SharePoint Upgrade Planning For The Business: What You Need To Know

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#Share4Biz @RHarbridge

Presented By: Richard Harbridge

Upgrade Planning For The Business:What You Need To Know

Who am I?

I

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book

Information!

What Will We Cover Today?•Why Do We Need Upgrade Planning For the Business?

•What Is The Business Responsible For?

•Motivating The Business To Learn SharePoint 2013

•Examples Of New Features & Impact On Businesses

•What Is IT Responsible For That Impacts The Business?

Why Do We Need Upgrade Planning For The Business?


Upgrading Almost Always Involves Restructuring Content

Costs Associated With Restructuring

Technology Upgrade Costs


Migration Process

Prep

arati

onAs

sess

men

tM

igra

tion

Testi

ng/

Valid

ation

Post

Mig

ratio

nFor Office 365 Migrations

Analyze Existing Content

(Location, Quantity, Solutions)

Determine Migration Priority

Create New Site(s) In Office 365

Validate Content Based On Content

Map/Schedule

Launch New Site (w/ Training)

Assess Office 365 Environment

Identify Source Content To Be

Migrated

Determine Ownership Of

Content

Clean Up Content/Content Refresh

Prepare Office 365 EnvironmentDefine Content Map

Owner Review Of Content (Training

Opportunity)

Migrate Content Based On Map/

Schedule

Define Migration Schedule

Approved

Delete Source Content That Has

Been Migrated

Set Source Content To Read Only Review Feedback

Resolve Issues

Plan Launch Efforts

Many Times Upgrading Actually Means “Migrating”


Expectations

General Expectations

Perceptions of Reality

Where Unhappiness Comes From Happy


Prepared User

Unprepared User

Upgrade Planning MustInclude Notification Planning


Prepared User

What Happened To My SharePoint Designer “Design” View?

“Design view is gone? It’s really difficult to update my existing customizations, data view web parts, and solutions?

That sucks, but you gave me some acceptable workarounds, training, and support… and I know it’s not IT’s fault.”


Unprepared User

What Happened To My SharePoint Designer “Design” View?

“Design view is gone?! [Censored ranting]…

There is no way in [Censored] I am letting you upgrade my sites.

Everything is business critical. I don’t want you to upgrade any of the sites we work with either! Rawrrrr!”


No In-Place Upgrade

More likely that the user will have (for a transition period) some sites in 2010 and some sites in 2013.


New Site Collection Upgrades


Puts The Upgrade In Users Hands




Helping Users Understand The Upgrade Process




Users Can Try A Demo Upgrade

Sends an email to the Site Collection Admin when queue and eval site creation is complete.

• The “Upgrade Evaluation Site Collection” must be clearly communicated as NOT FOR REAL USE as it expires in 30 days – noted in a bar at the top.

• It also creates a copy of the site collection, so depending on search settings, and storage this can have significant ramifications (beyond just the performance implications).

• Depending on SQL (non enterprise) this may set the site to ‘read only’ until creation is complete.




New Site Collection Upgrade Queue


Users Manage The Upgrade Process


Until You Upgrade…

No Web Analytics


IT Control Of Upgrade Rollout

Some of the key questions…• When to unlock creating new 2013

Site Collections…• When to allow upgrade of existing Site

Collections…• Whether to give Site Collection

Admins control or not…


• Information on what will happen during transition…• Communication on when their 2013 ‘infrastructure’

upgrade will occur…• Provided directions if using self-service upgrade…• Notifications and reminders for when upgrade must be

completed by…• Self-service upgrade still means getting people to do it

eventually by a specific time• Notification when the ‘infrastructure’ upgrade is

finished…• What IT support, training, and help will be available…

What Do Users Need To Know From IT?


What Do Users Need To Know From IT?

• In migration tool driven upgrade scenarios users will need to know what their level of involvement will be.

• They may need training on the migration tools, or the migration process.

• What will change after migration/upgrade?• How will IT be charging or managing the cost for the

migration?• What new services IT will be providing that they can

leverage using SharePoint 2013?


Risks To Achieving

Success


General Expectations


Content Review


Analyse & Select The Right Tools


Break Content Down


Catalog Content Effectively


Test Migrations


Migration Sign Off

CHANGES

What Is The Business Responsible For?


• Identify & Help Engage Content Owners• Identify Business Solutions• Support Prioritization Of Content Being

Upgraded• Support Testing & Validation Of Upgrade Success

1. Coordinate With IT


2. Delete Unused/Evaluate Underused Site Collections & Sub Sites

Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site


3. Delete Unnecessary Versions

Before Digital File Shares SharePoint

Hopefully you already limit the number of versions whenever versioning is enabled…

If you don’t – the upgrade provides a reminder (and benefit) to adjusting and evaluating versioning and previous stored versions of documents.


4. Identify Unused Templates, Features & Web Parts


5. Finish Visual Upgrades In 2010 Environment w/ IT


6. Re-Create Site Templates

From 2010 Only A Few…• Document Workspace• Meeting Workspace• Group Work Site• Personalization Site• Visio Process Repository (Not Removed, But Will Be)

From 2007 All Site Templates…


7. Learn SharePoint 2013

Motivating The Business To Learn

SharePoint 2013


1. End User Improvements That Lead To Increased Productivity & Adoption

2. Social Improvements Can Be A Significant Driver3. The New Search Experience & Engine Can

Transform Your Organizations View On Search4. Technical Benefits

(Storage, Site Collection Level Control, Etc)5. Solution Benefits

(eDiscovery, Language, Doc Sets, WCM+, Etc)

What Are The Business Benefits Of Upgrading To SharePoint 2013?

Article: http://www.rharbridge.com/?p=875

http://www.rharbridge.com/?p=875




Dragged and Dropped


Previews are Awesome

Office 2013 and the Office 2013 web apps can encourage users to migrate/upgrade faster.

Consider tying the2013 and Windows8 upgrades to SharePoint.


Sharing Is Easier

Sharing in SharePoint 2013 is designed to mitigate common problems from previous versions:

• Granting access to a site can be a bit convoluted• Users don’t understand what permission level to grant to

other users• Users generally don't know who all has permissions on a site• Users can’t see the invitations that have been sent out to

external users.• Users don’t understand what rights they are giving people

when they add them to a SharePoint group


Themes Can Add (Simple) Sex Appeal


SharePoint & Email Integration


Social Share-ndipity


Search Is Better!

What Is IT Responsible For That Impacts Users?


Understand The Differences

Article http://www.rharbridge.com/?page_id=966

http://www.rharbridge.com/?page_id=966




Helping Users Understand The Upgrade Process


Controlling The Site Collection Upgrade Rollout

• Defer upgrade for site collections until you can get updated customizations to support 2013 mode.– If you wait until the customizations are available,

you can complete the initial upgrade of database and services without significantly affecting use of the existing sites in 2010 mode.


Spring Cleaning For A Healthy Farm• Delete stale SPSites and

SPWebs (w/ User Approval)

• Remove extraneous document versions– Primarily user driven,

code or tools help• Cleanup templates,

features, & web parts– Primarily user driven,

code or tools help• Finish Visual Upgrades to

14• Repair data issues– stsadm -o DatabaseRepair

[-deletecorruption]– stsadm -o ForceDeleteList– stsadm -o

VariationsFixupTool– Etc…


2007 Only – Address Large ListsWait a second… I have SharePoint 2007 (or 2003)!

• Large list views and lists with many lookup columns have performance challenges.

• If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience.

• SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count.

• Preventative Measures: Selectively indexing large list columns can help (up to 10 columns), building smarter more efficient views (1st filter), CAML/Search alternatives…

http://blogs.technet.com/b/nathbr/archive/2011/02/24/sp2010-large-list-throttling-over-5000-items-query-to-detect.aspx


Address Wide Lists?

What are wide lists (lists with too many columns)?Wide lists are lists with more columns than fit in a single rowspan in the content database. During upgrade, the database is changed to a sparse table structure, and a very wide list can cause upgrade to fail. Use the Test-SPContentDatabase command in Windows PowerShell to look for wide lists in the content databases and then remove extra columns before you upgrade.

http://technet.microsoft.com/en-us/library/ff382641%28v=office.15%29

Column Type Number Of Columns (Table Row)

Single Line Of Text 64

Choice 32

Date & Time 8

Yes/No 16

Number/Currency 12

Calculated 8

Integer, Lookup, People & Group, Managed Metadata

16

Unique ID 1

http://technet.microsoft.com/en-us/library/ff382641(v=office.15)

http://technet.microsoft.com/en-us/library/ff382641(v=office.15)


Number Of Site Collections Per DB

Too many site collections in a content database?If you have 5,000 or more site collections in a database you should break them out into multiple databases.

Why is this necessary?In SharePoint 2010 Products, there was a default warning at 9,000 site collections and a hard limit at 15,000 site collections. In SharePoint 2013 Preview, these values change to 2,000 site collections for the warning and 5,000 site collections for the limit.

Microsoft ‘suggests you consider it’. Richard says you should do it (at a minimum).


PowerPivot Rebuilds

http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51

http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51


Remove PowerPoint Broadcast Sites

Get-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadcast#0"} | Remove-SPSite

They have to go. Notify users and work with them to migrate key content, but they must be removed or left in a 2010 farm.


Plan New Site Retention Policy

• Site-level retention policies– Compliance levels extended to

sites– Policies include:

• Retention policy for sites and Team Mailbox associated with site

• Project closure and expiration policy


Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:

90+ SharePoint Presentations at.. SlideShare.net/RHarbridge130+ SharePoint Standards at.. SPStandards.com15 Pages of Important Questions at.. SharePointDiagnostics.com

Thank You Organizers, Sponsors and You for Making this Possible.

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Content DescriptionSharePoint 2013 Products Preview - Upgrade Process model

Describes the steps in the process for a database-attach upgrade.

SharePoint 2013 Products Preview - Test Your Upgrade Process model

See a visual display of information about how to test the upgrade process.

SharePoint 2013 Products Preview Upgrade Worksheet

Use this worksheet to record information about your environment while you test upgrade.

Get started with upgrades to SharePoint 2013 Find resources to help you understand how to upgrade databases and site collections from SharePoint 2010 Products to SharePoint 2013.

Plan for upgrade to SharePoint 2013 Find resources about how to plan to upgrade from SharePoint 2010 Products to SharePoint 2013.

Test and troubleshoot an upgrade to SharePoint 2013

Find resources about how to test and troubleshoot an upgrade from SharePoint 2010 Products to SharePoint 2013.

Upgrade databases from SharePoint 2010 to SharePoint 2013

Find resources to help you perform the steps to upgrade databases from SharePoint 2010 Products to SharePoint 2013.

Upgrade site collections to SharePoint 2013 Find out how to upgrade a site collection to SharePoint 2013.

Upgrade and Migration Resource Center for SharePoint 2013 Products

Visit the Resource Center to find additional information about upgrades to SharePoint 2013.

Capabilities and features in SharePoint 2013 Resource Center

Visit the Resource Center to learn about what’s new in SharePoint 2013.

http://go.microsoft.com/fwlink/?LinkId=255047






http://technet.microsoft.com/sharepoint/fp142375





Content Description

What's new in SharePoint 2013 upgrade Find out about new requirements, approaches, and features that are available for upgrading to SharePoint 2013.

Overview of the upgrade process to SharePoint 2013

Get a visual overview of the steps involved in performing an upgrade.

Services upgrade overview for SharePoint Server 2013

SharePoint 2010 Products included several service applications, some of which have databases that can be upgraded when you upgrade to SharePoint 2013. Find out which service application databases can be upgraded and what steps that you must take before, during, and after upgrade for your service applications.

Upgrade farms that share services (parent and child farms) to SharePoint 2013

In SharePoint Server 2010, it was possible to configure parent farms and child farms to share services. In such an environment, the parent farm hosts one or more service applications from which one or more child farms consume services. Learn how to approach upgrading these environments to SharePoint Server 2013.

Best practices for upgrading to SharePoint 2013 Get off to the right start - review these best practices for testing and performing an upgrade to SharePoint 2013.

Review supported editions and products for upgrading to SharePoint 2013

Understand the requirements for upgrade. And if you are planning to change SKUs or products during upgrade, understand which upgrade paths are supported.

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