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?
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
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
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
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
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
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 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
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
© 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
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
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
Social
Team Sites/ ExtranetOnline Storage
Intranet
Records Management
Individual Team Enterprise
Audience
Flexible
Current
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
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
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?
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