migration will succeed before the migration is done, saving precious time.

• Second, Davinci provides the granular control that an enterprise needs to prioritize, plan, and execute a SharePoint migration.

• And third, Davinci provides the deep SharePoint environmental analysis a migration requires to understand what’s involved ahead of time.



Davinci Migrator for SharePoint 2010

• Discover your content The ability to search for content and sites at the object table-level, by server or across all servers

Quickly create result sets using our query templates based on the most common content and site attributes

Save your queries to re-run later, or to run on different servers as you add them

View your query results…and add them to your migration set within the Plan tab

If you know SQL, you can also create custom queries

Add tables from the object model, create joins

Select the criteria

…and even write your own SQL


Davinci Migrator for SharePoint 2010• Plan your migrations

Query results are added to your migration set

Or you can navigate to the 2003 and 2007 sites to be migrated in explorer view

Point to the appropriate destination in 2010

Get a quick estimate based on the size of your migration set

Once you have defined the sites to be migrated and their destination, move to the Migrate tab



• Migrate based on priorities, and severity of issues found

Davinci takes your migration set, and allows you to set granular filters on what is to be migrated, by source URL

Migrate only the content, web parts, features, lists, views, and permissions that you intend to migrate

Before you migrate, view a pre-migration analysis run against our rules engine

Issues are color-coded by risk and severity

See exactly where the problem exists

…and take the appropriate action

…to fix the problems before you migrate, ensuring your migrations are successful



• Davinci benefits include:

– Lower risk with SharePoint migrations

– Discover possible problems before migrating

– Improved migration planning

– Determine how long migration will take

– Set migration priorities for flexible, phased migrations

– Perform granular or entire site migrations

– Leverage the broader migration team

• Register for an online Davinci Migrator demo at www.Axceler.com

• A full-featured Davinci trial version is available


http://www.axceler.com/


For more information

• Contact Christian Buckley at– [email protected]– 425-246-2823– Twitter: @buckleyplanet

• Additional Resources available– White papers

• 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

– Tool• ReadyPoint (free)

• Contact Mike Gilronan at:– [email protected]– 781-693-6823

– Twitter: @mikegil

• Additional Resources available: – KMA’s blogs: http://www.kma-

llc.net/insights/Pages/KMABlogs.aspx

– SlideShare: http://www.slideshare.net/kmallc

– Events:• SharePoint Saturday (9/25)• SPTechCon (10/22-24)

– Tools/Offerings:• SharePoint HealthCheck• SharePoint 2010

Readiness Check

mailto:[email protected]




http://www.kma-llc.net/insights/Pages/KMABlogs.aspx





http://www.slideshare.net/kmallc

http://www.slideshare.net/kmallc


Questions and Answers

Thank you to our speakers


In Closing…• How to get (and share) a copy of today’s slides

• Continue the SharePoint conversation with KMA

• Next KMA Insights Webinar:– 10/20 – SharePoint for Internet Sites

• Feedback/survey

• Thank you!!! http://www.kma-llc.net

Name E-mail Phone

Mike Gilronan Mgilronan [at]kma-llc[dot]net 781.693.6823

Adrian duCille Aducille[at]kma-llc [dot]net 781.693.6813

http://www.kma-llc.net/










