Mastering SharePoint Migration Planning


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A walkthrough of the many different considerations while planning for your SharePoint migration.

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  • I was going to include a picture of Brad Pitt, but then I thought – ok, maybe not that cool.
  • “While Microsoft can provide options for automating migration, these options work best with implementations which have no customizations and a simple structure.” Stephen Cummins, echoTechnologyThe challenge is to do this quickly, so that you minimize user impact and environment downtime.
  • Microsoft’s easy-to-follow guides. Point and click.There are a number of risks with In Place upgrade: 1) your system will be down, and if the migration does not go well – it could be down for a while 2) disk space will be impacted. You really don’t know how much space is needed 3) no rollback. Doh!With either migration method, you do have a Visual Upgrade, which basically replaces your gradual upgrade in 2007. This allows you to migrate, and through Central Administration, preview your 2007 sites in the 2010 template before committing yourself to it. So you can keep what works, and slowly make the changes over time.
  • Planning is the key. Let’s discuss the activities leading up to migration, which will drive your method for migration.
  • My background is technical project management. My company comes from a service background, and our team has participated in hundreds of migrations. From this experience, we’ve created a list of strategic considerations that will help ensure that your migrations are successful.I’d like to walk through them in detail, and I want your thoughts and feedback.And up front, aside from this presentation being available post-conference, I’d like to provide you with a free download of our 11 Strategic Considerations Checklist.
  • Before I go through this list, I would like to point out that many of these items have circular dependencies. They need to be done in parallel. They’re not meant to be run in order necessarily, but to help guide your planning activities and make your plan more robust and thorough.
  • Refer to ondemand event by Dux Raymond Sy about SharePoint project planning
  • There is some consideration of in-place versus database attach, or some hybrid approach.
  • A strong value proposition of SharePoint is the ability to better organize your content, improve discoverability, and clarify authorship and accessibility by mapping to SharePoint’s permissions. However, one of the primary reasons for delaying a file share migration is the need to go through and “clean up” content so that it can better fit into the SharePoint paradigm.  As with any spring cleaning, migrating your file shares presents an opportunity for users and administrators to clean up document versions, reorganize folder structures, clarify content ownership, and update relevant metadata. But is it easier to clean up this content inside or outside of SharePoint?
  • Why a tortoise? This big guy is from the Galapagos Islands. I was thinking about Darwin’s classification of animals on the islands. Well – specifically, I was thinking about the movie Master and Commander with Russell Crowe and how they stopped on the islands and then had discussions about Darwin, classifications and taxonomy… but that’s neither here nor there.
  • Mastering SharePoint Migration Planning

    1. 1. Christian Buckley,Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, and Seagate• Co-authored „Microsoft SharePoint 2010: Creating and Implementing Real-World Projects‟ link (MS Press, March 2012) and 3 books on software configuration management.• Twitter: @buckleyplanet Blog: Email:
    2. 2. Published 2012 by Microsoft PressOrder your copy at 10 common business problems withproven 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 system
    3. 3. Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms Delivered award-winning administration and migration software since 1994, for SharePoint since 2007 Over 2,000 global customersDramatically improve the managementof SharePoint Innovative products that improve security, scalability, reliability, “deployability” Making IT more effective and efficient and lower the total cost of ownershipFocus on solving specific SharePointproblems (Administration & Migration) Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends
    4. 4. 10/13/2012 8
    5. 5. Despair.com10/13/2012 9
    6. 6. This is your technical migration, i.e. the physical move of content and “bits”Email Cell Twitter 425.246.2823 @buckleyplanet
    7. 7. This is the bulk of your migration – the planning, reorganization, a nd transformation of your legacy SharePoint environment10/13/2012 11
    8. 8. Move Migrate Upgrade• Use the procedures for • Use the procedures for • Use the procedures for moving a farm or migrating a farm or upgrading a farm or components when you components when you components when you are changing to are changing to a are changing to a different hardware. For different platform or different version of example, use these operating system. For Office SharePoint procedures if you example, use these Server 2007. move to computers procedures if you that have faster change from Microsoft processors or larger SQL Server 2005 to hard disks. SQL Server 2008.
    9. 9. Migrations Migrations Migrations are Migrations are are phased are iterative error prone not the end goal• How and what you • Your planning should • There is no “easy” • Proper planning and migrate should not be not be limited by the button for migration. change management determined by the number of migration You can run a dozen policies will help you to technology you use – it‟s attempts you make, or pre-migration checks be successful with your about matching the by the volume of and still run into current and future needs and timing of content being moved. A problems. Admins and migrations. The goals your content owners healthy migration end users do things that should be a stable and teams. A migration recognizes the need to are not “by the book.” environment, relevant should be test the waters, to move Customizations. Third metadata, discoverable flexible, moving sites sites, content and party tools. Line of content, and happy end and content based on customizations in business applications users. end user needs, not the waves, allowing users to that run under the radar. limitations of the test and provide technology. feedback.
    10. 10. Email Cell Twitter 425.246.2823 @buckleyplanet
    11. 11. Email Cell Twitter 425.246.2823 @buckleyplanet
    12. 12. Email Cell Twitter 425.246.2823 @buckleyplanet
    13. 13. Christian 425-246-2823@buckleyPLANETwww.buckleyPLANET.comand Order your copy at
    14. 14. Email Cell Twitter 425.246.2823 @buckleyplanet
    15. 15. 11 strategies you shouldconsider as part of yourmigration planning
    16. 16. Email Cell Twitter 425.246.2823 @buckleyplanet
    17. 17. • What works • What doesn‟t work• What are the organizational “must have” requirements • What are the “nice to have” features
    18. 18. The tendency is to jump to solutions before you understand the problemEmail Cell Twitter 425.246.2823 @buckleyplanet
    19. 19. Strategy #2:Conduct propercapacity planning10/13/2012 27
    20. 20. Strategy #3:Understand thecustomizations onyour source system10/13/2012 31
    21. 21. Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate
    22. 22. Strategy #3: Understand thecustomizations on your source system
    23. 23. Strategy #4: Understand the migration schedule10/13/2012 35
    24. 24. Strategy #5: Plan for the right10/13/2012 kind of migration 37
    25. 25. Strategy #6:Plan forfile shares 10/13/2012 39
    26. 26. • Move content, as-is, into SharePoint and clean up there• Clean and organize content first, then move to a new structure in SharePoint• Migrate content in waves, using the iterations to sort through and organize your content while in transit, moving some content as- is, reorganizing and transforming others
    27. 27. Strategy #7:Plan fortagging, metadata, and taxonomy10/13/2012 43
    28. 28. In Biology, taxonomy is the science dealing with the description, identification, naming, andclassification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.” “Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and managementusage of data. The metadata required for effective data management varies with the type of data and context of use.”
    29. 29. Strategy #7: Plan for tagging, metadata, and taxonomyCommon Migraines• Ad-hoc content migration leads to junk in portal• Legacy content gets migrated slowly, if at all• Inconsistent taxonomy across farms and site collections• People author locally - multiplies problems globally• Authors don‟t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience• Portal lacks high fidelity search• User can‟t find the right content• As a result, poor portal adoption and low user satisfaction
    30. 30. Strategy #7: Plan for tagging, metadata, and taxonomy Managed Metadata Service Term Stores Improved Governance
    31. 31. • Map out your high level taxonomy (web apps, site collections) and schemas (Content Types)• Understand the as-is and to-be, and how it relates to your metadata• With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand
    32. 32. Strategy #8:Understandcentrallymanaged anddecentralizedenvironments10/13/2012 48
    33. 33. CENTRALIZED DECENTRALIZED• PROS • PROS • Improves consistency • Requires no planning • Reduces metadata duplication • Requires little upfront effort • Easy to update • Works across site collections and • Easy to support and train on portals • Allows document-level • CONS DIP, Workflow, Information • Decreases consistency Policies, and document templates • Increases metadata duplication• CONS • Hard to update • Requires planning • Hard to support and train on • Requires upfront work • Only allows list-level • Hard to manage across site Workflow, Information Policies and collections and portals document templates • Difficult to reverse
    34. 34. Do we lock Do we down team deploy site creation? MySites? Do we implant microchips in their palms?Common Topics around Centralized / Decentralized
    35. 35. Strategy #9: Stage your platform for10/13/2012 migration 52
    36. 36. • Hardware / software• Network• Virtual environments• Hosting / datacenter• Downtime / end user impacts• Communication• Location of your teams• Backup/recovery
    37. 37. Strategy #10: Decide Strategywhere and when to where and when to involve usersinvolve users 10/13/2012 54
    38. 38. Strategy #11: Definewhat success looks like (probably not this) 10/13/2012 57
    39. 39. Words of Wisdom: Then again…
    40. 40.
    41. 41. Christian 425-246-2823@buckleyPLANETwww.buckleyPLANET.comand Order your copy at