Tips in migrating SharePoint to O365 and on-premises

Mike Maadarani

MCM Consulting

Welcome & Introduction

Mike Maadarani, Ottawa

• App Dev and Architecture for over 20 years (17 Years Microsoft, 3 Years with the “Other Guys”)

• Business focused on Enterprise Content Management, Search, & Publishing Sites

• Architect, trainer, and presenter

mike@maadarani.com

www.maadarani.com @mikemaadarani

Cloud

ProcessAgenda

Closing and Q&A

Content & Apps

Overview

Migration Life Cycle

Hybrid

Why should I consider SharePoint?

History recap

2006

2007 – 2012: Revolutionary Trends

SharePoint 2013

SharePoint Evolution to 2016

Should I upgrade?

OverviewWhat is Migration?• The movement from one location (Source) to another

location (Target)

What is IT Migration?• People, Hardware, Software, Systems, Data, Information,

Business Processes, Applications, Services

What is Information Migration?• The movement of documents, metadata, taxonomy and

structure, security, and business process logic

Should I upgrade or migrate?

Migration/Upgrade Lifecycle

Analysis Plan Execute Assess Sustain

SOURCE

File Share

Exchange Public

Folders

Lotus Notes

Web Content

SharePoint

Other LOB Systems

TARGET

SharePoint Online

SharePoint On-

Premises

Analyze: Decision Points

• Content Analysis• File Shares

• Exchange Public Folders

• Notes Databases

• Existing SharePoint farms

• Web Content

• Other lines of business applications

• Who is involved?• Stakeholder(s) (Accountability)

• Business Drivers (Awareness)

• Information Technology (Accessibility)

• Individual(s) (Owner)

• Where is our content?• Hosted or In House

• Centralized or Decentralized

• Local or Abroad

• Content Analysis• How much content? How large?

• How many layers? (Web Applications, Site Collections, Sites)

• Content Types, Metadata? CTH?

• Security Levels

• Workflows

• Linked Information

• M.U.D.R (Systems and Content)

• Maintain

• Upgrade

• Dispose

• Replace

Analyze: Decision Points

• Service Applications Analysis• Search

• Managed Metadata

• Secure Store (must be done before BCS)

• BCS

• User Profiles

• PerformancePoint

Analyze: Decision Points

• Custom Code• WSP

• Event receivers

• Apps (if 2013 to Online)

• Workflows

• Etc…

• 3rd Party Tools

Analyze: Decision Points

• Action Items• Roles and Responsibility Matrix

• Content Inventory Worksheet

• Security Report

• Decision: Build or Buy migration tools AND services

Analyze: Action Points

Step 2

Plan your battle

Private Cloud Full AccessFarm SolutionsSandbox Solutions

$$Expensive to runExpensive to maintain

TraditionalWe know what we knowWe expect innovation and great new features

Azure VMs for you needsIf you’re used to a virtual environment, you’re ready for Azure

A few quirks

Full AccessFarm Solutions

Sandbox Solutions

$$Pricier

Not clear on upfront cost

SharePoint Online

Limited AccessNo Farm Solutions

Limited Sandbox Solutions

More script and CSOM code is being added

$$Totally based on access

AND “seats”

Usually cheaper that the other options

Features and SupportNew Features come online first

Updates are almost every quarter

Good support from MS and the partners

Hybrid Solution

Online + On-premises

Online + Azure

Azure + On-Premises

Upgrade Scenarios

Gradual

Upgrade

Database

Attach

Upgrade

In-Place

Upgrade

• Usually cheaper that the other options

• All content databases

• Search administration

• BDC

• Managed Metadata

• PerformancePoint

• Secure store

• User Profile databases

Database Upgrade

Identify SPO Gaps

FederationMidsize Business plan or higher for AD integration

Midsize, Enterprise E1 or higher for Yammer

Migration costsBased on size and number of items

Lots of vendors, some are the same core engine

Farm FeaturesFarm solutions are not supported in Office 365

Need to know what is in the farm, and where they are being used, to create a remediation plan

3rd party solutionsApp Store is rich with many solutions

• Most companies have content that is:

• Out of date

• Duplicated

• Difficult to find

• Would benefit from:• delete/archive/migrate triage

• reorganization

• tagging with metadata

Real world content

Plan: Decision Points• Where will the content go?

• Web Applications

• Site Collections

• Sites

• Pages

• Libraries

• What will the content do?• Policy Management

• Business Process

• Search ability

• Metadata

• Communicate and Train!

• Why is remediation required?

• What to remediate?

• How to remediate?

Remediation

Why remediation is required

Some customizations:Cannot be migrated as is

Some content:Cannot be migrated

Should not be migrated

Content remediation

Customization remediation

Branding Solutions

ProvisioningSolutions

Content Types andSite Columns

User InterfaceComponents

Other Built-inFunctionalities

Integration/Maintenance

Solutions

Use OneDrive For Business

• Migrate your MySite and personal filesPersonal Sites must be created first before you migrate

Bulk migration requires an account to be added to the personal sites

Use PowerShell to add a migration account to the admin group for individual personal sites

Remove when done with migration

Bulk Site creation is available through CSOM API

Execute your migration

Choosing your migration approach

Self-service migration

• Manual

Tools-based migration

• Manual/auto using tools

Complex migration

• Includes custom code

• Involve experts

Migrate your Service Applications First

Steps to migration

Service Apps

Online• Search

• Consider Hybrid Search

• MMS• You want to consider 3rd party tools

• BCS• You need Hybrid environment

• PerformancePoint• PowerBI, PowerView

• User Profile O365 Groups Profiles• AD Sync

On-premises• Search

• Consider Hybrid Search

• MMS, Secure Store, BCS, PerformancePoint, User Profile

• Consider DB Upgrade

• The migration to the cloud must be performed remotely

• User identities are different

Migration considerations

• Do you really want to migrate?

• Use OOB if possible

• Rebuild if needed

• Test against trial content

• Finalize and lock down code deployment

Execute: Code Migration

• Triage your content

• Assess

• Reconfigure your scripts/strategy

• Try again

• Follow your Plan

• Divide and Conquer

• Delta Migration

Execute: Content Migration

NO migration is 100% success

Execute: Content Migration

• Assess your content

• Re-run migration for missing content

• How is the current state performing/growing?• Storage

• Security

• Performance

• Event Log

Assess: Action Points

• What is your disaster recovery plan?• SPO, No action

• On-Premises, Plan and implement a DR site

• Turn off old farm, but do not kill it

• What are our growth metrics?

• How we will manage issue tracking and support?

Sustain: Action Points

In Closing

• Analyze

• Plan• Schedule

• Communications

• Hybrid strategy

• Triage the content

• Remediate

• Migrate

• Assess

• Sustain

Recap

Keys to success

• People• Source system knowledge (System X)

• Target system knowledge (SharePoint Online)

• Knowledge• Development

• Knowledge management• How to structure the data

• Realistic timelines

• Commitment• Strong steering committee

Thank you!

Mike Maadaranimike@maadarani.com

@mikemaadarani