Real life content migrations
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Real life content migrations

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Content migrations are complex, resource-intensive, time sensitive activities that are often started too late with insufficient resources assigned. No one wants to do it but someone has to. This ...

Content migrations are complex, resource-intensive, time sensitive activities that are often started too late with insufficient resources assigned. No one wants to do it but someone has to. This presentation will take you through developing a migration strategy and plan for executing successful migrations in SharePoint

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Real life content migrations Presentation Transcript

  • 1. Real-Life Content Migration in SharePoint Haniel Croitoru, MSc, PMP, PMI-ACP J A NU A R Y 29 , 20 13
  • 2. Haniel Croitoru • Senior SharePoint consultant with over 15 years of experience • Worked in public and private sector verticals including healthcare, financial services, utilities, and consulting Scrum Master, Project Manager, SharePoint Evangelist • Since 2003 focusing on SharePoint, delivering solutions and contributing as Business Analyst and Trainer • Masters of Science in Computer Science with a specialty in Computer-Assisted Orthopedic Surgery from Queen’s University and a Master’s Certificate in Project Management from the York Schulich School of Business • Project Management Professional (PMP) since 2007 and an Agile Certified Practitioner since 2013 Rea-life Content Migration in SharePoint 1/29/2013 2
  • 3. Agenda • What is content migration? • Why content migrations fail • Migration Strategy • Migration Plan Rea-life Content Migration in SharePoint 1/29/2013 3
  • 4. what are content migrations? 4
  • 5. • Content Migration is the process of moving information stored on a Web content management system(CMS), Digital asset management(DAM), Document management system(DMS), or flat HTML based system to a new system. Flat HTML content can entail HTML files, Active Server Pages (ASP), JavaServer Pages (JSP), PHP, or content stored in some type of HTML/JavaScript based system and can be either static or dynamic content. Rea-life Content Migration in SharePoint 1/29/2013 5
  • 6. Content Migration in everyday life • You can equate content migration in terms of your home content: 1. Move into home and organize content into cabinets (content repositories) by clothing, utensils, etc. (content types) 2. After a while things become more random. 3. When you move to a new house, you organize the boxes based on how things are organized and you leave some things behind 4. In the new home you organize the content based on the new layout and other deciding factors (new rooms, etc.) Rea-life Content Migration in SharePoint 1/29/2013 6
  • 7. Think of migrations as ETL Extract, Transform and Load (ETL) refers to a process in database usage and especially in data warehousing that involves: 1. Extracting data from outside sources Transforming it to fit operational needs (which can include quality levels) 2. Loading it into the end target (database, more specifically, operational data store, data mart or data warehouse) Rea-life Content Migration in SharePoint 1/29/2013 7
  • 8. Drivers for Content Migration • Consolidate – one or more CMS/File systems are consolidated into one for centralized control, governance of content, and better Knowledge management and sharing. • Reorganize - mergers and acquisitions to assimilate as much content from the source systems for a unified look and feel. • Convert - content that has grown organically either in a CMS or Flat HTML and standardizing the formatting so standards can be applied for a unified branding of the content. Rea-life Content Migration in SharePoint 1/29/2013 8
  • 9. why content migrations fail 9
  • 10. Why Content Migrations fail • Content migration often not a technical limitation for CMS. • It is the correctness and validity of data entered into a system that determines its success or failure. Rea-life Content Migration in SharePoint 1/29/2013 10
  • 11. Lack of Planning Task Duration Resource Content Migration 1 day? TBD Rea-life Content Migration in SharePoint 1/29/2013 11
  • 12. Lack of Ownership • Content owner(s) need to be clearly identified • Migration process needs to involve these individuals and more • Content owner(s) need to feel engaged and rewarded for this effort Rea-life Content Migration in SharePoint 1/29/2013 12
  • 13. Lack of Understanding • Often underestimated or misunderstood • Little or no time/cost/resources allocated to it Rea-life Content Migration in SharePoint 1/29/2013 13
  • 14. It’s Ugly! • Copying and pasting content or writing migration scripts is tedious and often doesn’t feel very rewarding. • Focusing on new and exciting technology and features is much more enticing. Rea-life Content Migration in SharePoint 1/29/2013 14
  • 15. migration strategy 15
  • 16. Types of Content Migrations • SharePoint to SharePoint • Other CMS to SharePoint • NAS/File share to SharePoint • SharePoint to other CMS • SharePoint to NAS/File share Rea-life Content Migration in SharePoint 1/29/2013 16
  • 17. Factors to consider when planning a migration • Branding changes – will creative and document content change? • Link – will the information architecture require updates to links that may not be automated? • Content location – where is content coming from and where is it going? • Content ownership – who owned the content and who will be the new owners? • Content accuracy – is the content still valid? • Content obsolescence – is the content old? • Governance – how will the content be managed? • Custom developments (Web parts) – what custom development is required to support the new/old content? Rea-life Content Migration in SharePoint 1/29/2013 17
  • 18. What content gets migrated? • Identify file criteria • Type • Size • Age • Records • Web pages • Ensure to capture all the available metadata Rea-life Content Migration in SharePoint 1/29/2013 18
  • 19. Migration Types • Automated – scripts can be written to modify the original content if it’s well structured and populate the new content repository • Manual – in most scenarios, manual copy/paste of content is required ad metadata may be missing or there are significant, inconsistent changes to the structure of the content. • Hybrid – when migration is happening from multiple sources, a hybrid automated/manual approach can be taken for different portions of the new content repository Rea-life Content Migration in SharePoint 1/29/2013 19
  • 20. Migration Approaches • As-is Migration - no change and no additional information for original content Source Rea-life Content Migration in SharePoint Target (CMS) 1/29/2013 20
  • 21. Migration Approaches • Enhanced Migration - source content has additional metadata created as a requirement of the target CMS system Source Rea-life Content Migration in SharePoint Target (CMS) 1/29/2013 21
  • 22. Migration Approaches • Standardization Migration - source content is broken down into smaller levels of granularity to fit into “templates” that are defined in the new CMS Source Rea-life Content Migration in SharePoint Target (CMS) 1/29/2013 22
  • 23. Migration Approaches • Restructure Migration - navigation elements are updated to reflect a new Information Architecture (IA) Source Rea-life Content Migration in SharePoint Target (CMS) 1/29/2013 23
  • 24. Timing the migration • Planning of a migration should begin as early as possible. Ideally when a project for the new SharePoint implementation is started. • Content migration should be developed in a phased approach as it is very involved and requires a lot of steps in order to succeed. Rea-life Content Migration in SharePoint 1/29/2013 24
  • 25. migration planning 25
  • 26. Building a plan • Phase 1 - Initiation • Phase 2 - Current State Analysis • Phase 3 - Future State Planning • Phase 4 - Execution • Phase 5 - Closing Rea-life Content Migration in SharePoint 1/29/2013 26
  • 27. Migration planning INITIATION CURRENT STATE ANALYSIS FUTURE STATE PLANNING EXECUTION CLOSING Kick-off meeting Communication Communication Communication Communication Stakeholder identification Inventory Analysis Content Security Training Support Scope definition Content Review Governance Trial migration and validation System retirement Timing Content Enhancement Migration Tools Actual migration Budget Communication Scheduling Validation Validation Planning Fall-back Planning Communication Reporting Communication Communication Rea-life Content Migration in SharePoint 1/29/2013 27
  • 28. Kick-off meeting Phase 1: Initiation Stakeholder identification Scope definition Timing Budget Rea-life Content Migration in SharePoint 1/29/2013 28
  • 29. Stakeholders & Team These are the people you will be working very closely with at every step of the migration. • Communicate within the organization • Get support from others • Help in analyzing information • Determine best execution paths • Develop scripts, implement 3rd-party solutions • Validate migrated data • Representatives from Business, IT Rea-life Content Migration in SharePoint 1/29/2013 29
  • 30. Stakeholders & Team Outsourcing team • Distances the organization from taking ownership of its content • Denies the opportunity for the content contributors to learn the new system inside and out prior to launch Rewards • The migration team leader should give out little prizes to people who exceed their target, are really helpful at helping others solve problems or are great leaders. • Keeping morale high will be important if a lengthy migration period is required. Rea-life Content Migration in SharePoint 1/29/2013 30
  • 31. Scheduling migrations • Determine whether there are any key milestones within the SharePoint implementation project that require content to be ready (e.g. UAT). • Ensure resources are available for the work when needed. Rea-life Content Migration in SharePoint 1/29/2013 31
  • 32. Budget • Determine initial budget • Scope, time, resources, tools will depend on it • (re)writing of web parts and integration with 3rd party solutions also need to be budgeted for at this time. Rea-life Content Migration in SharePoint 1/29/2013 32
  • 33. Phase 2: Current State Analysis Communication Inventory Analysis Content Review Content Enhancement Communication Rea-life Content Migration in SharePoint 1/29/2013 33
  • 34. Inventory • Begin by creating a map and lists of all repositories containing data to be migrated. • For pages and files, identify the content types and collect the following: • Metadata associated with item in CMS • Relations that indicate which content refers to this item • Location of the page or file in the site, is it part of the navigation? • For web pages, also need • Fields that make up the content type or page, associated formats and value lists restrictions and dependencies Rea-life Content Migration in SharePoint 1/29/2013 34
  • 35. Inventory Reports • Need reports on • Structure • Number of documents per content type • Pages with no references or broken links • Access and modification statistics on visits Rea-life Content Migration in SharePoint 1/29/2013 35
  • 36. Inventory Report Caveats • Hard to get complete overview of content structure • File system/CMS may contain multiple copies of the same data • May have old versions that are not used anymore • For web pages, getting a count may not be accurate as some pages contain plain data and others are built of content coming from somewhere else • Need to analyze front-end (e.g. site map) as well as back-end (CMS) • CMS may contain unpublished content or metadata not available to the front-end Rea-life Content Migration in SharePoint 1/29/2013 36
  • 37. Amount of content Many, poorly-defined Content types Few, well-defined Content types Time • Over time the content types will change and the old types are often left in the system • CMS generated overviews of the content often give a distorted view of the real situation • Restrictions in the current CMS or the creativity of the editors often results in misuse of the content types, unnecessary new content types and orphaned content on the site Rea-life Content Migration in SharePoint 1/29/2013 37
  • 38. Divide and conquer Engage all content owners in gathering all the necessary information THIS IS THE MOST TIME CONSUMING STEP IN CONTENT MIGRATIONS! Rea-life Content Migration in SharePoint 1/29/2013 38
  • 39. Schedule A9_Org Acct to MTCU_090501_v2.doc Adoption & Marketing Pre-Qual process_100728_v1.pdf Adoption & Marketing Pre-Qual Template_100728_v1.xls Adoption & Marketing Internet MOU_101028_V1.doc Adoption & Marketing Equipment Quoting Process.ppt Adoption & Marketing Thumbs.db Adopti on & Ma rketi ng Equipment Grant Agreement_090501_v1.doc Adoption & Marketing Equipment Loan Agreement_090501_v1.doc Adoption & Marketing Membership Agreement_Feb 10-10_v8.DOC Adoption & Marketing Member Service Catalogue_110728_V1.xls Adoption & Marketing Technical_User_Guide_and_Service_Level_Agreement[1].pdf doption & Marketing A Introduction to Webconferencing_110815_V1.PPTX Adoption & Marketing Thumbs.db Adopti on & Ma rketi ng A&M F2010-11 Plan_042710_Final.ppt Adoption & Marketing Adoption Team F2010-11 Quarterly Priorities_042710_ Final.ppt Adoption & Marketing quote Adopti on & Ma rketi ng Regional Adoption Teams_110808_V1.doc Adoption & Marketing Account Manager by Site_110805_V1.xls Adoption & Marketing Clinical Site Readiness Assessment tool FINAL 07 11 w ith logo.doc Adoption & Marketing _ LBOS EAP presentation_ Jan 12 2011.ppt HR & Org Dev hoopp_intro.pdf HR & Org Dev CPD Program Application Form_090224_V1.0.doc HR & Org Dev CPD Program Guidelines_090224_V1.0.doc HR & Org Dev Microsoft Word - Toronto Evacuation procedure version 10th HR & Org Dev floor 4.pdf Microsoft Word - Toronto Evacuation procedure version 11th HR & Org Dev floor 4.pdf Toronto Evacuation Procedure - revised 4.doc HR & Org Dev Competency Framew ork_101006_V1.0.pdf HR & Org Dev Core Competencies - A Practical Guide_101006_V1.0.pdf HR & Org Dev Toronto Office Etiquette_090703_V2.0.doc HR & Org Dev Rea-life Content Migration in SharePoint 42496 138024 24576 56320 213504 18944 60928 73728 144896 702976 1299915 749588 10240 2915328 1584640 0 149504 398336 227840 1355264 2789908 78336 676352 88702 229670 43008 620366 848530 105984 do cu m en t wn in g Ti tle tm en tO De pa r tm en t/T O wn ea er m M igr at e to In ne fo w rm Sh at ar io eP n Cl oi as nt sif si t Do ica e cu ti o m n en tT yp e Po rt f oli o De pa r e Siz Po rt f oli o Fi len am e Sample Inventory form Account Management Public clintonYes Other Office of the CEO Office of the CEO Schedule A9 Org Account to MTCU Account Management Public clintonYes Process Customer Services System Deployment & Member Management Prequalification Process Account Management Public clintonYes Template Customer Services System Deployment & Member Management Prequalification Template Account Management Public clintonYes Other Innovation & Information Technology Innovation & Information Technology Internet MOU Account Management Public clintonYes Process Adoption & MarketingAdoption & Marketing Equipment Quoting Process Account MantonNo cl i na gement Public Adoption & Marketing Account Management Public clintonYes Other Office of the CEO Office of the CEO Equipment Grant Agreement Account Management Public clintonYes Other Office of the CEO Office of the CEO Equipment Loan Agreement Account Management Public clintonYes Other Office of the CEO Office of the CEO Membership Agreement Account Management Internal clintonYes Other Adoption & MarketingAdoption & Marketing Member Service Catalogue Account Management Public clintonNo Presentation Adoption & Marketing Account Management Public clintonYes PresentationAdoption & MarketingAdoption & Marketing Introduction to Webconferencing Account MantonNo cl i na gement Public Adoption & Marketing Account Management Internal clintonYes Publication Adoption & MarketingAdoption & Marketing Adoption and Marketing F2010-11Plan Account Management Internal clintonYes Publication Adoption & MarketingAdoption & Marketing Adoption Team F2010-11 Quarterly Priorities Account MantonNo cl i na gement Public Publ i ca ti on Adoption & Marketing Account Management Public clintonYes Other Adoption & MarketingAdoption & Marketing Regional Adoption Teams Account Management Public clintonYes Other Adoption & MarketingAdoption & Marketing Account Manager by Site Account Management Public clintonYes Publication Adoption & MarketingAdoption & Marketing Clinical Site Readiness Assessment Tool Benefits cmorris es Y Internal PresentationHuman Resources & Organizational Development Human Resources & OrganizationalAssistance Program - Overview Employee Development Benefits cmorris es Y Internal User Guide Human Resources & Organizational Development Human Resources & Organizational Development Pension Overview Continuing ProfYes cmorrisDev Internal Form Human Resources & Organizational Development Program Application Form Human Resources & Organizational Development CPD Continuing ProfYes cmorrisDev Internal User Guide Human Resources & Organizational Development Program Guide Human Resources & Organizational Development CPD Health & cmorris es SafetyY Internal Process Human Resources & Organizational Development Human Resources & Organizational Development- 10th Floor Toronto Evacuation Map Health & cmorris es SafetyY Internal Process Human Resources & Organizational Development Human Resources & Organizational Development- 11th Floor Toronto Evacuation Map Health & cmorris es SafetyY Internal Process Human Resources & Organizational Development Human Resources & Organizational Development Toronto Evacuation Procedure Mission, cmorrisValues Internal Vision, es Y & Competencies Publication Human Resources & Organizational Development Competency Framework Human Resources & Organizational Development Core Mission, cmorrisValues Internal Vision, es Y & Competencies Guide Human Resources & Organizational Development Competencies - A Practical Guide User Human Resources & Organizational Development Core Mission, cmorrisValues Internal Vision, es Y & Competencies Guide Human Resources & Organizational Development Etiquette User Human Resources & Organizational Development Office 1/29/2013 39
  • 40. Content mapping • Define new content structure • Determine new templates in CMS • Content type mapping • No change A  A • Merged A + B  C • Retired A • Other rules (e.g. age) • Links – to retain functionality internal links must be mapped to create the necessary post-migration relationships Rea-life Content Migration in SharePoint 1/29/2013 40
  • 41. Content mapping • Logical continuation of the inventory where the future state is mapped to the current state and decisions are made how differences are handled. • It can help expose any issues with challenges in mapping the old and new content types. Rea-life Content Migration in SharePoint 1/29/2013 41
  • 42. Content enhancement • Make sure that the new CMS will contain clean content • Translation: convert HTML, XML, CSS, etc. to correct naming convention and structure • Deletion: Remove erroneous or unused tags, scripts, and unwanted code • Transform: transform old XML to XML of new CMS • Restructuring: Change the structure of the content to conform to the new structure Rea-life Content Migration in SharePoint 1/29/2013 42
  • 43. Phase 3: Future State Planning Communication Content Security Governance Migration Tools Scheduling Validation Planning Fall-back Planning Communication Rea-life Content Migration in SharePoint 1/29/2013 43
  • 44. Site Security Source • Open source repositories for analysis and view the content of the records. • Enable accounts and access levels to the migration tools to access the source repositories and copy the records over to SharePoint. Target (SharePoint) • Finalize access and security levels and groups in SharePoint • Review migration worksheet with the content owners to identify the groups and individuals who will need to have access to the new repositories. Rea-life Content Migration in SharePoint 1/29/2013 44
  • 45. Governance • Focus on usage and process monitoring and ongoing maintenance. • Ensure correct permissions are applied and that as people change that roles and permissions are adjusted appropriately. • Monitor volume of content stored within SharePoint. Content that is not actively used will make it harder to find things that are needed and can slow down searches and performance. Rea-life Content Migration in SharePoint 1/29/2013 45
  • 46. Migration tools • Selecting migration tools takes time and resources (cost) • In selecting the tools, consider the following: • Cost of tool • Cost of doing it manual vs. using the tool • Reusability for similar content repositories with slight modifications • Flexibility for using the tool on numerous content repository types (e.g. file share, database, etc.) Rea-life Content Migration in SharePoint 1/29/2013 46
  • 47. Some migration tools available AvePoint Axeler Idera Metalogix MetaVis PCvita Proventeq Quest Software Sharegate Tzunami SharePoint           Web  eRoom  Documentum   LiveLink   File system  Lotus Notes       Xavor         MCMS VitalPath   Blogs Vyapin  Office 365  Exchange  Docushare  Custom  Rea-life Content Migration in SharePoint 1/29/2013 47
  • 48. Execution Approach • One time - As the name implies, happens all at once, typically over a weekend. This reduces costs as you don’t have two systems running simultaneously. The downside to this method is if delays occur, or if the new system doesn’t work as planned, there may be negative impact to your business’s top and bottom line. • Phased - Allows for a gradual transition whereby you turn on only parts of the new system at one time. The advantages are that you can start getting results sooner; it’s easier to test smaller, incremental datasets; and you can back out before committing to the new system. Rea-life Content Migration in SharePoint 1/29/2013 48
  • 49. Execution Approach • Synchronization/integration - Both old and new systems run together. When the content is loaded and thoroughly tested a cutover is made. The advantage here is that there is little likelihood of problems as the systems will run together until the new one is proven. The downside is that synchronization software to keep both systems running in tandem can be costly. • Phased and Synchronized are used when content supports mission critical 24/7 applications Rea-life Content Migration in SharePoint 1/29/2013 49
  • 50. Content Freeze • For content analysis a snapshot of the content is taken. • Prior to migration the content source is frozen. • Delta migrations (synchronizations) are done after the freeze is removed to move over the extra Rea-life Content Migration in SharePoint 1/29/2013 50
  • 51. Scheduling • Scheduling the migration will depend on a number of factors including: • Volume of content • Number of sources • Organizational divisions • Number and complexity of changes • Timelines for completion • Possibility of keeping original and new systems online and synchronized • In general, the more complex and larger the migration, the better it is to execute it in smaller, logical groupings in an Agile manner. Rea-life Content Migration in SharePoint 1/29/2013 51
  • 52. Scheduling • Such groupings could be • Content source • Organizational department/divisions • Identify ideal times/dates. • Identify black-out periods. • Identify freeze period which prevents users from adding new content to the old repository will also be identified. Rea-life Content Migration in SharePoint 1/29/2013 52
  • 53. validation & fall-back planning
  • 54. Communication Phase 4: Execution Training Trial migration and validation Actual migration Validation Reporting Communication Rea-life Content Migration in SharePoint 1/29/2013 54
  • 55. Training • Just prior to beginning the trial migrations the users who were identified as frequent contributors and readers of the content as well as power users should be trained on the new SharePoint solution. • These individuals can help with the uptake of SharePoint and become internal champions. Rea-life Content Migration in SharePoint 1/29/2013 55
  • 56. Trial migration • A staging environment will be created where a subset of the content can be migrated to and validated. Each repository go through at least one trial migration. • Several trials should be happening if there are any changes to the structure of the files being migrated. • Users should have been identified at this point who will assist with the validation of the selected content using the validation plan. Rea-life Content Migration in SharePoint 1/29/2013 56
  • 57. Execute migration • New content may have been added since the original assessment to the original repositories. This will necessitate repeating the content analysis activities but only for the new files to ensure that a comprehensive and up-to-date set of data is being migrated. • At this time all the content for migration should have been collected, enhanced, cleaned and updated, migration tools configured, trial migrations finished, and the various content owners informed • Migration execution can begin depending on the type of approach chosen. Rea-life Content Migration in SharePoint 1/29/2013 57
  • 58. Validate • Use end users and content editors for validation • Combine with testing of new SharePoint functionality (e.g. search) Rea-life Content Migration in SharePoint 1/29/2013 58
  • 59. Communication Phase 5: Closing Support System retirement Communication Advanced SharePoint Tools to Enhance Project Management 10/17/2013 59
  • 60. Support • Despite best efforts to migrate all the information correctly, inevitably questions will arise that will require support for thing such as: • How can I get some content in that wasn’t migrated? • How can I modify metadata that is incorrect? • Where can I find information that was previously located somewhere else? • Why am I not able to modify/read files that I was able to prior to the migration? Rea-life Content Migration in SharePoint 1/29/2013 60
  • 61. System Retirement Once all the data has been migrated from the content repositories to SharePoint and verified, a strategy needs to be executed to retire the old systems. • Removing access • Repurposing or destroying the repositories • Removing or updating any links to the old repositories. Rea-life Content Migration in SharePoint 1/29/2013 61
  • 62. final thoughts
  • 63. Some Final Thoughts… • Content migrations are complex, resource-intensive, time sensitive activities • To ensure successful migrations it’s important to follow a structured approach for content identification, review, migration and validation • Enough time, budget, and resources need to be allocated for migration activities • Content touches everyone. Communicate, communicate, communicate so no one is left in the dark! From Folders to Metadata – a short lesson in history 6/21/2011
  • 64. Thank You haniel@vertexpoint.com ca.linkedin.com/in/hanielcroitoru @TheSharePointPM www.thesharepointpm.com