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5 Things to Know Before Migrating to SharePoint 2013, OneDrive for Business, or SharePoint Online

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Slides from a webinar conducted August 28th, 2014 with Steve Marsh, Director of Product Marketing at Metalogix. While much of the focus of the webinar was on moving to cloud-based or hybrid environments, the points made are applicable to any SharePoint migration.

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5 Things to Know Before Migrating to SharePoint 2013, OneDrive for Business, or SharePoint Online

  1. 1. 5 Things to Know for Migrating to SharePoint 2013, OneDrive for Business, or SharePoint Online Steve Marsh, Director of Product Marketing Christian Buckley, Chief Evangelist 1
  2. 2. Steve Marsh Director of Product Marketing stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Chief Evangelist & SharePoint MVP cbuck@metalogix.com www.buckleyplanet.com @buckleyplanet
  3. 3. At Metalogix, our Continuing Mission is to improve the use and performance of Enterprise Content to power knowledge sharing and collaboration. 14,000+ customer license shipped Fastest Growing and Largest ISV. Complete & Best-of-Breed SharePoint Infrastructure Management Suite We are committed to your Success with SharePoint 3
  4. 4. Topics we’ll cover today: • What is driving SharePoint toward the cloud? • What is your cloud strategy for SharePoint? • Five considerations as you develop your strategy 4 • Best practices for migration
  5. 5. What is your cloud strategy? 5
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  7. 7. 7 Advantages • A professionally managed data center with 24x7 support and advanced network security and intrusion detection. • Separation of identity and content for externally-facing workloads vs. on-premise internal-facing environments. • Rapid provisioning with little or no upfront costs for hardware and software. • On-demand scale-out to meet variable capacity demands.
  8. 8. How successful you are with your cloud decisions will be intrinsically tied to end user adoption and, ultimately, business alignment 8
  9. 9. 9 SharePoint Growth & Evolution SharePoint Releases Metadata Content
  10. 10. How are you planning your move to SharePoint Online? 10
  11. 11. On Premises Cloud 11 1. Migration
  12. 12. 2. User-driven (osmosis) On Premises Cloud 12
  13. 13. 13 3. Phased On Premises Cloud
  14. 14. 4. Hybrid transition On Premises Cloud 14 AD Azure ADFS AD
  15. 15. Five things you should consider before making the move: 15
  16. 16. 1 – Collaboration & Content Strategy 16
  17. 17. Collaboration and Content Strategy 17 Has anything changed? Does my SharePoint Farm represent my current organization strategy? Acquisitions? Leadership changes? Departmental reorganizations? Lack of strategic plans on what to use (SharePoint) for was given as 2nd biggest issue with adoption of SharePoint, following only lack of expertise to maximize its usefulness (46%)1 1 – The SharePoint Puzzle – adding the missing pieces “© AIIM 2012, www.aiim.org”
  18. 18. 2 – Create Inventories 18
  19. 19. 19 Create a Content Inventory Capture business purpose Assess relevance of content Assess current users Correct location or position Free Migration Planning Tool in site hierarchy/IA? www.metalogix.com/products/Migration-Expert.aspx Pre-migration Analysis & Preparation www.metalogix.com/products/ControlPoint.aspx
  20. 20. Create a (SharePoint) Platform Inventory 20
  21. 21. Create a SharePoint Inventory URLs Site Collection Name Site Collection Size Sub site count Large Lists Document Versions Customizations Site Location/position Content DB – Size, Number Site Collections per DB Duplicate or Orphaned Site Collections My Sites – Content DB, Size SharePoint 2013 Thresholds and Limits http://technet.microsoft.com/en-us/library/cc262787.aspx 21
  22. 22. 3 - Plan to Leverage New Functionality 22 Community sites Managed Navigation Social Features Mobile Devices Deprecated Site Definitions New functionality can significantly increase potential adoption if used well: • Managed Metadata & Navigation – find relevant information faster! • “New” file storage and sharing capabilities http://technet.microsoft.com/en-us/ library/cc261834(v=office.15).aspx
  23. 23. Plan to Leverage New Functionality Demystifying OneDrive for Business http://www.metalogix.com/Blog/Blog-Article/14-08-06/Demystifying_OneDrive_for_Business.aspx 23
  24. 24. Plan to Leverage New Functionality 24
  25. 25. Plan to Leverage New Functionality 25 Your Files to Office 365. Simple. Fast. Migrate Cloud Files to SharePoint Online & OneDrive for Business http://www.metalogix.com/Products/Drive2Office365.aspx
  26. 26. 26 [demo]
  27. 27. 4 - Develop an Information Architecture (IA) 27 Evaluate current business process Consider existing site structures Departmental/team reorganization Publishing requirements Search/findability Navigation Content Growth “Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” 1 1 – The SharePoint Puzzle – adding the missing pieces, AIIM, 2012
  28. 28. 28 Getting Ready to Migrate Strategy & Inventory Updated Information Architecture & New Features Prepare - Reorganization? Prepare - Migrate, archive, or leave behind? Prepare SharePoint for migration www.metalogix.com/products/Content-Matrix.aspx & www.metalogix.com/products/ControlPoint.aspx
  29. 29. 5 - Assess Your Migration Options 29
  30. 30. Upgrade v Migration – In Microsoft Terms 30 UPGRADE: -The Physical Transformation of a SharePoint Content Database from one Schema Version to the Successive Updated Schema MIGRATION: -The Physical Movement of SharePoint Containers, Data and Associated Attributes from one SharePoint Farm to a new Farm independent of SharePoint version http://www.metalogix.com/Blog/Blog-Article/13-02-11/Yes_You_Can_Move_Straight_From_SharePoint_2007_to_SharePoint_2013.aspx
  31. 31. The Database Attach Upgrade 1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013) 2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server 3. Content DBs upgraded (but not site collections – remain in 2010 “mode”) 4. Service Application DBs upgraded 5. Site collections evaluated and upgraded by owners 31 The Out of the Box Approach
  32. 32. The Database Attach Upgrade – Issues? 1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013) 2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server 3. Content DBs upgraded (but not site collections – remain in 2010 “mode”) 4. Service Application DBs upgraded 5. Site collections evaluated and upgraded by owners 32 The Out of the Box Approach What about SharePoint 2007 or 2003 or Office 365? “Read Only” is not collaborative. How long can SharePoint be offline? Lots of accidents waiting to happen? How long before something breaks? Truly gradual? Change Management? SharePoint Sprawl? Future growth?
  33. 33. The OOTB – Where It Can Go Wrong Potential Content Issues Document Libraries with greater than 250,000 documents • May fail therefore move to folders with 2000 documents in each Remove excess versions of documents to increase speed • Either Manually or Programmatically Remove unused templates, features and web parts • Stsadm commands to identify current use 33
  34. 34. The OOTB – Where It Can Go Wrong Potential Database Issues Sites Collections & Databases larger than 100GB will be slow and may fail •Split Across Multiple Databases My Sites should be moved to their own Content DB Remove duplicate or orphaned site collections •These can cause the DB attach to fail Site Collection Limit per Content DB has Changed •Warning now at 2,000 with Limit at 5,000 (down from 15,000) 34
  35. 35. The OOTB – Where It Can Go Wrong General SQL Management & Performance Issues Upgrade Multiple Databases in Parallel • Upgrading in Parallel can be slower than one at a time Use Throttling • Limit number of DB upgrades that happen at once SQL Mirroring should be turned off SQL Storage can grow up to 50% larger than Source DB size •Must be recovered post upgrade 35
  36. 36. OOTB vs. 3rd Party Migration Tools 36
  37. 37. Advantages of a Migration Tool 37 Skip SharePoint versions e.g. 2007 straight to 2013 Site collection-specific vs. content DB Reorganization, splitting sites & lists taxonomy, permissions, content types Re-template sites Implement a customized migration or upgrade strategy Support for Workflow
  38. 38. 38 Closing thoughts: • A migration is a great opportunity to reassess your business requirements and “spring clean” • The most successful migrations are those that pay close attention to the end user experience throughout • Put as much control into the hands of your end users as possible. After all, they own the content
  39. 39. 39 Resources: • Your SharePoint Path Forward: On Prem, Cloud, or Hybrid http://bit.ly/1or8ngE • SharePoint 2013 Thresholds and Limits (TechNet) http://bit.ly/QC7mK1 • Free Migration Planning Tool www.metalogix.com/products/Migration-Expert.aspx • Pre-migration Analysis & Preparation www.metalogix.com/products/ControlPoint.aspx • Plan for SharePoint 2013 (TechNet) http://bit.ly/VTcuuY • Demystifying OneDrive for Business http://bit.ly/1rCyYPR • Migrate Cloud Files to SharePoint Online & OneDrive for Business (free tool) http://www.metalogix.com/Products/Drive2Office365.aspx • Yes, You Can Move Straight From SharePoint 2007 to SharePoint 2013 http://bit.ly/1lyyg3L
  40. 40. Thank You Steve Marsh Director of Product Marketing stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Chief Evangelist & SharePoint MVP cbuck@metalogix.com www.buckleyplanet.com @buckleyplanet
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