Avoid a Migration Headache: Plan for a Successful Move to Office 365

@Dorinda_Reyes

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Agenda

• Introductions 10 min.

• End to End Migration Plan 40 min.

• Questions and Comments 10 min.

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Introduction

Dorinda ReyesSenior Solutions Engineer/ SharePoint Migration Expert

Damon ThompkinsVice President of WW Sales & Marketing

Pre-Migration Analysis

Migration

Post Migration /Known Issues

• Site Template• Features• Web Parts• List & Libraries• Workflows

Run Pre-Migration Analysis

• Design Package• Storage Increase (if needed)• Site Collection Features• Site Features• Term Store• Content Types

Pre-Migration Checklists

Evaluate Items that will fail due to non compatibility

Import Design Package (page layouts, master page, branding)

Enable Site Collection/Site Features

Import Managed Metadata/Term-store

Check in all pages and documents• Validate all content is checked in prior to

migration• Migrate Content

• Remap user accounts• Remap web parts (if applicable)

Use Metavis to remap users and web-parts

Evaluate items and objects that may fail during migration

Manually configure content query web-parts (if applicable)

Change permissions on source site to READ Only

• Configure web-parts• Configure Site Navigation• Update Search URL• Set old environment to READ Only

Post Migration

• Master Page & Page Layouts• Site/sub site classification

Migration Checklists

Known Issues Master page and page layouts do not migration due to compatibility

End-to-End Migration Planning

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The Process

Create the Schedule

Content Audit and Mapping

Create Checklists• Pre-Migration• Migration

Validation Known Issues

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Create Migration Schedules

Planning out every phase of a migration is key to ensure you are successful.  It doesn't matter the tool you use just as long as you track your milestone and deliverables.

Below is an example of the types of milestone that need to be tracked.  Using Microsoft Project as shown can help you with a quick at a glance.

Additionally, you can add additional sub-tasks at each level to ensure nothing is missed.

It is also useful to have a calendar that is accessible to all of the Site users that will show the dates of the migration so that everyone has a point of reference.

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Create Pre-Migration Checklists

Pre-Migration Checklist

This checklist is used to track information about the source site of the migration and any special configurations or needs that maybe needed for and prior to migration and the size of the migration.

☐ Pre-Migration Checklist Title:  _________________________________________

☐ Migration Checklist:  __________________________________________________

☐ Does your site include any sensitive data? (Yes/No)  _____________________________

☐ Does your site leverage BI Capabilities? (Yes/No) _____________________

☐ Does a tool or other application link to your current site? (Yes/No) __

☐ Target Site being migrated: ____________________________________________

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Create Migration Checklists

Migration ChecklistUse this checklist to create an entry for each site being migrated. This checklist is used to track all items that need to be done for the migration by your companies migration teams. A detailed guide has been provided on the One Drive.

☐Source Location

☐Target Location

☐Create destination site collection in SharePoint

Online

☐Create site collection

☐Add site collection administrators

☐Configure destination site collection

☐Activate site collection features

☐Activate site features

☐Increase site storage limit

☐Use MetaVis to migrate the site to SharePoint

Online

☐Use MetaVis to copy resource files to

destination site collection

☐Master Pages

☐Page Layouts

☐XSL Templates (if applicable)

☐HTML and XSL Templates (if applicable)

☐Publish master page and page layouts

☐Apply master page to site

☐Update site navigation to "structural" or

"managed" based on design

☐Update search settings URL (if applicable)

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Content Audit & Mapping for Migration

There are occasions when you will be consolidating content from multiple site collection as well as reviewing the existing content to see if it needs to be migrated to your new SPO environment.  • When you ran your Pre-Migration Analysis report it will provide you with the detail of all of your content to use.• It will be important to have a site hierarchy and know what sites or content will be going to which locations.In the example below you can see that quite a bit of the tagging is captured so that when you move this content you know how to map the tagging.

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The Content Mapping Spreadsheet will also allow you to map your tagging and disposition of content based on your review.  It is easy to modify to your organization so that the dropdown menus are relevant.

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Pre-Migration Analysis – Configure the Report

• Total Items• List Site Limitation (mb)

• Item Size Limitation• File Path Length• Blocked File Extensions• Detail Reporting Level

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Site Templates: Some of them are not included in the SPO environment or have been deprecated and no longer in use or provided in other ways. Team Meeting Sites Workspace Sites

Web Parts: In most cases this will be around any custom (SharePoint Designer) Web parts that have been created. These could include but are not limited to:

Dataview web parts Script Editor web parts Web Controls Data form web parts Page Viewer web parts

Lists & Libraries: The default list view threshold for optimal SharePoint performance is 5000 items.

• This is particularly important when migrating into SharePoint Online, as this value is not user configurable in online tenants.

SharePoint Site Templates

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Before you migrate

Consider the Storage Space Needed (if applicable)The default storage for a SharePoint Online site will vary by organization. Investigate your situation and request more space if needed.

Import Term Store Managed MetadataOne of the most important tasks that need to be included before you migrate is to import your Managed Metadata which is located in the Term Store. Most of the content types as well as managed navigation are driven from this list.

Check-in ContentPrior to migration ensure that all of the content on your site is checked in. This included documents and pages.

NavigationThe SPO Publishing site use managed navigation by default you will need to change it if you want to use structured navigation instead.

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Common Issues – Master Pages and Page Layouts

ISSUE SOLUTIONCode from the SP2010 master page(s) is inserted into the SP2010 page layout(s), making them quite a mess

Rebuild the Master pages - do not copy them over

Don’t deploy a Design Package w/ page layouts tied to custom content types if those custom content types are already present in your SPO site.

If you have already migrated content types from your old environment and are thinking of creating a design package as well. Do one or the other, not both.

We’ll need to go into each page layout, through the browser, and provide a Title and Associated Content Type

Ensure that Content Types are present in your design package when you deploy it to save you time in having to go into every page.

Watch out for hard coded URLs, even relative URLs not using site/sitecollection tokens

Use relative URL’s whenever you can. Absolute URL’s from the old site will not change when migrated and will have to be manually adjusted.

Watch out for content placeholders used in your SP2010 page layouts that aren’t in the new SPO master page

To determine whether you have this issue, you can create an evaluation site collection that is also a publishing site, and then set the master page to the master page that ships with SharePoint 2013.

Additional information about all of these issues can be found here: http://technet.microsoft.com/en-us/library/dn178510(v=office.15).aspx 

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Common Issues – Web Pages and Content Query Web Parts

ISSUE SOLUTION• Web pages that have been detached from their layouts will have the SP2010

master page code inserted into them, making it even harder to discern the reason for detaching in the first place, which will make them harder to migrate.

• Detached web pages will come in with the SP2010 look/feel and incorrect formatting.

• Web pages can be re-attached to their SP2010 page layout

• Ensure that all pages are re-attached prior to migrating them or creating a design package.

• If the layout has moved to a different location (sub folder) the web page will attach to a different page layout with the same content type.

Some pages just don’t migrate and will have to be re-created manually  Use 2013 page layouts to recreate with the content from the old location.Home pages with a filename other than default.aspx don’t migrate. SPO may use home.aspx within Site Pages and put some web parts on it.

 As part of your audit notate the landing page naming convention so you can be prepared when migrating. This may even include manually recreated the pages.

Web Pages

Content Query Web Parts

ISSUE SOLUTION

Will need to update GUIDs from within SP Designer You will need to update the GUID from the new location list in SPD or recreate the webpart over again.

Failing to migrate the itemstyle.xsl file will result in all content query web parts pointing to custom item styles to revert back to “image on left”

 Ensure that you have updated and migrated the itemstyle.xsl

For content query web parts, within web part zones, all filter dropdowns are reset to “no filter”.

 The value on the other side of each operator remains, however. If you do nothing with the filter dropdowns, the next time you open the web part properties, the value on the other side of each operator will be blank. Regardless, the web part will continue to display the correct information on the page.

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Solution Overview

Information Management Platform Cloud On-Boarding Made Easy

• Migration- Increase Portability & Interoperability

• Administration- Analysis & Insights

• Security- Ensure Proper Access

• Architecture- Better Organization / Reduce Sprawl

• Protection- Backup & Recovery

• Zero server footprint truly agentless (cloud ready)

• Easy to install, intuitive design

• Rapid & self-evident value

• Single platform client, server, private or public cloud

• Enterprise grade without enterprise cost or effort

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Unmatched Innovation

2008

ARCHITECT

2009

FOLDERS

2010

SHAREPOINT 2010SUPPORT

2011 2012 2013 2014

FILE UPLOAD

IM POWER USER

IM ENTERPRISE

CHANGE MANAGER

MIGRATOR

OFFICE 365 SUPPORT

PUBLIC FOLDER

SHAREPOINT 2013

AUTO TAG

BACKUP

INFORMANT

TERM STORE MANAGER

GOOGLE TO ONEDRIVE

PRE-MIGRATION ANALYSIS

BACKUP TO CLOUD

ADMINISTOR RELEASED

NINTEX WORKFLOW

FARM, TENANT

ONE DRIVE PROVISIONING

ONEDRIVE UPLOADS

SELECTABLE SKINS

OFFICE 365 APP

GOOGLE MIGRATOR

FILE MANAGER

INFORMANT QUICK RUN

BACKUP POWER USER

SECURITY MANAGER

SCHEDULER

ORPHANED USERS

PERMISSIONS BACKUP

ONEDRIVE MANAGER

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More Than Agile

2010 2011

SharePoint 2010 support

Added Site migration functionality

Added support for Managed Metadata fields in SharePoint 2010

Background processing for migration

Added support for SharePoint Group migration

Birth of the MetaVis Platform (view permissions, level and groups across products)

Added support for the use of Filters

First release of Live Compare

Promote to a New Site Collection released

First release of Term Store browser

Added support for Scripts

Added support for copying SPD Workflows

Added support for copying InfoPath Forms

Added ribbon to the Application UI

Added support for SPS 2003

Released Change Manager

Bulk site collection migration released

Added support for Office 365 SharePoint Online

First release of CSV files for migration

Profile Manager released

Bulk extraction from SharePoint to File Shares

Added support for Enterprise Keywords

MetaVis File Manager standalone product

Incremental copy released

Added support for migrations from PST files

MetaVis Security Manager standalone product released

MetaVis Google Migrator standalone product released

Search released for Architect

2012 2013 2014

Automatic user mapping added for Office 365

Added retention policies to Backups

Released Site and List Properties dialog

Out of place restore implemented

Added support for migrating Meeting Workspaces

Added Export to CSV for Term Sets

First release of federated connectivity for Office 365

Added support for the creation of new terms during copy/tag

Grouping, sorting and ordering added to Log Viewer

Added support to provision new site collections in Office 365

Added support for Orphaned User migration

MetaVis Scheduler was released

Application Welcome Page released

Released OneDrive for Business Administrator dashboard

Added support for the migration of hidden columns

First support for SharePoint Wave 15 (SharePoint 2013)

Auto-tagging released

Live Compare support for Term Stores

Term Store Manager standalone product released

MetaVis Informant standalone product released

Added tiered licensing support for MetaVis Backup

Released option to convert 2010 workflows to 2013

First release of bulk Google

Drive to OneDrive for Business

Released support for the detection and migration of Nintex workflows

MetaVis Administrator for Power Users standalone product released

MetaVis Administrator standalone product released

OneDrive for Business Management Suite released

Farm, Tenant and OneDrive for Business connectivity released

Permissions only backup and restore added to MetaVis Backup

Added support for migrating between OneDrives

Added support for file shares uploads into OneDrives

Added support for Office 365 Site Views in Administrator reports

Visual and functional update to Live Compare

Added option to Compress Storage in SharePoint 2013

Migration statistics released

Tagging via CSV file

Added scheduling for migrations

MetaVis Backup released

Added security scanning to Administrator collections and reports

Support to provision new OneDrives for Business

Released ability to switch skins in MetaVis

Added support to retain GUIDs when migrating Term Sets and Terms

Released Pre-migration Analysis reports

Full Compare option released for Live Compare

Added support to use cloud storage (Azure or S3) for Backups

Added Quarantine action to Informant

MetaVis Public Folders standalone product released

Added support for migrating between Office 365 tenancies

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DECJAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

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Enterprise-wide use of MetaVis Migration 365 Suite for their own internal migration to Office 365 and on-going content management

Multiple business units use of MetaVis Architect Suite for multiple migrations and on-going content management of several versions of SharePoint

Highlighted Use Cases

Enterprise-wide use of MetaVis Architect Suite for multiple migrations and on-going content management of several versions of SharePoint

Enterprise-wide use of Office 365 Suite for multiple migrations and on-going content management of several versions of SharePoint

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Questions & Comments

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Helpful Links

Product Information & Trials

• Office 365 Suite- www.metavistech.com/product/office-365-suite

• OneDrive Suite- www.metavistech.com/product/onedrive-management-suite

• Migration Suite- www.metavistech.com/category/migration-suite

White Papers & Presentations

• SlideShare- www.slideshare.net/metavistech

• Blog- http://blog.metavistech.com/

• Company Information- www.buldingi.com• One Drive- Migration Templates• SlideShare- http://www.slideshare.net/DorindaReyes

Thank You & We Look Forward to Working Together!