SharePoint Migration - To Be Or Not To Be ‘In The Cloud’


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With Microsoft's release of SharePoint 2013 and Office 365, organizations are still unsure which direction to turn when faced with a migration decision. Is the cloud the right fit for my organization? Is traditional, on-premise the best bet? How about the hybrid approach?

The fervor that existed in organizations to migrate quickly from SharePoint 2003 to 2007, and 2007 to 2010 has not been repeated for SharePoint 2013. While there are significant technological and user-focused advances in SharePoint 2013, it has faced rapid changes in the expectations of organizations to implement digital workplaces that its predecessors did not experience. These changes include the confusion and competition between Office 365, Yammer and other systems being introduced as options, even when hosting options have already been chosen.

Join us as we discuss the pros and cons of SharePoint in the cloud, on-premise and hybrid. This webinar will help you better understand the available options and how they fit in creating a real-time, digital workplace within your organization.
•The benefits of each migration option, Office 365, on-premise and hybrid
•Top reasons for moving to the cloud
•The cost of migration alternatives (on-Premise, Hosted, Office 365)
•How to build a value statement for your migration

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SharePoint Migration - To Be Or Not To Be ‘In The Cloud’

  1. 1. 1 SharePoint Migration: To Be or Not To Be ‘In the Cloud’ @JHCherryBlossom @Collabadam November 21, 2013
  2. 2. 2 Who Are We? Adam Levithan Jill Hannemann • Senior Consultant at Portal Solutions • SharePoint Areas of Interest: OOTB Site Templates, Project Timeline, InfoPath List Forms, Communities, and Social Engagement • Most Watched TV Show: Peppa Pig • Director of Advisory Services at Portal Solutions • SharePoint Areas of Interest: Term Store, Product Catalog, Records Center, Metadata Navigation, and eDiscovery with Exchange • Favorite Vacation Destination: Italy @JHCherryBlossom @Collabadam
  3. 3. 200+ SharePoint Implementations About Portal Solutions 10+ Years in Business 4 Practice Areas (Strategy & Planning, Branding & User Experience, Technical Design & Implementation, User Adoption & Change Management) 3 2 Times selected for SharePoint Early Adopter Program Locations (Washington, DC Metro and Boston, MA)
  4. 4. 4 Agenda • • • • • Migration and Current Trends Landscape of SharePoint Options Platform Comparisons Migration Roadmap and Planning Cost Build-Up Analysis
  5. 5. 5 Motivations for Upgrading Stabilize Environment Introduce Social It’s Free from Microsoft Upgrade Intranet Improve Collaboration New Features Get People to Finally Like SharePoint Turning to a CloudBased Infrastructure Improve User Experience Want the Better Search Engine Better Align with Lines of Business Looking to Reduce Total Cost of Ownership
  6. 6. 6 2003 -> 2007 • Run as fast as you can • Limited customizations • HUGE improvements – Integration of ECM
  7. 7. 7 2007 -> 2010 • Listened to community and made changes • Driver to build customizations • Aligned with Office and fluent/ribbon interface
  8. 8. 8 2010 -> 2013 • Competitive Marketplace • Long Term Vision? • Great Features But…
  9. 9. 9 Landscape Changes Technology Cloud Microsoft • Expansion of virtual technology • Cost of storage • Commoditization of IT/ SharePoint enables on-demand computing resources to be rapidly provisioned with minimal management effort. shift to service-based organization • Cloud first • Yammer purchase @JHCherryBlossom @Collabadam
  10. 10. 10 SharePoint Deployment Options On-Premise Hosted @JHCherryBlossom @Collabadam
  11. 11. 11 Exchange Online Office Online Lync Online email Outlook, Word, Excel, PowerPoint Instant messaging, Collaboration, document voice management SharePoint Online is part of the Office 365 Suite @JHCherryBlossom @Collabadam SharePoint Online
  12. 12. 12 How Will an Upgrade Improve Your Workforce Performance? • • • • • • Drag & Drop Office Web Applications Share/Follow No more name picker! Personal Site/Social Features Search @JHCherryBlossom @Collabadam
  13. 13. SharePoint 2013 On-Premise Architecture • In general, model has stayed same as in previous version • Numerous platform level improvements and new capabilities  Shredded Storage  SQL Improvements  Cache Service  Request Management  Themes  Sharing
  14. 14. 14 Development Options Thanks to Eric Shupps
  15. 15. Customization Packaging and Deployment Options Farm Sandbox • Full trust solutions • Customizations to file system of servers • Classic model from 2007 • Declarative elements • Partially trusted code service still included for limited server side support SP Apps • New Apps model • Deployed from corporate catalog or office market place • Manage permission and licenses specifically • Preferred option
  16. 16. 16 Platform Benefits: O365 Free – public, intranet, & collaboration sites It’s SharePoint 2013, but Online Availability, redundancy, and service levels $ Instant external sharing (through live accounts) @JHCherryBlossom @Collabadam First to receive software upgrades
  17. 17. 17 Platform Benefits: On-Premise True Portal – integration with internal systems Control of upgrades Leverage SharePoint as an application Business Intelligence @JHCherryBlossom @Collabadam Privacy and security
  18. 18. 18 Platform Benefits: Hosted Hosted Reliability, redundancy, and service levels Control of upgrades External Management of Servers Business Intelligence @JHCherryBlossom @Collabadam Privacy and security
  19. 19. 19 Feature Comparison Between Platforms On-Premise Hosted Cloud Enterprise Content Management Collaboration/Team Sites Business Intelligence Business Process Management/Workflow Social Computing People Search Search Records Management E-Discovery Federated Authentication Administration Security and Privacy Application Integration @JHCherryBlossom @Collabadam Full Control Partial Control Lack of Control Office 365
  20. 20. 20 Benefits for Moving to the Cloud Be in the Technology Vanguard Keep it Simple! SharePoint Online Integrates with Office 365 Seamlessly! Turn to a Cloud-Based Infrastructure Looking to Reduce Total Cost of Ownership
  21. 21. 21 Opportunities During a Migration Leverage the chaos to introduce a better user experience! “Search doesn’t work!” “SharePoint is slow” Identify Pain Points Identify Opportunities for Productivity “I can never get to the info I need” • Re-design the Information Architecture • Introduce Tagging • Provide Search Refiners • Re-Architect Farm for Performance • Align with Business Processes • Introduce Social Features • Create a New Look/Feel • Improve Usability of the Sites • Connect with Exchange
  22. 22. 22 Migration Road Map Pre-Upgrade Check Up Content Inventory Customization Inventory Content and Feature Mapping Creation of New UI, IA, or Page Layouts Migration Planning Migration Execution Issue Correction or Rebuilding New Feature Configuration Training and Communication
  23. 23. 23 Cloud From the Field - Technical Considerations Deployment • Password Synchronization or Active Directory Federation Services (ADFS) Implementation and Integration • Hybrid phasing is often prolonged period of discomfort Service Change • Balance between continuous innovations and minimize change • Control IT policies but not feature availability • Understand your internal security and privacy requirements Content Migration • Manual migration or will need a 3rd party migration tool that is O365 ready • Migration will not be 1 to 1. Pages, functions, workflow, and forms will need to be rebuilt and re-architected using OOTB SharePoint or other 3rd party product • New development paradigm may present a learning curve • Exchange migration can be time consuming and challenging @JHCherryBlossom @Collabadam
  24. 24. 24 On-Prem From the Field - Technical Considerations Deployment • Office Web Apps server configuration • Search configuration • Scale and disaster recovery strategy Content Migration • Several migration options: o Database attach o In-place farm upgrade o 3rd party migration tool • Can stay in 2010 mode or upgrade to 2013 mode with database attach or in-place farm upgrades • Migration will not be 1 to 1. • UI, Pages, custom web parts, forms, workflows will likely need to be rebuilt in SharePoint 2013. Take advantage of new features to replace old page features. @JHCherryBlossom @Collabadam
  25. 25. 25 From the Field - Adoption Considerations Expectations • Not a 1:1 match • 1 chance at making a good impression • Prepare users for change • Try to minimize change as much as possible Look and Feel Training • SharePoint 2013 looks different: this can be good or bad • This can be extreme depending on where you’re coming from • Prepare material to guide users through SP 2013 changes • Training on content management in libraries • Align with businesslines will help to translate a user mission statement in SP
  26. 26. 26 3rd Party Tools that Help Migration • Considerations in Your Evaluation:  On-Prem vs. O365  Migration Process  Time to Migrate  Migration Job Management  Incremental Migrations  Set up Migration Rules  Roll back Changes  Web Part Migration Process  New Item Creation Upon Migration Metalogix Content Matrix MetaVis Migrator Quest Migration Manager Idera SharePoint Migration AvePoint Migration
  27. 27. 27 Cost Build Up for Migration Activity Cost Estimates Software licenses $20 - $300 per user Deployment $500 - $5,000 Existing Site Analysis $1,000 - $8,000 IA Redesign and Mapping from Old Site (Optional) $3,000 - $10,000 New UI design and development (Optional) $5,000 - $25,000 Content Migration Planning $3,000 - $15,000 Content Migration Execution (quantity and complexity can vary) $5,000 - $50,000 Content Migration 3rd party software license (Optional) +/- $10,000 Clean Up and Rebuild $5,000 - $40,000 Incremental Migration Catch Up (Optional) $500 - $5,000 Communication $500 Training $1,000 - $5,000 Totals: $34,500 – $183,300 *Estimated with a combination of in-house resourcing/labor and consulting out-sourced labor
  28. 28. 28 Building a Value Statement Knowledge Management Cost of Migration Technology Total Cost of Ownership Productivity Gains
  29. 29. 29 Portal Solutions’ Upcoming Events! December 5 Enterprise Social and the Evolution of the Internet Featuring Jill Hannemann and Joel Oleson with ViewDo Labs Webinar - Online December 6 Enabling a Digital Workplace Featuring Rick Hinton Live Event at the Tech Council of Maryland December 10 Mobile: The Power of SharePoint in the Palm of Your Hand Featuring Rick Hinton and Lisa Ruff with Mobile Entrée Live Event at the Tysons Corner, VA, Microsoft Store
  30. 30. Questions? • Contact Us  Jill Hannemann   @JHCherryBlossom  Adam Levithan   @collabadam Special Offer to Webinar Attendees! FREE 2-Hour SharePoint Migration Upgrade Workshop Email Us For Details!