Perficient's Senior Architect Suzanne George outlines the key things you need to know before you upgrade your company's SharePoint implementation, including: SharePoint terminology, features and versions Roadmap planning Licensing, upgrade and development tools Undefined or forgotten costs Requirements examples Migration project plan Governance Content Migration Methodology Upgrades

1. What you need to know before upgradingSharePoint 2010 Prepared By: Suzanne George Suzanne.George@perficient.com Sr. Architect Perficient - Microsoft West Region May 2011

2. Know your SharePoint.. The more you understand the new features of SharePoint and its improvements/features the smoother your upgrade will be. Key point to remember SharePoint is an enabling framework which connects the Microsoft Product line such as SQL Server, Project Server, etc. Know your SharePoint Terminology http://msdn.microsoft.com/en-us/library/ee556558.aspx Versions - go beyond ‘cool’ and determine what you need Which version do I need? CALs? http://sharepoint.microsoft.com/en-us/buy/Pages/Editions-Comparison.aspx Features – which features will be implemented when? Use the crawl, walk, run methodology Physical location – Will the farm be hosted or in-house and what will the SLA be? 2

4. Roadmap Planning Define the business roadmap – The key to minimize risks and surprises is planning. In most cases the SharePoint upgrade is not a “double-click” process. If you fail to plan, then you plan to fail! Run a cost-analysis to understand the cost-benefit of upgrading. Stay focused! SharePoint is a framework and contains lots of features – prioritize those benefits! Training, training, training!! Your staff need to either a) have months to research (ie: Bing!) how to handle the upgrade or you need to get training. This includes Administrators, Developers, End-Users, etc. Inventory your current system – take time to look at your current system (even if it is paper-based) and determine what features of 2010 you will need to implement, then update your project plan. Have a backup plan – Things happen, take longer, and don’t work as expected so plan for Murphy should the worse case scenario happen. Further, at each project milestone meet with all parties to discuss Go-no-Go. Get a second line of defense – In other words find someone who has done this before. 4

5. Costs involved What are the costs involved to upgrade? Answer: Depends… SharePoint 2010 licensing depends on your version … Cost calculator by Bamboo http://community.bamboosolutions.com/blogs/sharepoint-2010-price-calculator/default.aspx Hardware upgrade needs do you need to upgrade your hardware to 64 bit? Memory? Development environment UAT/staging environment Production environment Development Tools Visual Studio 2010, TFS 2010, ReSharper, SQL server 2008R2 Migration tools – roll your own or use 3rd party product? Upgrade desktops/laptops/etc 5

6. Cost continues Often forgotten or not defined costs… New installation budget 25 man weeks of effort for a basic install / configure Project management, basic governance Development – design, integration, code, QA Administration Custom webparts Custom webparts – budget 1-2 weeks for each (some will take less, some will take more) Administration Migration of data – depends on upgrade method – budget 2+ weeks depending Are you restructuring your site map? Consultants Do you need extra resources to make this happen The unexpected consultant - “The Wolf” UAT / QA testing Users of the application testing Load testing/performance 6

7. SharePoint Roadmap Process 7

9. Branding Standards

10. Development Standards

11. Security Model

12. DR, HA and Archive Architecture

13. User Acceptance Planning and Testing

14. Functional Use Cases / Wireframes

15. Program Planning

16. Governance

17. Information Architecture

18. Taxonomy

19. Multilingual Architecture

20. Base Site Structure

21. Search

22. UX Branding

23. Training Plan

24. Organizational Plan

26. Current State Security and Access Model

27. Current State Data Usage and Access Analysis

28. Usage Questionnaire Completion

29. Foundation Gap Analysis

30. Migration Plan

31. Migration Execution

33. Business Intelligence

34. BPM

35. Search Results

36. Personalization

37. Notes Applications

38. CRM

39. Extranet /Internet

40. RIA

42. Go Live Planning and Support

43. User, Admin and Dev Training

44. User, Admin and Dev Doc’s

46. Example of a migration project plan 10

47. Governance SharePoint can make a good process better and a bad process worse… What is governance? Policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals. Define business process first – implement second Organizations try to implement SharePoint 2010 to solve business processes which have not been defined yet. Don’t get complicated – keep it simple, improve and add as business needs require. MSDN has a good governance policy you can modify http://technet.microsoft.com/en-us/library/cc262900.aspx Hire a consultant? 11

48. Preparation - Find issues before you upgrade Issues do not disappear when you upgrade, make sure they are resolved (if possible) in your current environment. Verify your existing SharePoint 2007 environment is up to date with patches Use the pre-upgrade check on your existing system and resolve any issues – check for missing features and custom field errors Check for broken links in existing sites Review and identify all customizations – make sure you have the code and/or installer for each! Optimize your large lists Optimize your content databases Upgrade to 64 bit environment Understand any/all UI changes and authentication methods 12

49. Upgrade Philosophy Some ideas which will help you during the upgrade process Detect and Discuss issues early Report critical issues early Do NOT implement a solution which will lose data Keep as much of your content and settings as possible Minimize downtime Continue when possible Be reentrant Keep the administrator / architect informed 13

50. Content Migration Methodology 14  2010 Perficient, Inc. Confidential. All rights reserved.

51. Execute Upgrade / Next Steps 15 Build / Upgrade Farms •Services farm •Content farm Minimize downtime •Use read only with fallback environment •Build for upgrade parallelism Deploy customizations •Use Solutions whenever possible Monitor progress •Watch upgrade status indicators •Ensure upgrade process is on schedule Maintenance •Administration •Development – Bug Fix Assessment •Review deployment •Review new feature requests

53. Flexibility – grant flexibility to team members schedules to attend meetings and collaborate on concepts

54. Responsive Decision Making - empower teams to make responsive decisions on behalf of the organization

55. Governance Board – oversight of a governance board to review and provide direction

57. Build a business justification

58. Develop a roadmap

59. Governance

60. Plan / Test / Implement

61. Validate

62. EvolveX

63. Client Roster Partial Client List 17

65. $240MM+ in annualized Revenue

66. Over 1,400 highly-experienced Consultants

67. 19 Locations across North America

68. 80+% of Revenue from recurring Clients

70. SOA, EAI and BPM

71. e-Commerce and Product Information Mgmt

72. Business Intelligence/ETL

73. Customer Relationship Management

74. User Experience/UCD

76. IT Solutions with Business Focus

77. National consultants overlay Local delivery model

78. Mature, proven Project Methodology

79. Global Development Centers in China & Europe