How to Manage Migration to SharePoint

sharepointmaven.com @gregoryzelfond

HOW TO MANAGE MIGRATIONTO SHAREPOINT

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint Huge SharePoint Advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

http://sharepointmaven.com/


About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING


Agenda

– Implementation Approach

– Greg’s 7 Phases of SharePoint

Implementation

– Q & A


Remember…

Rome was not built in a day…Your SharePoint should not be either


SharePoint Implementation Approach

Think BIG, start SMALL

Break your long-term Intranet Portal vision into manageable phases

Each phase should be no longer than 2 months


SharePoint Implementation Approach, cont’d

Start with easy stuff– Homepage

– Policies & Procedures Site

– HR Site

Build your Intranet Portal bottom-up (but always keep your long-term vision/ideas in mind)


Don’t forget about User Adoption

SharePoint Implementation IS NOT about Technology

SharePoint Implementation IS ABOUT User Adoption


Waterfall vs. Agile

You won’t succeed if you decide to implement SharePoint using Waterfall Methodology

Agile Methodology is the way to go


Greg’s 7 phases of SharePoint Implementation


PHASE 1:

EDUCATION


Education Phase

Do the SharePoint Demo first!


Education Phase

Educate the Users about what SharePoint is, its features and functionalities

A series of educational meetings to demonstrate and discuss SharePoint, stir some ideas– Informal Lunch & Learns

– Group-specific meetings

– Online Webinars


PHASE 2:

ANALYSIS &

REQUIREMENTS


Analysis & Requirements Phase

Gather requirements to better understand the use cases and business processes around future SharePoint sites, lists and libraries

Ask the right questions– Where does the content currently reside?

– Who is the Content Owner? Who owns the content?

– Who are the Content Consumers? Who needs to have access to the content

– Who cannot have access to the content?

– What is the volume of documents?

– How are documents organized right now?

– What is the business process, if any, for updating documents?


Don’t overdo it!!!

DO NOT setup long meetings

DO NOT create detailed specification documents

DO NOT meet more than 2-3 times to gather requirements


PHASE 3:

INFORMATION

ARCHITECTURE


High-Level Diagram

sharepointmaven.sharepoint.com Site Collection

Project Site Template Document Library (metadata) Task Module (for MS Project Sync) Risk Register (Custom List) Calendar / Task List / Contact List

HOMEPAGE Project Dashboard Project Templates Project Request Form (metadata)

Project Site A Project Team (Contribute) Everyone Else (Read Only)

Project Site B Project Team (Contribute) No Access for anyone else


Policies

ProjectsForms

Reports

Categorize Your existing Content


Define Metadata for each Category of Documents

Doc Category Properties/Columns Tags

Policies

Audience Full-Time Employee Part-Time Employee Temp Employee

Owner Department

Revision Date Date Field

Forms

Form Category Benefits Medical Financial

Audience Full-Time Employee Part-Time Employee Temp Employee

Reports

Year 2015 2014 2013

Report Frequency Annual Quarterly Monthly


PHASE 4:

DATA MAPPING


Mapping Template

1. Folders SharePoint Sites / Document Libraries

2. Documents SharePoint content types/metadata


PHASE 5:

SHAREPOINT

CONFIGURATION


Agile Feedback mechanism

Design Feedback


PHASE 6:

FILE MIGRATION


Reality about Document Migration

Question:

How do I move 170GB from my G, K, N (pick a letter) drive to SharePoint?

Answer:

You don't.


Don’t be a hoarder with SharePoint


Core Files

Archive

Duplicates

Scope of Migration

Determine the scope of migration


4 Migration Options

1. Drag & Drop– Up to 100 files @ a time

– Can’t drag folders

– Does not retain metadata

2. Open with Windows Explorer + Quick Edit– Does not retain metadata

– Works with IE browser only

3. One Drive for Business Sync– Does not retain metadata

– 5,000 sync limit

4. 3rd Party Migration Tools


An inexpensive migration tool


5000 Item Limit Threshold

Beware of the limit, educate yourself and others

There are options and ways to deal and overcome the limit

Reference a slide deck on SlideShare for 10 techniques to mitigate and overcome the issue

http://www.slideshare.net/gzelfond/sharepoint-5000-item-list-view-threshold-checklist-and-best-practices






PHASE 7:

TRAINING


A word about training…

“Neglecting SharePoint User Training

during implementation is a crime”.

Yes, end users do require training!!!

Remember: SharePoint is not DropBox!

Train on Technology & Business Processes

Train-the-trainer, informal, lunch & learn, online


Blog Posts

How to manage SharePoint Implementation

10 reasons why SharePoint training matters

Introduction to SharePoint Information Architecture

http://sharepointmaven.com/how-to-manage-sharepoint-implementation/

http://sharepointmaven.com/10-reasons-sharepoint-training-matters/

http://sharepointmaven.com/introduction-to-sharepoint-information-architecture/


Need help with SharePoint?

SharePoint Site Configuration and Customization

Document Migration to SharePoint

SharePoint Implementation Strategy

SharePoint Training

SharePoint User Adoption

SharePoint Governance

SharePoint Project Management


THANK YOU!

Visit: sharepointmaven.com

Email: [email protected]

Follow: @gregoryzelfond

Connect: linkedin.com/company/sharepoint-maven

View: www.slideshare.net/gzelfond

Get in touch if you have questions

http://sharepointmaven.com/

mailto:[email protected]

http://www.twitter.com/gregoryzelfond

https://www.linkedin.com/company/sharepoint-maven

http://www.slideshare.net/gzelfond

How to Manage Migration to SharePoint

Technology

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