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.

2. SharePoint 2013 Migration:
Your 5 Rules for Success
What we’ll cover today:
• SharePoint and your changing organization
• Advances in SharePoint 2013
• Best practices for SharePoint migrations
• Real-world migration scenarios

3. Our goal today:
To help you fill in some
of the pieces of your
planning strategy for
migrating to SP2013

4. About 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: buckleyplanet.com Email: cbuck@axceler.com

5. Axceler Overview
• Improving Collaboration since 2007
• Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms
• Delivered award-winning administration and migration
software since 1994, for SharePoint since 2007
• Over 3,000 global customers in 40+ countries
• 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 trends

6. About Ian Woodgate,
Managing Director at PointBeyond
• Founded PointBeyond, now one of the UK’s leading SharePoint
specialists
• Background in financial services
• Organises SharePoint UK User Group meetings at Southampton and
regularly speaks at events
• Actively involved in many SharePoint projects across a diverse range
of industries. Focuses on SharePoint and broader IT strategy
• Twitter: @ianwoodgate Blog: blog.pointbeyond.com Email: ian.woodgate@pointbeyond.com

7. PointBeyond Overview
The UK’s leading SharePoint business solution specialists
Mission: To deliver and support business solutions that improve productivity, accuracy, and
insight
• 5 years old and growing
• Creative, innovative, experts
• Microsoft Business Critical SharePoint partner
• Partner with Axceler, K2, Nintex, Lightning Tools, and more
Getting 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 ownership
Working 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?

9. In 2003/2007 days
this was the
leading use of SP
With SP2010,
it changed

10. I would put a
majority of these into
the “no plan” bucket

11. The Governance Gap
67%
26%
0%
10%
20%
30%
40%
50%
60%
70%
80%
Startling
Truth
view SharePoint
Governance as critical
have a well
defined strategy
11

12. Why the cloud is becoming important
to SharePoint customers
As SharePoint continues to expand its
footprint, companies are demanding flexible
architectures to help them better meet internal and
external collaboration needs
• Reducing costs
• Reducing headcount
• Doing more with less
• Focusing less on traditional IT activities and more on
activities that will help drive the business forward

13. 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

14. A snapshot of SharePoint
2013

15. My Tasks
Track individual
tasks yourself
Or aggregate tasks
from Outlook and
from across SP

16. Rollups / Aggregation
Capability
Using the new FAST
Search integration, build
queries across any
content that is crawled

17. Activity Feeds
Follow
people, sites, cont
ent, tags, activitie
s
Track your
interactions with
team members or
with key content

18. Projects and Deadlines

19. Each time you log in, you
are presented with key
information around tasks
and assignments
Track a single project, or
build a portfolio view

20. Simplified Sharing

22. Why move to 2013?
• End user adoption (tighter integration
with Office) and usability improvements
• Social has become a company strategy
• Publishing to multiple formats
(intranet, extranet, internet, mobile, tablet)
• Improved search and business
intelligence, whether data is on prem or in
the cloud

24. We’re upgrading
to a newer version
of SharePoint
Why are we
talking about
migration?
We’re upgrading our
hardware on prem,
and also looking at
the cloud
We can use this as
an opportunity to
clean up our IA and
governance

25. This is your technical
migration, i.e. the
physical move of
content and “bits”

26. This is the bulk of your
migration – the
planning, reorganization, a
nd transformation of your
legacy SharePoint
environment

28. 1. Define your business
priorities
• Think holistically about your environment, and
what 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

29. • Understand the role of the Business Analyst
• Engage the Business Users
• Engage the Change Leaders
• Build a communication plan
• Integrate change management and project
management

30. Sample
Communication
Plan

31. 2. Rebuild your taxonomy
• Set realistic priorities
• Consider multiple service
levels amongst your sites
and Web apps
• Don’t solve every taxonomy
problem during the migration
• Design for those that matter
• Design for those that care

32. • Leverage what you’ve already built
• Talk to your end users about what is
working, what is not
• Communicate it out and get feedback –
don’t do it in a vacuum
It’s loud if you do

33. 3. Map to your information architecture
• A re-architecture project can exceed
the size of your migration
• Build content maps, pre
and post-migration
• Communicate

34. • 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 drive
new content into SharePoint
• Conduct an overall health check
• Usage / Activity
• Permissions
• Storage
• Audit
• Performance

35. • 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?

36. • Do it in waves
• Clearly define roles and responsibilities
• Communicate the level of effort to the
business before migrating, and what it will
take to maintain it afterward

37. 4. Establish clear and simple
governance guidelines
• Why do governance at all?
• It’s about mitigating risks
• Intellectual property
• Auditing
• Compliance
• Data integrity
• Change management
• Configuration management
• Education and training

38. • 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 the
business value to be delivered (use cases)
• Build in checks and balances (regular reviews)

39. 5. Implement transparent
change management
• Create awareness and communicate why the
migration is needed
• Identify user resistance to change
• Provide tools and time to help
them through the migration
• Replicate technical leadership
traits in new processes

40. 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

41. • Make it clear to people how they are
involved, what is expected from them
• Give them feedback loops
• Show them what actions you are
taking, when you think it will be delivered
• Leverage social and collaborative features
to mentor, educate, and communicate

42. The more you involve people in the process,
the more likely they are to accept the results

43. • Know what is out there
• Understand how people are using the system
• Understand how the platform currently provides business
value, where it needs to improve
• Know the guiding principles for how the
system should be used and managed
• Create policies that following these
principles, while also allowing
people to collaborate
In Summary….

44. Planning is key
• Utilize your established PM methodology
• Follow these simple, and universal, guidelines
for planning:
• Understand your business objectives
• Understand your end user expectations
• Understand your governance model
• Take feedback, iterate on your design
• Make your efforts transparent

45. The Perils and Pitfalls of
Migration
Failure 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

46. PointBeyond Upgrade
Readiness Assessment
Following a 4-day Upgrade Readiness Assessment, you’ll
receive a report containing:
• High level business case – Identifying the benefits to your
organisation if you upgrade and how you can meet your
business objectives.
• Personalised action plan – Clearly defined steps that will
deliver a successful migration. Identify issues early to
overcome hurdles, reduce risk and down time.
• Estimated migration costs – a detailed breakdown of the
costs your organisation is likely to face.
• Additional recommendations – Further ideas on where
processes or tools could add value to your migration project.

48. Online and offline resources
• Axceler Governance Maturity Benchmark Survey http://bit.ly/XudXTK
and related infographic http://bit.ly/ZhupYp
• Axceler’s Migration Kit, including tools, videos, and the whitepaper
“Five Essential Steps for Mastering SharePoint Migration Planning”
http://bit.ly/szCAt9
• Upgrade and Migrate to SharePoint 2013 (IT Pro) – TechNet
http://bit.ly/NWsEtc
• Top 8 Migration Tips for Office365 (Scott Cameron) http://bit.ly/LXwPYT
• Why Do SharePoint Projects Fail? http://bit.ly/dmJmw
• What to Look for in a SharePoint Management Tool http://bit.ly/l26ida
• Capacity Planning and Sizing for Microsoft SharePoint Products and
Technologies, http://bit.ly/eXf0Cy

49. Thank you!
cbuck@axceler.com
@buckleyplanet
www.Axceler.com
presentations
blog
book
governance4hybrid
Ian.woodgate@pointbeyond.com
@ianwoodgate
www.PointBeyond.com