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SHAREPOINT 2013 UPGRADE PLANNING FOR THE
BUSINESS: WHAT YOU NEED TO KNOW
RICHARD HARBRIDGE
Microsoft (USA)
What Will We Cover Today?
•

Why Do We Need Upgrade Planning For the Business?

•

What Are The Risks To Achieving A Succe...
Why Do We Need
Upgrade Planning
For The Business?

Share Conference | @RHarbridge
Upgrading Almost Always Involves
Restructuring Content
Costs Associated
With Restructuring

Technology Upgrade Costs

#Sha...
Many Times Upgrading Actually
Means “Migrating”
Migration Process

Identify Source
Content To Be
Migrated

Determine
Migra...
General Expectations

Where Unhappiness Comes From

Happy

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Upgrade Planning Must
Include Notification Planning

Prepared User
Unprepared User

#Share4Biz @RHarbridge
Share Conferenc...
What Happened To My SharePoint
Designer “Design” View?
“Design view is gone? It’s more
difficult to update my existing
cus...
What Happened To My SharePoint
Designer “Design” View?
“Design view is gone?!
[Censored ranting]…
There is no way in [Cens...
No In-Place Upgrade

More likely that the user will have (for a transition
period) some sites in 2010 and some sites in 20...
New Site Collection Upgrades

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Can Put The Upgrade In
Site Collection Administrators Hands

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
New Site Collection Upgrades

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Helping Users Understand The Upgrade Process

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
New Site Collection Upgrades

#Share4Biz @RHarbridge
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Users Can Try A Demo Upgrade

Sends an email to the Site Collection Admin
when queue and eval site creation is complete.
•...
New Site Collection Upgrades

#Share4Biz @RHarbridge
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New Site Collection Upgrade Queue

#Share4Biz @RHarbridge
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Users Manage The Upgrade Process

#Share4Biz @RHarbridge
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Until You Upgrade…

No Web Analytics

#Share4Biz @RHarbridge
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IT Control Of Upgrade Rollout
Some of the key questions…
• When to unlock creating new 2013 Site Collections…
• When to al...
What Do Users Need
To Know From IT?
•
•
•
•

Information on what will happen during transition…
Communication on when thei...
What Do Users Need
To Know From IT?
• In migration tool driven upgrade scenarios users will need to
know what their level ...
Risks
To Achieving
A Successful Migration

#Share4Biz @RHarbridge
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Managing Expectations

#Share4Biz @RHarbridge
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Content Review

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Analyse & Select The Right Tools

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Break Content Down

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Catalog Content Effectively

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Test Migrations

#Share4Biz @RHarbridge
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Migration Sign Off

CHANGES

#Share4Biz @RHarbridge
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What Is The Business
Responsible For?

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0. Understand The Benefits Of Upgrading To 2013
1.End User Improvements That Lead To Increased Productivity &
Adoption
2.S...
1. Coordinate With IT
• Identify & Help Engage
Content Owners
• Identify Business Solutions
• Support Prioritization Of
Co...
2. Delete Unused/Evaluate Underused Site
Collections & Sub Sites

Not every ‘unused’ site collection or
‘old’ site collect...
3. Delete Unnecessary Versions
Hopefully you already limit the number of versions
whenever versioning is enabled…
If you d...
4. Identify Unused Templates,
Features & Web Parts

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
5. Finish Visual Upgrades In 2010 Environment w/ IT

#Share4Biz @RHarbridge
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6. Re-Create Site Templates
From 2010 Only A Few…
• Document Workspace
• Meeting Workspace
• Group Work Site
• Personaliza...
7. Learn SharePoint 2013

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
What Is IT Responsible For
That Impacts Users?

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Understand The Differences

#Share4Biz @RHarbridge

Article http://www.rharbridge.com/?page_id=966
Share Conference | @RHa...
Helping Users Understand The Upgrade Process

#Share4Biz @RHarbridge
Share Conference | @RHarbridge
Controlling The Site Collection Upgrade Rollout
• Defer upgrade for site collections until you can get updated
customizati...
2007 Only – Address Large Lists
Wait a second… I have SharePoint 2007 (or 2003)!
• Large list views and lists with many lo...
Address Wide Lists?
What are wide lists (lists with too many
columns)?

Column Type

Number Of
Columns (Table
Row)

Wide l...
Number Of Site Collections Per DB
Too many site collections in a content database?
If you have 5,000 or more site collecti...
What Did We Cover Today?
•

Why Do We Need Upgrade Planning For the Business?
Upgrades Often Involve Restructuring, Migrat...
Thank You
Organizers, Sponsors and You for Making this Possible.
 Twitter:
@RHarbridge
 Blog:
http://www.RHarbridge.com
...
Content

Description

SharePoint 2013 Products Preview - Upgrade
Process model

Describes the steps in the process for a d...
SharePoint Upgrades For The Business
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Transcript of "SharePoint Upgrades For The Business"

  1. 1. SHAREPOINT 2013 UPGRADE PLANNING FOR THE BUSINESS: WHAT YOU NEED TO KNOW RICHARD HARBRIDGE Microsoft (USA)
  2. 2. What Will We Cover Today? • Why Do We Need Upgrade Planning For the Business? • What Are The Risks To Achieving A Successful Migration? • What Is The Business Responsible For? • What Is IT Responsible For That Impacts The Business? Share Conference | @RHarbridge
  3. 3. Why Do We Need Upgrade Planning For The Business? Share Conference | @RHarbridge
  4. 4. Upgrading Almost Always Involves Restructuring Content Costs Associated With Restructuring Technology Upgrade Costs #Share4Biz @RHarbridge Share Conference | @RHarbridge
  5. 5. Many Times Upgrading Actually Means “Migrating” Migration Process Identify Source Content To Be Migrated Determine Migration Priority Determine Ownership Of Content Analyze Existing Content (Location, Quantity, Solutions) Clean Up Content/ Content Refresh Define Content Map Assess Office 365 Environment Prepare Office 365 Environment Resolve Issues Post Migration Testing/ Validation Define Migration Schedule Migrate Content Based On Map/ Schedule Migration Preparation Assessment For Office 365 Migrations #Share4Biz @RHarbridge Validate Content Based On Content Map/Schedule Create New Site(s) In Office 365 Owner Review Of Content (Training Opportunity) Approved Plan Launch Efforts Launch New Site (w/ Training) Set Source Content To Read Only Review Feedback Delete Source Content That Has Been Migrated Share Conference | @RHarbridge
  6. 6. General Expectations Where Unhappiness Comes From Happy #Share4Biz @RHarbridge Share Conference | @RHarbridge
  7. 7. Upgrade Planning Must Include Notification Planning Prepared User Unprepared User #Share4Biz @RHarbridge Share Conference | @RHarbridge
  8. 8. What Happened To My SharePoint Designer “Design” View? “Design view is gone? It’s more difficult to update my existing customizations, data view web parts, and solutions? Prepared User You gave me some workarounds, training, and support… and I know it’s not IT’s fault.” #Share4Biz @RHarbridge Share Conference | @RHarbridge
  9. 9. 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 upgrade any of the sites we work with either! Rawrrrr!” Unprepared User #Share4Biz @RHarbridge Share Conference | @RHarbridge
  10. 10. 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 Share Conference | @RHarbridge
  11. 11. New Site Collection Upgrades #Share4Biz @RHarbridge Share Conference | @RHarbridge
  12. 12. Can Put The Upgrade In Site Collection Administrators Hands #Share4Biz @RHarbridge Share Conference | @RHarbridge
  13. 13. New Site Collection Upgrades #Share4Biz @RHarbridge Share Conference | @RHarbridge
  14. 14. Helping Users Understand The Upgrade Process #Share4Biz @RHarbridge Share Conference | @RHarbridge
  15. 15. New Site Collection Upgrades #Share4Biz @RHarbridge Share Conference | @RHarbridge
  16. 16. 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 is complete. #Share4Biz @RHarbridge Share Conference | @RHarbridge
  17. 17. New Site Collection Upgrades #Share4Biz @RHarbridge Share Conference | @RHarbridge
  18. 18. New Site Collection Upgrade Queue #Share4Biz @RHarbridge Share Conference | @RHarbridge
  19. 19. Users Manage The Upgrade Process #Share4Biz @RHarbridge Share Conference | @RHarbridge
  20. 20. Until You Upgrade… No Web Analytics #Share4Biz @RHarbridge Share Conference | @RHarbridge
  21. 21. 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 Share Conference | @RHarbridge
  22. 22. What Do Users Need To Know From IT? • • • • Information on what will happen during transition… Communication on when their ‘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 Share Conference | @RHarbridge
  23. 23. 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 Share Conference | @RHarbridge
  24. 24. Risks To Achieving A Successful Migration #Share4Biz @RHarbridge Share Conference | @RHarbridge
  25. 25. Managing Expectations #Share4Biz @RHarbridge Share Conference | @RHarbridge
  26. 26. Content Review #Share4Biz @RHarbridge Share Conference | @RHarbridge
  27. 27. Analyse & Select The Right Tools #Share4Biz @RHarbridge Share Conference | @RHarbridge
  28. 28. Break Content Down #Share4Biz @RHarbridge Share Conference | @RHarbridge
  29. 29. Catalog Content Effectively #Share4Biz @RHarbridge Share Conference | @RHarbridge
  30. 30. Test Migrations #Share4Biz @RHarbridge Share Conference | @RHarbridge
  31. 31. Migration Sign Off CHANGES #Share4Biz @RHarbridge Share Conference | @RHarbridge
  32. 32. What Is The Business Responsible For? Share Conference | @RHarbridge
  33. 33. 0. Understand The Benefits Of Upgrading To 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) Article: http://www.rharbridge.com/?p=875 Share Conference | @RHarbridge
  34. 34. 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 Share Conference | @RHarbridge
  35. 35. 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 Share Conference | @RHarbridge
  36. 36. 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. Before Digital #Share4Biz @RHarbridge File Shares SharePoint Share Conference | @RHarbridge
  37. 37. 4. Identify Unused Templates, Features & Web Parts #Share4Biz @RHarbridge Share Conference | @RHarbridge
  38. 38. 5. Finish Visual Upgrades In 2010 Environment w/ IT #Share4Biz @RHarbridge Share Conference | @RHarbridge
  39. 39. 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 Share Conference | @RHarbridge
  40. 40. 7. Learn SharePoint 2013 #Share4Biz @RHarbridge Share Conference | @RHarbridge
  41. 41. What Is IT Responsible For That Impacts Users? Share Conference | @RHarbridge
  42. 42. Understand The Differences #Share4Biz @RHarbridge Article http://www.rharbridge.com/?page_id=966 Share Conference | @RHarbridge
  43. 43. Helping Users Understand The Upgrade Process #Share4Biz @RHarbridge Share Conference | @RHarbridge
  44. 44. 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 Share Conference | @RHarbridge
  45. 45. 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 Share Conference | @RHarbridge
  46. 46. Address Wide Lists? What are wide lists (lists with too many columns)? Column Type Number Of Columns (Table Row) Wide lists are lists with more columns than fit in a single rowspan in the content database. During upgrade, the database is changed to a sparse table structure, and a very wide list can cause upgrade to fail. Use the TestSPContentDatabase command in Windows PowerShell to look for wide lists in the content databases and then remove extra columns before you upgrade. Single Line Of Text 64 Choice 32 Date & Time 8 Yes/No 16 Number/Currency 12 Calculated 8 Integer, Lookup, People & Group, Managed Metadata 16 http://technet.microsoft.com/enus/library/ff382641%28v=office.15%29 Unique ID 1 #Share4Biz @RHarbridge Share Conference | @RHarbridge
  47. 47. 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. Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum). #Share4Biz @RHarbridge Share Conference | @RHarbridge
  48. 48. What Did We Cover Today? • Why Do We Need Upgrade Planning For the Business? Upgrades Often Involve Restructuring, Migration & Change • What Are The Risks To Achieving A Successful Migration? Ensure Content Is Reviewed, Cataloged & Ready • What Is The Business Responsible For? Understanding The Benefits, Coordinating With IT, & Learning • What Is IT Responsible For That New Opportunities Planning For The Differences & Impacts The Business? #Share4Biz @RHarbridge Share Conference | @RHarbridge
  49. 49. Thank You Organizers, Sponsors and You for Making this Possible.  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 100+ SharePoint Presentations at.. SlideShare.net/RHarbridge Great SharePoint 2013 Stories at.. Microsoft Case Studies 130+ SharePoint Standards at.. SPStandards.com Top Benefits & Reasons For Upgrading.. www.rharbridge.com/?p=875 #Share4Biz @RHarbridge Share Conference | @RHarbridge
  50. 50. Content Description SharePoint 2013 Products Preview - Upgrade Process model Describes the steps in the process for a database-attach upgrade. SharePoint 2013 Products Preview - Test Your Upgrade Process model See a visual display of information about how to test the upgrade process. SharePoint 2013 Products Preview Upgrade Worksheet Use this worksheet to record information about your environment while you test upgrade. 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 2013 Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products to SharePoint 2013. Upgrade databases from SharePoint 2010 to SharePoint 2013 Find resources to help you perform the steps to upgrade databases from SharePoint 2010 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 SharePoint 2013 Products Visit the Resource Center to find additional information about upgrades to SharePoint 2013. Capabilities and features in SharePoint 2013 Resource Center Visit the Resource Center to learn about what’s new in SharePoint 2013. #Share4Biz @RHarbridge Share Conference | @RHarbridge
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