the challenges of upgrading sharepoint by bosko kacarevic
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© 2014 Perkins Eastman Architects, PC
The Challenges of Upgrading SharePointMaking SharePoint Work
May 2014
Perkins Eastman
1990 = 30 employees, 1 office 2014 = 750 employees, 13 offices Greatest concentration of employees are in the NYC office.
KRT includes 4 employees based out of 3 offices. Report to Director of Communications, but are primarily independent. KRT provides Perkins Eastman with Knowledge Management services, including:
Practice Area Community liaisons Crosstalk Taxonomy Process Improvement Learning & Development / Continuing Education Intranet gatekeepers
Knowledge Resource Team (KRT)
ORCHARD = Online Resource for Creative Harvest of Architecturally Relevant Discovery
SharePoint 2007 Central repository for departmental resources. Staff directory News Community Sites
ORCHARD
SP 2007 is 7 years old (49 in canine years.) SP 2013 is new and exciting! Mobile device-friendly Great for collaboration O365 is less resource-intensive SP is familiar Out of the box community sites. Migration should be easy Let’s do this!
Time to Upgrade!
Stop!
Is there anything wrong with what we have? Is there room for improvement? How much would it cost to upgrade? Does an upgrade fit into the plans for other system upgrades? Does it fit with the organization’s strategic goals?
Basic Reflection
What is the driving force behind the upgrade? What benefits must exist to justify the cost upgrade? What new features and functionality will become available? What features may have deprecated? What license version do we need? Cost considerations
Hardware Software Licensing Consulting Services
Version comparison (Office 365 vs. On-Premise vs. Current Version)
More Detailed Considerations
This is a major capital investment. (Did I say major?) Extensive user and administrator training Potentially impacts everyone and everything in your organization. Ties up resources and involves multiple levels of approvals.
Points to Remember
Caution
Prior implementation documentation should be available. Find it and study it!
Was the vision and what was reality? Who was part of the original team? Did that team work well together?
Should History Repeat Itself?
Mission: Provide employees with a base of operations tailored to their specific needs while accommodating the organization's need to communicate with them.
Mission: enabling employees to navigate the organization, network with colleagues across silos, find and leverage expertise.
Mission: enabling employees to manage their retirement funds, health benefits, and career development.
Mission: enabling employees to get their daily work done moreefficiently and effectively, while allowing them to share work- related knowledge.
Mission: enabling employees to better understand (“become more aware of”) the organization’s mission, strategy, initiatives, etc. and enabling them to discuss and provide feedback on them.
My Home Page
Company & Colleagues
Health Wealth & Career
Productivity Tools
News & Events
Representative Content: • PE news and
alerts • My news and
alerts • Events calendar • Personalized/
customized content and functional components
• Most popular quick links
• My quick links • Polls and surveys • My
teamsites/project sites
Representative Content: • PE mission,
strategy, ethics • About Perkins
Eastman• Office/location
pages • Department
pages • Employee profiles • Reporting
structures • Communities of
Practice
Representative Content: • 401K data • HR and hiring
policies and procedures
• Online forms • New hire
orientation resources
• Job-related tools (pay, leave, performance)
• Employee Handbook
Representative Content: • Service/Support
tools• Project
management • Online
collaboration tools
• Applications Knowledgebase
• How Do I... Ask a Question
• Prospect and client management
• Reference materials
Representative Content: • News about CB• Industry news
Industry trends analyses
• Master events calendar
• Event and news submission
• Industry/member surveys
• PE News Archive
Original Vision
Click to edit titleLocation
Proceed
We have decided to move forward. The catalyst was Hurricane Sandy. Phase I – Office 365 Phase II – SharePoint Phase III – Data connections
Hurricane Sandy
Evaluate internal capabilities. Create logical and strategic partnerships. Understand the internal team’s strengths and weaknesses. Look at current vendor relationships as candidates. Look at other vendors.
Assemble the Right Team
Establish team governance, guidelines and expectations. Develop definitive roles and responsibilities. Create a Team Site and provide everyone with access. All communications and documentation to go through team site. Project Schedule Project Plan
Team Kick-off Meeting
Start with a thorough inventory, not design! Provides a blue print of what we have and this will assist in designing
the future environment. Prevents features and functionality from being overlooked. Ensuring that the final product provides value to the business.
Inventory Current Environment
Current Information Architecture: How the content is generally organized?
Current System Architecture: farm topology in terms of servers, development vs production environments, application pools, web applications.
Inventory of current functionality & features enabled and used Inventory of current content: Site Collections, Sites, Lists, and Libraries.
What to Inventory
What custom solutions or features have been developed, outside of the Out-Of-Box functionality of SharePoint, including:
Web parts 3rd Party Tools Integrations with other systems Custom Branding Custom Site Templates Data Structure Workflows & Server Controls Event Handlers Large Lists Sandbox Solutions
What to Inventory - Customizations
When we think of information architecture we should think in terms of: Data presentations Features and functionality Content organization
Information Architecture
So when deciding on an information architecture we should consider the following:
Usability – Who’s the audience? What makes sense for your users? Are things organized in a way that is intuitive?
Security – What security requirements does your organization have? This Intranet, internet vs. extranet
Maintenance – From IT perspective how much maintenance is your organization willing to perform. This could also include total cost of ownership, implementation, etc.
Information Architecture - Questions
System Architecture
Substance over style (for now). What do people want on the home page? Leave the look and feel to the experts. (With the exception of branding
and corporate style guidelines.) Keep reviewers to strategic few. Understand that SP 2013 is not SP 2007.
User Interface Design
Some general steps to take for any migration: Clean up environment before upgrade Use a trail upgrade to find potential issues Communication plan Migration plan: details new architecture, plan for dealing with
customizations, sets duration for locked source content, sunset plan and back-out / recovery plan.
Lock content and functionality on source and target Migrate content to mapped location on target Recreate or reorganize content as necessary Validate migration Open permissions on target
Migration Strategy and Deployment
Besides a good communications plan, every migration would benefit from having the following plans:
Back out plan – Specifies the necessary processes required to restore a system to its original state.
Sunset plan – Once a migration has occurred, the outcome should be monitored by stakeholders, business analysts, and IT in order to validate and confirm soundly that everything migrated as planned. This is key to ensuring the sunset plan can be initiated followed by the training and adoption plans.
User training plan – Enough can’t be said about developing a comprehensive, but digestible training plan. Training is your best form of marketing and the only way to build champions.
Adoption plan – Upgrade must align with organizational goals and make sure that there is a strong customer service/support model in place.
Migration Strategy and Deployment
Enough can’t be said about the importance of not only user training, but IT staff training. Particularly if you’re jumping from SP 2007 to SP 2013/Office 365.
Training, Training and More Training
Make sure the upgrade is necessary. Align with organizational objectives. Create a strong implementation team. Hold people accountable. Identify and learn from past mistakes. Communicate throughout. Make sure you know the product!
Simple Conclusions
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