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SharePoint Migrations
What you need to know to plan
your migration to the cloud
Oliver Wirkus (MVP)
Sr. Consultant at DevFacto
Oliver.Wirkus@devfacto.com
Calgary, Nov. 2nd, 2019
AGENDA
What are we going to cover today?
Migration Preparation
Migration POC/Pilot
Migration Execution
Post Migration
Summary
Questions
THE MIGRATION MATRIX
What are the most popular migration paths?
SharePoint on premises
(2007, 2010, 2013, 2016)
SharePoint on premises
(2016, 2019)
Office 365
SharePoint Online
Corporate file-shares,
network drives or other
cloud storage providers
MIGRATION ACTIVITIES
High-Level list of activities which are needed in almost any migration
Post-Migration Activities
Migration Execution
Migration Preparation
Migration POC
Pre-Migration Activities
PRE-
MIGRATION
ACTIVITIES
PRE-MIGRATION ACTIVITIES
Migration team – Ideal roles and responsibilities
• Migration Lead
• Responsible for managing the migration team, planning tasks and scheduling meetings
• Project Manager
• Responsible for managing the project plan and all related activities
• Information Architect
• Responsible for creating the Information Architecture in the target environment
• Site Owners(s)
• Owners of the sites which have been created during the Information Architecture phase
• Migration Expert(s)
• Responsible for migrating content to the target environment
• Communication Expert
• Responsible for all communications related to the migration
• Technical Trainer(s)
• Responsible for providing tailored training to the migration team and users
• Support Expert
• Member of the corporate help desk
• Adoption Expert
• Member of a team preparing a related Adoption Campaign
PRE-MIGRATION ACTIVITIES
Perform Assessments – You need to know what to migrate
Content-Assessment
• Content and
document
assessment
• (Custom) Solution
Assessment
• (Custom) Workflow
Assessment
• Content Clean-up
• Solution
Modernization
• Workflow
Modernization
Permissions
Assessment
• Assessment of
current permissions
• Review permissions
with Content
Owners or
Department/Team
leads
• Create a new
Permission
Structure tailored
to the target
environment
File/Folder Structure
Assessment
• Assess folder
nesting
• Assess folder
structure and
number of files
• If needed, work
with departments
(corporate entity)
on reducing
complexity
Metadata
Identification
• Extract metadata
from filenames,
folder names and
structure
• Work with
departments
(corporate entities)
on a fundamental
set of Managed
Metadata and
Content-Types
Owner Assessment
• Verify that all
corporate
documents are
assigned to an
existing owner
• Reassign owners if
possible
• Involve owners in
Content Clean-up
APP / SOLUTION MODERNIZATION
Solution and Workflow Modernization – A high level overview of your options
App Modernization – What you need to know before planning a migration to Office 365
Business
Application
using Server-
side code
SharePoint-hosted Add-in using client-side
code only
Provider-hosted Add-in using client-side
code for UI/UX and (external) Server-side code
for Business Logic
Azure-hosted application using Azure
infrastructure and Azure services (PaaS)
APP / SOLUTION MODERNIZATION
These are the services which make Microsoft Azure a powerful platform for LOB applications
Web
Apps
Mobile
Apps
API
Management
API
Apps
Logic
Apps
Notification
Hubs
Content Delivery
Network (CDN)
Media
Services
HDInsight Machine
Learning
Stream
Analytics
Data
Factory
Event
Hubs
Mobile
Engagement
Biztalk
Services
Hybrid
Connections
Service
Bus
Storage
Queues
Backup
StorSimple
Site
Recovery
Import/Export
SQL
Database
DocumentDB
Redis
Cache
Search
Tables
SQL Data
Warehouse
Azure AD
Connect Health
AD Privileged
Identity Mngt
Operational
Insights
Cloud
Services
Batch Remote App
Service
Fabric Visual Studio
Application
Insights
Azure SDK
Team Project
Active
Directory
Multi-Factor
Authentication
Automation
Portal
Key Vault
Store /
Marketplace
VM Image Gallery
& VM Depot
SECURITY &
MANAGEMENT PLATFORM SERVICES HYBRID
OPERATIONS
TARGET ENVIRONMENT READINESS
High-Level list of activities to prepare your new target environment
Target Environment Structure
• Build the Information Architecture in the target environment
Target Environment Permission
• Apply at least a fundamental set of permissions to the sites in the target environment
Target Environment Configuration
• Apply at least a fundamental configuration to the target environment
•Target Environment Customization
• If any kind of customization (branding) is needed, apply it to the target environment
•Target Environment Review
• Review the target environment to ensure it is ready for the migration
MIGRATION
POC
MIGRATION POC
High-Level list of activities to verify if you are ready for the migration
Source Folder/Site Preparation
• Pick a medium-complexity folder/site in the source environment and ensure it’s cleaned up
•POC Target Environment Preparation
• Ensure that the target environment is prepared and set up properly for the Migration POC
•Success Criteria
• Define tailored success criteria to be able to verify if the Migration POC process was successful
POC Execution
• Execute the Migration POC and utilize any Pre-Migration Check functionality (if applicable)
•Post POC Activities
• Review the POC, identify areas of improvements and enhance/update the migration plan
MIGRATION
PREPARATION
MIGRATION PREPARATION
High-Level list of activities to ensure ‘Migration Readiness’
Communication Plan
• Establish a communication plan which is tailored to the target audience
Migration Approach
• Work with the team and the departments to select and configure a tailored migration approach
•Migration Plan
• Work with the team to create / update a detailed migration plan (don’t be too tight)
Success Criteria
• Define success criteria to be able to determine if the migration was successful
Confirm Migration Readiness
• Ensure that roles and responsibilities are clear and that the team is ready for the migration
MIGRATION APPROACHES
There is no ‘one fits all’ approach – choose the approach which best meets your requirements
All-at-Once
• The migration is performed as
a single action, often during a
weekend. The source
environment is locked down,
content is migrated to the
target environment
completely, migrated content
is verified, and users will be
switched to the new
environment completely
Phased
Migration
• The migration is performed in
tranches or multiple steps. The
basic process is the same as
explained in the ‘All-at-once
migration’ section. The main
difference is that there will be
multiple sub migrations which
are used to migrate only a
subset of the data and/or
documents to the new
environment.
Delta
Migration
• A Delta migration is almost
the same as the All-at-once
migration, except the lock-
down of the source
environment. In this approach,
the source environment isn’t
locked down, which means
that users can continue to
work within the source
environment while data and
documents are migrated
MIGRATION
EXECUTION
MIGRATION
High-level list of activities to be performed during the migration
Communication Plan
• Establish a communication plan which is tailored to the target audience
Source Environment Readiness
• Ensure that the Source Environment in prepared for the migration (e.g. lockdown, availability, …)
•Double-check with global IT Department
• Confirm migration schedule with global IT department, ensure they are ready to assist if needed
Perform Migration
• Perform the migration as outlined in the Migration Plan
Progress Monitoring
• Monitor the migration progress based on the timelines outlined in the Migration Plan (optional)
POST-
MIGRATION
POST-MIGRATION
Actions and activities to be performed after the migration
Communication Plan
• Establish a communication plan which is tailored to the target audience
Content Verification
• Review migration reports and involve departments in verifying documents (picked randomly)
•Confirm Success
• Check against Success Criteria to verify if the migration was successful
Sign-off with the IT Department
• As IT is responsible for managing the target environment, a sign-off is considered mandatory
Health and Usage Monitoring
• Monitor health and usage for a couple of months to ensure there are no long-term issues
SUMMARY
SharePoint Migrations require
thoughtful planning, but are
manageable if executed
professionally
1. Thoughtful planning and
collaboration are crucial for a
successful migration
2. Try to avoid lift’n’shift migrations! A
modernized and tailored structure in
the target environment is a great
opportunity for enhancements
3. Migrations to SharePoint Online offer
broad opportunities to modernize
your LOB applications
4. User Adoption and Change
Management are another important
factor and should not be neglected.
TIME FOR YOUR QUESTIONS
Thank you very much for attending my session
Oliver Wirkus (MVP)
Sr. Consultant at DevFacto
Oliver.Wirkus@devfacto.com
22 | SharePoint Saturday Calgary
Sponsors
 Special Thanks:
23 | SharePoint Saturday Calgary
Housekeeping





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SharePoint Migration-What you need to know

  • 1. SharePoint Migrations What you need to know to plan your migration to the cloud Oliver Wirkus (MVP) Sr. Consultant at DevFacto Oliver.Wirkus@devfacto.com Calgary, Nov. 2nd, 2019
  • 2. AGENDA What are we going to cover today? Migration Preparation Migration POC/Pilot Migration Execution Post Migration Summary Questions
  • 3. THE MIGRATION MATRIX What are the most popular migration paths? SharePoint on premises (2007, 2010, 2013, 2016) SharePoint on premises (2016, 2019) Office 365 SharePoint Online Corporate file-shares, network drives or other cloud storage providers
  • 4. MIGRATION ACTIVITIES High-Level list of activities which are needed in almost any migration Post-Migration Activities Migration Execution Migration Preparation Migration POC Pre-Migration Activities
  • 6. PRE-MIGRATION ACTIVITIES Migration team – Ideal roles and responsibilities • Migration Lead • Responsible for managing the migration team, planning tasks and scheduling meetings • Project Manager • Responsible for managing the project plan and all related activities • Information Architect • Responsible for creating the Information Architecture in the target environment • Site Owners(s) • Owners of the sites which have been created during the Information Architecture phase • Migration Expert(s) • Responsible for migrating content to the target environment • Communication Expert • Responsible for all communications related to the migration • Technical Trainer(s) • Responsible for providing tailored training to the migration team and users • Support Expert • Member of the corporate help desk • Adoption Expert • Member of a team preparing a related Adoption Campaign
  • 7. PRE-MIGRATION ACTIVITIES Perform Assessments – You need to know what to migrate Content-Assessment • Content and document assessment • (Custom) Solution Assessment • (Custom) Workflow Assessment • Content Clean-up • Solution Modernization • Workflow Modernization Permissions Assessment • Assessment of current permissions • Review permissions with Content Owners or Department/Team leads • Create a new Permission Structure tailored to the target environment File/Folder Structure Assessment • Assess folder nesting • Assess folder structure and number of files • If needed, work with departments (corporate entity) on reducing complexity Metadata Identification • Extract metadata from filenames, folder names and structure • Work with departments (corporate entities) on a fundamental set of Managed Metadata and Content-Types Owner Assessment • Verify that all corporate documents are assigned to an existing owner • Reassign owners if possible • Involve owners in Content Clean-up
  • 8. APP / SOLUTION MODERNIZATION Solution and Workflow Modernization – A high level overview of your options App Modernization – What you need to know before planning a migration to Office 365 Business Application using Server- side code SharePoint-hosted Add-in using client-side code only Provider-hosted Add-in using client-side code for UI/UX and (external) Server-side code for Business Logic Azure-hosted application using Azure infrastructure and Azure services (PaaS)
  • 9. APP / SOLUTION MODERNIZATION These are the services which make Microsoft Azure a powerful platform for LOB applications Web Apps Mobile Apps API Management API Apps Logic Apps Notification Hubs Content Delivery Network (CDN) Media Services HDInsight Machine Learning Stream Analytics Data Factory Event Hubs Mobile Engagement Biztalk Services Hybrid Connections Service Bus Storage Queues Backup StorSimple Site Recovery Import/Export SQL Database DocumentDB Redis Cache Search Tables SQL Data Warehouse Azure AD Connect Health AD Privileged Identity Mngt Operational Insights Cloud Services Batch Remote App Service Fabric Visual Studio Application Insights Azure SDK Team Project Active Directory Multi-Factor Authentication Automation Portal Key Vault Store / Marketplace VM Image Gallery & VM Depot SECURITY & MANAGEMENT PLATFORM SERVICES HYBRID OPERATIONS
  • 10. TARGET ENVIRONMENT READINESS High-Level list of activities to prepare your new target environment Target Environment Structure • Build the Information Architecture in the target environment Target Environment Permission • Apply at least a fundamental set of permissions to the sites in the target environment Target Environment Configuration • Apply at least a fundamental configuration to the target environment •Target Environment Customization • If any kind of customization (branding) is needed, apply it to the target environment •Target Environment Review • Review the target environment to ensure it is ready for the migration
  • 12. MIGRATION POC High-Level list of activities to verify if you are ready for the migration Source Folder/Site Preparation • Pick a medium-complexity folder/site in the source environment and ensure it’s cleaned up •POC Target Environment Preparation • Ensure that the target environment is prepared and set up properly for the Migration POC •Success Criteria • Define tailored success criteria to be able to verify if the Migration POC process was successful POC Execution • Execute the Migration POC and utilize any Pre-Migration Check functionality (if applicable) •Post POC Activities • Review the POC, identify areas of improvements and enhance/update the migration plan
  • 14. MIGRATION PREPARATION High-Level list of activities to ensure ‘Migration Readiness’ Communication Plan • Establish a communication plan which is tailored to the target audience Migration Approach • Work with the team and the departments to select and configure a tailored migration approach •Migration Plan • Work with the team to create / update a detailed migration plan (don’t be too tight) Success Criteria • Define success criteria to be able to determine if the migration was successful Confirm Migration Readiness • Ensure that roles and responsibilities are clear and that the team is ready for the migration
  • 15. MIGRATION APPROACHES There is no ‘one fits all’ approach – choose the approach which best meets your requirements All-at-Once • The migration is performed as a single action, often during a weekend. The source environment is locked down, content is migrated to the target environment completely, migrated content is verified, and users will be switched to the new environment completely Phased Migration • The migration is performed in tranches or multiple steps. The basic process is the same as explained in the ‘All-at-once migration’ section. The main difference is that there will be multiple sub migrations which are used to migrate only a subset of the data and/or documents to the new environment. Delta Migration • A Delta migration is almost the same as the All-at-once migration, except the lock- down of the source environment. In this approach, the source environment isn’t locked down, which means that users can continue to work within the source environment while data and documents are migrated
  • 17. MIGRATION High-level list of activities to be performed during the migration Communication Plan • Establish a communication plan which is tailored to the target audience Source Environment Readiness • Ensure that the Source Environment in prepared for the migration (e.g. lockdown, availability, …) •Double-check with global IT Department • Confirm migration schedule with global IT department, ensure they are ready to assist if needed Perform Migration • Perform the migration as outlined in the Migration Plan Progress Monitoring • Monitor the migration progress based on the timelines outlined in the Migration Plan (optional)
  • 19. POST-MIGRATION Actions and activities to be performed after the migration Communication Plan • Establish a communication plan which is tailored to the target audience Content Verification • Review migration reports and involve departments in verifying documents (picked randomly) •Confirm Success • Check against Success Criteria to verify if the migration was successful Sign-off with the IT Department • As IT is responsible for managing the target environment, a sign-off is considered mandatory Health and Usage Monitoring • Monitor health and usage for a couple of months to ensure there are no long-term issues
  • 20. SUMMARY SharePoint Migrations require thoughtful planning, but are manageable if executed professionally 1. Thoughtful planning and collaboration are crucial for a successful migration 2. Try to avoid lift’n’shift migrations! A modernized and tailored structure in the target environment is a great opportunity for enhancements 3. Migrations to SharePoint Online offer broad opportunities to modernize your LOB applications 4. User Adoption and Change Management are another important factor and should not be neglected.
  • 21. TIME FOR YOUR QUESTIONS Thank you very much for attending my session Oliver Wirkus (MVP) Sr. Consultant at DevFacto Oliver.Wirkus@devfacto.com
  • 22. 22 | SharePoint Saturday Calgary Sponsors  Special Thanks:
  • 23. 23 | SharePoint Saturday Calgary Housekeeping    