SharePoint Migration Case Study The good, the bad and the what the……..

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BUILT FROM THE GROUND UP Founded in 2006, Ceremity is headquartered in Houston, Texas, with offices in Illinois, Florida and Europe. As a full-service management and technology consulting firm, we help companies transform their businesses through a disciplined business consulting methodology combined with expert technology and software development. Our clients range from Fortune 100 companies to emerging industry leaders. We provide expert, objective advice, working closely with client leaders to drive their vision.

Knowledge Sharing & Collaboration Digital Transformation Knowledge Sharing & Collaboration

Johnny Lopez Director of Knowledge Sharing & Collaboration johnny.lopez@ceremity.com Twitter: @Rockett_15 Bio: Office 365 and SharePoint Evangelist educating and supporting business units on the productivity of Microsoft Services. I served 10 years in the U.S. Navy serving on 2 Aircraft Carriers. I graduated from the University of Phoenix of Houston in 2011 with a Bachelor of Science degree in Business Information Systems. I have been working in SharePoint for the last 9 years.

Agenda Why Migrate Understanding your environment Approach and Activities Migration Tool Selection Governance Migration Planning Phases Training and Adoption Questions

Firstly, lets understand Office 365

I want to know what Office 365 is? Office 365 is your personal Office and more. It lets you work from anywhere, on any device, whether you’re online or offline. That means more powerful tools for creating content, better ways to work together, and easier ways to share.

Why migrate? Collaboration Mobility Enterprise Search Instant message, share calendars, and view fellow worker’s availability, across entire organization Securely edit and share documents with others using Word, Excel, PowerPoint, and OneNote New features like coauthoring and Skype for Business allow for real time collaboration Microsoft Teams, Planners, Office 365 Groups for consistent enhancement on productivity Mobility Business critical documents can be available when connected to the internet outside of the office OneDrive for Business empowers you to store, sync, and share your work files across devices Access your intranet or collaboration tools from anywhere Enterprise Search Improved accuracy in search results Allows you to connect to file shares and other SharePoint environments In our last meetings, we talked about the tabs, useful links and site content. This migration brings another list of benefits to you. First, the homepage has been enhanced so that tabs will now be editable all on one page and the look will be consistent across all sites to ensure a professional feeling intranet. Collaboration Once the transition is complete, employees will be able to instant message, share calendars, and view fellow worker’s availability, across our entire partnership.  Office 365 empowers you to securely edit and share documents with others using  Word, Excel, PowerPoint, and OneNote. Using the collaboration features to edit documents online removes the headaches of check in/check out, tracking changes, manually merging documents, and locating the most up to date version with the added function of coauthoring. Mobility Office 365 enhances the mobility experience through OneDrive for Business by empowering you to store, sync, and share your work files across all of your devices. Now your business critical documents can be available when connected to the internet outside of the office. Products included are: Outlook Online - email SharePoint Online - intranet Skype for Business - instant messaging, online meeting OneDrive for Business - store, sync and share personal work files Office Online - edit and read office documents

Understanding your environment SharePoint 2007 and 2010 Intranet, Teams, and Extranet sites 450 site collections and 1100 sites 700 GB Unstructured data Nintex Workflow Video Management External sharing requirements Intranet Menu system

Approach and Activities Activities to be completed to move to SharePoint Online: *The order of some tasks can be modified if needed, however, others must be completed as prescribed. Office 365 Configuration Active Directory AD Connect configured to synchronize user accounts from on-premise directory servers to Office 365 Develop and deploy custom branding and navigation solutions to the SharePoint Online environment. Deploy 3rd party solutions Migrate Managed Metadata Migrate Enterprise Content Types Configure People Search and User Profiles Create required Site Collections Migrate site content and configure site security Deploy custom solutions The following activities, at a high level, will need to be completed in order to move to SharePoint Online. The order of some tasks can be modified if needed, however, others must be completed as prescribed.

Migration Tool Why Sharegate? Licensing Model Cost Intuitive UI Ongoing governance and maintenance Reporting Tools User and Property mapping

Site Governance Consistent Page Layout Sites will use content types and metadata All libraries will have major and minor versioning turned on Permissions will be managed by the Site Owners Content types let you consistently organize and manage content in SharePoint. Easier viewing Better search results Filtering, sorting, and pivoting of information in multiple ways Tabbing system will be on one page for ease of editing. All content will need to remain in the provided zones on the home page. This will ensure consistency across our intranet. Rather than having multiple web parts in different zones, we are asking that you use the tabbing feature to add more to your page. Please ensure you have a banner on each tabbed page. Folders tend to limit the ability to search, and the main goals users of the intranet have is to find what they are looking for. If you think of a play list, where all songs are organized by the tags that categorize the song – artist, album, year, genre – documents will be organized like that rather than in folders. You can build your own categorization or use the taxonomy (naming convention) already established within the company in the available content types. This is known as Managed Metadata. Managed Metadata ensures that more consistent terms are used across the intranet. By identifying and utilizing enterprise-defined terms and keywords used among employees, it provides greater consistency and accuracy in search results. Within large organizations each department will naturally develop its own set of terms and these may be department specific. It is therefore essential that the end user’s behaviors and preferences are understood and that all terms are aligned with business requirements. Managed metadata ensures the search functionality is aligned with these requirements by providing dynamic capabilities to adapt to changing enterprise needs. Flexibility and adaptability are crucial within any organization. Providing end users with the ability to select preferred terms and values can significantly increase the accuracy of search. Content types consist of a collection of metadata. Just like in whatever town you live in, the intranet at Energy Transfer has certain amenities that your home ties into. There’s certain information common to everyone for documentation everyone must use, such as driver’s licenses, and other IDs: those are Name, Birthdate, Address. It is similar with content types, there are fields that are commonly used called managed metadata. Think of a form template where there are certain fields that need to be filled in.

Site Owner Responsibilities Responsible for the site users by Ensuring that the users have the appropriate level of knowledge to be able to work with their site. Being first level support that users go to for assistance with the site. Contacting the Service Desk if further assistance is needed or to add or remove users. Responsible for the life-cycle of the site, such as Communicating any type of transition of ownership to SharePoint team. Retiring the site when it is no longer needed. Responsible for content and ensuring that The information is permitted on SharePoint. Content and information is relevant and up to date. Documents have the appropriate content type and metadata tags. Just like a house, you’re responsible for the duration of the time you live in it. You determine it’s life-cycle and when it needs to be deleted. You have the only authority to grant people contributor access, and all requests will be routed through you for approval. Before you do; however, please make sure to train your contributors. This is the best way to ensure that your users know how to work with your individual site because processes may vary from site to site, much like house rules are different for every family. There’s an added benefit for you, too: when you teach, you learn. Let’s continue with the home analogy…this is your department’s formal living room, and you are the owner. That means, you are ultimately responsible to make sure the rules of the house are adhered to by the people who live with you. If you follow the guidelines for email, and other company policies, that should have you covered. You’ll want their help in maintaining it and keeping it up to date. I would suggest making discussing it a regular item on your department meeting agenda so that it becomes second nature that people think to use it as a communication vehicle to the rest of the organization. Think of your front page like the window dressing of a store front; if it never changes, people aren’t that likely to stop in again. However, if it’s consistently updated with the latest and greatest, you increase the probability of grabbing the attention of your audience. Keep your visitor’s goals in mind, and make sure you keep front and center the things they’re looking for if they happen to navigate to your site. Another way your users look for the information your department provides is through search. If you have never heard of content types or metadata tags, consider the way social media uses tags. This allows for categorization of content and improves their search.

Site Templates Type of Site Used for Department Publishing departmental information, visible to all employees as part of the intranet. Team Site Sharing information between a small group of users. Extranet Sharing information with people outside the organization. OneDrive Replaces personal storage, sharing and co-authoring Groups Collaborate with your teammates when writing documents, creating spreadsheets, working on project plans, scheduling meetings, or sending email. The training today will be exclusively about your department site, but there will be future training for the other types of sites. You can think of your department site as the formal living room of a home where you put your best furniture, decorations and china in order for your guests to get the best of what you have to offer them; it’s strictly for your guests to visit, consume and leave. This is the place to keep tidy and where you don’t keep your dirty laundry, right? All of that messy day to day stuff goes in the team site, which is more like the den of a house. The kids can chew bubble gum there, put their feet on the coffee table, and otherwise do their day to day living. The Extranet is like a team site, only the team consists of people outside of the organization as well as inside. Since they’re collaborating with you, the information out there remains a work in progress.

Site URL Naming Conventions Department Sites /sites/COMPANY-dept-SITENAME Team Sites /teams/COMPANY-SITENAME Extranet Sites /teams/COMPANY-ext-SITENAME Application Sites /sites/COMPANY-app-SITENAME

Migration Phase I – Discovery Identify Site Owners Content Owner(s) Communication Email Validate URL on Site Disposition is Correct Establish disposition with Content Owner Educate Content Owner of available site templates The analyst will be responsible for identifying the Site/Content Owner. The Site Disposition List shall be used to track all progress during this phase.  The analysts will investigate each Item (site) on the Site Disposition List and contact the “Contact” listed and determine 1) if that person is the relevant Content Owner, 2) if the site needs to be migrated or remain in place. If the contact isn’t the actual Content Owner, the analyst will review the site for content contributors who may be, or are willing to assume the role of, the Content Owner. The analyst will need to contact any or all persons that could provide insight on who the site owner is or should be. 

Migration Phase II - Content Cleanup Establish an agreed duration with Site Owner Verify ROT with Site Owners Determine new location for Content Training of Content Management (Taxonomy, Views, versioning) Review and validate permissions with Site Owner(s) Review and validate required views with Site Owner(s) Review of any existing workflows Solicit feedback on any relevant future workflows (possible future enhancements) Determine Metadata mapping

Migration Phase III: Migration Establish agreed duration with Site Owner Migrate Content with Sharegate Site Configuration Library/List Creation Apply Content Types Apply permissions (SharePoint Groups) Implement views per site owners Workflows, if needed Configure Metadata mapping Configure User Mapping (content ownership) Validation of success by Analyst Validation of success by Site Owners Migration Success Signoff by Site Owner

Migration Phase IV: Site Validation & Decommissioning Validate site migration completion with site owner Set old site’s permissions to “Read Only” Schedule site for deletion in 30 days Remove site from SharePoint after 30 days Update Site Disposition List

Validate Content Migrated Properly Migration Timeline Site Content Clean Up Content Freeze Training Continues Validate Content Migrated Properly Training Continues Kick Off Training Begins Migration Go Live Site Decommissioning

Training and Adoption Governance Plan Support Structure People Search - Delve Taxonomy Training – Brainstorm Video Training Instructor Led Training Lunch and Learns User Groups

Lessons Learn Office 365 isn’t just one product Sort out my documents beforehand There is always a manual step Migration isn’t as hard as I thought Learn and move forward Potentially the most important point and it isn’t that technical. It’s a realization that Office 365 isn’t just one single application. As a user experience, it encompasses multiple things such as SharePoint, the Office Suite, Delve and more. Migration is a perfect time to sort out files and content, and to think about a good spring cleaning. Challenging the belief that ALL content must be migrated and you can potentially save a lot of time. How many files aren’t accessed by staff anymore? Or how many documents are used so infrequently that they justify inclusion in migration efforts. Tools like Sharegate can be employed to do a lot of the heavy lifting for you (in so far as moving files, recreating permissions, mimicking current site structures and being platform agnostic). Having a man on the ground while a migration is ongoing is always recommended but we always encourage customers to keep time and resource available for post-migration site checks. Breaking down tasks into smaller, manageable chunks right from the start removes a lot of the fear factor from migrations. Taking the opportunity to remove the clutter from the old system, working out what’s useful and then converting that into a newer, cleaner Office 365 deployment in which your firm will have access to newer and more powerful features can be pretty linear. Questioning the validity on claims that ALL content must be moved can be a massive time saver, as can keeping enough time aside for human intervention to make sure that things are running smoothly. We also believe that not all migration projects need to be viewed with negativity and fear.

Conclusion – The What the ……. Lessons learned from migration: The person(s) who still has permission to the site may not be a decision maker Let the business users guide you to the decision maker Don’t go above the C-Level in the organization for a decision maker (VP or above) Use the Corporate Org Chart to help you find the right person to “own” the site and content Due to organization changes the content may have more than one owner. Simply noting this will allow for addressing during the migration phase

Office 365 Roadmap The Office 365 Roadmap lists updates that are currently planned for applicable subscribers. Updates are at various stages from being in development to rolling-out to customers to being generally available for applicable customers world-wide. https://products.office.com/en-us/business/office-365-roadmap

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SharePoint Migration Case Study The good, the bad and the what the…….. Session #3 survey

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