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Workshop: The Slippery Slope of SharePoint Migrations:What to Do to Come Out on TopJill Hannemann & Adam Levithan
Jill Hannemann@JHCherryBlossom
Editor, Digital
Workplace Today
Director of
Advisory Services
10+ years in Knowledge Management
SharePoint expertise: information architecture, records management, content migration, document management
Culinary project: It’s soup and chili season!
About Me
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Adam Levithan@collabadam
AIIM & IT Unity
Blogger
Product Manager
9+ years in Collaborative Systems
SharePoint expertise: Out-of-the-box solutions, business process management, Governance, adoptions, information architecture
Next Adventure: Riding the World Championship Cycling course in Richmond VA
About Me
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
4
About Portal Solutions
3Times selected in Office Early Adopter Program
45Full-time employees, consultants, developers, business analysts, SME
11
11 years in business
250+ SharePoint and Office 365 Implementations
We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data, and content.
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
5
ENOUGH ABOUT US – YOUR TURN• What are you migrating from – to?• Where are you in the process?• What are your biggest concerns?• What are you looking to get out of this
session?
What’s so Difficult?
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
7
What’s so Difficult?
The Slope (complexity of your
technical environment)
= Level of Effort and Complexit
y
The Rock (alignment between IT and the Business)
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Failure to Fully Scope the Effort1Failure to Budget for All Activities2No Buy-In from Stakeholders3Content is Not Cleaned or Enhanced
4
WHY MIGRATIONS FAIL
10
Session Outline
Section 1: 1:45 – 3:00 PM• Defining the Scope
Why Migrate Steps to reach your goals What you’ve got/ Inventory
Assessment Deciding how to migrate
Section 2: 3:15 – 5:00 PM• Planning & Budgeting Migrations
that Work Ideal Roadmap O365 Roadmap
• Creating Buy-In Review of Defining Scope How to Govern
• Take advantage of your effort Content Cleanup Reorganize to aligning with goals
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
11
In our humble experience…
12
Uninspired ScopeThe motivations are to…• Migrate 1 : 1• Not interested in any redesign• Wants the site to look exactly the same• Needs to preserve that legacy application integration• Things are broken, but migration will fix it• Not interested in TRAINING
Why bother migrating? Portal Solutions, LLC | Phone: (240)
450-2166© 2015 Portal Solutions, LLC
13
Migrations are the Riskiest thing we doWhere ever you come from, it is a different system!
There are many opportunities though• Reduce complexity• Improve user experience• Enhance productivity• Improve compliance
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
What are your Motivations for Upgrading to SharePoint 2013?
Get off hardware
Redesign intranet
Move to the cloud
New data center
Have search work
Get new features
Automate processes
Improve user
experience
Stabilize the
infrastructure
Expand usage of SP
to other business
units
Develop a new look and feel
Redesign IA
Introduce social tools
Consolidate multiple SP
farms
Implement records
management
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Combination of Business and IT
Get off hardware
Redesign intranet
Move to the cloud
New data center
Have search work
Get new features
Automate processes
Improve user
experience
Stabilize the infrastructur
e
Expand usage of SP
to other business
units
Develop a new look and feel
Redesign IA
Introduce social tools
Consolidate multiple SP
farms
Implement records
management
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Complexity of Your Environment
Get off hardware
Redesign intranet
Move to the cloud
New data center
Have search work
Get new features
Automate processes
Improve user
experience
Stabilize the infrastructure
Expand usage of SP
to other business
units
Develop a new look and feel
Redesign IA
Introduce social tools
Consolidate multiple SP
farms
Implement records
management
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
17
Recommended Path for a Successful Migration1. Understand the business need/governance2. Inventory Audit of current environment3. Design/Implement future technical infrastructure4. Design/Implement business requirements and user experience5. Create Change Management/Migration Plan6. Implement Change Management/Migration
a. Branding deploymentb. User Trainingc. Pilot Migrationd. Full Content Migratione. Customization/Application Migration
7. Decommission of original environmentPortal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Understanding Your Environment
19
Audit• Total size of database• Custom User Interface • Master page• Page layouts
• Content types• Infopath forms• Workflows• Custom web parts• Custom applications• Business connectivity web services (BCS)• Permissions
Beware: It’s not only how much content that matters, but the character of how you’re using it (i.e. file share replacement vs. collaboration) .
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
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Don’t Forget Social ContentAcross SharePoint version or from external technologies• Profiles• Personal Sites
Content Files
• Communities
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
21
Inventory• 2007 or 2010 see if usage is turned on and view latest
reports• Metalogix Migration Expert• Tree Size Pro• Create a Script• Metalogix Essentials (formerly MetaVis) Farm Analysis• Interns (Manual)
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
22
Inventory Analysis
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
How?
24
InfrastructureEnvironment
• Network Infrastructure Where are the current and future
systems located? Do users currently complain about
speed?• Test Throughput/transfer rates
SpeedTest App Fiddler IE 9+ Test upload/ migration to an O365
site
25
InfrastructureHealth
• Run Microsoft Pre-Upgrade Checkers 2007 C:\>stsadm -o
preupgradecheck 2010 Test-SPContentdatabase,
Test-SPSite• Review of Databases
Dedicated vs. Shared Number & Size of content
databases Size of My Site database
• Review Web.config for customizations
26
InfrastructureCentral Administration
• Authentication Methods (in Web App Settings)
• Farm Structure Service Configuration per server
• Deployed Features Farm Web App Features
What Services Applications Configured Search Service Application
– Search Schema/ Customized?– Content Sources (Can see if there is any separation
of site collections)– Scopes/ Result Sources
Non-Standard Service Applications (PerformancePoint, etc.)
Taxonomy (MMS) Expectation for Office Web Apps
27
FunctionalityManual Review
• View Most complicated site (Open in SharePoint designer if possible)
• Review dates content was last modified in View All Site Content
• 2007 or 2010 see if usage is turned on and view latest reports
• Find workflows • Identify 3rd Party Applications
(Teleric, Bamboo, Newsgator, lightning tools)
28
FunctionalityPass/ Fail Tests
• Create a sub site within each site collection
• Create a content type• Create a page in the Pages and
Site Pages libraries• Upload document• Create an item
Rule of Thumb: If it has ever broken before, test it
29
Things that have changed in 2013• Branding using the Design Manager• No more XSLT we now use Display Templates• OneDrive for Business instead of My Sites• Search, Continuous Crawl and the new Web Parts• Apps and the App Store• Community Site• Microblogging and Activity Feeds• Run Site Collections in “2010 experience”• Claims authentication default
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Thank you Benjamin Nauilinhttp://en.share-gate.com/blog/not-working-after-sharepoint-migration-to-2013
30
Things not supported for migration• Automatically fixing issues in the current environment • Meeting Workspace Sites• Page Content from SharePoint 2007• Not all web parts are the same 2010 to 2013• Search (A good thing)• _Files (Hidden Files)• Video files with supporting metadata to SPO
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
31
Choose wisely.
Which migration approach is
right?
Manual
DATABASE UPGRADE
THIRD PARTY SOLUTIONS
Which approach is right for you?35
• SP to SP version upgrade (cannot migrate directly from 2007-2013)
• Few customizations• On-Prem to on-Prem• No IA rebuild required
• Works for all types of migrations
• SharePoint to SharePoint• Unstructured file
repositories• Third party DMS• Only supported path to
migrate to SP Online
• Copy, paste, tag• Works in all situations• Extremely labor intensive
Content Database Migration
3rd Party Migration Tool or Custom Scripting
Manual Migration
On-Prem Hosted On-
Prem Hosted O365On-Prem Hosted O365
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
36
36
UPDATE
New Migration API Overview: Migrating over Internet/WANSharePoint Online/OneDrive For Business (OD4B) Final DestinationFile Share,
SharePoint On-Prem,Potentially any other Data Source.
On-Premises SharePoint
Long distance between on-premises and Office 365
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
New Migration API Overview: Migration Tools using New API
Copy Site Collection /Site/List
File Share,SharePoint On-Prem,Potentially any other Data Source.
1. Read List details from source
2. Write List to target
On-Premises SharePoint
Package1. Create Package of
100+ items2. Create XML file
containing items, permissions and metadata
3. Upload to Azure Temporary Storage
4. Tell SPO to pull package from Azure
Timer Job Based imports content in a scalable way that will not hurt the service using back end resources.
SharePoint/ODBFinal Destination
Pull from Azure Azure
Temporary Storage
Items packaged,
pushed-> in batches
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
39
Change in focus of Migrations: OneDrive for Business• Where are you coming from?
My Sites File Shares EFSS (Google, Box, etc)
• How will OneDrive be used?• What are your expectations for permissions?
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
40
Change in focus of Migrations: Migrating ExchangeEven at SPTechCon we have to admit that Office 365 isn’t just SharePoint• Cutover and Staged very similar
Suitable for 200 or less mailboxes Looking at 2 week +/- timeframe
• Staged migration: Limitation with Exchange 2010 or 2013 Attributes are not managed in the same way, must use 3rd party tool
• Hybrid: For 2000+ mailbox migration Can be migrated from Exchange 2010 or 2013 Issue: after decommissioning 2013, all attributes will be moved to the
cloud Issue: until cutover, no calendar sharing and free/busy presence
awareness Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Vendor EvaluationMetalogix Content Matrix
Metalogix Essentials for O365
Sharegate AvePoint DocAve
Bit Titan
User InterfaceReorganize during migrationSet up migration rules or bulk transfer Create new metadataRetain and migrate existing metadataContent mappingChange roll backsClient InstallPricing ModelExchangeOne Drive for Business
Align requirements with the right tool for your migration
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
test …. Test ….
TEST
43
Test Migration is Critical! • Determine a rate of transfer• Forget theory and/or 3rd party promises review actual output• Allow users to test small subset of real content to gain
feedback• Challenges to look for:
Links breaking Custom content types not carrying over File accessibility Permissions Page layouts not transferring Infopath forms CUSTOM SOLUTIONS YOU DIDN’T KNOW ABOUT
Beware: 2007 Non-Publishing default.aspx pages stored outside of file structure.
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
44
What’s in a Job?Migrating with Tools
Many migration tools allow you to run jobs for flexibility in migration
• You don’t ever want to run a “full migration,” i.e. send everything in one job
• Jobs allow you to re-organize as you migrate
• Jobs allow you some control in what successful transfers vs. what fails to fully transfer
• Your need for granularity in your jobs will differ
• Different tools allow for different capabilities around jobs
45
Migration with a Tool - Jobs
Example of jobs output from Content Matrix
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
46
TIME TO TAKE A BREAK – RESTARTING AT 3:15It’s too much migration, I need more coffee
47
Planning and budgeting migrations that work
48
Recommended Path for a Successful Migration1. Understand the business need/governance2. Inventory Audit of current environment3. Design/Implement future technical infrastructure4. Design/Implement business requirements and user experience5. Create Change Management/Migration Plan6. Implement Change Management/Migration
a. Branding deploymentb. User Trainingc. Pilot Migrationd. Full Content Migratione. Customization/Application Migration
7. Decommission of original environmentPortal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
49
Scheduling your Migration
50
Two major approaches to migration scheduling
Cutover Migration
The Idea: Migrate everything and turn off the old system when you start to use the newBenefits: • Convert all users to the new system• Minimize duplication• Enforce change management and adoptionRisks: • Could take a long time• Could also never happen• Change management could be challenging
Gradual Migration
The Idea: Migrate group by group and onboard users to the new system when their group has been moved overBenefits:• Onboard groups in small batches• Gradual change management• Feedback loop can support easier adoptionRisks:• Could never finish• Large risk for duplication• Users could resist change• Content authenticity/system authenticity could
be questioned
Big Bang! Living in
two
housesor
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
51
Migration Prep Migration
Test Migrat
ion
Site Build Out
InventoryRedesignContent Clean UpMigrate
Redesign
Cutover Migration
Cuto
ver/T
rain
ing
NOTE: Most of the advice in this presentation is for a Cutover structure
52
Inventory
Gradual Migration
Gradual migrations can work, but you must deeply understand usage of the system
53
Who Needs to be Involved?Role ResponsibilitiesProject Sponsor Pays the bills, Defines scope/motivation, Gives a deadline for completion, could be
Business or IT, best if combination of bothProject Manager Coordinator of all the moving partsIT Infrastructure Manages user authentication, technical infrastructure and architecture for the to-be
system, supports migration through usage of a migration toolIT Application Development
Builds out the to-be structure of the new SharePoint, provides migration of any custom applications, workflows, system integrations. UI development and SharePoint configuration, manual clean up of sites
Business Analysts Requirements gathering, inventory/audit capture, content clean up facilitation, SharePoint build out, manual clean up of sites, can provide testing capability and migration validation
Training Coordinator Provides training and manages communication to end users during migration process
Business Sponsor Top down support for change management in the roll out of a new SharePoint environment
Content Managers Support inventory/audit, feedback and requirements for a new design, responsible for content clean up in their site areas, user acceptance testing participants, require training prior to release of the site
End Users Receives communication on the roadmap for the migration, participates in training on the new site
54
Creating a Realistic Schedule – Critical Dependencies• Content clean up:
Engaging end users Tagging content Archiving strategy
• Redesigning IA Metadata or navigation
• Rate of transfer• Migration troubleshooting• Specific migration requirements• Rebuilding objects
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
55
A Realistic Schedule
• Be realistic about risks and challenges
Inventory Content Clean Up
SP 2013 Config & Test
MigrationMigration
IA and Redesign
TestingUser
Support/Training
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
Week 12
Week 13
Week 14
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
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Sample Project Schedule
57
Time for everyone to benefit
58
What’s in it for me? What do these folks have to gain by this migration? • Business
Stakeholder Power User
• IT Developer Admin
NOT THE SPECIFIC DETAILS OF YOUR ENVIRONMENT
An Informal Survey
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
59
Without buy-in, migration is lonely
Business IT
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
60Sample Change Management and Governance Initial Planning
Communicati
on
Training
Feedback
Governance
Change Management
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
61
Knowledge Transfer and Training• Detailed training for system
support teams• Knowledge transfer and mentoring
throughout• Governance training for content
contributors and users empowered with site design privileges
• IA training for site designers• Context-sensitive training for end
users –just what they need when they need it
• Empower remote users
Adapt to the needs of the learner• Just enough• Just in time• Just the right channel:
multiple formats
The best approach for general user training: design so that you don’t need it!
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
62
GovernTo steer or pilot a ship,
direct- Greek
• Resolve Ambiguity• Communicate Short and/or Long Range
Goals• Mitigate Conflict
Tactical
Strategic Business Owner(s)
Steering Committee
Solution Administration
Technology Support
SharePoint Advocate
Power Users/ Community of Practice
# of People
People
Procedure Title Procedure Description Role(s) Responsible
Document Upload How documents are uploaded directly to libraries
TrainerUsers
Document Categorization
How to classify documents with metadata
TrainerUsers
New site creation How to request new sites are created
Project ManagerAdministratorSite Owner
Support How to request support. Portal Project ManagerAdministratorUsers
User Training Onboarding Procedure Trainer
Deployment Procedure
How to request new features, web part, applications
Project ManagerIT Dev Team
Policies & Procedures
65
Flexible
OriginalCorporate Portal
Departmental Portal
Department & Team Sites
Project Team Sites
Personal My Sites
• Controlled• Tightly Governed• Push Content
• Ad Hoc• Loosely governed• Push/ Pull content
• Permanent• Dashboards• Business Intelligence• Business Process management• Applications
• Permanent• Knowledge Management• Information Sharing
• Short Lived• Collaboration
• Permanent• Personal Information• Public/ Private Viewed
Flexible
Reco
rdTe
mpo
rar y
Type
of C
onte
nt
Instant Message
Social
Team Sites/ ExtranetOnline Storage
Intranet
Records Management
Individual Team EnterpriseAudience
Current
67
Integrated
People Policies & Procedures
68
TAKE ADVANTAGE OF YOU’RE EFFORT
69
“A survey of corporate CIOs and general counsels found that, typically, 69% of the data most organizations keep, can – and should – be deleted.” -Compliance, Governance and Oversight Counsel (CGOC) Summit
70
Take the opportunity to• Clean up the content in the system• Introduce an improved look and feel• A more intuitive navigation• A more robust search• Create site personalization• Address current solutions:
Infopath end of life Connectivity to other data systems Content publishing process
Garbage… Garbage…
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
71
Content Cleanup• Three general approaches
Create rule-based cleansing Engage business users/content owners for subjective analysis Combination of both
• ROT Analysis: Redundant Outdated Trivial
• Options: Migrate Migrate and Update Archive Delete
Beware: The time it takes to perform this step is almost always underestimated. Add time to your original estimate.
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
72
Content Clean Up with Content Owners• Involve content owners in
content clean decisions• Can be done a couple of ways:
Walk through of content on the site
Provide worksheets to make decisions
Have them actually delete content or sites
• Leverage last modified dates and the size of a library/list to assist in guidance
Remember - The clean up exercise is intended to provide benefits!• Ensure valuable content is
migrated• Help reduce noise in the
search index• Minimize risk in reducing the
overall amount of content to migrate
• Reduce risk in removing content that could be a liability to the company
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
73
Content Clean Up with Content Owners
74
Archive Strategies• What are your options:
Leave it in older SharePoint Move it from SharePoint to a file share Migrate to new SharePoint to an archive site collection
• If content continues to exist…keep it in READ ONLY mode.
• Consider deletion policies as part of records retention What should be kept for compliance? Is it a risk if the file is kept?
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
75
Archive Strategies• Leave it in older SharePoint• Move it from SharePoint to a file share• Migrate to new SharePoint to an archive site collection
If content continues to exist…keep it in READ ONLY mode. Consider deletion policies as part of records retention
What should be kept for compliance? Is it a risk if the file is kept?
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
76
Restructure Information ArchitectureContent Types
Lists and Libraries
Sites/Navigation
Site Collections/Navigation
Web
Applications
Recommended! Supports growth and sustainability
Determines how users navigate to browse content
Influences metadata, templates, and searching for contentBeware:
Beware of lack of control of URLs in O365
Defining a new look and feel – Wireframes
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
78
A New Look and Feel
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
Considering Mobile in the Design Process• When Mobile Accessibility is Critical: Use a Mobile First
Strategy• Define your approach
Responsive (or Adaptive) Mobilized Sites
• Who, What, and to What degree?
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
80
Content Mapping
Portal Solutions, LLC | Phone: (240) 450-2166
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81
Content Mapping
For files: Align new metadata to be added in new document libraries.
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC
QUESTIONS
THANK YOU @jhcherryblossom – [email protected]@collabadam – [email protected]
Additional Resource: White Paper
Leave your business card with Jill and we’ll email you a complimentary copy of 7 Office 365 Migration Best Practices.
Plan to Leverage New Functionality
Plan to Leverage New Functionality
Your Files to Office 365. Simple. Fast.Migrate Cloud Files to SharePoint Online & OneDrive
for Businesshttp://www.metalogix.com/Products/Drive2Office365.aspx
4 - Develop an Information Architecture (IA)
Evaluate current business processConsider existing site structuresDepartmental/team reorganization
Publishing requirements
Search/findability
Navigation
Content Growth
“Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” 1
1 – The SharePoint Puzzle – adding the missing pieces, AIIM, 2012
Getting Ready to Migrate
Strategy & Inventory
Updated Information Architecture & New Features
Prepare - Reorganization?
Prepare - Migrate, archive, or leave behind?
Prepare SharePoint for migrationwww.metalogix.com/products/Content-Matrix.aspx & www.metalogix.com/products/ControlPoint.aspx
5 - Assess Your Migration Options
3rd Party Tools?
Out of the Box?
Upgrade v Migration – In Microsoft Terms
UPGRADE: -The Physical Transformation of a SharePoint Content Database from one Schema Version to the Successive Updated Schema
MIGRATION: -The Physical Movement of SharePoint Containers, Data and Associated Attributes from one SharePoint Farm to a new Farm independent of SharePoint versionhttp://www.metalogix.com/Blog/Blog-Article/13-02-11/Yes_You_Can_Move_Straight_From_SharePoint_2007_to_Sha
rePoint_2013.aspx
The Database Attach Upgrade
1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013)2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)4. Service Application DBs upgraded5. Site collections evaluated and upgraded by owners
The Out of the Box Approach
The Database Attach Upgrade – Issues?
1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013)2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)4. Service Application DBs upgraded5. Site collections evaluated and upgraded by owners
The Out of the Box Approach
What about SharePoint 2007 or 2003 or Office 365?“Read Only” is not collaborative. How long can SharePoint be offline?Lots of accidents waiting to happen? How long before something breaks?Truly gradual? Change Management? SharePoint Sprawl? Future growth?
The OOTB – Where It Can Go Wrong
Potential Content Issues
Document Libraries with greater than 250,000 documents•May fail therefore move to folders with 2000 documents in each
Remove excess versions of documents to increase speed•Either Manually or Programmatically
Remove unused templates, features and web parts•Stsadm commands to identify current use
The OOTB – Where It Can Go Wrong
Potential Database IssuesSites Collections & Databases larger than 100GB will be slow and may fail•Split Across Multiple Databases
My Sites should be moved to their own Content DB
Remove duplicate or orphaned site collections•These can cause the DB attach to fail
Site Collection Limit per Content DB has Changed•2,500 non-personal maximum but up to 10,00 possible in mixed use (personal + non-personal)
The OOTB – Where It Can Go Wrong
General SQL Management & Performance Issues
Upgrade Multiple Databases in Parallel•Upgrading in Parallel can be slower than one at a time
Use Throttling•Limit number of DB upgrades that happen at once
SQL Mirroring should be turned off
SQL Storage can grow up to 50% larger than Source DB size•Must be recovered post upgrade
OOTB vs. 3rd Party Migration Tools
Advantages of a Migration Tool
Skip SharePoint versions e.g. 2007 straight to 2013Site collection-specific vs. content DB
Reorganization, splitting sites & lists taxonomy, permissions, content types
Re-template sites
Implement a customized migration or upgrade strategy
Support for Workflow
Closing thoughts:
• A migration is a great opportunity to reassess your business requirements and “spring clean”
• The most successful migrations are those that pay close attention to the end user experience throughout
• Put as much control into the hands of your end users as possible. After all, they own the content
eventmobi.com/sptcboston
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the room.