Mastering SharePoint Migration Planning


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Successful SharePoint migrations have more to do with pre-planning than the technical migration itself. This presentation outlines the success factors for planning and executing a successful migration.

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Mastering SharePoint Migration Planning

  1. 1. Mastering SharePoint Migration Planning Christian Buckley @buckleyPLANETEmail Cell Twitter 425.246.2823 @buckleyplanet
  2. 2. My Background Christian Buckley, Director of Product Evangelism at Axceler • Most recently at Microsoft • Microsoft Managed Services (now BPOS-Dedicated) • Advertising Operations, ad platform API program • 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. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM • At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco • I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversaryEmail Cell Twitter 425.246.2823 @buckleyplanet
  3. 3. Axceler Overview • Improving Collaboration for 16+ Years – Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms – Delivered award-winning administration and migration software since 1994 – Over 2,000 global customers • Dramatically improve the management of SharePoint – Innovative products that improve security, scalability, reliability, “deployability” – Making IT more effective and efficient and lower the total cost of ownership • Focus on solving specific SharePoint problems (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 trendsEmail Cell Twitter 425.246.2823 @buckleyplanet
  4. 4. Migration Cliché’s • The iceberg • The onion • The carton of milkEmail Cell Twitter 425.246.2823 @buckleyplanet
  5. 5. 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
  6. 6. Cliché #2Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  7. 7. Cliché #3Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  8. 8. 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
  9. 9. 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 • There is no “easy” • Proper planning and determined by the be limited by the button for migration change management technology you use number of migration policies will help you attempts you make, or • You can run a dozen to be successful with • Match the needs and by the volume of pre-migration checks your current and timing of your content content being moved and still run into future migrations owners and teams problems • Recognize the need to • Your goals should be • Be flexible, moving test the waters, to • Admins and end users a stable environment, sites and content move sites, content do things that are not relevant metadata, based on end user and customizations in “by the book” discoverable content, needs, not the waves and happy end users limitations of the • Watch for technology • Allow users to test customizations, 3rd and provide feedback party tools, and line of business apps that run under the radarEmail Cell Twitter 425.246.2823 @buckleyplanet
  10. 10. Why do migrations fail? Wrong question. Why do SharePoint deployments fail? Right question.Email Cell Twitter 425.246.2823 @buckleyplanet
  11. 11. 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
  12. 12. 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 • Consolidate or reduce the number of SharePoint functionality versions supported • Create or refine your metadata and taxonomy • Understand performance metrics for the system • Map content to new information architecture • Know your stakeholders • Cleanup permissions • Assign metadata to the new information architecture • Optimize information architecture for search • Develop a detailed test plan • Stage your platform for migration • Get signoff on all major design and architectural • Coordinate with your operations team 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 cloud • Train your end users on new functionality • Understand and focus on the organizational visionEmail Cell Twitter 425.246.2823 @buckleyplanet
  13. 13. My Entirely New ClichéEmail Cell Twitter 425.246.2823 @buckleyplanet
  14. 14. 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
  15. 15. 1. Understand the scopeEmail Cell Twitter 425.246.2823 @buckleyplanet
  16. 16. 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
  17. 17. 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
  18. 18. Build the use cases • Role-specific • Keep them simple • Don’t make judgment calls, just identify themEmail Cell Twitter 425.246.2823 @buckleyplanet
  19. 19. Prioritize the actionsEmail Cell Twitter 425.246.2823 @buckleyplanet
  20. 20. 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
  21. 21. 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
  22. 22. 2. Focus on the processEmail Cell Twitter 425.246.2823 @buckleyplanet
  23. 23. Common Project MethodologyEmail Cell Twitter 425.246.2823 @buckleyplanet
  24. 24. The more you involve your end users, the more likely they are to accept the end resultEmail Cell Twitter 425.246.2823 @buckleyplanet
  25. 25. 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
  26. 26. 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
  27. 27. Make assignments RACI format  Responsible  Accountable  Consulted  Informed OARP format  Owner  Approver  Reviewer  ParticipantEmail Cell Twitter 425.246.2823 @buckleyplanet
  28. 28. 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
  29. 29. IterateEmail Cell Twitter 425.246.2823 @buckleyplanet
  30. 30. 3. Outline the information layerEmail Cell Twitter 425.246.2823 @buckleyplanet
  31. 31. 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
  32. 32. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  33. 33. 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
  34. 34. 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
  35. 35. 4. Migrate and transformEmail Cell Twitter 425.246.2823 @buckleyplanet
  36. 36. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  37. 37. 5. Set up a process of continual improvementEmail Cell Twitter 425.246.2823 @buckleyplanet
  38. 38. Email Cell Twitter 425.246.2823 @buckleyplanet
  39. 39. What’s your culture of change? “Even those who fancy themselves the most progressive will fight against other kinds of progress, for each of us is convinced that our way is the best way.“ — Louis LAmour • 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
  40. 40. 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? – 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