Migrating to SharePoint 2010


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Ahmed Hafeez of Edgewater Technology presents Lessons Learned from SharePoint 2010 Migrations.
October 27, 2010

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  • Welcome and thanks for joining us for SharePoint 2010 Migration webinarIn next 30 minutes we will share with your our findings and experiences from number of migrations we have done and various methods we have tried
  • The agenda for today’s webinar includes: A quick intro to who we areDiscussion of migration considerations and if it is worth the painSP migration planning, preparation, and executionANDStrategies for boosting adoption rates
  • Overtime we have gone through a number of CMS migrations, both involving SharePoint and other CMSWe would like to share with your our findings and experiences from those migrationsLets face it migrations can be pretty painful and costly and pushed by the IT depart, so why would anyone want to go through thatNeed to understand what , if any, are the benefitsIs it driven by user demand or IT Are there any specific benefits or goals your organization is driving to achieve from itMake sure that benefits out weigh the costs and pain Have you identified a killer feature or application
  • Each organization is different and uses SharePoint differently therefore it is hard to identify a standard set of benefits (BI, Business Porcess, Collaboration). But in general everyone can benefit from some areasFor a vast majority migration can be much more than a simple software upgrade:It is a great time to clean up old and orphaned content and reorganize existing one to better align with the way you workJust like when we move from one house to another there are some box that always remain unopened and simply moved from place to place. You don’t have to do the same to your content. Enhancements like the social features, mobile platform support, and better collaboration support can be compellingBrowser support is a big help for organizations that support multiple browsers … other browsers support is now on par with IEThere is a ROI and cost savings aspect as well by standardizing on SharePoint for collaboration, content management and public website platformYou can get the benefits and avoid the migration pain if you plan and execute the migration rightEdgewater’s example, -- Quick (over the weekend), set the stage to move to the next gen of collaboration using Workspaces, MySites, Social features, etc.Diversified Communications Example – Clean platformOther?
  • Edgewater went through its own internal migration recently and we tried various different methods to find out:What are differences What works and what doesn’tPros and cons We would like to share with you our experience of trying out these different methods and tools for migrations and lessons learned from the approach we took. Remainder of the material is divided out into 4 sections:PlanningPreparationActual MigrationUser Adoption
  • Migrations are a multi-dimensional and involve lot of different moving parts. Make sure you have essential roles defined and all the stake holders involved. To be successful you need to manage the migration like other major projects. Make sure you have informed and lined up support from other teams you will need support from: including infrastucture, content owners, etc. A high-level project plan will help you communicate critical migration milestones, outages, procurementGet content owners onboard and have them survey their own content document, critical functionality. Discuss minimal go live requirements, etc.Think of ways to minimize disruptions:Third-party tools can helpParallel Db upgradesRead-only mode can help reduce impactWeekends and non-business hours provide an opportunityDb-attach and 3rd party migration methods allow you standup a parallel environment
  • Clean the environment as much as you can before you start the migration – a clean environment is much easier to migrate and will help you avoid the migration painClean you contentBefore you actually start the migration process it behooves us to simplify the environment as much as possible. Look for old content, orphaned sites Content that doesn’t get used Use SharePoint usage tracking to identify content that can be removedThird-party tools can helpSharePoint usage reportsClean your features and customizationsCustomization and broken controls, links etc. are probably the biggest hurdle you will have to overcomeFree PreUpgradeCheck tool can help you identify, there are third-party tools as well that can help identify the problems before you startWorst things: Orphans, modified schema, pretty awesome reportYou need to have a clear picture and understanding of the existing content and functionality of the system so that you can test what is working and what is notKnow who has access to what contentOtherwise you won’t be able to tell after migrations
  • Look for customizations in layouts, featuresm solutions, workflows, etc. You will most likely need new hardware so order it ahead of time and get the production environment readyThere will be problems after the migration so:Create a place and procedure for users to easily report any issuesDefine a procedure and guidelines for triaging themCreate a plan to fix critical issues quickly – make sure resources are available
  • Know and understand the pros and cons of the different methods and tools available: right migration method will be key to the migration success and minimizing disruptionsMicorosft provides two methods : in-place and db-attachIn-place does not allow much room for experimentation but allows farm and server settings to be maintainedNext, next -> finish, Restartable, timeouts removed, handles site locks, previous version manually removed, Fab 40?Db-attach allows for experimentation and 64-bit migration but requires you to reconfigure the farm Third-party tools Can help migrate content selectively, minimize down-time, allow you to reorganize content, etc. But most are still pretty green and have issuesHave a plan-B readyIf migration does not go as planned or if you run out of time or if it turns out to be more complex what is your fall back strategy. Have a clear and test back out strategyMake sure users are aware and know what you are going to be doing and when and how it will impact them … give them time to plan their own mitigation strategy
  • There are some gotcha in Microsoft's migration document and also in 3rd party migration tools useMake sure you understand them and avoid themFor example user profile …????Db-attach method allows you to experiment so do a test migration, qa, it understand it before you actually go to productionDon’t forget about the post production support … you will need a lot of the same resources available after the migration that you needed before the migration
  • MSOFT Supports only WSS v3 SP2/Moss 2007 SP2PreScan not good but PreUgradeCheck is:good, Read-only (do no harm)
  • Entire migration effort is of no use if people don’t use it so make sure you have a planMigration is an opportunity to drive the user adoption higher. You know your organization better than other work with the daily users, content owners to identify the killer app for you organizationNext gen collaborationBusiness process automationApplication and data integration etc.Show people how it can make their work easy, show them what common usage paradigms are … don’t wait for them to come to youPower and vocal users are your key assets so leverage them and make them your megaphoneMySite’s can help get masses involved describe to people how mysites can be used and what they are capable ofLet users feel like they are in charge help them customize and manage their own site.
  • Not a onetime thing but a continuous effortEA case study (recruit influential users and get them to get their friends)Host lunch & learns, demo, success stories and make sure you are doing some activity on a regular basis to promote and get the base excited.
  • Migrating to SharePoint 2010

    1. 1. SharePoint 2010 Migration<br />Lessons from the Migration Trenches<br />
    2. 2. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act <br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />2<br />Agenda<br />
    3. 3. Technology Management Consulting Firm <br /><ul><li>Provide a unique blend of specialty IT services
    4. 4. Leverage proven industry expertise in strategy, technology and enterprise performance management
    5. 5. Focus on middle and Global 2000 market</li></ul>Founded in 1992<br /><ul><li>Headquartered in Wakefield, MA
    6. 6. Large North American footprint
    7. 7. + 330 Employees
    8. 8. +700 clients
    9. 9. +2400 projects completed to date
    10. 10. Publicly Traded (NASDAQ: EDGW)</li></ul>10/25/2010<br />3<br />Edgewater Overview<br />
    11. 11. 10/25/2010<br />4<br />Web Solution - Primary Offerings <br />Web Strategy<br /><ul><li> Integrated Portals
    12. 12. Custom Web Applications
    13. 13. E-commerce, CMS</li></ul>B2B Web Rejuvenation<br /><ul><li> ROI
    14. 14. Web Strategy Roadmap
    15. 15. Redesign, Rebuild</li></ul>6 Primary Solutions<br /><ul><li>Intranets
    16. 16. Extranets
    17. 17. Public Web Site CMS
    18. 18. Business Process
    19. 19. Document Management
    20. 20. Project Collaboration</li></ul>Migration to SP 2010<br />Customer Intelligence<br /><ul><li>Web Intelligence</li></ul>Web Analytics Framework<br /><ul><li>Strategy
    21. 21. Program MGMT
    22. 22. Analysis
    23. 23. Implementation</li></ul>BI<br />
    24. 24. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act <br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />5<br />
    25. 25. Significant time and effort invested in your current environment<br />Are there any real benefits?<br />Are the users really demanding it?<br />What benefits will YOUR organization reap?<br />Where is the tipping point between pain vs. benefits?<br />Is there a killer feature/application/reason?<br />Time and money has to be justified<br />10/25/2010<br />6<br />Migrations are Painful – Is It Worth It?<br />
    26. 26. Opportunity to do much needed house cleaning<br />Social, mobile and collaboration features – Collaboration 2.0<br />Tighter Microsoft Office integration<br />Significant gains in scalability, search, 3rd party browser support<br />Standardize on SharePoint as an enterprise collaboration and content management hub<br />10/25/2010<br />7<br />Benefits of Migrating to SharePoint 2010<br />
    27. 27. Share our experience from tests of various migration methods we’ve tried:<br />Microsoft’s in-place, db attach<br />Third-party<br />What can be done to make users comfortable<br />Lessons learned from our own migration trenches…<br />10/25/2010<br />8<br />Migration – Lessons Learned<br />
    28. 28. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act <br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />9<br />
    29. 29. Form a multi-disciplinary migration Tiger Team<br />Project manager, SharePoint technologists, infrastructure engineers, QA, subject area content owners<br />Create a high-level project plan for migration<br />Milestones for preparation work, hardware procurement, test migration, actual migration, testing, bug fixing, training etc. <br />Get content owners and business users onboard with your plan and enlist their help<br />Find creative ways to minimize disruptions to the production site <br />10/25/2010<br />10<br />Lessons Learned – Plan<br />
    30. 30. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act <br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />11<br />
    31. 31. Remove obsolete, duplicate, orphaned content from your site<br />Reduce the size of the db, number of pages to migrate, reduce number of problems to fix in future<br />Fix any problem that may exist in your site today<br />Broken controls, links, etc.<br />Run PreUpgradeCheck tool<br />Run TestSPContentDatabase<br />Document and understand the behavior of your controls, workflows, apps, etc.<br />Know your security settings and who should have access to what content<br />10/25/2010<br />12<br />Lessons Learned – Prepare <br />
    32. 32. Identify customizations<br />Layouts, features, solutions, events, etc.<br />Procure hardware (64-bit) needed for the Test and Production environments<br />Create a issue/problem reporting process and publicize it to business users before the migration<br />Plan on recreating master pages, themes, etc. <br />10/25/2010<br />13<br />Lessons Learned - Prepare<br />
    33. 33. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act<br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />14<br />
    34. 34. Choose your migration method<br />Microsoft Tools Based: In-place, DB detach<br />Third-party Migration Tools: Metalogix, AvePoint, etc.<br />Make sure that your production site backups are up-to-date and can be restored if needed<br />Inform the users about your migration plans keep them updated regularly<br />10/25/2010<br />15<br />Lessons Learned – Act<br />
    35. 35. Make sure you create the User Profile Service using PowerShell script, New-SPProfileServiceApplication<br />Conduct a test migration and check for problems<br />Ensure the entire migration Tiger Team is available during and immediately after the migration to help<br />10/25/2010<br />16<br />Lessons Learned – Act<br />
    36. 36. Microsoft In-place upgrade method<br />Simple but risky, requires 64-bit hardware, preserves farm settings, no support for WSSv2 or SP 2003<br />Microsoft DB attach method<br />Repeatable, requires extra hardware, limited flexibility, farm settings need to be reconfigured, old & new can exist side by side, <br />Third-party migration tools<br />Licensing cost, still a little shaky, repeatable, selective or partial content migration, less disruption, content synchronization, supports non-Microsoft CMS, re-organize or re-template your SharePoint content<br />10/25/2010<br />17<br />Which Migration Method to Use?<br />
    37. 37. Edgewater Intro<br />Is Migration Worth It?<br />Migration<br />Plan<br />Prepare <br />Act <br />Driving Adoption<br />Summary<br />Q&A<br />10/25/2010<br />18<br />
    38. 38. Create a plan to rollout and accelerate the adoption of new capabilities<br />Find the killer app for your organization<br />Social features, enhanced profiles, search, mobile, etc.<br />Conduct lunch-and-learn sessions, create videos, how-to areas<br />Enlist power and influential users to evangelize <br />Evangelize the use of MySites<br /> Expertise, profile, pictures, colleagues <br />Help site owners customize their sites by creating custom themes using PowerPoint<br />10/25/2010<br />19<br />Driving Adoption<br />
    39. 39. Promote, Promote, Promote <br />Find creative ways of promoting sites and functionality<br />Ensure that site and content owners have knowledge and rights to modify and manage their own sites<br />Monitor site usage stats and create action plans to address adoption issues on regular basis<br />10/25/2010<br />20<br />Driving Adoption<br />
    40. 40. SP 2010 migration is not scary if done right<br />Most organization will reap compelling benefits<br />Opportunity to clean house and move to the next generation of collaboration<br />10/25/2010<br />21<br />Summary<br />
    41. 41. Q & A<br />To learn more about Edgewater Technology and our SharePoint expertise, contact:<br />Ahmed Hafeez<br />781-224-9015<br />ahafeez@edgewater.com<br />http://edgewatertech.wordpress.com<br />