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#SPSBoston @RHarbridgePresented By: Richard HarbridgeUpgrade Planning For The Business:What You Need To Know
My Name Is Richard Harbridge…
What Will We Cover Today?• Why Do We Need Upgrade Planning For the Business?• What Is The Business Responsible For?• Motiv...
Why Do We NeedUpgrade PlanningFor The Business?
#SPSBoston @RHarbridgeUpgrading Almost AlwaysInvolves RestructuringContentCosts AssociatedWith RestructuringTechnologyUpgr...
#SPSBoston @RHarbridgeMigration ProcessPreparationAssessmentMigrationTesting/ValidationPostMigrationFor Office 365 Migrati...
#SPSBoston @RHarbridgeUpgrade/MigrationExpectationsWhere Unhappiness Comes From Happy
#SPSBoston @RHarbridgePrepared UserUnprepared UserUpgrade Planning MustInclude Notification Planning
#SPSBoston @RHarbridgePrepared UserWhat Happened To MySharePoint Designer “Design”View? “Design view is gone? It’sreally d...
#SPSBoston @RHarbridgeUnprepared UserWhat Happened To MySharePoint Designer “Design”View?“Design view is gone?!*Censored r...
#SPSBoston @RHarbridgeQuick Sample List Of End UserImpacts On An Upgrade1. No Design View in SharePoint Designer 20132. No...
#SPSBoston @RHarbridgeNo In-Place UpgradeMore likely that the user will have (for a transitionperiod) some sites in 2010 a...
#SPSBoston @RHarbridgeNew Site CollectionUpgrades
#SPSBoston @RHarbridgePuts The Upgrade In UsersHands
#SPSBoston @RHarbridgeNew Site CollectionUpgrades
#SPSBoston @RHarbridgeHelping Users Understand TheUpgrade Process
#SPSBoston @RHarbridgeNew Site CollectionUpgrades
#SPSBoston @RHarbridgeUsers Can Try A DemoUpgradeSends an email to the Site Collection Adminwhen queue and eval site creat...
#SPSBoston @RHarbridgeNew Site CollectionUpgrades
#SPSBoston @RHarbridgeNew Site Collection UpgradeQueue
#SPSBoston @RHarbridgeUsers Manage The UpgradeProcess
#SPSBoston @RHarbridgeUntil You Upgrade…No Web Analytics
What Is The BusinessResponsible For?
#SPSBoston @RHarbridgeWhat Is The BusinessResponsible For?341. Coordinate 2. Delete 3. Delete4. Identify5. Re-Create6. Fin...
#SPSBoston @RHarbridge• Identify & Help Engage Content Owners• Identify Business Solutions• Support Prioritization Of Cont...
#SPSBoston @RHarbridge2. Delete Unused/EvaluateUnderused Site Collections & SubSitesNot every ‘unused’ site collection or‘...
#SPSBoston @RHarbridge3. Delete UnnecessaryVersionsBefore Digital File Shares SharePointHopefully you already limit the nu...
#SPSBoston @RHarbridge4. Identify Unused Templates,Features & Web Parts
#SPSBoston @RHarbridge5. Re-Create Site TemplatesFrom 2010 Only A Few…• Document Workspace• Meeting Workspace• Group Work ...
#SPSBoston @RHarbridge6. Finish Visual Upgrades In2010 Environment w/ IT
#SPSBoston @RHarbridge7. Learn SharePoint 2013
#SPSBoston @RHarbridge8. Adopt SharePoint 2013Adoption Activities Listing
MotivatingThe Business To LearnSharePoint 2013
#SPSBoston @RHarbridge1. End User Improvements That Lead To IncreasedProductivity & Adoption2. Social Improvements Can Be ...
#SPSBoston @RHarbridgeDragged and Dropped
#SPSBoston @RHarbridgeSharing Is EasierSharing in SharePoint 2013 is designed tomitigate common problems from previousvers...
#SPSBoston @RHarbridgeSharePoint & EmailIntegration
#SPSBoston @RHarbridgeSocial Share-ndipity
#SPSBoston @RHarbridgeSearch Is Better!
What Is IT Responsible ForThat Impacts Users?
#SPSBoston @RHarbridgeUnderstand The DifferencesArticle http://www.rharbridge.com/?page_id=96
#SPSBoston @RHarbridgeHelping Users Understand TheUpgrade Process
#SPSBoston @RHarbridgeIT Control Of Upgrade RolloutSome of the key questions…• When to unlock creating new 2013Site Collec...
#SPSBoston @RHarbridgeControlling The Site CollectionUpgrade Rollout• Defer upgrade for site collections until you can get...
#SPSBoston @RHarbridge• Information on what will happen during transition…• Communication on when their 2013 ‘infrastructu...
#SPSBoston @RHarbridgeWhat Do Users NeedTo Know From IT?• In migration tool driven upgrade scenarios users willneed to kno...
#SPSBoston @RHarbridgeIT Driven Clean Up Activities• Delete stale SPSites andSPWebs (w/ UserApproval)• Remove extraneousdo...
#SPSBoston @RHarbridge2007 Only – Address LargeListsWait a second… I have SharePoint 2007 (or 2003)!• Large list views and...
#SPSBoston @RHarbridgeAddress Wide Lists?What are wide lists (lists with too manycolumns)?Wide lists are lists with more c...
#SPSBoston @RHarbridgeNumber Of Site Collections PerDBToo many site collections in a content database?If you have 5,000 or...
#SPSBoston @RHarbridgePowerPivot Rebuildshttp://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51
#SPSBoston @RHarbridgeRemove PowerPoint BroadcastSitesGet-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadca...
#SPSBoston @RHarbridgePlan New Site RetentionPolicy• Site-level retention policies– Compliance levels extended tosites– Po...
What Did We Cover Today?• Why Do We Need Upgrade Planning For the Business?• What Is The Business Responsible For?• Motiva...
 Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources:50+ User Adoption Activi...
Content DescriptionSharePoint 2013 Products Preview - UpgradeProcess modelDescribes the steps in the process for a databas...
Content DescriptionWhats new in SharePoint 2013 upgrade Find out about new requirements, approaches, and features that are...
SharePoint 2013 Upgrade Planning For The Business: What You Need To Know
SharePoint 2013 Upgrade Planning For The Business: What You Need To Know
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SharePoint 2013 Upgrade Planning For The Business: What You Need To Know

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SharePoint 2013 Upgrade Planning For The Business: What You Need To Know

  1. 1. #SPSBoston @RHarbridgePresented By: Richard HarbridgeUpgrade Planning For The Business:What You Need To Know
  2. 2. My Name Is Richard Harbridge…
  3. 3. What Will We Cover Today?• Why Do We Need Upgrade Planning For the Business?• What Is The Business Responsible For?• Motivating The Business To Learn SharePoint 2013• What Is IT Responsible For That Impacts The Business?#SPSBoston @RHarbridgePresented By: Richard Harbridge
  4. 4. Why Do We NeedUpgrade PlanningFor The Business?
  5. 5. #SPSBoston @RHarbridgeUpgrading Almost AlwaysInvolves RestructuringContentCosts AssociatedWith RestructuringTechnologyUpgrade Costs
  6. 6. #SPSBoston @RHarbridgeMigration ProcessPreparationAssessmentMigrationTesting/ValidationPostMigrationFor Office 365 MigrationsAnalyze ExistingContent(Location, Quantity,Solutions)DetermineMigration PriorityCreate New Site(s)In Office 365Validate ContentBased On ContentMap/ScheduleLaunch New Site(w/ Training)Assess Office 365EnvironmentIdentify SourceContent To BeMigratedDetermineOwnership OfContentClean Up Content/Content RefreshPrepare Office 365EnvironmentDefine Content MapOwner Review OfContent (TrainingOpportunity)Migrate ContentBased On Map/ScheduleDefine MigrationScheduleApprovedDelete SourceContent That HasBeen MigratedSet Source ContentTo Read OnlyReview FeedbackResolve IssuesPlan Launch EffortsMany Times Upgrading ActuallyMeans “Migrating”
  7. 7. #SPSBoston @RHarbridgeUpgrade/MigrationExpectationsWhere Unhappiness Comes From Happy
  8. 8. #SPSBoston @RHarbridgePrepared UserUnprepared UserUpgrade Planning MustInclude Notification Planning
  9. 9. #SPSBoston @RHarbridgePrepared UserWhat Happened To MySharePoint Designer “Design”View? “Design view is gone? It’sreally difficult to updatemy existingcustomizations, data viewweb parts, and solutions?That sucks, but you gaveme some acceptableworkarounds, training, and support… and I knowit’s not IT’s fault.”
  10. 10. #SPSBoston @RHarbridgeUnprepared UserWhat Happened To MySharePoint Designer “Design”View?“Design view is gone?!*Censored ranting+…There is no way in[Censored] I am lettingyou upgrade my sites.Everything is businesscritical. I don’t want you toupgrade any of the siteswe work with either!Rawrrrr!”
  11. 11. #SPSBoston @RHarbridgeQuick Sample List Of End UserImpacts On An Upgrade1. No Design View in SharePoint Designer 20132. No Breadcrumb (By Default)3. Create Sub Site Has Moved4. No Sign In As a Different User5. App Naming & Organization (For Those Who Are Used ToPrevious Methods For Creating New Lists/Libraries The AppNaming Can Be Confusing)6. Share Instead Of Manage Permissions (Better Than PreviousModel, But Requires Explanation)
  12. 12. #SPSBoston @RHarbridgeNo In-Place UpgradeMore likely that the user will have (for a transitionperiod) some sites in 2010 and some sites in 2013.
  13. 13. #SPSBoston @RHarbridgeNew Site CollectionUpgrades
  14. 14. #SPSBoston @RHarbridgePuts The Upgrade In UsersHands
  15. 15. #SPSBoston @RHarbridgeNew Site CollectionUpgrades
  16. 16. #SPSBoston @RHarbridgeHelping Users Understand TheUpgrade Process
  17. 17. #SPSBoston @RHarbridgeNew Site CollectionUpgrades
  18. 18. #SPSBoston @RHarbridgeUsers Can Try A DemoUpgradeSends an email to the Site Collection Adminwhen queue and eval site creation is complete.• The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FORREAL USE as it expires in 30 days – noted in a bar at the top.• It also creates a copy of the site collection, so depending on search settings, andstorage this can have significant ramifications (beyond just the performanceimplications).• Depending on SQL (non enterprise) this may set the site to ‘read only’ until creationis complete.
  19. 19. #SPSBoston @RHarbridgeNew Site CollectionUpgrades
  20. 20. #SPSBoston @RHarbridgeNew Site Collection UpgradeQueue
  21. 21. #SPSBoston @RHarbridgeUsers Manage The UpgradeProcess
  22. 22. #SPSBoston @RHarbridgeUntil You Upgrade…No Web Analytics
  23. 23. What Is The BusinessResponsible For?
  24. 24. #SPSBoston @RHarbridgeWhat Is The BusinessResponsible For?341. Coordinate 2. Delete 3. Delete4. Identify5. Re-Create6. Finish TheUpgrade7. LearnSharePoint20138. AdoptSharePoint2013
  25. 25. #SPSBoston @RHarbridge• Identify & Help Engage Content Owners• Identify Business Solutions• Support Prioritization Of Content Being Upgraded• Support Testing & Validation Of Upgrade Success1. Coordinate With IT
  26. 26. #SPSBoston @RHarbridge2. Delete Unused/EvaluateUnderused Site Collections & SubSitesNot every ‘unused’ site collection or‘old’ site collection should be deleted.Example: Emergency Preparedness Site
  27. 27. #SPSBoston @RHarbridge3. Delete UnnecessaryVersionsBefore Digital File Shares SharePointHopefully you already limit the number of versionswhenever versioning is enabled…If you don’t – the upgrade provides a reminder (and benefit)to adjusting and evaluating versioning and previous storedversions of documents.
  28. 28. #SPSBoston @RHarbridge4. Identify Unused Templates,Features & Web Parts
  29. 29. #SPSBoston @RHarbridge5. Re-Create Site TemplatesFrom 2010 Only A Few…• Document Workspace• Meeting Workspace• Group Work Site• Personalization Site• Visio Process Repository (Not Removed, But Will Be)From 2007 All Site Templates…
  30. 30. #SPSBoston @RHarbridge6. Finish Visual Upgrades In2010 Environment w/ IT
  31. 31. #SPSBoston @RHarbridge7. Learn SharePoint 2013
  32. 32. #SPSBoston @RHarbridge8. Adopt SharePoint 2013Adoption Activities Listing
  33. 33. MotivatingThe Business To LearnSharePoint 2013
  34. 34. #SPSBoston @RHarbridge1. End User Improvements That Lead To IncreasedProductivity & Adoption2. Social Improvements Can Be A Significant Driver3. The New Search Experience & Engine CanTransform Your Organizations View On Search4. Technical Benefits(Storage, Site Collection Level Control, Etc)5. Solution Benefits(eDiscovery, Language, Doc Sets, WCM+, Etc)What Are The Business BenefitsOf Upgrading To SharePoint2013?Article: http://www.rharbridge.com/?p=875
  35. 35. #SPSBoston @RHarbridgeDragged and Dropped
  36. 36. #SPSBoston @RHarbridgeSharing Is EasierSharing in SharePoint 2013 is designed tomitigate common problems from previousversions:• Granting access to a site can be a bit convoluted• Users don’t understand what permission level to grant toother users• Users generally dont know who all has permissions on asite• Users can’t see the invitations that have been sent out toexternal users.• Users don’t understand what rights they are giving peoplewhen they add them to a SharePoint group
  37. 37. #SPSBoston @RHarbridgeSharePoint & EmailIntegration
  38. 38. #SPSBoston @RHarbridgeSocial Share-ndipity
  39. 39. #SPSBoston @RHarbridgeSearch Is Better!
  40. 40. What Is IT Responsible ForThat Impacts Users?
  41. 41. #SPSBoston @RHarbridgeUnderstand The DifferencesArticle http://www.rharbridge.com/?page_id=96
  42. 42. #SPSBoston @RHarbridgeHelping Users Understand TheUpgrade Process
  43. 43. #SPSBoston @RHarbridgeIT Control Of Upgrade RolloutSome of the key questions…• When to unlock creating new 2013Site Collections…• When to allow upgrade of existing SiteCollections…• Whether to give Site CollectionAdmins control or not…
  44. 44. #SPSBoston @RHarbridgeControlling The Site CollectionUpgrade Rollout• Defer upgrade for site collections until you can getupdated customizations to support 2013 mode.• If you wait until the customizations are available, you cancomplete the initial upgrade of database and serviceswithout significantly affecting use of the existing sites in2010 mode.
  45. 45. #SPSBoston @RHarbridge• Information on what will happen during transition…• Communication on when their 2013 ‘infrastructure’upgrade will occur…• Provided directions if using self-service upgrade…• Notifications and reminders for when upgrade must becompleted by…• Self-service upgrade still means getting people to do iteventually by a specific time• Notification when the ‘infrastructure’ upgrade isfinished…• What IT support, training, and help will be available…What Do Users NeedTo Know From IT?
  46. 46. #SPSBoston @RHarbridgeWhat Do Users NeedTo Know From IT?• In migration tool driven upgrade scenarios users willneed to know what their level of involvement will be.• They may need training on the migration tools, or themigration process.• What will change after migration/upgrade?• How will IT be charging or managing the cost for themigration?• What new services IT will be providing that they canleverage using SharePoint 2013?
  47. 47. #SPSBoston @RHarbridgeIT Driven Clean Up Activities• Delete stale SPSites andSPWebs (w/ UserApproval)• Remove extraneousdocument versions• Primarily userdriven, code or tools help• Cleanuptemplates, features, &web parts• Primarily userdriven, code or tools help• Finish Visual Upgrades to14• Repair data issues• stsadm -oDatabaseRepair [-deletecorruption]• stsadm -o ForceDeleteList• stsadm -oVariationsFixupTool• Etc…
  48. 48. #SPSBoston @RHarbridge2007 Only – Address LargeListsWait a second… I have SharePoint 2007 (or 2003)!• Large list views and lists with many lookup columnshave performance challenges.• If you are upgrading to SharePoint 2010 this is alsoimportant to understand as the default throttlinglimits may impact user experience.• SQL Scripts (Read Only) and API calls can help identifywhat lists you do have over the default throttlesettings, and which have a larger lookup count.• Preventative Measures:Selectively indexing large list columns can help (up to10 columns), building smarter more efficient views(1st filter), CAML/Search alternatives…
  49. 49. #SPSBoston @RHarbridgeAddress Wide Lists?What are wide lists (lists with too manycolumns)?Wide lists are lists with more columns than fitin a single rowspan in the content database.During upgrade, the database is changed to asparse table structure, and a very wide list cancause upgrade to fail. Use the Test-SPContentDatabase command in WindowsPowerShell to look for wide lists in the contentdatabases and then remove extra columnsbefore you upgrade.http://technet.microsoft.com/en-us/library/ff382641%28v=office.15%29Column Type Number OfColumns (TableRow)Single Line Of Text 64Choice 32Date & Time 8Yes/No 16Number/Currency 12Calculated 8Integer, Lookup, People & Group,Managed Metadata16Unique ID 1
  50. 50. #SPSBoston @RHarbridgeNumber Of Site Collections PerDBToo many site collections in a content database?If you have 5,000 or more site collections in a database you should break themout into multiple databases.Why is this necessary?In SharePoint 2010 Products, there wasa default warning at 9,000 sitecollections and a hard limit at 15,000site collections. In SharePoint 2013Preview, these values change to 2,000site collections for the warning and5,000 site collections for the limit.Microsoft ‘suggests you consider it’.Richard says you should do it (at a minimum).
  51. 51. #SPSBoston @RHarbridgePowerPivot Rebuildshttp://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51
  52. 52. #SPSBoston @RHarbridgeRemove PowerPoint BroadcastSitesGet-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadcast#0"} | Remove-SPSiteThey have to go. Notify users and work withthem to migrate key content, but they must beremoved or left in a 2010 farm.
  53. 53. #SPSBoston @RHarbridgePlan New Site RetentionPolicy• Site-level retention policies– Compliance levels extended tosites– Policies include:• Retention policy for sites andTeam Mailbox associated withsite• Project closure and expirationpolicy
  54. 54. What Did We Cover Today?• Why Do We Need Upgrade Planning For the Business?• What Is The Business Responsible For?• Motivating The Business To Learn SharePoint 2013• What Is IT Responsible For That Impacts The Business?• Achieve Greater Success & Meeting Expectations• Coordination, Validating Readiness, & Cleaning Content• Use Scenarios & Focus On Meaningful & Immediate Value• UnderstandingDifferences, Communicating, & Technology
  55. 55.  Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources:50+ User Adoption Activities Adoption Activities130+ SharePoint Standards SPStandards.com35+ Governance Documents Governance Documents80+ Downloadable Presentations SlideShare.com/RHarbridgeThank YouOrganizers, Sponsors and You for Making this Possible.
  56. 56. Content DescriptionSharePoint 2013 Products Preview - UpgradeProcess modelDescribes the steps in the process for a database-attach upgrade.SharePoint 2013 Products Preview - Test YourUpgrade Process modelSee a visual display of information about how to test the upgrade process.SharePoint 2013 Products Preview UpgradeWorksheetUse this worksheet to record information about your environment while you test upgrade.Get started with upgrades to SharePoint 2013 Find resources to help you understand how to upgrade databases and site collections fromSharePoint 2010 Products to SharePoint 2013.Plan for upgrade to SharePoint 2013 Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint2013.Test and troubleshoot an upgrade to SharePoint2013Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Productsto SharePoint 2013.Upgrade databases from SharePoint 2010 toSharePoint 2013Find resources to help you perform the steps to upgrade databases from SharePoint 2010Products to SharePoint 2013.Upgrade site collections to SharePoint 2013 Find out how to upgrade a site collection to SharePoint 2013.Upgrade and Migration Resource Center forSharePoint 2013 ProductsVisit the Resource Center to find additional information about upgrades to SharePoint 2013.Capabilities and features in SharePoint 2013Resource CenterVisit the Resource Center to learn about what’s new in SharePoint 2013.
  57. 57. Content DescriptionWhats new in SharePoint 2013 upgrade Find out about new requirements, approaches, and features that are available for upgrading toSharePoint 2013.Overview of the upgrade process to SharePoint2013Get a visual overview of the steps involved in performing an upgrade.Services upgrade overview for SharePoint Server2013SharePoint 2010 Products included several service applications, some of which have databasesthat can be upgraded when you upgrade to SharePoint 2013. Find out which service applicationdatabases can be upgraded and what steps that you must take before, during, and afterupgrade for your service applications.Upgrade farms that share services (parent andchild farms) to SharePoint 2013In SharePoint Server 2010, it was possible to configure parent farms and child farms to shareservices. In such an environment, the parent farm hosts one or more service applications fromwhich one or more child farms consume services. Learn how to approach upgrading theseenvironments to SharePoint Server 2013.Best practices for upgrading to SharePoint 2013 Get off to the right start - review these best practices for testing and performing an upgrade toSharePoint 2013.Review supported editions and products forupgrading to SharePoint 2013Understand the requirements for upgrade. And if you are planning to change SKUs or productsduring upgrade, understand which upgrade paths are supported.

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