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Migrating to the CloudChallenges and Experiences Migrating SharePoint to the Cloud

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Bio

Decade Experience of ITAustralia, United Kingdom and

continental Europe

Technical Solutions Professional,

AvePoint ECM and DM for industry

clientsITIL certified and a Prince 2

Practitioner

SharePoint 2013: ‘Taming the beast’ to

build business solutions

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Disclaimer!

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AvePoint, Inc.

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AvePoint, Inc.

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AvePoint, Inc.

What is your experience?How many people have done a migration?

Used a migration tool?

Moved to Office 365?

Move to Azure?

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Agenda

Migration Overview

Preparation Phase

Pilot

Planning Phase

Office 365

Migration

Challenges

Case Study 1

Case Study 2

Azure Migration

Key ideas

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Migration is notmovement

Migration is cloning

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Migration Overview

TechNet offers 4 steps to migrate

Pilot Plan Prepare Migrate

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Prepare• TechNet Says:

• Ok, but how do I do that?

“Before deciding on a migration strategy it is vital that you perform

an analysis of your current environment”

“As an outcome of the analysis you should have a clear understanding

on the content and the customizations you have in your On-

Premises environment.”

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Review Your WorkloadsCorporate

Portal

Store and Share

Team Collaboratio

n

Custom Application

s

Social Collaboration

Search

Good Office 365 candidates?

Good Azure candidates?

Good On Premcandidates?

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Review your components

Very high

High

Medium

Low

Effort:

S

erv

ice M

anag

em

ent

Info

rmati

on M

anag

em

ent

Ap

plic

ati

on M

anag

em

ent

On-Premise | SPO | Hybrid | Azure

Security and metadata

Folders and files

Workflows

Features

Site structure

Custom UX

Code

Remove or rewrite

Replace

Transform

Rehost

PLA

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Sample Assessment Results

Store and Sync Team Sites Custom

Application

Office Pilot

FastTrack Office 365Subscriptions and

PlansSupport and

Training Resources

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Azure Pilot

Create Subscription

Create a vNetBuild a SharePoint

EnvironmentSupport and

Training Resources

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Office Plan

This focuses on two main things

Authentication and SSO1. DirSync Tool, Azure AD Sync,

Azure AD Connect2. AD FS3. Azure Active Directory

Planning for what your want to do with your SharePoint online

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Identity

Cloud Identities- Use Azure Active

Directory- All credentials are

stored in the “cloud”- Best for organizations

who are totally cloud based

Federated Identities- On-premise Active

Directory credentials are synced to Office 365

- Best for “most” customers

- Means that usernames, passwords and details are kept in sync

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Federated Identity Example

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Same Sign On Vs Single Sign On

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SharePoint in Azure

Now we start thinking about content!

Devices SocialCloud Control

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Office 365 Migration• Here is the most fun, from TechNet:

“Office 365 does not provide SharePoint content migration support for customers. If you plan to migrate SharePoint content from an on-premises or hosted service to SharePoint Online, your organization will either use a

manual approach or to use a third-party SharePoint migration tool.” – changed a bit with High Speed Migration API’s

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How do Office 365 Migrations Work?

Destination

Site Collections Sites Libraries / Lists Service Applications

Movement Tool3rd Party Product• Plans / Schedules PowerShell HSM API’s Manual

SourceContent Custom Components Service Applications

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Sample tool model

Source Tool

Layers

Connection through API’s, or to the DB

of the Source

Jobs, Plans, Schedules,

Actions

SSOM / Export

CSOM /Web

Services

All tools differ, but the concept is the same

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Sample Migration Process

Iteration 1 (Full Migration)

All base contentIteration 2

All content changed since iteration 1

Iteration 3

All content changed since iteration 2

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Migration Challenges

Complex environments

User Setup and MappingPerformance Content Sizing

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Performance

How long does it take?This is the ultimate ball of string question!

Factors in migration speed

Source Speed (Read Speed)Network Speed (Transmission Speed) Office 365 API’s, Security and Throttling (Write Speed)

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Source Speed Resolution

More agents, faster read speed

Extract to flat file

Run at night, Process data during business hours

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Transmission Speed Resolution

Network Optimization

WAN Accelerators

Challenge of Areas

Software/Hardware Solutions

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Write Speed Limitations (CSOM)

API(CSOM) SecurityVirus

ScanningMultiple Accounts

Health Score Tracking

API

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User Setup and Mapping

Office 365 User Status

Must be allowed to sign-in. No need to

have license

Placeholder Account

Prepare a placeholder

Account

Mapping

Domain mapping, Group mapping, User Mapping

Sync All Users and Groups

Sync all source users and groups

to O365 beforehand

Assign a Document to

a User You cant assign a

document to a user who does not exist

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Mapping Issue SamplesDisplay Name Source AD Login Office 365 Login

Blair Hainsworth Avepoint\bhainsworth Blair.Hainsworth@avepoint.com

Matthew Johnson Avepoint\m.JohnsonMatthew.Johnson@avepoint.c

om

Sean Redmond Avepoint\sean.redmond Sean.Redmond@avepoint.com

Roux Visser Avepoint\roux.v Roux.Visser@avepoint.com

Yuyu Wang Avepoint\wangy Yuyu.wang@avepoint.com

Reece Watson Avepoint\Watson.reece Reece.Watson@avepoint.com

Eric Lam Avepoint\ericlam Eric.lam@avepoint.com

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Migration Sizing

EstimatedMigration Size

Content in Office 365 can be

larger

Office 365 Site Collection

Quota Auto Growth Feature

New Office 365

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Complex Environments (tools)

Custom source or destination

environments

Tweaks or Hotfixes

Non “Turn Key”

Good Relationship with Your Vendor

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Success Criteria:

Size: 160GB

Case Study 1: Small Scale Intranet

Objectives:1. Rebrand Intranet2. Consolidate down to a

Single Site Collection3. Simplify Content Types4. Simplify Permissions5. Become more OOTB

DestinationSource

SharePoint 2007

Improved look and feel

Full use of new office 365 features

Easy to manage

Small Scale IntranetMigration Process:

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Pre-Migration

Sync users up to Office 365

Create site collections to house data

Assign storage space to site collections

Develop a number of “loosely coupled” custom components

Develop new lightweight branding for Office 365

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Pilot Migration

Source sites mapped to “teamsite”

templates

Migration team check the consolidation of

content

End user content validation

Review of migration tool reports

Go / No Go for full migration

• Moved 1 key “Client Site”

• Moved 1 key “Product Site”

Pick some key content to migrate and test

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Full migration

Full Migration

Team ValidationEnd User Content

ValidationReport ChecksAll Data

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Delta Migrations and Cleanup

Migration Permission

New Web Parts Added to Specific

Pages

Migrated Content

Cleanup Content and Prepare Destination

12

3

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Go Live

Old environment decommissioned Friday night

Weekend used to confirm any outstanding items and push last set of deltas

Office 365 set is default intranet from Monday morning

1

2

3

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Success Criteria:

Source:

Documentum and

eRooms

Size: 10TB

Destination: Office 365

Case Study 2: Large scale

DestinationSource

P1 data to office 365

within 25 days

All data like for like as possible

Large scale

Migration Process:

EMCDocumentum

eRoom

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Source Environment Challenges

The source environment for Documentum was as 400% capacity

Data extracts could only be run outside of hours

Source environment could not be connected to the internet

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Transmission & Load Issues

Moving a large amount of data to Office 365 takes a lot of time

This is due to over the wire and write side limitations

Microsoft estimates using CSOM performance is 8-10gb a day

Issues

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Data conversion challenges

EMC solutions use a proprietary email format

Over 3,500,000 emails Would have taken 3+ months to reconvert with heavy load on the source environment – missed project goal

Challenge

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Solution

Source Migration Factory

Office 365 Write Machines

Data Upload• Azure

Disk Shipping

• AZ Copy

• File Share Copy

CSOM /Web

Services

O365 Migration Architecture

Data extract to flat file

Email Conversion Machines

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Migration Factory Design

• Link to file

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Depict how multiple streams work

• Migration Job 1• Service Account 1

Extract 1

• Migration Job 2• Service Account 2

Extract 2

• Migration Job 3• Service Account 3

Extract 3

• Migration Job 4• Service Account 4

Extract 4

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Result

Near limitless upload speed

Where to put content

Clients master list had challenges

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High Speed Migration API’sHigh Level Overview Benefits Limitations

Create your content in a flat file structureSend your package to Azure

Run a timer job that grabs the content and puts it into SharePoint Online

Can’t handle content types

Speed of Migration

Can preserve document ID’s

Can preserve versions

Issues with columnCan’t provision containers

2gb file max

25gb per extract

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HSM Playout

HSM for simple migrations OneDrive

Combination of HSM API’s and

CSOM for complex

migration 3rd Party Vendors

API

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Azure Advantages

• Low cost scale• Created in days, destroyed in minutes• Enabled us to scale conversion machines “cloud bursting”

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Azure MigrationMore options available Full trust solutions can

still be usedMuch simpler than

Office365

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Moving Data into Azure

Sending Disks

Az CopyMount file

share

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Key Migration Questions – for tools

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Is my content the same?

Full Fidelity is retained

Things are like for like

Non SharePoint sources have standard object mappings

Yes!!“Is My Content The Same?”

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Can I leverage managed metadata?

Define term store structure before migration

Enterprise taxonomy

FolksonomyYes!!“Can I Leverage Managed Metadata?”

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How do content types and site columns migrate?

Like documents, they are like for like

If a site column exists in the destination, the migration tool will use it

You can restructure content types, but it can be challenging

If it does not exist, the tool will create it

“How Do Content Types and Site Columns Migrate?”

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Content Type Restructure• Date (Column)• Business Unit

(Column)• Approved

REPORT(Content Type)

• Date (Column)• Business Unit

(Column)• Report Owner

MonthlyReport

• Date (Column)• Business Unit

(Column)• Project Name

Project Report

• Date (Column)• Business Unit

(Column)• Core Technology

IT Project Report

REPORT

• Date (Column)• Business Unit

(Column)• Report Owner• Approved• Project Name• Core Technology

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Standard Content Restructuring

Easier to restructureThan CT’s

Lists

Libraries

Sites

Site collections

Columns

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Filtering ContentNot all content has to be moved

File types

Archive

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Dealing with Workflows

OOTB SPD Custom

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Experience helps file gotchas!

Source Destination

Alerts Blocked

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Questions?