SharePoint and Office 365 Migration Made Easy with Metalogix
Today s Presentation Will Cover: About Gig Werks SharePoint 2013 Overview Approaches to Upgrades and Migration About Metalogix SharePoint and Office 365 Migration Made Easy with Metalogix Q&A
About Gig Werks Company Started in 2002 and has been a Microsoft Gold Partner since its inception Deep relationship with Microsoft Virtual Technology Specialists for the Microsoft New York Enterprise Group Microsoft SharePoint Partner Award Winner 2010, 2011, 2012 & 2013 Various other Microsoft Awards and Tech Forum Award Winner 2008 Invited into the Partner Evidence Program for SharePoint 2007, 2010 & 2013 Deep industry experience within the multiple industries Healthcare/Pharma AEC Financial Services Legal Professional Services Market Focus Clients from 100 users to 150,000 users Headquartered in NY, with clients across the United States & Canada
Why Gig Werks for SharePoint Advanced Training and Information from Microsoft Have focused on SharePoint since 2003 Have already helped customers move and take advantage of the new features in SharePoint 2013 Expertise around the full capabilities of SharePoint and the Microsoft Stack. Partner and offer expertise on the top SharePoint ISV s in the channel including: Metalogix, Collabware, BrightWork, HiSoftware, Nintex, Intelledox, Colligo, IGC, CADtoWIN, BA Insight, Accusoft
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Gig Werks ISV Partner Ecosystem Enterprise Content Management Intelledox Collabware HiSoftware Accusoft Metalogix BA Insight IGC Colligo Workshare Macroview CADtoWIN Nintex Intelledox Nintex CADtoWIN BrightWork Accusoft Colligo IGC Metalogix AEC Solutions Workflow Nintex HiSoftware Intelledox Financial Services Solutions Intelledox Collabware HiSoftware Metalogix Workshare Macroview Accusoft Advanced Functionality Search BA Insight Accusoft IGC Colligo Workshare Macroview Business Intelligence / Reporting HiSoftware BrightWork Nintex Metalogix Advanced Industry Solutions Intelledox BA Insight Workshare Macroview Accusoft Collabware IGC HiSoftware Metalogix Colligo Legal Solutions Migration Metalogix Pharmaceutical / Healthcare Solutions Intelledox HiSoftware Metalogix Workshare Macroview Compliance Intelledox Collabware Metalogix HiSoftware IGC Colligo Workshare Macroview
Upgrading to SharePoint 2013 Traditional upgrade methodologies still exist if you are running SP 2010 In place upgrade Detach and copy of production database into new farm If you are on SP 2007 there is no direct upgrade path to 2013 In either scenario There is an opportunity to revisit the sins of the past via a green field approach If you are going from 2007 restructuring is necessary to take advantage of the more advanced features of 2013 Content type hub Hierarchical metadata BI enhancements Etc. Third party tools offer several advantages
Third party Tools to Migrate to SharePoint 2013 Third party tools offer several advantages Greenfield approach Address IA and Taxonomy issues that have arisen Analyze data to determine whether or not content should move Incremental cut over to new SP 2013 solution
Introducing Metalogix Content Matrix 6.0 The most powerful way to upgrade, migrate and organize SharePoint content
Migrating to SharePoint 2013 and o365 - S An Opportunity to Improve Matthew Bradfield Director of Solutions Engineering @Metalogix Confidential and Proprietary Metalogix 11
Agenda Simple Steps for Success that Don t Involve SharePoint 5 Things you need to do before upgrading Upgrade vs. Migration and which one is right for you Assess Your Upgrade Options Overview of the Out of the Box upgrade Advantages of 3 rd Party Migration Tools as related to the 5 Things Some Issues to Consider Regardless of Upgrade Choice Summary Confidential and Proprietary Metalogix 12
Industry Findings SP Upgrades most are not considered successful 1 Difficulty of content migration and information governance capabilities are given as the biggest shortfalls in expectations. 2 2 1 SharePoint Adoption Faces Three Barriers: Mobile, Social, And Cloud Forrester 2012 2 The SharePoint Puzzle adding the missing pieces AIIM 2012, www.aiim.org Confidential and Proprietary Metalogix 13
Simple Steps for Success that Don t Involve SharePoint Survey your users Work with your key stakeholders Do an internal marketing launch Continuous improvement will lead to better adoption Confidential and Proprietary Metalogix 14
Five Things You Need to Know Before Migrating or Upgrading to SharePoint 2013 Evaluate Your Content Management Strategy Upgrade or Migration is the ideal time to update or amend to meet future needs Create a Content Inventory A record of all content with key data points on business use and value Create a SharePoint Inventory Large lists, My Sites, Large DB, 3 rd Party Web Parts, Custom Templates Plan to leverage new functionality Increase adoption and usage by leveraging new functionality during upgrade Develop an Information Architecture Revisit the old and plan for new; e.g. leveraging the Managed Navigation Confidential and Proprietary Metalogix 15
Content Management Strategy Publishing Collaboration Governance Archiving/retention DM v RM v WCM Lack of strategic plans on what to use (SharePoint) for was given as 2 nd biggest issue with adoption of SharePoint, following only lack of expertise to maximize its usefulness (46%) 1 Live document management figures as a prime reason for only 19%, although 78% now use it in this way 1 1 The SharePoint Puzzle adding the missing pieces AIIM 2012, www.aiim.org Confidential and Proprietary Metalogix 16
Elements of a Content Inventory Capture business purpose Assess relevance of content Assess current users Correct location or position in site hierarchy/ia? Confidential and Proprietary Metalogix 17
Actionable Data from Content Inventory ControlPoint Find large sites Find bloated content databases Find large lists Find empty or unused sites Find most active sites Find duplicate files Find site owners Find most active users Find inactive users Content Matrix Promote/demote sites and site collections Create scalable distribution of content Split items into multiple manageable libraries Do not migrate unnecessary sites/content Migrate heavily used sites first Ensure a single source of truth in new farm Have site owners migrate their own sites Involve power users in the migration Identify where you can cut CALs Confidential and Proprietary Metalogix 18
Elements of a SharePoint Inventory Confidential and Proprietary Metalogix 19 URLs Site Collection Name Site Collection Size Sub site count Large Lists Document Versions Customizations Site Location/position Content DB Size, Number Site Collections per DB Duplicate or Orphaned Site Collections My Sites Content DB, Size
Actionable Data from a SharePoint Inventory ControlPoint Find where web parts are used Find custom web parts Find all workflows Find content type usage Find where site templates are used Find where metadata is applied Find applied metadata Content Matrix Set migration expectations for site admins Plan for impact of custom web parts Plan for restarting in progress instances Apply new content types to items while migrating Apply and map templates in mass Convert columns to managed metadata Add metadata terms in bulk Confidential and Proprietary Metalogix 20
Examples: Why Restructure Based on ControlPoint Info You get alerts showing performance issues: Site Collections grow quickly. Rolls Royce grew single Site Collection to 8TB (200GB limit) List View Thresholds (2000 items) Eg. Large healthcare services company Action Split Site Collection into many different site collections Lookup columns in List views (8 items) Eg. Hosted vertical solution company Action Split list into multiple lists using Organizer/Content Matrix Large advertising company - People in UK complain of not being able to find content while US division has no problem with similar content Action Copy metadata from one site to another Confidential and Proprietary Metalogix 21
Examples of what can you do about thresholds Reorganize before or during migration: Promote large sites to Site Collections Demote small site collections to sites Split very large lists Move list views to Search based views Upgrade Content Query Webparts to Search based Content Query Webparts Many more Confidential and Proprietary Metalogix 22
4 - Plan to Leverage New Functionality Community sites Managed Navigation Social Features New functionality can significantly increase potential adoption if used well: Social features increase use of videos/images New site types will be used Mobile Devices Confidential and Proprietary Metalogix 23
5 - Develop an Information Architecture Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools 1 Evaluate current business process Consider existing site structures Departmental/team reorganization Publishing requirements Search/findability Navigation 1 The SharePoint Puzzle adding the missing pieces, AIIM, 2012 Confidential and Proprietary Metalogix 24
Upgrade vs Migration In Microsoft Terms UPGRADE: -The Physical Transformation of a SharePoint Content Database from one Schema Version to the Successive Updated Schema MIGRATION: -The Physical Movement of SharePoint Containers, Data and Associated Attributes from one SharePoint Farm to a new Farm independent of SharePoint version 1 1 - http://www.metalogix.com/blog/13-02-11/yes_you_can_move_straight_from_sharepoint_2007_to_sharepoint_2013.aspx Confidential and Proprietary Metalogix 25
Assess Your Upgrade Options Confidential and Proprietary Metalogix 26
The Database Attach Upgrade The Out of the Box Approach 1. Farm Admin creates/configures new 2013 farm (no in-place upgrade for 2013) 2. 2010 DBs placed in read-only mode and copied to 2013 farm via SQL Server 3. Content DBs upgraded (but not site collections remain in 2010 mode ) 4. Service Application DBs upgraded 5. Site collections evaluated and upgraded by owners Confidential and Proprietary Metalogix 27
The Database Attach Upgrade Issues? The Out of the Box Approach 1. Farm What Admin about SharePoint creates/configures 2007 or 2003? new What 2013 about farm (no SharePoint in-place Online upgrade (Office for 365)? 2013) 2. 2010 Read DBs Only placed is not in collaborative. read-only mode How long and can copied SharePoint to 2013 be farm offline? via SQL Server 3. Content Doesn t allow DBs upgraded you to reorganize (but not below site the collections Site Collection remain level in during 2010 upgrade mode ) 4. Service Application DBs upgraded 5. Site Only collections truly gradual evaluated if you re not and making upgraded any significant by ownerschanges during migration Confidential and Proprietary Metalogix 28
Advantages of 3 rd Party Migration Tools Evaluate Your Content Management Strategy Create a Content Inventory Create a SharePoint Inventory Templates Plan to leverage new functionality Filter out content that isn t needed, versions, etc., remove or remap orphaned objects Promote, demote and move sites/site collections, split lists to meet SharePoint thresholds Re-template site collections/sites, and map columns to MMS Develop an Information Architecture Granular metadata mapping incl, map to MMS Skip SharePoint versions e.g. 2007 straight to 2013 Incremental Copy Fix broken and relative links Confidential and Proprietary Metalogix 29
Additional o365 Considerations Speed Scalability Limits 3000 site collection hard limit 100GB site collection size hard limit Support for customizations User Mapping Maximum File Upload Size 250MB No Content Search Web Part Confidential and Proprietary Metalogix 30
Some Issues to consider regardless of Upgrade Path Things that are tough to migrate: Custom code Custom web parts/features/solutions Custom workflows (Visual Studio) Master pages/page layouts Unghosted or ghosted pages ListView webparts that point to a customized default list view Edit, DisplayForm.aspx pages that contain customized edit, view forms Confidential and Proprietary Metalogix 31
Summary Don t let your upgrade fail or not be adopted Take the 5 Steps: Evaluate Content Management Strategy Create a Content Inventory Create a SharePoint Inventory Plan to leverage new functionality Develop an Information Architecture Evaluate OTB Upgrade or 3 rd Party migration tools (and pick 3 rd Party migration tools) Understand the issues you ll have regardless of migration/upgrade path Don t forget the basics simple steps for success Confidential and Proprietary Metalogix 32
Resources Blog Posts: A SharePoint Migration Tool is for Life, Not Just for Christmas Start Planning for SharePoint Document Management in 2013 Now There is Such a Thing as Free Lunch for SharePoint Migrations Don t Let Your Distributed SharePoint Users Feel Cast Away Useful Technet Pages: Software boundaries and limits for SharePoint 2013 What s new in SharePoint 2013 upgrade Confidential and Proprietary Metalogix 33
Q & A Go to the Question Tab on your GoToWebinar Control Panel and Type Your Questions to be Answered Please Do Not Forget to fill out the survey as you leave the webcast to receive Todays PowerPoint & Webcast Recording Contact Us info@gig-werks.com 914-207-1110 @GigWerks www.youtube.com/gigwerks www.facebook.com/gigwerks