Cincinnati's version of SharePoint Saturday, on a Friday before Halloween Our SharePoint environment is a lot like many others – a SharePoint 2007 implementation that was used more as a file dump than a collaboration space. With minimal user adoption, we were never quite ready to implement 2010, with a pilot SharePoint 2010 implementation stalled out of the gate. In the meantime, some content was put on Box and other services to address external collaboration needs. Business users needed more relevant search results, content databases had grown uncomfortably large, and access controls had become spaghetti. Fortunately, site sprawl wasn’t too bad… except that the reason for that was the low adoption. SharePoint 2013 arrived to a perfect storm – business and technology needs to be addressed, content that needs to be brought back in-house, and user adoption that needs to be improved. Time to upgrade! See how we approached the upgrade, the issues than needed to be addressed, and the questions that needed to be answered.

1. Movin’ On Up
A SharePoint 2013 Migration Case Study

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3. ShareFriday Mobile Site
• https://spfcinci.eventschedule.io/mobile
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4. Jim Adcock, The SharePoint Therapist
Solutions Architect
Focal Point Solutions
http://dlairman.wordpress.com
http://SharePointTherapist.com
@dlairman
Focused on Governance, User Adoption, Business Process Automation
Vice President
Launch Pad Job Club
Fridays at 10:00 am

5. Movin’ On Up

6. 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 Clients

7. • 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 Environment

8. • SharePoint 2013
• On-premises
• Unified environment
The Goal

9. • 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)
Business Drivers

10. • 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
Proposed Solution

11. • 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!)
Challenges

12. Anyone know what this is?

13. User’s view of SharePoint

14. 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 licensing 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
Saving (Est.): $ 64,800
Potential Wins

15. Choices:
• Retired
• Replaced w/ other (non-SharePoint)
solutions
• Replaced using OOTB SP2013 features
• Must be rebuilt with the App model
Legacy SharePoint Customizations

16. Use SharePoint

17. 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.
The Plan

18. • Engage the users!
• Determine Governance
• Determine Architecture
• Install Servers and Software
• Configure 2013 Environment
• User Training
• Content Migration
• Application Migration
• Decommission 2007 and 2010
To Do

19. Contest: Name SharePoint!
$50 prize!
Nearly 1/3 of users
participated!
52 Suggestions
94 Votes in 1st round, 125 in
2nd
Survey: What do you like/hate
about the current system?
25
15
5
5
4
4
User Engagement

20. Because that’s
a good idea,
right?
#sharepointallthethings

21. • Identify Key Stakeholders
• Project Kickoff Meeting
• Vision and Goals
• Decisions List
These decisions feed into
Architecture design
Governance

22. Governance & Architecture

23. Recommended Architecture

24. MAKE IT BETTER!
INTRANET MIGRATION TO SHAREPOINT 2013
Upgrade project kickoff meeting with key stakeholders
(Presentation Rough Draft)

25. 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!

26. 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.

27. MOST IMPORTANT…
We are trying to make work easier for you.

28. 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.

29. 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.

30. WHY SHAREPOINT?
Provides a secure place to store documents
• Always backed up
• Always available (cloud!)
• Version control
• Access control
• Alerts – stay informed of changes!

31. WHY SHAREPOINT?
Workflow automates business processes
Spend less time managing processes and more time accomplishing things!

32. WHY SHAREPOINT?
Empower users – get IT out of the way of business!

33. WHY SHAREPOINT?
PC Network Share SharePoint
Backup
Availability
Version Control
Access Control
Workflow
Alerts

34. 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?!?!?

35. A FEW CHANGES…

36. 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.

37. 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?

38. 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

39. 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

40. 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

41. MAKE USERS HAPPIER
• Easier to use
• More effective, giving you time to spend on things that matter!

42. 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!)

43. 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

44. InScope
OutofScope
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

45. • Virtualized environment, can
clone base OS
• Dev, Test and Production
environments
How do you create multiple environments with
consistency?
Install the Servers

46. PowerShell!

47. Often the most overlooked
requirement for successful
rollout!
Training begins as soon as the
Dev environment is stood up.
User Training

48. • Open the 2013 site for use
• Search crawls 2007 content
• New home pages for each
department
• Links to 2007 site content until
migrated
Open for Business

49. 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
Content Migration

50. • Recreate customizations from
2007 that the business needs to
carry forward into 2013
• Can be done in parallel to Content
Migration
Customization Migration

51. • Final backup
• Turn off VMs
• Wait to see if anyone screams “My
data!”
• Release resources
All done!
Decommission 2007 and 2010

52. The Best-Laid Plans
• That, and a five dollar bill will get you a
cup of coffee at Starbucks.

53. 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%2
D177a045a5351
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
Resources

54. Your SharePoint 2007 Migration site
This link allows you to download a .stp file that you can load into your SharePoint 2007 environment as a
site template
Resources

55. 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
Questions?