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Plan a Large Scale Migration to SharePoint Online

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  • Enablement through business solutions
    Become service managers, not hardware engineers
    Shift of workforce skills and capabilities
    Anytime, anywhere access. From any device.
    No firewall: can access from any device
    Execs, sales, tied to money, meet their needs
    Need a beautiful experience, mobile friendly
    Architectural agility
    Azure – can spin up quickly
    Add capacity, web front ends
    Agility in capacity and deployment
    Connectivity to other LOB apps
    On-prem goes behind what we are doing in the cloud
    Consume feature s and improvements at an accelerated rate
    Don’t have to wait for a patch
    Patched automatically
    First and Best
    We are Microsoft
    Own dogfood
    Give real world feedback and make products better
  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns
  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns

    Understand the Ecosystem (114,000 MySites | 60,000 team site collections / publishing sites)
    Evaluate ecosystem and build cloud roadmap
    Understand and build the plan
    Launched new capabilities before migration was complexly figured out
    Understood, built our plan
    Focus was on driving people to cloud, not on migration
    Once we enabled it there was exponential growth by enabling it
    Organic and intentional decrease in on-prem sites
    For remaining that needed to migrate
    Create Shared Services Cloud Foundation

  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns
  • Microsoft environments before any 2013 migration activities began.
    In our current state, Microsoft IT had grouped sites into farms that have similar business and technical needs.
    Additional information about business and technical factors considered?
    For example, our self-service environments are for sites that do not require customizations beyond SharePoint Designer, such as server side code. It is primarily used by business groups that require a basic collaboration solution.
    However, our Managed Portal customers, such as HRWeb, require a robust publishing environment, with their own farm, and the ability to install client side code.
    Additionally, we have our shared services, such as search, taxonomy, and user profile store that are used across many farms.
    Other use cases include a partner extranet for collaboration outside the firewall, a Video platform optimized around large file delivery, and an executive farm with higher levels of security.
    This information provides us with our starting categorization of sites.
    Self-Service, managed, Shared Services, and Extranet
  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns
  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns
  • Today:
    100K users, 18% engagement
    Partial Yammer/SP integration and alignment
    No completed use cases
    Basic marketing and communications campaigns
  • Transcript

    • 1. Plan to Migrate 50,000 Site Collections to Office 365 Erica Toelle Caiman Consulting Seattle, USA
    • 2. Microsoft Confidential Rapid Feature Deployment Rapid solution development Anytime, Anywhere Access Role of IT shifts to customer service and maximizing value IT as a Service Technical Agility Empower users to get work done Access all enterprise data from any device Simplified solution isolation and deployment Can add capacity & flexibility to scale up quickly Provides the latest and best features all of the time Patching completed automatically
    • 3. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 4. Microsoft Confidential On-Prem NumberofSiteCollections
    • 5. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 6. Microsoft Confidential Search MySites Taxonomy (MMS) Social • No server side code • Collaboration, project, and department sites • Individual, team, and group experiences • Has server side code • High visibility • High complexity • External data connections • Need to support hybrid model: on-prem + SharePoint Online • Serves entire organization Partner and External Customer Collaboration
    • 7. Migration Support Staffing Budget Managed Extranet Team & Project Sites Move Content Only Special project per site Bulk move by IT Standard Premium Standard Wait for IT move or staff yourself Business + IT Joint Project IT Bulk Move Business Group Business Group IT Shadow Farms Guidance + Best Practices Standard or Premium Staff Yourself + IT Consulting Business Group
    • 8. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 9. Microsoft Confidential • Empower users to get work done • Protecting corporate internal assets • Consistent employee experiences • One view of enterprise data & services • Ease of information discovery • Encourage & support an app ecosystem • Hybrid strategy • Enterprise policies • Application governance strategy Initial Population to Cloud Sync Tools Hybrid Strategy Provisioning Engine Policy Enforcement
    • 10. Custom Sync Tool Nightly Sync Job Two Index Servers: On-Prem (2010) + SharePoint Online Custom Sync Tool Nightly Sync Job Master is On-Prem Native analytics disabled due to performance Option to purchase Webtrends
    • 11. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 12. Microsoft Confidential • Accelerate use of cloud services across the enterprise • Make Office 365 the default experience – all new sites built in the cloud • Minimize MySite content migration • Leverage OneDrive for Business to start fresh • Sunset end of life content • Professional marketing & adoption assistance required to change behavior • On-Prem MySite had notifications to use Office 365 instead • Focus on a “start fresh” message • Prepare support teams – traditional and SharePoint communities / Yammer • Define the workloads that should default go to cloud; open up self service provisioning MySite Marketing Campaign Start Fresh Marketing Campaign Support Plan Notifications
    • 13. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 14. Microsoft Confidential Utility Sites Migration to Cloud • Bulk migrate 25,000 high value site collections to Office 365 • Use this as a prototype of a migration process to learn the bottlenecks and issues associated with migration • Use SharePoint migration APIs to their best advantage • Look into how to make migration easier for customers Executive Comm Schedule Sites to be Migrated Site Owner Comms Perform Migration • A dedicated migration support team and roll back plan resolves issues quickly • Have clear and frequent communications with site owners and users • Allow site owners to defer migration (within limits) to lessen impact to the business • Encourage a rethink of cloud strategy to consider modern devices and content organization Conduct Testing Site Owner Handoff
    • 15. Classify sites by common workloads and usage Ensure base services are set up and ready to go Enable hybrid scenarios Run marketing campaigns for self-migration Reduce the on- prem footprint Move sites that are high value Migrate using a centralized team Refactor customizations to the app model where possible
    • 16. Microsoft Confidential • Redesign and rebuild 240 Custom Portals for Office 365 • Provide consulting and coordination for IT teams and vendors • Begin migration planning in 2013 H2 to move all sites by the end of 2014 • Migration timed according to the Rhythm of the Business Technical Assessment Content Assessment Rethink Custom Solutions Content Plan Design Future Portal Develop Phased Migration Plan Execute Migration with Tool Test and Resolve Issues User Training on New Site • Revisit the requirements of the core site and encourage out of the box solutions • Abstract the data from the experience • Provide centralized support for best practices around rethinking solutions, content planning, and utilization of 2013 features Build Solutions
    • 17. Microsoft Confidential  User adoption was strong with the start fresh approach  Employees appreciate anywhere, anytime, any device access  Start with easy workloads  Understand environment, custom solutions, site types, and what people are actually using  Minimize the volume you have to migrate  Determine your governance strategy  Define acceptable and target user experience prior to migrations starting  Think through permissions model – security groups won’t include calculated domain groups  Lock down your support plan prior to migration execution  Scale migration process through best practices Lessons Learned
    • 18. Thank You! Erica Toelle me@ericatoelle.com Twitter: @EricaToelle