Lessons learned from & best practices for migrating to SharePoint


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Speaker slides from SharePoint Business User Conference, Amsterdam March 2013

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  • Lessons learned from & best practices for migrating to SharePoint

    1. 1. Lessons Learned & Best Practices forMigrating Content Gareth Davies @gmdavies Corporate Information Manager Wales & West Housing
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    5. 5. The bulk of a migration project happens well before moving anything Migrations are complex and multi-layered with many different points of failure Develop the project plan and the ‘to-do’ list5
    6. 6. Have you go the right support? Get buy-in from the Executive and make sure they fully understand and endorse what you are trying to achieve. Migration projects tie in people for long periods of time and will compete with other projects & priorities. Executive support will stop you being cast adrift on the sea of migration6
    7. 7. What are your timescales How long have you got? - It will take longer than you think!! If you are serious about migrating information out of file shares – think months if not years! Try and get it embedded into continuous improvement not just a stand alone project7
    8. 8. It’s a long road without the right people Used to rely on Techie’s/ SP Admins, Project manager Delivering real business improvements requires ‘living’ in the work A new type of I.T. person is required; someone who can sit in- between the business and I.T.8
    9. 9. You want everyone on-board A plan for user adoption is essential. Migrating file shares will involve lots of change for your users. Users cannot go back to old habits – they will if they can!9
    10. 10. Keep a constant flow of What’s your information trickling communication plan? through Try making it fun with gamification10
    11. 11. Information Architecture You want to build something so that end users can find and share the information they need to get their jobs done. Create consistency and smooth navigation. Content Types, managed metadata, site columns Think about what your users want and how they will find it11
    12. 12. Governance Decide on what you are going to govern One version of the truth Migrating old documents – if so how far back do you go? Quotas/retention periods/versioning Permissions – who can create sites? Decide on the mechanism for governing Who agrees the ‘what’? How do you make on-going changes?12
    13. 13. Business Alignment Link solutions & design to the needs of the business Discover business requirements before migrating content13
    14. 14. And finally, testing and more testing…. Get the right environments – Development, Test & Live User Acceptance Testing is critical in building the correct solution and gaining adoption14
    15. 15. Successful migration projects are unlikely to work this way Each migration is different and unique.15
    16. 16. Time to migrate Key questions we asked… Understanding our information Cleaning up information How much are we dealing with? File shares Do we migrate first Do we know what then clean up or Migrating content is being used & vice versa? Do we get rid of what is not? them? Do we move What does the everything? How long do we future state look need? like? Do we only move what we want? What about Where is the performance information we issues want to move? Who & how are we going to move the information?16
    17. 17. The state of our information Example high level overview of our file share content Not only do we get a picture of the size of data (about 500Gb) it also leads to other questions, such as; Approx. 23% of content is held in ‘personal’ file shares – not much collaborating going on there! In regions and public there are approx. 65,000 folders – this is metadata!!17
    18. 18. Our file types File share content broken down into file types Photo’s everywhere - 178,000 photos on 4 file shares. Most uncategorised!! Do we want to store this is SharePoint? High proportion of Excel do we embed links in these and will these get broken? Linktek.com18
    19. 19. Our email Email retention, accessibility and why PST files are so popular. Do we store pst files in SharePoint? How do people access archived (pst) email on the road?19
    20. 20. Cleaning up – clear out day Saved 90Gb (20%) cleared approx. 215,000 files and 15,000 folders. Incidentally we also threw out over 3 tonnes of paper Before After20
    21. 21. Cleaning up - Data quality Linking with other systems - term store information pulled from our core housing application Clean up required in other applications before migrating content21
    22. 22. File shares What do you take with you; only what makes sense, leave the rest behind Not everything fits into SharePoint! Even though you don’t want to, you might still have a need for file shares!22
    23. 23. Migrating content Previous migrations Increased user adoption Hybrid Bulk migration & limited re-engineering Manual Adhoc migration with 1 person from each dept. Manual Adhoc migration 1 or 2 people involved 2001 2003 2007 2010 SP Version23
    24. 24. Moving to 2010 - our hybrid approach We decided it had to be a phased approach Phase 1 Phase 2 Core content from SharePoint 2007 Phase 3 into 2010. Introduction of new ‘killer’ Phase 4 Migrate known features High level content from file information External partner aligned to key Migration of shares portals business values personal file shares Master data map into My Sites Migration of file shares (Dept. stuff) Community portals Difficulty: Low/Med Effort: Low Prioritisation: Easy Tools: mainly 3rd Party & partial manual migration Difficulty: Med/High Effort: High Prioritisation: Hard24 Tools: mainly manual migration
    25. 25. Master data map Detailed picture of what we had existing in SharePoint. It identified dead sites, unused pages and documents, and inactive users. It also prioritised the content we wanted to migrate first Advantage is that is stops you migrating across the bad with the good and allows security to be reviewed25
    26. 26. Re-engineering Workshops Business units of approx. 12 staff (max 2hrs each) Speedboat • What users want (Innovation games) • Requirements • Requirements Actors & Scenarios • Business Needs • Information architecture Card sorting • Content classification • Navigation Mindmanager • Information architecture • Building a richer picture Balsamiq Mockups • Early proof of concept26
    27. 27. The effort required... It takes a lot! Approx. 3-4 sessions (average 2hrs) to arrive at an IA with 2 sessions to get the users familiar to the new way of working (Total 12hrs) Effort Approx. 2-4hrs preparation time for each session (Total 12-15hrs) before development time 1 business analyst can do approx. 3 business units at once. Time between sessions can be as much as a month due to users other workloads. This is why it takes a long time27
    28. 28. The result… features that users want Unstructured to semi-structured example of migrating content into a development project site28
    29. 29. Features that users want Content migrated from documents spread across file shares & exchange public folders29
    30. 30. User adoption - our strategy31
    31. 31. User adoption – auto-tagging Requirement for this was gathered in the discovery phase of the new intranet Content to be put into this section was from documents spread across the file shares & exchange public folders32
    32. 32. User adoption - read only file shares As each business unit is migrated across, their file shares are made read only for 6 months Page viewer web part is used to access the old location33
    33. 33. Training – enhancing user adoption Biggest issues arising from training was conceptual ones People getting their heads around metadata and how this differed from using folders Breaking the habit of naming files differently Understanding that certain file types could not be uploaded Using applications for what they were designed for34
    34. 34. 3rd party migration tools Worth it and save huge time and effort, not to mention metadata values! However, test these products on your environment. Test on your largest list – ours was 25,000 items Library & lists/InfoPath/Sites OK, but not formatting on web pages/additional code35
    35. 35. Extra Tools Software Mindmanager Compendium Bizagi Process Mapping Nintex Workflow Balsamiq Mockups Books User Adoption Strategies – M Sampson Heretics Guide to best practices – P Culmsee36
    36. 36. Key Takeaways Best Practices Lessons Learnt Executive Buy-in Clear Out Resources Build a picture Timescales Hybrid approach User Adoption Deliver features users want Information Architecture User adoption is key Governance Re-engineering Workshops Testing Training Communication 3rd Party Tools Business Alignment37
    37. 37. Questions?38