Strategies for Involving End Users in Your Migration -- GraceHunt Webinar 01272011

Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com

Strategies for Involving End Users in Your Migration

Christian [email protected]

@buckleyPLANET

January 27th, 2011


My Background

Christian Buckley, Director of Product Evangelism at Axceler

• Most recently at Microsoft

• Microsoft Managed Services (now BPOS-Dedicated)

• Advertising Operations, ad platform API program

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM

• At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco

• I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary


Axceler Overview

• Improving Collaboration for 16+ Years– Mission: To enable enterprises to simplify, optimize, and

secure their collaborative platforms– Delivered award-winning administration and migration

software since 1994– Over 2,000 global customers

• Dramatically improve the management of SharePoint

– Innovative products that improve security, scalability, reliability, “deployability”

– Making IT more effective and efficient and lower the total cost of ownership

• Focus on solving specific SharePoint problems (Administration & Migration)

– Coach enterprises on SharePoint best practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends


Your Role

• Migrate SharePoint

• Find and integrate intra-company partners

• Support the internal community


Why Involve End Users?

• Executives• Managers• IT Department• Consultants• Partners• The SharePoint Fairy• End Users will determine the success

of your SharePoint migration


Why Migration

Migration is not just about moving your sites and content to a new system, butit is an opportunity to • correct mistakes and problems,• reorganize your environment, and • make SharePoint (finally) fit your operational needs.


Why This Session

This session will discuss when and where to involve end users in your migration planning, design and execution.

Why is this important?• Strengthen your overall plan• Get bottom-up buy in• Ensure project success


Development FrameworkMaintenance

Planning

AnalysisDesign

Implementation


Most organizations view migration as a technical or administrative activity, not

an end-user effort

RUP

Agile SSADMRAD

Scrum

Extreme

Waterfall

SpiralObject-oriented Top-Down

Unified Process

Iterative

CMMI

ISO

B-Method

Petri Nets

VDMRAISE

Evolutionary

Chaos Model

Service-Oriented Modeling

V-Model

Fountain

SDLC

Anamorphic Development

Dynamic Systems Development


End Users know their content, and

understand how the system should work

RUP

Agile SSADMRAD

Scrum

Extreme

Waterfall


Unified Process

Iterative

CMMI

ISO

B-Method

Petri Nets

VDMRAISE

Evolutionary

Chaos Model


V-Model

Fountain

SDLC




Studies show that end user participation in the design and

development of a system dramatically increases the

chance of success

RUP

Agile SSADMRAD

Scrum

Extreme

Waterfall


Unified Process

Iterative

CMMI

ISO

B-Method

Petri Nets

VDMRAISE

Evolutionary

Chaos Model


V-Model

Fountain

SDLC




End user involvement should be included in each

phase of your project

RUP

Agile SSADMRAD

Scrum

Extreme

Waterfall


Unified Process

Iterative

CMMI

ISO

B-Method

Petri Nets

VDMRAISE

Evolutionary

Chaos Model


V-Model

Fountain

SDLC




Development Framework

Rational Unified Process

1. Develop iteratively, with risk as the primary iteration driver

2. Manage requirements

3. Employ a component-based architecture

4. Model software visually

5. Continuously verify quality

6. Control changes

End Users help identify priorities, problem areas

Provide requirements

Help define components

Review designs

Test, provide feedback

Use the product, identify technical issues


Feedback Mechanisms

• Surveys• User Groups and Forums• RAD/JAD Sessions• Interviews, 1 on 1’s, Offsites


• Have a strategy for capturing the data. This should not be a “generic” activity

• Survey questions should provide “actionable” data

• Best practice is a 7- or 9-point scale

#1 Surveys


• Be creative to get people to participate

• Buy them lunch• Recognize their

contributions with management

• Have an agenda• Be direct with your

questions• Be respectful of

their time

• If no recurring forum exists in your company, create one

#2 User Groups & Forums


• Include all stakeholders• Map out the system and

your plan– Taxonomy discussion– Templates– Other SharePoint items

requiring their input– New site designs, etc

• Have the dev team on hand to model out the new system

• Make changes in real-time

• Get signoff there and then

#3 RAD / JAD Sessions


#4 Interviews, 1on1s, Off-sites

• Be flexible on how to engage, get people into the creative mode where they will open up and share ideas

• Listen• Don’t talk all the time• Document their

requirements


• Customizations identified• Use Cases• Designs• Prioritization• Documentation• Project Plan• Prototyping• Migration Iterations• Testing• Governance Model

Core Output


What kinds of customizations are on your source system? Custom UI design Web parts Workflows Line of business application integrations Installation directory 3rd party tools Custom features Custom solutions Custom themes IIS customizations 3rd party or custom controls 12 hive-sitedef Site definitions Layouts Field types Event receivers HTTP handlers GAC (global access cache) Any changes to the file system, period

Customizations Identified


Creation of Use Cases


• Identify your actors– End users– Groups– Systems

• Map out primary and secondary scenarios– Create “shall” statements– Keep it simple, focusing on a single task / result

• Keep them brief• Don’t get into solutions, UI designs

• Understand the problem space before you start trying to build a solution

Creation of Use Cases


• Get their input on what works in the current environment, and the sites they access most often, and what doesn’t work

• Get their feedback on proposed designs, and based on those designs, what they feel should be migrated

– Business critical content

– Web parts, customizations

– Line of business application integrations

• Understand which sites and content need to be migrated first

• Understand who should be involved in testing / validation

Design and Prioritization


• Leverage the extended team to create– Use cases– Business process definitions– Revamped / updated designs– Taxonomy– Project plan / timeline– Pre-migration checklist (documents not older than, number of versions moved, etc)

– User acceptance checklists

• Get their sign-off on all documentation

• One of the benefits of a structured phase-gate process is the opportunity for formal launch activities and post-mortems

Creation of Documentation


• Regardless of your development methodology, find ways to include the end users in each iteration of the project plan. Some suggestions:

Use short iterations / cycles so that end users can see that you have incorporated their feedback into the environment, and give them a chance to validate

As each component (site structure, template designs, workflows) is completed, have end users test / harden the environment and get their sign-off

Once the build has been completed, have the users validate the packaged SharePoint application deployment to the staging environment, and get sign-off

After deploying the final packaged SharePoint application to the production environment, communicate project completion to the end users and formally close out the project – with an official project acceptance and / or post-mortem

Project Planning


RACI format Responsible Accountable Consulted Informed

OARP format Owner Approver Reviewer Participant

Project Planning


• A critical aspect of many migrations is the consolidation of legacy systems, such as file shares, various ECM platforms, and paper-based files.

• Your end users know their content better than you do. Put them in charge of identifying and classifying this data, preparing it for migration to the new SharePoint environment.

• This might include: • development of the new taxonomy

• metadata assignment

• creating the governance rules around the ongoing management of the Managed Metadata Service and various term stores to be set up and managed across the enterprise

Migration Iterations


Where to start with Taxonomy? Your website.



Have end users drive metadata assignment



Build a test plan and clearly define their involvement

Testing


Jumpstart your governance model1. Have a plan

2. Create an internal SharePoint user group

3. Clearly define roles and responsibilities

4. Outline your taxonomy, communicate it, and iterate

5. Create a governance site

6. Learn and evolve

Governance


“Even those who fancy themselves the most progressive will fight against other kinds of progress, for each of us is convinced that our way is the best way.“

— Louis L'Amour

• Understand your corporate culture before you try to change anything

• Explain what it is you’re trying to do, and get end users onboard

• In addition to executive buy in, you need your end users to buy in

Culture Battle


• Have success defined up front: Target number of end users migrated Target number of sites migrated Databases migrated File shares migrated and decommissioned 2010 live, users able to manually migrate their content

Make it part of your formal project Communicate

The plan, over and over again (remind them) Your progress (or lack of progress) Once you’ve reached your goal

Defining Success


• Get your end users involved early

• Have their roles defined for each phase of the project

• Let the end users drive the preparation and management of their own content and metadata, wherever possible

• Communicate often, and show them progress

• Celebrate the small wins!

Best Practices for Success


Online and offline resources

• 11 Strategic Considerations for SharePoint Migrations (Buckley), http://slidesha.re/d3RHNH

• When and How to Include End Users in SharePoint Migration Planning (Buckley) http://bit.ly/duDFBb

• Getting Buy in from End Users, EUSP http://bit.ly/dKQHUF

• Plan site navigation (SharePoint Foundation 2010) (TechNet) http://bit.ly/hcINbl

• How to Jumpstart SharePoint Governance (Buckley) http://bit.ly/gUfyOw

• How to Jumpstart SharePoint Governance - Part 2 (Buckley) http://bit.ly/dZUHvM

http://slidesha.re/d3RHNH

http://bit.ly/duDFBb

http://bit.ly/dKQHUF

http://bit.ly/hcINbl

http://bit.ly/gUfyOw

http://bit.ly/dZUHvM


For more information

• Contact me at– Christian Buckley, [email protected], 425-246-2823– On Twitter at @buckleyplanet

• Additional Resources available– White papers

• The Insider’s Guide to Upgrading to SharePoint 2010• What to Look for in a SharePoint Management Tool• The Five Secrets to Controlling Your

SharePoint Environment– Tools

• ReadyPoint (free)• Davinci Migrator• echo for SharePoint 2007

mailto:[email protected]

Date post:	16-Apr-2017
Category:	Technology
Upload:	christian-buckley
View:	2,118 times
Download:	0 times

Strategies for Involving End Users in Your Migration -- GraceHunt Webinar 01272011

Technology