Movin’ On Up

A SharePoint 2013 Migration Case Study

August 14, 2013

Jim Adcock, The SharePoint Therapist

Director, Enterprise Development Dynamic Systems

http://dlairman.wordpress.comhttp://SharePointTherapist.com@dlairmanFocused on Governance, User Adoption, Business Process Automation

Thursdays at 11:30 am Fridays at 10:00 am

The Client

A nearly century-old construction company (slow to make changes)

The Environment

• Existing SharePoint 2007– ~400 GB in the content DB

• Pilot SharePoint 2010– Records Center

• Office 365– Project that needed ability to collaborate with

external entities, not enough resources at the time to set up their own extranet

The Goal

• SharePoint 2013• On-premises• Unified environment

Business Drivers

• Some performance issues in 2007– (All 400 GB in a single content DB)

• Unhelpful search results• Required support for legacy customizations• Low user adoption– Lots of files sent via e-mail– Shadow resources may be in use (Box, etc.)

• Access controls out of control– Lots of folders!

Proposed Solution

Migrate content into new environment using third-party tool– Cleans up access controls– Allows creation and assignment of content types– Leaves behind stale content– No customization ghosts– Realign content into smaller content databases

Alternative – script migration using PowerShell

Challenges

• Resources dedicated to SAP implementation– Funding limitations– Server resources

• Turnover of SharePoint staff• Datacenter and office move

Potential Wins

Once the migration is complete: • Resources dedicated to supporting the two

older environments can be reclaimed• Costs of the cloud environment eliminated• SP2013 costs less than SP2010, skipping 2010

makes senseExample Savings# of Internal Users 100 # of Servers 2

Internal CAL Enterprise (Est.) Cost

SharePoint 2010 $ 82 $ 40,000 $ 88,200

SharePoint 2013 $ 94 $ 7,000 $ 23,400

Saving (Est.): $            64,800 

Legacy SharePoint Customizations

Choices:• Retired• Replaced w/ other (non-SharePoint) solutions• Replaced using OOTB SP2013 features• Must be rebuilt with the App model

Use SharePoint

The Plan

Documents customized to reflect the existing environment and desired outcomes labeled as “Plan”, and as-yet un-customized docs are “Templates”.

As the templates get filled out, they become plans.

To Do

• Determine Governance• Determine Architecture• Install Servers and Software• Configure 2013 Environment• User Training• Content Migration• Application Migration• Decommission 2007 and 2010

Governance

• Identify Key Stakeholders• Project Kickoff Meeting• Vision and Goals• Decisions List

These decisions feed into Architecture design

Governance & Architecture

Recommended Architecture

MAKE IT BETTER!INTRANET MIGRATION TO SHAREPOINT 2013

Upgrade project kickoff meeting with key stakeholders (Presentation Rough Draft)

WE’RE GETTING AN UPGRADE

• SharePoint 2013 has some great new features – including a more intuitive interface!• Streamlined Permissions – it will be easier for you

to get access to your stuff!• Better Search – it will be easier for you to find

what you are looking for!

BETTER SEARCH!

• So significant, I had to mention it again!

• You know how Google has gotten better over the years at giving you what you are looking for? Microsoft has figured out that it needs to step up its game.

MOST IMPORTANT…

We are trying to make work easier for you.

THAT’S THE CARROT

• Carrots are good for you!• But you aren’t a horse, and carrots may not be

your favorite food…

• In other words, while it is good for you, you might have to “eat” some things that you may not like the taste of in order to reap the benefits.

CHANGE CAN BE HARD….

• But we are going to do everything we can to make it as easy as possible to get to the good stuff.

WHY SHAREPOINT?

Provides a secure place to store documents

• Always backed up• Always available (cloud!)• Version control• Access control• Alerts – stay informed of changes!

WHY SHAREPOINT?

Workflow automates business processes

Spend less time managing processes and more time accomplishing things!

WHY SHAREPOINT?

Empower users – get IT out of the way of business!

WHY SHAREPOINT?

PC Network Share SharePoint

Backup

Availability

Version Control

Access Control

Workflow

Alerts

A FEW CHANGES…

• Additional Governance - Consistent look and feel across the organization• Better experience for the end users – you!• More consistent system behavior• More consistent search results!

• Behavior - Never add another attachment to e-mail• Cost savings!• No more playing “Which version is correct?”

• No more folders!• Say what?!?!?

FILE FOLDERS ARE SO 19TH CENTURY

• Prior to 1898, businesses kept papers in envelopes in turn stored in arrays of pigeonholes often lining a wall. Finding and opening envelopes and unfolding papers was troublesome and inefficient.• The vertical filing cabinet (more or less as in use

today) was invented by Edwin G. Seibels in 1898. Seibels reasoned that folding was not necessary; papers could be kept in large envelopes standing on end vertically in a drawer.• Electronic folders are designed to mimic the

separation provided by the 1898 invention.

LIMITING YOUR VIEW

• Folders limit your view of information to only the way the data is separated by the folders• But what if you wanted to look at the data a

different way?

HOW WE FIND STUFF

• Then: Location was everything

• Now: Search is king. Search is so much the prevalent way we find things that we don’t even call it “searching” anymore. We call it after a common search appliance – we “Google” things now! (Even when we are using Bing! Sorry, MS!)

• Search gives you what you are looking for when you are looking for it

CONTAINERS ARE FOR LOCKING

• Use containers (like sites, libraries or folders) to create security zones.• Use labels – tags and “metadata” to group things

by what they are and make them findable

• Use “content types” to determine what types of labels can be applied, and how to handle the document lifecycle

TRAINING!

• A big change like this is an opportunity to address training gaps• A big part of helping you to get the most out of

SharePoint is teaching you how to get the most out of SharePoint

MAKE USERS HAPPIER

• Easier to use• More effective, giving you time to spend on things

that matter!

MAKE MANAGEMENT HAPPIER

• Cost reductions!• Increased efficiency! (More cost reductions!)• More focus on capturing business (more profit!)• More focus on improving services (happier

customers, more profit!)

PROPOSED VISION STATEMENT

“The Portal provides an environment where, in one organized, intuitive and searchable location employees will find the systems, tools, information and collaboration areas that they need. From any internet-connected computer, employees will be able to realize greater efficiency accessing important business systems, people information, company forms, news, benefits summaries, calendars and other company information. The portal will provide tools for teams to collaborate and share documents, timelines, status reports and other communication, thus providing additional benefit to our customers, and our industry partners in a secure and efficient way.”

Stakeholders provide input at this step

In Scope

Out of Scope

 

    Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

    Utilized by IT to develop and implement more advanced technical solutions through a unified application delivery platform.

    The primary repository for document sharing, collaboration, and communication.

    The primary location for simple workflow/business process automation.

    The employee Portal and communication center for internal corporate communications.

    The primary project issue tracking system with the support of Project Server.

x The repository for any XYZ documents and processes.

    The platform used for customer relationship management. (Recommend OOS)

    The learning management system used by our organization. (Recommend OOS)

    Utilized as an asset management system.

    The ticket tracking system for our operational issues.

    The work order management system used by our organization.

     

     

     

Stakeholders provide input at this step

Install the Servers

• Virtualized environment, can clone base OS• Dev, Test and Production environments

How do you create multiple environments with consistency?

PowerShell!

User TrainingOften the most overlooked requirement for successful rollout!

Training begins as soon as the Dev environment is stood up.

Open for Business

• Open the 2013 site for use• Search crawls 2007 content• New home pages for each department• Links to 2007 site content until migrated

Content Migration

Test migration of content to Test environment– Move IT first – dog food!– Validate the migration test in Test– Use the validated migration to re-migrate to Prod.– Final validation in Production

Customization Migration

Recreate customizations from 2007 that the business needs to carry forwards into 2013

Can be done in parallel to Content Migration

Decommission 2007 and 2010

• Final backup• Turn off VMs• Wait to see if anyone screams “My data!”• Release resources

All done!

ResourcesArchitecture Designs• http://technet.microsoft.com/en-us/sharepoint/fp123594.aspx

Planning Resources• http://technet.microsoft.com/en-us/library/cc261834.aspx• http://jimehrenberg.wordpress.com/2013/07/22/an-oldie-but-a-goodie-sharepoint-2013-version-comparison-chart/• http://sharepointpromag.com/blog/migrating-sharepoint-2007-sharepoint-2013-part-1• http://sharepointpromag.com/blog/migrating-sharepoint-2007-sharepoint-2013-part-2

Governance Resources• http://www.rharbridge.com/?page_id=726• http://kjellsj.blogspot.com/2010/05/sharepoint-governance-part-i-eating.html• http://technet.microsoft.com/en-us/library/ff848257(v=office.14).aspx• http://sharepointtherapist.com/

Install Scripts• http://gallery.technet.microsoft.com/DownloadInstall-SharePoint-e6df9eb8• http://autospinstaller.codeplex.com/• http://

blog.tedpattison.net/Lists/Posts/Post.aspx?List=9d54806e%2D14ca%2D456d%2Da62a%2Db903c9dda841&ID=24&Web=dbc8a5bc%2Dc0d9%2D412c%2D8929%2D177a045a5351

Some Training Resources• http://www.discoversharepoint.com/• http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx• http://www.brainstorminc.com/for-business/train-by-type/quick-start-cards/microsoft/sharepoint/productid/208• http://www.youtube.com/playlist?list=PLCB216CC4ACF9338E

Questions?

Ask now or feel free to contact me later:– @dlairman and @SPointTherapist– jim@adcock.net– http://www.linkedin.com/in/jimadcock– http://SharePointTherapist.com– http://dlairman.wordpress.com