0
11 Strategic Considerations for SharePoint Migration<br />Christian BuckleyDirector, Product EvangelismAxceler (echoTechno...
Content<br />Why this presentation is important<br />The “standard” answers to upgrade and migration<br />Wit and humor, o...
Why is this presentation important?<br />Most content focused on the technical aspects of migration<br />Migrations are no...
Why is this presentation important?<br />It’s not about the minutia of scripting methods to execute a hybrid database atta...
What is migration?<br />Microsoft defines migration as three separate activities:<br />The reality is that a single migrat...
What is migration?<br />Moving to the latest, greatest platform<br />Transforming what you did with 2003/2007 to meet your...
Why migrations are difficult:<br />Dammit Jim! I’m only a doctor!<br />
What are the Microsoft options?<br />I’m my own best friend!<br />
11 strategies you should consider as part of your migration planning<br />Understand the as-is and to-be environments<br /...
Strategy #1:Understand as-is and to-be environments<br />
Strategy #1: Understand as-is and to-be environments<br />A migration is an extensive business analyst activity<br /><ul><...
Based on these requirements, you need to model out the “to be” environment
What works
What doesn’t work
What are the organizational “must have” requirements
What are the “nice to have” features</li></li></ul><li>The tendency is to jump to solutions before you understand the prob...
Strategy #1: Understand as-is and to-be environments<br />Anders Rask, Upgrading SharePoint 2007 to SharePoint 2010<br />
Strategy #1: Understand as-is and to-be environments<br />What is your goal?<br />What is your mission statement<br />    ...
Strategy #1: Understand as-is and to-be environments<br /><ul><li>Migration is about transforming your existing system to ...
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 fo...
Strategy #2: Conduct proper capacity planning <br />Understand your current environment:<br /><ul><li>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</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Map out you...
Topology
Performance requirements
Security requirements
Scalability
Disaster recovery
Business continuity</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Think about your future needs:<b...
Estimates on site creation
Estimates on database growth
Security and Search needs</li></li></ul><li>Strategy #3:Understand the customizations on your source system<br />
Strategy #3: Understand the customizations on your source system<br />Pre-Upgrade Check provides some of the analysis:<br ...
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</li></ul>Joel Oleson, SharePoint 2010: Best Practices to Upgrad...
Strategy #3: Understand the customizations on your source system<br /><ul><li>What kinds of customizations are on your sou...
UI design
Web parts
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11 Strategic Considerations for SharePoint Migrations

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Presentation given 9/11/2010 at SharePoint Saturday East Bay in San Ramon, California.

The majority of a migration effort has nothing to do with the actual technical move of content and bits, but is a planning activity. This presentation walks through 11 areas of focus, sharing best practices.

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  • I was going to include a picture of Brad Pitt, but then I thought – ok, maybe not that cool.
  • “While Microsoft can provide options for automating migration, these options work best with implementations which have no customizations and a simple structure.” Stephen Cummins, echoTechnologyThe challenge is to do this quickly, so that you minimize user impact and environment downtime.
  • SharePoint 2010 replaces the SSP concept with service applications, each creating several databases. These services include Search Service application User profiles Service application Excel Service application App Registry (for backwards compatibility)(Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate, pg. 69)Visual Upgrade includes three options: Display the previous UIPreview the new UI Use the new UI
  • Microsoft’s easy-to-follow guides. Point and click.There are a number of risks with In Place upgrade: 1) your system will be down, and if the migration does not go well – it could be down for a while 2) disk space will be impacted. You really don’t know how much space is needed 3) no rollback. Doh!With either migration method, you do have a Visual Upgrade, which basically replaces your gradual upgrade in 2007. This allows you to migrate, and through Central Administration, preview your 2007 sites in the 2010 template before committing yourself to it. So you can keep what works, and slowly make the changes over time.
  • My background is technical project management. My company comes from a service background, and our team has participated in hundreds of migrations. From this experience, we’ve created a list of strategic considerations that will help ensure that your migrations are successful.I’d like to walk through them in detail, and I want your thoughts and feedback.And up front, aside from this presentation being available post-conference, I’d like to provide you with a free download of our 11 Strategic Considerations Checklist.
  • Before I go through this list, I would like to point out that many of these items have circular dependencies. They need to be done in parallel. They’re not meant to be run in order necessarily, but to help guide your planning activities and make your plan more robust and thorough.
  • Refer to ondemand event by Dux Raymond Sy about SharePoint project planning
  • Refer to ondemand event by Dux Raymond Sy about SharePoint project planning
  • There is some consideration of in-place versus database attach, or some hybrid approach.
  • A strong value proposition of SharePoint is the ability to better organize your content, improve discoverability, and clarify authorship and accessibility by mapping to SharePoint’s permissions. However, one of the primary reasons for delaying a file share migration is the need to go through and “clean up” content so that it can better fit into the SharePoint paradigm.  As with any spring cleaning, migrating your file shares presents an opportunity for users and administrators to clean up document versions, reorganize folder structures, clarify content ownership, and update relevant metadata. But is it easier to clean up this content inside or outside of SharePoint?
  • Why a tortoise? This big guy is from the Galapagos Islands. I was thinking about Darwin’s classification of animals on the islands. Well – specifically, I was thinking about the movie Master and Commander with Russell Crowe and how they stopped on the islands and then had discussions about Darwin, classifications and taxonomy… but that’s neither here nor there.
  • More of a centrally managed portal, where innovation is more managed as a process?A decentralized model where innovation is driven from the bottom up by the end users?
  • Transcript of "11 Strategic Considerations for SharePoint Migrations"

    1. 1. 11 Strategic Considerations for SharePoint Migration<br />Christian BuckleyDirector, Product EvangelismAxceler (echoTechnology)<br />@buckleyplanet http://buckleyplanet.net<br />
    2. 2. Content<br />Why this presentation is important<br />The “standard” answers to upgrade and migration<br />Wit and humor, obscure references to bad 80’s movies<br />11 strategies you should consider as part of your planning<br />Online and offline resources<br />
    3. 3. Why is this presentation important?<br />Most content focused on the technical aspects of migration<br />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<br />
    4. 4. Why is this presentation important?<br />It’s not about the minutia of scripting methods to execute a hybrid database attach upgrade of your environment<br />We’re here to discuss the sometimes technical, but much more “hip” exercise of proper migration planning<br />This is the Jack Bauer of migration presentations, people My weapon today…….PowerPoint<br />
    5. 5. What is migration?<br />Microsoft defines migration as three separate activities:<br />The reality is that a single migration may include all three concepts<br />
    6. 6. What is migration?<br />Moving to the latest, greatest platform<br />Transforming what you did with 2003/2007 to meet your organizational vision<br />
    7. 7. Why migrations are difficult:<br />Dammit Jim! I’m only a doctor!<br />
    8. 8. What are the Microsoft options?<br />I’m my own best friend!<br />
    9. 9.
    10. 10.
    11. 11.
    12. 12. 11 strategies you should consider as part of your migration planning<br />Understand the as-is and to-be environments<br />Conduct proper capacity planning <br />Understand the customizations on your source system<br />Understand the migration schedule<br />Plan for the right kind of migration<br />Plan for file shares <br />Plan for tagging, metadata, and taxonomy <br />Understand centrally managed and decentralized environments <br />Stage your platform for migration <br />Decide where and when to involve the users<br />Determine that your migration is successful <br />
    13. 13. Strategy #1:Understand as-is and to-be environments<br />
    14. 14. Strategy #1: Understand as-is and to-be environments<br />A migration is an extensive business analyst activity<br /><ul><li>Prior to any system redesign, understand your environment goals and purpose:
    15. 15. Based on these requirements, you need to model out the “to be” environment
    16. 16. What works
    17. 17. What doesn’t work
    18. 18. What are the organizational “must have” requirements
    19. 19. What are the “nice to have” features</li></li></ul><li>The tendency is to jump to solutions before you understand the problem<br />
    20. 20. Strategy #1: Understand as-is and to-be environments<br />Anders Rask, Upgrading SharePoint 2007 to SharePoint 2010<br />
    21. 21. Strategy #1: Understand as-is and to-be environments<br />What is your goal?<br />What is your mission statement<br /> (Just kidding)<br />What are you key use cases?<br />What are your priorities?<br />
    22. 22. Strategy #1: Understand as-is and to-be environments<br /><ul><li>Migration is about transforming your existing system to meet operational needs.
    23. 23. It’s as much about retooling current sites and content as it is about deploying new technology
    24. 24. 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</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />
    25. 25. Strategy #2: Conduct proper capacity planning <br />Understand your current environment:<br /><ul><li>Number of users
    26. 26. Number of sites
    27. 27. Number of site collections
    28. 28. Database size
    29. 29. Geographical needs of your organization (how many sites, what are their usage patterns)
    30. 30. Line of business application integration</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Map out your:<br /><ul><li>Hardware
    31. 31. Topology
    32. 32. Performance requirements
    33. 33. Security requirements
    34. 34. Scalability
    35. 35. Disaster recovery
    36. 36. Business continuity</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Think about your future needs:<br /><ul><li>User growth
    37. 37. Estimates on site creation
    38. 38. Estimates on database growth
    39. 39. Security and Search needs</li></li></ul><li>Strategy #3:Understand the customizations on your source system<br />
    40. 40. Strategy #3: Understand the customizations on your source system<br />Pre-Upgrade Check provides some of the analysis:<br /><ul><li>Searches content sources and start addresses
    41. 41. Outlines Office Server topology
    42. 42. Identifies servers in the current farm
    43. 43. Lists SharePoint version and list of components running in the farm
    44. 44. Outlines supported upgrade types
    45. 45. Provides Site Definition and Feature information
    46. 46. Details language pack information
    47. 47. Identifies Alternate Access Mappings that will need to be recreated
    48. 48. Outlines Customized List Views (these will not be upgraded)
    49. 49. Outlines Customized Field Types (these will not be upgraded)
    50. 50. Identifies WSS Search topology
    51. 51. Provides list of Content Databases and SQL server location</li></ul>Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate<br />
    52. 52. Strategy #3: Understand the customizations on your source system<br /><ul><li>What kinds of customizations are on your source system?
    53. 53. UI design
    54. 54. Web parts
    55. 55. Workflows
    56. 56. Line of business applications
    57. 57. 3rd party tools
    58. 58. Custom features
    59. 59. Site definitions
    60. 60. Field types
    61. 61. Custom SharePoint solutions
    62. 62. Any changes to the file system on your SharePoint servers
    63. 63. How many of those customizations are outside of the SharePoint framework?
    64. 64. Are there any customizations which can be replaced by out-of-the-box functionality?</li></li></ul><li>Strategy #4:Understand the migration schedule<br />
    65. 65. Strategy #4:Understand the migration schedule<br /><ul><li>What are the business drivers, not just the technology drivers?
    66. 66. Cost
    67. 67. Time
    68. 68. Resources/People
    69. 69. How long per phase, what is moved, what are the priorities?
    70. 70. The schedule should be defined only after you understand the future state, set priorities, and get management buy-in.
    71. 71. In short, what is the scope?</li></li></ul><li>Strategy #4:Understand the migration schedule<br /><ul><li>Don’t forget to add to your schedule:
    72. 72. Time to backup your systems
    73. 73. Tasks to update the latest services packs
    74. 74. Communication plans for your end users and partners, including what is being migrated, and (hopefully) how long it will take
    75. 75. Time for ample testing
    76. 76. A lock down period when no servers should be added or moved</li></li></ul><li>Strategy #5:Plan for the right kind of migration<br />
    77. 77. Strategy #5:Plan for the right kind of migration<br /><ul><li>Does the migration plan include content, sites, metadata, and/or solutions?
    78. 78. Each one brings with it a set of requirements and decisions
    79. 79. What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure?
    80. 80. Is your strategy the same for various organizations, different site collections, or farms?</li></li></ul><li>Strategy #6:Plan for file shares<br />
    81. 81. Strategy #6:Plan for file shares<br /><ul><li>Most file shares have become a dumping ground.
    82. 82. Is the plan to move as-is and decommission old systems, or is this a clean up process?
    83. 83. Are users driving, or is it an administrative effort?
    84. 84. Are you planning to apply metadata and taxonomy?</li></li></ul><li>Strategy #6:Plan for file shares<br /><ul><li>Understand what is out there
    85. 85. Who owns the content?
    86. 86. Does it need to be moved?
    87. 87. Does it need to be indexed/searchable?
    88. 88. Is the folder structure important?
    89. 89. Do you need to maintain historic metadata?</li></li></ul><li>Strategy #6:Plan for file shares<br />Users generally have three options: <br /><ul><li>Move content, as-is, into SharePoint and clean up there
    90. 90. Clean and organize content first, then move to a new structure in SharePoint
    91. 91. 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</li></ul>To be honest, option 3 is very difficult to manage in SharePoint, but 3rd party tools do a great job here<br /> <br />
    92. 92. Strategy #7: Plan for tagging, metadata, and taxonomy<br />
    93. 93. Strategy #7: Plan for tagging, metadata, and taxonomy<br />In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”<br />“Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.”Wikipedia.org<br />
    94. 94. Common Migraines<br /><ul><li>Ad-hoc content migration leads to junk in portal
    95. 95. Legacy content gets migrated slowly, if at all
    96. 96. Inconsistent taxonomy across farms and site collections
    97. 97. People author locally - multiplies problems globally
    98. 98. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
    99. 99. Portal lacks high fidelity search
    100. 100. User can’t find the right content
    101. 101. As a result, poor portal adoption and low user satisfaction</li></ul>Strategy #7: Plan for tagging, metadata, and taxonomy<br />
    102. 102. Strategy #7: Plan for tagging, metadata, and taxonomy<br />What is your broader strategy for tagging, metadata and taxonomy? <br />
    103. 103. Strategy #7: Plan for tagging, metadata, and taxonomy<br />Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)<br />Understand the as-is and to-be, and how it relates to your metadata<br />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<br />
    104. 104. Strategy #8: Understand centrally managed and decentralized environments<br />
    105. 105. Strategy #8: Understand centrally managed and decentralized environments<br />Where does innovation come from in your organization? <br />What is the intent of your system?<br />How you architect your solution will impact how you migrate your current environment<br />
    106. 106. Strategy #8: Understand centrally managed and decentralized environments<br />
    107. 107. Strategy #8: Understand centrally managed and decentralized environments<br />
    108. 108. Strategy #8: Understand centrally managed and decentralized environments<br />Use of services greatly improves concerns over the decentralized model: <br /><ul><li>Services can be centrally managed
    109. 109. Sites and Site Collections can consume these services, within certain boundaries</li></ul>You still need to understand the administrative impacts<br />You need to clearly define roles / service owners<br />Define your governance model / change control board<br />
    110. 110. Strategy #9: Stage your platform for migration<br />
    111. 111. Strategy #9: Stage your platform for migration<br />Understanding your requirements:<br /><ul><li>Hardware / software
    112. 112. Network
    113. 113. Virtual environments
    114. 114. Hosting / datacenter
    115. 115. Downtime / end user impacts
    116. 116. Communication
    117. 117. Location of your teams
    118. 118. Backup/recovery</li></ul>Coordinate your planning with the operations team<br />
    119. 119. Strategy #10: Decide where and when to involve users<br />Strategy #10: Decide where and when to involve users<br />
    120. 120. Strategy #10: Decide where and when to involve users<br />This is the most fluid of the strategic considerations, as it really just depends<br />At a high-level, end users who participate in the creation of a system are more likely to accept / support that system once deployed<br />
    121. 121. Strategy #10: Decide where and when to involve users<br />Where end users should be involved:<br /><ul><li>Creation of use cases
    122. 122. Creation of as-is documentation
    123. 123. Prioritization of requirements for to-be environment
    124. 124. They know their content – let them drive
    125. 125. File share migrations, or organization
    126. 126. Taxonomy development
    127. 127. Metadata assignment
    128. 128. Signoff on overall project plan</li></li></ul><li>Strategy #11: Define what success looks like<br />(probably not this)<br />
    129. 129. Strategy #11: Define what success looks like<br /><ul><li>Fist waving is good
    130. 130. Double-fist waving is even better
    131. 131. Possible success metrics:
    132. 132. Target number of end users migrated
    133. 133. Target number of sites migrated
    134. 134. Databases migrated
    135. 135. File shares migrated and decommissioned
    136. 136. 2010 live, users able to manually migrate their content</li></li></ul><li>Online and offline resources<br />Upgrading SharePoint 2007 to SharePoint 2010, Anders Raskhttp://andersrask.spoint.me/2010/03/22/whitepaper-on-sharepoint-upgrade/<br />Migrating to SharePoint 2010, Randy Williamshttp://www.windowsitpro.com/print/sharepoint-server-2010/Migrating-to-SharePoint-2010-104619.aspx<br />Upgrading to SharePoint 2010 (Microsoft)http://technet.microsoft.com/en-us/library/cc303420.aspx<br />Hardware and software requirements for 2010 (Microsoft)http://technet.microsoft.com/en-us/library/cc262485.aspx<br />SharePoint 2010: Best Practices to Upgrade and Migrate (O’Reilly, Safari)http://oreilly.com/catalog/9781449390457/<br />Migrating to MOSS 2007, Stephen Cummins, www.echoTechnology.com<br />Planning to Upgrade to SharePoint 2010 (Joel Oleson)http://www.slideshare.net/joeloleson/preparing-for-upgrade-to-sharepoint-2010-today<br />What’s New in SharePoint 2010 Capacity Planning (Joel Oleson)http://www.sharepointjoel.com/Lists/Posts/Post.aspx?List=0cd1a63d%2D183c%2D4fc2%2D8320%2Dba5369008acb&ID=332<br />ReadyPoint migration planning tool for 2007 to 2010 migrations, Axcelerhttp://www.axceler.com/SharePointMigration/ReadyPoint.aspx<br />Preupgradecheck, Microsofthttp://technet.microsoft.com/en-us/library/dd789638(office.12).aspx<br />Microsoft SharePoint 2010 Products Upgrade Approacheshttp://www.microsoft.com/downloads/details.aspx?FamilyID=e8b66eb3-27c7-4a39-a2e1-3e7d18b12ee1&displaylang=en<br />
    137. 137. Please be sure to fill out your session evaluation!<br />Drop me a line at cbuck@axceler.comVisit my blog http://buckleyplanet.netFollow me @buckleyplanet<br />
    138. 138. Thank You To Our Sponsors!<br />
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