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Project Online Migration Transformation Webinar


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Migrating to Project Online is a critical component of PMO transformation, but starting the conversation and completing the first steps can be overwhelming to organizations who fear disruption to current workloads as well as the unknown. With the right guidance and tools, Project Online migration can be easier than you think and the results can be astronomical.

In this webinar we will walk you through the key steps of migration as well as the best practices that have come from hundreds of migrations so you can learn from our real world experience. What are the benefits of Project Online and are they worth the move? What does my organization need to do to prepare for Project Online migration; are we even ready for it? What are the risks of moving online? All of these questions will be answered in our Migration Transformation Bootcamp for Project Online Migration. Topics include:

Project Online Benefits
Migration ROI
Migration Best Practices
Migration Life Cycle
Free Migration Tools and Assessment

Published in: Technology
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Project Online Migration Transformation Webinar

  1. 1. Migration Transformation Bootcamp for Project Online Reimagine Project Portfolio Management Digital Productivity Solutions Built for the Microsoft Cloud
  2. 2. 86% of CEOs consider Digital their #1 priority Digital Transformation occurs through projects and programs 1 Source: PWC CEO Survey
  3. 3. Projects often fall short of their potential Do the right projects of surveyed companies reported high alignment between projects and strategy 43% 62% untapped potential current outcomes Do the projects right of projects meet their goals—a number essentially unchanged since 2012 Project Management Institute. “Pulse of the Profession: The High Cost of Low Performance.” 2016.
  4. 4. A strong decade of innovation
  5. 5. Continuous PPM innovation Benefit from accelerated delivery of new PPM capabilities through the cloud RELEASES EVERY 3 YEARS First PPM Server 2002 M i c r oso ft P P M S a a S Getting started experience OData in SSIS Accelerated reporting Power BI Unlimited instances Heatmaps Multiple timelines Resource engagements 2016 on-premises Accessibility Planner iPad App PSA connector Out-of-the-box reports Mobile time reporting Planner App ACCELERATED INNOVATION IN THE CLOUD
  6. 6. The cloud delivers lower TCO No Upfront License Fees No Hardware Infrastructure Remove IT Barriers Lower Implementation Costs No More Upgrades Predictable On Premises = Hidden Costs Licenses Hardware Consultants Infrastructure Maintenance Dedicated Staff Upgrades 1Source: Yankee Group: Hosted vs. Premise based Sales Solutions: TCO and Trade Offs Cloud Computing: 46% Lower TCO1
  7. 7. The benefits of moving online • Agility • Scalability • Lower Cost of Ownership • Governance and Control • Momentum – Take Action! • Focus on Delivering Value • Strengthen Collaboration • Flexibility • Mobility • Accessibility • Online Apps and Integrations • Competitive Advantage
  8. 8. • Overall performance of O365 tenants is generally the same with variations ✓ The more data preparation and cleanup, the easier the migration • Master Projects migrated w/o Status Managers and w/o Project Owner • Environments with large sets of resources require more time (1,000+) • Calendar exceptions need to be equivalent from source and target otherwise discrepancies in project schedule data will occur • Monitor number of subsites (only 2,000 per site collection supported) ✓ Plan for archive or other SCs Bottom Line: 1. Estimate/Assess the data to be migrated 2. Understand technical boundaries of Project Online for your migration 3. Invest in pre-planning and a migration strategy Migration trends
  9. 9. • Amount of data is directly related to the amount of time the migration will take • Amount and quality of the data is also directly related to the risk and complexity of the migration • A migration is a complex process that requires first developing a migration strategy to ensure complete data integrity Migration to Project Online sizing
  10. 10. • Project Server 2013 to Project Online • 600 projects and project sites (medium) • Accelerated timeline due to infrastructure decommissioning • Required migration strategy to meet timeline ✓ 1st release – active projects ✓ Subsequent releases closed and archived Migration case study - overview
  11. 11. Migration case study: characteristics • Multiple planning sessions prior to Initiation • Well coordinated but geographically distributed team with defined roles • Managed customizations - custom SharePoint, custom lists and libraries • Be prepared for changes – e.g. “Reporting Feature” introduced
  12. 12. Migration case study – success factors • Detailed careful planning with disciplined execution • Full test migration of all projects performed • Sequence for troubleshooting carefully defined • Full UAT during the test migration to identify anomalies (e.g. display names, look and feel of Project Sites) • With AD Sync, setup prior to resource load (and all users added to AD prior to migration)
  13. 13. Migration scenarios *FluentBooks for Project Server (on-premises) and Project Online are different SKUs. **External PPM Connector To -> From: Project Server 2013 Project Server 2016 Project Online Project Server 2010 ✓ ✓ ✓ Project Server 2013 ✓ ✓ ✓ Project Server 2016 NA ✓ ✓ Project Online ✓ ✓ ✓ External PPM** ✓ ✓ ✓
  14. 14. Best practice: source data assessment What to evaluate Resources/Users • Overall number of Resources • Number of resources of each type • Overall number of Users • Number of Active Project Server Users Projects • Overall number of Projects • Number of Active Projects • Number of Project Templates • Number of Subprojects • Number of Master Projects Project Sites • Overall number of Project Sites • Project vs Project Sites ratio • Number of Site Templates PWA Configuration and Settings • Custom Fields and Lookup Tables • Views • PDPs • EPTs • Workflows
  15. 15. • Identify migration content elements • Decide if data will be migrated to clean or preconfigured environment • Prioritize what needs to be migrated and what can be left in the older system • Identify what is not supported in Project Online and develop a mitigation plan • Identify post-migration activities Best practice: develop a migration strategy
  16. 16. Best practice: managing changes to the configuration • Option 1: Cleanup and change the source PWA entities before the migration to the target PWA • Option 2: Change in target PWA only after the migration • Do not perform changes to configuration in target PWA during the migration. ✓ Data integrity Issues will occur if source and target configuration entities are not the same
  17. 17. Best practice: standard migration approach/flow 1 2 3 4 Migration to Test Project Online PWA: - Configuration elements - Resources - Resource Plans/Engagements - Projects, Tasks, Assignments, Project Templates - Project Sites, Issues, Risks, Documents, Project Site Templates Phase 1: Plan.Migrate Migration to Test Project Online PWA - Identify and create correction actions for migration issues - Verify Configuration migration results - Verify Project Plans and Resource Plans - Verify Project Sites (content / content & look and feel) Phase 1: Verify.Correct Migration to Production Project Online PWA - Configuration elements - Resources - Resoource Plans/Engagements - Projects, Tasks, Assignments, Project Templates - Project Sites, Issues, Risks, Documents, Project Site Templates Phase 2: Migrate Migration to Production Project Online PWA - Verify Configuration migration results - Verify Project Plans and Resource Plans - Verify Project Sites (content / content & look and feel) Phase 2: Finalize
  18. 18. Best practice: build a migration project schedule 1. Migrate a few projects from the source PWA to the target 2. Create Project Schedule 3. Perform Test migration 4. Create more accurate Project Schedule 5. Perform Production Migration 6. Post-migration activities
  19. 19. Project migration duration estimates Simple Projects Migration • ~10 minutes per project upload • 500 projects • 200 Tasks • Small number of assignments • Small number of Task level Custom Fields • Small number of Formula fields • Data upload iteration duration 1 user: 83 hrs Complex Projects Migration • ~30 minutes and more per project upload • 500 projects • 1000 Tasks • A lot of assignments • A lot of Task level Custom Fields • Big number of Formula fields • Data upload iteration duration 1 user: 250 hrs Parallel uploads with multiple accounts to speed up: possible but limited. Why so much time?
  20. 20. FluentBooks for migration overview ✓ FluentBooks is built around a concept of working with a Workspace, which is a container of Project Server configuration settings and SharePoint data. Separately, FPP files contains project schedules and high level project data. ✓ FluentBooks is a desktop application and the data downloaded will be stored on the PC or any other storage in the network.
  21. 21. FluentBooks usage for data migration Migration process with FluentBooks is divided into the following steps: 1. Download data from the Source PWA • Download PWA Configuration & Settings • Download Projects & Project Plan Templates • Download Project Sites & Site Templates 2. Upload data to the Target PWA • Upload PWA Configuration & Settings • Migrate Solutions (Site Templates) • Upload Project Templates • Post-upload verification of EPTs • Update Project Site Creation Settings (target PWA) • Upload Projects • Upload Project Sites 3. Verify data exported to the Target PWA
  22. 22. FluentBooks - Microsoft PPM migration and change management platform • 11 Releases • 2 x New Wizards • 4 x Updates • 41 x Improvements • 25 Fixes *Since April 2018.
  23. 23. FluentBooks - Microsoft PPM migration and change management platform
  24. 24. FluentBooks - Microsoft PPM migration and change management platform
  25. 25. Characteristics of successful migrations ✓ Data Assessment ✓ Planning ✓ Understanding Technical Boundaries of PoL for Migration ✓ Provide / Allow Training the Team that will Perform the Migration ✓ Verification and Validation of Migrated Data
  26. 26. Special Offer – Free PPM Health Check Sign up today at
  27. 27. Special Offer – Free Migration Customer Immersion Event
  28. 28. Next steps • FREE – PPM Health Check • FREE Personalized 1:1 demo/trial for your organization • Digital Migration and Transformation Services Email Wicresoft Heather Champoux On-Demand and Upcoming Webinars: