top o365 migration mistakes

Download Top O365 Migration Mistakes

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In this deck I address the 10 key mistakes that are commonly made when migrating to Office 365. Since Office 365 isn’t just about SharePoint, there are many factors and workloads to consider. Leveraging Apps, OneDrive for Business, and PowerBI are powerful new elements of the migration planning equation that need to be considered. Avoiding these mistakes could mean the difference between an average migration and one that exceeds everyone’s expectations.

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  • 1. Avoiding the 5 Biggest Mistakes in an Office 365 Migration Dan Barker Global Product Manager - Dell Software @barking

2. 2 Confidential SharePoint Who the heck is Dan Barker!?! dan.barker@software.dell.com Global Product Manager for Dell Software Worked with SharePoint since the Tahoe days Engineer, architect, financial/data analyst, GM Prior work at multiple fortune 500 companies Work from the Microsoft campus in Redmond Sports Nut www.software.dell.com 3. 3 Confidential SharePoint Agenda The Current State of Office 365 (5 minutes) Considerations for adopting Office 365 (5 minutes) Current Office 365 options (5 minutes) The 5 Mistakes (20 minutes) Other migration considerations (10 minutes) Q&A (15 minutes) 4. 4 Confidential SharePoint The Current State of Office 365 Microsofts Cloud First Strategy Microsoft says: cloud first Update cycles are more rapid than on-premises Simplifies licensing, reduces piracy Pay for what you use right need at the right time Allows the vendor to control the platform Software As A Service For Exchange, Lync, SharePoint & Office Good balance of control and cost Exchange, Lync and SharePoint Office client licenses to boot! Per user, per month charges No servers to maintain yourself 5. 5 Confidential SharePoint Considering Office 365 Storage Area Networks iSCSI or fibre-optic Storage hardware Software licenses Operating systems Server software Client-Access licenses Support agreements Support staff Servers Clients Network infrastructure Storage infrastructure Security Data centers Racks Power Network connectivity Physical security Network infrastructure Firewalls Load balancers Switches Internet Connectivity Backup infrastructure Servers Storage Server hardware Support agreements for hardware 6. 6 Confidential SharePoint Considering Office 365 Storage Area Networks iSCSI or fibre-optic Storage hardware Software licenses Operating systems Server software Client-Access licenses Support agreements Support staff Servers Clients Network infrastructure Storage infrastructure Security Data centers Racks Power Network connectivity Physical security Network infrastructure Firewalls Load balancers Switches Internet Connectivity Backup infrastructure Servers Storage Server hardware Support agreements for hardware 7. 7 Confidential SharePoint Offerings Home Premium University Small Business & Small Premium Offers access to hosted Exchange, SharePoint, and Lync services only. If you choose this plan, you must provide Office client software to your users separately. Midsize Business Targets 1-10 business users in an organization. Access to Office applications on up to five devices per user. Enterprise businesses with 10-250 employees. Hosted Exchange, SharePoint, and Lync services ProPlus New way to license the Office client desktop suite. Pay a per user/per month fee to install the software on up to five devices per user. Does not include backend services in the cloud. It can be used to augment one of the other options. http://office.microsoft.com/en-us/business/compare-all-office-365-for-business-plans-FX104051403.aspx 8. 8 Confidential SharePoint Audience Questions 9. 9 Confidential SharePoint Mistake #1 Not fully understanding the current environment 10. 10 Confidential SharePoint Pre Migration Analysis is Absolutely Critical Most crucial step is to analyze your requirements before making any decisions. These requirements will drive your decisions through the entire migration project. Identify stakeholders list should touch all levels of employees Get to know them & understand their individual daily challenges Happy stakeholders = successful project Map out milestones and get stakeholder agreement Plan for schedule slippage Connect with your star players, political powerhouses and stakeholders to determine what is most important to them Take full inventory of your SharePoint system and any systems which have a bearing on the migration 11. 11 Confidential SharePoint Inventory Short List (NOT exhaustive !) Server-side data connections Document versions Alerts Incoming email on document libraries Web parts Farm solutions Web customizations Content types Custom site and list definitions Workflows Network considerations Custom search scopes Content sources Custom field types Custom crawler impact rules/crawl schedules iFilters that exist on the source that need to be on the destination InfoPath forms Authentication in current farm Custom navigation Incoming content feeds or automation Multiple language packs 12. 12 Confidential SharePoint Migration approaches Phase Action Milestone/Notes Identify Stakeholders List stakeholders of project (funders, approvers, business users with a say, executives) Include in documentation Map milestones Create milestones of phases Include in project plan Requirements collection Interview users, administrators, executives of the system. Collect requirements from each. Take inventory of the system and document the current uses. Review and acceptance of requirements set Design Phase Produce documentation of the intended destination system. Make sure the features of the system map to the requirements from the previous milestone. Review of the design with stakeholders Migration planning/training phase Construct a migration plan that includes technical activities, timelines, implementation steps and communication plans with users and executives. Train your users on the new system and conduct outreach. Migration plan review with stakeholders and users Test phase Set up some users on the destination system with test data. Document the usage results and collect feedback. Test the migration with data from the source system. Migration test review with stakeholders Migration phase Migrate the system Migration completion review User orientation, project completion Continue to educate your users on the new system and conduct final outreach. Project completion review 13. 13 Confidential SharePoint Mistake #2 Going through the process in a silo 14. 14 Confidential SharePoint Going through the process in a silo SMB company we worked with recently Migrating a group within a company to O365 Didnt work with legal in the planning phase During the 11th hour the legal guys got wind of what was happening and they shut the entire project down! Told them that they were not migrating to Office 365 due to the risk of their data being stored in the cloud. The Cloud is a very nebulous thing. Usually negative (security) Lesson learned: Bring all the right players to the table upfront as its a business decision that everyone has to sign off on. 15. 15 Confidential SharePoint Users HR Finance Marketing Sales IT Legal 16. 16 Confidential SharePoint Mistake #3 Underestimating the customization differences 17. 17 Confidential SharePoint Underestimating the Customization Differences Office 365 places signifiant restrictions on the type of custom code that can be implemented. Microsoft has a SMALL number of certified solutions that can assist but if your on-premises SharePoint deployment contains a large number of custom or third-party solutions, you may be in for a wild ride Many approved solutions are included in the Microsoft SharePoint App Store BUT they need to be fully evaluated before being used Many organizations use third-party utilities to manage Exchange Server. If they're designed to be installed directly on an Exchange Server, you won't be able to use them with Office 365 Many 3rd party tools do not have a equivalent product in O365. 18. 18 Confidential SharePoint Mistake #3 Thinking its simply a 1-2 person job 19. 19 Confidential SharePoint Thinking Its Simply a 1-2 Person Job Migrations are more difficult than most anticipate and are understaffed This results in a small number of people trying to cover to much ground in the time allotted Critical steps are missed as a result especially in the planning phase It should be seen as a coordinated interaction among all users and stakeholders and not just a task that needs to be completed by a target date 20. 20 Confidential SharePoint Mistake #4 Lack of a thorough communication strategy 21. 21 Confidential SharePoint Lack of a Thorough Communication Strategy Telling users what is going to happen and when is NOT enough They need to be involved from the beginning, and throughout the duration of the project they are ultimately the ones who will judge ! Get the users to tell you what they like/dont like, and what they want to get from your Office 365 environment Key Questions to Ask ALL users: How do you use SharePoint? How is SharePoint required for your day What do you like and dislike about SharePoint? What do you think SharePoint could do better? What have you always wanted to do with SharePoint, but were afraid to ask? If SharePoint had a meltdown tomorrow, could you still do your job? 22. 22 Confidential SharePoint Mistake #5 Thinking there are only 5 key mistakes. There are MANY more.! 23. 23 Confidential SharePoint Another Mistake Lack of Post Migration Strategy Its more than a migration 24. 24 Confidential SharePoint Its More Than a Migration Migrations are usually seen as a point in time project In reality they are much more The migration is just the beginning of a much bigger initative The post migration strategy is just as important For example: What kid of governance is needed in the new environment? What current issues do we want to eliminate? How will customizations be handled? This is both a technical and process related issue. How does the changes in O365 effect the kind of resources I need going forward? Its not about notes developers anymore What are the key long term goals of the system post migration? 25. 25 Confidential