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SPSHOU - Mastering SharePoint Migration Planning


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The majority of SharePoint migration planning has little to do with the technical move, but is more about information architecture, data transformation, and other PM and BA skills. This presentation outlines 5 key areas of planning.

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SPSHOU - Mastering SharePoint Migration Planning

  1. 1. Mastering SharePoint Migration Planning<br />Christian Buckley<br />Director of Product Evangelism, Axceler@buckleyplanet<br />May 7th, 2011<br />
  2. 2. My Background<br />Christian Buckley, Director of Product Evangelism at Axceler<br /><ul><li>Most recently at Microsoft
  3. 3. Microsoft Managed Services (now BPOS-Dedicated)
  4. 4. Advertising Operations, ad platform API program
  5. 5. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
  6. 6. 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
  7. 7. 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
  8. 8. 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 anniversary</li></li></ul><li>Improving Collaboration for 16+ Years<br />Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms<br />Delivered award-winning administration and migration software since 1994<br />Over 2,000 global customers<br />Dramatically improve the management of SharePoint<br />Innovative products that improve security, scalability, reliability, “deployability”<br />Making IT more effective and efficient and lower the total cost of ownership<br />Focus on solving specific SharePoint problems (Administration & Migration)<br />Coach enterprises on SharePoint best practices<br />Give administrators the most innovative tools available<br />Anticipate customers’ needs<br />Deliver best of breed offerings<br />Stay in lock step with SharePoint development and market trends<br />Axceler Overview<br />
  9. 9. My Connection to Houston<br />
  10. 10. The iceberg<br />The onion<br />The carton of milk<br />Migration Cliché’s<br />
  11. 11. Cliché #1<br />This is your technical migration, i.e. the physical move of content and “bits”<br />
  12. 12. Cliché #2<br />
  13. 13. Cliché #3<br />Remember, there is no such thing as a homogenous deployment<br />
  14. 14. What motivates migration?<br />Move<br />Transform<br /><ul><li>Platform
  15. 15. Upgrade
  16. 16. Cost-savings
  17. 17. Technology-driven
  18. 18. Platform
  19. 19. Features
  20. 20. Technology-driven
  21. 21. Business value
  22. 22. Vision
  23. 23. Operational goals
  24. 24. Business value</li></li></ul><li>Why are migrations difficult?<br />
  25. 25. Why do migrations fail?<br />Wrong question.<br />Why do SharePoint deployments fail?<br />Right question.<br />
  26. 26. A general lack of planning<br />But we planned this for weeks…<br />Did you involve your end users?<br />Sort of.<br />Did you identify the key use cases, and prioritize them?<br />No.<br />Did you make the process iterative, folding what you learned back into your migration activities?<br />Um...<br />
  27. 27. Map out the existing environment<br />Understand the business priorities<br />Model your planned environment<br />Run a detailed discovery of what should be migrated<br />Conduct detailed capacity planning <br />Identify roles and responsibilities<br />Understand your audience and topology<br />Analyze usage and activity<br />Know your storage needs<br />Track and plan for each customization<br />Create a detailed migration schedule<br />Organize granular requirements by team<br />Plan to migrate or index file shares <br />Replace third party tools with out-of-the-box functionality<br />Create or refine your metadata and taxonomy <br />Map content to new information architecture<br />Cleanup permissions<br />Optimize information architecture for search<br />Stage your platform for migration <br />Coordinate with your operations team<br />Roll out new features<br />Plan for where and when to involve the users<br />Develop and track key performance indicators<br />Train your end users on new functionality<br />Where should you focus?<br />Update the look and feel<br />Create an audit process for ongoing maintenance<br />Develop a back up and disaster recovery plan<br />Update systems to latest builds and service packs<br />Establish a sound governance model<br />Identifies throttles and limitations<br />Understand and plan for new functionality<br />Focus on functionality, then look and feel<br />Develop a communication strategy<br />Create a governance website<br />Run PreUpgradeCheck a few dozen times<br />Have an anti-virus and maintenance plan<br />Plan for migration from other ECM platforms<br />Consolidate or reduce the number of SharePoint versions supported<br />Understand performance metrics for the system<br />Know your stakeholders<br />Assign metadata to the new information architecture<br />Develop a detailed test plan<br />Get signoff on all major design and architectural decisions<br />Decide where and when to use end users<br />Establish strong change management policies<br />Expand the footprint to mobile or the cloud<br />Understand and focus on the organizational vision<br />
  28. 28. My Entirely New Cliché<br />
  29. 29. Scope<br />Process<br />Data layer<br />Transformation<br />Continual improvement<br />5 Steps to Mastering Migration Planning<br />…or better stated, 5 areas of focus that will help your overall SharePoint deployment to be successful<br />
  30. 30. 1. Understand the scope<br />
  31. 31. Is it better to ask users what they want or need beforeintroducing a new technology, or to demonstrate the new technology and then ask them what they want or need?<br />
  32. 32. What is your role?<br />How do you accomplish your job today?<br />What is currently automated, and how?<br />Are there gaps in your business processes?<br />Can these be solved through process, or do they require technology?<br />Where is the business experiencing pain?<br />Ask the questions<br />
  33. 33. Build the use cases<br /><ul><li>Role-specific
  34. 34. Keep them simple
  35. 35. Don’t make judgment calls, just identify them</li></li></ul><li>Prioritize the actions<br />
  36. 36. Incorporate feedback from the team<br />Clearly define and publish the criteria<br />Consistently review<br />Keep a running list<br />Build out quickly and test<br />Be flexible<br />Refine the scope<br />
  37. 37. As part of your discovery process, conduct an overall health check<br />Usage / Activity<br />Permissions<br />Storage<br />Audit<br />Performance<br />Where to start?<br />
  38. 38. 2. Focus on the process<br />
  39. 39. Kathy Sierra, Creating Passionate Users,<br />
  40. 40. Common Project Methodology<br />
  41. 41. The more you involve your end users, the more likely they are to accept the end result<br />
  42. 42. Example - Rational Unified Process<br />Develop iteratively, with risk as the primary iteration driver<br />Manage requirements<br />Employ a component-based architecture<br />Model software visually<br />Continuously verify quality<br />Control changes<br />Development Framework<br />End Users help identify priorities, problem areas<br />Provide requirements<br />Help define components<br />Review designs<br />Test, provide feedback<br />Use the product, identify technical issues<br />
  43. 43. Requirements / scope document<br />Project plan<br />Communication plan<br />Test plan<br />Governance plan<br />Outline of key roles and responsibilities<br />Change management process<br />Know your key artifacts<br />
  44. 44. RACI format <br /><ul><li>Responsible
  45. 45. Accountable
  46. 46. Consulted
  47. 47. Informed</li></ul>OARP format<br /><ul><li>Owner
  48. 48. Approver
  49. 49. Reviewer
  50. 50. Participant</li></ul>Make assignments<br />
  51. 51. Test early, test often<br />Build a test plan<br />Clearly define roles and responsibilities<br />and time estimates<br />Assign roles<br />Give recognition<br />
  52. 52. Iterate<br />
  53. 53. 3. Outline the information layer<br />
  54. 54. Clean up content types<br />Understand navigation<br />Organize metadata<br />Prepare for Managed Metadata<br />Optimize for search<br />Consolidate templates<br />Know your information architecture<br />
  55. 55. <ul><li>Understand what is out there
  56. 56. Who owns the content?
  57. 57. Does it need to be moved?
  58. 58. Does it need to be indexed/searchable?
  59. 59. Is the folder structure important?
  60. 60. Do you need to maintain historic metadata?</li></ul>Get organized<br />
  61. 61. 4. Migrate and transform<br />
  62. 62.
  63. 63. 5. Set up a process of continual improvement<br />
  64. 64. Barry Oshry<br /><br />
  65. 65.
  66. 66. What’s your culture of change?<br />“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 L'Amour<br /><ul><li>Understand your corporate culture before you try to change anything
  67. 67. Explain what it is you’re trying to do, and get end users onboard
  68. 68. In addition to executive buy in, you need your end users to buy in</li></ul>Obscure Texas reference<br />
  69. 69. Finis<br />
  70. 70. Christian<br />Additional Resources available<br />11 Strategic Considerations for SharePoint Migrations<br />The Insider’s Guide to Upgrading to SharePoint 2010<br />Why Do SharePoint Projects Fail?<br />What to Look for in a SharePoint Management Tool<br />The Five Secrets to Controlling Your SharePoint Environment<br />ReadyPoint (free)<br />Davinci Migrator<br />echo for SharePoint 2007<br />Contact me<br />
  71. 71. Thanks to our Sponsors<br />