11 Strategic Considerations for SharePoint Migration presented by Christian Buckley

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Migration is a roadblock to moving forward with your SharePoint strategy. Migration is phased, iterative, and error prone. But migration itself is not the goal – an optimized and user-friendly …

Migration is a roadblock to moving forward with your SharePoint strategy. Migration is phased, iterative, and error prone. But migration itself is not the goal – an optimized and user-friendly environment is your goal. Beyond the Microsoft-provided overview of how to plan for an upgrade and migration, there is a lot of room for error. This presentation outlines 11 critical strategies for migration planning that no project should move forward without. (based on article published in ECM Connections 11/2/2010) Attendees will walk away with a detailed action plan for their migrations to SharePoint 2010.

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  • 1. 11 Strategic Considerations for SharePoint Migrations Christian Buckley cbuck@axceler.com @buckleyPLANET
  • 2. My Background Christian Buckley, Director of Product Evangelism at Axceler • Most recently at Microsoft • Microsoft Managed Services (now BPOS-Dedicated) • Advertising Operations, ad platform API program • 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. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM • At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco • I live in a small town just east of Seattle, have a daughter in college and 3 boys at home
  • 3. Axceler Overview • Improving Collaboration for 16+ Years – – – Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms Delivered award-winning administration and migration software since 1994 Over 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 practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends
  • 4. Why is this presentation important? • Most content focused on the technical aspects of migration • Migrations are not so much about the technical act of moving the data (although very important), but more about the planning that goes into preparing for the migration
  • 5. This is your technical migration, i.e. the physical move of content and “bits” Email cbuck@echotechnology.com Cell 425.246.2823 Twitter @buckleyplanet Blog http://buckleyplanet.net
  • 6. This is the bulk of your migration – the planning, reorganization, and transformation of your legacy SharePoint environment 10/5/2011 6
  • 7. What is migration? • Microsoft defines migration as three separate activities: Move • Use the procedures for moving a farm or components when you are changing to different hardware. For example, use these procedures if you move to computers that have faster processors or larger hard disks. • Migrate • Use the procedures for migrating a farm or components when you are changing to a different platform or operating system. For example, use these procedures if you change from Microsoft SQL Server 2005 to SQL Server 2008. The reality is that a single migration may include all three concepts Upgrade • Use the procedures for upgrading a farm or components when you are changing to a different version of Office SharePoint Server 2007.
  • 8. What is migration?
  • 9. Why migrations are difficult: Migrations are phased Migrations are iterative Migrations are error prone Migrations are not the end goal • How and what you migrate should not be determined by the technology you use – it’s about matching the needs and timing of your content owners and teams. A migration should be flexible, moving sites and content based on end user needs, not the limitations of the technology. • Your planning should not be limited by the number of migration attempts you make, or by the volume of content being moved. A healthy migration recognizes the need to test the waters, to move sites, content and customizations in waves, allowing users to test and provide feedback. • 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.” Customizations. Third party tools. Line of business applications that run under the radar. • Proper planning and change management policies will help you to be successful with your current and future migrations. The goals should be a stable environment, relevant metadata, discoverable content, and happy end users.
  • 10. What are the Microsoft options?
  • 11. Email cbuck@echotechnology.com Cell 425.246.2823 Twitter @buckleyplanet Blog http://buckleyplanet.net
  • 12. 11 strategies you should consider as part of your migration planning 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Understand the as-is and to-be environments Conduct proper capacity planning Understand the customizations on your source system Understand the migration schedule Plan for the right kind of migration Plan for file shares Plan for tagging, metadata, and taxonomy Understand centrally managed and decentralized environments Stage your platform for migration Decide where and when to involve the users Determine that your migration is successful
  • 13. A migration is an extensive business analyst activity • Prior to any system redesign, understand your environment goals and purpose: • What works • What doesn’t work • What are the organizational “must have” requirements • What are the “nice to have” features • Based on these requirements, you need to model out the “to be” environment Strategy #1: Understand as-is and to-be environments
  • 14. Strategy #1: Understand as-is and to-be environments • Migration is about transforming your existing system to meet operational needs. • It’s as much about retooling current sites and content as it is about deploying new technology • Don’t just tear down and rebuild if there’s something to be saved. Understand what you have to work with, have a vision for what it should look like, and move the pieces that should be moved
  • 15. Strategy #2: Conduct proper capacity planning • Understand your current environment: Number of users Number of sites Number of site collections Database size Geographical needs of your organization (how many sites, what are their usage patterns) • Line of business application integration • • • • •
  • 16. Strategy #2: Conduct proper capacity planning • Think about your future needs: • User growth • Estimates on site creation • Estimates on database growth • Security and Search needs
  • 17. Strategy #2: Conduct proper capacity planning • Map out your: • • • • • • • Hardware Topology Performance requirements Security requirements Scalability Disaster recovery Business continuity
  • 18. Strategy #3: Understand the customizations on your source system • 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 location Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate
  • 19. Strategy #3: Understand the customizations on your source system • 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 of those customizations are outside of the SharePoint framework? • Are there any customizations which can be replaced by out-of-the-box functionality?
  • 20. Strategy #4: Understand the migration schedule • What are the business drivers, not just the technology drivers? • • • Cost Time Resources/People • Do you have a defined project methodology? • How long per phase, what is moved, what are the priorities? • The schedule should be defined only after you understand the future state, set priorities, and get management buy-in. • In short, what is the scope?
  • 21. Strategy #5: Plan for the right kind of migration • Does the migration plan include content, sites, metadata, and/or solutions? • Each one brings with it a set of requirements and decisions • What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure? • Is your strategy the same for various organizations, different site collections, or farms?
  • 22. Strategy #6: Plan for file shares • Most file shares have become a dumping ground. • Is the plan to move as-is and decommission old systems, or is this a clean up process? • Are users driving, or is it an administrative effort? • Are you planning to apply metadata and taxonomy?
  • 23. Strategy #6: Plan for file shares • Understand what is out there • Who owns the content? • Does it need to be moved? • Does it need to be indexed/searchable? • Is the folder structure important? • Do you need to maintain historic metadata?
  • 24. Strategy #6: Plan for file shares • Users generally have three options: • Move content, as-is, into SharePoint and clean up there • Clean and organize content first, then move to a new structure in SharePoint • Migrate content in waves, using the iterations to sort through and organize your content while in transit, moving some content as-is, reorganizing and transforming others • To be honest, option 3 is very difficult to manage in SharePoint, but 3rd party tools do a great job here
  • 25. Strategy #7: Plan for tagging, metadata, and taxonomy Common Migraines Ad-hoc content migration leads to junk in portal Legacy content gets migrated slowly, if at all Inconsistent taxonomy across farms and site collections People author locally - multiplies problems globally Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience • Portal lacks high fidelity search • User can’t find the right content • As a result, poor portal adoption and low user satisfaction • • • • •
  • 26. Strategy #7: Plan for tagging, metadata, and taxonomy • What is your broader strategy for tagging, metadata and taxonomy? • Map out your high level taxonomy (web applications and site collections) and schemas (Content Types) • Understand the as-is and tobe, and how it relates to your metadata Manage d Metadat a Service Term Stores Improved Governanc e
  • 27. Strategy #7: Plan for tagging, metadata, and taxonomy • Map out your high level taxonomy (web applications and site collections) and schemas (Content Types) • Understand the as-is and to-be, and how it relates to your metadata • With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand
  • 28. Strategy #8: Understand centrally managed and decentralized environments CENTRALIZED • PROS • Improves consistency • Reduces metadata duplication • Easy to update • Easy to support and train on • Allows document-level DIP, Workflow, Information Policies, and document templates • CONS • Requires planning • Requires upfront work • Hard to manage across site collections and portals DECENTRALIZED • PROS • Requires no planning • Requires little upfront effort • Works across site collections and portals • CONS • Decreases consistency • Increases metadata duplication • Hard to update • Hard to support and train on • Only allows list-level Workflow, Information Policies and document templates • Difficult to reverse
  • 29. Strategy #8: Understand centrally managed and decentralized environments • Use of services greatly improves concerns over the decentralized model: • Services can be centrally managed • Sites and Site Collections can consume these services, within certain boundaries • You still need to understand the administrative impacts • You need to clearly define roles and service owners • Define your governance model / change control board
  • 30. Strategy #9: Stage your platform for migration • Understanding your requirements: • • • • • • • • Hardware / software Network Virtual environments Hosting / datacenter Downtime / end user impacts Communication Location of your teams Backup/recovery • Coordinate your planning with the operations team
  • 31. Strategy #10: Decide where and when to involve users • This is the most fluid of the strategic considerations, as it really just depends • At a high-level, end users who participate in the creation of a system are more likely to accept / support that system once deployed
  • 32. Strategy #10: Decide where and when to involve users • Where end users should be involved: • • • • Creation of use cases Creation of as-is documentation Prioritization of requirements for to-be environment They know their content – let them drive • • • • File share migrations, or organization Taxonomy development Metadata assignment Signoff on overall project plan
  • 33. • Possible success metrics: Strategy #11: Define what success looks like • Target number of end users migrated • Target number of sites migrated • Databases migrated • File shares migrated and decommissioned • 2010 live, users able to manually migrate their content
  • 34. Strategy #11: Define what success looks like Words of Wisdom: If you fail to plan, then plan to fail. Then again… There is nothing you can’t accomplish if you put the bar low enough
  • 35. Online and offline resources • 11 Strategic Considerations for SharePoint Migrations (Buckley), http://slidesha.re/d3RHNH • Upgrading SharePoint 2007 to SharePoint 2010 (Anders Rask), http://bit.ly/bjWXMS • Migrating to SharePoint 2010 (Randy Williams), http://bit.ly/bNgX0U • Upgrading to SharePoint 2010 (Microsoft), http://bit.ly/dm2kDO • Hardware and software requirements for 2010 (Microsoft), http://bit.ly/bTGe2b • Capacity Planning and Sizing for Microsoft SharePoint Products and Technologies, http://bit.ly/eXf0Cy • SharePoint 2010: Best Practices to Upgrade and Migrate (O’Reilly, Safari), http://oreil.ly/chSHli • Migrating to MOSS 2007 (Stephen Cummins), http://bit.ly/9Ismfp • Planning to Upgrade to SharePoint 2010 (Joel Oleson), http://slidesha.re/16iiUX • What’s New in SharePoint 2010 Capacity Planning (Joel Oleson), http://bit.ly/9cT9aa • ReadyPoint migration planning tool for 2007 to 2010 migrations (Axceler), http://bit.ly/9GgDuY • PreUpgradeCheck (Microsoft), http://bit.ly/cIHIlA • SharePoint 2010 Products Upgrade Approaches (Microsoft), http://bit.ly/dphQ2W
  • 36. For more information • Contact me at – Christian Buckley, cbuck@axceler.com, 425-246-2823 – On Twitter at @buckleyplanet • Additional Resources available – White papers • The Insider’s Guide to Upgrading to SharePoint 2010 • What to Look for in a SharePoint Management Tool • The Five Secrets to Controlling Your SharePoint Environment – Tools • ReadyPoint (free) • Davinci Migrator • echo for SharePoint 2007