The document outlines a case study for migrating a construction company from SharePoint 2007 to SharePoint 2013. It describes the existing environment including legacy customizations and performance issues. The proposed solution is to migrate content to the new 2013 environment using a third-party tool to clean up access controls and align content. Challenges include limited resources and a datacenter move. Benefits include reduced costs, improved search and user adoption, and freed up resources. Governance and a phased migration approach are recommended.

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Movin’ On Up
A SharePoint 2013 Migration Case Study
Jim Adcock

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Welcome to SharePoint Saturday Houston
• Please turn off all electronic devices or set them to vibrate.
• If you must take a phone call, please do so in the hall so as not
to disturb others.
• Special thanks to our Diamond Sponsor, HSPUG
Thank you for being a part of the
7th Annual SharePoint Saturday
for the greater Houston area!

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Thanks to all our Sponsors!

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Information
• Speaker presentation slides should be available
from the SPSHOU website within a week or so
• The Houston SharePoint User Group will be
having it’s next meeting Wednesday April 20th.
Please join us at www.h-spug.org

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Jim Adcock, The SharePoint Therapist
Director, Enterprise Development
Dynamic Systems
http://dlairman.wordpress.com
http://SharePointTherapist.com
@dlairman
Focused on Governance, User Adoption, Business Process Automation
Vice President
Launch Pad Job Club
Fridays at 10:00 am

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A nearly century-old construction company
(slow to make changes)
A 40 year old construction company
(with many of its employees dating back to the
company’s founding)
The Clients

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The Environment
Existing SharePoint 2007
~400 GB in the content DB
Pilot SharePoint 2010
Records Center
Office 365
Project that needed ability to collaborate with external entities, not
enough resources at the time to set up their own extranet
External services (some approved, some not)
Box, Dropbox, etc.

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SharePoint 2013
On-premises
Unified environment
The Goal

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Some performance issues in 2007
(All 400 GB in a single content DB)
Unhelpful search results
Required support for legacy customizations
Low user adoption
Lots of files sent via e-mail
Shadow resources may be in use (Box, etc.)
Access controls out of control
Lots of folders! (Intentionally designed to mirror
the old paper document storage)
Business Drivers

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Migrate content into new environment using third-party
tool
Cleans up access controls
Allows creation and assignment of content types
Leaves behind stale content
No customization ghosts
Realign content into smaller content databases
Alternative – script migration using PowerShell
Proposed Solution

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Resources dedicated to SAP implementation
Funding limitations
Server resources
Turnover of SharePoint staff
Datacenter and office move
Users not happy with current SharePoint environment
(Therefore SharePoint sucks!)
Challenges

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Anyone know what this is?

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User’s view of SharePoint

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Once the migration is complete:
Resources dedicated to supporting the two older
environments can be reclaimed
Costs of the cloud environment and approved third-party
cloud services eliminated
SP2013 licensing costs less than SP2010, skipping 2010
makes sense
Example Savings
# of Internal Users 100
# of Servers 2
Internal CAL Enterprise (Est.) Cost
SharePoint 2010 $ 82 $ 40,000 $ 88,200
SharePoint 2013 $ 94 $ 7,000 $ 23,400
Saving (Est.): $ 64,800
Potential Wins

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Choices:
Retired
Replaced w/ other (non-SharePoint) solutions
Replaced using OOTB SP2013 features
Must be rebuilt with the App model
Legacy SharePoint Customizations

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Use SharePoint

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Documents customized to reflect the
existing environment and desired
outcomes labeled as “Plan”, and as-yet
un-customized docs are “Templates”.
As the templates get filled out, they
become plans.
The Plan

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Engage the users!
Determine Governance
Determine Architecture
Install Servers and Software
Configure 2013 Environment
User Training
Content Migration
Application Migration
Decommission 2007 and 2010
To Do

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Contest: Name SharePoint!
$50 prize!
Nearly 1/3 of users
participated!
52 Suggestions
94 Votes in 1st round, 125 in
2nd
Survey: What do you like/hate
about the current system?
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5
5
4
4
User Engagement

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Because that’s a good idea, right?
#sharepointallthethings

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Identify Key Stakeholders
Project Kickoff Meeting
Vision and Goals
Decisions List
These decisions feed into Architecture design
Governance

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Governance & Architecture

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Recommended Architecture

25. MAKE IT BETTER!
INTRANET MIGRATION TO SHAREPOINT 2013
Upgrade project kickoff meeting with key stakeholders (Presentation Rough
Draft)

26. WE’RE GETTING AN UPGRADE
• SharePoint 2013 has some great new features – including a more intuitive
interface!
• Streamlined Permissions – it will be easier for you to get access to your stuff!
• Better Search – it will be easier for you to find what you are looking for!

27. BETTER SEARCH!
• So significant, I had to mention it again!
• You know how Google has gotten better over the years at giving you what
you are looking for? Microsoft has figured out that it needs to step up its
game.

28. MOST IMPORTANT…
We are trying to make work easier for you.

29. THAT’S THE CARROT
• Carrots are good for you!
• But you aren’t a horse, and carrots may not be your favorite food…
• In other words, while it is good for you, you might have to “eat” some things
that you may not like the taste of in order to reap the benefits.

30. CHANGE CAN BE HARD….
• But we are going to do everything we can to make it as easy as possible to
get to the good stuff.

31. WHY SHAREPOINT?
Provides a secure place to store documents
• Always backed up
• Always available (cloud!)
• Version control
• Access control
• Alerts – stay informed of changes!

32. WHY SHAREPOINT?
Workflow automates business processes
Spend less time managing processes and more time accomplishing things!

33. WHY SHAREPOINT?
Empower users – get IT out of the way of business!

34. WHY SHAREPOINT?
PC Network Share SharePoint
Backup
Availability
Version Control
Access Control
Workflow
Alerts

35. A FEW CHANGES…
• Additional Governance - Consistent look and feel across the organization
• Better experience for the end users – you!
• More consistent system behavior
• More consistent search results!
• Behavior - Never add another attachment to e-mail
• Cost savings!
• No more playing “Which version is correct?”
• No more folders!
• Say what?!?!?

36. A FEW CHANGES…

37. FILE FOLDERS ARE SO 19TH CENTURY
• Prior to 1898, businesses kept papers in envelopes in turn stored in arrays of
pigeonholes often lining a wall. Finding and opening envelopes and unfolding
papers was troublesome and inefficient.
• The vertical filing cabinet (more or less as in use today) was invented by
Edwin G. Seibels in 1898. Seibels reasoned that folding was not necessary;
papers could be kept in large envelopes standing on end vertically in a
drawer.
• Electronic folders are designed to mimic the separation provided by the 1898
invention.

38. LIMITING YOUR VIEW
• Folders limit your view of information to only the way the data is separated by
the folders
• But what if you wanted to look at the data a different way?

39. HOW WE FIND STUFF
• Then: Location was everything
• Now: Search is king. Search is so much the prevalent way we find things
that we don’t even call it “searching” anymore. We call it after a common
search appliance – we “Google” things now! (Even when we are using Bing!
Sorry, MS!)
• Search gives you what you are looking for when you are looking for it

40. CONTAINERS ARE FOR LOCKING
• Use containers (like sites, libraries or folders) to create security zones.
• Use labels – tags and “metadata” to group things by what they are and make
them findable
• Use “content types” to determine what types of labels can be applied, and
how to handle the document lifecycle

41. TRAINING!
• A big change like this is an opportunity to address training gaps
• A big part of helping you to get the most out of SharePoint is teaching you
how to get the most out of SharePoint

42. MAKE USERS HAPPIER
• Easier to use
• More effective, giving you time to spend on things that matter!

43. MAKE MANAGEMENT HAPPIER
• Cost reductions!
• Increased efficiency! (More cost reductions!)
• More focus on capturing business (more profit!)
• More focus on improving services (happier customers, more profit!)

44. PROPOSED VISION STATEMENT
“The Portal provides an environment where, in one organized, intuitive and searchable location
employees will find the systems, tools, information and collaboration areas that they need.
From any internet-connected computer, employees will be able to realize greater efficiency accessing
important business systems, people information, company forms, news, benefits summaries, calendars
and other company information.
The portal will provide tools for teams to collaborate and share documents, timelines, status reports
and other communication, thus providing additional benefit to our customers, and our industry partners
in a secure and efficient way.”
Stakeholders provide input at this step

45. InScope
OutofScope
Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
Utilized by IT to develop and implement more advanced technical solutions through a unified application delivery platform.
The primary repository for document sharing, collaboration, and communication.
The primary location for simple workflow/business process automation.
The employee Portal and communication center for internal corporate communications.
The primary project issue tracking system with the support of Project Server.
x The repository for any XYZ documents and processes.
The platform used for customer relationship management. (Recommend OOS)
The learning management system used by our organization. (Recommend OOS)
Utilized as an asset management system.
The ticket tracking system for our operational issues.
The work order management system used by our organization.
Stakeholders provide input at this step

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Virtualized environment, can clone base OS
Dev, Test and Production environments
How do you create multiple environments with
consistency?
Install the Servers

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PowerShell!

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Often the most overlooked
requirement for successful
rollout!
Training begins as soon as the
Dev environment is stood up.
User Training

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Open the 2013 site for use
Search crawls 2007 content
New home pages for each department
Links to 2007 site content until migrated
Open for Business

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Test migration of content to Test environment
Move IT first – dog food!
Validate the migration test in Test
Use the validated migration to re-migrate to
Prod.
Final validation in Production
Content Migration

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Recreate customizations from 2007 that the
business needs to carry forward into 2013
Can be done in parallel to Content Migration
Customization Migration

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Final backup
Turn off VMs
Wait to see if anyone screams “My data!”
Release resources
All done!
Decommission 2007 and 2010

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The Best-Laid Plans
• That, and a five dollar bill will get you a cup
of coffee at Starbucks.

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Architecture Designs
• http://technet.microsoft.com/en-us/sharepoint/fp123594.aspx
Planning Resources
• http://technet.microsoft.com/en-us/library/cc261834.aspx
• http://jimehrenberg.wordpress.com/2013/07/22/an-oldie-but-a-goodie-sharepoint-
2013-version-comparison-chart/
• http://sharepointpromag.com/blog/migrating-sharepoint-2007-sharepoint-2013-
part-1
• http://sharepointpromag.com/blog/migrating-sharepoint-2007-sharepoint-2013-
part-2
Governance Resources
• http://www.rharbridge.com/?page_id=726
• http://kjellsj.blogspot.com/2010/05/sharepoint-governance-part-i-eating.html
• http://technet.microsoft.com/en-us/library/ff848257(v=office.14).aspx
• http://sharepointtherapist.com/
Install Scripts
• http://gallery.technet.microsoft.com/DownloadInstall-SharePoint-e6df9eb8
• http://autospinstaller.codeplex.com/
• http://blog.tedpattison.net/Lists/Posts/Post.aspx?List=9d54806e%2D14ca%2D456d
%2Da62a%2Db903c9dda841&ID=24&Web=dbc8a5bc%2Dc0d9%2D412c%2D8929%2
D177a045a5351
Some Training Resources
• http://www.discoversharepoint.com/
• http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-
2013-HA104030990.aspx
• http://www.brainstorminc.com/for-business/train-by-type/quick-start-
cards/microsoft/sharepoint/productid/208
• http://www.youtube.com/playlist?list=PLCB216CC4ACF9338E
Resources

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Your SharePoint 2007 Migration site
This link allows you to download a .stp file that you can load into your SharePoint 2007 environment as a
site template
Resources

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Ask now or feel free to contact me later:
@dlairman and @SPointTherapist
jim@adcock.net
http://www.linkedin.com/in/jimadcock
http://SharePointTherapist.com
http://dlairman.wordpress.com
Questions?

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Please Leave Feedback During Q&A