Migrating to SharePoint Online - How Micosoft Does IT
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Lessons learned from our migration to SharePoint online inside Microsoft. See more content at https://www.microsoft.com/itshowcase
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Migrating to SharePoint Online - How Micosoft Does IT
- 1. Office 365 & SharePoint at Microsoft How Microsoft Does IT Core Service Engineering Group
- 2. “Dogfood” Partner for continuous improvement Provide feedback to our product group Anytime, anywhere access Empower users to get work done Access all enterprise data from any device Technical agility Simplified solution isolation and deployment Can add capacity and flexibility to scale up quickly Rapid feature deployment Provides the latest and best features all of the time Patching completed automatically Rapid solution development Role of IT shifts to customer service and maximizing value IT as a Service
- 3. Microsoft IT Environment Managed Windows 10 systems Mailboxes on Office 365 98% SharePoint sites in the cloud Microsoft Teams Users Employees Site locations Managed LOB apps LOB apps using IaaS/PaaS/SaaS Devices hit the Microsoft network Skype for Business meetings/month Skype for Business IMs/month Customers and partners on Yammer each month Maximum security events recorded daily Microsoft Teams
- 4. Self-service utility Regional collaboration, team and divisional sites, file shares Custom/managed Remaining corporate and business unit portals Team sites and portals—such as Finance Web, MSW, and Legal Web OneDrive for Business (personal) sites Office 365 shared services: Search, Profile, Office Graph, Taxonomy On-premises shared services: Search, Profile (UPA), Taxonomy (MMS) Hybrid
- 7. Employees come to MSW to: • Read news about our company • Learn about Microsoft’s history and culture • Search the intranet from the homepage • Find commonly used sites & tasks from our resources tab • Use interactive campus and building maps
- 12. • Publishing equivalency if not better • Cost to manage portal < on premises • Make beautiful on any device and accessible from any location • Deliver quickly & simply • • Parity with most capabilities non-negotiable •
- 13. • Be out of the box as much as possible • • Render well across devices • • Re-usable responsive design package • • • Standard content schemas • • Separate content from UI • •
- 14. • One page, multiple experiences • • • • Challenges come with various devices • Based on community frameworks • Work goes beyond framework/package
- 15. • Caching differences between on-premise and cloud • • • • Content By Query part was expensive, replacement options • • • • Resource: Fine tune SharePoint Online http://aka.ms/tune
- 16. • Retain the O365 app launcher • Be careful with migrating navigation • • MSW now uses: Metadata managed navigation • • Structural navigation • • • Search driven navigation • •
- 17. • • • •
- 19. 0 50,000 100,000 150,000 200,000 250,000 300,000 2010 2011 2012 2013 2014 2015 2016 2017 On-premises # of sites Rethink our experience in the cloud
- 20. Migration options New self-service utility sites ( 59k to 26k in 1 year) and MySites Active self-service utility sites Divisional farms with mixed site types Major portals and apps
- 23. User adoption was strong with the “start fresh” approach Employees appreciate anywhere, anytime, any-device access Start with easy workloads Understand the environment, custom solutions, site types, and what people are actually using Minimize the volume you have to migrate Determine your governance strategy Define the acceptable and target user experience before migrations start Think through the permissions model – security groups won’t include calculated domain groups Lock down your support plan before migration is performed Scale the migration process through best practices
- 24. • Understand the environment, custom solutions, site types, and what people are actually using
- 25. Microsoft IT Showcase offers a variety of technical resources including case studies, whitepapers, on-demand video, and even live-streaming roundtable sessions with IT experts. microsoft.com/itshowcase “Microsoft IT migrates 150,000 mailboxes to Exchange Online” https://www.microsoft.com/itshowcase/Article/Content/577/Microsoft-IT-migrates-150000-mailboxes-to- Exchange-Online “Microsoft IT shares insights about moving to the cloud” https://www.microsoft.com/itshowcase/Article/Content/650/Microsoft-IT-shares-insights-about-moving-to-the- cloud “Optimizing network performance for Microsoft Office 365” https://www.microsoft.com/itshowcase/Article/Content/631/Optimizing-network-performance-for-Microsoft- Office-365 “SharePoint to the cloud: Learn how Microsoft ran its own migration” https://www.microsoft.com/itshowcase/Article/Content/691/SharePoint-to-the-cloud-Learn-how-Microsoft-ran-its- own-migration
Editor's Notes
- Presentation Notes: Slide objective: Explain the primary benefits of moving to the cloud. Speaker Notes: The cloud is the enabler of our digital transformation. It helps us engage with our customers, empower our employees, optimize our operations, and transform our products. Benefits of moving to the cloud IT as a Service: IT was able to move from being a service runner (patching machines, managing service uptime, managing storage, and so on) to being a business enabler. Our focus is now on empowering our businesses and employees to get business value and to enable rapid solution development to achieve business results. Anywhere on any device: Employee adoption of SharePoint services and personal storage increased after moving to Office 365 when our employees could work when and how they needed to on any device. When they were no longer tied to specific machines, employees responded by broadly using OneDrive for Business (and its precursor). They moved significant content off their personal drives onto core team sites, groups, and OneDrive for Business sites. Technical agility: We stopped managing our employees’ storage needs, instead leaving that to our cloud service. When we moved to the cloud, our employees went from collectively storing eight terabytes of MySite content on-premises to more than 350 terabytes of data on OneDrive for Business in the cloud. In the past, we would have had to provision disks of new storage capacity to cover all that new use—not anymore. Rapid capability evolution: We were able to move our custom portals over to the cloud with the vast majority of on-premises capabilities intact. After the portals were migrated, we worked with portal owners to use new capabilities afforded by the cloud. For example, sites were able to take advantage of Delve (the Microsoft personalized, internal searching tool) and users could easily discover content shared with them—features that didn’t exist on-premises. Dogfood: We are helping our customers by validating that the product is capable at an enterprise level. This helps customers get a better quality service because we’ve already tested it out.
- Presentation Notes: Slide objective: Give an overview of the Microsoft IT SharePoint current landscape. Speaker Notes: This is a quick view of the SharePoint landscape. We have a large and rich environment and use SharePoint for everything from team collaboration to portal workload to business process automation. This journey to move to the cloud has taken place over the last years. Before migration when everything was on premises: This was an incredibly complex system. We had to isolate individual highly customized portals because of the level of customization. We had lots of customized portals, including an enterprise portal, an IT portal, an HR portal, and so on. In addition, we had team collaboration space where teams do their work, and divisional spaces where divisions do their divisional content. We had personal spaces with personal content. We had an extranet to share with customers and partners. We had regional environments for regulatory compliance in various regions. What changes with the cloud? We still have all the complexity, but it is contained in one container Now it is all one service. Personal and business sites are all in one service. Now all the portals exist in one big cloud bucket. We may segment the cloud in various ways, but all the portals are running in the same space of Office 365. What about the remaining 6.5K utility sites and approximately 40 custom sites that are still on-premises? These are staying on-premises for now. Migration is a journey, certainly not an overnight thing. We are saving certain workloads for the end. HR is a good example because it’s a highly complex portal with lots of customization: It requires a complete reimagining, because we had pretty bad internal HR experiences at this company. As we move it to the cloud, there is a bigger investment to reimagine our whole HR portfolio. For sites like regional sites, we are waiting for Office 365 cross geo to do things like store data that must remain in Europe in the cloud. We have plans to move almost all of the on-premises sites to the cloud—it’s just a matter of timing. We are purposefully a hybrid company because we are also our first and best customer. We understand that our customers are going to be running in a hybrid state for years, so we also are going to be running in a hybrid state.
- Presentation Notes: Slide objective: To show how the counts of SharePoint sites have changed over time during our SharePoint migration to the cloud. Speaker Notes: Understanding our SharePoint situation: Microsoft employees rely on SharePoint. When we started our migration in 2011, employees were maintaining more than 70,000 SharePoint on-premises team and publishing sites, and 114,000 personal MySites. Divisions and groups within our company had built and were operating 240 custom portals handcrafted to do things like share news with employees, find information from groups like IT and Human Resources, and search for campus maps. So when it was time for us to migrate to the cloud, it was clear it wouldn’t be simple. We started before the cloud’s capabilities were in place. Rather than tackle migration all at once, we took a measured approach, encouraging our SharePoint site owners to consider migration. If they wanted to migrate their sites, we asked them if they wanted to start fresh so they could build their site just the way they wanted. For larger sites and portals, we used migration techniques ranging from moving as-is (lift and shift) to starting from scratch in the cloud. This gradual approach worked. By fall 2015, we had moved 97 percent of our sites to the cloud. Even better, we were able to eliminate 50 percent of all the on-premises SharePoint sites on our company system, cutting costs as employees created new project and team spaces directly in the cloud. Along the way, employees could take advantage of new features and capabilities that came with the move to the cloud. And because SharePoint Online is more secure than typically managed, on-premises versions of SharePoint, we were able to make the way our employees and contingent staff store and save data safer—without sacrificing productivity.
- Presentation Notes: Slide objective: Talk through the different migration options we’ve used in our SharePoint migration to the cloud. Speaker Notes: Start fresh: No migration is the best migration: We encouraged Microsoft employees to think of migration as a fresh start. Instead of migrating old, unloved sites to the cloud, we encouraged them to build new sites exactly the way they always envisioned they should work. We decided to allow teams to start building in the cloud well before migration started. This gave teams time to think about what they could do in the cloud if they just started fresh. We did this for an entire year before migration started and the results were very strong—we were able to retire half of our SharePoint sites before we even started migration. Most were rebuilt as part of our start fresh initiative and the rest were completely shut down because new projects or teams had superseded them and no one was using them. As-is migration: After subtracting all of the fresh starts, shutdowns, staying on-premises, and custom portals, we were left with approximately 25,000 utility (self-service) sites that we needed to migrate. We call the technique we used for migrating these sites “lift and shift,” named for lifting a site as-is and then shifting it to the cloud with the same capabilities and the same look and feel. When we started, we were migrating just a few sites per week, but by the time we wrapped up eight months later, we were clearing more than 1,000 sites per week. Partial move: This means that you will re-think some parts, some parts stay behind, and some parts will start fresh. This is a hybrid approach; some things stay on premises. Rethink : This is a complete re-imagining of your site. You are re-imagining the content, the experience, the solutions, and the information architecture. After you’ve done that, you’re doing the migration.
- Start with easy workloads, ODfB can be isolated from portfolio Easier team sites Start fresh adoption as quickly as possible Goal is to minimize volume of what to migrate
- Presentation Notes: Slide objective: Share the best practices we have developed as we have migrated our SharePoint sites to the cloud. Speaker Notes: Establish guiding principles for building a SharePoint portal in the cloud: What do you want your cloud experiences to be? What kind of governance do you want? Encouraged site owners to limit the number of customizations they made to keep cost down and retain business agility. Invite site owners to use our new dynamic rendering capabilities to put their content on PCs, tablets, and phones. Plan experiences that work on any device. Goal is to minimize the volume of what you end up needing to migrate. After you minimized the volume, you can drive a “start fresh” approach. The sooner you start building in the cloud, the better. Start with OneDrive for Business and easier sites.