9 22 the path to share point webinar deck

Webinar Series

September 22, 2010

The Path to SharePoint 2010
Presented by:

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Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.

About KMA
o Full-service IT consulting firm established in 1995
o 24 employees: Partner, PM, Analyst, Developer, QA
o Industry expertise and focus: Professional Services, Life Sciences &
Financial Services
o Microsoft technology focus:
• Microsoft Certified Partner since 1995 / Microsoft Gold Certified
Partner since 2004
• Working with SharePoint technologies since 2001
• Specialties in
 Collaboration: Portals, Communities and Content Management
 Insight: Enterprise Search and Business Intelligence
 Productivity: Forms and Office Client Customization, Mekko Graphics (ISV)

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Agenda
• Introductions, background and perspective

• The “Why” of an Upgrade to SharePoint 2010
– Key Benefits/Functional Improvements
– Cloud Deployment Opportunities & Alternatives

• The “What” and the “How”
– Christian Buckley’s 11 Strategies for Migration Planning

• Q&A

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About Today’s Presenters

Mike Gilronan
– Partner at KMA
– 20 years professional services and
technology experience
– Financial background (CPA)
– Certified in project management
(PMP)
– Viewpoint = business decision-maker
– Focus: business development, project
management, knowledge
management
– Bats right, throws right
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About Today’s Presenters
Christian Buckley
• Director of Product Evangelism for Axceler
• echoTechnology, based in Seattle, WA was acquired earlier
this year by Axceler, who are based in Woburn, MA
• Most recently at Microsoft
• Microsoft Managed Services (now BPOS-Dedicated)
• Advertising Operations, ad platform API program
• Prior to Microsoft, was a senior consultant within the
software, supply chain, grid technology, and
telecommunications spaces
• Co-founded and sold a collaboration software company to
Rational Software. Also co-authored 3 books on software
configuration management and defect tracking for Rational
and IBM
• At another startup (E2open), helped design, build, and
deploy a SharePoint-like collaboration platform
(Collaboration Manager), managing a team of PMs to deploy
the solution to numerous high-tech manufacturing
companies, including Hitachi, Matsushita, Solectron,
Seagate, Nortel, Sony, and Cisco
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Why is this presentation important?

• Most content focused on the technical aspects of migration

• Migrations are not so much about the technical act of moving the data
(although very important), but more about the planning that goes into
preparing for the migration

Mike’s focus: Christian’s focus:

The WHY The WHAT and the HOW

Migration strategy slides courtesy of

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Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved.
Twitter hashtag: #kmasp2010

The “Why” of an Upgrade to SharePoint 2010

• User Benefits

• IT Management Benefits

• Developer Benefits

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Twitter hashtag: #kmasp2010 Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved .

User Benefits Ribbon UI
Business Connectivity Services
InfoPath Form Services SharePoint Workspace
External Lists SharePoint Mobile
Workflow Office Client and Office Web App
SharePoint Designer Integration
Visual Studio Standards Support
Sites
API Enhancements
REST/ATOM/RSS
Tagging, Tag Cloud, Ratings
Social Bookmarking
PerformancePoint Services Composites Communities Blogs and Wikis
Excel Services My Sites
Chart Web Part Activity Feeds
Visio Services Profiles and Expertise
Web Analytics Org Browser
SQL Server Integration
PowerPivot Insights Enterprise Content Types
Content
Metadata and Navigation
Document Sets
Social Relevance Multi-stage Disposition
Phonetic Search Search Audio and Video Content Types
Navigation Remote Blob Storage
FAST Integration List Enhancements
Enhanced Pipeline

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IT Management Benefits

• Developer Dashboard
– Empower developers and users
• Integrated Health Analyzer
– Runs when necessary
– Alerts anomalies
– Fixes when it can
• Web Analytics
– User usage
– Resource usage

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Developer Benefits

• Project and Item Templates
– Templates for many SharePoint elements
– Support for sandboxed solutions
• Visual Designers
– Design web parts
– Build Business Data Connectivity (BDC) models
– Create Workflows
• Workflow Enhancements
– Site level workflows
– Templates for association & initiation forms

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This is your technical
migration, i.e. the
physical move of
content and “bits”

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This is the bulk of your
migration – the planning,
reorganization, and
transformation of your
legacy SharePoint
environment

9/22/2010 13

What is migration?

• Microsoft defines migration as three separate activities:

Move Migrate Upgrade
• Use the procedures for • Use the procedures for • Use the procedures for
moving a farm or migrating a farm or upgrading a farm or
components when you components when you components when you
are changing to different are changing to a are changing to a
hardware. For example, different platform or different version of
use these procedures if operating system. For Office SharePoint Server
you move to computers example, use these 2007.
that have faster procedures if you
processors or larger hard change from Microsoft
disks. SQL Server 2005 to SQL
Server 2008.

• The reality is that a single migration may include all three concepts

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What is migration?


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11 strategies you should consider
as part of your migration planning
1. Understand the as-is and to-be environments
2. Conduct proper capacity planning
3. Understand the customizations on your source system
4. Understand the migration schedule
5. Plan for the right kind of migration
6. Plan for file shares
7. Plan for tagging, metadata, and taxonomy
8. Understand centrally managed and decentralized environments
9. Stage your platform for migration
10. Decide where and when to involve the users
11. Determine that your migration is successful


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Strategy #1: Understand as-is
and to-be environments
A migration is an extensive business analyst
activity
• Prior to any system redesign, understand
your environment
goals and purpose:
• What works
• What doesn’t work

• What are the organizational
“must have” requirements

• What are the “nice to
have” features

• Based on these requirements, you need to
model out the “to be” environment


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Strategy #1: Understand as-is
and to-be environments
• Migration is about transforming
your existing system to meet
operational needs.

• It’s as much about retooling current sites
and content as it is about deploying new
technology.

• Don’t just tear down and rebuild if
there’s something to be saved.
Understand what you have to work with,
have a vision for what it should look like,
and move the pieces that should be
moved.


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Strategy #2:
Conduct proper capacity planning
• Understand your current environment:
• Number of users
• Number of sites
• Number of site collections
• Database size
• Geographical needs of your organization (how many sites, what are
their usage patterns)
• Line of business application integration


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Strategy #2:
• Think about your future needs:
• User growth
• Estimates on site creation
• Estimates on database growth
• Security and Search needs


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Strategy #2:
• Map out your:
• Hardware
• Topology
• Performance requirements
• Security requirements
• Scalability
• Disaster recovery
• Business continuity


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Strategy #3: Understand the
customizations on your source system
• What kinds of customizations are on your source system?
• UI design
• Web parts
• Workflows
• Line of business applications
• 3rd party tools
• Custom features
• Site definitions
• Field types
• Custom SharePoint solutions
• Any changes to the file system on your SharePoint servers
• Pre-Upgrade Check provides some of the analysis
• How many of those customizations are
outside of the SharePoint framework?
• Are there any customizations which can
be replaced by out-of-the-box functionality?


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Strategy #4:
Understand the migration schedule
• What are the business drivers, not just the
technology drivers?
• Cost
• Time
• Resources/People

• Do you have a defined project methodology?
• How long per phase, what is moved,
what are the priorities?
• The schedule should be defined only after you understand the future
state, set priorities, and get management buy-in.
• In short, what is the scope?

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Strategy #5:
Plan for the right kind of migration
• Does the migration plan include content, sites, metadata,
and/or solutions?
• Each one brings with it a set of requirements and decisions

• What is the end goal? Is it a straight dump of everything, and
you’ll clean up later, or do you need to restructure?

• Is your strategy the same for various organizations, different
site collections, or farms?


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Strategy #6: Plan for file shares

• Most file shares have become a
dumping ground.

• Is the plan to move
as-is and
decommission old
systems, or is this a
clean up process?

• Are users driving, or is it an
administrative effort?

• Are you planning to apply
metadata and taxonomy?


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Strategy #6: Plan for file shares
• Understand what is
out there

• Who owns the content?

• Does it need to be moved?

• Does it need to be
indexed/searchable?

• Is the folder structure important?

• Do you need to maintain historic
metadata?


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Strategy #7: Plan for tagging,
metadata, and taxonomy
Common Migraines
• Ad-hoc content migration leads to junk in portal
• Legacy content gets migrated slowly, if at all
• Inconsistent taxonomy across farms and site collections
• People author locally - multiplies problems globally
• Authors don’t apply metadata= “shotgun” approach to search OR
Authors apply metadata without common classification = better
search, but worse authoring experience
• Portal lacks high fidelity search
• User can’t find the right content
• As a result, poor portal adoption and low user satisfaction


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Strategy #7: Plan for tagging,
metadata, and taxonomy
• What is your broader strategy Managed
for tagging, metadata and Metadata
taxonomy? Service

• Map out your high level
taxonomy (web applications
and site collections) and Term
schemas (Content Types) Stores

• Understand the as-is and to-
be, and how it relates to your
metadata
Improved
Governance


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Strategy #8: Understand centrally
managed and decentralized environments
CENTRALIZED DECENTRALIZED

• PROS • PROS
• Improves consistency • Requires no planning
• Reduces metadata duplication • Requires little upfront effort
• Easy to update • Works across site collections and
• Easy to support and train on portals
• Allows document-level DIP, • CONS
Workflow, Information Policies, and • Decreases consistency
document templates • Increases metadata duplication
• CONS • Hard to update
• Requires planning • Hard to support and train on
• Requires upfront work • Only allows list-level Workflow,
• Hard to manage across site Information Policies and document
collections and portals templates
• Difficult to reverse


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Strategy #8: Understand centrally
managed and decentralized environments
• Use of services greatly improves concerns over the
decentralized model:
• Services can be centrally managed
• Sites and Site Collections can consume these services, within certain
boundaries

• You still need to understand the administrative impacts

• You need to clearly define roles / service owners

• Define your governance model / change control board


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Strategy #9:
Stage your platform for migration
• Understanding your requirements:
• Hardware / software
• Network
• Virtual environments
• Hosting / datacenter
• Downtime / end user impacts
• Communication
• Location of your teams
• Backup/recovery

• Coordinate your planning with the operations team

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Strategy #10:
Decide where and when to involve users
• This is the most fluid of the strategic considerations, as it really just depends

• At a high-level, end users who participate in the creation of a system are more
likely to accept / support that system once deployed

• Where end users should be involved:
• Creation of use cases
• Creation of as-is documentation
• Prioritization of requirements for to-be environment
• They know their content – let them drive
• File share migrations, or organization
• Taxonomy development
• Metadata assignment
• Signoff on overall project plan


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Strategy #11:
Define what success looks like

• Possible success metrics:
• Target number of end users migrated
• Target number of sites migrated
• Databases migrated
• File shares migrated and decommissioned
• 2010 live, users able to manually migrate their
content


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Axceler: Migration and Administration

• Davinci Migrator for SharePoint 2010
was officially released on 9/15
• Davinci is powerful and revolutionary
for three main reasons:
• First, Davinci lets managers know whether the
migration will succeed before the migration is
done, saving precious time.
• Second, Davinci provides the granular control that
an enterprise needs to prioritize, plan, and execute
a SharePoint migration.
• And third, Davinci provides the deep SharePoint
environmental analysis a migration requires to understand
what’s involved ahead of time.


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Davinci Migrator for SharePoint 2010
• Discover your content The ability to search for
content and sites at the
object table-level, by server or
Quickly create result sets
across all servers
using our query templates
based on the most common
If you know SQL, you can also content and site attributes
create custom queries

Add tables from the object
model, create joins

Select the criteria
Save your queries to
re-run later, or to run
on different servers as
you add them
…and add them to your
View your query results
migration set within
…and even write your own SQL
the Plan tab

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• Plan your migrations
Or you can navigate to the
2003 and 2007 sites to be
migrated in explorer view

Point to the appropriate
destination in 2010

Get a quick estimate based on the
size of your migration set

Query results are added to
your migration set

Once you have defined the sites to be
migrated and their destination, move
to the Migrate tab
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• Migrate based on priorities, and severity of issues found

Before you migrate, view a
pre-migration analysis run
against our rules engine

Davinci takes your migration
set, and allows you to set
Issues arefilters on what isrisk
granular color-coded by to
andmigrated, by source URL
be severity

See exactly where
the problem exists

…and take the
appropriate action
Migrate only the content, web
parts, features, lists, views, and
permissions that you intend to
migrate

…to fix the problems before
you migrate, ensuring your
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• Davinci benefits include:
– Lower risk with SharePoint migrations
– Discover possible problems before migrating
– Improved migration planning
– Determine how long migration will take
– Set migration priorities for flexible, phased migrations
– Perform granular or entire site migrations
– Leverage the broader migration team

• Register for an online Davinci Migrator demo at www.Axceler.com
• A full-featured Davinci trial version is available


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For more information
• Contact Christian Buckley at • Contact Mike Gilronan at:
– mgilronan@kma-llc.net
– cbuck@axceler.com – 781-693-6823
– 425-246-2823 – Twitter: @mikegil
– Twitter: @buckleyplanet
• Additional Resources available:
• Additional Resources available – KMA’s blogs: http://www.kma-
llc.net/insights/Pages/KMABlogs.aspx
– White papers
• The Insider’s Guide to Upgrading – SlideShare:
to http://www.slideshare.net/kmallc
SharePoint 2010
• What to Look for in a SharePoint – Events:
Management Tool • SharePoint Saturday (9/25)
• SPTechCon (10/22-24)
• The Five Secrets to Controlling
Your – Tools/Offerings:
SharePoint Environment • SharePoint HealthCheck
– Tool • SharePoint 2010
Readiness Check
• ReadyPoint (free)

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Questions and Answers

Thank you to our speakers

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In Closing…
• How to get (and share) a copy of today’s slides

• Continue the SharePoint conversation with KMA
Name E-mail Phone

Mike Gilronan Mgilronan [at]kma-llc[dot]net 781.693.6823

Adrian duCille Aducille[at]kma-llc [dot]net 781.693.6813

• Next KMA Insights Webinar:
– 10/20 – SharePoint for Internet Sites

• Feedback/survey

• Thank you!!! http://www.kma-llc.net

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