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What Makes Migrating to the Cloud Different Than On-Premises

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What Makes Migrating to the Cloud Different Than On-Premises

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My second presentation from #SPTechCon Boston 2014, focusing on the limitations and performance concerns of migration to SharePoint Online (part of Office 365).

My second presentation from #SPTechCon Boston 2014, focusing on the limitations and performance concerns of migration to SharePoint Online (part of Office 365).


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What Makes Migrating to the Cloud Different Than On-Premises

  1. 1. What Makes Migrating to the Cloud Different than On-Premises? CHRISTIAN BUCKLEY CHIEF EVANGELIST @METALOGIX
  2. 2. Christian Buckley Chief Evangelist & SharePoint MVP Metalogix @buckleyplanet
  3. 3. For over a decade, Metalogix has developed the industry’s best and most trusted management tools for SharePoint, Exchange, and Office 365, backed by our live 24x7 support. Over 14,000 clients rely on Metalogix tools every minute of every day to monitor, migrate, store, synchronize, archive, secure, and backup their collaboration platforms. We are committed to your Success with SharePoint!
  4. 4. What Makes Migrating to the Cloud Different than On-Premises?  What I’ll cover today: • The inevitable move toward the cloud? • Common migration scenarios • SharePoint Online limitations and current migration performance issues • Planning best practices
  5. 5. We’re moving from these “systems of record” to a more social, collaborative “systems of engagement” model ~ John Mancini, CEO of
  6. 6. SharePoint 2013 was a pivotal release
  7. 7. • 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 Why are we talking about Cloud?
  8. 8. Alternatives for control, cost, & capability
  9. 9. Organizing for the Cloud
  10. 10. Infrastructure maintained solely for customer On premises or off Managed by the customer, or by a 3rd party hoster Private Cloud Hybrid Cloud Multiple infrastructure options Components both on premises and off premises Management spread between customer and 3rd party hosters Infrastructure shared by multiple customers Off premises Managed by 3rd party on behalf of customers Public Cloud
  11. 11. 4 workloads in one platform  SharePoint  Exchange  Yammer  OneDrive for Business
  12. 12. Partner Hosted Private Cloud • Dedicated environment • Externally hosted • Externally or internally managed • Internally designed Self Hosted Private Cloud • Dedicated environment • Internally hosted • Internally managed • Internally designed Shared or Dedicated Public Cloud • Shared or dedicated environment • Externally hosted • Externally managed • Externally designed Dedicated Public Cloud • Partially or fully dedicated • Externally hosted • Externally or internally managed • Minimal customization Traditional on prem Answering “Build vs Buy”
  13. 13. Common Scenarios  Rapid provisioning of new workloads on Office 365 while maintaining existing on-premises workloads  Organizations wishing to migrate existing workloads from an on-premises environment to the cloud over time in a phased approach  Organizations wanting to supplement their cloud environment with additional features or customizations which are currently only possible on-premises  Compliance or data sovereignty reasons which might stipulate certain data be hosted in a particular location Hybrid SharePoint Environments with Office 365, Microsoft
  14. 14. Common solutions for the Cloud On Premises Cloud AD Azure ADADFS
  15. 15. Moving to the Cloud on your terms
  16. 16. Advantages of SPO  No need to plan for  Scalability  Licensing  Disaster recovery  Business continuity  Ongoing maintenance and upgrades  No need to migrate to a future version Plan a Large Scale Migration to SharePoint Online (SlideShare) by Erica Toelle
  17. 17. What about my existing investment in SharePoint?  Most SharePoint deployments have included customizations to meet critical business needs  User Management & Administration  Security and Compliance  Auditing, Reporting, Alerting  User Adoption, Records  Branding, etc…  Consider the business problems you’ve already invested in solving
  18. 18. Is there risk in moving my data to the cloud?
  19. 19. Building Trust
  20. 20. Planning  SPO is not an apple to apple move  Understand what you are trying to accomplish before you disrupt and attempt to move systems Vs.
  21. 21. Migration Methodology Methodology used internally at Microsoft Plan a Large Scale Migration to SharePoint Online (SlideShare) by Erica Toelle
  22. 22. Understand what can and should be moved to the clou
  23. 23. What are you planning to move?
  24. 24. Create a SharePoint Inventory URLs Site Collection Name Site Collection Size Sub site count Large Lists Document Versions Customizations Site Location/position Content DB – Size, Number Site Collections per DB Duplicate or Orphaned Site Collections My Sites – Content DB, Size SharePoint 2013 Thresholds and Limits us/library/cc262787.aspx
  25. 25. Run a “health assessment”  Inventory your system and data  3rd party tools  Workflows  Customizations  Custom branding  Versions  LOB app integrations and other data connections  Topology  Site usage metrics  Reporting
  26. 26. Prioritize your plans  Determine which sites, site collections, and solutions should be moved first  Organize your information architecture, map the old system to the new  Select test sites, use UAT to refine your plans  Determine the right migration approach for each site and site collection  Manual  Scripted  3rd party tool  Assisted (partner or Microsoft)
  27. 27. Develop an Information Architecture (IA) Evaluate current business process Consider existing site structures Departmental/team reorganization Publishing requirements Search/findability Navigation Content Growth “Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” 1 1 – The SharePoint Puzzle – adding the missing pieces, AIIM, 2012
  28. 28. Know your limits  Migrations to SharePoint Online (SPO) have some significant limitations when compared to migrations from on-premises environments to on-prem, or to dedicated offerings such as Office 365-D (Microsoft’s dedicated service), Azure, AWS, Rackspace and other environments.  These limitations have a significant impact not only on what is possible with migrations of on-premises SharePoint and other content to SPO, but also on performance of migrations to SPO.  Microsoft continues to expand these APIs, and it is likely that many but not all of these limitations will be removed over time
  29. 29. SPO Limitations Limitation Impact Limited APIs. Migrations to on-premises and private cloud (e.g. Azure/Amazon/O365-D) implementations of SharePoint support the use of the full SharePoint Server Object Model, the richest API available for SharePoint, or a thin web services layer that exposes the SharePoint Server Object Model (Metalogix Extensions Web Services/MEWS), for both reading, and writing SharePoint Content. Due to the multi-tenant nature of SPO, Microsoft cannot expose the full SharePoint Object Model in SPO. Limited automation and controls around migration and provisioning. Microsoft currently expose three, relatively limited API’s that are useful for migrations: • The Client Side Object Model (CSOM) • The Native Web Services (NWS) API • The REST based interfaces to the CSOM
  30. 30. SPO Limitations Limitation Impact Inability to connect at the Farm/Tenant level (CSOM) - With the full SharePoint Object Model or MEWS, users can connect at the Web Application or Farm level. With the CSOM adapter users cannot connect at the closest equivalent, which is the Tenant level • Users have to create Site Collections in the SPO admin page prior to connecting to them. • Using 3rd party migration tools, users may have to create a separate connection for each Site collection in SPO. Users are unable to browse/search for all root level Site Collections, and may require more steps to promote Sites to Site Collections.
  31. 31. SPO Limitations Limitation Impact Inability to preserve Item IDs in lists • Lists with dependencies on other lists such as Lookup columns rely on Item IDs in the Lookup lists. • Because the CSOM does not support retaining the Item ID of list items, some 3rd party tools have created workarounds that may impact performance.
  32. 32. SPO Limitations Limitation Impact Copying MySites can only be done one MySite at a time, and does not include User Profile information. • Unlike on-prem to on-prem migrations where MySites can be moved in a single operation, in SPO admins must first create each MySite. • Admins then need to connect to each MySite Site Collection separatey, and then copy the content from the source, pasting it into the target MySite. • Admins cannot copy MySite profile information.
  33. 33. SPO Limitations Limitation Impact Versioning limitations in the CSOM API. • No support for migration of minor versions of documents • Authorship information for rejected versions in a document library with approval is lost.
  34. 34. SPO Limitations Limitation Impact Nintex workflows cannot yet be migrated to Office 365 due to these same CSOM limitations. Nintex workflows must be recreated using the Nintex SPO offering to the best extent as possible.
  35. 35. SPO Limitations Limitation Impact Most on premises 3rd party solutions are either not available in SPO, or their functionality is greatly reduced Work with vendor to understand product roadmap and capabilities. Other options are to build using out of the box capability.
  36. 36. SPO Limitations Limitation Impact Inability to troubleshoot issues Required to work through Microsoft support and SLAs. Retrieving a correlation ID for a error could take days/weeks
  37. 37. SPO Performance  SPO is on the open internet, and is a multi-tenant environment.  Microsoft utilizes a number of methods to protect SPO customer environments and the integrity of these server farms.  Based on performance benchmarking by SharePoint ISV Metalogix, there is an impact of between 40% and 45% on the performance of migrations to SPO because of some of these necessary protection mechanisms.
  38. 38. SPO Performance Mechanism Impact User and Tenant-based throttling, which ensures that no single user or tenant can perform so many simultaneous operations that it would cause performance issues for other tenants* Large or complex migration jobs can be cut off mid-migration. *For more information, see HTTP Request Throttling in SharePoint 2010 which still applies to 2013.
  39. 39. SPO Performance Mechanism Impact Farm-based throttling. If a SPO farm becomes unhealthy due to extreme levels of activity, Microsoft may throttle migrations to SPO and not permit them to continue until farm health returns to normal. Any migration job can be throttle at any time of day (usually during peak time. This makes migration performance extremely unpredictable, and variable based on time of day, day of week, and other variables out of your control.
  40. 40. SPO Performance Mechanism Impact Virus scanning SPO requires stringent virus scanning to ensure all tenants on the shared farm are protected, but it slows down migrations as each document migrated must be scanned.
  41. 41. SPO Performance Mechanism Impact Hardware-based load balancing determines which Web Front End (WFE) server in the farm to route incoming traffic, based on how busy any given WFE is at that time This can slow down migrations that are large (content) or complex (many items with multiple metadata fields, and/or many versions)
  42. 42. SPO Performance Mechanism Impact Third-party commercial denial of service monitoring platform for monitoring and throttling capabilities* This can slow down migrations that are large (content) or complex (many items with multiple metadata fields, and/or many versions) *See The Office 365 Trust Center for more information.
  43. 43. SPO Performance Mechanism Impact Third-party commercial denial of service monitoring platform for monitoring and throttling capabilities* This can slow down migrations that are large (content) or complex (many items with multiple metadata fields, and/or many versions)
  44. 44. SPO Performance  Microsoft is working on figuring out workarounds that could potentially allow migration vendors to improve the performance of migrations when clients using those vendors indicate that they are in the process of migrating to SPO.  Metalogix internal benchmarking and data from customers has shown that for SPO migrations with a single machine averaged between 200MB and 550MB/hour depending on the workload, the time of day, how busy the farm is, and numerous other factors that are outside of our control.
  45. 45. SPO Performance  Disabling the ‘Following Content’ site feature (not site collections) can improve migration performance:  This feature is enabled by default when a new site is created. When it is disabled, performance of Site copies improves by approximately 20% to 25% for document-heavy workloads.
  46. 46. SPO Performance  Due to the migration performance, it is recommended that you take a gradual migration approach  May involve migrating one division at a time, and going live with that division.  Allows you to assess the impact on your business users and your helpdesk after moving one group of people to a new user interface.  Also allows you to use focus groups to determine which features you would like to implement as you gradually migrate the business to SPO.
  47. 47. SPO Hybrid Considerations • Size and geographical distribution of an organization can affect cloud adoption. • Regulatory compliance and governance requirements can limit cloud options. • Service-level agreements (SLAs) may limit cloud options. • It is important to understand the ROI of any proposed solution (and the cost of change). • Hybrid may be more of a transitional environment from on prem to the cloud.
  48. 48. Factors in your cloud planning  Location / facilities  Software licenses and support  Hardware and maintenance  Onsite support, personnel skills  Level of customization  Governance, auditing, security, compliance  Disaster Recovery and Business Continuity  Upgrades and migration
  49. 49. Focusing on the end user experienceFocusing on the end user experience
  50. 50. Things to consider:  Be clear on your system constraints  Understand and prioritize your key use cases  Determine what should be local, what can be in the cloud, what should be available via mobile devices  Constantly review and take action on what can be automated and optimized
  51. 51. Resources • Plan a Large Scale Migration to SharePoint Online (SlideShare) by Erica Toelle • Top 8 Migration Tips for Office 365 • SharePoint On-Premises Or In The Cloud? Why not both? (John Ross) • Office 365 and Hybrid Solutions (Scott Hoag and Dan Usher) • Your SharePoint Path Forward: On Prem, Cloud, or Hybrid • SharePoint 2013 Thresholds and Limits (TechNet) • Free Migration Planning Tool • Pre-migration Analysis & Preparation • Plan for SharePoint 2013 (TechNet) • Demystifying OneDrive for Business • Migrate Cloud Files to SharePoint Online & OneDrive for Business (free tool) • Yes, You Can Move Straight From SharePoint 2007 to SharePoint 2013
  52. 52. Thank you! @buckleyplanet

Editor's Notes

  • As SharePoint extends into broad adoption and business solutions such as extranets securing the SharePoint content is key.
  • Decisions need to be made about build or buy, out source or keep in house
  • The level of technical maturity and scope determines what is or can be handled in-house.
  • [Antonio to kick off…]
  • [Christian]
  • Imagine a spreadsheet that has the URL, name, owners, size, and count of sub sites. This information can be pulled from SQL Server and captured in a spreadsheet. This is a recommended best practice because the spreadsheet could then have additional information such as business purpose or customizations that are then filled out during a content audit.
  • Migration presents an ideal time to assess the current SharePoint’s information architecture and to determine what should change.

    IA izncludes the combination of Content, Context, and users. For example, a user opens a main landing page. Does this user see the right content? Is it within the right context? Should this user see this content and in this context? Or should this user be receiving something else in terms of content and experience?

    IA considers how information – i.e., content – is design to “flow” to a user but also how a user flows to content.

    A good example is Amazon. If navigating to the Amazon
  • These factors will help you decided how much your own organization can support, as well as help you determine the suitability of vendors