@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

email

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!