SharePoint 2013 Migration - Your 5 Rules for Success


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An overview of SharePoint 2013, and best practices for organizing and orchestrating your migration to the latest version of SharePoint -- whether on prem, in the cloud, or a hybrid. Includes a quick overview of PointBeyond's migration planning services.

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  • [Christian intro]- Lead into discussion – ask Antonio question about what seeing with customers
  • In more organizations the corn maze of SharePoint creates a governance gap.Startling Truth:67% of organizations view SharePoint Governance as critical but only 26% have a well defined strategy (Source: Axceler Governance Benchmark Survey of 1,000+ SharePoint Administrators)The Gap exists because without the right tools it’s HARD not to getlost in the maze. And the result is not only a lot of time is wasted trying to pull data from across multiple sites & farms – but policy enforcement becomes impossible. But there is light shining on the maze. Axceler clients rate better on the SharePoint Maturity Spectrum because organizations with 3rd party tools (such as Axceler) are 3X as likely to run regular audits and conduct other governance best practice activities…because they now have the capability to do so.
  • [Christian][Antonio jump in if have comments on the bullets]IAN COMMENT: Yes, and the increase in hardware needed to run SP2013 on premise is considerable, as well as the expertise needed to operate it. We’re already seeing these two factors contribute to a move to the cloud.
  • [Antonio][Christian jump in with some reinforcing comments]Businesses can collaborate from virtually anywhereAccess across multiple devicesEasy user provisioningFlexibility for hybrid environmentsMicrosoft provides world class hosting and reliability…Which allows organizations to avoid overhead of managing your own infrastructureEasy to manage and control your environmentEnterprise grade reliabilityPlan flexibility - One low monthly price for each user
  • IAN COMMENT: This section could be collapsed to a single slide if you are tight on time. There are so many different reasons to upgrade it is hard to show them all – but we could have a single slide saying the main ones. Up to you really – as long as we say there are many reasons
  • IAN COMMENT: Maybe drop this one as quite techy?
  • IAN COMMENT: Maybe move to with other social slides?
  • IAN COMMENT: I wouldn’t lead with social as the top reason – defo not my experience but would be interested to hear your views!Could also say- improved information lifecycle management, easier branding, better UI, app model and the app store, performance improvements. Also the more customisations you build on your current platform, the more challenging you make a future migration.
  • IAN COMMENT: Importance of having business justification – should not just be IT saying “we’re going to migrate”. Migration to SharePoint 2013 won’t be the right option for all, and we would always give honest advice as to appropriateness.
  • IAN COMMENT: We’ve found card sorting exercises to be very helpful when it comes to defining a taxonomy, as they really engage non technical users.
  • IAN COMMENT: A major consideration is the implementation of managed metadata, especially if you are going from 07-10. Retro-fitting metadata to existing content may not be worth the effort – it depends on your scenario.
  • IAN COMMENT: It’s always hard to retro-fit governance to a SharePoint deployment – a classic case of shutting the stable door after the horse has bolted. My strong recommendation is to include governance in your deployment planning – it’s something we always do.
  • IAN COMMENT: Engage users early, focus on business benefits not technical features, and develop champions.
  • Helping you to reach your migration goals quicker and reduce the total cost of your upgradeWhat are the benefits to your organisation? How should your upgrade be done? What are the likely costs?What options do you have?You will have to do this work anyway – this approach accelerates and de-risks your migration, by leveraging proven tools from Axceler and our expertise.
  • SharePoint 2013 Migration - Your 5 Rules for Success

    1. 1. SharePoint 2013 Migration:Your 5 Rules for SuccessWhat we’ll cover today:• SharePoint and your changing organization• Advances in SharePoint 2013• Best practices for SharePoint migrations• Real-world migration scenarios
    2. 2. Our goal today:To help you fill in someof the pieces of yourplanning strategy formigrating to SP2013
    3. 3. About Christian Buckley,Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Prior to Axceler, worked for Microsoft, part of the Microsoft ManagedServices team (now Office365-Dedicated) and worked as a consultantin the areas of software, supply chain, grid technology, andcollaboration• Co-founded and sold a software company to Rational Software.At E2open, helped design, build, and deploy a SharePoint-likecollaboration platform (Collaboration Manager), onboardingnumerous high-tech manufacturing companies, including Hitachi,Matsushita, Cisco, and Seagate• Co-authored ‘Microsoft SharePoint 2010: Creating and ImplementingReal-World Projects’ link (MS Press, March 2012) and 3 books onsoftware configuration management.• Twitter: @buckleyplanet Blog: Email:
    4. 4. Axceler Overview• Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms• Delivered award-winning administration and migrationsoftware since 1994, for SharePoint since 2007• Over 3,000 global customers in 40+ countries• Dramatically improve the managementof SharePoint• Innovative products that improve security, scalability,reliability, “deployability”• Making IT more effective and efficient and lower the totalcost of ownership• Focus 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
    5. 5. About Ian Woodgate,Managing Director at PointBeyond• Founded PointBeyond, now one of the UK’s leading SharePointspecialists• Background in financial services• Organises SharePoint UK User Group meetings at Southampton andregularly speaks at events• Actively involved in many SharePoint projects across a diverse rangeof industries. Focuses on SharePoint and broader IT strategy• Twitter: @ianwoodgate Blog: Email:
    6. 6. PointBeyond OverviewThe UK’s leading SharePoint business solution specialistsMission: To deliver and support business solutions that improve productivity, accuracy, andinsight• 5 years old and growing• Creative, innovative, experts• Microsoft Business Critical SharePoint partner• Partner with Axceler, K2, Nintex, Lightning Tools, and moreGetting more from SharePoint• Ensure SharePoint strategy is aligned with IT and business strategy• Accelerate, de-risk & reduce the cost of solution delivery with a no-code approach• Realise the true potential of the cloud and mobile• Make SharePoint more effective and efficient and lower the total cost of ownershipWorking with SharePoint 2013• Consultants attended Microsoft Ignite training in US last year• Worked extensively with 2013 beta• Several successful migrations completed, more in progress• Provide honest migration advice – does 2013 provide business benefit to you?
    7. 7. In 2003/2007 daysthis was theleading use of SPWith SP2010,it changed
    8. 8. I would put amajority of these intothe “no plan” bucket
    9. 9. The Governance Gap67%26%0%10%20%30%40%50%60%70%80%StartlingTruthview SharePointGovernance as criticalhave a welldefined strategy11
    10. 10. Why the cloud is becoming importantto SharePoint customersAs SharePoint continues to expand itsfootprint, companies are demanding flexiblearchitectures to help them better meet internal andexternal collaboration needs• Reducing costs• Reducing headcount• Doing more with less• Focusing less on traditional IT activities and more onactivities that will help drive the business forward
    11. 11. Microsoft in the Cloud• Office 365 and SharePoint Online• Microsoft’s solution for Cloud based collaboration• Includes SharePoint, Yammer, Exchange, Lync, Office Suite, etc.• Businesses collaborate from virtually anywhere• World-class hosting and reliability• Avoid overhead in managing your own infrastructure
    12. 12. A snapshot of SharePoint2013
    13. 13. My TasksTrack individualtasks yourselfOr aggregate tasksfrom Outlook andfrom across SP
    14. 14. Rollups / AggregationCapabilityUsing the new FASTSearch integration, buildqueries across anycontent that is crawled
    15. 15. Activity FeedsFollowpeople, sites, content, tags, activitiesTrack yourinteractions withteam members orwith key content
    16. 16. Projects and Deadlines
    17. 17. Each time you log in, youare presented with keyinformation around tasksand assignmentsTrack a single project, orbuild a portfolio view
    18. 18. Simplified Sharing
    19. 19. Why move to 2013?• End user adoption (tighter integrationwith Office) and usability improvements• Social has become a company strategy• Publishing to multiple formats(intranet, extranet, internet, mobile, tablet)• Improved search and businessintelligence, whether data is on prem or inthe cloud
    20. 20. We’re upgradingto a newer versionof SharePointWhy are wetalking aboutmigration?We’re upgrading ourhardware on prem,and also looking atthe cloudWe can use this asan opportunity toclean up our IA andgovernance
    21. 21. This is your technicalmigration, i.e. thephysical move ofcontent and “bits”
    22. 22. This is the bulk of yourmigration – theplanning, reorganization, and transformation of yourlegacy SharePointenvironment
    23. 23. 1. Define your businesspriorities• Think holistically about your environment, andwhat you’re trying to accomplish with SharePoint• Strategic Initiatives (for example, Compliance)• On prem vs. hosted• Online / Offline• Mobile• Extranet• LOB app integration• Social platforms
    24. 24. • Understand the role of the Business Analyst• Engage the Business Users• Engage the Change Leaders• Build a communication plan• Integrate change management and projectmanagement
    25. 25. SampleCommunicationPlan
    26. 26. 2. Rebuild your taxonomy• Set realistic priorities• Consider multiple servicelevels amongst your sitesand Web apps• Don’t solve every taxonomyproblem during the migration• Design for those that matter• Design for those that care
    27. 27. • Leverage what you’ve already built• Talk to your end users about what isworking, what is not• Communicate it out and get feedback –don’t do it in a vacuumIt’s loud if you do
    28. 28. 3. Map to your information architecture• A re-architecture project can exceedthe size of your migration• Build content maps, preand post-migration• Communicate
    29. 29. • Understand what is out there, what to do with it• File shares• Older SharePoint versions• Other ECM platforms• Business processes and new tools that will drivenew content into SharePoint• Conduct an overall health check• Usage / Activity• Permissions• Storage• Audit• Performance
    30. 30. • What kinds of customizations are on your source system?• UI design• Web parts• Workflows• Line of business applications• 3rd party tools• Custom features• Site definitions• Field types• Custom SharePoint solutions• Any changes to the file system• Outside of the SharePoint framework?• Can they be replaced by out-of-the-box functionality?
    31. 31. • Do it in waves• Clearly define roles and responsibilities• Communicate the level of effort to thebusiness before migrating, and what it willtake to maintain it afterward
    32. 32. 4. Establish clear and simplegovernance guidelines• Why do governance at all?• It’s about mitigating risks• Intellectual property• Auditing• Compliance• Data integrity• Change management• Configuration management• Education and training
    33. 33. • Clearly define roles and responsibilities• Identify ownership, stakeholders at each level• Outline short-term, ongoing processes• Have a written plan• Information management• Service level agreements• Change management• Audits on security, content, permissions• Ensure your governance strategy is mapped to thebusiness value to be delivered (use cases)• Build in checks and balances (regular reviews)
    34. 34. 5. Implement transparentchange management• Create awareness and communicate why themigration is needed• Identify user resistance to change• Provide tools and time to helpthem through the migration• Replicate technical leadershiptraits in new processes
    35. 35. Decide where and when to involve end users:• Create use cases• Create “current state” documentation• Prioritize requirements for “future state”environment• They know their content – let them drive• File share migrations, or organization• Taxonomy development• Metadata assignment• Testing / test validation• Signoff on overall project plan
    36. 36. • Make it clear to people how they areinvolved, what is expected from them• Give them feedback loops• Show them what actions you aretaking, when you think it will be delivered• Leverage social and collaborative featuresto mentor, educate, and communicate
    37. 37. The more you involve people in the process,the more likely they are to accept the results
    38. 38. • Know what is out there• Understand how people are using the system• Understand how the platform currently provides businessvalue, where it needs to improve• Know the guiding principles for how thesystem should be used and managed• Create policies that following theseprinciples, while also allowingpeople to collaborateIn Summary….
    39. 39. Planning is key• Utilize your established PM methodology• Follow these simple, and universal, guidelinesfor planning:• Understand your business objectives• Understand your end user expectations• Understand your governance model• Take feedback, iterate on your design• Make your efforts transparent
    40. 40. The Perils and Pitfalls ofMigrationFailure to:• Think about customisation• Clearly communicate to users• Consider reorganising your content• Plan Shared Services adequately• Consider claims authentication• Follow best practice for installation• Perform test migrations• Make sure infrastructure is adequate• Allow for down time• Consider O365/SP Online• Undertake business continuity planning and testing
    41. 41. PointBeyond UpgradeReadiness AssessmentFollowing a 4-day Upgrade Readiness Assessment, you’llreceive a report containing:• High level business case – Identifying the benefits to yourorganisation if you upgrade and how you can meet yourbusiness objectives.• Personalised action plan – Clearly defined steps that willdeliver a successful migration. Identify issues early toovercome hurdles, reduce risk and down time.• Estimated migration costs – a detailed breakdown of thecosts your organisation is likely to face.• Additional recommendations – Further ideas on whereprocesses or tools could add value to your migration project.
    42. 42. Online and offline resources• Axceler Governance Maturity Benchmark Survey related infographic• Axceler’s Migration Kit, including tools, videos, and the whitepaper“Five Essential Steps for Mastering SharePoint Migration Planning”• Upgrade and Migrate to SharePoint 2013 (IT Pro) – TechNet• Top 8 Migration Tips for Office365 (Scott Cameron)• Why Do SharePoint Projects Fail?• What to Look for in a SharePoint Management Tool• Capacity Planning and Sizing for Microsoft SharePoint Products andTechnologies,
    43. 43. Thank you!