Workshop: The Slippery Slope

of SharePoint Migrations:What to Do to Come Out on Top

Jill 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

Adam Levithan@collabadam

AIIM & IT

Unity

Blogger

Practice

Lead, O365

& SharePoint9+ years in Collaborative Systems

SharePoint expertise: Out-of-the-

box solutions, business process

management, Governance,

adoptions, information architecture

Next Adventure: One-Day

200 Mile Bicycle ride in June

About Me

About Portal Solutions 4

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.

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?

5

What’s so Difficult?

7

What’s so Difficult?

The Slope (complexity of your

technical environment)

= Level of

Effort and

Complexity

The Rock(alignment between IT

and the Business)

Failure to Fully Scope

the Effort1

Failure to Budget for All

Activities2

No Buy-In from

Stakeholders3

Content is Not Cleaned

or Enhanced4

WHY MIGRATIONS FAIL

Session Outline

Section 1: 9 – 10:30 AM

• Defining the Scope Why Migrate

Steps to reach your goals

What you’ve got/ Inventory Assessment

Deciding how to migrate

Section 2: 10:45 AM – 12:15 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

10

In our humble experience… 11

Uninspired Scope

The 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

12

Migrations are the Riskiest thing we do

Where ever you come from, it is a different system!

There are many opportunities though

• Reduce complexity

• Improve user experience

• Enhance productivity

• Improve compliance

13

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

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

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

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

Recommended Path for a Successful Migration

1. Understand the business need/governance

2. Inventory Audit of current environment

3. Design/Implement future technical infrastructure

4. Design/Implement business requirements and user experience

5. Create Change Management/Migration Plan

6. Implement Change Management/Migration

a. Branding deployment

b. User Training

c. Pilot Migration

d. Full Content Migration

e. Customization/Application Migration

7. Decommission of original environment

17

Understanding Your Environment

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

19

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) .

Inventory

• 2007 or 2010 see if usage is turned on and view latest reports

• Metalogix Migration Expert

• Tree Size Pro

• Create a Script

• Metavis Farm Analysis

• Interns (Manual)

20

Inventory Analysis 21

How?

23

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

24

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

25

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

26

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)

27

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

Things not supported for migration

• Meeting Workspace Sites

• Page Content from SharePoint 2007

• Fixing issues in the current environment by simply migrating

28

29

Choose wisely.

Which migration

approach is right?

Which approach is right for you? 30

• 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 ScriptingManual Migration

On-Prem Hosted On-Prem Hosted O365On-Prem Hosted O365

Manual

DATABASE

UPGRADE

THIRD PARTY SOLUTIONS

Vendor Evaluation

Metalogix

Content

Matrix

Sharegate MetaVis AvePoint

DocAve

User Interface

Reorganize during migration

Set up migration rules or bulk

transfer

Create new metadata

Retain and migrate existing

metadata

Content mapping

Change roll backs

Client Install

Pricing Model

Align requirements with

the right tool for your

migration

The following will not migrate…

• Items with missing required fields

• For both Metalogix and ShareGate as of 10/01/14

• Items with no checked in version

• For both Metalogix and ShareGate as of 10/01/14

• O365: Users not included in the User Mapping XML file

• Global/Top Navigation

• May need to be recreated manually

• SCOM Customizations & Features

• System files found in libraries

• Content Matrix will crash when these files are encountered.

35

test …. Test …. TEST

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

37

Beware:

2007 Non-Publishing

default.aspx pages stored

outside of file structure.

38

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

Migration with a Tool - Jobs 39

Example of jobs output from Content Matrix

TIME TO TAKE A BREAK – RESTARTING AT 10:45

It’s too much migration, I need more coffee

40

41

PLANNING AND BUDGETING MIGRATIONS THAT WORK

Recommended Path for a Successful Migration

1. Understand the business need/governance

2. Inventory Audit of current environment

3. Design/Implement future technical infrastructure

4. Design/Implement business requirements and user experience

5. Create Change Management/Migration Plan

6. Implement Change Management/Migration a. Branding deployment

b. User Training

c. Pilot Migration

d. Full Content Migration

e. Customization/Application Migration

7. Decommission of original environment

42

Scheduling your Migration 43

© 2015 Portal Solutions, LLC

Two major approaches to migration scheduling

Cutover Migration

The Idea: Migrate everything and turn off the old system when you start to use the new

Benefits:

• Convert all users to the new system

• Minimize duplication

• Enforce change management and adoption

Risks:

• 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 over

Benefits:

• Onboard groups in small batches

• Gradual change management

• Feedback loop can support easier adoption

Risks:

• Could never finish

• Large risk for duplication

• Users could resist change

• Content authenticity/system authenticity could be questioned

44

or

Migration Prep Migration

Test

Migration

Site Build

Out

Inventory

Redesign

Content

Clean

Up

Migrate

Redesign

Cutover Migration 45

Cuto

ver/

Train

ing

NOTE: Most of the advice in this presentation is for a Cutover structure

Inventory

Redesign

& Test

Migration

Content

Mapping

Migrate

Training

Support

Both

Platforms

Retire

Old

System

Gradual Migration

Gradual migrations can work, but you must deeply understand usage of the system

46

Who Needs to be Involved?

Role Responsibilities

Project Sponsor Pays the bills, Defines scope/motivation, Gives a deadline for completion, could be Business

or IT, best if combination of both

Project Manager Coordinator of all the moving parts

IT Infrastructure Manages user authentication, technical infrastructure and architecture for the to-be system,

supports migration through usage of a migration tool

IT 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

47

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

48

A Realistic Schedule 49

• Be realistic about risks and challenges

Inventory Content Clean UpSP 2013 Config

& Test Migration Migration

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

Sample Project Schedule 50

Time for everyone to benefit 51

What’s in it for me? 52

What do these folks have to gain by this migration?

• Business

Stakeholder

Power User

• IT

Developer

Admin

NOT THE SPECIFIC DETAILS OF YOUR ENVIRONMENT

Without buy-in, migration is lonely 53

Business IT

Sample Change Management and Governance Initial Planning 54

Communication

TrainingFeedback

Governance

Change Management

55

Govern

To steer or pilot a ship, direct

- Greek• Resolve Ambiguity

• Communicate Short and/or Long Range Goals

• Mitigate Conflict

Tactical

StrategicBusiness Owner(s) Steering Committee

Solution

Administration

Technology SupportSharePoint Advocate

Power Users/ Community of Practice

# of People

People

Procedure Title Procedure Description Role(s) ResponsibleDocument Upload How documents are uploaded

directly to libraries

Trainer

Users

Document

Categorization

How to classify documents with

metadata

Trainer

Users

New site creation How to request new sites are

created

Project Manager

Administrator

Site Owner

Support How to request support. Portal

Project Manager

Administrator

Users

User Training Onboarding Procedure Trainer

Deployment Procedure How to request new features, web

part, applications

Project Manager

IT Dev Team

Policies & Procedures

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

58

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!

Flexible 59

Original

Corporate

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

Reco

rdTe

mp

ora

ry

Typ

e o

f C

onte

nt

Instant Message

E-Mail

Social

Team Sites/ ExtranetOnline Storage

Intranet

Records Management

Individual Team Enterprise

Audience

Flexible

Current

Integrated 61

People

Policies &

Procedures

TAKE ADVANTAGE OF

YOU’RE EFFORT

62

63

“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

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

64

Garbage… Garbage…

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

65

Beware:

The time it takes to perform this step is

almost always underestimated. Add

time to your original estimate.

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

66

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

Content Clean Up with Content Owners 67

Archive Strategies 68

• 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?

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?

69

Restructure Information Architecture 70

Content

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 content

Beware:

Beware of lack of

control of URLs in

O365

Defining a new look and feel – Wireframes

A New Look and Feel 72

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?

Content Mapping 74

Content Mapping 75

For files: Align new metadata to be added in new document

libraries.

QUESTIONS

THANK YOU @jhcherryblossom – jhannemann@portalsolutions.net

@collabadam – alevithan@portalsolutions.net

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.

79

Investment Banking Firm

MigrationMultiple farms migrated

Assessed options:

• Migration Tool

• Database Attach

Selected Database Attach

Method

• SP2010SP2013

• SP2007(1)SP2010SP2

013

• SP2007(2)SP2010SP2

013

• 750GB data migrated

Developed custom scripts

• LiveLink filesSP2013

• 40K files

80

Lessons learned Establish firm migration and

testing timelines with business users in advance

Communication to business users is critical for coordination and buy-in

Change management and training is needed for new SharePoint users

Conduct a more thorough cost-benefit analysis of migration tools

Scope management is necessary to keep migration and functional issues separate

Establish a timeframe to keep migrated servers running in order to correct any migration related issues

Adding additional SharePoint functionality should be discouraged during the migration phase

• Background/Business Problem

Financial Service Migration

Data Center Consolidation

Tight Deadline (3 months)

• Project

Team Effort with Client

Multi-phased approach

Site Content Inventory; review / condense libraries with the client

Conducted IT stakeholder meetings

Test Migration

o Establish time baseline

o Establish detailed roadmap

Migrated Four Legacy Systems to SharePoint 2013 Farm

SP 2007 (Two Farms)

SP 2010

LiveLink

750 GB of SharePoint data

40K LiveLink files to SharePoint

Configured BCS connection for metadata retrieval

Supported high priority migration related issues

Project timeframe (Oct 1 – Dec 10)

Investment Banking Firm

NOTES

• Performance Issues

• Unhelpful Search

• MIGRATION/UPGRADE WILL NOT SOLVE Lack of Adoption

• JIM ADOCK STEPS http://www.slideshare.net/JimAdcock/movin-on-up-a-sharepoint Determine Governance

Determine Architecture

Install Servers and Software

Configure environment

User Training

Content Migration

Application Migration

Decommission old environment

81

NOTES

82