Webinar: Slippery Slope of SharePoint Migrations

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?

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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) .

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• 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

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• Metalogix Migration Expert

• Tree Size Pro

• Create a Powershell Script

• Interns (Manual)

Inventory Options

Sample: Migration Expert

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Sample: Powershell Inventory Analysis

19

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“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

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• 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.

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• 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

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• 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!

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• 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

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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

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5. Creating a Realistic Schedule

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• 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.

THANK YOU

@collabadam – alevithan@portalsolutions.net