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11 Strategic Considerations for SharePoint Migrations

Presentation given 9/11/2010 at SharePoint Saturday East Bay in San Ramon, California.

The majority of a migration effort has nothing to do with the actual technical move of content and bits, but is a planning activity. This presentation walks through 11 areas of focus, sharing best practices.

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11 Strategic Considerations for SharePoint Migrations

  1. 1. 11 Strategic Considerations for SharePoint Migration<br />Christian BuckleyDirector, Product EvangelismAxceler (echoTechnology)<br />@buckleyplanet http://buckleyplanet.net<br />
  2. 2. Content<br />Why this presentation is important<br />The “standard” answers to upgrade and migration<br />Wit and humor, obscure references to bad 80’s movies<br />11 strategies you should consider as part of your planning<br />Online and offline resources<br />
  3. 3. Why is this presentation important?<br />Most content focused on the technical aspects of migration<br />Migrations are not so much about the technical act of moving the data (although very important), but more about the planning that goes into preparing for the migration<br />
  4. 4. Why is this presentation important?<br />It’s not about the minutia of scripting methods to execute a hybrid database attach upgrade of your environment<br />We’re here to discuss the sometimes technical, but much more “hip” exercise of proper migration planning<br />This is the Jack Bauer of migration presentations, people My weapon today…….PowerPoint<br />
  5. 5. What is migration?<br />Microsoft defines migration as three separate activities:<br />The reality is that a single migration may include all three concepts<br />
  6. 6. What is migration?<br />Moving to the latest, greatest platform<br />Transforming what you did with 2003/2007 to meet your organizational vision<br />
  7. 7. Why migrations are difficult:<br />Dammit Jim! I’m only a doctor!<br />
  8. 8. What are the Microsoft options?<br />I’m my own best friend!<br />
  9. 9.
  10. 10.
  11. 11.
  12. 12. 11 strategies you should consider as part of your migration planning<br />Understand the as-is and to-be environments<br />Conduct proper capacity planning <br />Understand the customizations on your source system<br />Understand the migration schedule<br />Plan for the right kind of migration<br />Plan for file shares <br />Plan for tagging, metadata, and taxonomy <br />Understand centrally managed and decentralized environments <br />Stage your platform for migration <br />Decide where and when to involve the users<br />Determine that your migration is successful <br />
  13. 13. Strategy #1:Understand as-is and to-be environments<br />
  14. 14. Strategy #1: Understand as-is and to-be environments<br />A migration is an extensive business analyst activity<br /><ul><li>Prior to any system redesign, understand your environment goals and purpose:
  15. 15. Based on these requirements, you need to model out the “to be” environment
  16. 16. What works
  17. 17. What doesn’t work
  18. 18. What are the organizational “must have” requirements
  19. 19. What are the “nice to have” features</li></li></ul><li>The tendency is to jump to solutions before you understand the problem<br />
  20. 20. Strategy #1: Understand as-is and to-be environments<br />Anders Rask, Upgrading SharePoint 2007 to SharePoint 2010<br />
  21. 21. Strategy #1: Understand as-is and to-be environments<br />What is your goal?<br />What is your mission statement<br /> (Just kidding)<br />What are you key use cases?<br />What are your priorities?<br />
  22. 22. Strategy #1: Understand as-is and to-be environments<br /><ul><li>Migration is about transforming your existing system to meet operational needs.
  23. 23. It’s as much about retooling current sites and content as it is about deploying new technology
  24. 24. Don’t just tear down and rebuild if there’s something to be saved. Understand what you have to work with, have a vision for what it should look like, and move the pieces that should be moved</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />
  25. 25. Strategy #2: Conduct proper capacity planning <br />Understand your current environment:<br /><ul><li>Number of users
  26. 26. Number of sites
  27. 27. Number of site collections
  28. 28. Database size
  29. 29. Geographical needs of your organization (how many sites, what are their usage patterns)
  30. 30. Line of business application integration</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Map out your:<br /><ul><li>Hardware
  31. 31. Topology
  32. 32. Performance requirements
  33. 33. Security requirements
  34. 34. Scalability
  35. 35. Disaster recovery
  36. 36. Business continuity</li></li></ul><li>Strategy #2: Conduct proper capacity planning <br />Think about your future needs:<br /><ul><li>User growth
  37. 37. Estimates on site creation
  38. 38. Estimates on database growth
  39. 39. Security and Search needs</li></li></ul><li>Strategy #3:Understand the customizations on your source system<br />
  40. 40. Strategy #3: Understand the customizations on your source system<br />Pre-Upgrade Check provides some of the analysis:<br /><ul><li>Searches content sources and start addresses
  41. 41. Outlines Office Server topology
  42. 42. Identifies servers in the current farm
  43. 43. Lists SharePoint version and list of components running in the farm
  44. 44. Outlines supported upgrade types
  45. 45. Provides Site Definition and Feature information
  46. 46. Details language pack information
  47. 47. Identifies Alternate Access Mappings that will need to be recreated
  48. 48. Outlines Customized List Views (these will not be upgraded)
  49. 49. Outlines Customized Field Types (these will not be upgraded)
  50. 50. Identifies WSS Search topology
  51. 51. Provides list of Content Databases and SQL server location</li></ul>Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate<br />
  52. 52. Strategy #3: Understand the customizations on your source system<br /><ul><li>What kinds of customizations are on your source system?
  53. 53. UI design
  54. 54. Web parts
  55. 55. Workflows
  56. 56. Line of business applications
  57. 57. 3rd party tools
  58. 58. Custom features
  59. 59. Site definitions
  60. 60. Field types
  61. 61. Custom SharePoint solutions
  62. 62. Any changes to the file system on your SharePoint servers
  63. 63. How many of those customizations are outside of the SharePoint framework?
  64. 64. Are there any customizations which can be replaced by out-of-the-box functionality?</li></li></ul><li>Strategy #4:Understand the migration schedule<br />
  65. 65. Strategy #4:Understand the migration schedule<br /><ul><li>What are the business drivers, not just the technology drivers?
  66. 66. Cost
  67. 67. Time
  68. 68. Resources/People
  69. 69. How long per phase, what is moved, what are the priorities?
  70. 70. The schedule should be defined only after you understand the future state, set priorities, and get management buy-in.
  71. 71. In short, what is the scope?</li></li></ul><li>Strategy #4:Understand the migration schedule<br /><ul><li>Don’t forget to add to your schedule:
  72. 72. Time to backup your systems
  73. 73. Tasks to update the latest services packs
  74. 74. Communication plans for your end users and partners, including what is being migrated, and (hopefully) how long it will take
  75. 75. Time for ample testing
  76. 76. A lock down period when no servers should be added or moved</li></li></ul><li>Strategy #5:Plan for the right kind of migration<br />
  77. 77. Strategy #5:Plan for the right kind of migration<br /><ul><li>Does the migration plan include content, sites, metadata, and/or solutions?
  78. 78. Each one brings with it a set of requirements and decisions
  79. 79. What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure?
  80. 80. Is your strategy the same for various organizations, different site collections, or farms?</li></li></ul><li>Strategy #6:Plan for file shares<br />
  81. 81. Strategy #6:Plan for file shares<br /><ul><li>Most file shares have become a dumping ground.
  82. 82. Is the plan to move as-is and decommission old systems, or is this a clean up process?
  83. 83. Are users driving, or is it an administrative effort?
  84. 84. Are you planning to apply metadata and taxonomy?</li></li></ul><li>Strategy #6:Plan for file shares<br /><ul><li>Understand what is out there
  85. 85. Who owns the content?
  86. 86. Does it need to be moved?
  87. 87. Does it need to be indexed/searchable?
  88. 88. Is the folder structure important?
  89. 89. Do you need to maintain historic metadata?</li></li></ul><li>Strategy #6:Plan for file shares<br />Users generally have three options: <br /><ul><li>Move content, as-is, into SharePoint and clean up there
  90. 90. Clean and organize content first, then move to a new structure in SharePoint
  91. 91. Migrate content in waves, using the iterations to sort through and organize your content while in transit, moving some content as-is, reorganizing and transforming others</li></ul>To be honest, option 3 is very difficult to manage in SharePoint, but 3rd party tools do a great job here<br /> <br />
  92. 92. Strategy #7: Plan for tagging, metadata, and taxonomy<br />
  93. 93. Strategy #7: Plan for tagging, metadata, and taxonomy<br />In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”<br />“Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.”Wikipedia.org<br />
  94. 94. Common Migraines<br /><ul><li>Ad-hoc content migration leads to junk in portal
  95. 95. Legacy content gets migrated slowly, if at all
  96. 96. Inconsistent taxonomy across farms and site collections
  97. 97. People author locally - multiplies problems globally
  98. 98. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
  99. 99. Portal lacks high fidelity search
  100. 100. User can’t find the right content
  101. 101. As a result, poor portal adoption and low user satisfaction</li></ul>Strategy #7: Plan for tagging, metadata, and taxonomy<br />
  102. 102. Strategy #7: Plan for tagging, metadata, and taxonomy<br />What is your broader strategy for tagging, metadata and taxonomy? <br />
  103. 103. Strategy #7: Plan for tagging, metadata, and taxonomy<br />Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)<br />Understand the as-is and to-be, and how it relates to your metadata<br />With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand<br />
  104. 104. Strategy #8: Understand centrally managed and decentralized environments<br />
  105. 105. Strategy #8: Understand centrally managed and decentralized environments<br />Where does innovation come from in your organization? <br />What is the intent of your system?<br />How you architect your solution will impact how you migrate your current environment<br />
  106. 106. Strategy #8: Understand centrally managed and decentralized environments<br />
  107. 107. Strategy #8: Understand centrally managed and decentralized environments<br />
  108. 108. Strategy #8: Understand centrally managed and decentralized environments<br />Use of services greatly improves concerns over the decentralized model: <br /><ul><li>Services can be centrally managed
  109. 109. Sites and Site Collections can consume these services, within certain boundaries</li></ul>You still need to understand the administrative impacts<br />You need to clearly define roles / service owners<br />Define your governance model / change control board<br />
  110. 110. Strategy #9: Stage your platform for migration<br />
  111. 111. Strategy #9: Stage your platform for migration<br />Understanding your requirements:<br /><ul><li>Hardware / software
  112. 112. Network
  113. 113. Virtual environments
  114. 114. Hosting / datacenter
  115. 115. Downtime / end user impacts
  116. 116. Communication
  117. 117. Location of your teams
  118. 118. Backup/recovery</li></ul>Coordinate your planning with the operations team<br />
  119. 119. Strategy #10: Decide where and when to involve users<br />Strategy #10: Decide where and when to involve users<br />
  120. 120. Strategy #10: Decide where and when to involve users<br />This is the most fluid of the strategic considerations, as it really just depends<br />At a high-level, end users who participate in the creation of a system are more likely to accept / support that system once deployed<br />
  121. 121. Strategy #10: Decide where and when to involve users<br />Where end users should be involved:<br /><ul><li>Creation of use cases
  122. 122. Creation of as-is documentation
  123. 123. Prioritization of requirements for to-be environment
  124. 124. They know their content – let them drive
  125. 125. File share migrations, or organization
  126. 126. Taxonomy development
  127. 127. Metadata assignment
  128. 128. Signoff on overall project plan</li></li></ul><li>Strategy #11: Define what success looks like<br />(probably not this)<br />
  129. 129. Strategy #11: Define what success looks like<br /><ul><li>Fist waving is good
  130. 130. Double-fist waving is even better
  131. 131. Possible success metrics:
  132. 132. Target number of end users migrated
  133. 133. Target number of sites migrated
  134. 134. Databases migrated
  135. 135. File shares migrated and decommissioned
  136. 136. 2010 live, users able to manually migrate their content</li></li></ul><li>Online and offline resources<br />Upgrading SharePoint 2007 to SharePoint 2010, Anders Raskhttp://andersrask.spoint.me/2010/03/22/whitepaper-on-sharepoint-upgrade/<br />Migrating to SharePoint 2010, Randy Williamshttp://www.windowsitpro.com/print/sharepoint-server-2010/Migrating-to-SharePoint-2010-104619.aspx<br />Upgrading to SharePoint 2010 (Microsoft)http://technet.microsoft.com/en-us/library/cc303420.aspx<br />Hardware and software requirements for 2010 (Microsoft)http://technet.microsoft.com/en-us/library/cc262485.aspx<br />SharePoint 2010: Best Practices to Upgrade and Migrate (O’Reilly, Safari)http://oreilly.com/catalog/9781449390457/<br />Migrating to MOSS 2007, Stephen Cummins, www.echoTechnology.com<br />Planning to Upgrade to SharePoint 2010 (Joel Oleson)http://www.slideshare.net/joeloleson/preparing-for-upgrade-to-sharepoint-2010-today<br />What’s New in SharePoint 2010 Capacity Planning (Joel Oleson)http://www.sharepointjoel.com/Lists/Posts/Post.aspx?List=0cd1a63d%2D183c%2D4fc2%2D8320%2Dba5369008acb&ID=332<br />ReadyPoint migration planning tool for 2007 to 2010 migrations, Axcelerhttp://www.axceler.com/SharePointMigration/ReadyPoint.aspx<br />Preupgradecheck, Microsofthttp://technet.microsoft.com/en-us/library/dd789638(office.12).aspx<br />Microsoft SharePoint 2010 Products Upgrade Approacheshttp://www.microsoft.com/downloads/details.aspx?FamilyID=e8b66eb3-27c7-4a39-a2e1-3e7d18b12ee1&displaylang=en<br />
  137. 137. Please be sure to fill out your session evaluation!<br />Drop me a line at cbuck@axceler.comVisit my blog http://buckleyplanet.netFollow me @buckleyplanet<br />
  138. 138. Thank You To Our Sponsors!<br />