Christian buckleymastering sharepointmigrationplanning-spsbe28

#SPSBE

Mastering SharePoint
Migration Planning
#SPSBE28

Christian Buckley, Axceler

My Background

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team
(now Office365-Dedicated) and then Advertising Operations
• 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. At another startup (E2open), helped design, build, and deploy a
SharePoint-like collaboration platform (Collaboration Manager), onboarding
numerous high-tech manufacturing companies, including
Hitachi, Matsushita, and Seagate
• Co-authored „Implementing Microsoft SharePoint 2010 Real-World Projects‟
(MS Press, March 2012) and 3 books on software configuration
management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

Get the Book

Just released from Microsoft Press
Order your copy at http://oreil.ly/qC4loT

Tackle 10 common business problems with proven
SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and
resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system

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


Why is this presentation important?

It’s not about the minutia of scripting
methods to execute a hybrid database
attach upgrade of your environment

We’re here to discuss the sometimes
technical, but much more “hip” exercise
of proper migration planning

This is the Jack Bauer of migration
presentations, people

My weapon today…….PowerPoint

Cliché #1

This is your technical
migration, i.e. the
physical move of
content and “bits”

Email Email Cell Twitter
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cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com

This is the bulk of your
migration – the
planning, reorganization, a
nd transformation of your
legacy SharePoint
environment

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Cliché #2

They have layers

They stink

They make you cry

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Cliché #3

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What motivates migration?

• Platform • Platform • Vision
• Upgrade • Features • Operational goals
• Cost-savings • Technology-driven • Business value
• Technology-driven • Business value


Why are migrations difficult?

Migrations Migrations Migrations are Migrations are
are phased are iterative error prone not the end goal
•Should not be •Planning should not be •There is no “easy” •Proper planning and
determined by the limited by the number button for migration change management
technology you use of migration attempts policies will help you to
you make, or by the •You can run a dozen be successful with your
•Match the needs and volume of content pre-migration checks current and future
timing of your content being moved and still run into migrations
owners and teams problems
•Recognize the need to •Your goals should be a
•Be flexible, moving test the waters, to •Admins and end users stable
sites and content based move sites, content do things that are not environment, relevant
on end user needs, not and customizations in “by the book” metadata, discoverable
the limitations of the waves content, and happy
technology •Watch for end users
•Allow users to test and customizations, 3rd
provide feedback party tools, and line of
business apps that run
under the radar


Why do migrations fail?
Wrong question.

Why do SharePoint deployments fail?
Right question.


A general lack of planning

But we planned this for weeks…

Did you involve your end users?

Sort of.

Did you identify the key use
cases, and prioritize them?

No.

Did you make the process
iterative, folding what you learned
back into your migration activities?

Um...


Where should you focus?
Map out the existing environment • Update the look and feel
Understand the business priorities • Create an audit process for ongoing maintenance
Model your planned environment • Develop a back up and disaster recovery plan
Run a detailed discovery of what should be migrated • Update systems to latest builds and service packs
Conduct detailed capacity planning • Establish a sound governance model
Identify roles and responsibilities • Identifies throttles and limitations
Understand your audience and topology • Understand and plan for new functionality
Analyze usage and activity • Focus on functionality, then look and feel
Know your storage needs • Develop a communication strategy
Track and plan for each customization • Create a governance website
Create a detailed migration schedule • Run PreUpgradeCheck a few dozen times
Organize granular requirements by team • Have an anti-virus and maintenance plan
Plan to migrate or index file shares • Plan for migration from other ECM platforms
Replace third party tools with out-of-the-box functionality • Consolidate or reduce the number of SharePoint versions
Create or refine your metadata and taxonomy supported
Map content to new information architecture • Understand performance metrics for the system
Cleanup permissions • Know your stakeholders
Optimize information architecture for search • Assign metadata to the new information architecture
Stage your platform for migration • Develop a detailed test plan
Coordinate with your operations team • Get signoff on all major design and architectural decisions
Roll out new features • Decide where and when to use end users
Plan for where and when to involve the users • Establish strong change management policies
Develop and track key performance indicators • Expand the footprint to mobile or the cloud
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Train your end users on new functionality Blog • Understand and focus on the organizational vision

What tools are in your toolbelt?


5 Steps to Mastering Migration Planning
…or better stated, 5 areas of focus that will help your
overall SharePoint deployment to be successful

Scope
Process
Data layer
Transformation
Continuous improvement


1. Understand the scope


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Is it better to ask users what they want
or need before introducing a new
technology,

or to demonstrate the new technology
and then ask them what they want or
need?

Ask the questions

What is your role?

How do you accomplish your job today?

What is currently automated, and how?

Are there gaps in your business processes?

Can these be solved through process, or do they require
technology?

Where is the business experiencing pain?

Build the use cases

• Role-specific
• Keep them simple
• Don‟t make
judgment
calls, just identify
them


Prioritize the actions


Refine the scope

Incorporate feedback
from the team
Clearly define and
publish the criteria
Consistently review
Keep a running list
Build out quickly and test
Be flexible

Where to start?

As part of your discovery process,
conduct an overall health check
Usage / Activity
Permissions
Storage
Audit
Performance


2. Focus on the process


Common Project Methodology


The more you involve your end
users, the more likely they are
to accept the end result


Development Framework

Example - Rational Unified Process

1. Develop iteratively, with risk as the End Users help identify
primary iteration driver priorities, problem areas
2. Manage requirements Provide requirements
3. Employ a component-based Help define components
architecture
4. Model software visually Review designs
5. Continuously verify quality Test, provide feedback
6. Control changes Use the product, identify
technical issues


Know your key artifacts

Requirements / scope document
Project plan
Communication plan
Test plan
Governance plan
Enterprise governance
IT governance
SharePoint governance
Site-level governance
Outline of key roles and responsibilities
Change management process


Make assignments

RACI format
 Responsible
 Accountable
 Consulted
 Informed

OARP format
 Owner
 Approver
 Reviewer
 Participant


Test early, test often

Build a test plan

Clearly define roles
and responsibilities

and time estimates

Assign roles

Give recognition


Iterate


3. Outline the information layer


Know your information architecture

Clean up content types
Understand navigation
Organize metadata
Prepare for Managed Metadata
Optimize for search
Consolidate templates

Top level portal

Tier 1 site collections
based on business
units or product areas

Tier 2 sites that follow
specific structure


Get organized

• 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?

4. Migrate and transform


5. Set up a process of
continual improvement


What’s your culture of change?

"Culture does not change because we desire to
change it. Culture changes when the organization is
transformed; the culture reflects the realities of people
working together every day."
— Frances Hesselbein
The Key to Cultural Transformation, Leader to Leader (Spring 1999)

• Understand your corporate culture before you try to change anything

• Explain what it is you’re trying to do, and get end users onboard

• In addition to executive buy in, you need your end users to buy in


Remember,
there is no such thing as
a homogenous
deployment

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Discovery
Cleanup and Preparation
Prep the destination system
Planning
Test as you Migrate


1. Discovery

As best as you can, have a complete understanding of
the environment that is being migrated
Know what to cleanup
Know what to delete
Know what can be moved quickly
Know what will need more hand-holding


1. Discovery

Run the stsadmin –o preupgradecheck (if you are
running SharePoint 2007, Service Pack 2)
Good summary of things to pay attention to
Compatibility issues
Solutions or features used in your source system that need
to be installed on your destination
Site templates that may no longer be available (Fab40)
Custom solutions, web parts, workflows, master pages, etc


2. Clean up and preparation

Only move what needs to be moved, shortening the
migration cycle
Unused or empty groups
Unneeded and unused sites
Re-inherit permissions
Remove direct permissions (add to groups)
Disable features


3. Prep the destination system

Ensure the environment is ready
Complete configuration, including any shared services
User Profile
Search
MySites
Install any 3rd party solution, features, or web parts
Create your web applications
Define the managed paths to be used
If relevant, create the appropriate Site Collections
(unless you plan to migrate entire Site Collections)

4. Planning

Understand usage/activity on each site
Prioritize based on business functions/needs
Think about site reorganization
Consider making source site collections “read only”
just before migrations to prevent changes being lost


5. Test as you migrate

Start small
Site collections with fewer sub-sites, fewer lists, fewer
permissions, etc
Test functionality of customizations
Work closely with end users and incorporate feedback
Use initial tests as a baseline to convey to end users
timing, performance, potential problems to look for
As you test larger migrations, refine your estimates


5. Test as you migrate

Migration time (time it takes to complete) is based on
Size of the data (megabytes)
Number of documents or list items (it takes longer to
process 1000 items that = 1Mb than a single 1Mb document
Number of sites and lists (each site and list has a number of
design elements, such as site columns, content types, etc)
Number of permission-related elements (number of
groups, users, unique permissions)


Contact me

Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
buckleyPLANET.com

Additional Resources available
11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln
The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ
Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw
Best practices for capacity management for SharePoint Server 2010,
TechNet http://bit.ly/nvNrig
What to Look for in a SharePoint Management Tool http://bit.ly/l26ida
The Five Secrets to Controlling Your SharePoint
Environment http://bit.ly/kzdTjZ
ReadyPoint (free) http://bit.ly/gGXIPO
Davinci Migrator http://bit.ly/ieZ5L8
echo for SharePoint 2007 http://bit.ly/iwfl3f

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