SharePoint Upgrade Planning For The Business: What You Need To Know


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  • General Expectations - Content Migration is a very tedious task in any project requiring a detailed-eye and commitment to the required effort. Many times expectations are that the content can be moved with little review or intervention after the fact. Given that a web site redesign includes moving content to new locations, taking advantage of new functionality and capabilities, and general improvements to look-and-feel, this is not a fair expectation. The project team is usually quite aware of these and have the appropriate expectations, however, external stakeholders or team members called upon only for migration may not have this same level of understating. Ensuring that expectations are aligned with all groups is extremely important to the perceived success of the migration.
  • Surprises are good for birthdays, not for business planning.
  • An email should be sent out to Site Collection admin when the temporary site is provisioned.
  • When and what to communicate to the upgrade teamIn general, the server administrators and service application administrators set the timeline for upgrade, and site owners are notified only when the process is about to begin. However, because team members have their own tasks to perform at particular points in the overall upgrade process, it is very important that you have a solid plan to communicate the progress of the upgrade to all team members so that everyone knows when it is time to perform their particular tasks. The whole upgrade team must work together to determine the dates and times to perform the upgrade. We recommend that you choose an upgrade window to occur when site usage is lowest. For small single-server deployments, upgrade may be completed in less than a day. Larger deployments can take more time, up to a weekend. There is no way to determine the precise length of time that will be required to upgrade any particular site collection. Because of this, it is very important to communicate with other team members involved in the upgrade process in addition to users. The day or days that you choose for upgrading should be far enough in the future that the upgrade team has enough time to complete all of the preliminary steps. When you plan the timeline, make sure that you schedule time to validate the upgraded sites and time to implement any changes or do any work to re-brand sites.It is important to communicate with site owners, designers, and developers at the following points during the upgrade process:Before the trial upgrade so that they know the general timeline and their roles in the process.After you perform a trial upgrade to find issues. For example, issues such as customized site templates or custom Web Parts should be reported to the appropriate site owner, designer, or developer before you schedule the upgrade, to give them time to investigate the issues and take preliminary steps. Or a developer might decide that it would be prudent to rebuild a Web Part before the upgrade occurs. And site owners might want to note any customizations that were done to their sites, such as site templates and changes to core Active Server Page Extension (ASPX) files. After the environment is upgraded so that they can review the sites and make any changes that are needed.When you are ready for them to upgrade their site collections.When and what to communicate to site usersIt is equally important to communicate with the users of the sites to tell them about the following issues: When the environment will be upgraded   In particular, you must also inform them if their sites will be unavailable during the upgrade.When their sites will upgraded   Site collection owners should communicate to their site users about the timeline for upgrading the site collection. If you, as a server farm administrator, are upgrading a site, you should communicate when that will occur.How the upgrade might affect them and what they should know about the new environment   For example, the site will look different and function slightly differently in the new user interface. You can also point them to available content, such as What's New articles or training materials, to learn about the new version. For more information about feature changes, see What's new in SharePoint Server 15 Beta.How to obtain help   If they find an issue with their site after upgrade, how can they obtain help in addressing it?You can use the new system status bar in the site collections to notify users of these items.
  • General Expectations - Content Migration is a very tedious task in any project requiring a detailed-eye and commitment to the required effort. Many times expectations are that the content can be moved with little review or intervention after the fact. Given that a web site redesign includes moving content to new locations, taking advantage of new functionality and capabilities, and general improvements to look-and-feel, this is not a fair expectation. The project team is usually quite aware of these and have the appropriate expectations, however, external stakeholders or team members called upon only for migration may not have this same level of understating. Ensuring that expectations are aligned with all groups is extremely important to the perceived success of the migration.
  • Content Review – Determining the best or most efficient timing for content review, tends to become an issue. Given its time consuming nature it's hard to convince external stakeholders to review their content in advance to ensure that it warrants moving to the new site. There is a common temptation to say: ‘we’ll migrate to the current site into the new CMS, and it will be easier to clean up there’. Unfortunately this rarely works in practice. Once the new site is live, the pressure to clean up the content evaporates, pages are orphaned and content updates focus on the present and future and not the past. If this approach is selected, at the very least identify what can be kept in limbo to ‘clean up later’ so expensive migration resources are maximized and create a strategy to address the "left overs".
  • Analyse & Select Tooling - Initially analyze the content and define a migration approach. The migration approach and the migration tool should match the quantity and scale of the content as well as the target environment requirements (Office 365 example). Selecting the wrong tool, or not selecting the tool before beginning to migrate can lead to re-work.
  • Break Content Down - Assuming you use a migration tool, you must break your content in to different sections and assign owners to the content. Organize all of the content. We have used spreadsheets, SharePoint lists, and even an Access DB might work so you can have everything managed in one location. If this is not done then the level of detail isn’t specific or deep enough and often key areas that should be assessed or tested are missed until after migration and sometimes site launch.
  • Catalog Content - The content owners must then catalog the content and decide what they want to Migrate, Delete or Archive. The content owner must define:If it is being Migrated, the destination site and or library in SharePoint Content typeTagging - This is arduous, but really has to be done as most content is not well organized or tagged.If this is not accomplished often the risk is that content that should not have been migrated will be migrated, or functions like search will be less effective in the new system (since it hasn’t been ‘tuned’ from use).
  • Test Migrations - Run mock migrations and test the results to ensure content is coming across. The client should spend some time testing after the mock runs as they will understand the content better than us. This helps identify any security, user account, or network issues that might impede migrations (but be out of a user’s control).
  • Migration Sign Off – If at all possible you don’t want to start migrating until your IA is locked down, implemented and signed off by the (internal) client. If you start too soon, you get a moving target and run into additional failures due to coordination and not having planned/prepared for new impact. On tight deadlines sometimes internal clients may push to start sooner (before you are ready) but it’s not advisable. Taking an incremental approach with incremental sign off can often mitigate this risk.
  • During an upgrade from the server products in the Office 2007 release to SharePoint 2010 Products, you could allow site owners to use Visual Upgrade to keep sites in the old experience on the upgraded environment. When you upgrade to SharePoint 2013 Preview, all sites that are still in the old experience in SharePoint 2010 Products are automatically upgraded to the 2010 experience. If you want the opportunity to address any issues and review the sites before they are switched to the new experience, upgrade them to the new experience in your SharePoint 2010 Products environment and review them before you upgrade them to SharePoint 2013 Preview. We recommend that you finish visual upgrades before you upgrade to SharePoint 2013 Preview. Finishing visual upgrades before you upgrade provides the following benefits:You can address issues while you still have the server products in the Office 2007 release components available.You can have users be involved in reviewing and fixing issues in their sites.You can roll back to the old experience temporarily if it is necessary. You cannot roll back when you are in the SharePoint 2013 Preview experience.You avoid adding potential errors to the upgrade process. The fewer operations occurring during upgrade, the better. Trying to troubleshoot errors is more difficult when you have more processes involved. And users might think that upgrade has caused an issue when it's really the experience changing to the new version. If you have an issue with how the site interface is displaying, how will you know whether it is an old issue from the site that was forced through visual upgrade, a problem with the 2010 mode in SharePoint 2013 Preview, or a problem with a new CSS file?To check for sites in the old experience, on the SharePoint 2010 Products environment, you can use the Get-SPSite Windows PowerShell command.To check for and upgrade sites still in the old experience in the SharePoint 2010 Products environment by using Windows PowerShellVerify that you have the following memberships:securityadmin fixed server role on the SQL Server instance.db_owner fixed database role on all databases that are to be updated.Administrators group on the server on which you are running the Windows PowerShell cmdlets.An administrator can use the Add-SPShellAdmincmdlet to grant permissions to use SharePoint 2013 Preview cmdlets.Note: If you do not have permissions, contact your Setup administrator or SQL Server administrator to request permissions. For additional information about Windows PowerShell permissions, see Add-SPShellAdmin.On the Start menu, click All Programs.Click Microsoft SharePoint 2010 Products.Click SharePoint 2010 Management Shell.At the Windows PowerShell command prompt, type the following command to return all site collections that are in or have subwebs in the old experience:Get-SPSite | ForEach-Object{$_.GetVisualReport()} At the Windows PowerShell command prompt, type the following command to upgrade those sites to the new experience:Get-SPSite | ForEach-Object{$_.VisualUpgradeWebs()} For more information, see Get-SPSite and Manage visual upgrade (SharePoint Server 2010).
  • MicrobloggingShare content, links, and mediaFollow people, sites, content, and conversationsActivity FeedsProvides a view into recent activity related to content, links, media, and peopleCommunitiesCommunity sites with self-service administration and moderationModern community features such as achievements and reputationDiscussionsModern discussion boardsBlogsClient application integrationCategories, comments, and moderation
  • New Search architecture with one unified searchPersonalized search results based on search historyRich contextual previews
  • Technical Details:Requires: Blob Caching to be enabled for the web application. (To minimize performance impact due to dynamic generation of images.)Adding Your Own: Additional renditions can be configured for the site collection under Site Settings > Look and Feel > Image Renditions.Stored: In the site collection /_catalogs/masterpage/PublishingImageRenditions.xml file.Supported Image Types: gif, jpg, jpeg, jpe, jfif, bmp, dib, png, tif, tiff, ico, wdp, hdp. Supported Video Types:wmv, wma, avi, mpg, mp3, mp4, asf, ogg, ogv, oga, webm.Changing Image Rendition Dimensions: Since image renditions are versioned after you change the dimensions you have to re-edit all images to crop the image according to the new dimensions.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
  • SharePoint Upgrade Planning For The Business: What You Need To Know

    1. 1. SHARE 2013| 1
    2. 2. Upgrade Planning For The Business:What You Need To Know Presented By: Richard Harbridge #Share4Biz @RHarbridge
    3. 3. Who am I?
    4. 4. What Will We Cover Today?• Why Do We Need Upgrade Planning For the Business?• What Is The Business Responsible For?• Motivating The Business To Learn SharePoint 2013• Examples Of New Features & Impact On Businesses• What Is IT Responsible For That Impacts The Business?
    5. 5. Why Do We NeedUpgrade PlanningFor The Business?
    6. 6. Upgrading Almost Always Involves Restructuring Content Costs Associated With Restructuring Technology Upgrade Costs#Share4Biz @RHarbridge
    7. 7. Many Times Upgrading Actually Means “Migrating” Migration Process For Office 365 Migrations Assessment Analyze Existing Identify Source Determine Determine Content Assess Office 365 Content To Be Ownership Of Migration Priority (Location, Quantity, Environment Migrated Content Solutions) Preparation Clean Up Content/ Define Migration Prepare Office 365 Create New Site(s) Define Content Map Content Refresh Schedule Environment In Office 365 Migration Migrate Content Based On Map/ Resolve Issues Schedule Validation Testing/ Validate Content Owner Review Of Based On Content Content (Training Map/Schedule Opportunity) Approved Post Migration Delete Source#Share4Biz @RHarbridge Plan Launch Efforts Launch New Site (w/ Training) Set Source Content To Read Only Review Feedback Content That Has Been Migrated
    8. 8. General Expectations Where Unhappiness Comes From Happy#Share4Biz @RHarbridge
    9. 9. Upgrade Planning Must Include Notification Planning Prepared User Unprepared User#Share4Biz @RHarbridge
    10. 10. What Happened To My SharePoint Designer “Design” View? “Design view is gone? It’s really difficult to update my existing customizations, data view web parts, and solutions? Prepared User That sucks, but you gave me some acceptable workarounds, training, an d support… and I know it’s not IT’s fault.”#Share4Biz @RHarbridge
    11. 11. What Happened To My SharePoint Designer “Design” View? “Design view is gone?! *Censored ranting+… There is no way in [Censored] I am letting you upgrade my sites. Everything is business critical. I don’t want you to Unprepared User upgrade any of the sites we work with either! Rawrrrr!”#Share4Biz @RHarbridge
    12. 12. No In-Place Upgrade More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013.#Share4Biz @RHarbridge
    13. 13. New Site Collection Upgrades#Share4Biz @RHarbridge
    14. 14. Puts The Upgrade In Users Hands#Share4Biz @RHarbridge
    15. 15. New Site Collection Upgrades#Share4Biz @RHarbridge
    16. 16. Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
    17. 17. New Site Collection Upgrades#Share4Biz @RHarbridge
    18. 18. Users Can Try A Demo Upgrade Sends an email to the Site Collection Admin when queue and eval site creation is complete. • The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FOR REAL USE as it expires in 30 days – noted in a bar at the top. • It also creates a copy of the site collection, so depending on search settings, and storage this can have significant ramifications (beyond just the performance implications). • Depending on SQL (non enterprise) this may set the site to ‘read only’ until creation#Share4Biz @RHarbridge is complete.
    19. 19. New Site Collection Upgrades#Share4Biz @RHarbridge
    20. 20. New Site Collection Upgrade Queue#Share4Biz @RHarbridge
    21. 21. Users Manage The Upgrade Process#Share4Biz @RHarbridge
    22. 22. Until You Upgrade… No Web Analytics#Share4Biz @RHarbridge
    23. 23. IT Control Of Upgrade Rollout Some of the key questions… • When to unlock creating new 2013 Site Collections… • When to allow upgrade of existing Site Collections… • Whether to give Site Collection Admins control or not…#Share4Biz @RHarbridge
    24. 24. What Do Users Need To Know From IT? • Information on what will happen during transition… • Communication on when their 2013 ‘infrastructure’ upgrade will occur… • Provided directions if using self-service upgrade… • Notifications and reminders for when upgrade must be completed by… • Self-service upgrade still means getting people to do it eventually by a specific time • Notification when the ‘infrastructure’ upgrade is finished… • What IT support, training, and help will be available…#Share4Biz @RHarbridge
    25. 25. What Do Users Need To Know From IT? • In migration tool driven upgrade scenarios users will need to know what their level of involvement will be. • They may need training on the migration tools, or the migration process. • What will change after migration/upgrade? • How will IT be charging or managing the cost for the migration? • What new services IT will be providing that they can leverage using SharePoint 2013?#Share4Biz @RHarbridge
    26. 26. Risks To Achieving Success#Share4Biz @RHarbridge
    27. 27. General Expectations#Share4Biz @RHarbridge
    28. 28. Content Review#Share4Biz @RHarbridge
    29. 29. Analyse & Select The Right Tools#Share4Biz @RHarbridge
    30. 30. Break Content Down#Share4Biz @RHarbridge
    31. 31. Catalog Content Effectively#Share4Biz @RHarbridge
    32. 32. Test Migrations#Share4Biz @RHarbridge
    33. 33. Migration Sign Off CHANGES#Share4Biz @RHarbridge
    34. 34. What Is The Business Responsible For?
    35. 35. 1. Coordinate With IT • Identify & Help Engage Content Owners • Identify Business Solutions • Support Prioritization Of Content Being Upgraded • Support Testing & Validation Of Upgrade Success#Share4Biz @RHarbridge
    36. 36. 2. Delete Unused/Evaluate Underused Site Collections & Sub Sites Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site#Share4Biz @RHarbridge
    37. 37. 3. Delete Unnecessary Versions Hopefully you already limit the number of versions whenever versioning is enabled… If you don’t – the upgrade provides a reminder (and benefit) to adjusting and evaluating versioning and previous stored versions of documents.#Share4Biz @RHarbridge Before Digital File Shares SharePoint
    38. 38. 4. Identify Unused Templates, Features & Web Parts#Share4Biz @RHarbridge
    39. 39. 5. Finish Visual Upgrades In 2010 Environment w/ IT#Share4Biz @RHarbridge
    40. 40. 6. Re-Create Site Templates From 2010 Only A Few… • Document Workspace • Meeting Workspace • Group Work Site • Personalization Site • Visio Process Repository (Not Removed, But Will Be) From 2007 All Site Templates…#Share4Biz @RHarbridge
    41. 41. 7. Learn SharePoint 2013#Share4Biz @RHarbridge
    42. 42. MotivatingThe Business To Learn SharePoint 2013
    43. 43. What Are The Business Benefits Of Upgrading To SharePoint 2013? 1. End User Improvements That Lead To Increased Productivity & Adoption 2. Social Improvements Can Be A Significant Driver 3. The New Search Experience & Engine Can Transform Your Organizations View On Search 4. Technical Benefits (Storage, Site Collection Level Control, Etc) 5. Solution Benefits (eDiscovery, Language, Doc Sets, WCM+, Etc)#Share4Biz @RHarbridge Article:
    44. 44. Dragged and Dropped#Share4Biz @RHarbridge
    45. 45. Previews are Awesome Office 2013 and the Office 2013 web apps can encourage users to migrate/upgrade faster. Consider tying the 2013 and Windows 8 upgrades to SharePoint.#Share4Biz @RHarbridge
    46. 46. Sharing Is Easier Sharing in SharePoint 2013 is designed to mitigate common problems from previous versions: • Granting access to a site can be a bit convoluted • Users don’t understand what permission level to grant to other users • Users generally dont know who all has permissions on a site • Users can’t see the invitations that have been sent out to external users. • Users don’t understand what rights they are giving people when they add them to a SharePoint group#Share4Biz @RHarbridge
    47. 47. Themes Can Add (Simple) Sex Appeal#Share4Biz @RHarbridge
    48. 48. SharePoint & Email Integration#Share4Biz @RHarbridge
    49. 49. Social Share-ndipity#Share4Biz @RHarbridge
    50. 50. Search Is Better!#Share4Biz @RHarbridge
    51. 51. What Is IT Responsible For That Impacts Users?
    52. 52. Understand The Differences#Share4Biz @RHarbridge Article
    53. 53. Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
    54. 54. Controlling The Site Collection Upgrade Rollout • Defer upgrade for site collections until you can get updated customizations to support 2013 mode. – If you wait until the customizations are available, you can complete the initial upgrade of database and services without significantly affecting use of the existing sites in 2010 mode.#Share4Biz @RHarbridge
    55. 55. Spring Cleaning For A Healthy Farm • Delete stale SPSites • Finish Visual Upgrades and SPWebs (w/ User to 14 Approval) • Repair data issues • Remove extraneous – stsadm -o document versions DatabaseRepair [- – Primarily user driven, deletecorruption] code or tools help – stsadm -o • Cleanup templates, ForceDeleteList features, & web parts – stsadm -o VariationsFixupTool – Primarily user driven, code or tools help – Etc…#Share4Biz @RHarbridge
    56. 56. 2007 Only – Address Large Lists Wait a second… I have SharePoint 2007 (or 2003)! • Large list views and lists with many lookup columns have performance challenges. • If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience. • SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count. • Preventative Measures: Selectively indexing large list columns can help (up to 10 columns), building smarter more efficient views (1st filter), CAML/Search alternatives…#Share4Biz @RHarbridge
    57. 57. Address Wide Lists? Column Type Number Of What are wide lists (lists with too many Columns (Table columns)? Row) Wide lists are lists with more columns than fit Single Line Of Text 64 in a single rowspan in the content database. Choice 32 During upgrade, the database is changed to a sparse table structure, and a very wide list can Date & Time 8 cause upgrade to fail. Use the Test- Yes/No 16 SPContentDatabase command in Windows Number/Currency 12 PowerShell to look for wide lists in the content databases and then remove extra columns Calculated 8 before you upgrade. Integer, Lookup, People & Group, 16 Managed Metadata Unique ID 1 us/library/ff382641%28v=office.15%29#Share4Biz @RHarbridge
    58. 58. Number Of Site Collections Per DB Too many site collections in a content database? If you have 5,000 or more site collections in a database you should break them out into multiple databases. Why is this necessary? In SharePoint 2010 Products, there was a default warning at 9,000 site collections and a hard limit at 15,000 site collections. In SharePoint 2013 Preview, these values change to 2,000 site collections for the warning and 5,000 site collections for the limit.#Share4Biz @RHarbridge Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).
    59. 59. PowerPivot Rebuilds @RHarbridge
    60. 60. Remove PowerPoint Broadcast Sites They have to go. Notify users and work with them to migrate key content, but they must be removed or left in a 2010 farm. Get-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadcast#0"} | Remove-SPSite#Share4Biz @RHarbridge
    61. 61. Plan New Site Retention Policy • Site-level retention policies – Compliance levels extended to sites – Policies include: • Retention policy for sites and Team Mailbox associated with site • Project closure and expiration policy#Share4Biz @RHarbridge
    62. 62. Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog:  Email:  Resources: 90+ SharePoint Presentations at.. 130+ SharePoint Standards at.. 15 Pages of Important Questions at.. @RHarbridge
    63. 63. Content Description SharePoint 2013 Products Preview - Upgrade Describes the steps in the process for a database-attach upgrade. Process model SharePoint 2013 Products Preview - Test Your See a visual display of information about how to test the upgrade process. Upgrade Process model SharePoint 2013 Products Preview Upgrade Use this worksheet to record information about your environment while you test upgrade. Worksheet Get started with upgrades to SharePoint 2013 Find resources to help you understand how to upgrade databases and site collections from SharePoint 2010 Products to SharePoint 2013. Plan for upgrade to SharePoint 2013 Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint 2013. Test and troubleshoot an upgrade to SharePoint Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products 2013 to SharePoint 2013. Upgrade databases from SharePoint 2010 to Find resources to help you perform the steps to upgrade databases from SharePoint 2010 SharePoint 2013 Products to SharePoint 2013. Upgrade site collections to SharePoint 2013 Find out how to upgrade a site collection to SharePoint 2013. Upgrade and Migration Resource Center for Visit the Resource Center to find additional information about upgrades to SharePoint 2013. SharePoint 2013 Products Capabilities and features in SharePoint 2013 Visit the Resource Center to learn about what’s new in SharePoint 2013. Resource Center#Share4Biz @RHarbridge
    64. 64. Content Description Whats new in SharePoint 2013 upgrade Find out about new requirements, approaches, and features that are available for upgrading to SharePoint 2013. Overview of the upgrade process to SharePoint Get a visual overview of the steps involved in performing an upgrade. 2013 Services upgrade overview for SharePoint Server SharePoint 2010 Products included several service applications, some of which have databases 2013 that can be upgraded when you upgrade to SharePoint 2013. Find out which service application databases can be upgraded and what steps that you must take before, during, and after upgrade for your service applications. Upgrade farms that share services (parent and In SharePoint Server 2010, it was possible to configure parent farms and child farms to share child farms) to SharePoint 2013 services. In such an environment, the parent farm hosts one or more service applications from which one or more child farms consume services. Learn how to approach upgrading these environments to SharePoint Server 2013. Best practices for upgrading to SharePoint 2013 Get off to the right start - review these best practices for testing and performing an upgrade to SharePoint 2013. Review supported editions and products for Understand the requirements for upgrade. And if you are planning to change SKUs or products upgrading to SharePoint 2013 during upgrade, understand which upgrade paths are supported.#Share4Biz @RHarbridge
    65. 65. SHARE 2013| 73