SharePoint Migration Series: Success Takes Three Actions
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Your successful migration to SharePoint 2016 takes three actions: analysis, optimization and planning. It also takes a lot of questions that require answers. What do you have? What do you move? What do you archive? What problems might occur? What do users expect? From identifying content sprawl, deciding what to archive, understanding potential security risks, ending performance issues and creating an environment that meets end-user expectations, requires many questions that need good answers. In this session, you’ll learn what to ask and how to find answers: Understand your current environment Maximizing SharePoint 2016 features Accurately plan your migration Reduce risk in your SharePoint migration
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SharePoint Migration Series: Success Takes Three Actions
- 1. SharePoint 2016 Migration Success Takes Three Actions Adam Levithan Director Product Management, Metalogix Microsoft MVP alevithan@metalogix.com @collabadam
- 2. 3 Confidential and Proprietary © Metalogix3 Confidential and Proprietary © Metalogix Migration Framework
- 3. 4 Confidential and Proprietary © Metalogix4 Confidential and Proprietary © Metalogix What’s Not in 2016 Deprecated in 2013 • Document & Meeting Workspace • No more XSLT we now use Display Templates • FAST Server merged with OOTB 2013 Search • Web analytics from moved into Search • Organizational Profiles Deprecated in 2016 • Wave a fond farewell to SharePoint Foundation • No more Forefront Identity Management • Standalone (Single Server) Install Supported for Dev/Test only • So Long to Tags and Notes • Excel Online replaces Excel Services • BI must use SQL Server 2016 • Prepare to say goodbye to Stsadm
- 4. 5 Confidential and Proprietary © Metalogix5 Confidential and Proprietary © Metalogix What’s In SharePoint 2016 via 2013 • Search, Continuous Crawl and the new Web Parts • Social – Community Site, Microblogging and Activity Feeds • Updated User Interface & branding through the Design Manager • OneDrive for Business instead of My Sites • Apps and the App Store • Claims authentication default
- 5. 6 Confidential and Proprietary © Metalogix6 Confidential and Proprietary © Metalogix
- 6. 7 Confidential and Proprietary © Metalogix7 Confidential and Proprietary © Metalogix
- 7. 8 Confidential and Proprietary © Metalogix8 Confidential and Proprietary © Metalogix
- 8. 9 Confidential and Proprietary © Metalogix9 Confidential and Proprietary © Metalogix
- 9. 10 Confidential and Proprietary © Metalogix10 Confidential and Proprietary © Metalogix Hybrid? www.metalogix.com/sharepoint2016
- 10. 11 Confidential and Proprietary © Metalogix11 Confidential and Proprietary © Metalogix BREAKING NEWS – Feature Pack 1 • Logging of administrative actions performed in Central Administration and with Windows PowerShell. • Enhancements to MinRole to support small environments. • A new OneDrive for Business user experience. • Custom tiles in the SharePoint app launcher. • Unified auditing across site collections on-premises and in Office 365. • Unified taxonomy across on-premises and Office 365. • OneDrive API 2.0 NOTE: Need Software Assurance
- 13. 14 Confidential and Proprietary © Metalogix14 Confidential and Proprietary © Metalogix Pre-Migration Discovery/ Analysis Collaboration and Content Strategy • Has anything changed? • Does my SharePoint Farm represent my current organization strategy? • Acquisitions? • Leadership changes? • Departmental reorganizations? Audit and Inventory • Capture business purpose • Assess relevance of content • Assess current users • Sensitive, Regulatory, Important Content
- 14. 15 Confidential and Proprietary © Metalogix15 Confidential and Proprietary © Metalogix 5 Pillars of SharePoint Health ADD- INS CUSTOMIZATION DATABASE NETWORK ARCHITECTURE 15
- 15. 16 Confidential and Proprietary © Metalogix16 Confidential and Proprietary © Metalogix Changes In SharePoint Over Time
- 16. 17 Confidential and Proprietary © Metalogix17 Confidential and Proprietary © Metalogix SharePoint Inventory URLs Site Collection Name Site Collection Size Sub site count Large Lists Document Versions Customizations Site Location/position Content DB – Size, Number Site Collections per DB Duplicate or Orphaned Site Collections My Sites – Content DB, Size
- 17. 18 Confidential and Proprietary © Metalogix18 Confidential and Proprietary © Metalogix Pre-Migration Clean-Up Evaluate current business process Consider existing site structures Departmental/team reorganization Publishing requirements Search/findability Navigation Content Growth Sensitive or regulatory requirements “Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” The SharePoint Puzzle – adding the missing pieces, AIIM, 2012
- 19. 20 Confidential and Proprietary © Metalogix20 Confidential and Proprietary © Metalogix SharePoint Security & Information Governance Migration Planning & Environmental Analysis Collaboration Platform Performance & Continuity Information Archiving & Storage Management SharePoint & Office 365 Migrations
- 20. 21 Confidential and Proprietary © Metalogix21 Confidential and Proprietary © Metalogix
- 21. 22 Confidential and Proprietary © Metalogix22 Confidential and Proprietary © Metalogix Structure of Your Migration Change Management • Cutover • Gradual Architectures • Lift & Shift • Multi-Prong • Distributed
- 22. 23 Confidential and Proprietary © Metalogix23 Confidential and Proprietary © Metalogix Understanding Speed
- 23. 24 Confidential and Proprietary © Metalogix24 Confidential and Proprietary © Metalogix Understanding Speed Technical • Connection Speed • The distance between on-premises SharePoint and SharePoint Online is very large, creating a Wide Area Network (WAN) • The Internet is a very unpredictable WAN • Office 365 • Protection • Throttling – User and Farm • Virus Scanning • Load Balancing of Web Server Connections • Distributed Denial of Service Monitoring • Optimizations • Migration API • Azure Migration Containers Human • Requirements gathering • Feedback • Testing Results • Approvals
- 25. 26 Confidential and Proprietary © Metalogix26 Confidential and Proprietary © Metalogix Three Areas of Optimization • Pre-Migration/ Hybrid preparation of your current environment • Planned information architecture changes based on requirements • On-going environmental & information architecture updates
- 26. 27 Confidential and Proprietary © Metalogix27 Confidential and Proprietary © Metalogix Capacity Load Traffic Isolation • Web • Database • Service Applications • Search • Authentication Indexing Server & Network Optimization
- 27. 28 Confidential and Proprietary © Metalogix28 Confidential and Proprietary © Metalogix Database Optimization 28
- 28. 29 Confidential and Proprietary © Metalogix29 Confidential and Proprietary © Metalogix Database Distribution • Provisioning overhead • Data isolation • Content storage • Query locks and throttling • Utilization • Recoverability • Resource Consumption • Availability System Services Site Collections Lists
- 29. 30 Confidential and Proprietary © Metalogix30 Confidential and Proprietary © Metalogix Information Architecture
- 30. 31 Confidential and Proprietary © Metalogix31 Confidential and Proprietary © Metalogix 31 Proactive Monitoring
- 32. 33 Confidential and Proprietary © Metalogix33 Confidential and Proprietary © Metalogix 33 Questions? The SharePoint Server 2016 Migration Planning Guide www.metalogix.com/sharepoint2016
Editor's Notes
- Team Site Follow Hybrid App Launcher
- What’s a Feature Pack? Unlike previous versions of SharePoint, release-to-manufacture (RTM) did not define the end of innovation, but the beginning. As we continue to develop SharePoint Server 2016, we’ve paid close attention to customer feedback, trends in content management, team collaboration, user experiences across devices, and how the cloud can be blended into existing on-premises scenarios in new and compelling ways. Feature Packs allow us to accelerate delivery of cloud-first features to our Software Assurance customers (where noted) of SharePoint Server 2016 outside of the traditional 2- to 3-year release cadence. New capabilities for administrators For IT professionals, Feature Pack 1 includes several new capabilities based on feedback we received throughout the development of SharePoint Server 2016, from IT Preview to Release Candidate. Administrative actions logging—SharePoint administrators spend a considerable amount of time troubleshooting administrative changes to their on-premises environment, which can result in failure conditions or other undesired effects. We heard your feedback surrounding the need for more insightful, granular logging and, in Feature Pack 1, we introduced logging of common administrative actions performed in the Central Administration website and with Windows PowerShell. MinRole enhancements—One of the infrastructure advancements in SharePoint Server 2016 was the concept of MinRole. MinRole is designed to transform architectural guidance into code, simplifying deployment and scale with SharePoint by ensuring a request is served end-to-end by the receiving server based on the origin of the request (i.e., end user or batch processing) and role of the destination server. MinRole was originally optimized for larger farm topologies. With four server roles, the minimal requirement for a supported MinRole configuration was a four-server farm. A farm with high availability (HA) requires two servers for each role, making eight servers the minimal requirement for a HA MinRole configuration. You told us that you would like to have the benefits of MinRole with smaller farm topologies too. We listened to you and enhanced MinRole to address this request. Once the new MinRole enhancements are enabled, you will notice that two additional server roles are available: “Front-end with Distributed Cache” and “Application with Search.” The Front-end with Distributed Cache role combines the Front-end and Distributed Cache roles together, while the Application with Search role combines the Application and Search roles together. These new roles let you host a multi-server MinRole farm with just two servers or four servers with HA. A new OneDrive for Business experience—OneDrive for Business is an integral part of Office 365 and SharePoint Server. It provides a place where you can store, share and sync your work files. OneDrive for Business makes it easy to manage and share your documents from anywhere, and work together in real-time, on your favorite devices. Feature Pack 1 brings the modern OneDrive for Business user experience to SharePoint Server 2016. The new OneDrive user experience is a Software Assurance benefit. SharePoint App Launcher custom tiles—The App Launcher was introduced in SharePoint Server 2016 with the ability to extend the tiles with the SharePoint Hybrid App Launcher to include apps available in Office 365. The App Launcher provides a common location to discover new apps and navigate between on-premises SharePoint and Office 365 applications. Now, in addition to native SharePoint and Office 365 apps, you can also add your own custom tiles that point to other SharePoint sites, external sites, legacy apps and more. This makes it easy to find and navigate to the relevant sites, apps and resources to do your job. Hybrid capabilities Unified auditing—Unified auditing gives SharePoint administrators detailed visibility into file access activities across all site collections, on-premises and in Office 365. With unified auditing in place, the Office 365 Security and Compliance Center can provide audit logs search for your SharePoint Server 2016 on-premises audit logs in addition to Office 365 audit logs. This hybrid auditing capability—powered by Microsoft SharePoint Insights—enters preview with Feature Pack 1. Configuration is simple: a few clicks in Hybrid Scenario Picker wizard and you’re ready to start viewing and experiencing unified auditing. Learn more about hybrid auditing (preview), powered by Microsoft SharePoint Insights. Unified taxonomy—SharePoint’s managed metadata service application makes it possible to create a taxonomy for information architecture across site collections and web applications. With Feature Pack 1, you can implement a unified taxonomy across a SharePoint Server 2016 farm and Office 365. You can seed the term store in SharePoint Online from your on-premises term store and then manage your taxonomy in SharePoint Online. Replication to on-premises SharePoint is performed by the hybrid taxonomy feature. Learn more about the hybrid taxonomy (preview) feature. For more information on other SharePoint and Office 365 hybrid scenarios, see hybrid.office.com. Developer enhancements OneDrive API 2.0—The OneDrive API provides a common API for access to files located on-premises and in the Office 365 cloud. The API provides access and enables developers to build solutions that target user data stored in OneDrive for Business and SharePoint document libraries.
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- The first piece to understanding content is to perform Pre-Migration Discovery. A very typical situation for SharePoint in the past has been, Top-down driven to achieve IT goals of centralization and security of content. Sometimes organizations have purchased a great Enterprise agreement, and implemented SharePoint because it was there – and now there’s the Wild-Wild-West. While those are some typical situations, even the best design SharePoint implementation needs to be updated overtime. How was the content organized? Were there sites built by specific group of leaders and now they’re gone? Great thing to do is to understand your company’s Fiscal Year objectives and tie them to the innovations within SharePoint Online. Digital regulations are rapidly changing, and the security landscape has become more top-of-mind than ever. It’s important to AUDIT your content and understand if there is SENSITIVE content and begin to think about ARCHIVING/RETENTION around business processes, sensitive content, and regulatory needs. A Quick analogy, Important to understand the amount of content to review You are not going to move everything from the old house to the new house How much duplicate content is out there You can find out by runing a survey – how useful is your content? Can people find it? What do people want added? Understand the pan points / Don’t replicate them Another example: A Large pharma company that found that 20% of their content consisted of duplicates of existing content. Survey found that people found various versions of documents using Search, never sure which is most relevant NEXT SLIDE
- Adam
- So here’s the simple question: How is your current SharePoint environment configured? We could spend a whole session on the details of migration but I’d like to cover just a few of those items Large Lists Orphaned items My favorite, documents that have never been checked in. We actually came across these issues so many times that they’re included within our Migration Expert tool (it’s free, I’m not selling anything here) NEXT SLIDE
- Well, we’ve seen our customers succeed when they clean their house up before the move. But even more importantly, and unlike a house, you can change the structure to fit your updated organization, business and technological goals. Common things we see to take advantage of Implement metadata within SharePoint Focus on the success of Search and Finding information IA includes the combination of Content, Context, and users. Developing IA takes work: Need to understand how users see and search for information Understanding relationship between different data entities Microsoft Managed Metadata worksheets are helpful tools For example, a user opens a main landing page. Does this user see the right content? Is it within the right context? Should this user see this content and in this context? Or should this user be receiving something else in terms of content and experience?
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- Cutover – Otherwise known as "The Big Bang" this is where your entire organization moves from the old technology to the new one at the same exact time. This creates the ability to have your organization all on the same change management path, however it also means that there are a lot of project variables that must not impeded the goal cutover date. Gradual – Here different groups of your organization are moved to the new technology within separate timeframes. This customized attention can result in higher adoption rates and individuals feel more connected to the migration process, however it is an additional burden on the migration team to customize their techniques for each group. Customized attention? Lift & Shift – In this scenario, this is usually used when an organization is performing a wholly technical migration. I put a SharePoint upgrade into this category, where you are not reorganizing or optimizing any pieces of SharePoint but just moving from one technical version of SharePoint to another. This category also encompasses manual migration from personal files and the use of third party tools to move documents from one technology to the next. Multi-Prong – In this scenario, Power Users, Site Owners, Site Collection Owners and/or IT are working with a tool to reorganize and migrate a certain set of content. Picture each department having their own console with the ability to filter out old content, consolidate sites, and add metadata for their own information based on a general set of governance. Distributed – In this scenario, many servers are working together to simultaneously migrate content. As timelines for migrations have decreased, this methodology has increased in the experienced hands of many system integrators/consultants. They've worked with the business to map out what a reorganized and optimized new environment looks like and built a powerful migration engine to automatically implement these changes.
- Now that you’ve optimized the content and structure that will be moved to SHarePoint Online, it’s important to understand some key areas that will effect your projects timeline. Putting it nicely, the Internet is a very unpredictable WAN, and even with the great API that you’ve just seen it’s very important to test and understand from your servers to O365 what reasonable average throuput is. Remember too – we talked about Office 365 security, so bulk loading information into the system rings a lot of bells, that rightfully reduce the throughput of your migration. Finally, even using content matrix and the API there’s a lot of back-and-forth communication that is required to ensure the all of the information surrounding a piece of content is moved at high fidelity NEXT SLIDE
- Now that you’ve optimized the content and structure that will be moved to SHarePoint Online, it’s important to understand some key areas that will effect your projects timeline. Putting it nicely, the Internet is a very unpredictable WAN, and even with the great API that you’ve just seen it’s very important to test and understand from your servers to O365 what reasonable average throuput is. Remember too – we talked about Office 365 security, so bulk loading information into the system rings a lot of bells, that rightfully reduce the throughput of your migration. Finally, even using content matrix and the API there’s a lot of back-and-forth communication that is required to ensure the all of the information surrounding a piece of content is moved at high fidelity NEXT SLIDE
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- 1 Some content will simply not function in the cloud. Office 365 offers a different set of features than on-premises SharePoint. Some page components are not available, certain types of sites don’t exist and many customizations are either deprecated or illadvised. A review of all the content pages with a focus on what will and won’t work online can result in a great deal of data storage savings as pages are refactored to be cloud-ready. There is little point in wasting time and bandwidth trying to move items to the cloud that simply won’t function in that environment. 2 Document versions can consume a huge amount of database space. Prior to SharePoint 2013, each version of a document resulted in a duplicate of the object being stored separately in the database. Over time this can result in gigabytes of storage that serves no useful purpose. Examining each document library and modifying version control settings to truncate old versions can greatly reduce the amount of data in the current on-premises database and minimize what gets sent over the wire to Office 365. 3. Sites and workspaces that are accessed infrequently on-premises are unlikely to be accessed any more frequently in the cloud. These can either be excluded from the migration process or the content archived and the site deleted. A thorough review of existing sites by content owners often results in the discovery of many unused sites, the elimination of which can provide a tremendous amount of storage savings.
- ERIC
- Critical SharePoint is being used to support complex customizations and workflows, as a result the business users have expectations for the system’s performance. Plan future SharePoint needs based on metrics supporting growth and performance. SharePoint has had an unexpected outage and it’s hard to understand the cause at a single point in time. (Network, Server, SQL
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO