Successful SharePoint migrations have more to do with pre-planning than the technical migration itself. This presentation outlines the success factors for planning and executing a successful migration.
Unblocking The Main Thread Solving ANRs and Frozen Frames
Mastering SharePoint Migration Planning
1. Mastering SharePoint
Migration Planning
Christian Buckley
cbuck@axceler.com
@buckleyPLANET
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
2. My Background
Christian Buckley, Director of Product Evangelism at Axceler
• Most recently at Microsoft
• Microsoft Managed Services (now BPOS-Dedicated)
• Advertising Operations, ad platform API program
• Prior to Microsoft, was a senior consultant, working in the software, supply
chain, and grid technology spaces focusing on collaboration
• 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
• 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
• I live in a small town just east of Seattle, have a daughter in college and 3
boys at home, and I just celebrated my 20th wedding anniversary
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
3. Axceler Overview
• Improving Collaboration for 16+ Years
– Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms
– Delivered award-winning administration and migration
software since 1994
– Over 2,000 global customers
• Dramatically improve the management
of SharePoint
– Innovative products that improve security, scalability,
reliability, “deployability”
– Making IT more effective and efficient and lower the total
cost of ownership
• Focus on solving specific SharePoint problems
(Administration & Migration)
– Coach enterprises on SharePoint best practices
– Give administrators the most innovative tools available
– Anticipate customers’ needs
– Deliver best of breed offerings
– Stay in lock step with SharePoint development and market trends
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
4. Migration Cliché’s
• The iceberg
• The onion
• The carton of milk
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
5. Cliché #1
This is your technical
migration, i.e. the
physical move of
content and “bits”
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cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
6. Cliché #2
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
7. Cliché #3
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
8. What motivates migration?
• Platform • Platform • Vision
• Upgrade • Features • Operational goals
• Cost-savings • Technology-driven • Business value
• Technology-driven • Business value
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
9. Why are migrations difficult?
Migrations Migrations Migrations are Migrations are
are phased are iterative error prone not the end goal
• Should not be • Planning should not • There is no “easy” • Proper planning and
determined by the be limited by the button for migration change management
technology you use number of migration policies will help you
attempts you make, or • You can run a dozen to be successful with
• Match the needs and by the volume of pre-migration checks your current and
timing of your content content being moved and still run into future migrations
owners and teams problems
• Recognize the need to • Your goals should be
• Be flexible, moving test the waters, to • Admins and end users a stable environment,
sites and content move sites, content do things that are not relevant metadata,
based on end user and customizations in “by the book” discoverable content,
needs, not the waves and happy end users
limitations of the • Watch for
technology • Allow users to test customizations, 3rd
and provide feedback party tools, and line of
business apps that
run under the radar
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
10. Why do migrations fail?
Wrong question.
Why do SharePoint deployments fail?
Right question.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
11. 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...
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
12. Where should you focus?
• Map out the existing environment • Update the look and feel
• Understand the business priorities • Create an audit process for ongoing maintenance
• Model your planned environment • Develop a back up and disaster recovery plan
• Run a detailed discovery of what should be migrated • Update systems to latest builds and service packs
• Conduct detailed capacity planning • Establish a sound governance model
• Identify roles and responsibilities • Identifies throttles and limitations
• Understand your audience and topology • Understand and plan for new functionality
• Analyze usage and activity • Focus on functionality, then look and feel
• Know your storage needs • Develop a communication strategy
• Track and plan for each customization • Create a governance website
• Create a detailed migration schedule • Run PreUpgradeCheck a few dozen times
• Organize granular requirements by team • Have an anti-virus and maintenance plan
• Plan to migrate or index file shares • Plan for migration from other ECM platforms
• Replace third party tools with out-of-the-box • Consolidate or reduce the number of SharePoint
functionality versions supported
• Create or refine your metadata and taxonomy • Understand performance metrics for the system
• Map content to new information architecture • Know your stakeholders
• Cleanup permissions • Assign metadata to the new information architecture
• Optimize information architecture for search • Develop a detailed test plan
• Stage your platform for migration • Get signoff on all major design and architectural
• Coordinate with your operations team decisions
• Roll out new features • Decide where and when to use end users
• Plan for where and when to involve the users • Establish strong change management policies
• Develop and track key performance indicators • Expand the footprint to mobile or the cloud
• Train your end users on new functionality • Understand and focus on the organizational vision
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
13. My Entirely New Cliché
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
14. 5 Steps to Mastering Migration Planning
…or better stated, 5 areas of focus that will help your
overall SharePoint deployment to be successful
• Scope
• Process
• Data layer
• Transformation
• Continuous improvement
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
15. 1. Understand the scope
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
16. Is it better to ask users what they
want or need before introducing a
new technology,
or to demonstrate the new
technology and then ask them what
they want or need?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
17. Ask the questions
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?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
18. Build the use cases
• Role-specific
• Keep them simple
• Don’t make
judgment calls,
just identify them
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
19. Prioritize the actions
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
20. Refine the scope
• Incorporate feedback
from the team
• Clearly define and
publish the criteria
• Consistently review
• Keep a running list
• Build out quickly and test
• Be flexible
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
21. Where to start?
• As part of your discovery process,
conduct an overall health check
– Usage / Activity
– Permissions
– Storage
– Audit
– Performance
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
22. 2. Focus on the process
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
24. The more you involve your
end users, the more likely they
are to accept the end result
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
25. Development Framework
Example - Rational Unified Process
1. Develop iteratively, with risk as the End Users help identify
primary iteration driver priorities, problem areas
2. Manage requirements Provide requirements
3. Employ a component-based Help define components
architecture
4. Model software visually Review designs
5. Continuously verify quality Test, provide feedback
6. Control changes Use the product, identify
technical issues
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
26. Know your key artifacts
• Requirements / scope document
• Project plan
• Communication plan
• Test plan
• Governance plan
– Enterprise governance
– IT governance
– SharePoint governance
– Site-level governance
• Outline of key roles and responsibilities
• Change management process
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
27. Make assignments
RACI format
Responsible
Accountable
Consulted
Informed
OARP format
Owner
Approver
Reviewer
Participant
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
28. Test early, test often
Build a test plan
Clearly define roles
and responsibilities
and time estimates
Assign roles
Give recognition
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
29. Iterate
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30. 3. Outline the information layer
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
31. Know your information architecture
• Clean up content types
• Understand navigation
• Organize metadata
• Prepare for Managed Metadata
• Optimize for search
• Consolidate templates
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
32. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
33. Top level portal
Tier 1 site collections
based on business
units or product areas
Tier 2 sites that follow
specific structure
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
34. Get organized
• Understand what is out there
• Who owns the content?
• Does it need to be moved?
• Does it need to be indexed/searchable?
• Is the folder structure important?
• Do you need to maintain historic metadata?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
35. 4. Migrate and transform
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36. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
37. 5. Set up a process of
continual improvement
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
38. Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
39. What’s your culture of change?
“Even those who fancy themselves the most progressive
will fight against other kinds of progress, for each of us
is convinced that our way is the best way.“
— Louis L'Amour
• Understand your corporate culture before you try to change anything
• Explain what it is you’re trying to do, and get end users onboard
• In addition to executive buy in, you need your end users to buy in
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
40. Contact me
• Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
buckleyPLANET.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
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com