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SHARE 2013| 1
Upgrade Planning For The Business:What You Need To Know                                 Presented By: Richard Harbridge   ...
Who am I?
What Will We Cover Today?•   Why Do We Need Upgrade Planning For the Business?•   What Is The Business Responsible For?•  ...
Why Do We NeedUpgrade PlanningFor The Business?
Upgrading Almost Always Involves                     Restructuring Content   Costs Associated   With Restructuring        ...
Many Times Upgrading Actually                                       Means “Migrating”               Migration Process     ...
General Expectations                   Where Unhappiness Comes From   Happy#Share4Biz @RHarbridge
Upgrade Planning Must                     Include Notification Planning                 Prepared User                     ...
What Happened To My SharePoint                   Designer “Design” View?                                  “Design view is ...
What Happened To My SharePoint                   Designer “Design” View?             “Design view is gone?!             *C...
No In-Place Upgrade                   More likely that the user will have (for a transition                   period) some...
New Site Collection Upgrades#Share4Biz @RHarbridge
Puts The Upgrade In Users Hands#Share4Biz @RHarbridge
New Site Collection Upgrades#Share4Biz @RHarbridge
Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
New Site Collection Upgrades#Share4Biz @RHarbridge
Users Can Try A Demo Upgrade                                         Sends an email to the Site Collection Admin          ...
New Site Collection Upgrades#Share4Biz @RHarbridge
New Site Collection Upgrade Queue#Share4Biz @RHarbridge
Users Manage The Upgrade Process#Share4Biz @RHarbridge
Until You Upgrade…                         No Web Analytics#Share4Biz @RHarbridge
IT Control Of Upgrade Rollout                   Some of the key questions…                  • When to unlock creating new ...
What Do Users Need                             To Know From IT?              • Information on what will happen during tran...
What Do Users Need                            To Know From IT?              • In migration tool driven upgrade scenarios u...
Risks                         To Achieving                           Success#Share4Biz @RHarbridge
General Expectations#Share4Biz @RHarbridge
Content Review#Share4Biz @RHarbridge
Analyse & Select The Right Tools#Share4Biz @RHarbridge
Break Content Down#Share4Biz @RHarbridge
Catalog Content Effectively#Share4Biz @RHarbridge
Test Migrations#Share4Biz @RHarbridge
Migration Sign Off                          CHANGES#Share4Biz @RHarbridge
What Is The Business Responsible For?
1. Coordinate With IT                  • Identify & Help Engage Content Owners                  • Identify Business Soluti...
2. Delete Unused/Evaluate Underused Site                     Collections & Sub Sites                         Not every ‘un...
3. Delete Unnecessary Versions                 Hopefully you already limit the number of versions                 whenever...
4. Identify Unused Templates,                              Features & Web Parts#Share4Biz @RHarbridge
5. Finish Visual Upgrades In 2010 Environment w/                             IT#Share4Biz @RHarbridge
6. Re-Create Site Templates                 From 2010 Only A Few…                 • Document Workspace                 • M...
7. Learn SharePoint 2013#Share4Biz @RHarbridge
MotivatingThe Business To Learn  SharePoint 2013
What Are The Business Benefits Of Upgrading To                    SharePoint 2013?                1. End User Improvements...
Dragged and Dropped#Share4Biz @RHarbridge
Previews are Awesome              Office 2013 and the              Office 2013 web apps              can encourage users t...
Sharing Is Easier              Sharing in SharePoint 2013 is designed to              mitigate common problems from previo...
Themes Can Add (Simple) Sex Appeal#Share4Biz @RHarbridge
SharePoint & Email Integration#Share4Biz @RHarbridge
Social Share-ndipity#Share4Biz @RHarbridge
Search Is Better!#Share4Biz @RHarbridge
What Is IT Responsible For  That Impacts Users?
Understand The Differences#Share4Biz @RHarbridge                Article http://www.rharbridge.com/?page_id=966
Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
Controlling The Site Collection Upgrade Rollout              • Defer upgrade for site collections until you               ...
Spring Cleaning For A Healthy Farm                         • Delete stale SPSites • Finish Visual Upgrades                ...
2007 Only – Address Large Lists                         Wait a second… I have SharePoint 2007 (or 2003)!                  ...
Address Wide Lists?                                                               Column Type                        Numbe...
Number Of Site Collections Per DB              Too many site collections in a content database?              If you have 5...
PowerPivot Rebuilds                         http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51#Share4Biz @RHarbr...
Remove PowerPoint Broadcast Sites                         They have to go. Notify users and work with                     ...
Plan New Site Retention Policy            •    Site-level retention policies                  – Compliance levels extended...
Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter:        ...
Content                                          Description               SharePoint 2013 Products Preview - Upgrade     ...
Content                                           Description               Whats new in SharePoint 2013 upgrade          ...
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SharePoint Upgrade Planning For The Business: What You Need To Know
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SharePoint Upgrade Planning For The Business: What You Need To Know

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

  1. 1. SHARE 2013| 1
  2. 2. Upgrade Planning For The Business:What You Need To Know Presented By: Richard Harbridge #Share4Biz @RHarbridge
  3. 3. Who am I?
  4. 4. 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• Examples Of New Features & Impact On Businesses• What Is IT Responsible For That Impacts The Business?
  5. 5. Why Do We NeedUpgrade PlanningFor The Business?
  6. 6. Upgrading Almost Always Involves Restructuring Content Costs Associated With Restructuring Technology Upgrade Costs#Share4Biz @RHarbridge
  7. 7. Many Times Upgrading Actually Means “Migrating” Migration Process For Office 365 Migrations Assessment Analyze Existing Identify Source Determine Determine Content Assess Office 365 Content To Be Ownership Of Migration Priority (Location, Quantity, Environment Migrated Content Solutions) Preparation Clean Up Content/ Define Migration Prepare Office 365 Create New Site(s) Define Content Map Content Refresh Schedule Environment In Office 365 Migration Migrate Content Based On Map/ Resolve Issues Schedule Validation Testing/ Validate Content Owner Review Of Based On Content Content (Training Map/Schedule Opportunity) Approved Post Migration Delete Source#Share4Biz @RHarbridge Plan Launch Efforts Launch New Site (w/ Training) Set Source Content To Read Only Review Feedback Content That Has Been Migrated
  8. 8. General Expectations Where Unhappiness Comes From Happy#Share4Biz @RHarbridge
  9. 9. Upgrade Planning Must Include Notification Planning Prepared User Unprepared User#Share4Biz @RHarbridge
  10. 10. What Happened To My SharePoint Designer “Design” View? “Design view is gone? It’s really difficult to update my existing customizations, data view web parts, and solutions? Prepared User That sucks, but you gave me some acceptable workarounds, training, an d support… and I know it’s not IT’s fault.”#Share4Biz @RHarbridge
  11. 11. What Happened To My SharePoint Designer “Design” View? “Design view is gone?! *Censored ranting+… There is no way in [Censored] I am letting you upgrade my sites. Everything is business critical. I don’t want you to Unprepared User upgrade any of the sites we work with either! Rawrrrr!”#Share4Biz @RHarbridge
  12. 12. No In-Place Upgrade More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013.#Share4Biz @RHarbridge
  13. 13. New Site Collection Upgrades#Share4Biz @RHarbridge
  14. 14. Puts The Upgrade In Users Hands#Share4Biz @RHarbridge
  15. 15. New Site Collection Upgrades#Share4Biz @RHarbridge
  16. 16. Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
  17. 17. New Site Collection Upgrades#Share4Biz @RHarbridge
  18. 18. Users Can Try A Demo Upgrade Sends an email to the Site Collection Admin when queue and eval site creation is complete. • The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FOR REAL 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, and storage this can have significant ramifications (beyond just the performance implications). • Depending on SQL (non enterprise) this may set the site to ‘read only’ until creation#Share4Biz @RHarbridge is complete.
  19. 19. New Site Collection Upgrades#Share4Biz @RHarbridge
  20. 20. New Site Collection Upgrade Queue#Share4Biz @RHarbridge
  21. 21. Users Manage The Upgrade Process#Share4Biz @RHarbridge
  22. 22. Until You Upgrade… No Web Analytics#Share4Biz @RHarbridge
  23. 23. IT Control Of Upgrade Rollout Some of the key questions… • When to unlock creating new 2013 Site Collections… • When to allow upgrade of existing Site Collections… • Whether to give Site Collection Admins control or not…#Share4Biz @RHarbridge
  24. 24. What Do Users Need To Know From IT? • 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 be completed by… • Self-service upgrade still means getting people to do it eventually by a specific time • Notification when the ‘infrastructure’ upgrade is finished… • What IT support, training, and help will be available…#Share4Biz @RHarbridge
  25. 25. What Do Users Need To Know From IT? • In migration tool driven upgrade scenarios users will need to know what their level of involvement will be. • They may need training on the migration tools, or the migration process. • What will change after migration/upgrade? • How will IT be charging or managing the cost for the migration? • What new services IT will be providing that they can leverage using SharePoint 2013?#Share4Biz @RHarbridge
  26. 26. Risks To Achieving Success#Share4Biz @RHarbridge
  27. 27. General Expectations#Share4Biz @RHarbridge
  28. 28. Content Review#Share4Biz @RHarbridge
  29. 29. Analyse & Select The Right Tools#Share4Biz @RHarbridge
  30. 30. Break Content Down#Share4Biz @RHarbridge
  31. 31. Catalog Content Effectively#Share4Biz @RHarbridge
  32. 32. Test Migrations#Share4Biz @RHarbridge
  33. 33. Migration Sign Off CHANGES#Share4Biz @RHarbridge
  34. 34. What Is The Business Responsible For?
  35. 35. 1. Coordinate With IT • Identify & Help Engage Content Owners • Identify Business Solutions • Support Prioritization Of Content Being Upgraded • Support Testing & Validation Of Upgrade Success#Share4Biz @RHarbridge
  36. 36. 2. Delete Unused/Evaluate Underused Site Collections & Sub Sites Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site#Share4Biz @RHarbridge
  37. 37. 3. Delete Unnecessary Versions Hopefully you already limit the number of versions whenever versioning is enabled… If you don’t – the upgrade provides a reminder (and benefit) to adjusting and evaluating versioning and previous stored versions of documents.#Share4Biz @RHarbridge Before Digital File Shares SharePoint
  38. 38. 4. Identify Unused Templates, Features & Web Parts#Share4Biz @RHarbridge
  39. 39. 5. Finish Visual Upgrades In 2010 Environment w/ IT#Share4Biz @RHarbridge
  40. 40. 6. Re-Create Site Templates From 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…#Share4Biz @RHarbridge
  41. 41. 7. Learn SharePoint 2013#Share4Biz @RHarbridge
  42. 42. MotivatingThe Business To Learn SharePoint 2013
  43. 43. What Are The Business Benefits Of Upgrading To SharePoint 2013? 1. End User Improvements That Lead To Increased Productivity & Adoption 2. Social Improvements Can Be A Significant Driver 3. The New Search Experience & Engine Can Transform Your Organizations View On Search 4. Technical Benefits (Storage, Site Collection Level Control, Etc) 5. Solution Benefits (eDiscovery, Language, Doc Sets, WCM+, Etc)#Share4Biz @RHarbridge Article: http://www.rharbridge.com/?p=875
  44. 44. Dragged and Dropped#Share4Biz @RHarbridge
  45. 45. Previews are Awesome Office 2013 and the Office 2013 web apps can encourage users to migrate/upgrade faster. Consider tying the 2013 and Windows 8 upgrades to SharePoint.#Share4Biz @RHarbridge
  46. 46. Sharing Is Easier Sharing in SharePoint 2013 is designed to mitigate common problems from previous versions: • Granting access to a site can be a bit convoluted • Users don’t understand what permission level to grant to other users • Users generally dont know who all has permissions on a site • Users can’t see the invitations that have been sent out to external users. • Users don’t understand what rights they are giving people when they add them to a SharePoint group#Share4Biz @RHarbridge
  47. 47. Themes Can Add (Simple) Sex Appeal#Share4Biz @RHarbridge
  48. 48. SharePoint & Email Integration#Share4Biz @RHarbridge
  49. 49. Social Share-ndipity#Share4Biz @RHarbridge
  50. 50. Search Is Better!#Share4Biz @RHarbridge
  51. 51. What Is IT Responsible For That Impacts Users?
  52. 52. Understand The Differences#Share4Biz @RHarbridge Article http://www.rharbridge.com/?page_id=966
  53. 53. Helping Users Understand The Upgrade Process#Share4Biz @RHarbridge
  54. 54. Controlling The Site Collection Upgrade Rollout • Defer upgrade for site collections until you can get updated customizations to support 2013 mode. – If you wait until the customizations are available, you can complete the initial upgrade of database and services without significantly affecting use of the existing sites in 2010 mode.#Share4Biz @RHarbridge
  55. 55. Spring Cleaning For A Healthy Farm • Delete stale SPSites • Finish Visual Upgrades and SPWebs (w/ User to 14 Approval) • Repair data issues • Remove extraneous – stsadm -o document versions DatabaseRepair [- – Primarily user driven, deletecorruption] code or tools help – stsadm -o • Cleanup templates, ForceDeleteList features, & web parts – stsadm -o VariationsFixupTool – Primarily user driven, code or tools help – Etc…#Share4Biz @RHarbridge
  56. 56. 2007 Only – Address Large Lists Wait a second… I have SharePoint 2007 (or 2003)! • Large list views and lists with many lookup columns have performance challenges. • If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience. • SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count. • Preventative Measures: Selectively indexing large list columns can help (up to 10 columns), building smarter more efficient views (1st filter), CAML/Search alternatives…#Share4Biz @RHarbridge
  57. 57. Address Wide Lists? Column Type Number Of What are wide lists (lists with too many Columns (Table columns)? Row) Wide lists are lists with more columns than fit Single Line Of Text 64 in a single rowspan in the content database. Choice 32 During upgrade, the database is changed to a sparse table structure, and a very wide list can Date & Time 8 cause upgrade to fail. Use the Test- Yes/No 16 SPContentDatabase command in Windows Number/Currency 12 PowerShell to look for wide lists in the content databases and then remove extra columns Calculated 8 before you upgrade. Integer, Lookup, People & Group, 16 Managed Metadata http://technet.microsoft.com/en- Unique ID 1 us/library/ff382641%28v=office.15%29#Share4Biz @RHarbridge
  58. 58. Number Of Site Collections Per DB Too many site collections in a content database? If you have 5,000 or more site collections in a database you should break them out into multiple databases. Why is this necessary? In SharePoint 2010 Products, there was a default warning at 9,000 site collections and a hard limit at 15,000 site collections. In SharePoint 2013 Preview, these values change to 2,000 site collections for the warning and 5,000 site collections for the limit.#Share4Biz @RHarbridge Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).
  59. 59. PowerPivot Rebuilds http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51#Share4Biz @RHarbridge
  60. 60. Remove PowerPoint Broadcast Sites They have to go. Notify users and work with them to migrate key content, but they must be removed or left in a 2010 farm. Get-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadcast#0"} | Remove-SPSite#Share4Biz @RHarbridge
  61. 61. Plan New Site Retention Policy • Site-level retention policies – Compliance levels extended to sites – Policies include: • Retention policy for sites and Team Mailbox associated with site • Project closure and expiration policy#Share4Biz @RHarbridge
  62. 62. Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 90+ SharePoint Presentations at.. SlideShare.net/RHarbridge 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#Share4Biz @RHarbridge
  63. 63. Content Description SharePoint 2013 Products Preview - Upgrade Describes the steps in the process for a database-attach upgrade. Process model SharePoint 2013 Products Preview - Test Your See a visual display of information about how to test the upgrade process. Upgrade Process model SharePoint 2013 Products Preview Upgrade Use this worksheet to record information about your environment while you test upgrade. Worksheet Get started with upgrades to SharePoint 2013 Find resources to help you understand how to upgrade databases and site collections from SharePoint 2010 Products to SharePoint 2013. Plan for upgrade to SharePoint 2013 Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint 2013. Test and troubleshoot an upgrade to SharePoint Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products 2013 to SharePoint 2013. Upgrade databases from SharePoint 2010 to Find resources to help you perform the steps to upgrade databases from SharePoint 2010 SharePoint 2013 Products 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 for Visit the Resource Center to find additional information about upgrades to SharePoint 2013. SharePoint 2013 Products Capabilities and features in SharePoint 2013 Visit the Resource Center to learn about what’s new in SharePoint 2013. Resource Center#Share4Biz @RHarbridge
  64. 64. Content Description Whats new in SharePoint 2013 upgrade Find out about new requirements, approaches, and features that are available for upgrading to SharePoint 2013. Overview of the upgrade process to SharePoint Get a visual overview of the steps involved in performing an upgrade. 2013 Services upgrade overview for SharePoint Server SharePoint 2010 Products included several service applications, some of which have databases 2013 that can be upgraded when you upgrade to SharePoint 2013. Find out which service application databases can be upgraded and what steps that you must take before, during, and after upgrade for your service applications. Upgrade farms that share services (parent and In SharePoint Server 2010, it was possible to configure parent farms and child farms to share child farms) to SharePoint 2013 services. In such an environment, the parent farm hosts one or more service applications from which one or more child farms consume services. Learn how to approach upgrading these environments 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 to SharePoint 2013. Review supported editions and products for Understand the requirements for upgrade. And if you are planning to change SKUs or products upgrading to SharePoint 2013 during upgrade, understand which upgrade paths are supported.#Share4Biz @RHarbridge
  65. 65. SHARE 2013| 73

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