Switching to
Confluence with
500+ Wiki users

Migrating Bigpoint from Mediawiki to
Confluence
AUGHH user group meeting, 6....
Agenda
• Before Confluence

• The mission
• Status quo
• Learnings

2
Before Confluence

3
Before Confluence
• Time: October 2010
• Bigpoint has >500 employees
• There is a bunch of MediaWiki
instances (>50)
• Som...
Before Confluence

5
Before Confluence
We had the wrong tool for the wrong people and it hurt. But barely anybody was
aware…
Fortunately there ...
Before Confluence
To justify the costs, we used the following arguments:
• Global search
• Spaces
• Role-based permissions...
The mission

8
The mission
Open questions
• How to integrate with Bigpoint IT platform?

9
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Open questions
• How to integrate with Bigpoint IT platform?
•
•
•
•

Have everything in SVN
Wrap Tomcat daemo...
The mission
Kerberos
• Not easy to grasp
• Hard to deal with when you are not admin
• Gave us a lot of trouble in Java con...
The mission

17
The mission
Integration
• We had a first RC ready in April 2011
• It used LoginProxy for authentication
• It used a cronjo...
The mission
Migration
• No interruption of ongoing projects
• Long migration timeframe (>6 months)
• Lack of acceptance wi...
The mission
Migration
• Tracking of wiki migration using Jira
• Conversion respecting stakeholder schedules
• Mediawikis s...
The mission
Result: Success

Specs, 06/2012 (14 month later):
• 971 users
• 152 groups

• 152 spaces (without personal)
• ...
Status quo

22
Status quo
• In use worldwide
• E.g. Hamburg, Berlin, Malta, San Francisco

• Confluence 3.5.13
• Balsamiq
• Gliffy

• So ...
Status quo

24
Status quo
Next big tasks

25
Status quo
Next big tasks

• Confluence 4
• Delayed to avoid shocking our users with 2 major changes within 1 year
• Mixed...
Status quo
Next big tasks

• Confluence 4
• Delayed to avoid shocking our users with 2 major changes within 1 year
• Mixed...
Learnings

28
Learnings
Acceptance
• In general, acceptance was given quickly since
• Confluence is fancy
• Brings a lot of features
• I...
Learnings
Acceptance
• In general, acceptance was given quickly since
• Confluence is fancy
• Brings a lot of features
• I...
Learnings
Acceptance
• In general, acceptance was given quickly since
• Confluence is fancy
• Brings a lot of features
• I...
Learnings
Acceptance
• In general, acceptance was given quickly since
• Confluence is fancy
• Brings a lot of features
• I...
Learnings
Costs
• When we started about 1,5 persons permanently working on Confluence intro

33
Learnings
Costs
• When we started about 1,5 persons permanently working on Confluence intro
• System integration was much ...
Learnings
Costs
• When we started about 1,5 persons permanently working on Confluence intro
• System integration was much ...
Learnings
Costs
• When we started about 1,5 persons permanently working on Confluence intro
• System integration was much ...
Learnings
Enterprisy requirements
• Authentication and authorization requires customization

37
Learnings
Enterprisy requirements
• Authentication and authorization requires customization
• Certain IT requirements hard...
Learnings
Enterprisy requirements
• Authentication and authorization requires customization
• Certain IT requirements hard...
Learnings
Enterprisy requirements
• Authentication and authorization requires customization
• Certain IT requirements hard...
Summary

41
Summary
•The good
• Soft migration via UWC worked for us
• Users were happy quickly
• The possibilities are awesome

•The ...
Summary

If you want to operate a serious Confluence instance, you
need manpower.
But you get the best possible documentat...
Contact us
Bigpoint GmbH
Nils Hofmeister
Lead Integration Architect
Drehbahn 47-48
20354 Hamburg
Germany
Tel +49 40.88 14 ...
Bigpoint GmbH
First name, last name
Title
Drehbahn 47-48
20354 Hamburg
Germany
Tel +49 40.88 14 13 - 0
Fax +49 40.88 14 13...
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Mediawiki to Confluence migration

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Presentation from Atlassian User Group Hamburg, 6.6.2012.
Topic was migration from Mediawiki and rollout of Confluence in a complex environment with a lot of content.

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Mediawiki to Confluence migration

  1. 1. Switching to Confluence with 500+ Wiki users Migrating Bigpoint from Mediawiki to Confluence AUGHH user group meeting, 6.6.2012, Nils Hofmeister
  2. 2. Agenda • Before Confluence • The mission • Status quo • Learnings 2
  3. 3. Before Confluence 3
  4. 4. Before Confluence • Time: October 2010 • Bigpoint has >500 employees • There is a bunch of MediaWiki instances (>50) • Some customization 4
  5. 5. Before Confluence 5
  6. 6. Before Confluence We had the wrong tool for the wrong people and it hurt. But barely anybody was aware… Fortunately there were a couple of people interested in replacing our Wiki by Confluence. 6
  7. 7. Before Confluence To justify the costs, we used the following arguments: • Global search • Spaces • Role-based permissions • Connection to Jira • Versioning + concurrency handling • All the plugins • Migration via UWC In late 2010, we got approval. The fight for resources started… 7
  8. 8. The mission 8
  9. 9. The mission Open questions • How to integrate with Bigpoint IT platform? 9
  10. 10. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system 10
  11. 11. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system • Who maintains it? 11
  12. 12. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system • Who maintains it? • My team (Release Engineering) • Right combination of skills and focus, but still… 12
  13. 13. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system • Who maintains it? • My team (Release Engineering) • Right combination of skills and focus, but still… • How exactly will migration happen? 13
  14. 14. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system • Who maintains it? • My team (Release Engineering) • Right combination of skills and focus, but still… • How exactly will migration happen? • • • • First sample spaces as example New “units” go directly to Confluence Migrate Teams step by step using UWC => Soft migration 14
  15. 15. The mission Open questions • How to integrate with Bigpoint IT platform? • • • • Have everything in SVN Wrap Tomcat daemon so it works with monitoring, Ops automation etc Use configuration templates for modified files Setup a staging system • Who maintains it? • My team (Release Engineering) • Right combination of skills and focus, but still… • How exactly will migration happen? • • • • First sample spaces as example New “units” go directly to Confluence Migrate Teams step by step using UWC => Soft migration • What about Kerberos SSO and AD? 15
  16. 16. The mission Kerberos • Not easy to grasp • Hard to deal with when you are not admin • Gave us a lot of trouble in Java context So we used an already existing in-house service: Behold… LoginProxy! 16
  17. 17. The mission 17
  18. 18. The mission Integration • We had a first RC ready in April 2011 • It used LoginProxy for authentication • It used a cronjob + SOAP for AD sync / authorization • We had two blades in place for staging + production: • 2x Quad core, 12 GB RAM, 2x 320 GB HDD, SATA, JBOD • Backup etc via Bigpoint standard mechanisms • Took about 5 man weeks to get everything ready and test it • Central technology teams started using it • Administration was cooperation of Release Engineering + IT Engineering 18
  19. 19. The mission Migration • No interruption of ongoing projects • Long migration timeframe (>6 months) • Lack of acceptance with some users • UWC results very mixed • => More users started noticing Confluence… • Thank god we had a tech writer who could assist with content, support and training 19
  20. 20. The mission Migration • Tracking of wiki migration using Jira • Conversion respecting stakeholder schedules • Mediawikis still exist, but read-only • A lot of training • • • • • • Brown bag meetings Coaching per group Update meetings Confluence space Examples … 20
  21. 21. The mission Result: Success Specs, 06/2012 (14 month later): • 971 users • 152 groups • 152 spaces (without personal) • 19.493 pages created • 34.091 attachments uploaded “You can find our current documentation in Confluence” -Random Bigpoint employee 21
  22. 22. Status quo 22
  23. 23. Status quo • In use worldwide • E.g. Hamburg, Berlin, Malta, San Francisco • Confluence 3.5.13 • Balsamiq • Gliffy • So far 2 custom plugins in development • Custom Jira issue creator • Custom AD synchronizer • Integration with • Jira • Issues macros, shortcut links • Application link • Jenkins • Internal middleware (e.g. mailtool) 23
  24. 24. Status quo 24
  25. 25. Status quo Next big tasks 25
  26. 26. Status quo Next big tasks • Confluence 4 • Delayed to avoid shocking our users with 2 major changes within 1 year • Mixed feelings: markup power users, APIs, coaching,… 26
  27. 27. Status quo Next big tasks • Confluence 4 • Delayed to avoid shocking our users with 2 major changes within 1 year • Mixed feelings: markup power users, APIs, coaching,… • Better Kerberos Integration • Avoid trouble with cached passwords vs. tool integration • Reduces maintenance efforts and reliability 27
  28. 28. Learnings 28
  29. 29. Learnings Acceptance • In general, acceptance was given quickly since • Confluence is fancy • Brings a lot of features • Integrates with Jira nicely 29
  30. 30. Learnings Acceptance • In general, acceptance was given quickly since • Confluence is fancy • Brings a lot of features • Integrates with Jira nicely • Maybe a hard migration would have been easier… • …but we would have had far more haters 30
  31. 31. Learnings Acceptance • In general, acceptance was given quickly since • Confluence is fancy • Brings a lot of features • Integrates with Jira nicely • Maybe a hard migration would have been easier… • …but we would have had far more haters • Remaining haters could be convinced by • Dedicated trainings + support • New features (e.g. heatmap, role-based security,…) • Fast reactions – when we started: immediate changes 31
  32. 32. Learnings Acceptance • In general, acceptance was given quickly since • Confluence is fancy • Brings a lot of features • Integrates with Jira nicely • Maybe a hard migration would have been easier… • …but we would have had far more haters • Remaining haters could be convinced by • Dedicated trainings + support • New features (e.g. heatmap, role-based security,…) • Fast reactions – when we started immediate changes Conclusion: when the field isn’t green, only soft migration works 32
  33. 33. Learnings Costs • When we started about 1,5 persons permanently working on Confluence intro 33
  34. 34. Learnings Costs • When we started about 1,5 persons permanently working on Confluence intro • System integration was much more expensive than expected 34
  35. 35. Learnings Costs • When we started about 1,5 persons permanently working on Confluence intro • System integration was much more expensive than expected • Right now, work on demand • • • • • Bug fixes Plugin development Coaching of new people Changes and extensions Standardization • Basically, 1-2 persons are permanently working on Confluence one way or the other 35
  36. 36. Learnings Costs • When we started about 1,5 persons permanently working on Confluence intro • System integration was much more expensive than expected • Right now, work on demand • • • • • Bug fixes Plugin development Coaching of new people Changes and extensions Standardization • Basically, 1-2 persons are permanently working on Confluence one way or the other Conclusion: 2 fulltime persons needed for a Confluence of our size and usage scenario: a DevOps guy and a workflow person 36
  37. 37. Learnings Enterprisy requirements • Authentication and authorization requires customization 37
  38. 38. Learnings Enterprisy requirements • Authentication and authorization requires customization • Certain IT requirements hard to address • Replication • Failover • Automated deployment 38
  39. 39. Learnings Enterprisy requirements • Authentication and authorization requires customization • Certain IT requirements hard to address • Replication • Failover • Automated deployment • Some features are not yet convenient enough • • • • • Bulk attachment upload Easy update of attachments (e.g. excel files) Default groups for new users Notification email templates … 39
  40. 40. Learnings Enterprisy requirements • Authentication and authorization requires customization • Certain IT requirements hard to address • Replication • Failover • Automated deployment • Some features are not yet convenient enough • • • • • Bulk attachment upload Easy update of attachments (e.g. excel files) Default groups for new users Notification email templates … Conclusion: If you want to customize Confluence significantly, you will need admin and Java dev skills. 40
  41. 41. Summary 41
  42. 42. Summary •The good • Soft migration via UWC worked for us • Users were happy quickly • The possibilities are awesome •The bad • The frontend is fancy, maintenance can be weird •The ugly • It costs quite some manpower for serious operation • It needs continuous effort for acceptance • You need skilled, hard to find people for this 42
  43. 43. Summary If you want to operate a serious Confluence instance, you need manpower. But you get the best possible documentation system I know. 43
  44. 44. Contact us Bigpoint GmbH Nils Hofmeister Lead Integration Architect Drehbahn 47-48 20354 Hamburg Germany Tel +49 40.88 14 13 - 0 Fax +49 40.88 14 13 - 11 nhofmeister@bigpoint.net www.bigpoint.net Bigpoint Inc. Bigpoint Distribuição de Entretenimento Online Ltda. 500 Howard Street Suite 300 San Francisco, CA 94105 Av. Brig. Faria Lima 3729 cj. 528 04538-905 São Paulo Brazil Bigpoint GmbH Bigpoint International Services Limited Alexanderstraße 5 10178 Berlin Germany 1 Villa Zimmermann Ta’Xbiex Terrace XBX 1035 Ta’Xbiex Malta Find us on 44
  45. 45. Bigpoint GmbH First name, last name Title Drehbahn 47-48 20354 Hamburg Germany Tel +49 40.88 14 13 - 0 Fax +49 40.88 14 13 - 11 info@bigpoint.net www.bigpoint.net Find us on 45
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