Business Impact of the SharePoint Upgrade BPC 2013

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Is your business ready for the change to a new version of SharePoint? This presentation goes beyond the technical requirements to consider how best to approach the tasks of planning, training, and testing the new system from a business perspective.

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Business Impact of the SharePoint Upgrade BPC 2013

  1. 1. SharePoint Best Practices Conference 2013Monday, May 20, 2013
  2. 2. 2SharePoint Best Practices Conference 2013Speaker StatsJoy AdkinsSharePoint Applications AdministratorOklahoma Administrative Office of the CourtsWorking with SharePoint for 6 years asBusiness Analyst, Trainer, & Administratorjoy.adkins@live.com@JoyKnows on Twitter
  3. 3. 3SharePoint Best Practices Conference 2013Organization Stats• Oklahoma Administrative Office of the Courts• 77 District Offices - Approx 1000 users• Supports Court Clerks and Judiciary Statewide• Implementation Phases:Internal Rollout to ITUpgraded from 2003 to 2007 EnterpriseAdded Project Server 2007Upgraded from 2007 to 2010 EnterpriseRolled Out to End Users StatewideSupporting Collaboration on Largest Projects
  4. 4. 4SharePoint Best Practices Conference 2013Best Practices Treat it Like a Project Choose the Right Upgrade Approach Ask the Right Questions Set Realistic Expectations Test It First! Identify Problem Children Prepare the Users Implement & Test Again
  5. 5. 5SharePoint Best Practices Conference 2013
  6. 6. 6SharePoint Best Practices Conference 2013Why Treat the Upgrade as aProject? Cross-Departmental Impact System Administrators Application Administrators Developers Users Fundamental Architectural Changes Service Applications UPS uses Forefront ID Manager Managed Passwords
  7. 7. 7SharePoint Best Practices Conference 2013Why Treat the Upgrade as aProject? Social Features Impact on Biz Determine Which are Appropriate Impact on Search Results AD Data Accurate? Complete? Touches Major Systems: Active Directory SQL Server MS Office Integration Project Server Rework can be CostlyThe System Admincan’t do it alone.
  8. 8. 8SharePoint Best Practices Conference 2013
  9. 9. 9SharePoint Best Practices Conference 2013Upgrade Options In-Place Database Attach Consultant Help Research only:Hybrid Pros: Same Equipment Uses Your Current Settings Can be Fastest Option Cons: Meant for Demo/Test Picks Speed Over Best Practice Farm Down Whole Time Not Reversible if it Fails Option Not Available for 2013
  10. 10. 10SharePoint Best Practices Conference 2013Upgrade Options In-Place Database Attach Consultant Help Research only: Hybrid Pros: Can Build to Best Practice Side-by-Side Environments Test DBs Against Envir 1st Minimize Downtime Cons: More Knowledge Required Must set up Envir Features(email, AD) to test properly
  11. 11. 11SharePoint Best Practices Conference 2013Upgrade Options In Place Database Attach Consultant Help Research only:Hybrid Pros: Relieves KnowledgeCrunch Help You Make BetterDecisions Can Speed Upgrade Cons: Still might have MajorTrouble such as DBcorruption Sometimes More Costly
  12. 12. 12SharePoint Best Practices Conference 2013Upgrade Options In Place Database Attach Consultant Help Research only: Hybrid(Upgrade testenvironment in-place,production with DBAttach) Pros: Sample of What In-PlaceWould Do Head Start on DB AttachSettings Quick Knowledge TransferWhile Keeping BestPractices Cons: Time Intensive Still need to test DB Attach Not True Replacement forExperience
  13. 13. 13SharePoint Best Practices Conference 2013
  14. 14. 14SharePoint Best Practices Conference 2013Why the Right Questions MatterYou ask:Do you have any customizations?They hear:Do you have custom-coded applications?Ask Questions about What’s been donePreviously in Ways the Business Users willUnderstand…
  15. 15. 15SharePoint Best Practices Conference 2013Why the Right Questions MatterBetter Question:What are some of the things you’ve done to makeSharePoint work better for you in these areas? Look & Feel Email notifications Workflows Filling out forms Searching Playing videos or displaying pictures
  16. 16. 16SharePoint Best Practices Conference 2013Why the Right Questions MatterCustomizations are the #1 Upgrade Issue Look & Feel○ Inexperience Web Designer, Customized Master Pages,SPD Use Email notifications○ Customized Alert Language Workflows○ SPD or Visual Studio Use Filling out forms○ InfoPath Searching○ Metadata & Content Types, 3rd Party Add-ins Playing videos or displaying pictures○ 3rd Party Add-insListen for thesekeywords in users’answers.
  17. 17. 17SharePoint Best Practices Conference 2013
  18. 18. 18SharePoint Best Practices Conference 2013Realistic Expectations Consider the Scope of the Change Hardware Patch Levels Infrastructure Change Application Look & Feel Business Process Changes New Optimization Options Expertise Level RequiredThis is not just anOffice Upgrade.
  19. 19. 19SharePoint Best Practices Conference 2013Realistic ExpectationsTradeoff:The more the Upgrade Time Line is driven bybusiness deadlines, the greater the resourcesthat will be needed to meet those deadlines• May need to call in help from:• In-House Quality Assurance Team• In-House Training Team• Microsoft Support• Consultant/ Microsoft SharePoint DeploymentServices
  20. 20. 20SharePoint Best Practices Conference 2013
  21. 21. 21SharePoint Best Practices Conference 2013Test It First! Test Environ should be Close as Possible toProduction Develop Test Criteria List from User Interviews Test Basic Functions, then Known Problem Children Don’t Assume Navigation Works Because You SeeLinks Links should Go to Test Environment(relative links) No Such Thing as a Perfect Clone If Some Things Don’t Work? Identify Mission Critical Find workaround for Non-Critical
  22. 22. 22SharePoint Best Practices Conference 2013
  23. 23. 23SharePoint Best Practices Conference 2013ID the Problem Children (RiskMitigation) Custom Master Pages Custom Development SPD Workflows Meeting Workspaces/Sites Custom Email Alert Templates Fab 40 Templates (Knowledge Base = Biggie) Improperly Retracted Features
  24. 24. 24SharePoint Best Practices Conference 2013ID the Problem Children (RiskMitigation) CodePlex Solutions (Search, Pic Display) Site Owners not Identified (who’s testing?) Groove/ Workspace My Site Links in Office Clients Recurrent Meeting Workspaces Solutions using web services to fetchSecurity Group Membership
  25. 25. 25SharePoint Best Practices Conference 2013
  26. 26. 26SharePoint Best Practices Conference 2013Prepare the Users How Does This Affect Me? List & Library Navigation Changes Social Features Business Process Changes Notify Early – Give Quick Reference –Follow-up Support
  27. 27. 27SharePoint Best Practices Conference 2013
  28. 28. 28SharePoint Best Practices Conference 2013Implement & Test Again You Will Miss Something One-off solutions on single sites Multi-content libraries where some work & somedon’t Infrequently Used Custom meeting workspaces Infrequently Used Sites URL Switch may have Odd Behavior Until IISReset, Clear Browser Cache Some Solutions may have to be Reworked in2010 Office Integration Issues on Upgrade
  29. 29. 29SharePoint Best Practices Conference 2013Best Practices Treat it Like a Project Choose the Right Upgrade Approach Ask the Right Questions Set Realistic Expectations Test It First! Identify Problem Children Prepare the Users Implement & Test Again
  30. 30. SharePoint Best Practices Conference 2013Monday, May 20, 2013joy.Adkins@live.com@JoyKnows on Twitter

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