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 TopJill 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



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About Portal Solutions

3Times selected in Office Early Adopter Program

45Full-time employees, consultants, developers, business analysts, SME

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11 years in business

250+ SharePoint and Office 365 Implementations

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.



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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?

What’s so Difficult?



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What’s so Difficult?

The Slope (complexity of your

technical environment)

= Level of Effort and Complexit

y

The Rock (alignment between IT and the Business)



Failure to Fully Scope the Effort1Failure to Budget for All Activities2No Buy-In from Stakeholders3Content is Not Cleaned or Enhanced

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WHY MIGRATIONS FAIL

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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



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In our humble experience…

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Uninspired ScopeThe 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

Why bother migrating? Portal Solutions, LLC | Phone: (240)

450-2166© 2015 Portal Solutions, LLC

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Migrations are the Riskiest thing we doWhere ever you come from, it is a different system!

There are many opportunities though• Reduce complexity• Improve user experience• Enhance productivity• Improve compliance



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 infrastructur

e

Expand usage of SP

to other business

units


Redesign IA



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


Redesign IA



farms

Implement records

management



17

Recommended Path for a Successful Migration1. Understand the business need/governance2. Inventory Audit of current environment3. Design/Implement future technical infrastructure4. Design/Implement business requirements and user experience5. Create Change Management/Migration Plan6. Implement Change Management/Migration

a. Branding deploymentb. User Trainingc. Pilot Migrationd. Full Content Migratione. Customization/Application Migration

7. Decommission of original environmentPortal Solutions, LLC | Phone: (240) 450-2166


Understanding Your Environment

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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

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) .



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Don’t Forget Social ContentAcross SharePoint version or from external technologies• Profiles• Personal Sites

Content Files

• Communities



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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)



http://www.metalogix.com/Resources/Promotions/Migration-Expert/Migration-Expert-Download.aspx

http://www.jam-software.com/treesize/

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Inventory Analysis



How?

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InfrastructureEnvironment

• 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

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InfrastructureHealth

• 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

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InfrastructureCentral 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

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FunctionalityManual 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)

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FunctionalityPass/ 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

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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



Thank you Benjamin Nauilinhttp://en.share-gate.com/blog/not-working-after-sharepoint-migration-to-2013

http://en.share-gate.com/blog/not-working-after-sharepoint-migration-to-2013



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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



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Choose wisely.

Which migration approach is

right?

Manual

DATABASE UPGRADE

THIRD PARTY SOLUTIONS

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 Scripting

Manual Migration

On-Prem Hosted On-

Prem Hosted O365On-Prem Hosted O365



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36

UPDATE

New Migration API Overview: Migrating over Internet/WANSharePoint Online/OneDrive For Business (OD4B) Final DestinationFile Share,

SharePoint On-Prem,Potentially any other Data Source.

On-Premises SharePoint

Long distance between on-premises and Office 365



New Migration API Overview: Migration Tools using New API

Copy Site Collection /Site/List

File Share,SharePoint On-Prem,Potentially any other Data Source.

1. Read List details from source

2. Write List to target

On-Premises SharePoint

Package1. Create Package of

100+ items2. 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/ODBFinal Destination

Pull from Azure Azure

Temporary Storage

Items packaged,

pushed-> in batches



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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?



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Change in focus of Migrations: Migrating ExchangeEven 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 Portal Solutions, LLC | Phone: (240) 450-2166


Vendor EvaluationMetalogix Content Matrix

Metalogix Essentials for O365

Sharegate AvePoint DocAve

Bit Titan

User InterfaceReorganize during migrationSet up migration rules or bulk transfer Create new metadataRetain and migrate existing metadataContent mappingChange roll backsClient InstallPricing ModelExchangeOne Drive for Business

Align requirements with the right tool for your migration



test …. Test ….

TEST

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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

Beware: 2007 Non-Publishing default.aspx pages stored outside of file structure.



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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

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Migration with a Tool - Jobs

Example of jobs output from Content Matrix



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

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Planning and budgeting migrations that work

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Recommended Path for a Successful Migration1. Understand the business need/governance2. Inventory Audit of current environment3. Design/Implement future technical infrastructure4. Design/Implement business requirements and user experience5. Create Change Management/Migration Plan6. Implement Change Management/Migration

a. Branding deploymentb. User Trainingc. Pilot Migrationd. Full Content Migratione. Customization/Application Migration

7. Decommission of original environmentPortal Solutions, LLC | Phone: (240) 450-2166


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Scheduling your Migration

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Two major approaches to migration scheduling

Cutover Migration

The Idea: Migrate everything and turn off the old system when you start to use the newBenefits: • Convert all users to the new system• Minimize duplication• Enforce change management and adoptionRisks: • 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 overBenefits:• Onboard groups in small batches• Gradual change management• Feedback loop can support easier adoptionRisks:• Could never finish• Large risk for duplication• Users could resist change• Content authenticity/system authenticity could

be questioned

Big Bang! Living in

two

housesor



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Migration Prep Migration

Test Migratio

n

Site Build Out

Inventory

Redesign

Content

Clean Up

Migrate

Redesign

Cutover Migration

Cuto

ver/T

rain

ing

NOTE: Most of the advice in this presentation is for a Cutover structure

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Inventory

Redesign & Test Migrati

on

Content Mappin

g

Migrate

Training

Support Both

Platforms

Retire Old

System

Gradual Migration

Gradual migrations can work, but you must deeply understand usage of the system

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Who Needs to be Involved?Role ResponsibilitiesProject Sponsor Pays the bills, Defines scope/motivation, Gives a deadline for completion, could be

Business or IT, best if combination of bothProject Manager Coordinator of all the moving partsIT Infrastructure Manages user authentication, technical infrastructure and architecture for the to-be

system, supports migration through usage of a migration toolIT 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

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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



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A Realistic Schedule

• Be realistic about risks and challenges

Inventory Content Clean Up

SP 2013 Config & Test

MigrationMigration

IA and Redesign

TestingUser

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



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Sample Project Schedule

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Time for everyone to benefit

58

What’s in it for me? What do these folks have to gain by this migration? • Business

Stakeholder Power User

• IT Developer Admin

NOT THE SPECIFIC DETAILS OF YOUR ENVIRONMENT

An Informal Survey



59

Without buy-in, migration is lonely

Business IT



60Sample Change Management and Governance Initial Planning

Communication

TrainingFeedback

Governance

Change Management



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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

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

GovernTo 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 Support

SharePoint 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

TrainerUsers

Document Categorization

How to classify documents with metadata

TrainerUsers

New site creation How to request new sites are created

Project ManagerAdministratorSite Owner

Support How to request support. Portal Project ManagerAdministratorUsers

User Training Onboarding Procedure Trainer

Deployment Procedure

How to request new features, web part, applications

Project ManagerIT Dev Team

Policies & Procedures

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Flexible

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

Reco

rdTe

mpo

rar y

Type

of C

onte

nt

Instant Message

E-Mail

Social

Team Sites/ ExtranetOnline Storage

Intranet

Records Management

Individual Team EnterpriseAudience

Current

67

Integrated

People Policies & Procedures

68

TAKE ADVANTAGE OF YOU’RE EFFORT

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“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

70

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

Garbage… Garbage…



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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

Beware: The time it takes to perform this step is almost always underestimated. Add time to your original estimate.



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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

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



73

Content Clean Up with Content Owners

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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?



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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?



76

Restructure Information ArchitectureContent

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 contentBeware:

Beware of lack of control of URLs in O365

Defining a new look and feel – Wireframes



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A New Look and Feel



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?



80

Content Mapping



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Content Mapping

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



QUESTIONS

THANK YOU @jhcherryblossom – [email protected]@collabadam – [email protected]

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 Businesshttp://www.metalogix.com/Products/Drive2Office365.aspx

http://www.metalogix.com/Products/Drive2Office365.aspx

4 - Develop an Information Architecture (IA)

Evaluate current business processConsider existing site structuresDepartmental/team reorganizationPublishing 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 migrationwww.metalogix.com/products/Content-Matrix.aspx & www.metalogix.com/products/ControlPoint.aspx

http://www.metalogix.com/products/Content-Matrix.aspx

http://www.metalogix.com/products/ControlPoint.aspx

5 - Assess Your Migration Options

3rd Party Tools?

Out of the Box?

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 versionhttp://www.metalogix.com/Blog/Blog-Article/13-02-11/Yes_You_Can_Move_Straight_From_SharePoint_2007_to_Sha

rePoint_2013.aspx

http://www.metalogix.com/Blog/Blog-Article/13-02-11/Yes_You_Can_Move_Straight_From_SharePoint_2007_to_SharePoint_2013.aspx

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 Server3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)4. Service Application DBs upgraded5. 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 Server3. Content DBs upgraded (but not site collections – remain in 2010 “mode”)4. Service Application DBs upgraded5. 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 eachRemove excess versions of documents to increase speed• Either Manually or Programmatically

Remove unused templates, features and web parts• Stsadm commands to identify current use

The OOTB – Where It Can Go Wrong Potential Database

IssuesSites 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)

The OOTB – Where It Can Go Wrong

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 DBReorganization, 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

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