9 22 the path to share point webinar deck

Webinar Series September 22, 2010 The Path to SharePoint 2010 Presented by: and

Housekeeping Items Experiencing Issues? Change color of your seat to RED Questions for Speakers? Submit questions during webinar Twitter Discussion #kmasp2010 Feedback Webinar Feedback Next Steps/Moving Forward (2) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

About KMA o Full-service IT consulting firm established in 1995 o 24 employees: Partner, PM, Analyst, Developer, QA o Industry expertise and focus: Professional Services, Life Sciences & Financial Services o Microsoft technology focus: • Microsoft Certified Partner since 1995 / Microsoft Gold Certified Partner since 2004 • Working with SharePoint technologies since 2001 • Specialties in  Collaboration: Portals, Communities and Content Management  Insight: Enterprise Search and Business Intelligence  Productivity: Forms and Office Client Customization, Mekko Graphics (ISV) (3) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Agenda • Introductions, background and perspective • The “Why” of an Upgrade to SharePoint 2010 – Key Benefits/Functional Improvements – Cloud Deployment Opportunities & Alternatives • The “What” and the “How” – Christian Buckley’s 11 Strategies for Migration Planning • Q&A (4) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

About Today’s Presenters Mike Gilronan – Partner at KMA – 20 years professional services and technology experience – Financial background (CPA) – Certified in project management (PMP) – Viewpoint = business decision-maker – Focus: business development, project management, knowledge management – Bats right, throws right (5) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

About Today’s Presenters Christian Buckley • Director of Product Evangelism for Axceler • echoTechnology, based in Seattle, WA was acquired earlier this year by Axceler, who are based in Woburn, MA • Most recently at Microsoft • Microsoft Managed Services (now BPOS-Dedicated) • Advertising Operations, ad platform API program • Prior to Microsoft, was a senior consultant within the software, supply chain, grid technology, and telecommunications spaces • Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM • At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing a team of PMs to deploy the solution to numerous high-tech manufacturing companies, including Hitachi, Matsushita, Solectron, Seagate, Nortel, Sony, and Cisco (6) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

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 Mike’s focus: Christian’s focus: The WHY The WHAT and the HOW Migration strategy slides courtesy of (7) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

The “Why” of an Upgrade to SharePoint 2010 • User Benefits • IT Management Benefits • Developer Benefits (8) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved .

User Benefits Ribbon UI Business Connectivity Services InfoPath Form Services SharePoint Workspace External Lists SharePoint Mobile Workflow Office Client and Office Web App SharePoint Designer Integration Visual Studio Standards Support Sites API Enhancements REST/ATOM/RSS Tagging, Tag Cloud, Ratings Social Bookmarking PerformancePoint Services Composites Communities Blogs and Wikis Excel Services My Sites Chart Web Part Activity Feeds Visio Services Profiles and Expertise Web Analytics Org Browser SQL Server Integration PowerPivot Insights Enterprise Content Types Content Metadata and Navigation Document Sets Social Relevance Multi-stage Disposition Phonetic Search Search Audio and Video Content Types Navigation Remote Blob Storage FAST Integration List Enhancements Enhanced Pipeline (9) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

IT Management Benefits • Developer Dashboard – Empower developers and users • Integrated Health Analyzer – Runs when necessary – Alerts anomalies – Fixes when it can • Web Analytics – User usage – Resource usage (10) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Developer Benefits • Project and Item Templates – Templates for many SharePoint elements – Support for sandboxed solutions • Visual Designers – Design web parts – Build Business Data Connectivity (BDC) models – Create Workflows • Workflow Enhancements – Site level workflows – Templates for association & initiation forms (11) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

This is your technical migration, i.e. the physical move of content and “bits” Migration strategy slides courtesy of (12) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

This is the bulk of your migration – the planning, reorganization, and transformation of your legacy SharePoint environment 9/22/2010 13

What is migration? • Microsoft defines migration as three separate activities: Move Migrate Upgrade • Use the procedures for • Use the procedures for • Use the procedures for moving a farm or migrating a farm or upgrading a farm or components when you components when you components when you are changing to different are changing to a are changing to a hardware. For example, different platform or different version of use these procedures if operating system. For Office SharePoint Server you move to computers example, use these 2007. that have faster procedures if you processors or larger hard change from Microsoft disks. SQL Server 2005 to SQL Server 2008. • The reality is that a single migration may include all three concepts Migration strategy slides courtesy of (14) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

11 strategies you should consider as part of your migration planning 1. Understand the as-is and to-be environments 2. Conduct proper capacity planning 3. Understand the customizations on your source system 4. Understand the migration schedule 5. Plan for the right kind of migration 6. Plan for file shares 7. Plan for tagging, metadata, and taxonomy 8. Understand centrally managed and decentralized environments 9. Stage your platform for migration 10. Decide where and when to involve the users 11. Determine that your migration is successful Migration strategy slides courtesy of (16) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

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: • What works • What doesn’t work • What are the organizational “must have” requirements • What are the “nice to have” features • Based on these requirements, you need to model out the “to be” environment Migration strategy slides courtesy of (17) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #1: Understand as-is and to-be environments • Migration is about transforming your existing system to meet operational needs. • 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 for what it should look like, and move the pieces that should be moved. Migration strategy slides courtesy of (18) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #2: Conduct proper capacity planning • Understand your current environment: • 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 Migration strategy slides courtesy of (19) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #2: Conduct proper capacity planning • Think about your future needs: • User growth • Estimates on site creation • Estimates on database growth • Security and Search needs Migration strategy slides courtesy of (20) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #2: Conduct proper capacity planning • Map out your: • Hardware • Topology • Performance requirements • Security requirements • Scalability • Disaster recovery • Business continuity Migration strategy slides courtesy of (21) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #3: Understand the customizations on your source system • What kinds of customizations are on your source system? • UI design • Web parts • Workflows • Line of business applications • 3rd party tools • Custom features • Site definitions • Field types • Custom SharePoint solutions • Any changes to the file system on your SharePoint servers • Pre-Upgrade Check provides some of the analysis • How many of those customizations are outside of the SharePoint framework? • Are there any customizations which can be replaced by out-of-the-box functionality? Migration strategy slides courtesy of (22) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #4: Understand the migration schedule • What are the business drivers, not just the technology drivers? • Cost • Time • Resources/People • Do you have a defined project methodology? • How long per phase, what is moved, what are the priorities? • The schedule should be defined only after you understand the future state, set priorities, and get management buy-in. • In short, what is the scope? Migration strategy slides courtesy of (23) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #5: Plan for the right kind of migration • Does the migration plan include content, sites, metadata, and/or solutions? • Each one brings with it a set of requirements and decisions • What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure? • Is your strategy the same for various organizations, different site collections, or farms? Migration strategy slides courtesy of (24) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #6: Plan for file shares • Most file shares have become a dumping ground. • Is the plan to move as-is and decommission old systems, or is this a clean up process? • Are users driving, or is it an administrative effort? • Are you planning to apply metadata and taxonomy? Migration strategy slides courtesy of (25) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #6: Plan for file shares • Understand what is out there • Who owns the content? • Does it need to be moved? • Does it need to be indexed/searchable? • Is the folder structure important? • Do you need to maintain historic metadata? Migration strategy slides courtesy of (26) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #7: Plan for tagging, metadata, and taxonomy Common Migraines • Ad-hoc content migration leads to junk in portal • Legacy content gets migrated slowly, if at all • Inconsistent taxonomy across farms and site collections • People author locally - multiplies problems globally • Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience • Portal lacks high fidelity search • User can’t find the right content • As a result, poor portal adoption and low user satisfaction Migration strategy slides courtesy of (27) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #7: Plan for tagging, metadata, and taxonomy • What is your broader strategy Managed for tagging, metadata and Metadata taxonomy? Service • Map out your high level taxonomy (web applications and site collections) and Term schemas (Content Types) Stores • Understand the as-is and to- be, and how it relates to your metadata Improved Governance Migration strategy slides courtesy of (28) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #8: Understand centrally managed and decentralized environments CENTRALIZED DECENTRALIZED • PROS • PROS • Improves consistency • Requires no planning • Reduces metadata duplication • Requires little upfront effort • Easy to update • Works across site collections and • Easy to support and train on portals • Allows document-level DIP, • CONS Workflow, Information Policies, and • Decreases consistency document templates • Increases metadata duplication • CONS • Hard to update • Requires planning • Hard to support and train on • Requires upfront work • Only allows list-level Workflow, • Hard to manage across site Information Policies and document collections and portals templates • Difficult to reverse Migration strategy slides courtesy of (29) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #8: Understand centrally managed and decentralized environments • Use of services greatly improves concerns over the decentralized model: • Services can be centrally managed • 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 Migration strategy slides courtesy of (30) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #9: Stage your platform for migration • Understanding your requirements: • Hardware / software • Network • Virtual environments • Hosting / datacenter • Downtime / end user impacts • Communication • Location of your teams • Backup/recovery • Coordinate your planning with the operations team (31) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

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 • Where end users should be involved: • Creation of use cases • Creation of as-is documentation • Prioritization of requirements for to-be environment • They know their content – let them drive • File share migrations, or organization • Taxonomy development • Metadata assignment • Signoff on overall project plan Migration strategy slides courtesy of (32) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Strategy #11: Define what success looks like • Possible success metrics: • Target number of end users migrated • Target number of sites migrated • Databases migrated • File shares migrated and decommissioned • 2010 live, users able to manually migrate their content Migration strategy slides courtesy of (33) Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitter hashtag: #kmasp2010

Axceler: Migration and Administration • Davinci Migrator for SharePoint 2010 was officially released on 9/15 • Davinci is powerful and revolutionary for three main reasons: • First, Davinci lets managers know whether the migration will succeed before the migration is done, saving precious time. • Second, Davinci provides the granular control that an enterprise needs to prioritize, plan, and execute a SharePoint migration. • And third, Davinci provides the deep SharePoint environmental analysis a migration requires to understand what’s involved ahead of time. Migration strategy slides courtesy of (34) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Davinci Migrator for SharePoint 2010 • Discover your content The ability to search for content and sites at the object table-level, by server or Quickly create result sets across all servers using our query templates based on the most common If you know SQL, you can also content and site attributes create custom queries Add tables from the object model, create joins Select the criteria Save your queries to re-run later, or to run on different servers as you add them …and add them to your View your query results migration set within …and even write your own SQL the Plan tab (35) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Davinci Migrator for SharePoint 2010 • Plan your migrations Or you can navigate to the 2003 and 2007 sites to be migrated in explorer view Point to the appropriate destination in 2010 Get a quick estimate based on the size of your migration set Query results are added to your migration set Once you have defined the sites to be migrated and their destination, move to the Migrate tab (36) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Davinci Migrator for SharePoint 2010 • Migrate based on priorities, and severity of issues found Before you migrate, view a pre-migration analysis run against our rules engine Davinci takes your migration set, and allows you to set Issues arefilters on what isrisk granular color-coded by to andmigrated, by source URL be severity See exactly where the problem exists …and take the appropriate action Migrate only the content, web parts, features, lists, views, and permissions that you intend to migrate …to fix the problems before you migrate, ensuring your (37) migrations are successful Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

Davinci Migrator for SharePoint 2010 • Davinci benefits include: – Lower risk with SharePoint migrations – Discover possible problems before migrating – Improved migration planning – Determine how long migration will take – Set migration priorities for flexible, phased migrations – Perform granular or entire site migrations – Leverage the broader migration team • Register for an online Davinci Migrator demo at www.Axceler.com • A full-featured Davinci trial version is available Migration strategy slides courtesy of (38) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

For more information • Contact Christian Buckley at • Contact Mike Gilronan at: – mgilronan@kma-llc.net – cbuck@axceler.com – 781-693-6823 – 425-246-2823 – Twitter: @mikegil – Twitter: @buckleyplanet • Additional Resources available: • Additional Resources available – KMA’s blogs: http://www.kma- llc.net/insights/Pages/KMABlogs.aspx – White papers • The Insider’s Guide to Upgrading – SlideShare: to http://www.slideshare.net/kmallc SharePoint 2010 • What to Look for in a SharePoint – Events: Management Tool • SharePoint Saturday (9/25) • SPTechCon (10/22-24) • The Five Secrets to Controlling Your – Tools/Offerings: SharePoint Environment • SharePoint HealthCheck – Tool • SharePoint 2010 Readiness Check • ReadyPoint (free) (39) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

In Closing… • How to get (and share) a copy of today’s slides • Continue the SharePoint conversation with KMA Name E-mail Phone Mike Gilronan Mgilronan [at]kma-llc[dot]net 781.693.6823 Adrian duCille Aducille[at]kma-llc [dot]net 781.693.6813 • Next KMA Insights Webinar: – 10/20 – SharePoint for Internet Sites • Feedback/survey • Thank you!!! http://www.kma-llc.net (41) Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

9 22 the path to share point webinar deck

by Knowledge Management Associates, LLC on Sep 22, 2010

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