governance should begin with your migration

Governance Should Begin with Your MigrationChristian BuckleyAxcelercbuck@axceler.com

About

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

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Tackle 10 common business problems with proven SharePoint solutions• Set up a help desk solution to track service

requests

• Build a modest project management system

• Design a scheduling system to manage resources

• Create a site to support geographically dispersed teams

• Implement a course registration system

• Build a learning center with training classes and resources

• Design a team blog platform to review content

• Create a process to coordinate RFP responses

• Set up a FAQ system to help users find answers quickly

• Implement a cost-effective contact management system

Axceler Overview

Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms

Delivered award-winning administration and migration software since 1994, for SharePoint since 2007Over 2,000 global customers

Dramatically improve the management of SharePoint

Innovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems (Administration & Migration)

Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends

Topic

Stating the Problem

Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.

• SharePoint out of the box is a powerful platform

• But many organizations don’t think they have the time, money, people to spend on planning

• The same can be said for governance

• The result? o Site sprawlo Unfettered contento Process lawlessness

Why are we talking about governance?

• Migrating to a new farm, or to a new version of SharePoint, is a great opportunity to stop and reflect on the health and welfare of your system

• You may be leaving your old platform, but understand what aspects of your old governance model need to come with your data (don’t throw the baby out with the bath water)

• A platform change (or even a SharePoint upgrade) can leverage much of the old, and introduce the new

Why are we talking about migration?

Topic

Why Migrations are Difficult

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

This is your technical migration, i.e. the physical move of content and “bits”

8/15/2012 11

This is the bulk of your migration – the planning,

reorganization, and transformation of your

legacy SharePoint environment

Why are migrations difficult?

Migrations are phased

• Should not be determined by the technology you use

• Match the needs and timing of your content owners and teams

• Be flexible, moving sites and content based on end user needs, not the limitations of the technology

Migrationsare iterative

• Planning should not be limited by the number of migration attempts you make, or by the volume of content being moved

• Recognize the need to test the waters, to move sites, content and customizations in waves

• Allow users to test and provide feedback

Migrations are

error prone• There is no “easy”

button for migration

• You can run a dozen pre-migration checks and still run into problems

• Admins and end users do things that are not “by the book”

• Watch for customizations, 3rd party tools, and line of business apps that run under the radar

Migrations are

not the end goal• Proper planning and

change management policies will help you to be successful with your current and future migrations

• Your goals should be a stable environment, relevant metadata, discoverable content, and happy end users

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

The Planning Layer

The Business Layer

The Discovery Layer

The Physical Layer

The Information Layer

The Transformation Layer

The Productivity Layer

The Presentation Layer

The Training Layer

The Governance Layer

SummaryThe Layers of Your Governance Plan

1. The Planning Layer

Use your established project methodology

Establish a change management structure

Develop a communication planInvolve end users earlyLet them know what’s happening with their dataLet them see test migrationsLet them know when their data has been migrated

Decide where and when to involve end users:• Create use cases• Create “current state” documentation• Prioritize requirements for “future state”

environment• They know their content – let them drive

• File share migrations, or organization• Taxonomy development• Metadata assignment• Testing / test validation• Signoff on overall project plan

2. The Business Layer

Understand the business scope and audience

Identify stakeholders

Develop use cases

Estimate future growth

Get sign-off

3. The Discovery Layer

Understand what is out there, what to do with itFile sharesOlder SharePoint versionsOther ECM platformsBusiness processes and new tools that will drive new content into SharePoint

Conduct an overall health checkUsage / ActivityPermissionsStorageAuditPerformance

4. The Physical Layer

Map out existing hardware, other systemsUpgrade hardware

Latest service packsPreUpgradeCheckExceed the recommended hardware minimums

Develop plans forBackupDisaster recoveryBusiness continuityAnti-virus and maintenance plans

Prepare system for migration

Understanding the Physical Layer

Pre-Upgrade Check provides some of the analysis:

• Searches content sources and start addresses• Outlines Office Server topology• Identifies servers in the current farm• Lists SharePoint version and list of components running in the

farm• Outlines supported upgrade types• Provides Site Definition and Feature information• Details language pack information• Identifies Alternate Access Mappings that will need to be

recreated• Outlines Customized List Views (these will not be upgraded)• Outlines Customized Field Types (these will not be upgraded)• Identifies WSS Search topology• Provides list of Content Databases and

SQL server locationJoel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate

• What kinds of customizations are on your source system?

• UI design• Web parts• Workflows• Line of business applications• 3rd party tools• Custom features• Site definitions• Field types• Custom SharePoint solutions• Any changes to the file system on your SharePoint servers

• Pre-Upgrade Check provides some of the analysis• How many customizations are outside of the

SharePoint framework?• Are there any customizations which can be replaced

by out-of-the-box functionality?

5. The Information Layer

Organize the information architectureClean up content typesOrganize/centralize your templatesUnderstand navigationOrganize metadataIdentify roles and responsibilitiesOptimize for search

6. The Transformation Layer

Clean up, prep for upgrade/migrationMove file sharesMove from other ECM platformsConvert filesAdapt or change business processesUpgrade 3rd party toolsMove, update, rebuild or remove customizations

7. The Productivity Layer

It’s about ongoing refinement of the platform

Business productivity solutions to extend the capability of SharePoint

WorkflowsTemplatesInfoPath formsRecords management plans

3rd party toolsWatch the community to learn what others are doing, repeat their successes

8. The Presentation Layer

Functionality first, thenRefine the look and feel

9. The Training Layer

Understand end user needsNew to SharePointNew business productivity solutionsSelf-serve materials

Provide regular updates / refresher courses

10. The Governance Layer

Clearly define roles and responsibilitiesClarify or establish, then document, policiesIdentify ownership, stakeholders at each levelOutline short-term, ongoing processesHave a written plan

Information managementService level agreementsChange managementAudits on security, content, permissions

Ensure your governance strategy is mapped to the business value to be delivered (use cases)Build in checks and balances (regular reviews)

Governance considerations

Example of an iterative migrationStand up 2010 platformReview activity logs for target site collectionEstablish plan on what is to be moved based on requirementsReview existing taxonomy, map to new taxonomyCommunicate with existing administrators, incorporate feedbackProvision the sitesImport the contentApply site settings, themes, navigationApply groups / roles, permissionsApply workflows and any customizationsNotify administrators and user of new sitesTake in feedback, review, iterate

Applied

Topic

A Plan for a Plan

Planning is key

Utilize your established PM methodologyFollow these simple, and universal, guidelines for planning:

Understand your business objectivesUnderstand your end user expectationsUnderstand your governance modelTake feedback, iterate on your designMake your efforts transparent

Know what is out there

Understand how people are using the system

Understand how the platform currently provides business value, where it needs to improve

Know the guiding principles for how the system should be used and managed

Create policies that following these principles, while also allowing people to collaborate

In Summary….

Topic

Change is Hard

Change Management

At the core of any plan should be a solid change management system

TransparentStatefulCurrent

Tell people what you are going to do beforehand, give them data while being executed, tell them what was accomplished once completed

Contact me

Order your copy at http://oreil.ly/qC4loT

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com

Additional Resources available11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln

The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ

Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw

What to Look for in a SharePoint Management Tool http://bit.ly/l26ida

The Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZ

ReadyPoint (free) http://bit.ly/gGXIPO

Davinci Migrator http://bit.ly/ieZ5L8

echo for SharePoint 2007 http://bit.ly/iwfl3f