five sharepoint migration tips that could save you from disaster

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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


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.


What are the Five Tips?


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


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


Why are you here?

New Deployment? (Greenfield)

Migrating to a new version?

Stagnant?

SURVEY


Understand Your Plan


Create a Strategy!

Start by defining a goal and all the steps needed to achieve it for all business units


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?


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?


There is no Easy Button for a migration!


Select ContentAnalyze Information

ArchitectureMigrate Selected

ContentUser Acceptance Testing Remediation Final Product

Basic Migration Flow


Planning, defining, analyzing

Training, onboarding,

educating

Migrating

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Understand Your Content


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


3 Approaches of Determination

• Rules Based Cleansing

• Let Users Decide

• Hybrid


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?


Four Options Post-Analysis

• Migrate

• Archive

• Delete

• Transform


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


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.


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


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


More than just Files

• Content is more than just content – there is an entire Information Architecture that is involved.


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


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?


Migrating The Collaboration Triangle

MediumEffort

Workflows

Features

Site structure

Custom UX

Code


How do I Evaluate my Content?


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


The actual software itself

is one of the LEAST

important factors for

realizing the value from

the Enterprise Software


Which Configuration will you choose?

SharePoint 2016 On-Premises

Office 365


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


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


Mobile Support


(Hybrid) Taxonomy

Copy-SPTaxonomyGroups -LocalTermStoreName "<ManagedMetadataServiceApplication>" -LocalSiteUrl "<OnPremisesSiteURL>" -RemoteSiteUrl "SharePointOnlineSiteURL" -GroupNames "Group1","Group2" -Credential $credential


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!


Who is Impacted?


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.


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


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


Balance the Tension

Low Data Sensitivity High

Usability Security


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


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


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.


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!


CommunicationTell everyone!

Post in the common areas!

Get Executive buy-in!

Gamification planning!


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


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


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


• 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


FINALLY…. Choose the Right Way to Migrate

Migration Framework Deep Understanding of

Environment


Migration Methods


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


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.


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

https://fasttrack.microsoft.com/

https://techcommunity.microsoft.com/

https://academy.techcommunity.microsoft.com/

https://myignite.microsoft.com/learning-paths

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five sharepoint migration tips that could save you from disaster

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