five sharepoint migration tips that could save you from disaster
TRANSCRIPT
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Welcome to Webinar Wednesdays
Five SharePoint Migration Tips That Can Save You From Disaster
Start Time: 11:00 AM ET
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Our Presenter: Ryan Patrick Tully
Director of Product Management
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Summary
• When moving SharePoint content, you need the assurance that the migration will be as safe, efficient, and timely as possible. Additionally, since content is no longer tied down to a single environment, it can stay on-premises, be divided in a hybrid scenario, or move completely into the cloud. In this session, we review common migration pitfalls and share the best practices that will help you ensure a successful SharePoint migration.
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What are the Five Tips?
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Five SharePoint Migration Tips
• Realistic Understanding of the Process (Timing)
• What benefits will I gain at the target?
• Plan for business impact
• Content Inventory
• Choose the appropriate way to migrate
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Setting the Stage
The Challenge
of Business
Productivity
and IT Control
Productivity
Time
• Business Focused
• Specific Projects
• Process Oriented
New features, and aging
technology reduce the
perceived value.
IT is slow to respond,
Business users move to
alternative technologies
Productivity
Cost/Performance
Risk
Migration
Migration presents an
opportunity to
innovate, satisfy all
organizational needs
and to reduce risk.
Productivity
Time
But Without
Ongoing
Management…
Risk = History
RepeatsWithout ongoing ‘day
two’ management,
productivity
declines; risk and
poor performance
creep back in
Migration
Productivity
Time
Lifecycle
Management –
Understand,
Innovate,
Optimize
The importance of a
lifecycle approach
Pre-Migration
Analysis and
Planning
Post-Migration
Management
Migration
Understand OptimizeInnovate
Compliance
and Control
Risk
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Why are you here?
New Deployment? (Greenfield)
Migrating to a new version?
Stagnant?
SURVEY
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Understand Your Plan
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Create a Strategy!
Start by defining a goal and all the steps needed to achieve it for all business units
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Things Your Strategy Should Include
• Identifying those affected most by the transition
• The minimization of platform downtime• What’s an acceptable SLA to have with the business units while this continues?
• How do users get on the new platform?
• How do users use the new platform?
• How soon will the new platform become available for migration? Available for use?
• When does the old platform end?
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Separate Plans
• Is your SharePoint currently branded? If so, how will it be rebranded in the new environment? Who will do that?
• How to break up existing SharePoint content into different workloads. Who defines those workloads, evaluates those workloads, and will provide user acceptance testing after migration?
• How will the migration team appropriately and continuously communicate with the stakeholders as the process continues?
• Who will sanitize the source environment and how will they do it?
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There is no Easy Button for a migration!
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Select ContentAnalyze Information
ArchitectureMigrate Selected
ContentUser Acceptance Testing Remediation Final Product
Basic Migration Flow
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Planning, defining, analyzing
Training, onboarding,
educating
Migrating
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Understand Your Content
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Content Cleanup
22
3 Approaches
rule-based cleansing
business users/content owners for subjective analysis
Combination of both
ROT Analysis
Redundant
Outdated
Trivial
ROT Options
Migrate
Archive
Delete
Transform
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3 Approaches of Determination
• Rules Based Cleansing
• Let Users Decide
• Hybrid
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How to do a ROT Analysis
• Step 1:• Define what Redundant, Obsolete, and Trivial mean to you. These should be definitions
driven by the business needs.
• Step 2:• Inventory content with the relevant datapoints needed to align to the above definition
• Step 3:• How much of your content is duplicated or similar? That content would be considered
redundant
• How much of the content is considered too old by business needs and is obsolete?
• Is there content considered irrelevant and trivial, and therefore unnecessary?
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Four Options Post-Analysis
• Migrate
• Archive
• Delete
• Transform
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Delete
• Content that fails the ROT analysis is generally safe for deletion
• Deletion does not necessarily mean active delete, but can be filtered from a migration leaving content behind for eventual destruction
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Migrate
• Any content that passes the ROT analysis AND is deemed viable for transport to the target platform should be treated as Migrate. This will generally be the bulk of the content involved.
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Archive
• This is information that is too important to delete, but has no place in the new environment.
• Consider migrating this content to an archive site with retention policies, or removing it from SharePoint entirely
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Transform
• Content that is relevant, but is not viable for the target environment (ex: customizations)
• This content will need to be reconstructed in the target environment during migration
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More than just Files
• Content is more than just content – there is an entire Information Architecture that is involved.
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Information Architecture (IA)• Evaluate current business process• Consider existing site structures• Departmental/team
reorganization• Publishing requirements• Search/findability • Navigation• Content Growth
“Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools”1
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Each Environment is it’s own – just like each migration • Skip SharePoint versions e.g. 2010 straight to SPO
• Manually recreate content or migrate
• Reorganize - splitting or merging sites & lists
taxonomy, permissions, content types
• Re-template sites
• Add metadata to documents
• Consolidate different content experiences
• Allow users to own their own content
Do you?
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Migrating The Collaboration Triangle
MediumEffort
Workflows
Features
Site structure
Custom UX
Code
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How do I Evaluate my Content?
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Out-of-Box PowerShell/stsadm
• Easily provided cmdlets and scripts that can assist with a report on the content
• Generally limited to the database scope, so does not easily support content reorganization
• Limited set of customizations checked against
Custom PowerShell
• Allows a repeatable, automated system to scan for data that is considered important and relevant
• Allows the ability to target the scans for exactly what the business needs
• Time consuming to create and may require a certain level of expertise
Third-Party Tools (including github and Codeplex)
• Frequently free and frequently are non-invasive (SharePoint object model rather than database)
• Provide a comprehensive set of reports and areas searched that are commonly tied to a specific migration product
• Occasional cost, and frequently static in report set
Manual
• Guaranteed to cover all areas of the business that are important
• Also most likely to miss some portion during analysis• Heavily time consuming and not cost effective
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The actual software itself
is one of the LEAST
important factors for
realizing the value from
the Enterprise Software
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Which Configuration will you choose?
SharePoint 2016 On-Premises
Office 365
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SharePoint 2016 Improvements and Features
• Access Services
• Compliance & DLP Features
• Document Library Accessibility
• Durable Links
• Encrypted Connections
• Fast Site Collection Creation
• Special Character Support in Filenames
• Improved hybrid experience
• Image and Video Previews
• Information Rights Management
• Large File Support
• MinRole
• Mobile Experience
• OD4B Controls
• New Recycle Bin Accessibility
• ODF format for templates
• ReFS file system support
• SharePoint BI improvements
• SharePoint Search changes
• Sharing improvements
• Site Folders View
• Site page pinning
• SMTP Connection Encryption
• SMTP ports (non-default)
• Web Application Open Platform Interface Protocol
• SharePoint custom Tiles
• Hybrid Taxonomy
• Administrative Actions Logging
• OneDrive API for On-Prem and O365
• SharePoint Hybrid Auditing (Preview)
• OD4B Modern Experience
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Compliance & DLPeDiscovery Site Collection
Search for Sensitive Content
Export a Report
Compliance Policy CenterDocument Deletion Policies
Notify End Users and Admins
Automatically Protect from Improper Sharing
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Mobile Support
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(Hybrid) Taxonomy
Copy-SPTaxonomyGroups -LocalTermStoreName "<ManagedMetadataServiceApplication>" -LocalSiteUrl "<OnPremisesSiteURL>" -RemoteSiteUrl "SharePointOnlineSiteURL" -GroupNames "Group1","Group2" -Credential $credential
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SharePoint Hybrid Auditing (Preview)Hybrid Auditing allows you to synchronize your audit data from SharePoint 2016 and have a federated search from the Office 365 Admin Center!
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Who is Impacted?
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Due to an over-emphasis on technologyand an under-emphasis on behavior
change, 80% of business initiatives around social and collaboration are expected to fail.
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46%
>60%
70%
Of surveyed organizations say lack of a strategic plan around SharePoint was their largest problem.
Have yet to bring their environment in line with their existing compliance and governance policies
Have no acceptable use policy regarding SharePoint internally
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Who is this for?
49
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The primary reason for shadow IT, according to 37% of those
interviewed, was the IT departments inability to test and implement new capabilities and
systems in a timely manner.
- Cloud Security Alliance, 2016
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Balance the Tension
Low Data Sensitivity High
Usability Security
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Digging into SharePoint Governance
• What type of content is stored within SharePoint e.g. anything containing company IP or sensitive data such as PII of employees or customers?
• How do you currently identify where sensitive content resides within SharePoint?
• How do you currently identify and track which users have or gain access to sites containing sensitive content?
Sensitive Content Management and
Data Loss Prevention •Do you have an organizational/corporate information governance plan? If so how successful have you
been with implementing and/or enforcing it?
•What are the implications of not successfully implementing or enforcing an information governance plan?
•Do you get multiple requests for creating new sites or do you allow all your users to create new sites? Do you have any organizational/corporate rules for site creation?
•Are all your SharePoint users internal to the organization or do you have external users accessing content on your SharePoint?
SharePoint Information Governance
•Have you recently merged or split out two or more SharePoint deployments? What impact did that have on management and administration e.g. mapping access permissions?
•Do you get multiple requests for changing permissions or granting access to sites or are your site owners empowered to grant access?
•Has your organization/SharePoint been subject to an audit? If so what was the outcome?
•If you were audited who would be liable for implementing corrective actions?
•What would be the implications if corrective actions were not taken?
Permissions, Auditing and Reporting
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Discovery & Compliance
• eDiscovery Site Collection • Search for Sensitive Content
• Export a Report
• Compliance Policy Center• Document Deletion Policies
• Notify End Users and Admins
• Automatically Protect from Improper Sharing
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Governance Planning
• Put the plan on paper FIRST – the plan should be business-driven before technology driven
• Obtain all of the buy-in necessary – get as much sponsorship as needed
• Implement the governance plan BEFORE migrating or standing up the new platform.
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Plan for User Adoption
Four Major Plans Needed:
• Communication
• End-User Training
• End-User Support
• Incentivize Ongoing Usage
Set goals and success criteria!
Have a reasonable timeline! (then increase THAT estimate)
Make sure that success is measured by no longer needing the team to drive adoption!
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CommunicationTell everyone!
Post in the common areas!
Get Executive buy-in!
Gamification planning!
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Training
• Keep it simple. Too much at once or training that is overly complicated won't be effective.
• Offer both basic end user and power user training. It's important to recognize the different roles within SharePoint and train those users separately.
• Train users in the environment they'll be using. Your company’s SharePoint environment is unique and may have even been customized to look different than the standard SharePoint interface.
• Be aware of and address all levels of users. Make sure to recognize the different skill levels of the users and train them accordingly.
• Use real job-related use cases and examples. Users will be able to relate to real-world, job-related examples much better than some made-up, random use case.
• Utilize a combination of at least two training methods. For example, use video training to complement classroom training (but not as a replacement).
• Make training mandatory, if at all possible. This will ensure that all users have been trained and you won’t have knowledge gaps.
• Keep training sessions short, but long enough to get users started. Basic end user training should be between one and a half to three hours, and power user training between two to four hours.
• Use evaluations, surveys and assessments to gauge effectiveness. The only way to be sure that training efforts are effective is to measure them.
• Be sure to train the Help Desk. Don't forget to train the organization's first line of defense to the issues that users may have.
*Wendy Neal, SharePoint-Community.net
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End-User SupportPeople WILL have issues
Plan for the frustration!
Have the Help-Desk ready – keep them trained in Phase 1
Have a plan to support users uniquely outside of the standard training
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Incentivize!
• Gamification is a popular buzzword, but it can still work for you!
• Find fun things to do in SharePoint
• Have a receptacle for feedback, and see that it gets implemented
• Reward those who are helping drive the environment adoption
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• Plan to brand!
• Branded SharePoint intranets are more successful than stock only (that includes SharePoint Online too!)
• Branding methods are very different in on-premises versus SharePoint Online when it comes to best practices – recommended to involve an outside source or take a refresher course on the changes
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FINALLY…. Choose the Right Way to Migrate
Migration Framework Deep Understanding of
Environment
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Migration Methods
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Pros and Cons of Migration Methods• Useful for greenfield or basic migrations.
• Inexpensive option (just cost of time)
• Difficult once there is large amounts of content or high complexity as all content will fall under the handle of transform
• Requires heavy manual work in the UI, or extensive scripting capabilities
Manual Migration
•Is sometimes the easiest option when moving up to the next on-premise version of SharePoint
•Prebuilt support in SharePoint for this method – now easier than ever!
•Cannot move more than one version up – this can lead to situations where people will need a “double-hop” with an intermediary environment to get on the latest and greatest
•Does not work for SharePoint Online environments
•Unable to reorganize content during the upgrade event
Content Database Upgrade
•Experienced software of people who can perform migrations for you.
•Likely been involved in a significant amount of migration work, so can provide both analysis and migration guidance.
•Allows for a much higher level of customization, including the support for reorganization of content.
•Predesigned to use the SharePoint migration API
•Likely the most expensive of the options
Third Party Assistance
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Migration ArchitecturesLift & Shift Multi-Prong
DistributedNo changes to environment
Adaptability to allow Power Users/ Site Owners work with IT to adapt and improve experience.
Centrally implemented, optimized efficiency, and zero downtime.
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Want to learn more? Check out these resources
FastTrack – A customer success service designed to help you realize business value faster• Plan successful rollouts• Onboard new users and capabilities at your own pace• Access adoption guidance and project templates
Tech Community – The space to share experiences, engage and learn from IT experts• A central destination for education, thought leadership, and product news and roadmaps• Sign up to connect with peers, MS Ignite speakers, MS employees, MVPs and access the MS Ignite session content
Tech Academy - Kick-start your cloud expertise with free, multimedia training for IT Pros• Tech Academy unifies Microsoft’s learning and readiness resources for IT Pros & Developers and integrates them into
curated, always-up-to-date learning pathways• Integrated with the Tech Community - Have a question while learning? Reach out to >75,000 of your peers!
Learning Paths - Role based Learning Paths helping you plan out your week of sessions and activities.• Recommended sessions, hands-on labs and exams by role• Recommended certification exams by role• Recommended areas to visit in the Expo and links to continue your learning
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Thank you for Joining us Today! You can find the webinar recording on Metalogix.com/webinars
I hope you all enjoy the rest of your week!
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