Date post: | 02-Jul-2015 |
Category: |
Technology |
Upload: | portal-solutions |
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Adam Levithan & Ryan Patrick Tully
The Slippery Slope of SharePoint
Migrations:
What to Do to Come Out on Top
Adam Levithan@collabadam
AIIM & IT
Unity
Blogger
Practice
Lead, O365
& SharePoint8+ years in Collaborative Systems
SharePoint expertise: Out-of-the-
box solutions, business process
management, Governance,
adoptions, information architecture
Next Adventure: Finding a
100 Mile Fundraising Bike
Ride
About Me
About Me…
Ryan Patrick Tully:
I began my career in Information Technology with one
of the largest Consumer Electronics Retailers over eight
years ago. I started in SharePoint as anything more
than an end-user by working Product Support with
Axceler and graduating into Product Development.
I am currently a Solutions Engineer representing the
Metalogix brand with the entire portfolio of products
offered in the realm of Migration, Administration,
Protection, and Optimization in the SharePoint space.
About Portal Solutions
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.
4
WHAT’S YOUR TIMELINE TO MIGRATE?
POLL
5
Not Scoping the Full
Effort-
Lack of Buy-In from
Stakeholders-
Content is Not Cleaned
or Enhanced-
Failure to Budget for All
Activities-
WHY MIGRATIONS FAIL
What is Migration?
The Slope (complexity of your
SharePoint environment is)
= Level of
Effort and
Complexity
The Rock(alignment between IT
and the Business)
Why Migrations Fail
64%
Percentage of
SharePoint
Migrations that
miss the deadline for completion
Percentage of
SharePoint
Migrations that are over budget
37%
Source: Data Migration in the Global 2000, Bloor Research (September 2007)
WHAT’S YOUR MAIN MOTIVATION FOR MIGRATING?
Poll
10
Understanding Your Motivations for Migration
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
Without Buy-In, Migration is Lonely
12
Business IT
What is Your Migration Strategy?
13
Inventory assessment1
Content clean up2
Migration approach3
Redesign IA/UX4
Creating a realistic schedule5
5 Steps to Success
RATE YOUR NERVOUSNESS ABOUT YOUR
IMPENDING MIGRATION
Poll
14
15
• 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)
1. Audit and Inventory
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) .
16
• Microsoft Pre-Upgrade Checkers 2007 C:\>stsadm -o preupgradecheck
2010 Test-SPContentdatabase, Test-SPSite
• Central Administration Deployed Features
Services Configured
• Database Number & Size of content databases
Size of My Site database
• Review Web.config for customizations
• 2007 or 2010 see if usage is turned on and view latest reports
Audit
17
• Metalogix Migration Expert
• Tree Size Pro
• Create a Powershell Script
• Interns (Manual)
Inventory Options
Sample: Migration Expert
18
Sample: Powershell Inventory Analysis
19
20
“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
21
• ROT Analysis:
Redundant
Outdated
Trivial
• Options:
Migrate
Migrate and Update
Archive
Delete
Leverage the upgrade opportunity to
ensure quality content in SP 2013.
• Two schools of thought…
Create rule-based cleansing
Engage business users for subjective
analysis
2. Content Clean Up
Beware:
The time it takes to perform this step is
almost always underestimated. Add
time to your original estimate.
22
• 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?
Archive Strategies
23
Choose wisely.
Which migration approach is right?
Which Approach is Right for You?
24
• 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
Vendor Evaluation
Metalogix
Content
Matrix
Sharegate MetaVis AvePoint
DocAve
User Interface
Reorganize during migration
Reorganize after 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
NOTE: Reorganize During Migration
26
27
• 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
Test Migration is Critical!
28
• Take the opportunity to:
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
4. Restructure IA/Design
Set expectations
that it will not be
Exactly the same
4. Restructure Information Architecture
Content
Types
Lists and
Libraries
Sites/Navigation
Site Collections/Navigation
Web Applications
29
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
5. 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
30
5. Creating a Realistic Schedule
31
• Be realistic about risks and challenges
Inventory Content Clean UpSP 2013 Config
& Test Migration Migration
IA and Redesign
TestingUser
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
QUESTIONS
33
Get Your Free Migration
Assessment
Next Steps
Go to www.portalsolutions.net/migration-
assessment
request your free migration assessment.
One of our experts will be in contact with
you.