May 2011

What you need to know before upgradingSharePoint 2010

Prepared By: Suzanne GeorgeSuzanne.George@perficient.comSr. ArchitectPerficient - Microsoft West Region

Know your SharePoint..

The more you understand the new features of SharePoint and its improvements/features the smoother your upgrade will be.• Key point to remember

– SharePoint is an enabling framework which connects the Microsoft Product line such as SQL Server, Project Server, etc.

• Know your SharePoint– Terminology

• http://msdn.microsoft.com/en-us/library/ee556558.aspx

– Versions - go beyond ‘cool’ and determine what you need • Which version do I need? CALs?• http://sharepoint.microsoft.com/en-us/buy/Pages/Editions-Compari

son.aspx

– Features – which features will be implemented when?• Use the crawl, walk, run methodology

– Physical location – Will the farm be hosted or in-house and what will the SLA be?

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Roadmap Planning

Define the business roadmap – The key to minimize risks and surprises is planning. In most cases the SharePoint upgrade is not a “double-click” process.If you fail to plan, then you plan to fail!

• Run a cost-analysis to understand the cost-benefit of upgrading. Stay focused! SharePoint is a framework and contains lots of features – prioritize those benefits!

• Training, training, training!! Your staff need to either a) have months to research (ie: Bing!) how to handle the upgrade or you need to get training. This includes Administrators, Developers, End-Users, etc.

• Inventory your current system – take time to look at your current system (even if it is paper-based) and determine what features of 2010 you will need to implement, then update your project plan.

• Have a backup plan – Things happen, take longer, and don’t work as expected so plan for Murphy should the worse case scenario happen. Further, at each project milestone meet with all parties to discuss Go-no-Go.

• Get a second line of defense – In other words find someone who has done this before.

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Costs involved

What are the costs involved to upgrade? Answer: Depends…

•SharePoint 2010 licensing– depends on your version … – Cost calculator by Bamboo

http://community.bamboosolutions.com/blogs/sharepoint-2010-price-calculator/default.aspx

•Hardware upgrade needs– do you need to upgrade your hardware to 64 bit? Memory? – Development environment– UAT/staging environment– Production environment

•Development Tools– Visual Studio 2010, TFS 2010, ReSharper, SQL server

2008R2– Migration tools – roll your own or use 3rd party product?– Upgrade desktops/laptops/etc

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Cost continues

Often forgotten or not defined costs…

• New installation budget 25 man weeks of effort for a basic install / configure

– Project management, basic governance– Development – design, integration, code, QA– Administration

• Custom webparts– Custom webparts – budget 1-2 weeks for each (some will

take less, some will take more)

• Administration– Migration of data – depends on upgrade method – budget

2+ weeks depending– Are you restructuring your site map?

• Consultants– Do you need extra resources to make this happen– The unexpected consultant - “The Wolf”

• UAT / QA testing– Users of the application testing– Load testing/performance

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SharePoint Roadmap Process

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Education and Demonstrations

• Generic Overview of SharePoint

• Specific review of relevant functionality

• Anecdotal evidence of relevant best practices and procedures

Business Analysis

• Gather and analyze:• Informat

ion used in daily activities

• Internal and external user groups

• Operational system interaction

Technical Analysis

• Understanding of current application portfolio

• Review of Architectural standards

• Map requirements to technologies

Gain Understanding of SharePoint

Requirements Applied to SharePoint Context

An example roadmap

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Q1 Q2 Q3 Q4

Roadmap

Foundation (Global Support)

Migration (SharePoint 2010)

• Functional Use Cases / Wireframes• Program Planning• Governance• Information Architecture• Taxonomy• Multilingual Architecture• Base Site Structure• Search• UX Branding• Training Plan• Organizational Plan• Communications Plan

• Technical Architecture (Prod, QA, Dev)• Branding Standards• Development Standards• Security Model• DR, HA and Archive Architecture• User Acceptance Planning and Testing

• Current State Content and Customization Analysis• Current State Security and Access Model• Current State Data Usage and Access Analysis• Usage Questionnaire Completion• Foundation Gap Analysis• Migration Plan• Migration Execution• Migration Acceptance Testing

• Performance Testing• Go Live Planning and Support• User, Admin and Dev Training• User, Admin and Dev Doc’s• Production Support

Value Applications

• Transaction Integration• Business Intelligence• BPM• Search Results• Personalization• Notes Applications• CRM• Extranet /Internet• RIA• Mobile

Transition

Planning, Communication and Oversight

Prioritized / Risk Adjusted Requirements Example

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2011 Perficient, Inc. All rights reserved.

Example of a migration project plan

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Governance

SharePoint can make a good process better and a bad process worse…

• What is governance?– Policies, roles, responsibilities, and processes that guide,

direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.

• Define business process first – implement second– Organizations try to implement SharePoint 2010 to solve

business processes which have not been defined yet.

• Don’t get complicated – keep it simple, improve and add as business needs require.

• MSDN has a good governance policy you can modify– http://technet.microsoft.com/en-us/library/cc262900.aspx

• Hire a consultant?

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Deploy

with Confidence

Monitor &

Control

Proactively Maintain & Archi

ve

Preparation - Find issues before you upgrade

Issues do not disappear when you upgrade, make sure they are resolved (if possible) in your current environment.

• Verify your existing SharePoint 2007 environment is up to date with patches

• Use the pre-upgrade check on your existing system and resolve any issues – check for missing features and custom field errors

• Check for broken links in existing sites• Review and identify all customizations – make sure you

have the code and/or installer for each!• Optimize your large lists• Optimize your content databases• Upgrade to 64 bit environment• Understand any/all UI changes and authentication

methods

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Upgrade Philosophy

Some ideas which will help you during the upgrade process

• Detect and Discuss issues early– Report critical issues early

• Do NOT implement a solution which will lose data– Keep as much of your content and settings as possible

• Minimize downtime• Continue when possible• Be reentrant• Keep the administrator / architect informed

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Content Migration Methodology

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CMS Import Tools

Development Lifecycle

WCM ProcessLifecycle

Content Identification

ApprovedTo

Migrate

ContentAnalysisReport

ProposedMigration

Inventory List

Map to Platform Current State(Gap Analysis)

Taxonomy, Pages, Documents, Assets, Tools

Quality Assurance on migration content and

attribute tagging

{Client}Asset & Content

ImportProcessing

Content Owners

<<Lead – Content Analyst>> Platform Readiness

Platform ArchitectsGovernanceContent OwnersIT Team

<<Leads – Business Analyst, Taxonomist, CMS Architect, Dev Leads>>

Met

adat

a

Deployment Lifecycle

PlatformReady

Content Migration Processing

Migration Tech Team; Migration Authoring Team; QA Team

<<Lead – CMS Migration Process Leader>>

Prepare Migration Release Change

Set – for publishing to the runtime repository (if

needed)

Content Publishing

Authoring Team; Web Managers; QA Team; Migration Tech Lead

<<Lead – Platform Leadership>>1

4

5 2

ContentValuationProcess

MigrationTestDrive

Final QualityAssurance

Include HTM and asset URLs

404 Validation & Legacy Content Archived

Legacy ContentTransformation

Con

tent

M

gmt.

Mig

ratio

n To

ols

Manual content authoring

Production Platform

WIP Content

CMS Platform

Content / Documents

Assets

MetadataNav

Taxonomy

Appr

oval

Life

cycl

e

Staging Content

Active Content

Master Inventory

List

HTMLValidate, Correct,

Transform and Chunk TagProcessing

Iterations

GWO / IT

<<Lead – Legacy Content Architect>>

PreparationComplete

Processing Evaluation

Page Exceptions

3Content Preparation

2010 Perficient, Inc. Confidential. All rights reserved.

Execute Upgrade / Next Steps

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Build / Upgrade Farms•Services farm•Content farm

Minimize downtime•Use read only with fallback environment•Build for upgrade parallelism

Deploy customizations•Use Solutions whenever possible

Monitor progress•Watch upgrade status indicators•Ensure upgrade process is on schedule

Assessment•Review deployment•Review new feature requests

Maintenance•Administration•Development – Bug Fix

Summary

A successful upgrade can only be developed with the commitment of management and staff.• Access – provide access to business and technical teams that

have the knowledge to provide the necessary input • Flexibility – grant flexibility to team members schedules to

attend meetings and collaborate on concepts• Responsive Decision Making - empower teams to make

responsive decisions on behalf of the organization• Governance Board – oversight of a governance board to

review and provide direction• Collaboration – engage in the roadmap process with a highly

interactive approach16

X

Path to successful upgrade/implementation• Learn • Build a business justification• Develop a roadmap• Governance• Plan / Test / Implement• Validate• Evolve

Client Roster

Partial Client List

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About Perficient

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Leading Technology Consulting & Solutions Firm

• Founded in 1997

• $240MM+ in annualized Revenue

• Over 1,400 highly-experienced Consultants

• 19 Locations across North America

• 80+% of Revenue from recurring Clients

• Served over 400 Clients in past 12 months

Software Solutions Expertise, including:

• Enterprise Portals & Content Management

• SOA, EAI and BPM

• e-Commerce and Product Information Mgmt

• Business Intelligence/ETL

• Customer Relationship Management

• User Experience/UCD

• Significant Integration Expertise

Key Differentiators

• Focused expertise, lower cost, faster time-to-value

• IT Solutions with Business Focus

• National consultants overlay Local delivery model

• Mature, proven Project Methodology

• Global Development Centers in China & Europe

• Healthcare Thought Leadership

Pro

ject

siz

e,

Bre

ad

th o

f Exp

ert

ise

Depth of Expertise, Efficiency & Value, Client Importance

Pro

ject

siz

e,

Bre

ad

th o

f Exp

ert

ise

Depth of Expertise, Efficiency & Value, Client Importance

Thank you!

For further information, please contact:

Suzanne GeorgeSuzanne.George@perficient.comSr. ArchitectPerficient - Microsoft West RegionTwitter: spgenie

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