SharePoint Upgrades For The Business

SHAREPOINT 2013 UPGRADE PLANNING FOR THE
BUSINESS: WHAT YOU NEED TO KNOW
RICHARD HARBRIDGE
Microsoft (USA)

What Will We Cover Today?
•

Why Do We Need Upgrade Planning For the Business?

•

What Are The Risks To Achieving A Successful Migration?

•

What Is The Business Responsible For?

•

What Is IT Responsible For That Impacts The Business?

Share Conference | @RHarbridge

Why Do We Need
Upgrade Planning
For The Business?


Upgrading Almost Always Involves
Restructuring Content
Costs Associated
With Restructuring

Technology Upgrade Costs

#Share4Biz @RHarbridge

Many Times Upgrading Actually
Means “Migrating”
Migration Process

Identify Source
Content To Be
Migrated

Determine
Migration Priority

Determine
Ownership Of
Content

Analyze Existing
Content
(Location, Quantity,
Solutions)

Clean Up Content/
Content Refresh

Define Content Map

Assess Office 365
Environment

Prepare Office 365
Environment

Resolve Issues

Post Migration

Testing/
Validation

Define Migration
Schedule

Migrate Content
Based On Map/
Schedule

Migration

Preparation

Assessment

For Office 365 Migrations


Validate Content
Based On Content
Map/Schedule

Create New Site(s)
In Office 365

Owner Review Of
Content (Training
Opportunity)

Approved

Plan Launch Efforts

Launch New Site
(w/ Training)

Set Source Content
To Read Only

Review Feedback

Delete Source
Content That Has
Been Migrated


General Expectations

Where Unhappiness Comes From

Happy


Upgrade Planning Must
Include Notification Planning

Prepared User
Unprepared User


What Happened To My SharePoint
Designer “Design” View?
“Design view is gone? It’s more
difficult to update my existing
customizations, data view web
parts, and solutions?
Prepared User

You gave me some workarounds,
training, and support… and I
know it’s not IT’s fault.”

What Happened To My SharePoint
Designer “Design” View?
“Design view is gone?!
[Censored ranting]…
There is no way in [Censored] I am
letting you upgrade my sites.
Everything is business critical. I
don’t want you to upgrade any of
the sites we work with either!
Rawrrrr!”

Unprepared User


No In-Place Upgrade

More likely that the user will have (for a transition
period) some sites in 2010 and some sites in 2013.


New Site Collection Upgrades


Can Put The Upgrade In
Site Collection Administrators Hands


Helping Users Understand The Upgrade Process


Users Can Try A Demo Upgrade

Sends an email to the Site Collection Admin
when queue and eval site creation is complete.
• The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FOR REAL USE as it
expires in 30 days – noted in a bar at the top.
• It also creates a copy of the site collection, so depending on search settings, and storage this can
have significant ramifications (beyond just the performance implications).
• Depending on SQL (non enterprise) this may set the site to ‘read only’ until creation is complete.

New Site Collection Upgrade Queue


Users Manage The Upgrade Process


Until You Upgrade…

No Web Analytics


IT Control Of Upgrade Rollout
Some of the key questions…
• When to unlock creating new 2013 Site Collections…
• When to allow upgrade of existing Site Collections…
• Whether to give Site Collection Admins control or
not…


What Do Users Need
To Know From IT?
•
•
•
•

Information on what will happen during transition…
Communication on when their ‘infrastructure’ upgrade will occur…
Provided directions if using self-service upgrade…
Notifications and reminders for when upgrade must be completed
by…
• Self-service upgrade still means getting people to do it eventually by a specific
time

• Notification when the ‘infrastructure’ upgrade is finished…
• What IT support, training, and help will be available…

What Do Users Need
To Know From IT?
• In migration tool driven upgrade scenarios users will need to
know what their level of involvement will be.
• They may need training on the migration tools, or the migration
process.
• What will change after migration/upgrade?
• How will IT be charging or managing the cost for the migration?
• What new services IT will be providing that they can leverage
using SharePoint 2013?

Risks
To Achieving
A Successful Migration


Managing Expectations


Content Review


Analyse & Select The Right Tools


Break Content Down


Catalog Content Effectively


Test Migrations


Migration Sign Off

CHANGES


What Is The Business
Responsible For?


0. Understand The Benefits Of Upgrading To 2013
1.End User Improvements That Lead To Increased Productivity &
Adoption
2.Social Improvements Can Be A Significant Driver
3.The New Search Experience & Engine Can Transform Your
Organizations View On Search
4.Technical Benefits
(Storage, Site Collection Level Control, Etc)
5.Solution Benefits
(eDiscovery, Language, Doc Sets, WCM+, Etc)
Article: http://www.rharbridge.com/?p=875

1. Coordinate With IT
• Identify & Help Engage
Content Owners
• Identify Business Solutions
• Support Prioritization Of
Content Being Upgraded
• Support Testing & Validation
Of Upgrade Success

2. Delete Unused/Evaluate Underused Site
Collections & Sub Sites

Not every ‘unused’ site collection or
‘old’ site collection should be deleted.
Example: Emergency Preparedness Site

3. Delete Unnecessary Versions
Hopefully you already limit the number of versions
whenever versioning is enabled…
If you don’t – the upgrade provides a reminder (and benefit)
to adjusting and evaluating versioning and previous stored
versions of documents.

Before Digital

File Shares

SharePoint

4. Identify Unused Templates,
Features & Web Parts


5. Finish Visual Upgrades In 2010 Environment w/ IT


6. Re-Create Site Templates
From 2010 Only A Few…
• Document Workspace
• Meeting Workspace
• Group Work Site
• Personalization Site
• Visio Process Repository (Not Removed, But Will Be)
From 2007 All Site Templates…


7. Learn SharePoint 2013


What Is IT Responsible For
That Impacts Users?


Understand The Differences


Article http://www.rharbridge.com/?page_id=966

Controlling The Site Collection Upgrade Rollout
• Defer upgrade for site collections until you can get updated
customizations to support 2013 mode.
– If you wait until the customizations are available, you can complete the
initial upgrade of database and services without significantly affecting use
of the existing sites in 2010 mode.


2007 Only – Address Large Lists
Wait a second… I have SharePoint 2007 (or 2003)!
• Large list views and lists with many lookup columns
have performance challenges.
• If you are upgrading to SharePoint 2010 this is also
important to understand as the default throttling
limits may impact user experience.
• SQL Scripts (Read Only) and API calls can help identify
what lists you do have over the default throttle
settings, and which have a larger lookup count.
• Preventative Measures:
Selectively indexing large list columns can help (up to
10 columns), building smarter more efficient views
(1st filter), CAML/Search alternatives…

Address Wide Lists?
What are wide lists (lists with too many
columns)?

Column Type

Number Of
Columns (Table
Row)

Wide lists are lists with more columns than fit
in a single rowspan in the content database.
During upgrade, the database is changed to a
sparse table structure, and a very wide list can
cause upgrade to fail. Use the TestSPContentDatabase command in Windows
PowerShell to look for wide lists in the content
databases and then remove extra columns
before you upgrade.

Single Line Of Text

64

Choice

32

Date & Time

8

Yes/No

16

Number/Currency

12

Calculated

8

Integer, Lookup, People & Group,
Managed Metadata

16

http://technet.microsoft.com/enus/library/ff382641%28v=office.15%29

Unique ID

1


Number Of Site Collections Per DB
Too many site collections in a content database?
If you have 5,000 or more site collections in a database you should break them
out into multiple databases.
Why is this necessary?
In SharePoint 2010 Products, there was
a default warning at 9,000 site
collections and a hard limit at 15,000
site collections. In SharePoint 2013
Preview, these values change to 2,000
site collections for the warning and
5,000 site collections for the limit.

Microsoft ‘suggests you consider it’.
Richard says you should do it (at a minimum).


What Did We Cover Today?
•

Why Do We Need Upgrade Planning For the Business?
Upgrades Often Involve Restructuring, Migration & Change

•

What Are The Risks To Achieving A Successful Migration?
Ensure Content Is Reviewed, Cataloged & Ready

•

What Is The Business Responsible For?
Understanding The Benefits, Coordinating With IT, & Learning

•

What Is IT Responsible For That New Opportunities
Planning For The Differences & Impacts The Business?


Thank You
Organizers, Sponsors and You for Making this Possible.
 Twitter:
@RHarbridge
 Blog:
http://www.RHarbridge.com
 Email:
Richard@RHarbridge.com
 Resources:
100+ SharePoint Presentations at..
SlideShare.net/RHarbridge
Great SharePoint 2013 Stories at..
Microsoft Case Studies
130+ SharePoint Standards at..
SPStandards.com
Top Benefits & Reasons For Upgrading..
www.rharbridge.com/?p=875


Content

Description

SharePoint 2013 Products Preview - Upgrade
Process model

Describes the steps in the process for a database-attach upgrade.

SharePoint 2013 Products Preview - Test Your
Upgrade Process model

See a visual display of information about how to test the upgrade process.

SharePoint 2013 Products Preview Upgrade
Worksheet

Use this worksheet to record information about your environment while you test upgrade.

Get started with upgrades to SharePoint 2013

Find resources to help you understand how to upgrade databases and site collections from
SharePoint 2010 Products to SharePoint 2013.

Plan for upgrade to SharePoint 2013

Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint
2013.

Test and troubleshoot an upgrade to SharePoint
2013

Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products
to SharePoint 2013.

Upgrade databases from SharePoint 2010 to
SharePoint 2013

Find resources to help you perform the steps to upgrade databases from SharePoint 2010
Products to SharePoint 2013.

Upgrade site collections to SharePoint 2013

Find out how to upgrade a site collection to SharePoint 2013.

Upgrade and Migration Resource Center for
SharePoint 2013 Products

Visit the Resource Center to find additional information about upgrades to SharePoint 2013.

Capabilities and features in SharePoint 2013
Resource Center

Visit the Resource Center to learn about what’s new in SharePoint 2013.


SharePoint Upgrades For The Business

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