Movin’ On Up - A SharePoint 2013 Migration Case Study
Movin’ On Up
A SharePoint 2013
Migration Case Study
August 14, 2013
Jim Adcock, The SharePoint Therapist
Director, Enterprise Development
Focused on Governance, User Adoption, Business Process Automation
Thursdays at 11:30 am Fridays at 10:00 am
A nearly century-old construction company
(slow to make changes)
• Existing SharePoint 2007
– ~400 GB in the content DB
• Pilot SharePoint 2010
– Records Center
• Office 365
– Project that needed ability to collaborate with
external entities, not enough resources at the
time to set up their own extranet
• Some performance issues in 2007
– (All 400 GB in a single content DB)
• Unhelpful search results
• Required support for legacy customizations
• Low user adoption
– Lots of files sent via e-mail
– Shadow resources may be in use (Box, etc.)
• Access controls out of control
– Lots of folders!
Migrate content into new environment using
– Cleans up access controls
– Allows creation and assignment of content types
– Leaves behind stale content
– No customization ghosts
– Realign content into smaller content databases
Alternative – script migration using PowerShell
• Resources dedicated to SAP implementation
– Funding limitations
– Server resources
• Turnover of SharePoint staff
• Datacenter and office move
Once the migration is complete:
• Resources dedicated to supporting the two
older environments can be reclaimed
• Costs of the cloud environment eliminated
• SP2013 costs less than SP2010, skipping 2010
# of Internal Users 100
# of Servers 2
Internal CAL Enterprise (Est.) Cost
SharePoint 2010 $ 82 $ 40,000 $ 88,200
SharePoint 2013 $ 94 $ 7,000 $ 23,400
Saving (Est.): $ 64,800
Legacy SharePoint Customizations
• Replaced w/ other (non-SharePoint) solutions
• Replaced using OOTB SP2013 features
• Must be rebuilt with the App model
Documents customized to reflect the
existing environment and desired
outcomes labeled as “Plan”, and as-yet
un-customized docs are “Templates”.
As the templates get filled out, they
• Determine Governance
• Determine Architecture
• Install Servers and Software
• Configure 2013 Environment
• User Training
• Content Migration
• Application Migration
• Decommission 2007 and 2010
• Identify Key Stakeholders
• Project Kickoff Meeting
• Vision and Goals
• Decisions List
These decisions feed into Architecture design
MAKE IT BETTER!
INTRANET MIGRATION TO SHAREPOINT 2013
Upgrade project kickoff meeting with key stakeholders
(Presentation Rough Draft)
WE’RE GETTING AN UPGRADE
• SharePoint 2013 has some great new features –
including a more intuitive interface!
• Streamlined Permissions – it will be easier for you to
get access to your stuff!
• Better Search – it will be easier for you to find what
you are looking for!
• So significant, I had to mention it again!
• You know how Google has gotten better over the
years at giving you what you are looking for?
Microsoft has figured out that it needs to step up its
We are trying to make work easier for you.
THAT’S THE CARROT
• Carrots are good for you!
• But you aren’t a horse, and carrots may not be your
• In other words, while it is good for you, you might
have to “eat” some things that you may not like the
taste of in order to reap the benefits.
CHANGE CAN BE HARD….
• But we are going to do everything we can to make
it as easy as possible to get to the good stuff.
Provides a secure place to store documents
• Always backed up
• Always available (cloud!)
• Version control
• Access control
• Alerts – stay informed of changes!
Workflow automates business processes
Spend less time managing processes and more time
Empower users – get IT out of the way of business!
PC Network Share SharePoint
A FEW CHANGES…
• Additional Governance - Consistent look and feel
across the organization
• Better experience for the end users – you!
• More consistent system behavior
• More consistent search results!
• Behavior - Never add another attachment to e-mail
• Cost savings!
• No more playing “Which version is correct?”
• No more folders!
• Say what?!?!?
FILE FOLDERS ARE SO 19TH
• Prior to 1898, businesses kept papers in envelopes in
turn stored in arrays of pigeonholes often lining a
wall. Finding and opening envelopes and unfolding
papers was troublesome and inefficient.
• The vertical filing cabinet (more or less as in use
today) was invented by Edwin G. Seibels in 1898.
Seibels reasoned that folding was not necessary;
papers could be kept in large envelopes standing
on end vertically in a drawer.
• Electronic folders are designed to mimic the
separation provided by the 1898 invention.
LIMITING YOUR VIEW
• Folders limit your view of information to only the way
the data is separated by the folders
• But what if you wanted to look at the data a
HOW WE FIND STUFF
• Then: Location was everything
• Now: Search is king. Search is so much the
prevalent way we find things that we don’t even
call it “searching” anymore. We call it after a
common search appliance – we “Google” things
now! (Even when we are using Bing! Sorry, MS!)
• Search gives you what you are looking for when
you are looking for it
CONTAINERS ARE FOR LOCKING
• Use containers (like sites, libraries or folders) to
create security zones.
• Use labels – tags and “metadata” to group things
by what they are and make them findable
• Use “content types” to determine what types of
labels can be applied, and how to handle the
• A big change like this is an opportunity to address
• A big part of helping you to get the most out of
SharePoint is teaching you how to get the most out
MAKE USERS HAPPIER
• Easier to use
• More effective, giving you time to spend on things
MAKE MANAGEMENT HAPPIER
• Cost reductions!
• Increased efficiency! (More cost reductions!)
• More focus on capturing business (more profit!)
• More focus on improving services (happier
customers, more profit!)
PROPOSED VISION STATEMENT
“The Portal provides an environment where, in one organized, intuitive
and searchable location employees will find the systems, tools,
information and collaboration areas that they need.
From any internet-connected computer, employees will be able to
realize greater efficiency accessing important business systems, people
information, company forms, news, benefits summaries, calendars and
other company information.
The portal will provide tools for teams to collaborate and share
documents, timelines, status reports and other communication, thus
providing additional benefit to our customers, and our industry partners
in a secure and efficient way.”
Stakeholders provide input at this step
Utilized by Business Users to develop and implement business solutions that use technology without
IT’s direct involvement.
Utilized by IT to develop and implement more advanced technical solutions through a unified
application delivery platform.
The primary repository for document sharing, collaboration, and communication.
The primary location for simple workflow/business process automation.
The employee Portal and communication center for internal corporate communications.
The primary project issue tracking system with the support of Project Server.
x The repository for any XYZ documents and processes.
The platform used for customer relationship management. (Recommend OOS)
The learning management system used by our organization. (Recommend OOS)
Utilized as an asset management system.
The ticket tracking system for our operational issues.
The work order management system used by our organization.
Stakeholders provide input at this step
Install the Servers
• Virtualized environment, can clone base OS
• Dev, Test and Production environments
How do you create multiple environments with
Often the most overlooked
requirement for successful
Training begins as soon as the
Dev environment is stood up.
Open for Business
• Open the 2013 site for use
• Search crawls 2007 content
• New home pages for each department
• Links to 2007 site content until migrated
Test migration of content to Test environment
– Move IT first – dog food!
– Validate the migration test in Test
– Use the validated migration to re-migrate to Prod.
– Final validation in Production
Recreate customizations from 2007 that the
business needs to carry forwards into 2013
Can be done in parallel to Content Migration
Decommission 2007 and 2010
• Final backup
• Turn off VMs
• Wait to see if anyone screams “My data!”
• Release resources
Ask now or feel free to contact me later:
– @dlairman and @SPointTherapist