This document discusses best practices for successful SharePoint migrations. It begins by introducing the presenters and their experience. It then discusses common reasons why migrations fail, such as not properly scoping the effort, lack of stakeholder buy-in, and failing to budget for all activities. The document outlines a five step strategy for successful migrations: 1) conducting an audit and inventory of the current environment, 2) cleaning up content, 3) choosing a migration approach, 4) redesigning the information architecture, and 5) creating a realistic schedule that accounts for dependencies and risks. It emphasizes testing migrations, getting stakeholder buy-in, and being realistic about timelines to help ensure migrations are completed on budget and on time.

1. The Slippery Slope of SharePoint Migrations:
What to Do to Come Out on Top
Presenters:
Adam Levithan, Ryan Patrick Tully
& Jill Hannemann

2. Jill Hannemann
@JHCherryBlossom
Editor,
Digital
Workplace
Today
Director of
Advisory
Services
10+ years in Knowledge
Management
SharePoint expertise: information
architecture, records management,
content migration, document
management
Culinary project: dinner rolls
and focaccia breads
About Me

3. About Me…
Ryan Patrick Tully:
I began my career in Information Technology with one
of the largest Consumer Electronics Retailers over eight
years ago. I started in SharePoint as anything more
than an end-user by working Product Support with
Axceler and graduating into Product Development.
I am currently a Solutions Engineer representing the
Metalogix brand with the entire portfolio of products
offered in the realm of Migration, Administration,
Protection, and Optimization in the SharePoint space.

4. Adam Levithan
@collabadam
AIIM & IT
Unity
Blogger
Practice
Lead, O365
& SharePoint
8+ years in Collaborative Systems
SharePoint expertise: Out-of-the-box
solutions, business process
management, Governance,
adoptions, information architecture
Next Adventure: Finding a
100 Mile Fundraising Bike
Ride
About Me

5. About Portal Solutions
We deliver Digital
Workplace Products
and Solutions that help
organizations share
what they know and
find what they need by
connecting people,
data, and content.
5

6. WHY MIGRATIONS FAIL
Not Scoping the Full
Effort
-
Lack of Buy-In from
Stakeholders
-
Content is Not Cleaned
or Enhanced
-
Failure to Budget for All
Activities
-

7. What is Migration?
The Slope
(complexity of your
SharePoint environment is)
= Level of
Effort and
Complexity
The Rock
(alignment between IT
and the Business)

8. Why Migrations Fail
64%
Percentage of
SharePoint
Migrations that
miss the deadline
for completion
Percentage of
SharePoint
Migrations that
are over budget
37%
Source: Data Migration in the Global 2000, Bloor Research (September 2007)

9. Understanding Your Motivations for Migration
Get off
hardware
Move to the
cloud
Redesign
intranet
New data
center
Have search
work
Get new
features
Improve user
experience
Automate
processes
Stabilize the
infrastructure
Develop a
new look and
feel
Expand usage
of SP to other
business units
Redesign IA
Consolidate
multiple SP
farms
Introduce
social tools
Implement
records
management

10. Without Buy-In, Migration is Lonely
11
Business IT

11. What is Your Migration Strategy?
12
5 Steps to Success
1 Inventory assessment
2 Content clean up
3 Migration approach
4 Redesign IA/UX
5 Creating a realistic schedule

12. 13
1. Audit and Inventory
• Total size of database
• Custom user interface
 Master page
 Page layouts
• Content types
• Infopath forms
• Workflows
• Custom web parts
• Custom applications
• Business connectivity web services (BCS)
Beware:
It’s not only how much
content that matters, but
the character of how you’re
using it (i.e. file share
replacement vs.
collaboration) .

13. 14
Audit
• Microsoft Pre-Upgrade Checkers
 2007 C:>stsadm -o preupgradecheck
 2010 Test-SPContentdatabase, Test-SPSite
• Central Administration
 Deployed Features
 Services Configured
• Database
 Number & Size of content databases
 Size of My Site database
• Review Web.config for customizations
• 2007 or 2010 see if usage is turned on
and view latest reports

14. 15
• Metalogix Migration Expert
• Tree Size Pro
• Create a Script
• Interns (Manual)
Inventory Options

15. Sample: Migration Expert
16

16. Sample: Scripted Inventory Analysis
17

17. 18
“A survey of corporate CIOs and general counsels
found that, typically, 69% of the data most
organizations keep, can – and should – be deleted.”
-Compliance, Governance and Oversight Counsel (CGOC) Summit

18. 19
• ROT Analysis:
 Redundant
 Outdated
 Trivial
• Options:
 Migrate
 Migrate and Update
 Archive
 Delete
2. Content Clean Up
Leverage the upgrade opportunity to
ensure quality content in SP 2013.
• Two schools of thought…
 Create rule-based cleansing
 Engage business users for subjective
analysis
Beware:
The time it takes to perform this step is
almost always underestimated. Add
time to your original estimate.

19. 20
Archive Strategies
• What are your options:
 Leave it in older SharePoint
 Move it from SharePoint to a file share
 Migrate to new SharePoint to an archive
site collection
• If content continues to exist…keep it in
READ ONLY mode.
• Consider deletion policies as part of
records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?

20. 21
Choose
wisely.
Which migration
approach is right?

21. Which Approach is Right for You?
22
• SP to SP version upgrade
(cannot migrate directly from
2007-2013)
• Few customizations
• On-Prem to on-Prem
• No IA rebuild required
• Works for all types of
migrations
• SharePoint to SharePoint
• Unstructured file repositories
• Third party DMS
• Only supported path to migrate
to SP Online
• Copy, paste, tag
• Works in all situations
• Extremely labor intensive
Content Database
Migration
3rd Party Migration Tool
Manual Migration or Custom Scripting
On-Prem Hosted O365 On-Prem Hosted On-Prem Hosted O365

22. Vendor Evaluation
Metalogix
Content
Matrix
Sharegate MetaVis AvePoint
DocAve
User Interface
Reorganize during migration
Reorganize after migration
Set up migration rules or bulk
transfer
Create new metadata
Retain and migrate existing
metadata
Content mapping
Change roll backs
Client Install
Pricing Model
Align requirements with
the right tool for your
migration

23. NOTE: Reorganize During Migration
24

24. 25
• Determine a rate of transfer
• Forget theory and/or 3rd party promises
review actual output
• Allow users to test small subset of real
content to gain feedback
• Challenges to look for:
 Links breaking
 Custom content types not carrying over
 File accessibility
 Permissions
 Page layouts not transferring
 Infopath forms
 CUSTOM SOLUTIONS YOU DIDN’T KNOW
ABOUT
Test Migration is Critical!

25. 26
4. Restructure IA/Design
• Take the opportunity to:
 Introduce an improved look and feel
 A more intuitive navigation
 A more robust search
 Create site personalization
• Address current solutions:
 Infopath end of life
 Connectivity to other data systems
 Content publishing process
Set expectations
that it will not be
Exactly the same

26. 4. Restructure Information Architecture
Content
Types
Lists and
Libraries
Sites/Navigation
Site Collections/Navigation
Web Applications
27
Recommended!
Supports growth
and sustainability
Determines how
users navigate
to browse
content
Influences metadata,
templates, and
searching for content
Beware:
Beware of lack of
control of URLs in
O365

27. 5. Creating a Realistic Schedule – Critical Dependencies
• Content clean up:
 Engaging end users
 Tagging content
 Archiving strategy
• Redesigning IA
 Metadata or navigation
• Rate of transfer
• Migration troubleshooting
• Specific migration requirements
• Rebuilding objects
28

28. 5. Creating a Realistic Schedule
29
• Be realistic about risks and challenges
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14
Inventory Content Clean Up SP 2013 Config
& Test Migration Migration
IA and Redesign
Testing User
Support/Training

29. QUESTIONS

30. 31
Next Steps
Get Your Free Migration
Assessment
It’s easy! Go to
www.portalsolutions.net/migration-assessment
to request your free migration assessment.
Start preparing for 2015 now!

31. THANK YOU! GET IN TOUCH WITH US
Twitter:
@collabadam
@JHCherryBlossom
Email:
alevithan@portalsolutions.net
jhannemann@portalsolutions.net