The Slippery Slope of Migrating to SharePoint Online or On-Premise

Workshop: The Slippery Slope
of SharePoint Migrations:
What to Do to Come Out on Top
Jill Hannemann & Adam Levithan

Jill Hannemann
@JHCherryBlossom
Editor,
Digital
Workplace
Today
Director of
Advisory
Services
10+ years in Knowledge
Management
SharePoint expertise: information
architecture, records management,
content migration, document
management
Culinary project: It’s soup
and chili season!
About Me
Portal Solutions, LLC | Phone: (240) 450-2166
© 2015 Portal Solutions, LLC

Adam Levithan
@collabadam
AIIM & IT
Unity
Blogger
Product
Manager 9+ years in Collaborative Systems
SharePoint expertise: Out-of-the-
box solutions, business process
management, Governance,
adoptions, information architecture
Next Adventure: Riding the
World Championship Cycling
course in Richmond VA
About Me

About Portal Solutions
4
We deliver Digital
Workplace Products
and Solutions that help
organizations share
what they know and
find what they need by
connecting people,
data, and content.

ENOUGH ABOUT US – YOUR TURN
• What are you migrating from – to?
• Where are you in the process?
• What are your biggest concerns?
• What are you looking to get out of this session?
5

What’s so Difficult?

What’s so Difficult?
The Slope
(complexity of your
technical environment)
= Level of
Effort and
Complexity
The Rock
(alignment between IT
and the Business)

Failure to Fully Scope
the Effort
1
Failure to Budget for All
Activities
2
No Buy-In from
Stakeholders
3
Content is Not Cleaned
or Enhanced
4
WHY MIGRATIONS FAIL

Session Outline
Section 1: 1:45 – 3:00 PM
• Defining the Scope
 Why Migrate
 Steps to reach your goals
 What you’ve got/ Inventory Assessment
 Deciding how to migrate
Section 2: 3:15 – 5:00 PM
• Planning & Budgeting Migrations that
Work
 Ideal Roadmap
 O365 Roadmap 
• Creating Buy-In
 Review of Defining Scope
 How to Govern
• Take advantage of your effort
 Content Cleanup
 Reorganize to aligning with goals
10

In our humble experience…
11

Uninspired Scope
The motivations are to…
• Migrate 1 : 1
• Not interested in any redesign
• Wants the site to look exactly the same
• Needs to preserve that legacy application integration
• Things are broken, but migration will fix it
• Not interested in TRAINING
12

Migrations are the Riskiest thing we do
Where ever you come from, it is a different system!
There are many opportunities though
• Reduce complexity
• Improve user experience
• Enhance productivity
• Improve compliance
13

What are your Motivations for Upgrading to SharePoint 2013?
Get off
hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a
new look and
feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

Combination of Business and IT
Get off
hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve
user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a new
look and feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

Complexity of Your Environment
Get off hardware
Redesign
intranet
Move to the
cloud
New data
center
Have search
work
Get new
features
Automate
processes
Improve user
experience
Stabilize the
infrastructure
Expand usage
of SP to other
business units
Develop a
new look and
feel
Redesign IA
Introduce
social tools
Consolidate
multiple SP
farms
Implement
records
management

Recommended Path for a Successful Migration
1. Understand the business need/governance
2. Inventory Audit of current environment
3. Design/Implement future technical infrastructure
4. Design/Implement business requirements and user experience
5. Create Change Management/Migration Plan
6. Implement Change Management/Migration
a. Branding deployment
b. User Training
c. Pilot Migration
d. Full Content Migration
e. Customization/Application Migration
7. Decommission of original environment
17

Understanding Your
Environment

Audit
• Total size of database
• Custom User Interface
• Master page
• Page layouts
• Content types
• Infopath forms
• Workflows
• Custom web parts
• Custom applications
• Business connectivity web services (BCS)
• Permissions
19
Beware:
It’s not only how much
content that matters, but
the character of how you’re
using it (i.e. file share
replacement vs.
collaboration) .

Don’t Forget Social Content
Across SharePoint version or from external technologies
• Profiles
• Personal Sites
 Content
 Files
• Communities
20

Inventory
• 2007 or 2010 see if usage is turned on and view latest reports
• Metalogix Migration Expert
• Tree Size Pro
• Create a Script
• Metalogix Essentials (formerly MetaVis) Farm Analysis
• Interns (Manual)
21

Inventory Analysis
22

24
Infrastructure
Environment
• Network Infrastructure
 Where are the current and future systems
located?
 Do users currently complain about
speed?
• Test Throughput/transfer rates
 SpeedTest App
 Fiddler
 IE 9+
 Test upload/ migration to an O365 site

25
Infrastructure
Health
• Run Microsoft Pre-Upgrade Checkers
 2007 C:>stsadm -o preupgradecheck
 2010 Test-SPContentdatabase, Test-SPSite
• Review of Databases
 Dedicated vs. Shared
 Number & Size of content databases
 Size of My Site database
• Review Web.config for customizations

26
Infrastructure
Central
Administration
• Authentication Methods (in Web App
Settings)
• Farm Structure
 Service Configuration per server
• Deployed Features
 Farm
 Web App Features
 What Services Applications Configured
 Search Service Application
– Search Schema/ Customized?
– Content Sources (Can see if there is any separation
of site collections)
– Scopes/ Result Sources
 Non-Standard Service Applications
(PerformancePoint, etc.)
 Taxonomy (MMS)
 Expectation for Office Web Apps

27
Functionality
Manual Review
• View Most complicated site (Open in
SharePoint designer if possible)
• Review dates content was last
modified in View All Site Content
• 2007 or 2010 see if usage is turned on
and view latest reports
• Find workflows
• Identify 3rd Party Applications (Teleric,
Bamboo, Newsgator, lightning tools)

28
Functionality
Pass/ Fail Tests
• Create a sub site within each site
collection
• Create a content type
• Create a page in the Pages and Site
Pages libraries
• Upload document
• Create an item
Rule of Thumb: If it has ever broken
before, test it

Things that have changed in 2013
• Branding using the Design Manager
• No more XSLT we now use Display Templates
• OneDrive for Business instead of My Sites
• Search, Continuous Crawl and the new Web Parts
• Apps and the App Store
• Community Site
• Microblogging and Activity Feeds
• Run Site Collections in “2010 experience”
• Claims authentication default
29
Thank you Benjamin Nauilin
http://en.share-gate.com/blog/not-working-after-sharepoint-migration-to-2013

Things not supported for migration
• Automatically fixing issues in the current environment
• Meeting Workspace Sites
• Page Content from SharePoint 2007
• Not all web parts are the same 2010 to 2013
• Search (A good thing)
• _Files (Hidden Files)
• Video files with supporting metadata to SPO
30

31
Choose
wisely.
Which migration
approach is right?

Which approach is right for you?
35
• SP to SP version upgrade
(cannot migrate directly from
2007-2013)
• Few customizations
• On-Prem to on-Prem
• No IA rebuild required
• Works for all types of
migrations
• SharePoint to SharePoint
• Unstructured file repositories
• Third party DMS
• Only supported path to
migrate to SP Online
• Copy, paste, tag
• Works in all situations
• Extremely labor intensive
Content Database
Migration
3rd Party Migration Tool
or Custom ScriptingManual Migration
On-Prem Hosted On-Prem Hosted O365On-Prem Hosted O365

New Migration API Overview: Migrating over Internet/WAN
SharePoint Online/
OneDrive For Business
(OD4B) Final Destination
File Share,
SharePoint On-Prem,
Potentially any other Data
Source.
Long distance between on-premises and Office 365

New Migration API Overview: Migration Tools using New API
File Share,
SharePoint On-Prem,
Potentially any other Data
Source.
1. Read List details from
source
2. Write List to target
1. Create Package of 100+
items
2. Create XML file
containing items,
permissions and
metadata
3. Upload to Azure
Temporary Storage
4. Tell SPO to pull package
from Azure
Timer Job Based
imports content in a
scalable way that will
not hurt the service
using back end
resources.
SharePoint/ODB
Final Destination
Pull from
Azure
Azure
Temporary
Storage

Change in focus of Migrations: OneDrive for Business
• Where are you coming from?
 My Sites
 File Shares
 EFSS (Google, Box, etc)
• How will OneDrive be used?
• What are your expectations for permissions?
39

Change in focus of Migrations: Migrating Exchange
Even at SPTechCon we have to admit that Office 365 isn’t just SharePoint
• Cutover and Staged very similar
 Suitable for 200 or less mailboxes
 Looking at 2 week +/- timeframe
• Staged migration: Limitation with Exchange 2010 or 2013
 Attributes are not managed in the same way, must use 3rd party tool
• Hybrid: For 2000+ mailbox migration
 Can be migrated from Exchange 2010 or 2013
 Issue: after decommissioning 2013, all attributes will be moved to the cloud
 Issue: until cutover, no calendar sharing and free/busy presence awareness
40

Vendor Evaluation
Metalogix
Content
Matrix
Metalogix
Essentials for
O365
Sharegate AvePoint
DocAve
Bit Titan
User Interface
Reorganize during migration
Set up migration rules or bulk
transfer
Create new metadata
Retain and migrate existing
metadata
Content mapping
Change roll backs
Client Install
Pricing Model
Exchange
One Drive for Business
Align requirements with
the right tool for your
migration

Test Migration is Critical!
• Determine a rate of transfer
• Forget theory and/or 3rd party promises review actual output
• Allow users to test small subset of real content to gain feedback
• Challenges to look for:
 Links breaking
 Custom content types not carrying over
 File accessibility
 Permissions
 Page layouts not transferring
 Infopath forms
 CUSTOM SOLUTIONS YOU DIDN’T KNOW ABOUT
43
Beware:
2007 Non-Publishing
default.aspx pages stored
outside of file structure.

44
What’s in a Job?
Migrating with Tools
Many migration tools
allow you to run jobs
for flexibility in
migration
• You don’t ever want to run a “full
migration,” i.e. send everything in one
job
• Jobs allow you to re-organize as you
migrate
• Jobs allow you some control in what
successful transfers vs. what fails to
fully transfer
• Your need for granularity in your jobs
will differ
• Different tools allow for different
capabilities around jobs

Migration with a Tool - Jobs
45
Example of jobs output from Content Matrix

TIME TO TAKE A BREAK – RESTARTING AT 3:15
It’s too much migration, I need more coffee
46

Planning and budgeting migrations that work
47

Recommended Path for a Successful Migration
1. Understand the business need/governance
2. Inventory Audit of current environment
3. Design/Implement future technical infrastructure
4. Design/Implement business requirements and user experience
5. Create Change Management/Migration Plan
6. Implement Change Management/Migration
a. Branding deployment
b. User Training
c. Pilot Migration
d. Full Content Migration
e. Customization/Application Migration
7. Decommission of original environment
48

Two major approaches to migration scheduling
Cutover Migration
The Idea: Migrate everything and turn off the old
system when you start to use the new
Benefits:
• Convert all users to the new system
• Minimize duplication
• Enforce change management and adoption
Risks:
• Could take a long time
• Could also never happen
• Change management could be challenging
Gradual Migration
The Idea: Migrate group by group and onboard
users to the new system when their group has been
moved over
Benefits:
• Onboard groups in small batches
• Gradual change management
• Feedback loop can support easier adoption
Risks:
• Could never finish
• Large risk for duplication
• Users could resist change
• Content authenticity/system authenticity could
be questioned
50
or

Migration Prep Migration
Test
Migration
Site Build
Out
Inventory
Redesign
Content
Clean
Up
Migrate
Redesign
Cutover Migration
51
Cutover/Training
NOTE: Most of the advice in this presentation is for a Cutover structure

Inventory
Redesign
& Test
Migration
Content
Mapping
Migrate
Training
Support
Both
Platforms
Retire
Old
System
Gradual Migration
Gradual migrations can work, but you must deeply understand usage of the system
52

Who Needs to be Involved?
Role Responsibilities
Project Sponsor Pays the bills, Defines scope/motivation, Gives a deadline for completion, could be Business or IT,
best if combination of both
Project Manager Coordinator of all the moving parts
IT Infrastructure Manages user authentication, technical infrastructure and architecture for the to-be system, supports
migration through usage of a migration tool
IT Application Development Builds out the to-be structure of the new SharePoint, provides migration of any custom applications,
workflows, system integrations. UI development and SharePoint configuration, manual clean up of
sites
Business Analysts Requirements gathering, inventory/audit capture, content clean up facilitation, SharePoint build out,
manual clean up of sites, can provide testing capability and migration validation
Training Coordinator Provides training and manages communication to end users during migration process
Business Sponsor Top down support for change management in the roll out of a new SharePoint environment
Content Managers Support inventory/audit, feedback and requirements for a new design, responsible for content clean
up in their site areas, user acceptance testing participants, require training prior to release of the site
End Users Receives communication on the roadmap for the migration, participates in training on the new site
53

Creating a Realistic Schedule – Critical Dependencies
• Content clean up:
 Engaging end users
 Tagging content
 Archiving strategy
• Redesigning IA
 Metadata or navigation
• Rate of transfer
• Migration troubleshooting
• Specific migration requirements
• Rebuilding objects
54

A Realistic Schedule
55
• Be realistic about risks and challenges
Inventory Content Clean Up
SP 2013 Config
& Test Migration Migration
IA and Redesign
Testing
User
Support/Training
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14

Time for everyone to benefit
57

What’s in it for me?
58
What do these folks have to gain by this migration?
• Business
 Stakeholder
 Power User
• IT
 Developer
 Admin
NOT THE SPECIFIC DETAILS OF YOUR ENVIRONMENT

Without buy-in, migration is lonely
59
Business IT

Sample Change Management and Governance Initial Planning
60
Communication
TrainingFeedback
Governance
Change Management

Knowledge Transfer and Training
• Detailed training for system support
teams
• Knowledge transfer and mentoring
throughout
• Governance training for content
contributors and users empowered
with site design privileges
• IA training for site designers
• Context-sensitive training for end
users –just what they need when
they need it
• Empower remote users
61
Adapt to the needs of the learner
• Just enough
• Just in time
• Just the right channel:
multiple formats
The best approach for general user
training: design so that you don’t
need it!

62
Govern
To steer or pilot a ship, direct
- Greek
• Resolve Ambiguity
• Communicate Short and/or Long Range Goals
• Mitigate Conflict

Tactical
Strategic
Business Owner(s) Steering Committee
Solution
Administration
Technology SupportSharePoint Advocate
Power Users/ Community of Practice
# of People
People

Procedure Title Procedure Description Role(s) Responsible
Document Upload How documents are uploaded
directly to libraries
Trainer
Users
Document
Categorization
How to classify documents with
metadata
Trainer
Users
New site creation How to request new sites are
created
Project Manager
Administrator
Site Owner
Support How to request support. Portal
Project Manager
Administrator
Users
User Training Onboarding Procedure Trainer
Deployment Procedure How to request new features, web
part, applications
Project Manager
IT Dev Team
Policies & Procedures

Flexible
65
Original
Corporate
Portal
Departmental
Portal
Department & Team
Sites
Project Team Sites
Personal My Sites
• Controlled
• Tightly Governed
• Push Content
• Ad Hoc
• Loosely governed
• Push/ Pull content
• Permanent
• Dashboards
• Business Intelligence
• Business Process management
• Applications
• Permanent
• Knowledge Management
• Information Sharing
• Short Lived
• Collaboration
• Permanent
• Personal Information
• Public/ Private Viewed

Flexible
RecordTemporary
TypeofContent
Instant Message
E-Mail
Social
Team Sites/ ExtranetOnline Storage
Intranet
Records Management
Individual Team Enterprise
Audience
Current

Integrated
67
People
Policies &
Procedures

TAKE ADVANTAGE OF
YOU’RE EFFORT
68

69
“A survey of corporate CIOs and general counsels
found that, typically, 69% of the data most
organizations keep, can – and should – be deleted.”
-Compliance, Governance and Oversight Counsel (CGOC) Summit

Take the opportunity to
• Clean up the content in the system
• Introduce an improved look and feel
• A more intuitive navigation
• A more robust search
• Create site personalization
• Address current solutions:
 Infopath end of life
 Connectivity to other data systems
 Content publishing process
70
Garbage… Garbage…

Content Cleanup
• Three general approaches
 Create rule-based cleansing
 Engage business users/content owners for subjective analysis
 Combination of both
• ROT Analysis:
 Redundant
 Outdated
 Trivial
• Options:
 Migrate
 Migrate and Update
 Archive
 Delete
71
Beware:
The time it takes to perform this step is
almost always underestimated. Add
time to your original estimate.

Content Clean Up with Content Owners
• Involve content owners in content
clean decisions
• Can be done a couple of ways:
 Walk through of content on the site
 Provide worksheets to make decisions
 Have them actually delete content or
sites
• Leverage last modified dates and the
size of a library/list to assist in
guidance
72
Remember - The clean up
exercise is intended to provide
benefits!
• Ensure valuable content is migrated
• Help reduce noise in the search index
• Minimize risk in reducing the overall
amount of content to migrate
• Reduce risk in removing content that
could be a liability to the company

Content Clean Up with Content Owners
73

Archive Strategies
• What are your options:
 Leave it in older SharePoint
 Move it from SharePoint to a file share
 Migrate to new SharePoint to an archive site collection
• If content continues to exist…keep it in READ ONLY mode.
• Consider deletion policies as part of records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?
74

Archive Strategies
• Leave it in older SharePoint
• Move it from SharePoint to a file share
• Migrate to new SharePoint to an archive site collection
 If content continues to exist…keep it in READ ONLY mode.
 Consider deletion policies as part of records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?
75

Restructure Information Architecture
76
Content
Types
Lists and
Libraries
Sites/Navigation
Site Collections/Navigation
Web Applications
Recommended!
Supports growth
and sustainability
Determines how
users navigate
to browse
content
Influences metadata,
templates, and
searching for content
Beware:
Beware of lack of
control of URLs in
O365

Defining a new look and feel – Wireframes

A New Look and Feel
78

Considering Mobile in the Design Process
• When Mobile Accessibility is Critical: Use a Mobile First Strategy
• Define your approach
 Responsive (or Adaptive)
 Mobilized Sites
• Who, What, and to
What degree?

Content Mapping
80

Content Mapping
81
For files: Align new metadata to be added in new document
libraries.

THANK YOU
@jhcherryblossom – jhannemann@portalsolutions.net
@collabadam – alevithan@metalogix.com

Additional Resource: White Paper
Leave your business card with Jill and
we’ll email you a complimentary copy of
7 Office 365 Migration Best Practices.

Plan to Leverage New Functionality

Plan to Leverage New Functionality
Your Files to Office 365. Simple. Fast.
Migrate Cloud Files to SharePoint Online & OneDrive for Business
http://www.metalogix.com/Products/Drive2Office365.aspx

4 - Develop an 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
1 – The SharePoint Puzzle – adding the missing pieces, AIIM, 2012

Getting Ready to Migrate
Strategy & Inventory
Updated Information
Architecture & New Features
Prepare - Reorganization?
Prepare - Migrate, archive, or
leave behind?
Prepare SharePoint for migration
www.metalogix.com/products/Content-Matrix.aspx & www.metalogix.com/products/ControlPoint.aspx

5 - Assess Your Migration Options

Upgrade v Migration – In Microsoft Terms
UPGRADE: -The Physical
Transformation of a SharePoint
Content Database from one
Schema Version to the Successive
Updated Schema
MIGRATION: -The Physical Movement
of SharePoint Containers, Data and
Associated Attributes from one
SharePoint Farm to a new Farm
independent of SharePoint version
http://www.metalogix.com/Blog/Blog-Article/13-02-11/Yes_You_Can_Move_Straight_From_SharePoint_2007_to_SharePoint_2013.aspx

The Database Attach Upgrade
1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013)
2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server
3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)
4. Service Application DBs upgraded
5. Site collections evaluated and upgraded by owners
The Out of the
Box Approach

The Database Attach Upgrade – Issues?
1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013)
2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server
3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)
4. Service Application DBs upgraded
5. Site collections evaluated and upgraded by owners
The Out of the
Box Approach
What about SharePoint 2007 or 2003 or Office 365?
“Read Only” is not collaborative. How long can SharePoint be offline?
Lots of accidents waiting to happen? How long before something breaks?
Truly gradual? Change Management? SharePoint Sprawl? Future growth?

The OOTB – Where It Can Go Wrong
Potential Content Issues
Document Libraries with greater than 250,000 documents
• May fail therefore move to folders with 2000 documents in each
Remove excess versions of documents to increase speed
• Either Manually or Programmatically
Remove unused templates, features and web parts
• Stsadm commands to identify current use

Potential Database Issues
Sites Collections & Databases larger than 100GB will be slow and may fail
•Split Across Multiple Databases
My Sites should be moved to their own Content DB
Remove duplicate or orphaned site collections
•These can cause the DB attach to fail
Site Collection Limit per Content DB has Changed
•2,500 non-personal maximum but up to 10,00 possible in mixed use (personal + non-
personal)

General SQL Management & Performance
Issues
Upgrade Multiple Databases in Parallel
• Upgrading in Parallel can be slower than one at a time
Use Throttling
• Limit number of DB upgrades that happen at once
SQL Mirroring should be turned off
SQL Storage can grow up to 50% larger than Source DB size
• Must be recovered post upgrade

OOTB vs. 3rd Party Migration Tools

Advantages of a Migration Tool
Skip SharePoint versions e.g. 2007 straight to
2013
Site collection-specific vs. content DB
Reorganization, splitting sites & lists
taxonomy, permissions, content types
Re-template sites
Implement a customized migration or
upgrade strategy
Support for Workflow

Closing thoughts:
• A migration is a great opportunity to reassess your business
requirements and “spring clean”
• The most successful migrations are those that pay close
attention to the end user experience throughout
• Put as much control into the hands of your end users as
possible. After all, they own the content

eventmobi.com/sptcboston
Please take a moment to fill out the
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Paper feedback forms are also
available in the back of the room.

The Slippery Slope of Migrating to SharePoint Online or On-Premise

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