How to Manage Migration to SharePoint

sharepointmaven.com @gregoryzelfond
HOW TO MANAGE MIGRATION
TO SHAREPOINT

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 Huge SharePoint Advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

Agenda
– Implementation Approach
– Greg’s 7 Phases of SharePoint
Implementation
– Q & A

Remember…
Rome was not built in a day…
Your SharePoint should not be either

SharePoint Implementation Approach
 Think BIG, start SMALL
 Break your long-term Intranet Portal vision into
manageable phases
 Each phase should be no longer than 2 months

SharePoint Implementation Approach, cont’d
 Start with easy stuff
– Homepage
– Policies & Procedures Site
– HR Site
 Build your Intranet Portal bottom-up (but always
keep your long-term vision/ideas in mind)

Don’t forget about User Adoption
 SharePoint Implementation IS NOT about
Technology
 SharePoint Implementation IS ABOUT User
Adoption

Waterfall vs. Agile
 You won’t succeed if you decide to implement
SharePoint using Waterfall Methodology
 Agile Methodology is the way to go

Greg’s 7 phases of SharePoint Implementation

PHASE 1:
EDUCATION

Education Phase
Do the SharePoint Demo first!

Education Phase
 Educate the Users about what SharePoint is,
its features and functionalities
 A series of educational meetings to
demonstrate and discuss SharePoint, stir some
ideas
– Informal Lunch & Learns
– Group-specific meetings
– Online Webinars

PHASE 2:
ANALYSIS &
REQUIREMENTS

Analysis & Requirements Phase
 Gather requirements to better understand the use
cases and business processes around future
SharePoint sites, lists and libraries
 Ask the right questions
– Where does the content currently reside?
– Who is the Content Owner? Who owns the content?
– Who are the Content Consumers? Who needs to have access
to the content
– Who cannot have access to the content?
– What is the volume of documents?
– How are documents organized right now?
– What is the business process, if any, for updating documents?

Don’t overdo it!!!
 DO NOT setup long meetings
 DO NOT create detailed specification documents
 DO NOT meet more than 2-3 times to gather
requirements

PHASE 3:
INFORMATION
ARCHITECTURE

High-Level Diagram
sharepointmaven.sharepoint.com Site Collection
Project Site Template
 Document Library (metadata)
 Task Module (for MS Project Sync)
 Risk Register (Custom List)
 Calendar / Task List / Contact List
HOMEPAGE
 Project Dashboard
 Project Templates
 Project Request Form (metadata)
Project Site A
 Project Team (Contribute)
 Everyone Else (Read Only)
Project Site B
 Project Team (Contribute)
 No Access for anyone else

Policies
ProjectsForms
Reports
Categorize Your existing Content

Define Metadata for each Category of Documents
Doc Category Properties/Columns Tags
Policies
Audience
 Full-Time Employee
 Part-Time Employee
 Temp Employee
Owner Department
Revision Date Date Field
Forms
Form Category
 Benefits
 Medical
 Financial
Audience
 Full-Time Employee
 Part-Time Employee
 Temp Employee
Reports
Year
 2015
 2014
 2013
Report Frequency
 Annual
 Quarterly
 Monthly

PHASE 4:
DATA MAPPING

Mapping Template
1. Folders  SharePoint Sites / Document Libraries
2. Documents  SharePoint content types/metadata

PHASE 5:
SHAREPOINT
CONFIGURATION

Agile Feedback mechanism
Design Feedback

PHASE 6:
FILE MIGRATION

Reality about Document Migration
Question:
How do I move 170GB from
my G, K, N (pick a letter)
drive to SharePoint?
Answer:
You don't.

Don’t be a hoarder with SharePoint

Core Files
Archive
Duplicates
Scope of
Migration
Determine the scope of migration

4 Migration Options
1. Drag & Drop
– Up to 100 files @ a time
– Can’t drag folders
– Does not retain metadata
2. Open with Windows Explorer + Quick Edit
– Works with IE browser only
3. One Drive for Business Sync
– 5,000 sync limit
4. 3rd Party Migration Tools

An inexpensive migration tool

5000 Item Limit Threshold
 Beware of the limit, educate yourself and others
 There are options and ways to deal and overcome the
limit
 Reference a slide deck on SlideShare for 10 techniques
to mitigate and overcome the issue

PHASE 7:
TRAINING

A word about training…
“Neglecting SharePoint User Training
during implementation is a crime”.
 Yes, end users do require training!!!
 Remember: SharePoint is not DropBox!
 Train on Technology & Business Processes
 Train-the-trainer, informal, lunch & learn,
online

Blog Posts
 How to manage SharePoint Implementation
 10 reasons why SharePoint training matters
 Introduction to SharePoint Information
Architecture

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

How to Manage Migration to SharePoint

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Was ist angesagt?

Was ist angesagt? (20)

Andere mochten auch

Andere mochten auch (10)

Ähnlich wie How to Manage Migration to SharePoint

Ähnlich wie How to Manage Migration to SharePoint (20)

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

How to Manage Migration to SharePoint