SharePoint Upgrades For The Business

RICHARD HARBRIDGEMicrosoft (USA)

SHAREPOINT 2013 UPGRADE PLANNING FOR THE BUSINESS: WHAT YOU NEED TO KNOW

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book

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What Will We Cover Today?

• Why Do We Need Upgrade Planning For the Business?

• What Are The Risks To Achieving A Successful Migration?

• What Is The Business Responsible For?

• What Is IT Responsible For That Impacts The Business?


Why Do We Need Upgrade Planning For The Business?

#Share4Biz @RHarbridge


Upgrading Almost Always Involves Restructuring Content

Costs Associated With Restructuring

Technology Upgrade Costs



Migration Process

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For Office 365 Migrations

Analyze Existing Content

(Location, Quantity, Solutions)

Determine Migration Priority

Create New Site(s) In Office 365

Validate Content Based On Content

Map/Schedule

Launch New Site (w/ Training)

Assess Office 365 Environment

Identify Source Content To Be

Migrated

Determine Ownership Of

Content

Clean Up Content/Content Refresh

Prepare Office 365 Environment

Define Content Map

Owner Review Of Content (Training

Opportunity)

Migrate Content Based On Map/

Schedule

Define Migration Schedule

Approved

Delete Source Content That Has

Been Migrated

Set Source Content To Read Only

Review Feedback

Resolve Issues

Plan Launch Efforts

Many Times Upgrading Actually Means “Migrating”



General Expectations

Where Unhappiness Comes From Happy



Prepared User

Unprepared User

Upgrade Planning MustInclude Notification Planning



Prepared User

What Happened To My SharePoint Designer “Design” View?

“Design view is gone? It’s more difficult to update my existing customizations, data view web parts, and solutions?

You gave me some workarounds, training, and support… and I know it’s not IT’s fault.”



Unprepared User

What Happened To My SharePoint Designer “Design” View?

“Design view is gone?! [Censored ranting]…

There is no way in [Censored] I am letting you upgrade my sites.

Everything is business critical. I don’t want you to upgrade any of the sites we work with either! Rawrrrr!”



No In-Place Upgrade

More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013.



New Site Collection Upgrades



Can Put The Upgrade In Site Collection Administrators Hands






Helping Users Understand The Upgrade Process






Users Can Try A Demo Upgrade

Sends an email to the Site Collection Admin when queue and eval site creation is complete.

• The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FOR REAL USE as it expires in 30 days – noted in a bar at the top.

• It also creates a copy of the site collection, so depending on search settings, and storage this can have significant ramifications (beyond just the performance implications).

• Depending on SQL (non enterprise) this may set the site to ‘read only’ until creation is complete.






New Site Collection Upgrade Queue



Users Manage The Upgrade Process



Until You Upgrade…

No Web Analytics



IT Control Of Upgrade Rollout

Some of the key questions…• When to unlock creating new 2013 Site Collections…• When to allow upgrade of existing Site Collections…• Whether to give Site Collection Admins control or

not…



• Information on what will happen during transition…• Communication on when their ‘infrastructure’ upgrade will occur…• Provided directions if using self-service upgrade…• Notifications and reminders for when upgrade must be completed

by…• Self-service upgrade still means getting people to do it eventually by a specific

time

• Notification when the ‘infrastructure’ upgrade is finished…• What IT support, training, and help will be available…

What Do Users Need To Know From IT?



What Do Users Need To Know From IT?

• In migration tool driven upgrade scenarios users will need to know what their level of involvement will be.

• They may need training on the migration tools, or the migration process.

• What will change after migration/upgrade?• How will IT be charging or managing the cost for the migration?• What new services IT will be providing that they can leverage

using SharePoint 2013?



Risks To Achieving

A Successful Migration



Managing Expectations



Content Review



Analyse & Select The Right Tools



Break Content Down



Catalog Content Effectively



Test Migrations



Migration Sign Off

CHANGES


What Is The Business Responsible For?


1.End User Improvements That Lead To Increased Productivity & Adoption

2.Social Improvements Can Be A Significant Driver3.The New Search Experience & Engine Can Transform Your

Organizations View On Search4.Technical Benefits

(Storage, Site Collection Level Control, Etc)5.Solution Benefits

(eDiscovery, Language, Doc Sets, WCM+, Etc)Article: http://www.rharbridge.com/?p=875

0. Understand The Benefits Of Upgrading To 2013

http://www.rharbridge.com/?p=875



• Identify & Help Engage Content Owners

• Identify Business Solutions

• Support Prioritization Of Content Being Upgraded

• Support Testing & Validation Of Upgrade Success

1. Coordinate With IT



2. Delete Unused/Evaluate Underused Site Collections & Sub Sites

Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site



3. Delete Unnecessary Versions

Before Digital File Shares SharePoint

Hopefully you already limit the number of versions whenever versioning is enabled…

If you don’t – the upgrade provides a reminder (and benefit) to adjusting and evaluating versioning and previous stored versions of documents.



4. Identify Unused Templates, Features & Web Parts



5. Finish Visual Upgrades In 2010 Environment w/ IT



6. Re-Create Site Templates

From 2010 Only A Few…• Document Workspace• Meeting Workspace• Group Work Site• Personalization Site• Visio Process Repository (Not Removed, But Will Be)

From 2007 All Site Templates…



7. Learn SharePoint 2013


What Is IT Responsible For That Impacts Users?



Understand The Differences

Article http://www.rharbridge.com/?page_id=966

http://www.rharbridge.com/?page_id=966



Helping Users Understand The Upgrade Process



Controlling The Site Collection Upgrade Rollout

• Defer upgrade for site collections until you can get updated customizations to support 2013 mode.

– If you wait until the customizations are available, you can complete the initial upgrade of database and services without significantly affecting use of the existing sites in 2010 mode.



2007 Only – Address Large Lists

Wait a second… I have SharePoint 2007 (or 2003)!

• Large list views and lists with many lookup columns have performance challenges.

• If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience.

• SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count.

• Preventative Measures: Selectively indexing large list columns can help (up to 10 columns), building smarter more efficient views (1st filter), CAML/Search alternatives…

http://blogs.technet.com/b/nathbr/archive/2011/02/24/sp2010-large-list-throttling-over-5000-items-query-to-detect.aspx



Address Wide Lists?

What are wide lists (lists with too many columns)?Wide lists are lists with more columns than fit in a single rowspan in the content database. During upgrade, the database is changed to a sparse table structure, and a very wide list can cause upgrade to fail. Use the Test-SPContentDatabase command in Windows PowerShell to look for wide lists in the content databases and then remove extra columns before you upgrade.

http://technet.microsoft.com/en-us/library/ff382641%28v=office.15%29

Column Type Number Of Columns (Table Row)

Single Line Of Text 64

Choice 32

Date & Time 8

Yes/No 16

Number/Currency 12

Calculated 8

Integer, Lookup, People & Group, Managed Metadata

16

Unique ID 1

http://technet.microsoft.com/en-us/library/ff382641(v=office.15)



Number Of Site Collections Per DB

Too many site collections in a content database?If you have 5,000 or more site collections in a database you should break them out into multiple databases.

Why is this necessary?In SharePoint 2010 Products, there was a default warning at 9,000 site collections and a hard limit at 15,000 site collections. In SharePoint 2013 Preview, these values change to 2,000 site collections for the warning and 5,000 site collections for the limit.

Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).



What Did We Cover Today?

• Why Do We Need Upgrade Planning For the Business?

• What Are The Risks To Achieving A Successful Migration?

• What Is The Business Responsible For?

• What Is IT Responsible For That Impacts The Business?

• Upgrades Often Involve Restructuring, Migration & Change

• Ensure Content Is Reviewed, Cataloged & Ready

• Understanding The Benefits, Coordinating With IT, & Learning

• Planning For The Differences & New Opportunities



Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: [email protected] Resources:

100+ SharePoint Presentations at.. SlideShare.net/RHarbridgeGreat SharePoint 2013 Stories at.. Microsoft Case Studies130+ SharePoint Standards at.. SPStandards.com Top Benefits & Reasons For Upgrading.. www.rharbridge.com/?p=875

Thank You Organizers, Sponsors and You for Making this Possible.

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http://www.slideshare.net/rharbridge/

http://www.microsoft.com/casestudies/Case_Study_Search_Results.aspx?Type=1&LangID=46&protaxid=31666,31432,31667,31686,31433,31687,31584,31420

http://www.spstandards.com/

http://www.rharbridge.com/?p=875



Content Description

SharePoint 2013 Products Preview - Upgrade

Process model

Describes the steps in the process for a database-attach upgrade.

SharePoint 2013 Products Preview - Test Your

Upgrade Process model

See a visual display of information about how to test the upgrade process.

SharePoint 2013 Products Preview Upgrade

Worksheet

Use this worksheet to record information about your environment while you test upgrade.

Get started with upgrades to SharePoint 2013 Find resources to help you understand how to upgrade databases and site collections from

SharePoint 2010 Products to SharePoint 2013.

Plan for upgrade to SharePoint 2013 Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint

2013.

Test and troubleshoot an upgrade to SharePoint

2013

Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products

to SharePoint 2013.

Upgrade databases from SharePoint 2010 to

SharePoint 2013

Find resources to help you perform the steps to upgrade databases from SharePoint 2010

Products to SharePoint 2013.

Upgrade site collections to SharePoint 2013 Find out how to upgrade a site collection to SharePoint 2013.

Upgrade and Migration Resource Center for

SharePoint 2013 Products

Visit the Resource Center to find additional information about upgrades to SharePoint 2013.

Capabilities and features in SharePoint 2013

Resource Center

Visit the Resource Center to learn about what’s new in SharePoint 2013.

http://go.microsoft.com/fwlink/?LinkId=255047



http://technet.microsoft.com/sharepoint/fp142375

http://technet.microsoft.com/sharepoint/fp142374