SP Saturday Presentation - Migrating to SharePoint 2010
1. 2007 to 2010 SharePoint Migration – Don’t Upgrade Your SharePoint Mess!(200) Steve Pogrebivsky
2. Welcome to Houston SharePoint Saturday Thank you for being a part of the first ever SharePoint Saturday for the greater Houston area! Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Thanks to our Platinum Sponsors:
3. About Me Steve Pogrebivsky, MetaVis Technologies, Inc Professional Interests Enterprise Content Management (ECM) Product Development Background MetaVis Architect Suite: information architecture modeling, classification and migration in SharePoint PathBuilder: Integration Server in ECM area: SharePoint, Documentum, Livelink, Lotus, eRoom
4. Agenda What is Metadata? Key SharePoint 2010 Features SP 2010 Migration/Upgrade Options Migration Activities Take advantage of the new platform Q&A
5. Introduction Audience Administrators Consultants System architects Project managers Team leaders Goals What is metadata and why is it important? Learn about new SharePoint 2010 features around metadata and find-ability How to get the most out of your migration into SharePoint 2010 Presentation is based on our experience
6. Metadata Metadata is data about data Content Consumptions depends on metadata Metadata is the foundation of all information retrieval (ontopia.net) Metadata involves Definition - which metadata is important Structure – relationship between metadata and sets of values Administration – configuration and management Authoring – provide values for your content Google vs. Enterprise search
8. Why jump to SharePoint 2010? Take advantage of the new features and capabilities Administration Branding Content authoring Multi-browser support Content Consumption* Leverage SharePoint for the first time Keep up with the latest, greatest version Infrastructure
9. Content Consumption Features Search Full text search Faceted search Find-ability Navigation Filtering Grouping Auto Classification
10. Key SharePoint 2010 Features Metadata Navigation Hierarchies Metadata key filters Term Stores and Managed Metadata/Keywords Search Refinement Panel List Views Group By Navigation
16. OOB SharePoint Upgrade Options In Place Upgrade Pros Farm-wide settings are preserved and upgraded Content is preserved Customization will be (may be) upgraded Cons SQL Server and O/S must be 64 bit Whole system has to be offline Junk in Junk Out Database Upgrade Pros Can do multiple database upgrades concurrently Original system can be left online (read-only) No 64/32 bit issues Cons Farm-wide settings are not preserved or upgraded Customization will not be upgraded Junk in Junk Out http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx
17. Other Upgrade Options Migration Pros Opportunity to organize and cleanse No 64/32 bit issues Source system can be left on line (migrate at your own pace) Majority of your farm-wide settings can be preserved Cons Additional hardware required Takes longer Migrating to Hosted Pros Opportunity to organize and cleanse No hardware requirements Source system can be left on line (migrate at your own pace) Cons Takes longer Lose control Security Farm-wide settings have to be re-created
19. Don’t upgrade your mess! Take advantage of the new platform Cleanse your content Re-organize migrated content Put it in the right location Tag/Classify It Re-use the data already collected in the old system – possibly in a new way
20. Introduce and apply data retention policies Do you need all your old content? Should it be left in the old system? Should you move it to the new SharePoint? Should some content be backed up and deleted? Should it just be scrapped? Archive old content to other systems
21. Taxonomy Taxonomy is the practice and science of classification (wikipedia) Location Taxonomy defines physical location of items and documents. site collections, sites, sub-sites, lists, libraries and folders Information Taxonomy defines metadata fields and hierarchy of content types in sites, sub-sites, lists and libraries as well as actual field values assigned to SharePoint items and documents
22. Design site hierarchies and lists Place content in the appropriate location Factors that guide the design Search You can make each site have unique search settings. For example, you can specify that a particular site never appears in search results. Templates You can make each site have a unique template Security You can define unique user groups and permissions for each site. Content types You can make each site have unique content types and site columns. Workflows You can make each site have unique workflows. Site layouts You can make unique layouts or master pages available Navigation Web pages You can make each site have a unique welcome page and other pages. Themes You can change colors and fonts on a site.. Language/Regional Setting
23. Design Term Stores and Term Sets Design for reuse in many lists by many users Create generic managed metadata fields Analyze whether your old fields (choice, lookup, check-boxes and radio-buttons) should be converted to this new format
24. Define Columns and Content Types Create reusable columns Create reusable content types Rebase existing content types Assign content types to lists Apply best practices and standards Enforce corporate policies
25. Design Content Types Hubs Reuse content types between site collections Decide which content types will be reused Decide where content types will be managed Promote reusable content types in to the hub
26. Design Navigation Structures List Views with Group By clauses Metadata Navigation Hierarchies Metadata Key Filters Refinement Panel
27. During Migration… Define values for fields to support content access and navigation tasks in SP 2010 Preserve existing field values Is your folder hierarchy actually metadata? You may consider making it metadata Map values from the existing fields and lookup lists to the newly designed taxonomy managed metadata fields
28. Conclusions There are good reasons to upgrade to SP2010! So, if you are going to take the plunge, why not take the opportunity to clean your mess?
30. Session Evaluation Please complete and turn in your Session Evaluation Form so we can improve future events. Presenter: Steve Pogrebivsky Session Name: 2007 to 2010 SharePoint Migration
All the features that we discussed depend on metadataGoogle vs. Enterprise is equivalent to “The best answers to a questions” vs “The right answer to the question”
Regardless of the reason you decide to upgrade, you may as well take advantage of the migration effort to take advantage of the new SharePoint 2010 features.
Need to add the part about auto classification with drop box and folder inheritance
Can be used on theleft part of the screen as shown here or as element of a list view. The functionality is the same.
Similar to including metadata fields in a view. Can combine more than one field to filter…
Vocabulary can be controlled or uncontrolled (user can enter new terms)
The refinement panel shows you the categories (or metatdata) for the first 50 items in the results list Built in filters include type, site, author, modified date, and location but you can customize itCan search across site collection
Find-ability is the key to getting the most of SharePoint
For file systems, migration is the only option
For file systems, migration is the only option
PlanningAre you going to take a big bang approach and migrate the entire organization to SharePoint 2010 or take a phased approach and migrate one group at a time?Clearly define what you are migrating? Is it your existing internal SharePoint 2007 Intranet and/or collaboration sites? Custom SharePoint application? Public-facing site? Additional content sources (file systems or legacy applications)?How will existing content be migrated? Do you need to migrate them all? What’s the cost benefit of utilizing a tool to do content migration vs manually doing it?Is your current SharePoint information architecture, site taxonomy and site templates well defined that you can replicate the model in SharePoint 2010?How scalable is the current technical infrastructure (hardware, software, network, etc) for SharePoint 2010?ImplementationDo you have the budget and resources to execute the migrations?Did you allocate sufficient time to execute?Which tools will be used?Test MigrationsData MigrationLive migration vs OfflineWill the users be involvedVerificationSupport
Other steps to consider when upgrading
Authoring of metadataSharePoint offer 2 types of taxonomies – Location and Information taxonomies
