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SharePoint Migration-What you need to know

A migration to SharePoint is not an easy task and requires extensive and thorough planning to ensure success. This session walks you through all the necessary planning activities and provides established best-practices and recommendation to ensure, your migration planning and migration are efficient and successful.

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SharePoint Migration-What you need to know

  1. 1. SharePoint Migrations What you need to know to plan your migration to the cloud Oliver Wirkus (MVP) Sr. Consultant at DevFacto Oliver.Wirkus@devfacto.com Calgary, Nov. 2nd, 2019
  2. 2. AGENDA What are we going to cover today? Migration Preparation Migration POC/Pilot Migration Execution Post Migration Summary Questions
  3. 3. THE MIGRATION MATRIX What are the most popular migration paths? SharePoint on premises (2007, 2010, 2013, 2016) SharePoint on premises (2016, 2019) Office 365 SharePoint Online Corporate file-shares, network drives or other cloud storage providers
  4. 4. MIGRATION ACTIVITIES High-Level list of activities which are needed in almost any migration Post-Migration Activities Migration Execution Migration Preparation Migration POC Pre-Migration Activities
  5. 5. PRE- MIGRATION ACTIVITIES
  6. 6. PRE-MIGRATION ACTIVITIES Migration team – Ideal roles and responsibilities • Migration Lead • Responsible for managing the migration team, planning tasks and scheduling meetings • Project Manager • Responsible for managing the project plan and all related activities • Information Architect • Responsible for creating the Information Architecture in the target environment • Site Owners(s) • Owners of the sites which have been created during the Information Architecture phase • Migration Expert(s) • Responsible for migrating content to the target environment • Communication Expert • Responsible for all communications related to the migration • Technical Trainer(s) • Responsible for providing tailored training to the migration team and users • Support Expert • Member of the corporate help desk • Adoption Expert • Member of a team preparing a related Adoption Campaign
  7. 7. PRE-MIGRATION ACTIVITIES Perform Assessments – You need to know what to migrate Content-Assessment • Content and document assessment • (Custom) Solution Assessment • (Custom) Workflow Assessment • Content Clean-up • Solution Modernization • Workflow Modernization Permissions Assessment • Assessment of current permissions • Review permissions with Content Owners or Department/Team leads • Create a new Permission Structure tailored to the target environment File/Folder Structure Assessment • Assess folder nesting • Assess folder structure and number of files • If needed, work with departments (corporate entity) on reducing complexity Metadata Identification • Extract metadata from filenames, folder names and structure • Work with departments (corporate entities) on a fundamental set of Managed Metadata and Content-Types Owner Assessment • Verify that all corporate documents are assigned to an existing owner • Reassign owners if possible • Involve owners in Content Clean-up
  8. 8. APP / SOLUTION MODERNIZATION Solution and Workflow Modernization – A high level overview of your options App Modernization – What you need to know before planning a migration to Office 365 Business Application using Server- side code SharePoint-hosted Add-in using client-side code only Provider-hosted Add-in using client-side code for UI/UX and (external) Server-side code for Business Logic Azure-hosted application using Azure infrastructure and Azure services (PaaS)
  9. 9. APP / SOLUTION MODERNIZATION These are the services which make Microsoft Azure a powerful platform for LOB applications Web Apps Mobile Apps API Management API Apps Logic Apps Notification Hubs Content Delivery Network (CDN) Media Services HDInsight Machine Learning Stream Analytics Data Factory Event Hubs Mobile Engagement Biztalk Services Hybrid Connections Service Bus Storage Queues Backup StorSimple Site Recovery Import/Export SQL Database DocumentDB Redis Cache Search Tables SQL Data Warehouse Azure AD Connect Health AD Privileged Identity Mngt Operational Insights Cloud Services Batch Remote App Service Fabric Visual Studio Application Insights Azure SDK Team Project Active Directory Multi-Factor Authentication Automation Portal Key Vault Store / Marketplace VM Image Gallery & VM Depot SECURITY & MANAGEMENT PLATFORM SERVICES HYBRID OPERATIONS
  10. 10. TARGET ENVIRONMENT READINESS High-Level list of activities to prepare your new target environment Target Environment Structure • Build the Information Architecture in the target environment Target Environment Permission • Apply at least a fundamental set of permissions to the sites in the target environment Target Environment Configuration • Apply at least a fundamental configuration to the target environment •Target Environment Customization • If any kind of customization (branding) is needed, apply it to the target environment •Target Environment Review • Review the target environment to ensure it is ready for the migration
  11. 11. MIGRATION POC
  12. 12. MIGRATION POC High-Level list of activities to verify if you are ready for the migration Source Folder/Site Preparation • Pick a medium-complexity folder/site in the source environment and ensure it’s cleaned up •POC Target Environment Preparation • Ensure that the target environment is prepared and set up properly for the Migration POC •Success Criteria • Define tailored success criteria to be able to verify if the Migration POC process was successful POC Execution • Execute the Migration POC and utilize any Pre-Migration Check functionality (if applicable) •Post POC Activities • Review the POC, identify areas of improvements and enhance/update the migration plan
  13. 13. MIGRATION PREPARATION
  14. 14. MIGRATION PREPARATION High-Level list of activities to ensure ‘Migration Readiness’ Communication Plan • Establish a communication plan which is tailored to the target audience Migration Approach • Work with the team and the departments to select and configure a tailored migration approach •Migration Plan • Work with the team to create / update a detailed migration plan (don’t be too tight) Success Criteria • Define success criteria to be able to determine if the migration was successful Confirm Migration Readiness • Ensure that roles and responsibilities are clear and that the team is ready for the migration
  15. 15. MIGRATION APPROACHES There is no ‘one fits all’ approach – choose the approach which best meets your requirements All-at-Once • The migration is performed as a single action, often during a weekend. The source environment is locked down, content is migrated to the target environment completely, migrated content is verified, and users will be switched to the new environment completely Phased Migration • The migration is performed in tranches or multiple steps. The basic process is the same as explained in the ‘All-at-once migration’ section. The main difference is that there will be multiple sub migrations which are used to migrate only a subset of the data and/or documents to the new environment. Delta Migration • A Delta migration is almost the same as the All-at-once migration, except the lock- down of the source environment. In this approach, the source environment isn’t locked down, which means that users can continue to work within the source environment while data and documents are migrated
  16. 16. MIGRATION EXECUTION
  17. 17. MIGRATION High-level list of activities to be performed during the migration Communication Plan • Establish a communication plan which is tailored to the target audience Source Environment Readiness • Ensure that the Source Environment in prepared for the migration (e.g. lockdown, availability, …) •Double-check with global IT Department • Confirm migration schedule with global IT department, ensure they are ready to assist if needed Perform Migration • Perform the migration as outlined in the Migration Plan Progress Monitoring • Monitor the migration progress based on the timelines outlined in the Migration Plan (optional)
  18. 18. POST- MIGRATION
  19. 19. POST-MIGRATION Actions and activities to be performed after the migration Communication Plan • Establish a communication plan which is tailored to the target audience Content Verification • Review migration reports and involve departments in verifying documents (picked randomly) •Confirm Success • Check against Success Criteria to verify if the migration was successful Sign-off with the IT Department • As IT is responsible for managing the target environment, a sign-off is considered mandatory Health and Usage Monitoring • Monitor health and usage for a couple of months to ensure there are no long-term issues
  20. 20. SUMMARY SharePoint Migrations require thoughtful planning, but are manageable if executed professionally 1. Thoughtful planning and collaboration are crucial for a successful migration 2. Try to avoid lift’n’shift migrations! A modernized and tailored structure in the target environment is a great opportunity for enhancements 3. Migrations to SharePoint Online offer broad opportunities to modernize your LOB applications 4. User Adoption and Change Management are another important factor and should not be neglected.
  21. 21. TIME FOR YOUR QUESTIONS Thank you very much for attending my session Oliver Wirkus (MVP) Sr. Consultant at DevFacto Oliver.Wirkus@devfacto.com
  22. 22. 22 | SharePoint Saturday Calgary Sponsors  Special Thanks:
  23. 23. 23 | SharePoint Saturday Calgary Housekeeping    

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A migration to SharePoint is not an easy task and requires extensive and thorough planning to ensure success. This session walks you through all the necessary planning activities and provides established best-practices and recommendation to ensure, your migration planning and migration are efficient and successful.

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