11 Strategic Considerations for SharePoint Migrations

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

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

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