11 Strategic Considerations & Davinci Demo
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The document outlines 11 strategic considerations for SharePoint migrations, emphasizing the importance of planning over the technical aspects of data transfer. Key strategies include understanding existing environments, conducting capacity planning, and involving users in the migration process to ensure success. Additionally, it introduces the DaVinci migrator tool, which offers detailed environmental analysis and control during the migration to SharePoint 2010.
11 Strategic Considerations & Davinci Demo
- 1. 11 Strategic Considerationsfor SharePoint Migrations, and Davinci Migrator DemoChristian [email protected]@buckleyPLANETSharePoint Saturday San DiegoFebruary 26th, 2011
- 2. My BackgroundChristian Buckley, Director of Product Evangelism at AxcelerMost recently at Microsoft
- 3. Microsoft Managed Services (now BPOS-Dedicated)
- 4. Advertising Operations, ad platform API program
- 5. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
- 6. 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
- 7. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
- 8. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversaryAxceler OverviewImproving Collaboration for 16+ YearsMission: To enable enterprises to simplify, optimize, and secure their collaborative platformsDelivered award-winning administration and migration software since 1994Over 2,000 global customersDramatically improve the management of SharePointInnovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownershipFocus on solving specific SharePoint problems (Administration & Migration)Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends
- 9. Most content focused on the technical aspects of migrationMigrations 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 migrationWhy is this presentation important?
- 10. This is your technical migration, i.e. the physical move of content and “bits”
- 11. This is the bulk of your migration – the planning, reorganization, and transformation of your legacy SharePoint environment
- 12. Microsoft defines migration as three separate activities:The reality is that a single migration may include all three conceptsWhat is migration?
- 13. What is migration?Moving to the latest, greatest platformTransforming what you did with 2003/2007 to meet your organizational vision
- 14. Why migrations are difficult:
- 15. What are the Microsoft options?
- 18. 11 strategies you should consider as part of your migration planningUnderstand the as-is and to-be environmentsConduct proper capacity planning Understand the customizations on your source systemUnderstand the migration schedulePlan for the right kind of migrationPlan for file shares Plan for tagging, metadata, and taxonomy Understand centrally managed and decentralized environments Stage your platform for migration Decide where and when to involve the usersDetermine that your migration is successful
- 19. A migration is an extensive business analyst activityPrior to any system redesign, understand your environment goals and purpose:
- 20. Based on these requirements, you need to model out the “to be” environmentStrategy #1: Understand as-is and to-be environmentsWhat works
- 22. What are the organizational “must have” requirements
- 23. What are the “nice to have” featuresWhat is your goal?What is your mission statement (Just kidding)What are you key use cases?What are your priorities?Strategy #1: Understand as-is and to-be environments
- 24. Migration is about transforming your existing system to meet operational needs.
- 25. It’s as much about retooling current sites and content as it is about deploying new technology
- 26. 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 movedStrategy #1: Understand as-is and to-be environments
- 27. Understand your current environment:Number of users
- 28. Number of sites
- 29. Number of site collections
- 30. Database size
- 31. Geographical needs of your organization (how many sites, what are their usage patterns)
- 32. Line of business application integrationStrategy #2: Conduct proper capacity planning
- 33. Think about your future needs:User growth
- 34. Estimates on site creation
- 35. Estimates on database growth
- 36. Security and Search needsStrategy #2: Conduct proper capacity planning
- 38. Topology
- 41. Scalability
- 43. Business continuityStrategy #2: Conduct proper capacity planning
- 44. Pre-Upgrade Check provides some of the analysis:Searches content sources and start addresses
- 45. Outlines Office Server topology
- 46. Identifies servers in the current farm
- 47. Lists SharePoint version and list of components running in the farm
- 48. Outlines supported upgrade types
- 49. Provides Site Definition and Feature information
- 50. Details language pack information
- 51. Identifies Alternate Access Mappings that will need to be recreated
- 52. Outlines Customized List Views (these will not be upgraded)
- 53. Outlines Customized Field Types (these will not be upgraded)
- 54. Identifies WSS Search topology
- 55. Provides list of Content Databases and SQL server locationStrategy #3: Understand the customizations on your source systemJoel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate
- 57. What kinds of customizations are on your source system?
- 58. UI design
- 59. Web parts
- 60. Workflows
- 61. Line of business applications
- 62. 3rd party tools
- 63. Custom features
- 64. Site definitions
- 65. Field types
- 67. Any changes to the file system on your SharePoint servers
- 68. Pre-Upgrade Check provides some of the analysis
- 69. How many of those customizations are outside of the SharePoint framework?
- 70. Are there any customizations which can be replaced by out-of-the-box functionality?Strategy #3: Understand the customizations on your source system
- 71. What are the business drivers, not just the technology drivers?
- 72. Cost
- 73. Time
- 74. Resources/People
- 75. Do you have a defined project methodology?
- 76. How long per phase, what is moved, what are the priorities?
- 77. The schedule should be defined only after you understand the future state, set priorities, and get management buy-in.
- 78. In short, what is the scope?Strategy #4:Understand the migration schedule
- 79. Does the migration plan include content, sites, metadata, and/or solutions?
- 80. Each one brings with it a set of requirements and decisions
- 81. What is the end goal? Is it a straight dump of everything, and you’ll clean up later, or do you need to restructure?
- 82. Is your strategy the same for various organizations, different site collections, or farms?Strategy #5:Plan for the right kind of migration
- 83. Most file shares have become a dumping ground.
- 84. Is the plan to move as-is and decommission old systems, or is this a clean up process?
- 85. Are users driving, or is it an administrative effort?
- 86. Are you planning to apply metadata and taxonomy?Strategy #6: Plan for file shares
- 87. Understand what is out there
- 88. Who owns the content?
- 89. Does it need to be moved?
- 90. Does it need to be indexed/searchable?
- 91. Is the folder structure important?
- 92. Do you need to maintain historic metadata?Strategy #6: Plan for file shares
- 93. Users generally have three options: Move content, as-is, into SharePoint and clean up there
- 94. Clean and organize content first, then move to a new structure in SharePoint
- 95. Migrate content in waves, using the iterations to sort through and organize your content while in transit, moving some content as-is, reorganizing and transforming othersTo be honest, option 3 is very difficult to manage in SharePoint, but 3rd party tools do a great job here Strategy #6: Plan for file shares
- 96. Strategy #7: Plan for tagging, metadata, and taxonomyIn Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”“Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.”Wikipedia.org
- 97. Strategy #7: Plan for tagging, metadata, and taxonomyCommon MigrainesAd-hoc content migration leads to junk in portal
- 98. Legacy content gets migrated slowly, if at all
- 99. Inconsistent taxonomy across farms and site collections
- 100. People author locally - multiplies problems globally
- 101. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
- 102. Portal lacks high fidelity search
- 103. User can’t find the right content
- 104. As a result, poor portal adoption and low user satisfactionStrategy #7: Plan for tagging, metadata, and taxonomyWhat is your broader strategy for tagging, metadata and taxonomy? Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)Understand the as-is and to-be, and how it relates to your metadata
- 105. Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)
- 106. Understand the as-is and to-be, and how it relates to your metadata
- 107. With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of handStrategy #7: Plan for tagging, metadata, and taxonomy
- 108. Strategy #8: Understand centrally managed and decentralized environments
- 109. Use of services greatly improves concerns over the decentralized model: Services can be centrally managed
- 110. Sites and Site Collections can consume these services, within certain boundariesYou still need to understand the administrative impactsYou need to clearly define roles / service ownersDefine your governance model / change control boardStrategy #8: Understand centrally managed and decentralized environments
- 111. Understanding your requirements:Hardware / software
- 112. Network
- 113. Virtual environments
- 114. Hosting / datacenter
- 115. Downtime / end user impacts
- 116. Communication
- 117. Location of your teams
- 118. Backup/recoveryCoordinate your planning with the operations teamStrategy #9: Stage your platform for migration
- 119. This is the most fluid of the strategic considerations, as it really just dependsAt a high-level, end users who participate in the creation of a system are more likely to accept / support that system once deployedStrategy #10: Decide where and when to involve users
- 120. Where end users should be involved:Creation of use cases
- 121. Creation of as-is documentation
- 122. Prioritization of requirements for to-be environment
- 123. They know their content – let them drive
- 124. File share migrations, or organization
- 125. Taxonomy development
- 126. Metadata assignment
- 127. Signoff on overall project planStrategy #10: Decide where and when to involve users
- 129. Target number of end users migrated
- 130. Target number of sites migrated
- 131. Databases migrated
- 132. File shares migrated and decommissioned
- 133. 2010 live, users able to manually migrate their contentStrategy #11: Define what success looks like
- 135. Migration is all about planning
- 136. Prioritize and Orchestrate MigrationsTeam 2Team 1Team 3
- 137. What is Davinci?Davinci is a migration tool that allows you to plan and migrate to the SharePoint 2010 platform:
- 138. Discover Query your environment for the exact content and sites you want to migrate
- 139. PlanPlan what to migrate, when to migrate and analyze beforeyou migrate
- 140. Migrate We migrate 2003 and 2007 to 2010We migrate farms, sites, or pieces of a site
- 141. Three reasons why Davinci Migrator is the right product for your organization:
- 142. First, Davinci lets managers know whether the migration will succeed before the migration is done, saving precious time.
- 143. Second, Davinci provides the granular control that an enterprise needs to prioritize, plan, and execute a SharePoint migration.
- 144. And third, Davinci provides the deep SharePoint environmental analysis a migration requires to understand what’s involved ahead of time.11 Strategic Considerations for SharePoint Migrations (Buckley), http://slidesha.re/d3RHNHUpgrading SharePoint 2007 to SharePoint 2010 (Anders Rask), http://bit.ly/bjWXMSMigrating to SharePoint 2010 (Randy Williams), http://bit.ly/bNgX0UUpgrading to SharePoint 2010 (Microsoft), http://bit.ly/dm2kDOHardware and software requirements for 2010 (Microsoft), http://bit.ly/bTGe2bCapacity Planning and Sizing for Microsoft SharePoint Products and Technologies, http://bit.ly/eXf0CySharePoint 2010: Best Practices to Upgrade and Migrate (O’Reilly, Safari), http://oreil.ly/chSHliMigrating to MOSS 2007 (Stephen Cummins), http://bit.ly/9IsmfpPlanning to Upgrade to SharePoint 2010 (Joel Oleson), http://slidesha.re/16iiUXWhat’s New in SharePoint 2010 Capacity Planning (Joel Oleson), http://bit.ly/9cT9aaReadyPoint migration planning tool for 2007 to 2010 migrations (Axceler), http://bit.ly/9GgDuYPreUpgradeCheck (Microsoft), http://bit.ly/cIHIlASharePoint 2010 Products Upgrade Approaches (Microsoft), http://bit.ly/dphQ2WOnline and offline resources
- 145. For more informationContact me atChristian Buckley, [email protected], 425-246-2823On Twitter at @buckleyplanet Additional Resources availableWhite papersThe Insider’s Guide to Upgrading to SharePoint 2010What to Look for in a SharePoint Management ToolThe Five Secrets to Controlling Your SharePoint EnvironmentToolsReadyPoint (free)Davinci Migratorecho for SharePoint 2007
Editor's Notes
- #8: “While Microsoft can provide options for automating migration, these options work best with implementations which have no customizations and a simple structure.” Stephen Cummins, echoTechnologyThe challenge is to do this quickly, so that you minimize user impact and environment downtime.
- #11: SharePoint 2010 replaces the SSP concept with service applications, each creating several databases. These services include Search Service application User profiles Service application Excel Service application App Registry (for backwards compatibility)(Joel Oleson, SharePoint 2010: Best Practices to Upgrade and Migrate, pg. 69)Visual Upgrade includes three options: Display the previous UIPreview the new UI Use the new UI
- #12: Microsoft’s easy-to-follow guides. Point and click.There are a number of risks with In Place upgrade: 1) your system will be down, and if the migration does not go well – it could be down for a while 2) disk space will be impacted. You really don’t know how much space is needed 3) no rollback. Doh!With either migration method, you do have a Visual Upgrade, which basically replaces your gradual upgrade in 2007. This allows you to migrate, and through Central Administration, preview your 2007 sites in the 2010 template before committing yourself to it. So you can keep what works, and slowly make the changes over time.
- #13: Planning is the key. Let’s discuss the activities leading up to migration, which will drive your method for migration.
- #14: My background is technical project management. My company comes from a service background, and our team has participated in hundreds of migrations. From this experience, we’ve created a list of strategic considerations that will help ensure that your migrations are successful.I’d like to walk through them in detail, and I want your thoughts and feedback.And up front, aside from this presentation being available post-conference, I’d like to provide you with a free download of our 11 Strategic Considerations Checklist.
- #24: Refer to ondemand event by Dux Raymond Sy about SharePoint project planning
- #25: There is some consideration of in-place versus database attach, or some hybrid approach.
- #28: A strong value proposition of SharePoint is the ability to better organize your content, improve discoverability, and clarify authorship and accessibility by mapping to SharePoint’s permissions. However, one of the primary reasons for delaying a file share migration is the need to go through and “clean up” content so that it can better fit into the SharePoint paradigm. As with any spring cleaning, migrating your file shares presents an opportunity for users and administrators to clean up document versions, reorganize folder structures, clarify content ownership, and update relevant metadata. But is it easier to clean up this content inside or outside of SharePoint?