Half day tutorial from SPTechCon Austin 2015 - SharePoint migration best practices

1. Workshop: The Slippery Slope
of SharePoint Migrations:
What to Do to Come Out on Top
Jill Hannemann & Adam Levithan

2. Jill Hannemann
@JHCherryBlossom
Editor,
Digital
Workplace
Today
Director of
Advisory
Services
10+ years in Knowledge
Management
SharePoint expertise: information
architecture, records management,
content migration, document
management
Culinary project: It’s soup
and chili season!
About Me

3. Adam Levithan
@collabadam
AIIM & IT
Unity
Blogger
Practice
Lead, O365
& SharePoint
9+ years in Collaborative Systems
SharePoint expertise: Out-of-the-
box solutions, business process
management, Governance,
adoptions, information architecture
Next Adventure: One-Day
200 Mile Bicycle ride in June
About Me

4. About Portal Solutions 4
We deliver Digital
Workplace Products
and Solutions that help
organizations share
what they know and
find what they need by
connecting people,
data, and content.

5. ENOUGH ABOUT US – YOUR TURN
• What are you migrating from – to?
• Where are you in the process?
• What are your biggest concerns?
• What are you looking to get out of this session?
5

6. What’s so Difficult?

7. 7

8. What’s so Difficult?
The Slope
(complexity of your
technical environment)
= Level of
Effort and
Complexity
The Rock
(alignment between IT
and the Business)

9. Failure to Fully Scope
the Effort
1
Failure to Budget for All
Activities
2
No Buy-In from
Stakeholders
3
Content is Not Cleaned
or Enhanced
4
WHY MIGRATIONS FAIL

10. Session Outline
Section 1: 9 – 10:30 AM
• Defining the Scope
 Why Migrate
 Steps to reach your goals
 What you’ve got/ Inventory Assessment
 Deciding how to migrate
Section 2: 10:45 AM – 12:15 PM
• Planning & Budgeting Migrations that Work
 Ideal Roadmap
 O365 Roadmap 
• Creating Buy-In
 Review of Defining Scope
 How to Govern
• Take advantage of your effort
 Content Cleanup
 Reorganize to aligning with goals
10

11. In our humble experience… 11

12. Uninspired Scope
The motivations are to…
• Migrate 1 : 1
• Not interested in any redesign
• Wants the site to look exactly the same
• Needs to preserve that legacy application integration
• Things are broken, but migration will fix it
• Not interested in TRAINING
12

13. Migrations are the Riskiest thing we do
Where ever you come from, it is a different system!
There are many opportunities though
• Reduce complexity
• Improve user experience
• Enhance productivity
• Improve compliance
13

14. What are your Motivations for Upgrading to SharePoint 2013?
Get off
hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a
new look and
feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

15. Combination of Business and IT
Get off
hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve
user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a new
look and feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

16. Complexity of Your Environment
Get off hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a
new look and
feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

17. Recommended Path for a Successful Migration
1. Understand the business need/governance
2. Inventory Audit of current environment
3. Design/Implement future technical infrastructure
4. Design/Implement business requirements and user experience
5. Create Change Management/Migration Plan
6. Implement Change Management/Migration
a. Branding deployment
b. User Training
c. Pilot Migration
d. Full Content Migration
e. Customization/Application Migration
7. Decommission of original environment
17

18. Understanding Your
Environment

19. Audit
• Total size of database
• Custom User Interface
• Master page
• Page layouts
• Content types
• Infopath forms
• Workflows
• Custom web parts
• Custom applications
• Business connectivity web services (BCS)
• Permissions
19
Beware:
It’s not only how much
content that matters, but
the character of how you’re
using it (i.e. file share
replacement vs.
collaboration) .

20. Inventory
• 2007 or 2010 see if usage is turned on and view latest reports
• Metalogix Migration Expert
• Tree Size Pro
• Create a Script
• Metavis Farm Analysis
• Interns (Manual)
20

21. Inventory Analysis 21

22. How?

23. 23
Infrastructure
Environment
• Network Infrastructure
 Where are the current and future systems
located?
 Do users currently complain about
speed?
• Test Throughput/transfer rates
 SpeedTest App
 Fiddler
 IE 9+
 Test upload/ migration to an O365 site

24. 24
Infrastructure
Health
• Run Microsoft Pre-Upgrade Checkers
 2007 C:>stsadm -o preupgradecheck
 2010 Test-SPContentdatabase, Test-SPSite
• Review of Databases
 Dedicated vs. Shared
 Number & Size of content databases
 Size of My Site database
• Review Web.config for customizations

25. 25
Infrastructure
Central
Administration
• Authentication Methods (in Web App
Settings)
• Farm Structure
 Service Configuration per server
• Deployed Features
 Farm
 Web App Features
 What Services Applications Configured
 Search Service Application
– Search Schema/ Customized?
– Content Sources (Can see if there is any separation
of site collections)
– Scopes/ Result Sources
 Non-Standard Service Applications
(PerformancePoint, etc.)
 Taxonomy (MMS)
 Expectation for Office Web Apps

26. 26
Functionality
Manual Review
• View Most complicated site (Open in
SharePoint designer if possible)
• Review dates content was last
modified in View All Site Content
• 2007 or 2010 see if usage is turned on
and view latest reports
• Find workflows
• Identify 3rd Party Applications (Teleric,
Bamboo, Newsgator, lightning tools)

27. 27
Functionality
Pass/ Fail Tests
• Create a sub site within each site
collection
• Create a content type
• Create a page in the Pages and Site
Pages libraries
• Upload document
• Create an item
Rule of Thumb: If it has ever broken
before, test it

28. Things not supported for migration
• Meeting Workspace Sites
• Page Content from SharePoint 2007
• Fixing issues in the current environment by simply migrating
28

29. 29
Choose
wisely.
Which migration
approach is right?

30. Which approach is right for you? 30
• SP to SP version upgrade
(cannot migrate directly from
2007-2013)
• Few customizations
• On-Prem to on-Prem
• No IA rebuild required
• Works for all types of
migrations
• SharePoint to SharePoint
• Unstructured file repositories
• Third party DMS
• Only supported path to
migrate to SP Online
• Copy, paste, tag
• Works in all situations
• Extremely labor intensive
Content Database
Migration
3rd Party Migration Tool
or Custom ScriptingManual Migration
On-Prem Hosted On-Prem Hosted O365On-Prem Hosted O365

31. Manual

32. DATABASE
UPGRADE

33. THIRD PARTY SOLUTIONS

34. Vendor Evaluation
Metalogix
Content
Matrix
Sharegate MetaVis AvePoint
DocAve
User Interface
Reorganize during migration
Set up migration rules or bulk
transfer
Create new metadata
Retain and migrate existing
metadata
Content mapping
Change roll backs
Client Install
Pricing Model
Align requirements with
the right tool for your
migration

35. The following will not migrate…
• Items with missing required fields
• For both Metalogix and ShareGate as of 10/01/14
• Items with no checked in version
• For both Metalogix and ShareGate as of 10/01/14
• O365: Users not included in the User Mapping XML file
• Global/Top Navigation
• May need to be recreated manually
• SCOM Customizations & Features
• System files found in libraries
• Content Matrix will crash when these files are encountered.
35

36. test …. Test …. TEST

37. Test Migration is Critical!
• Determine a rate of transfer
• Forget theory and/or 3rd party promises review actual output
• Allow users to test small subset of real content to gain feedback
• Challenges to look for:
 Links breaking
 Custom content types not carrying over
 File accessibility
 Permissions
 Page layouts not transferring
 Infopath forms
 CUSTOM SOLUTIONS YOU DIDN’T KNOW ABOUT
37
Beware:
2007 Non-Publishing
default.aspx pages stored
outside of file structure.

38. 38
What’s in a Job?
Migrating with Tools
Many migration tools
allow you to run jobs
for flexibility in
migration
• You don’t ever want to run a “full
migration,” i.e. send everything in one
job
• Jobs allow you to re-organize as you
migrate
• Jobs allow you some control in what
successful transfers vs. what fails to
fully transfer
• Your need for granularity in your jobs
will differ
• Different tools allow for different
capabilities around jobs

39. Migration with a Tool - Jobs 39
Example of jobs output from Content Matrix

40. TIME TO TAKE A BREAK – RESTARTING AT 10:45
It’s too much migration, I need more coffee
40

41. 41
PLANNING AND BUDGETING MIGRATIONS THAT WORK

42. Recommended Path for a Successful Migration
1. Understand the business need/governance
2. Inventory Audit of current environment
3. Design/Implement future technical infrastructure
4. Design/Implement business requirements and user experience
5. Create Change Management/Migration Plan
6. Implement Change Management/Migration
a. Branding deployment
b. User Training
c. Pilot Migration
d. Full Content Migration
e. Customization/Application Migration
7. Decommission of original environment
42

43. Scheduling your Migration 43

44. © 2015 Portal Solutions, LLC
Two major approaches to migration scheduling
Cutover Migration
The Idea: Migrate everything and turn off the old
system when you start to use the new
Benefits:
• Convert all users to the new system
• Minimize duplication
• Enforce change management and adoption
Risks:
• Could take a long time
• Could also never happen
• Change management could be challenging
Gradual Migration
The Idea: Migrate group by group and onboard
users to the new system when their group has been
moved over
Benefits:
• Onboard groups in small batches
• Gradual change management
• Feedback loop can support easier adoption
Risks:
• Could never finish
• Large risk for duplication
• Users could resist change
• Content authenticity/system authenticity could
be questioned
44
or

45. Migration Prep Migration
Test
Migration
Site Build
Out
Inventory
Redesign
Content
Clean
Up
Migrate
Redesign
Cutover Migration 45
Cutover/Training
NOTE: Most of the advice in this presentation is for a Cutover structure

46. Inventory
Redesign
& Test
Migration
Content
Mapping
Migrate
Training
Support
Both
Platforms
Retire
Old
System
Gradual Migration
Gradual migrations can work, but you must deeply understand usage of the system
46

47. Who Needs to be Involved?
Role Responsibilities
Project Sponsor Pays the bills, Defines scope/motivation, Gives a deadline for completion, could be Business
or IT, best if combination of both
Project Manager Coordinator of all the moving parts
IT Infrastructure Manages user authentication, technical infrastructure and architecture for the to-be system,
supports migration through usage of a migration tool
IT Application Development Builds out the to-be structure of the new SharePoint, provides migration of any custom
applications, workflows, system integrations. UI development and SharePoint
configuration, manual clean up of sites
Business Analysts Requirements gathering, inventory/audit capture, content clean up facilitation, SharePoint
build out, manual clean up of sites, can provide testing capability and migration validation
Training Coordinator Provides training and manages communication to end users during migration process
Business Sponsor Top down support for change management in the roll out of a new SharePoint
environment
Content Managers Support inventory/audit, feedback and requirements for a new design, responsible for
content clean up in their site areas, user acceptance testing participants, require training
prior to release of the site
End Users Receives communication on the roadmap for the migration, participates in training on the
new site
47

48. Creating a Realistic Schedule – Critical Dependencies
• Content clean up:
 Engaging end users
 Tagging content
 Archiving strategy
• Redesigning IA
 Metadata or navigation
• Rate of transfer
• Migration troubleshooting
• Specific migration requirements
• Rebuilding objects
48

49. A Realistic Schedule 49
• Be realistic about risks and challenges
Inventory Content Clean Up
SP 2013 Config
& Test Migration Migration
IA and Redesign
Testing
User
Support/Training
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14

50. Sample Project Schedule 50

51. Time for everyone to benefit 51

52. What’s in it for me? 52
What do these folks have to gain by this migration?
• Business
 Stakeholder
 Power User
• IT
 Developer
 Admin
NOT THE SPECIFIC DETAILS OF YOUR ENVIRONMENT

53. Without buy-in, migration is lonely 53
Business IT

54. Sample Change Management and Governance Initial Planning 54
Communication
TrainingFeedback
Governance
Change Management

55. 55
Govern
To steer or pilot a ship, direct
- Greek
• Resolve Ambiguity
• Communicate Short and/or Long Range Goals
• Mitigate Conflict

56. Tactical
Strategic
Business Owner(s) Steering Committee
Solution
Administration
Technology SupportSharePoint Advocate
Power Users/ Community of Practice
# of People
People

57. Procedure Title Procedure Description Role(s) Responsible
Document Upload How documents are uploaded
directly to libraries
Trainer
Users
Document
Categorization
How to classify documents with
metadata
Trainer
Users
New site creation How to request new sites are
created
Project Manager
Administrator
Site Owner
Support How to request support. Portal
Project Manager
Administrator
Users
User Training Onboarding Procedure Trainer
Deployment Procedure How to request new features, web
part, applications
Project Manager
IT Dev Team
Policies & Procedures

58. Knowledge Transfer and Training
• Detailed training for system support
teams
• Knowledge transfer and mentoring
throughout
• Governance training for content
contributors and users empowered
with site design privileges
• IA training for site designers
• Context-sensitive training for end
users –just what they need when
they need it
• Empower remote users
58
Adapt to the needs of the learner
• Just enough
• Just in time
• Just the right channel:
multiple formats
The best approach for general user
training: design so that you don’t
need it!

59. Flexible 59
Original
Corporate
Portal
Departmental
Portal
Department & Team
Sites
Project Team Sites
Personal My Sites
• Controlled
• Tightly Governed
• Push Content
• Ad Hoc
• Loosely governed
• Push/ Pull content
• Permanent
• Dashboards
• Business Intelligence
• Business Process management
• Applications
• Permanent
• Knowledge Management
• Information Sharing
• Short Lived
• Collaboration
• Permanent
• Personal Information
• Public/ Private Viewed

60. RecordTemporary
TypeofContent
Instant Message
E-Mail
Social
Team Sites/ ExtranetOnline Storage
Intranet
Records Management
Individual Team Enterprise
Audience
Flexible
Current

61. Integrated 61
People
Policies &
Procedures

62. TAKE ADVANTAGE OF
YOU’RE EFFORT
62

63. 63
“A survey of corporate CIOs and general counsels
found that, typically, 69% of the data most
organizations keep, can – and should – be deleted.”
-Compliance, Governance and Oversight Counsel (CGOC) Summit

64. Take the opportunity to
• Clean up the content in the system
• Introduce an improved look and feel
• A more intuitive navigation
• A more robust search
• Create site personalization
• Address current solutions:
 Infopath end of life
 Connectivity to other data systems
 Content publishing process
64
Garbage… Garbage…

65. Content Cleanup
• Three general approaches
 Create rule-based cleansing
 Engage business users/content owners for subjective analysis
 Combination of both
• ROT Analysis:
 Redundant
 Outdated
 Trivial
• Options:
 Migrate
 Migrate and Update
 Archive
 Delete
65
Beware:
The time it takes to perform this step is
almost always underestimated. Add
time to your original estimate.

66. Content Clean Up with Content Owners
• Involve content owners in content
clean decisions
• Can be done a couple of ways:
 Walk through of content on the site
 Provide worksheets to make decisions
 Have them actually delete content or
sites
• Leverage last modified dates and the
size of a library/list to assist in
guidance
66
Remember - The clean up
exercise is intended to provide
benefits!
• Ensure valuable content is migrated
• Help reduce noise in the search index
• Minimize risk in reducing the overall
amount of content to migrate
• Reduce risk in removing content that
could be a liability to the company

67. Content Clean Up with Content Owners 67

68. Archive Strategies 68
• What are your options:
 Leave it in older SharePoint
 Move it from SharePoint to a file share
 Migrate to new SharePoint to an archive site collection
• If content continues to exist…keep it in READ ONLY mode.
• Consider deletion policies as part of records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?

69. Archive Strategies
• Leave it in older SharePoint
• Move it from SharePoint to a file share
• Migrate to new SharePoint to an archive
site collection
 If content continues to exist…keep it in
READ ONLY mode.
 Consider deletion policies as part of
records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?
69

70. Restructure Information Architecture 70
Content
Types
Lists and
Libraries
Sites/Navigation
Site Collections/Navigation
Web Applications
Recommended!
Supports growth
and sustainability
Determines how
users navigate
to browse
content
Influences metadata,
templates, and
searching for content
Beware:
Beware of lack of
control of URLs in
O365

71. Defining a new look and feel – Wireframes

72. A New Look and Feel 72

73. Considering Mobile in the Design Process
• When Mobile Accessibility is Critical:
Use a Mobile First Strategy
• Define your approach
 Responsive (or Adaptive)
 Mobilized Sites
• Who, What, and to
What degree?

74. Content Mapping 74

75. Content Mapping 75
For files: Align new metadata to be added in new document
libraries.

76. QUESTIONS

77. THANK YOU
@jhcherryblossom – jhannemann@portalsolutions.net
@collabadam – alevithan@portalsolutions.net

78. Additional Resource: White Paper
Leave your business card with Jill and
we’ll email you a complimentary copy of
7 Office 365 Migration Best Practices.

79. 79
Investment Banking Firm
Migration
 Multiple farms migrated
 Assessed options:
• Migration Tool
• Database Attach
 Selected Database Attach
Method
• SP2010SP2013
• SP2007(1)SP2010SP2
013
• SP2007(2)SP2010SP2
013
• 750GB data migrated
 Developed custom scripts
• LiveLink filesSP2013
• 40K files

80. 80
Lessons learned
 Establish firm migration and
testing timelines with business
users in advance
 Communication to business users
is critical for coordination and
buy-in
 Change management and
training is needed for new
SharePoint users
 Conduct a more thorough cost-
benefit analysis of migration tools
 Scope management is necessary
to keep migration and functional
issues separate
 Establish a timeframe to keep
migrated servers running in order
to correct any migration related
issues
 Adding additional SharePoint
functionality should be
discouraged during the migration
phase
• Background/Business Problem
 Financial Service Migration
 Data Center Consolidation
 Tight Deadline (3 months)
• Project
 Team Effort with Client
 Multi-phased approach
 Site Content Inventory; review / condense libraries with the client
 Conducted IT stakeholder meetings
 Test Migration
o Establish time baseline
o Establish detailed roadmap
 Migrated Four Legacy Systems to SharePoint 2013 Farm
 SP 2007 (Two Farms)
 SP 2010
 LiveLink
 750 GB of SharePoint data
 40K LiveLink files to SharePoint
 Configured BCS connection for metadata retrieval
 Supported high priority migration related issues
 Project timeframe (Oct 1 – Dec 10)
Investment Banking Firm

81. NOTES
• Performance Issues
• Unhelpful Search
• MIGRATION/UPGRADE WILL NOT SOLVE Lack of Adoption
• JIM ADOCK STEPS http://www.slideshare.net/JimAdcock/movin-on-up-
a-sharepoint
 Determine Governance
 Determine Architecture
 Install Servers and Software
 Configure environment
 User Training
 Content Migration
 Application Migration
 Decommission old environment
81

82. NOTES
82