84% of Migration Projects Fail – Getting it Right in SharePoint Webinar


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Migration of unstructured content can be a laborious and time consuming project. Many documents can exist in multiple places at the same time, different revisions of the same document can exist, some documents should be deleted and others should be archived. Documents can reside on file shares, older versions of SharePoint, or other legacy content management systems.

There may be records that were never declared, as well as confidential or private information that will not be identified when migrated. The ability to mass move content is relatively straight forward. However, simply mass moving content will result in the same problem of mismanaged and unorganized content.

Learn how to avoid the typical pitfalls and get it right the first time.

In this webinar Portal Solutions and Concept Searching will address SharePoint migration issues, information architecture and best practices to ensure your migration doesn’t result in the typical project over-runs, post-upgrade production issues and unanticipated down time.

We will explore the strategies to design a taxonomy and metadata schema that will be the basis for information architecture in SharePoint, while understanding the functional planning of how users will interact with the various information elements within the SharePoint environment.

What you will learn about during this session:
• Best practices in defining a SharePoint information architecture
• Aligning the architecture with the business goals
• What is a metadata schema and why it's so important
• How to design a schema aligned to the business and its processes
• How conceptual metadata generation builds a consistent end user experience and decreases migration effort
• Differences between a proprietary taxonomy solution and a fully integrated SharePoint term store solution
• How to plan, architect and test your migration in an iterative fashion
• Maximize the return on investment from your migration budget
• Automatic migration of content driven by classification of metadata

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84% of Migration Projects Fail – Getting it Right in SharePoint Webinar

  1. 1. 84% of Migration Projects Fail – Getting it Right in SharePoint Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearchVal Orekhov Chief Architect Portal Solutions val@portalsolutions.net Twitter @portalsolutions Michael Konrath Director of Implementation Services Portal Solutions mkonrath@portalsolutions.net Twitter @portalsolutions
  2. 2. Expert Speakers Val Orekhov, Chief Architect at Portal Solutions brings more than 15 years in web development technology and consulting experience. As Chief Architect, he is responsible for setting the overall technical strategy and providing technical oversight for Portal Solutions’ projects and delivery. Val often speaks at SharePoint conferences and local user groups. Don Miller – Vice President of Sales at Concept Searching has over 20 years’ experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management. Michael Konrath, Director of Implementation Services at Portal Solutions is an accomplished IT consultant with ten years of experience delivering projects for large, complex organizations. He has served as Engagement Manager, Project Manager and Business Analyst in the Telecom, Energy, Non-Profit, and Government space, creating dozens of high quality intranet, extranet and public facing sites on time and under budget.
  3. 3. Agenda • Introductions • Portal Solutions • Why Migrations Fail and How Not to be a Statistic • Technical Approaches for Migrations • Things to Consider • Concept Searching • Our Technologies • The Typical Migration Approach • The Hidden Costs of Migration • The Intelligent Migration Approach • Demonstration
  4. 4. About Portal Solutions 10+ Years in Business 4 Service Areas (Strategy & Planning, Branding & User Experience Technical Design & Technical Design & Implementation, User Adoption & Change Management) 3 Times selected for SP Early Adopter Program 200+ SharePoint Implementations 2 Locations – DC & Boston Our customers are organizations that need to improve performance through effective information sharing. Portalsolutions.net
  5. 5. Why Migrations Fail 64% Percentage of SharePoint Migrations that miss the deadline for completion Percentage of SharePoint Migrations that are over budget 37% Source: Data Migration in the Global 2000, Bloor Research (September 2007)
  6. 6. Why Migration Projects Fail Failure to Fully Scope the Effort1 No Buy-In from Stakeholders2 Content is Not Cleaned or Enhanced3 Failure to Budget for All Activities4
  7. 7. Don’t Be A Statistic! 1 – Scope Properly 2 – Obtain Buy-In 3 – Cleanse Your Data 4 – Create a Realistic Budget
  8. 8. 1 – Scope Properly • Scope • Audit your content and understand the full breadth of what you are migrating • Perform a migration POC and identify your approach • Identify customizations and requirements • Plan for multiple iterations/mock migrations
  9. 9. 2 – Obtain Buy-In • Buy-In • Identify business owners for all content and ensure buy-in • Users need to review content and determine migration • This can be time consuming – tools exist to help
  10. 10. 3 – Cleanse Your Data • Cleansing • Review your content – ensure only valuable content is migrated • Manually doing this is possible, but many times is unrealistic • Automated approaches
  11. 11. 4 – Create A Realistic Budget • Budgeting • Plan time/budget for an iterative process • Don’t underestimate testing and review time • Plan for using tools, which can save time • Consider a separate project/workstream for content migration
  12. 12. How To Obtain Buy-In – Migration As An Opportunity • Buy-in is needed from across the enterprise • Management • IT • End users/content owners • How? • Sell the migration as an improvement • Content will be more findable • Site will be more usable • Users will be happier • Increased adoption
  13. 13. How To Obtain Buy-In – Pair Migration With Value Add • Improve Your Information Architecture • Remap your IA • Conduct taxonomy workshops • Map documents to the new IA • Improve Search • Metadata tagging • Make your documents findable • Improve refiners • Governance • Add retention rules • Quotas • Content expiration
  14. 14. General Migration Process Discovery Identify Business Case and ROI Create User Stories and Test Scripts Inventory Source Content and Systems Assign Owners for all Content Design New IA Determine Migration Approach • Manual/DB/Tool • Identify any required tools • DB or Cutover? Optimize Monitor, enhance and support Bug fixes Enhancements Site monitoring Search monitoring OptimizeDiscovery Proof Of Concept Build Environment Deploy Customizations and Configure Farm Execute initial migration QA Solution and Identify Issues Review Issues, Create Estimates and Project Plan Iterative Mock Migrations Execute Mock Migrations until content is satisfactorily migrated Focus on subset of content in logical manner: • User Stories • Test Scripts • Content Owners Satisfied Go Live Deploy pilot, migrate and go live Set legacy content to read only Perform Migration according to plan Bring content live on new site Smoke test site
  15. 15. Migration Technical Approaches 1 – Content Database Migration 2 – Third Party Tools/Custom Scripting 3 – Manual Migration
  16. 16. Migration Technical Approaches • Content Database Migration • SP to SP version upgrade (cannot migrate directly from 2007-2013) • Few customizations • On-prem to on-prem • No IA rebuild required
  17. 17. Migration Technical Approaches • Third Party Migration Tool or Custom Scripting • Works for all types of migrations • SP • Unstructured file repositories • Third party DMS • Only supported path to migrate to SP Online
  18. 18. Migration Technical Approaches • Manual Migration • Copy, paste, tag • Works in all situations • Extremely labor intensive
  19. 19. • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’ (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 • Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army • Locations: US, UK, and South Africa • Client base: Fortune 500/1000 organizations • Managed Partner under Microsoft global ISV Program - ‘go to partner’ for Microsoft for auto-classification and taxonomy management • Smart Content Framework for Information Governance comprising • Six Building Blocks for success • Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint The Global Leader in Managed Metadata Solutions
  20. 20. Manual Tagging is a Behavior Modification Problem conceptClassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration • conceptClassifier increases productivity, improves ‘Findability’, automates ‘Governance’, migrates content • Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform • Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 • Improves SharePoint Portal Adoption • Aligns content with governance polices and federally mandated requirements • Intelligently migrates content into and out of SharePoint • Mitigates Risk • Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving eDiscovery audit capabilities and ensuring alignment with content retention policies • Lowers cost of Administration • Leverages native integration to Microsoft stack, manages migration of GUIDS • Lowers cost of ownership to build out and administer EMM/Term Store • Intelligent content migration • Intuitive user interface for easy product adoption
  21. 21. A Manual Metadata Approach Will Fail 95%+ Of The Time Issue Organizational Impact Inconsistent Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization. (IDC) Subjective Highly trained Information Specialists will agree on meta tags between 33% - 50% of the time. (C. Cleverdon) Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mis-tagged content. (Hoovers) Malicious compliance End users select first value in list. (Perspectives on Metadata, Sarah Courier) No perceived value for end user What’s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non- conformance to policies. What have you seen Metadata will continue to be a problem due to inconsistent human behavior. The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure. Manual Approach Leads to Failure
  22. 22. • Concept Searching’s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching has a unique approach to ensure success • conceptClassifier will generate conceptual metadata by extracting multi-word terms that identify ‘triple heart bypass’ as a concept as opposed to single keywords • conceptTaxonomyManager uses statistical concept identification to provide real-time feedback during the process of building, testing, refining, and deploying taxonomies • Metadata can be used by any search engine index or any application/process that uses metadata Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid Unique Approach
  23. 23. • Metadata driven application and enforcement of policies - conceptClassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. Many clients are using the platform to support their information governance strategy. • Proven, mature functionality out of the box - The platform has been deployed in numerous sites and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise. Smart Content Framework™ Sum of parts is greater than whole
  24. 24. • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non- compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) • 100% ‘Recall’ of content, 35% Faster access to content ‘Precision’ • Use automatic conceptual metadata generation to improve Records Management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures 1. Model and Validate 2. Automate Tagging 3. Findability 4. Business Processes 5. Records Management and PII 6. Life Cycle Management conceptClassifier for SharePoint 2010 provides an automated metadata approach for an immediate ROI and drives business value Accurate Approach
  25. 25. The Typical Migration Approach • Compliance objectives need to be met, and a typical loop hole is in the migration process • Simply moving documents from one repository is not enough • Content that was typically unmanaged will remain unmanaged • Results in exposing an organization to risk • Information cannot be managed from inception to deletion without comprehensive metadata associated with the content • Migration of unstructured content can be laborious and time consuming • Documents can exist in multiple places at the same time, different revisions of the same document exist, some documents should be deleted, and others should be archived • There may be records that were never declared, as well as confidential or privacy information that will not be identified when migrated • From an information governance approach, mass moving content results in the same problem of mismanaged content
  26. 26. Migration – The Hidden Costs • 84% of data migration projects fail (Bloor) • 72% of organizations delay migration because it is too risky (Bloor) • 70% of projects reported schedule overruns of about 30% while 64% reported average budget overruns of 16% (Hitachi Data Systems) • In an Enterprise Strategy Group survey, 39% perform data migration on a weekly or monthly basis • Major risks identified in migration included unexpected or extended downtime, budget overruns, customer impact (Hitachi Data Systems) • Survey respondents rely on end users to validate whether their data migration was successful or not (Enterprise Strategy Group)
  27. 27. “At the 2012 Compliance, Governance and Oversight Counsel (CGOC) Summit, a survey of corporate CIOs and general counsels found that, typically, 1 percent of corporate information is on litigation hold, 5 percent is in a records-retention category and 25 percent has current business value. This means that approximately 69 percent of the data most organizations keep can – and should – be deleted.” Compliance, Governance and Oversight Council (CGOC)
  28. 28. The Intelligent Migration Approach • To migrate document collections effectively, the text content of each document needs to be searched to determine its value • Cannot be done manually • Volume is too high • Consistency of human decision making is unreliable and costly • If manually processed, the security rights of the documents as they are moved to their new location must be applied • General migration tools cannot safeguard document confidentiality because they do not make intelligent taxonomy workflow decisions • As content is migrated it is analyzed for organizationally defined descriptors and vocabularies • Automatically classify the content to taxonomies or the SharePoint Term Store • Automatically apply organizationally defined workflows to process the content to the appropriate repository for review and disposition
  29. 29. Elements of The Intelligent Migration Approach • Index Content • File Shares to File Shares, File Share to SharePoint • SharePoint to SharePoint • Custom Action – from any other repository (.NET code and Web services) • Plug in architecture to custom develop content sources and destination sources • Connect to Concept Searching taxonomies or the SharePoint Term Store • Train system to accurately classify content using clues, multi-word concepts, rules, and metadata clues – file properties, file path, keywords, dates, etc. • Set-up rules for workflow • Automatically generate semantic metadata, auto-classify and route to appropriate SharePoint site, library, or folder
  30. 30. What Intelligent Migration Looks Like
  31. 31. The Bottom Line • Information governance best practices should be applied to the migration of unstructured content • This approach enables rapid document migration as well as the ability to evaluate each document as it is migrated • The end result is a highly effective approach to cleanse irrelevant or unnecessary documents, as well as to identify records that may not been declared or have potential privacy exposures
  32. 32. Intelligent Platform Components • Service Oriented architecture (SOA) based search and classification technology • Browser based taxonomy management technology tightly integrated feature set that operates with any platform • Industry unique compound term processing enables rapid creation of semantic metadata, which can be classified to organizationally defined taxonomies • Tagging and auto-classification of content can be aligned to business goals • Semantic metadata generated can be easily integrated with any third party application or platform that can interface via web services
  33. 33. Demonstration
  34. 34. Thank You Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch Val Orekhov Chief Architect Portal Solutions val@portalsolutions.net Twitter @portalsolutions Michael Konrath Director of Implementation Services Portal Solutions mkonrath@portalsolutions.net Twitter @portalsolutions