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SharePoint 2013 (Preview)Upgrade Planning For The End User:What You Need To Know                      Presented By: Richar...
Who am I?                                   Boston                                 Washington#SPSNH @RHarbridge
#SPSNH @RHarbridge
#SPSNH @RHarbridge
Our Goal Today…              From Here   To Here#SPSNH @RHarbridge
What Will We Cover Today?•    Why Do We Need Upgrade Planning For the End User?•    What Is The End User Responsible For?•...
Why Do We Need                     Upgrade Planning                     For The End User?#SPSNH @RHarbridge
Upgrade Planning Must       Include Notification Planning   Prepared User                     Unprepared User#SPSNH @RHarb...
What Happened To My SharePoint     Designer “Design” View?                     “Design view is gone? It’s                 ...
What Happened To My SharePoint     Designer “Design” View?“Design view is gone?!*Censored ranting+…There is no way in[Cens...
No In-Place Upgrade     More likely that the user will have (for a transition period)     some sites in 2010 and some site...
New Site Collection Upgrades#SPSNH @RHarbridge
Puts The Upgrade In Users Hands#SPSNH @RHarbridge
New Site Collection Upgrades#SPSNH @RHarbridge
Helping Users Understand The               Upgrade Process#SPSNH @RHarbridge
New Site Collection Upgrades#SPSNH @RHarbridge
Users Can Try A Demo Upgrade                          Sends an email to the Site Collection Admin                         ...
New Site Collection Upgrades#SPSNH @RHarbridge
New Site Collection Upgrade Queue#SPSNH @RHarbridge
Users Manage The Upgrade Process#SPSNH @RHarbridge
Until You Upgrade…                     No Web Analytics#SPSNH @RHarbridge
IT Control Of Upgrade Rollout    Some of the key questions…    • When to unlock creating new 2013      Site Collections…  ...
What Do Users Need                 To Know From IT?• Information on what will happen during transition…• Communication on ...
What Do Users Need                      To Know From IT?• In migration tool driven upgrade scenarios users will  need to k...
What Is The End User                Responsible For?#SPSNH @RHarbridge
1. Delete Unused/Evaluate Underused        Site Collections & Sub Sites                     Not every ‘unused’ site collec...
2. Delete Unnecessary Versions   Hopefully you already limit the number of versions   whenever versioning is enabled…   If...
3. Identify Unused Templates,               Features & Web Parts#SPSNH @RHarbridge
4. Finish Visual Upgrades In 2010               Environment w/ IT#SPSNH @RHarbridge
5. Re-Create Site Templates   From 2010 Only A Few…   • Document Workspace   • Meeting Workspace   • Group Work Site   • P...
6. Learn SharePoint 2013#SPSNH @RHarbridge
Motivating End Users                    To Learn                SharePoint 2013#SPSNH @RHarbridge
Dragged and Dropped#SPSNH @RHarbridge
Previews are AwesomeOffice 2013 and theOffice 2013 web appscan encourage users tomigrate/upgrade faster.Consider tying the...
Focus On Content  Are your pages ready for  wider displays when users  choose to ‘focus’ on  content and hide the  quick l...
Sharing Is Easier Sharing in SharePoint 2013 is designed to mitigate common problems from previous versions:     • Grantin...
Themes Can Add (Simple) Sex Appeal#SPSNH @RHarbridge
SharePoint & Email Integration#SPSNH @RHarbridge
Social Share-ndipity#SPSNH @RHarbridge
Search Is Better!#SPSNH @RHarbridge
Examples Of New            Features & User Impact#SPSNH @RHarbridge
iFrames & External Content    What is it?    • In SharePoint 2013 content authors can insert an      iframe element into a...
Content Search Web Part    What is it?    • A new web part that allows a user to roll up aggregated content across      si...
Image Renditions    What is it?    • Image renditions let you display different sized versions of an image on      differe...
What Is IT Responsible For            That Impacts Users?#SPSNH @RHarbridge
Helping Users Understand The               Upgrade Process#SPSNH @RHarbridge
Controlling The Site Collection                Upgrade Rollout • Defer upgrade for site collections until you can   get up...
Spring Cleaning For A Healthy Farm  • Delete stale SPSites • Finish Visual Upgrades    and SPWebs (w/ User    to 14    App...
2007 Only – Address Large Lists          Wait a second… I have SharePoint 2007 (or 2003)!          • Large list views and ...
Address Wide Lists?What are wide lists (lists with too many           Column Type              Number Ofcolumns)?         ...
Number Of Site Collections Per DB Too many site collections in a content database? If you have 5,000 or more site collecti...
PowerPivot Rebuilds           http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51#SPSNH @RHarbridge
Remove PowerPoint Broadcast Sites            They have to go. Notify users and work with            them to migrate key co...
Plan New Site Retention Policy• Site-level retention policies   – Compliance levels extended to sites   – Policies include...
Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbrid...
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SPSNH 2012 - SharePoint 2013 Upgrade Planning for the End User

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SPSNH 2012 - SharePoint 2013 Upgrade Planning for the End User

  1. 1. SharePoint 2013 (Preview)Upgrade Planning For The End User:What You Need To Know Presented By: Richard Harbridge #SPSNH @RHarbridge#SPSNH @RHarbridge
  2. 2. Who am I? Boston Washington#SPSNH @RHarbridge
  3. 3. #SPSNH @RHarbridge
  4. 4. #SPSNH @RHarbridge
  5. 5. Our Goal Today… From Here To Here#SPSNH @RHarbridge
  6. 6. What Will We Cover Today?• Why Do We Need Upgrade Planning For the End User?• What Is The End User Responsible For?• Motivating Users To Learn SharePoint 2013• Examples Of New Features & Impact On End Users• What Is IT Responsible For That Impacts End Users?#SPSNH @RHarbridge
  7. 7. Why Do We Need Upgrade Planning For The End User?#SPSNH @RHarbridge
  8. 8. Upgrade Planning Must Include Notification Planning Prepared User Unprepared User#SPSNH @RHarbridge
  9. 9. 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, and support… and I know it’s not IT’s fault.”#SPSNH @RHarbridge
  10. 10. What Happened To My SharePoint Designer “Design” View?“Design view is gone?!*Censored ranting+…There is no way in[Censored] I am letting youupgrade my sites.Everything is businesscritical. I don’t want you to Unprepared Userupgrade any of the sites wework with either! Rawrrrr!”#SPSNH @RHarbridge
  11. 11. No In-Place Upgrade More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013.#SPSNH @RHarbridge
  12. 12. New Site Collection Upgrades#SPSNH @RHarbridge
  13. 13. Puts The Upgrade In Users Hands#SPSNH @RHarbridge
  14. 14. New Site Collection Upgrades#SPSNH @RHarbridge
  15. 15. Helping Users Understand The Upgrade Process#SPSNH @RHarbridge
  16. 16. New Site Collection Upgrades#SPSNH @RHarbridge
  17. 17. 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 is#SPSNH @RHarbridge complete.
  18. 18. New Site Collection Upgrades#SPSNH @RHarbridge
  19. 19. New Site Collection Upgrade Queue#SPSNH @RHarbridge
  20. 20. Users Manage The Upgrade Process#SPSNH @RHarbridge
  21. 21. Until You Upgrade… No Web Analytics#SPSNH @RHarbridge
  22. 22. 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…#SPSNH @RHarbridge
  23. 23. 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…#SPSNH @RHarbridge
  24. 24. 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?#SPSNH @RHarbridge
  25. 25. What Is The End User Responsible For?#SPSNH @RHarbridge
  26. 26. 1. Delete Unused/Evaluate Underused Site Collections & Sub Sites Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site#SPSNH @RHarbridge
  27. 27. 2. 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.#SPSNH @RHarbridge Before Digital File Shares SharePoint
  28. 28. 3. Identify Unused Templates, Features & Web Parts#SPSNH @RHarbridge
  29. 29. 4. Finish Visual Upgrades In 2010 Environment w/ IT#SPSNH @RHarbridge
  30. 30. 5. 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…#SPSNH @RHarbridge
  31. 31. 6. Learn SharePoint 2013#SPSNH @RHarbridge
  32. 32. Motivating End Users To Learn SharePoint 2013#SPSNH @RHarbridge
  33. 33. Dragged and Dropped#SPSNH @RHarbridge
  34. 34. Previews are AwesomeOffice 2013 and theOffice 2013 web appscan encourage users tomigrate/upgrade faster.Consider tying the2013 and Windows8 upgrades toSharePoint.#SPSNH @RHarbridge
  35. 35. Focus On Content Are your pages ready for wider displays when users choose to ‘focus’ on content and hide the quick launch? Is this a feature you already plan on using for those wide lists/pages?#SPSNH @RHarbridge
  36. 36. 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#SPSNH @RHarbridge
  37. 37. Themes Can Add (Simple) Sex Appeal#SPSNH @RHarbridge
  38. 38. SharePoint & Email Integration#SPSNH @RHarbridge
  39. 39. Social Share-ndipity#SPSNH @RHarbridge
  40. 40. Search Is Better!#SPSNH @RHarbridge
  41. 41. Examples Of New Features & User Impact#SPSNH @RHarbridge
  42. 42. iFrames & External Content What is it? • In SharePoint 2013 content authors can insert an iframe element into an HTML field on a page. Why does it matter? • This lets content authors embed dynamic content from other sites, such as videos or map directions. What does a user have to do on upgrade? • By default, certain trusted external domains are already approved for use in iframes. Site collection administrators can customize the field security settings by changing the default trusted external domains. They can also allow content authors to insert iframes for any external domain, or prevent them from inserting iframes on any page. (HTML#SPSNH @RHarbridge Field Security Settings)
  43. 43. Content Search Web Part What is it? • A new web part that allows a user to roll up aggregated content across sites, site collections or the entire farm (unrestricted). Why does it matter? • Rolling up content across sites and site collections removes barriers and helps improve productivity when working across many locations. What does a user have to do on upgrade? • If the organization doesn’t have an alternative component for cross site collection roll up then this is the perfect opportunity to begin using this. • If the organization does have an alternative component for cross site#SPSNHcollection roll up, it may be worth evaluating replacing it with this web @RHarbridge part where appropriate.
  44. 44. Image Renditions What is it? • Image renditions let you display different sized versions of an image on different pages.Users can select the image rendition they want when modifying page content under the ‘Pick Rendition’ option. Why does it matter? • Not only does the image often look better when set to a smaller size (using renditions) but it also can be an extremely small fraction of the image size. What does a user have to do on upgrade? • By default, the image preview that is displayed for an image rendition is generated from the center of the image. Unfortunately this also means many need to be adjusted throughout your publishing sites (if you#SPSNH @RHarbridge intend to use this feature).
  45. 45. What Is IT Responsible For That Impacts Users?#SPSNH @RHarbridge
  46. 46. Helping Users Understand The Upgrade Process#SPSNH @RHarbridge
  47. 47. 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.#SPSNH @RHarbridge
  48. 48. 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…#SPSNH @RHarbridge
  49. 49. 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…#SPSNH @RHarbridge
  50. 50. Address Wide Lists?What are wide lists (lists with too many Column Type Number Ofcolumns)? ColumnsWide lists are lists with more columns than fit (Table Row)in a single rowspan in the content database. Single Line Of Text 64During upgrade, the database is changed to a Choice 32sparse table structure, and a very wide list cancause upgrade to fail. Use the Test- Date & Time 8SPContentDatabase command in Windows Yes/No 16PowerShell to look for wide lists in the content Number/Currency 12databases and then remove extra columnsbefore you upgrade. Calculated 8 Integer, Lookup, People & 16http://technet.microsoft.com/en- Group, Managed Metadataus/library/ff382641%28v=office.15%29 Unique ID 1 #SPSNH @RHarbridge
  51. 51. 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.#SPSNH @RHarbridge Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).
  52. 52. PowerPivot Rebuilds http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51#SPSNH @RHarbridge
  53. 53. 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#SPSNH @RHarbridge
  54. 54. 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#SPSNH @RHarbridge
  55. 55. 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: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#SPSNH @RHarbridge

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