Important amounts of information are circulating in big companies in order to conduct current tactical or strategic operations. Information systems implemented have a life cycle that provides functionality for a long time. However, from time to time current systems run outdated technology, so they must be replaced with others that provide more flexibility and functionality. The challenge is to ensure the transfer of data, information and functionality from an old system to another. The subject of this presentation is to expose a success story in migrating data and information within the company OMV/Petrom, which involved the transfer of information content of the eRoom document management system to SharePoint 2010. We detail the design stages of migration, triggering the process, its performance and the effective closure of the old platform. Each stage has a certain specific technical and managerial course also incidents that were successfully overcome in a project conducted over a year.

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Migrating from eRoom to
SharePoint, a success story
Valy Greavu, MVP, Green Light,
valygreavu.com, @valygreavu

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Huge thanks to my “sponsors & partners”! 

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• Context
• Assessment
• Start the game
• Single Point of Management
• Change management
• Technical aspects
• Reporting and closing steps
Agenda (200)

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CONTEXT AND MOTIVATION

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• Success consists of going from failure to
failure without loss of enthusiasm.
(Winston Churchill)
Context and motivation

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• New platforms vs. Old platforms
• Future vs. Past
• Learning a defunct technology
• ? -> HTML
• ? -> XML
• Mainframe -> PC -> Cloud
• RDB -> File Server -> Web -> XML
• Main goal> Go down a platform
Context and motivation

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• What eRoom is?
– EMC Corporation
– eRoom Technology + Documentum
• collaborative software
• audit management
• deal management
• customer management
• project management
Context and motivation

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• 2Connect
–SharePoint 2010 Enterprise platform
Context and motivation

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ASSESSMENT

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• Bidirectional approach
–Managerial strategy
for project vision
–Technical strategy for
project running
Assessment

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• Self – service
Assessment

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START THE GAME

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Start the game

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Start the game
• ~ 2TB data
• 766 sites
• ~ 400 Migration leaders
• ~ 6 months
• ~ 3 technical staff
• 1 inbox

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• eRoom structure
–Community
• Facility
– Room
» Folder
• Files
• Databases
• files
» Databases
• Folders
• Files
• Files
Start the game

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Start the game
• Folder Names and File Names limitations
–" # % & * : < > ? / { | } ~
–File names > 128 characters
–Period character (.) usage
–period character consecutively
"file..name.docx"
–period character at the end of a file name
–start a file name with the period character

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Start the game

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SINGLE POINT OF MANAGEMENT

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Single Point of Management

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=IF(AND([Step1: Clean
up]="Done!",Workshop="Yes",[Step2: New
2connect]="Done!",[Step3: Move
content]="Done!",[Step4: Verify
content]="Done!",[Step5:
Permissions]="Done!",[Step6:
Feedback]="Yes"),1,(IF(AND([Step1: Clean
up]="Done!",Workshop="Yes",[Step2: New
2connect]="Done!",[Step3: Move
content]="Done!",[Step4: Verify
content]="Done!",[Step5:
Permissions]="Done!"),0.9,(IF(AND([Step1: Clean
up]="Done!",Workshop="Yes",[Step2: New
2connect]="Done!",[Step3: Move
content]="Done!",[Step4: Verify
content]="Done!"),0.8,(IF(AND([Step1: Clean
up]="Done!",Workshop="Yes",[Step2: New
2connect]="Done!",[Step3: Move
content]="Done!"),0.7,(IF(AND([Step1: Clean
up]="Done!",Workshop="Yes",[Step2: New
2connect]="Done!"),0.4,(IF(AND([Step1: Clean
up]="Done!",Workshop="Yes"),0.25,(IF(Workshop="Y
es",0.1,0)))))))
=IF(OR([Final state]="To be deleted",[Final
state]="Migrated"),1,
IF(Workshop="Yes",0.1,0)+
IF([Step1: Clean up]="Done!",0.15,0)+
IF([Step2: New 2connect]="Done!",0.15,0)+
IF([Step3: Move content]="Done!",0.25,0)+
IF([Step4: Verify content]="Done!",0.15,0)+
IF([Step5: Permissions]="Done!",0.15,0)+
IF([Step6: Feedback]="Yes",0.05,0))
Single Point of Management

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• Registration for workshops
– List with secondary data source
– Calculated values for Free Seats
• xdXDocument:GetDOM("Workshops")/dfs:myFields/df
s:dataFields/d:SharePointListItem_RW/d:Seats[../d:Titl
e = xdXDocument:get-
DOM()/dfs:myFields/dfs:dataFields/my:SharePointListI
tem_RW/my:Title] -
count(xdXDocument:GetDOM("eRoomWS")/dfs:myFie
lds/dfs:dataFields/d:SharePointListItem_RW/d:Title[. =
xdXDocument:get-
DOM()/dfs:myFields/dfs:dataFields/my:SharePointListI
tem_RW/my:Title])
Single Point of Management

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TECHNICAL ASPECTS

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• Issues in Migrating complex databases
–Attached files
–Attached folders
–Creating folders in lists/name/Attachments
Technical aspects

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• DataBase structure
–Mapping files between records
–WebDav issues in Windows 7
–AnyClient
–All files from an eroom into the same folder
–Complex database structure
Technical aspects

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Technical aspects

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REPORTING AND CLOSING STEPS

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Reporting and closing steps

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Reporting and closing steps

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• GLIT/Tieto Team
–Marian Hanganu - http://blog.salesman-
pride.com/
–Thomas Trooper – Austria
• OMV/Petrom Team
Credits

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• www.emc.com
• http://office.microsoft.com/en-
us/sharepoint/
• www.itgreenlight.com
• www.omv.com
• www.metalogix.com
• valygreavu.com
Additional information

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Q & A
Success consists of going from failure to failure without loss of
enthusiasm. (Winston Churchill)