Movin’ On Up
A SharePoint 2013
Migration Case Study
Houston SharePoint User Group
February 19, 2014
Jim Adcock, The SharePoint Therapist
Director, Enterprise Development
Dynamic Systems
http://dlairman.wordpress.com
http://SharePointTherapist.com
@dlairman
Focused on Governance, User Adoption, Business Process Automation
Thursdays at 11:30 am
Fridays at 10:00 am
The Clients
A nearly century-old construction company
(slow to make changes)
A 40 year old construction company
(with many of its employees dating back to the company’s
founding)
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
External services (some approved, some not)
Box, Dropbox, etc.
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! (Intentionally designed to mirror the old paper
document storage)
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
Users not happy with current SharePoint environment
(Therefore SharePoint sucks!)
Anyone know what this is?
User’s view of SharePoint
Potential Wins
Once the migration is complete:
Resources dedicated to supporting the two older environments
can be reclaimed
Costs of the cloud environment and approved third-party cloud
services eliminated
SP2013 costs less than SP2010, skipping 2010 makes sense
Example 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
$
64,800
Saving (Est.):
Choices:
Legacy SharePoint
Customizations
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
Engage the users!
Determine Governance
Determine Architecture
Install Servers and Software
Configure 2013 Environment
User Training
Content Migration
Application Migration
Decommission 2007 and 2010
User Engagement
Contest: Name SharePoint!
$50 prize!
Nearly 1/3 of users participated!
52 Suggestions
94 Votes in 1st round, 125 in 2nd
25
15
5
5
Survey: What do you like/hate
about the current system?
4
4
#sharepointallthethings
Because that’s a good idea, right?
Governance
Identify Key Stakeholders
Project Kickoff Meeting
Vision and Goals
Decisions List
These decisions feed into Architecture design
Governance & Architecture
Recommended Architecture
Upgrade project kickoff meeting with key stakeholders (Presentation Rough
Draft)
MAKE IT BETTER!
INTRANET MIGRATION TO SHAREPOINT 2013
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
Backup
Availability
Version Control
Access Control
Workflow
Alerts
Network Share
SharePoint
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
Out of Scope
In 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 Training
Often 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 forward 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!
Resources
Architecture 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%2D17
7a045a5351
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