The document outlines best practices and strategies for planning SharePoint migrations led by Christian Buckley, a seasoned expert in collaborative technologies. It emphasizes the importance of thorough planning, understanding organizational needs, involving end users, and continuous improvement throughout the migration process. Key focus areas include scope definition, process management, information architecture, and user engagement to ensure successful SharePoint deployment.

1. Mastering SharePoint Migration PlanningChristian BuckleyDirector of Product Evangelism, Axceler@buckleyplanet cbuck@axceler.comMay 7th, 2011

2. My BackgroundChristian Buckley, Director of Product Evangelism at AxcelerMost recently at Microsoft

3. Microsoft Managed Services (now BPOS-Dedicated)

4. Advertising Operations, ad platform API program

5. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

6. Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM

7. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco

8. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversaryImproving Collaboration for 16+ YearsMission: To enable enterprises to simplify, optimize, and secure their collaborative platformsDelivered award-winning administration and migration software since 1994Over 2,000 global customersDramatically improve the management of SharePointInnovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownershipFocus on solving specific SharePoint problems (Administration & Migration)Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trendsAxceler Overview

9. My Connection to Houston

10. The icebergThe onionThe carton of milkMigration Cliché’s

11. Cliché #1This is your technical migration, i.e. the physical move of content and “bits”

12. Cliché #2

13. Cliché #3Remember, there is no such thing as a homogenous deployment

14. What motivates migration?MoveTransformPlatform

15. Upgrade

16. Cost-savings

17. Technology-driven

18. Platform

19. Features

20. Technology-driven

21. Business value

22. Vision

23. Operational goals

24. Business valueWhy are migrations difficult?

25. Why do migrations fail?Wrong question.Why do SharePoint deployments fail?Right question.

26. A general lack of planningBut we planned this for weeks…Did you involve your end users?Sort of.Did you identify the key use cases, and prioritize them?No.Did you make the process iterative, folding what you learned back into your migration activities?Um...

27. Map out the existing environmentUnderstand the business prioritiesModel your planned environmentRun a detailed discovery of what should be migratedConduct detailed capacity planning Identify roles and responsibilitiesUnderstand your audience and topologyAnalyze usage and activityKnow your storage needsTrack and plan for each customizationCreate a detailed migration scheduleOrganize granular requirements by teamPlan to migrate or index file shares Replace third party tools with out-of-the-box functionalityCreate or refine your metadata and taxonomy Map content to new information architectureCleanup permissionsOptimize information architecture for searchStage your platform for migration Coordinate with your operations teamRoll out new featuresPlan for where and when to involve the usersDevelop and track key performance indicatorsTrain your end users on new functionalityWhere should you focus?Update the look and feelCreate an audit process for ongoing maintenanceDevelop a back up and disaster recovery planUpdate systems to latest builds and service packsEstablish a sound governance modelIdentifies throttles and limitationsUnderstand and plan for new functionalityFocus on functionality, then look and feelDevelop a communication strategyCreate a governance websiteRun PreUpgradeCheck a few dozen timesHave an anti-virus and maintenance planPlan for migration from other ECM platformsConsolidate or reduce the number of SharePoint versions supportedUnderstand performance metrics for the systemKnow your stakeholdersAssign metadata to the new information architectureDevelop a detailed test planGet signoff on all major design and architectural decisionsDecide where and when to use end usersEstablish strong change management policiesExpand the footprint to mobile or the cloudUnderstand and focus on the organizational vision

28. My Entirely New Cliché

29. ScopeProcessData layerTransformationContinual improvement5 Steps to Mastering Migration Planning…or better stated, 5 areas of focus that will help your overall SharePoint deployment to be successful

30. 1. Understand the scope

31. Is it better to ask users what they want or need beforeintroducing a new technology, or to demonstrate the new technology and then ask them what they want or need?

32. What is your role?How do you accomplish your job today?What is currently automated, and how?Are there gaps in your business processes?Can these be solved through process, or do they require technology?Where is the business experiencing pain?Ask the questions

33. Build the use casesRole-specific

34. Keep them simple

35. Don’t make judgment calls, just identify themPrioritize the actions

36. Incorporate feedback from the teamClearly define and publish the criteriaConsistently reviewKeep a running listBuild out quickly and testBe flexibleRefine the scope

37. As part of your discovery process, conduct an overall health checkUsage / ActivityPermissionsStorageAuditPerformanceWhere to start?

38. 2. Focus on the process

39. Kathy Sierra, Creating Passionate Users, http://headrush.typepad.com/

40. Common Project Methodology

41. The more you involve your end users, the more likely they are to accept the end result

42. Example - Rational Unified ProcessDevelop iteratively, with risk as the primary iteration driverManage requirementsEmploy a component-based architectureModel software visuallyContinuously verify qualityControl changesDevelopment FrameworkEnd Users help identify priorities, problem areasProvide requirementsHelp define componentsReview designsTest, provide feedbackUse the product, identify technical issues

43. Requirements / scope documentProject planCommunication planTest planGovernance planOutline of key roles and responsibilitiesChange management processKnow your key artifacts

44. RACI format Responsible

45. Accountable

46. Consulted

47. InformedOARP formatOwner

48. Approver

49. Reviewer

50. ParticipantMake assignments

51. Test early, test oftenBuild a test planClearly define roles and responsibilitiesand time estimatesAssign rolesGive recognition

52. Iterate

53. 3. Outline the information layer

54. Clean up content typesUnderstand navigationOrganize metadataPrepare for Managed MetadataOptimize for searchConsolidate templatesKnow your information architecture

55. Understand what is out there

56. Who owns the content?

57. Does it need to be moved?

58. Does it need to be indexed/searchable?

59. Is the folder structure important?

60. Do you need to maintain historic metadata?Get organized

61. 4. Migrate and transform

63. 5. Set up a process of continual improvement

64. Barry Oshryhttp://seeingsystems.blogs.com/

66. What’s your culture of change?“Even those who fancy themselves the most progressive will fight against other kinds of progress, for each of us is convinced that our way is the best way.“— Louis L'AmourUnderstand your corporate culture before you try to change anything

67. Explain what it is you’re trying to do, and get end users onboard

68. In addition to executive buy in, you need your end users to buy inObscure Texas reference

69. Finis

70. Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETbuckleyPLANET.comAdditional Resources available11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4VulnThe Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZWhy Do SharePoint Projects Fail? http://bit.ly/d1mJmwWhat to Look for in a SharePoint Management Tool http://bit.ly/l26idaThe Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZReadyPoint (free) http://bit.ly/gGXIPODavinci Migrator http://bit.ly/ieZ5L8echo for SharePoint 2007 http://bit.ly/iwfl3fContact me

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