The majority of SharePoint migration planning has little to do with the technical move, but is more about information architecture, data transformation, and other PM and BA skills. This presentation outlines 5 key areas of planning.

1. Mastering SharePoint Migration Planning Christian Buckley Director of Product Evangelism, Axceler@buckleyplanet cbuck@axceler.com May 7th, 2011

3. Microsoft Managed Services (now BPOS-Dedicated)

4. Advertising Operations, ad platform API program

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

6. 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

7. 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

9. My Connection to Houston

10. The iceberg The onion The carton of milk Migration Cliché’s

11. Cliché #1 This is your technical migration, i.e. the physical move of content and “bits”

12. Cliché #2

13. Cliché #3 Remember, there is no such thing as a homogenous deployment

15. Upgrade

16. Cost-savings

17. Technology-driven

18. Platform

19. Features

20. Technology-driven

21. Business value

22. Vision

23. Operational goals

25. Why do migrations fail? Wrong question. Why do SharePoint deployments fail? Right question.

26. A general lack of planning But we planned this for weeks… Did you involve your end users? Sort of. Did you identify the key use cases, and prioritize them? No. Did you make the process iterative, folding what you learned back into your migration activities? Um...

27. Map out the existing environment Understand the business priorities Model your planned environment Run a detailed discovery of what should be migrated Conduct detailed capacity planning Identify roles and responsibilities Understand your audience and topology Analyze usage and activity Know your storage needs Track and plan for each customization Create a detailed migration schedule Organize granular requirements by team Plan to migrate or index file shares Replace third party tools with out-of-the-box functionality Create or refine your metadata and taxonomy Map content to new information architecture Cleanup permissions Optimize information architecture for search Stage your platform for migration Coordinate with your operations team Roll out new features Plan for where and when to involve the users Develop and track key performance indicators Train your end users on new functionality Where should you focus? Update the look and feel Create an audit process for ongoing maintenance Develop a back up and disaster recovery plan Update systems to latest builds and service packs Establish a sound governance model Identifies throttles and limitations Understand and plan for new functionality Focus on functionality, then look and feel Develop a communication strategy Create a governance website Run PreUpgradeCheck a few dozen times Have an anti-virus and maintenance plan Plan for migration from other ECM platforms Consolidate or reduce the number of SharePoint versions supported Understand performance metrics for the system Know your stakeholders Assign metadata to the new information architecture Develop a detailed test plan Get signoff on all major design and architectural decisions Decide where and when to use end users Establish strong change management policies Expand the footprint to mobile or the cloud Understand and focus on the organizational vision

28. My Entirely New Cliché

29. Scope Process Data layer Transformation Continual improvement 5 Steps to Mastering Migration Planning …or better stated, 5 areas of focus that will help your overall SharePoint deployment to be successful

30. 1. Understand the scope

31. Is it better to ask users what they want or need beforeintroducing a new technology, or to demonstrate the new technology and then ask them what they want or need?

32. What is your role? How do you accomplish your job today? What is currently automated, and how? Are there gaps in your business processes? Can these be solved through process, or do they require technology? Where is the business experiencing pain? Ask the questions

34. Keep them simple

36. Incorporate feedback from the team Clearly define and publish the criteria Consistently review Keep a running list Build out quickly and test Be flexible Refine the scope

37. As part of your discovery process, conduct an overall health check Usage / Activity Permissions Storage Audit Performance Where to start?

38. 2. Focus on the process

39. Kathy Sierra, Creating Passionate Users, http://headrush.typepad.com/

40. Common Project Methodology

41. The more you involve your end users, the more likely they are to accept the end result

42. Example - Rational Unified Process Develop iteratively, with risk as the primary iteration driver Manage requirements Employ a component-based architecture Model software visually Continuously verify quality Control changes Development Framework End Users help identify priorities, problem areas Provide requirements Help define components Review designs Test, provide feedback Use the product, identify technical issues

43. Requirements / scope document Project plan Communication plan Test plan Governance plan Outline of key roles and responsibilities Change management process Know your key artifacts

45. Accountable

46. Consulted

48. Approver

49. Reviewer

50. ParticipantMake assignments

51. Test early, test often Build a test plan Clearly define roles and responsibilities and time estimates Assign roles Give recognition

52. Iterate

53. 3. Outline the information layer

54. Clean up content types Understand navigation Organize metadata Prepare for Managed Metadata Optimize for search Consolidate templates Know your information architecture

56. Who owns the content?

57. Does it need to be moved?

58. Does it need to be indexed/searchable?

59. Is the folder structure important?

60. Do you need to maintain historic metadata?Get organized

61. 4. Migrate and transform

63. 5. Set up a process of continual improvement

64. Barry Oshry http://seeingsystems.blogs.com/

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

68. In addition to executive buy in, you need your end users to buy inObscure Texas reference

69. Finis

70. Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETbuckleyPLANET.com Additional Resources available 11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw What to Look for in a SharePoint Management Tool http://bit.ly/l26ida The Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZ ReadyPoint (free) http://bit.ly/gGXIPO Davinci Migrator http://bit.ly/ieZ5L8 echo for SharePoint 2007 http://bit.ly/iwfl3f Contact me

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