Christian buckleymastering sharepointmigrationplanning-spsbe28


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In this session, we will walk through a five-point migration methodology that supplements existing project management processes with a more holistic view of what it takes to successfully migrate your environments. We’ll examine tactical steps, and provide guidance on this iterative approach, focusing heavily on information architecture and governance. Attendees will leave with a clear picture of the gaps within their current planning efforts, and actionable steps to get back on track.

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  • I was going to include a picture of Brad Pitt, but then I thought – ok, maybe not that cool.
  • Many organizations view migration as a technical or administrative activity, not an end user effort. As a result, end user input may be secondary at best, or their involvement may be viewed as a burden that unnecessarily extends project timelines. The problem with this view is that your end users know their requirements, essential business processes, and data better than you do. Input from the staff and managers who are responsible for the artifacts managed within SharePoint is a critical factor for a successful migration. This input will help the engineers and IT pros responsible for the technical aspects of the migration to both determine – and follow – the correct priorities.Including end user feedback should be an organized activity, and part of each phase of your SharePoint migration. Why? Because study after study shows that active involvement in the design and creation of a system dramatically increases the chance of success. People will support what they help to create. In the case of SharePoint, end users are the recipients of the completed system – and should be the main driving force behind how the system looks and functions.Regardless of your development methodology (or lack thereof), a structured migration plan might include formal stages, such as Discovery, Design, Build, Test, Release, and Support. Given my background in technical project management, I’m partial to the tenets of the Rational Unified Process (RUP) which recognizes the sometime blurry handoffs between phases, and moves projects forward based on principles rather than policy:
  • Once the migration is underway, end users are also the best resources for testing the new SharePoint environment, validating that content has been successfully moved and that search is working properly. They can also sign off on the test plan, verifying each use case, testing functionality, and identifying any issues or enhancements that the project and development teams need to address.
  • Christian buckleymastering sharepointmigrationplanning-spsbe28

    1. 1. #SPSBEMastering SharePoint Migration Planning #SPSBE28 Christian Buckley, Axceler
    2. 2. My Background Christian Buckley, Director of Product Evangelism at Axceler • Microsoft MVP for SharePoint Server • Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations • Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration • Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, and Seagate • Co-authored „Implementing Microsoft SharePoint 2010 Real-World Projects‟ (MS Press, March 2012) and 3 books on software configuration management. • Twitter: @buckleyplanet Blog: Email: cbuck@axceler.comEmail Cell Twitter 425.246.2823 @buckleyplanet
    3. 3. Get the Book Just released from Microsoft Press Order your copy at Tackle 10 common business problems with proven SharePoint solutions • Set up a help desk solution to track service requests • Build a modest project management system • Design a scheduling system to manage resources • Create a site to support geographically dispersed teams • Implement a course registration system • Build a learning center with training classes and resources • Design a team blog platform to review content • Create a process to coordinate RFP responses • Set up a FAQ system to help users find answers quickly • Implement a cost-effective contact management systemEmail Cell Twitter 425.246.2823 @buckleyplanet
    4. 4. Why is this presentation important? Most content focused on the technical aspects of migration Migrations are not so much about the technical act of moving the data (although very important), but more about the planning that goes into preparing for the migrationEmail Cell Twitter 425.246.2823 @buckleyplanet
    5. 5. Why is this presentation important? It’s not about the minutia of scripting methods to execute a hybrid database attach upgrade of your environment We’re here to discuss the sometimes technical, but much more “hip” exercise of proper migration planning This is the Jack Bauer of migration presentations, people My weapon today…….PowerPointEmail Cell Twitter 425.246.2823 @buckleyplanet
    6. 6. Cliché #1 This is your technical migration, i.e. the physical move of content and “bits”Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    7. 7. This is the bulk of your migration – the planning, reorganization, a nd transformation of your legacy SharePoint environmentEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    8. 8. Cliché #2 They have layers They stink They make you cryEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    9. 9. Cliché #3Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    10. 10. What motivates migration? • Platform • Platform • Vision • Upgrade • Features • Operational goals • Cost-savings • Technology-driven • Business value • Technology-driven • Business valueEmail Cell Twitter 425.246.2823 @buckleyplanet
    11. 11. Why are migrations difficult? Migrations Migrations Migrations are Migrations are are phased are iterative error prone not the end goal •Should not be •Planning should not be •There is no “easy” •Proper planning and determined by the limited by the number button for migration change management technology you use of migration attempts policies will help you to you make, or by the •You can run a dozen be successful with your •Match the needs and volume of content pre-migration checks current and future timing of your content being moved and still run into migrations owners and teams problems •Recognize the need to •Your goals should be a •Be flexible, moving test the waters, to •Admins and end users stable sites and content based move sites, content do things that are not environment, relevant on end user needs, not and customizations in “by the book” metadata, discoverable the limitations of the waves content, and happy technology •Watch for end users •Allow users to test and customizations, 3rd provide feedback party tools, and line of business apps that run under the radarEmail Cell Twitter 425.246.2823 @buckleyplanet
    12. 12. Why do migrations fail? Wrong question. Why do SharePoint deployments fail? Right question.Email Cell Twitter 425.246.2823 @buckleyplanet
    13. 13. A general lack of planning But we planned this for weeks… Did you involve your end users? Sort of. Did you identify the key use cases, and prioritize them? No. Did you make the process iterative, folding what you learned back into your migration activities? Um...Email Cell Twitter 425.246.2823 @buckleyplanet
    14. 14. Where should you focus? Map out the existing environment • Update the look and feel Understand the business priorities • Create an audit process for ongoing maintenance Model your planned environment • Develop a back up and disaster recovery plan Run a detailed discovery of what should be migrated • Update systems to latest builds and service packs Conduct detailed capacity planning • Establish a sound governance model Identify roles and responsibilities • Identifies throttles and limitations Understand your audience and topology • Understand and plan for new functionality Analyze usage and activity • Focus on functionality, then look and feel Know your storage needs • Develop a communication strategy Track and plan for each customization • Create a governance website Create a detailed migration schedule • Run PreUpgradeCheck a few dozen times Organize granular requirements by team • Have an anti-virus and maintenance plan Plan to migrate or index file shares • Plan for migration from other ECM platforms Replace third party tools with out-of-the-box functionality • Consolidate or reduce the number of SharePoint versions Create or refine your metadata and taxonomy supported Map content to new information architecture • Understand performance metrics for the system Cleanup permissions • Know your stakeholders Optimize information architecture for search • Assign metadata to the new information architecture Stage your platform for migration • Develop a detailed test plan Coordinate with your operations team • Get signoff on all major design and architectural decisions Roll out new features • Decide where and when to use end users Plan for where and when to involve the users • Establish strong change management policies Develop and track key performance indicators • Expand the footprint to mobile or the cloudEmail Cell Twitter Train your end users on new functionality Blog • Understand and focus on the organizational 425.246.2823 @buckleyplanet
    15. 15. What tools are in your toolbelt?Email Cell Twitter 425.246.2823 @buckleyplanet
    16. 16. 5 Steps to Mastering Migration Planning …or better stated, 5 areas of focus that will help your overall SharePoint deployment to be successful Scope Process Data layer Transformation Continuous improvementEmail Cell Twitter 425.246.2823 @buckleyplanet
    17. 17. 1. Understand the scopeEmail Cell Twitter 425.246.2823 @buckleyplanet
    18. 18. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    19. 19. Is it better to ask users what they want or need before introducing a new technology, or to demonstrate the new technology and then ask them what they want or need?Email Cell Twitter 425.246.2823 @buckleyplanet
    20. 20. Ask the questions What is your role? How do you accomplish your job today? What is currently automated, and how? Are there gaps in your business processes? Can these be solved through process, or do they require technology? Where is the business experiencing pain?Email Cell Twitter 425.246.2823 @buckleyplanet
    21. 21. Build the use cases • Role-specific • Keep them simple • Don‟t make judgment calls, just identify themEmail Cell Twitter 425.246.2823 @buckleyplanet
    22. 22. Prioritize the actionsEmail Cell Twitter 425.246.2823 @buckleyplanet
    23. 23. Refine the scope Incorporate feedback from the team Clearly define and publish the criteria Consistently review Keep a running list Build out quickly and test Be flexibleEmail Cell Twitter 425.246.2823 @buckleyplanet
    24. 24. Where to start? As part of your discovery process, conduct an overall health check Usage / Activity Permissions Storage Audit PerformanceEmail Cell Twitter 425.246.2823 @buckleyplanet
    25. 25. 2. Focus on the processEmail Cell Twitter 425.246.2823 @buckleyplanet
    26. 26. Common Project MethodologyEmail Cell Twitter 425.246.2823 @buckleyplanet
    27. 27. The more you involve your end users, the more likely they are to accept the end resultEmail Cell Twitter 425.246.2823 @buckleyplanet
    28. 28. Development Framework Example - Rational Unified Process 1. Develop iteratively, with risk as the End Users help identify primary iteration driver priorities, problem areas 2. Manage requirements Provide requirements 3. Employ a component-based Help define components architecture 4. Model software visually Review designs 5. Continuously verify quality Test, provide feedback 6. Control changes Use the product, identify technical issuesEmail Cell Twitter 425.246.2823 @buckleyplanet
    29. 29. Know your key artifacts Requirements / scope document Project plan Communication plan Test plan Governance plan Enterprise governance IT governance SharePoint governance Site-level governance Outline of key roles and responsibilities Change management processEmail Cell Twitter 425.246.2823 @buckleyplanet
    30. 30. Make assignments RACI format  Responsible  Accountable  Consulted  Informed OARP format  Owner  Approver  Reviewer  ParticipantEmail Cell Twitter 425.246.2823 @buckleyplanet
    31. 31. Test early, test often Build a test plan Clearly define roles and responsibilities and time estimates Assign roles Give recognitionEmail Cell Twitter 425.246.2823 @buckleyplanet
    32. 32. IterateEmail Cell Twitter 425.246.2823 @buckleyplanet
    33. 33. 3. Outline the information layerEmail Cell Twitter 425.246.2823 @buckleyplanet
    34. 34. Know your information architecture Clean up content types Understand navigation Organize metadata Prepare for Managed Metadata Optimize for search Consolidate templatesEmail Cell Twitter 425.246.2823 @buckleyplanet
    35. 35. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    36. 36. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structureEmail Cell Twitter 425.246.2823 @buckleyplanet
    37. 37. Get organized • Understand what is out there • Who owns the content? • Does it need to be moved? • Does it need to be indexed/searchable? • Is the folder structure important? • Do you need to maintain historic metadata?Email Cell Twitter 425.246.2823 @buckleyplanet
    38. 38. 4. Migrate and transformEmail Cell Twitter 425.246.2823 @buckleyplanet
    39. 39. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    40. 40. 5. Set up a process of continual improvementEmail Cell Twitter 425.246.2823 @buckleyplanet
    41. 41. Email Cell Twitter 425.246.2823 @buckleyplanet
    42. 42. What’s your culture of change? "Culture does not change because we desire to change it. Culture changes when the organization is transformed; the culture reflects the realities of people working together every day." — Frances Hesselbein The Key to Cultural Transformation, Leader to Leader (Spring 1999) • Understand your corporate culture before you try to change anything • Explain what it is you’re trying to do, and get end users onboard • In addition to executive buy in, you need your end users to buy inEmail Cell Twitter 425.246.2823 @buckleyplanet
    43. 43. Remember, there is no such thing as a homogenous deploymentEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    44. 44. Tactical Approach
    45. 45. Discovery Cleanup and Preparation Prep the destination system Planning Test as you MigrateEmail Cell Twitter 425.246.2823 @buckleyplanet
    46. 46. 1. Discovery As best as you can, have a complete understanding of the environment that is being migrated Know what to cleanup Know what to delete Know what can be moved quickly Know what will need more hand-holdingEmail Cell Twitter 425.246.2823 @buckleyplanet
    47. 47. 1. Discovery Run the stsadmin –o preupgradecheck (if you are running SharePoint 2007, Service Pack 2) Good summary of things to pay attention to Compatibility issues Solutions or features used in your source system that need to be installed on your destination Site templates that may no longer be available (Fab40) Custom solutions, web parts, workflows, master pages, etcEmail Cell Twitter 425.246.2823 @buckleyplanet
    48. 48. 2. Clean up and preparation Only move what needs to be moved, shortening the migration cycle Unused or empty groups Unneeded and unused sites Re-inherit permissions Remove direct permissions (add to groups) Disable featuresEmail Cell Twitter 425.246.2823 @buckleyplanet
    49. 49. 3. Prep the destination system Ensure the environment is ready Complete configuration, including any shared services User Profile Search MySites Install any 3rd party solution, features, or web parts Create your web applications Define the managed paths to be used If relevant, create the appropriate Site Collections (unless you plan to migrate entire Site Collections)Email Cell Twitter 425.246.2823 @buckleyplanet
    50. 50. 4. Planning Understand usage/activity on each site Prioritize based on business functions/needs Think about site reorganization Consider making source site collections “read only” just before migrations to prevent changes being lostEmail Cell Twitter 425.246.2823 @buckleyplanet
    51. 51. 5. Test as you migrate Start small Site collections with fewer sub-sites, fewer lists, fewer permissions, etc Test functionality of customizations Work closely with end users and incorporate feedback Use initial tests as a baseline to convey to end users timing, performance, potential problems to look for As you test larger migrations, refine your estimatesEmail Cell Twitter 425.246.2823 @buckleyplanet
    52. 52. 5. Test as you migrate Migration time (time it takes to complete) is based on Size of the data (megabytes) Number of documents or list items (it takes longer to process 1000 items that = 1Mb than a single 1Mb document Number of sites and lists (each site and list has a number of design elements, such as site columns, content types, etc) Number of permission-related elements (number of groups, users, unique permissions)Email Cell Twitter 425.246.2823 @buckleyplanet
    53. 53. Contact me Christian Buckley +1 425-246-2823 @buckleyPLANET Additional Resources available 11 Strategic Considerations for SharePoint Migrations The Insider’s Guide to Upgrading to SharePoint 2010 Why Do SharePoint Projects Fail? Best practices for capacity management for SharePoint Server 2010, TechNet What to Look for in a SharePoint Management Tool The Five Secrets to Controlling Your SharePoint Environment ReadyPoint (free) Davinci Migrator echo for SharePoint 2007 Cell Twitter 425.246.2823 @buckleyplanet
    54. 54. A big thanks to our sponsorsPlatinum SponsorsGold Premium Sponsors Venue SponsorGold Sponsors