Themigrationchroniclesspsbend

The SharePoint Online
Migration Chronicles
A Journey from 2007 to SPO
SharePoint Saturday Bend
info@CSGpro.com | 503 292-0859

Your Presenter
• Fernando R. Melo
• Senior SharePoint Consultant CSGPRO
• 14 Years System Engineering
• 8 Years SharePoint Admin/Architect
• Trainer SPAdmin SP PowerUser
• SharePointDojo.wordpress.com
2

CSG Pro is headquartered in Portland, Oregon, and also maintains a presence in
Boise, Idaho. With over twenty years of history in portals & collaboration, analytics
and application development, our commitment to excellence to our clients in the
Pacific Northwest, and throughout the country remains steadfast. CSG is one of a
small number of Managed Gold Certified Partners in this region. This distinguishes us
in the Microsoft partner community.
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About CSG Pro
www.csgpro.com | info@csgpro.com | (503) 292-0859

Agenda
• Let’s talk a bit about SharePoint
• Why the cloud?
• The road to the cloud.
– Real world scenario
– How to get to the cloud
– Lessons learned
4

Why are you listening to me?
• Find that recipe for successful
SharePoint migration and as a bonus
side effect, cleanup.
• Avoid hidden pitfalls.
• Embrace the cloud.
5

What’s in it for you?
• Save money
• Save Time
• Sanity
• Save Unicorns – if you believe in such
things.
6

What is SharePoint?
• Not a file share, but better.
• It’s a Framework/platform/intranet/website.
• It’s Search
• It centralizes information
• It’s workflow automation
• It’s social too.
7

SharePoint is HUGE!
• You know why SharePoint is so huge?
– It brings order to chaos (most of the time).
– When it becomes unruly, it is still in a box.
– It is the ultimate tool of possible
efficiencies.
8

Common SharePoint Complaints
• SharePoint is too big to migrate
• Growth is out of control
• Our SharePoint guru left to be a consultant
and is making tons of money at it.
• It’s too expensive
• It’s working just fine
• We don’t have the man hours
• It’s end of the month accounting close
9

The cloud is here and it is here to stay
10

Why SharePoint Online?
• Simplified Deployment
– Allocate resources towards driving business value rather than
maintaining infrastructure
• Predictability
– Easier to forecast cost of platform
• Faster Updates
– SharePoint Online updated before on-premises
– 90 day release cycles
• Integration
– Exchange, Lync, Project, Dynamics
11

More Why…
• Agility
– Faster solution delivery.
– Faster response to change in business demand and direction.
– Transparent scalability
• Focus
– Less underlying IT infrastructure
– IT resource redeployment
• Focus on new applications
• Tackle the “next ten projects”
• Line of Business enablement
• Economics
– Lower delivery costs
12

SharePoint Online Concerns
• Lack of Control
– Cannot deploy full-trust solutions
– Cannot opt-out of updates
• Lack of Flexibility
– Not all features are available
– Less control of Web Applications and Site Collections
• Regulations
– Compliance, data sovereignty
• Data Loss
– No access to data without connection
• Migration
– Cost of migrating customization
– Integration with LOB systems
13

Boundaries
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What you can’t do
• No access to ULS logs or backend
• Can’t troubleshoot.
• Updates could cause erratic behavior
15

The Scenario
• 2000+ Employee Fortune 500 company
• Regionally dispersed
• SP 2007 w/ SP1on 7 year old HP servers
• 2 400 gb content databases
• SQL backups nightly
• Fab 40 templates
• Custom code on web pages
• Item level security
• Broken inheritance everywhere
• Custom and OOB workflows
• No limits on versions
– 1 document had 247 versions
16

5 Most Common SP Migration
Headaches
• Failure to Define policies and procedures
• Not using security best practices
• Failure to audit
• Not monitoring security settings
• Not giving Admins and users proper
permissions
17

SharePoint Online Golden
Nuggets
• Storage
– 10 gb per user uploads
– 500 mb per enterprise user
– 5 tb per company
• Site Collection Quotas
– 100 gb
• My Site Storage Allocation
– 500 mb
• Site Collections per Tenant
– 300 SC
18

Traditional Thinking
19
Migrate Archive Delete

Action Oriented
20
Delete Archive Migrate

Redirect IIS
• Use Redirect Web Part from CodePlex
– Support regular expressions
21

The Dreaded 5000 item Limit
• It is a hard limit
• Error message
• Filters and Views
22

Bandwidth
• The migration process if bandwidth
intensive.
• We found that on average it took a 5
days to migrate 60 gb of data
23

Large Files and Versions
• Large files with lots of versions will be a
considerable bottleneck
• In most cases you do not need 47
versions of the file.
• Setup a maximum number of versions
– Microsoft recommends 3.
– I recommend 5 depending on the type of file
24

Information Policies
• One of the least used features in
SharePoint.
• Consider using them to set content
expiration, archiving or even deleting files
automatically based a set of criteria.
• Document retention can be challenging,
but not doing anything at all invites
chaos.
25

Workflows
• Workflow history
– Will dissociate from tasks after 60 days
– 5000 item limit in full effect
– No way to throttle
• Microsoft did not intend workflow history
to be an audit trail
• Use Audit log events
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Solutions
• Create Filtered Views
• Enable and Use metadata navigation
– After metadata navigation is enabled, the
list's contents will become available. (KB
2759051) We recommended that you then
reduce the list's contents to less than 5,000
items.
• Indexed columns
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What to do about workflow
history?
• Pray compliance doesn’t check
• Create permanent auditable workflow history
trails using SharePoint lists and or InfoPath
• Use a custom workflow using SharePoint
Designer to copy items from the above step
• Enable Auditing Reports
• There is an export to excel feature you can
use, but it is pretty messy
28

Production Environment
Considerations
• Migrating causes an impact to
Production Farm
• Copying database object requires
memory
• Use a dev environment instead
29

The tools
• Metavis Migrator
• ShareGate
• Metalogics
• Doc Ave
30

MetaVis Migrator
• Simple tree view interface
• Right click copy and paste sites,
libraries and items to new location
• Does not need to be installed on the
SP Server
• Amazing customer support
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Issues Encountered
• Will migrate SP 2007 pages and add them
to the root of the site.
• Workflows are an issue for all tools.
• Custom code not supported
• Make sure you know what you want to
migrate. Only migrate what you need
• Migrate Site and Site Permissions first, then
content
35

Lessons Learned
• Focus on users
• Governance needs to be a priority
• Clarify Security
• Implement Information Management
Policies to avoid data hoarding.
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Thank You!
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Themigrationchroniclesspsbend

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