sharepoint migration - to be or not to be ‘in the cloud’
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@JHCherryBlossom @Collabadam
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November 21, 2013
SharePoint Migration: To Be or Not To Be ‘In the Cloud’
Who Are We?
Adam Levithan
• Senior Consultant at Portal Solutions• SharePoint Areas of Interest: OOTB
Site Templates, Project Timeline, InfoPath List Forms, Communities, and Social Engagement
• Most Watched TV Show: Peppa Pig
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Jill Hannemann
• Director of Advisory Services at Portal Solutions
• SharePoint Areas of Interest: Term Store, Product Catalog, Records Center, Metadata Navigation, and e-Discovery with Exchange
• Favorite Vacation Destination: Italy
@JHCherryBlossom @Collabadam
About Portal Solutions
10+Years in Business
4Practice Areas (Strategy & Planning, Branding & User Experience, Technical Design & Implementation, User Adoption & Change Management)
3Times selected for SharePoint Early Adopter Program
200+SharePoint Implementations
2Locations (Washington, DC Metro and Boston, MA)
Agenda4
• Migration and Current Trends• Landscape of SharePoint Options• Platform Comparisons• Migration Roadmap and Planning• Cost Build-Up Analysis
Motivations for Upgrading5
Looking to Reduce Total Cost of Ownership
Want the Better Search Engine
Better Align with Lines of Business
Stabilize Environment
New Features
Get People to Finally Like SharePoint
Turning to a Cloud-Based Infrastructure
Introduce Social
It’s Free from Microsoft
Upgrade Intranet Improve User
Experience
Improve Collaboration
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2003 -> 2007• Run as fast as you
can• Limited
customizations• HUGE
improvements– Integration of ECM
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2007 -> 2010• Listened to
community and made changes
• Driver to build customizations
• Aligned with Office and fluent/ribbon interface
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2010 -> 2013• Competitive
Marketplace• Long Term Vision?• Great Features
But…
Landscape Changes9
Technology• Expansion of virtual
technology• Cost of storage• Commoditization of IT/
SharePoint
Cloud enables on-demand computing resources to be rapidly provisioned with minimal management effort.
@JHCherryBlossom @Collabadam
Microsoft shift to service-based organization• Cloud first • Yammer purchase
SharePoint Deployment Options
Hosted
On-Premise
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@JHCherryBlossom @Collabadam
SharePoint Online is part of the Office 365 Suite
Exchange Online
Outlook, Word, Excel, PowerPoint
Office Online
Instant messaging, voice
Lync Online
Collaboration, document management
SharePoint Online
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@JHCherryBlossom @Collabadam
How Will an Upgrade Improve Your Workforce Performance?
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@JHCherryBlossom @Collabadam
• Drag & Drop• Office Web Applications• Share/Follow• No more name picker!• Personal Site/Social Features• Search
SharePoint 2013 On-Premise Architecture
• In general, model has stayed same as in previous version• Numerous platform level improvements and new capabilities
Shredded Storage SQL Improvements Cache Service Request Management Themes Sharing
Thanks to Eric Shupps http://www.binarywave.com/blogs/eshupps/Lists/Posts/Post.aspx?ID=266
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Development Options
Customization Packaging and Deployment Options
Farm
• Full trust solutions• Customizations to
file system of servers
• Classic model from 2007
Sandbox
• Declarative elements
• Partially trusted code service still included for limited server side support
SP Apps
• New Apps model• Deployed from
corporate catalog or office market place
• Manage permission and licenses specifically
• Preferred option
Platform Benefits: O36516
@JHCherryBlossom @Collabadam
O365
It’s SharePoint 2013, but Online
Availability, redundancy, and service levels
Instant external sharing (through live accounts)
Free – public, intranet, & collaboration sites
First to receive software upgrades
$
Platform Benefits: On-Premise17
@JHCherryBlossom @Collabadam
ON-Premise
Leverage SharePoint as an application
Privacy and securityBusiness Intelligence
True Portal – integration with internal systems
Control of upgrades
Platform Benefits: Hosted18
@JHCherryBlossom @Collabadam
Hosted
External Management of Servers
Privacy and securityBusiness Intelligence
Reliability, redundancy, and service levels
Control of upgrades
Feature Comparison Between Platforms
On-Premise Hosted Cloud Office 365Enterprise Content Management
Collaboration/Team Sites
Business Intelligence
Business Process Management/Workflow
Social Computing
People Search
Search
Records Management
E-Discovery
Federated Authentication
Administration
Security and Privacy
Application Integration
Full ControlPartial ControlLack of Control
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@JHCherryBlossom @Collabadam
Benefits for Moving to the Cloud20
Be in the Technology Vanguard
Keep it Simple!
SharePoint Online Integrates with Office 365 Seamlessly!
Turn to a Cloud-Based Infrastructure
Looking to Reduce Total Cost of Ownership
Opportunities During a Migration
Leverage the chaos to introduce a better user experience!
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Identify Pain PointsIdentify Opportunities for Productivity
• Re-design the Information Architecture
• Introduce Tagging• Provide Search Refiners• Re-Architect Farm for
Performance• Align with Business Processes• Introduce Social Features• Create a New Look/Feel • Improve Usability of the Sites• Connect with Exchange
“Search doesn’t work!”
“SharePoint is slow”
“No
one
puts
stuff
there”
“I can never get to the
info I need”
Migration Road Map
Pre-Upgrade Check Up
Content Inventory
Customization Inventory
Content and Feature Mapping
Creation of New UI, IA, or Page Layouts
Migration Planning
Migration Execution
Issue Correction or Rebuilding
New Feature Configuration
Training and Communicati
on
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From the Field - Technical Considerations 23
Cloud
Deployment
• Password Synchronization or Active Directory Federation Services (ADFS) Implementation and Integration
• Hybrid phasing is often prolonged period of discomfort
Service Change
• Balance between continuous innovations and minimize change
• Control IT policies but not feature availability• Understand your internal security and privacy
requirements
@JHCherryBlossom @Collabadam
Content Migration
• Manual migration or will need a 3rd party migration tool that is O365 ready
• Migration will not be 1 to 1. Pages, functions, workflow, and forms will need to be rebuilt and re-architected using OOTB SharePoint or other 3rd party product
• New development paradigm may present a learning curve• Exchange migration can be time consuming and
challenging
From the Field - Technical Considerations 24
On-Prem
Deployment
• Office Web Apps server configuration• Search configuration• Scale and disaster recovery strategy
@JHCherryBlossom @Collabadam
Content Migration
• Several migration options: o Database attacho In-place farm upgradeo 3rd party migration tool
• Can stay in 2010 mode or upgrade to 2013 mode with database attach or in-place farm upgrades
• Migration will not be 1 to 1. • UI, Pages, custom web parts, forms, workflows will likely
need to be rebuilt in SharePoint 2013. Take advantage of new features to replace old page features.
From the Field - Adoption Considerations
Expectations
• Not a 1:1 match• 1 chance at making
a good impression• Prepare users for
change• Try to minimize
change as much as possible
Look and Feel
• SharePoint 2013 looks different: this can be good or bad
• This can be extreme depending on where you’re coming from
Training
• Prepare material to guide users through SP 2013 changes
• Training on content management in libraries
• Align with business-lines will help to translate a user mission statement in SP
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3rd Party Tools that Help Migration
• Considerations in Your Evaluation: On-Prem vs. O365 Migration Process Time to Migrate Migration Job Management Incremental Migrations Set up Migration Rules Roll back Changes Web Part Migration Process New Item Creation Upon Migration
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Metalogix Content
Matrix
MetaVis Migrator
Quest Migration
Manager
Idera SharePoint
Migration
AvePoint Migration
Tools
Cost Build Up for Migration
Activity Cost Estimates
Software licenses $20 - $300 per user
Deployment $500 - $5,000
Existing Site Analysis $1,000 - $8,000
IA Redesign and Mapping from Old Site (Optional) $3,000 - $10,000
New UI design and development (Optional) $5,000 - $25,000
Content Migration Planning $3,000 - $15,000
Content Migration Execution (quantity and complexity can vary)
$5,000 - $50,000
Content Migration 3rd party software license (Optional) +/- $10,000
Clean Up and Rebuild $5,000 - $40,000
Incremental Migration Catch Up (Optional) $500 - $5,000
Communication $500
Training $1,000 - $5,000
Totals: $34,500 – $183,300
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*Estimated with a combination of in-house resourcing/labor and consulting out-sourced labor
Building a Value Statement
Knowledge Manageme
nt
Cost of Migration
Technology Total Cost
of Ownership
Productivity Gains
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Enterprise Social and the Evolution of the Internet Featuring Jill Hannemann and Joel Oleson with ViewDo LabsWebinar - Online
Enabling a Digital WorkplaceFeaturing Rick Hinton Live Event at the Tech Council of Maryland
Mobile: The Power of SharePoint in the Palm of Your Hand Featuring Rick Hinton and Lisa Ruff with Mobile Entrée Live Event at the Tysons Corner, VA, Microsoft Store
Portal Solutions’ Upcoming Events!
December 10
December 5
December 6
Questions?
• Contact Us Jill Hannemann
jhannemann@portalsolutions.net @JHCherryBlossom
Adam Levithan alevithan@portalsolutions.net @collabadam
FREE 2-Hour SharePoint Migration Upgrade Workshop
Email Us For Details!
Special Offer to Webinar
Attendees!
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