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What Makes for a Successful Migration to SharePoint Online

  1. PREPARING TO MOVE TO SHAREPOINT ONLINE SharePoint Saturday Albany – February 1, 2014
  2. ABOUT ME - ANDREA M. MONDELLO • Founder and Principal Consultant at Hudson Valley SharePoint based in Poughkeepsie, NY • Using and administering SharePoint since the early “SharePoint Team Services” days • Worked in a variety of verticals including digital advertising, magazine publishing, pharma, accounting, and international development • Favorite quote, other than “These aren‟t the droids you‟re looking for” is: “You can't just ask customers what they want and then try to give that to them. By the time you get it built, they'll want something new.” – Steve Jobs
  3. WHAT ARE THE OBJECTIVES OF TODAY‟S PRESENTATION? • If you are getting ready to migrate to SharePoint online, I‟ll give you some insights and tips based on real-world experience to MAKE YOUR MIGRATION SUCCESSFUL. • If you‟re struggling with the question of whether or not to move to SharePoint Online, the material I cover will give you some additional perspective on whether the service is for you. • And if you‟re already migrated to SharePoint Online but aren‟t happy yet with the results, I hope you‟ll get some ideas to help you get that project back on track!
  4. Communications WHAT MAKES FOR A SUCCESSFUL Strategic Thinking MIGRATION TO SHAREPOINT ONLINE? Technical Details
  5. Communications WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE? • Selling the cloud • Setting realistic expectations • Sharing the Vision
  6. SELLING THE SAAS CLOUD – WHO‟S THE AUDIENCE? • Hardware • Manpower • Budgeting • Licensing • Change focus from managing technology to managing information • Tap IT expertise in other ways • Platform stability, 99.98% uptime, disaster recovery • Scalability • Shorter time to ramp up new projects Finance Strategic Managerial • Always the latest technology • Anywhere, anytime availability • Community resources Internal Customers
  7. SELLING THE SAAS CLOUD – FAQS • Is it secure? • Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before. For most SMBs, it‟s MORE secure. • – look for the security whitepaper and other resources. • There is no “100% secure” solution, only solutions of varying levels of security and cost. Balance the risk vs. the gain. • Are you using Dropbox? Emailing documents to your personal account? Using Google Drive? Office 365 eliminates the need for all these unsecure solutions! • What if the system goes down and our data is lost? What if the vendor goes out of business? • This is the big advantage of Office 365: it has the experience and power of Microsoft behind it! • If you feel you must back up your data, there are now backup solutions for Office 365.
  8. SELLING THE SAAS CLOUD – FAQS • What happens when the system goes down? • • • 99.98% uptime actual record. What is your current uptime? Balance loss of control with all the other benefits. Have a plan in place for mission critical information. SkyDrive Pro (OneDrive for Business) is a beautiful thing. • If you are having trouble reaching MSFT support, or not getting the answers you need, reach out to your Partner. We usually get through to the technical person we need within 15 minutes, and almost always get a resolution within a day.
  9. SETTING EXPECTATIONS • Cutting edge technology requires the “latest, greatest” – no more staying on the same version of Windows or Office for ten years… • SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps) • You may not see cost savings the first year
  10. SETTING EXPECTATIONS: Email migration SharePoint migration “Email was migrated in a week. Why isn‟t our SharePoint migration done, too?”
  11. SHARING THE VISION • What is going to be better in our organization because we have SharePoint Online? • Easier access to working documents and mission critical information, especially “on the road” • More collaboration / fewer data silos • Stem the tide of “knowledge leak” • One place to see data from various systems • Records Management • A cool, interactive intranet • …? Define the Vision and sell it, but CHOOSE WISELY – you can’t do everything!
  12. SHARING THE VISION • You can oversell the benefits of SharePoint, but you can‟t talk about the vision enough - distill it down • “Findability, Collaboration, Integration” • When the going gets tough, the vision sees you through. • “We just have to power through this.”
  13. WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE? Strategic Thinking •Greenfield approach •Boundaries, Models and Decision Frameworks
  14. “The term greenfield was originally used in construction and development to reference land that has never been used (e.g. green or new), where there was no need to demolish or rebuild any existing structures. Today, the term greenfield project is used in many Re-vision industries, including software Define system of record for data points development where it means to start a project without Clean up and simplify – all systems tend to chaos over the need to consider any prior work.” time, and that is especially true of collaboration platforms GREENFIELD APPROACH • • • • Re-architect with new features in mind (if you‟re not already on SharePoint 2013) • Reflect new organizational realities and wishes • Don‟t bring the mess of the past into the future • Never, ever, EVER just copy Network Shares. Ever.
  15. WORK THROUGH BOUNDARIES, MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING Vision System & Security Boundaries Regulatory & Business Boundaries Conceptual Boundaries Design Model Logical Architecture Model How do we make high level design decisions? How do we make Logical Architecture decisions? Retention Model How do we make content lifecycle decisions? Information Model Content Types Libraries Metadata Term Store Information Management Policies Sites How do we make information management decisions? Lists Site Collecti ons Security Groups
  17. WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE? Technical Details • Migration approaches • What about taxonomy? • Tips from the Trenches
  18. MIGRATION APPROACHES Incremental • Migrate content in batches (usually by team) • Old and new intranets coexist and are connected via navigation (or federated search) Big Push • Migration all content over a very short period of time • Old intranet is closed to users during migration, and new intranet made available once content is ready Start New • Nothing is migrated from another system • New intranet is ready as soon as built
  19. INCREMENTAL Use when: • Allows time for careful planning and interaction with stakeholders • You are resourceconstrained • You have the bandwidth to assure the project doesn‟t die halfway through • Can drag out so long that cost savings and enthusiasm evaporate You can expect sustained support from management You have limited access to SharePoint expertise Fewer resources means Requires fewer resources less attention at any given time Pain of changeover lasts Allows the project group longer to learn over time
  20. BIG PUSH Use when: • Pain of change is over quickly • Requires a long and thorough preparation process No chance of people “going back to the old Hugh resource drain way” and loss of productivity Everything fits together during the migration period well since it was all build at the same time Requires a high level of expertise Your organization is willing to invest significant effort in the planning process You are in a resource rich environment • You have access to SharePoint and migration expertise • There is little to migrate
  21. START NEW Use when: • A small, discreet group of users is asking for SharePoint but can‟t get approval through official channels • You want to pilot SharePoint‟s use before you do anything drastic • You don‟t care about your old content – it is fine where it is Can get up and Nothing initially for running very quickly users to see and do Few resource requirements Hard to justify resources Starting with nothing May never get out means everything is of „pilot‟ mode a win
  22. WHO DOES THE MIGRATION? Vendor Partner or IT Content Owners Temps or Interns • Have tools to make migration faster and more accurate • Minimal content owner input • Content owners not as familiar with tagging and location of content • Know content best, no back and forth • Content owners become familiar with metadata faster • Takes significant time away from core work during migration • Lower cost • Less disruption to content owners during migration, though there is some • Can be problematic in terms of accuracy
  23. WHAT ABOUT OUR TAXONOMY? • Creating an organizational taxonomy is as much business process discovery activity as it is a information architecture one. • While many organizations could benefit from that level of detailed discovery, making your SharePoint migration dependent on it could mean you never get off the ground. • As far as SharePoint is concerned, you probably only need what we like to call a “Functional Shared Vocabulary”. • We define that as a taxonomy that is „fit for purpose‟ (that is, for SharePoint) and is „just good enough„ to get everyone on the same page and allow for findability, collaboration and integration.
  24. YOUR TERM STORE MIGHT LOOK LIKE THIS Who we are What we do Units Topics Teams Projects Offices Tools we use Document Types Organizations we work with Utility Vendors Time Prospects Statuses Clients Countries Donors
  25. TIPS FROM THE TRENCHES • Choose your tenant name wisely – there is NO way to change it and it HAS to show in the URL of your SharePoint private sites. • If you have a free trial account, do not touch the root site collection. Play around with a test site collection, and try not to use the Content Type Hub if you don‟t need to test that. The term store is more forgiving, so go ahead and try that out. • You don’t need to create a Content Type Hub – it‟s already there! Unfortunately, by default only the user who set up the tenant account can access it. He or she has to grant access to others. • Find it at https://[tenantName] • It never appears on the list of site collections in your admin panel
  26. TIPS FROM THE TRENCHES - CONTINUED • Don’t use the “Company Administrator” Account– this account is the “primary owner” of the root site collection when it is provisioned. It is tied to the list of Global Administrators of your Office 365 tenant, so if you don‟t want your Global Administrators to have full rights to your root site collection, your search center, your content type hub and your My Site Host, make sure to switch the primary site collection owner to another account! • Expect timer jobs to take longer to run – workflows, email alerts take a bit longer. It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections. Plan accordingly!
  27. TIPS FROM THE TRENCHES - CONTINUED • Get ready to reap the benefits of the cloud work style! Once you get into the groove of „living in the cloud‟ you will never go back!
  28. Communications WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE? • Selling the cloud • Setting realistic expectations • Sharing the Vision Strategic Thinking • Clean-slate approach • Boundaries, Models and Decision Frameworks Technical Details • Migration approaches • What about taxonomy? • Tips from the Trenches