SPSNH 2012 - SharePoint 2013 Upgrade Planning for the End User
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SPSNH 2012 - SharePoint 2013 Upgrade Planning for the End User
- 1. SharePoint 2013 (Preview) Upgrade Planning For The End User: What You Need To Know Presented By: Richard Harbridge #SPSNH @RHarbridge #SPSNH @RHarbridge
- 2. Who am I? Boston Washington #SPSNH @RHarbridge
- 5. Our Goal Today… From Here To Here #SPSNH @RHarbridge
- 6. What Will We Cover Today? • Why Do We Need Upgrade Planning For the End User? • What Is The End User Responsible For? • Motivating Users To Learn SharePoint 2013 • Examples Of New Features & Impact On End Users • What Is IT Responsible For That Impacts End Users? #SPSNH @RHarbridge
- 7. Why Do We Need Upgrade Planning For The End User? #SPSNH @RHarbridge
- 8. Upgrade Planning Must Include Notification Planning Prepared User Unprepared User #SPSNH @RHarbridge
- 9. 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, and support… and I know it’s not IT’s fault.” #SPSNH @RHarbridge
- 10. 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!” #SPSNH @RHarbridge
- 11. No In-Place Upgrade More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013. #SPSNH @RHarbridge
- 12. New Site Collection Upgrades #SPSNH @RHarbridge
- 13. Puts The Upgrade In Users Hands #SPSNH @RHarbridge
- 14. New Site Collection Upgrades #SPSNH @RHarbridge
- 15. Helping Users Understand The Upgrade Process #SPSNH @RHarbridge
- 16. New Site Collection Upgrades #SPSNH @RHarbridge
- 17. 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 #SPSNH @RHarbridge complete.
- 18. New Site Collection Upgrades #SPSNH @RHarbridge
- 19. New Site Collection Upgrade Queue #SPSNH @RHarbridge
- 20. Users Manage The Upgrade Process #SPSNH @RHarbridge
- 21. Until You Upgrade… No Web Analytics #SPSNH @RHarbridge
- 22. 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… #SPSNH @RHarbridge
- 23. 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… #SPSNH @RHarbridge
- 24. 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? #SPSNH @RHarbridge
- 25. What Is The End User Responsible For? #SPSNH @RHarbridge
- 26. 1. Delete Unused/Evaluate Underused Site Collections & Sub Sites Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site #SPSNH @RHarbridge
- 27. 2. 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. #SPSNH @RHarbridge Before Digital File Shares SharePoint
- 28. 3. Identify Unused Templates, Features & Web Parts #SPSNH @RHarbridge
- 29. 4. Finish Visual Upgrades In 2010 Environment w/ IT #SPSNH @RHarbridge
- 30. 5. 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… #SPSNH @RHarbridge
- 31. 6. Learn SharePoint 2013 #SPSNH @RHarbridge
- 32. Motivating End Users To Learn SharePoint 2013 #SPSNH @RHarbridge
- 33. Dragged and Dropped #SPSNH @RHarbridge
- 34. 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. #SPSNH @RHarbridge
- 35. Focus On Content Are your pages ready for wider displays when users choose to ‘focus’ on content and hide the quick launch? Is this a feature you already plan on using for those wide lists/pages? #SPSNH @RHarbridge
- 36. 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 don't 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 #SPSNH @RHarbridge
- 37. Themes Can Add (Simple) Sex Appeal #SPSNH @RHarbridge
- 38. SharePoint & Email Integration #SPSNH @RHarbridge
- 40. Search Is Better! #SPSNH @RHarbridge
- 41. Examples Of New Features & User Impact #SPSNH @RHarbridge
- 42. iFrames & External Content What is it? • In SharePoint 2013 content authors can insert an iframe element into an HTML field on a page. Why does it matter? • This lets content authors embed dynamic content from other sites, such as videos or map directions. What does a user have to do on upgrade? • By default, certain trusted external domains are already approved for use in iframes. Site collection administrators can customize the field security settings by changing the default trusted external domains. They can also allow content authors to insert iframes for any external domain, or prevent them from inserting iframes on any page. (HTML #SPSNH @RHarbridge Field Security Settings)
- 43. Content Search Web Part What is it? • A new web part that allows a user to roll up aggregated content across sites, site collections or the entire farm (unrestricted). Why does it matter? • Rolling up content across sites and site collections removes barriers and helps improve productivity when working across many locations. What does a user have to do on upgrade? • If the organization doesn’t have an alternative component for cross site collection roll up then this is the perfect opportunity to begin using this. • If the organization does have an alternative component for cross site #SPSNHcollection roll up, it may be worth evaluating replacing it with this web @RHarbridge part where appropriate.
- 44. Image Renditions What is it? • Image renditions let you display different sized versions of an image on different pages.Users can select the image rendition they want when modifying page content under the ‘Pick Rendition’ option. Why does it matter? • Not only does the image often look better when set to a smaller size (using renditions) but it also can be an extremely small fraction of the image size. What does a user have to do on upgrade? • By default, the image preview that is displayed for an image rendition is generated from the center of the image. Unfortunately this also means many need to be adjusted throughout your publishing sites (if you #SPSNH @RHarbridge intend to use this feature).
- 45. What Is IT Responsible For That Impacts Users? #SPSNH @RHarbridge
- 46. Helping Users Understand The Upgrade Process #SPSNH @RHarbridge
- 47. 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. #SPSNH @RHarbridge
- 48. 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… #SPSNH @RHarbridge
- 49. 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… #SPSNH @RHarbridge
- 50. Address Wide Lists? What are wide lists (lists with too many Column Type Number Of columns)? Columns Wide lists are lists with more columns than fit (Table Row) in a single rowspan in the content database. Single Line Of Text 64 During upgrade, the database is changed to a Choice 32 sparse table structure, and a very wide list can cause upgrade to fail. Use the Test- Date & Time 8 SPContentDatabase command in Windows Yes/No 16 PowerShell to look for wide lists in the content Number/Currency 12 databases and then remove extra columns before you upgrade. Calculated 8 Integer, Lookup, People & 16 http://technet.microsoft.com/en- Group, Managed Metadata us/library/ff382641%28v=office.15%29 Unique ID 1 #SPSNH @RHarbridge
- 51. 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. #SPSNH @RHarbridge Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).
- 52. PowerPivot Rebuilds http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51 #SPSNH @RHarbridge
- 53. 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 #SPSNH @RHarbridge
- 54. 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 #SPSNH @RHarbridge
- 55. Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com #SPSNH @RHarbridge
Editor's Notes
- 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.
- 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