1. Five SharePoint Migration Tips That Can Save You From Disaster
5/23/2018 1:27 AM
BRK2376
Five SharePoint Migration Tips That Can Save You From Disaster
Ryan Patrick Tully
Director of Product Management
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. 5/23/2018 1:27 AM
Summary
When moving SharePoint content, you need the assurance that the migration will be as safe, efficient, and timely as possible. Additionally, since content is no longer tied down to a single environment, it can stay on-premises, be divided in a hybrid scenario, or move completely into the cloud. In this session, we review common migration pitfalls and share the best practices that will help you ensure a successful SharePoint migration.
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

3. What are the Five Tips?

4. Five SharePoint Migration Tips
Realistic Understanding of the Process (Timing)
What benefits will I gain at the target?
Plan for business impact
Content Inventory
Choose the appropriate way to migrate

5. Setting the Stage 5/23/2018 1:27 AM
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

6. The Challenge of Business Productivity and IT Control
Migration
Productivity
IT is slow to respond, Business users move to alternative technologies
The Challenge of Business Productivity and IT Control
Business Focused
Specific Projects
Process Oriented
Productivity
Cost/Performance
Risk
Migration presents an opportunity to innovate, satisfy all organizational needs and to reduce risk.
New features, and aging technology reduce the perceived value.
Time

7. But Without Ongoing Management…
Migration
Productivity
But Without Ongoing Management…
Risk = History Repeats
Without ongoing ‘day two’ management, productivity declines; risk and poor performance creep back in
Time

8. Lifecycle Management – Understand, Innovate, Optimize
Post-Migration Management
Migration
Productivity
Pre-Migration Analysis and Planning
The importance of a lifecycle approach
Lifecycle Management – Understand, Innovate, Optimize
Compliance and Control Risk
Understand
Innovate
Optimize
Time

9. SURVEY Why are you here? New Deployment? (Greenfield)
Migrating to a new version?
Stagnant?

10. Understand Your Plan 5/23/2018 1:27 AM
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

11. The least important part of a migration plan is the actual migration

12. Create a Strategy! Start by defining a goal and all the steps needed to achieve it for all business units

13. Things Your Strategy Should Include
Identifying those affected most by the transition
The minimization of platform downtime
What’s an acceptable SLA to have with the business units while this continues?
How do users get on the new platform?
How do users use the new platform?
How soon will the new platform become available for migration? Available for use?
When does the old platform end?

14. Separate Plans
Is your SharePoint currently branded? If so, how will it be rebranded in the new environment? Who will do that?
How to break up existing SharePoint content into different workloads. Who defines those workloads, evaluates those workloads, and will provide user acceptance testing after migration?
How will the migration team appropriately and continuously communicate with the stakeholders as the process continues?
Who will sanitize the source environment and how will they do it?

15. There is no Easy Button for a migration!

16. Basic Migration Flow

18. Understand Your Content
5/23/2018 1:27 AM
Understand Your Content
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

19. Content Cleanup 3 Approaches ROT Analysis ROT Options
rule-based cleansing
business users/content owners for subjective analysis
Combination of both
ROT Analysis
Redundant
Outdated
Trivial
ROT Options
Migrate
Archive
Delete
Transform

20. 3 Approaches of Determination
Rules Based Cleansing
Let Users Decide
Hybrid

21. How to do a ROT Analysis Step 1: Step 2: Step 3:
Define what Redundant, Obsolete, and Trivial mean to you. These should be definitions driven by the business needs.
Step 2:
Inventory content with the relevant datapoints needed to align to the above definition
Step 3:
How much of your content is duplicated or similar? That content would be considered redundant
How much of the content is considered too old by business needs and is obsolete?
Is there content considered irrelevant and trivial, and therefore unnecessary?

22. Four Options Post-Analysis
Migrate
Archive
Delete
Transform

23. Delete
Content that fails the ROT analysis is generally safe for deletion
Deletion does not necessarily mean active delete, but can be filtered from a migration leaving content behind for eventual destruction

24. Migrate
Any content that passes the ROT analysis AND is deemed viable for transport to the target platform should be treated as Migrate. This will generally be the bulk of the content involved.

25. Archive
This is information that is too important to delete, but has no place in the new environment.
Consider migrating this content to an archive site with retention policies, or removing it from SharePoint entirely

26. Transform
Content that is relevant, but is not viable for the target environment (ex: customizations)
This content will need to be reconstructed in the target environment during migration

27. More than just Files
Content is more than just content – there is an entire Information Architecture that is involved.

28. Information Architecture (IA)
Evaluate current business process
Consider existing site structures
Departmental/team reorganization
Publishing requirements
Search/findability
Navigation
Content Growth
“Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” 1

29. Each Environment is it’s own – just like each migration
Skip SharePoint versions e.g straight to SPO
Manually recreate content or migrate
Reorganize - splitting or merging sites & lists taxonomy, permissions, content types
Re-template sites
Add metadata to documents
Consolidate different content experiences
Allow users to own their own content
Do you?

30. Migrating The Collaboration Triangle
Very high
High
Medium
Low
Effort
Information Management
Application Management
Service Management
On-Premise | SPO | Hybrid | Azure
Security and metadata
Folders and files
Workflows
Features
Site structure
Custom UX
Code
Remove or rewrite
Replace
Transform
Rehost
PLA
On-Premises | SPO | Hybrid | Azure

31. How do I Evaluate my Content?

32. Custom PowerShell
Allows a repeatable, automated system to scan for data that is considered important and relevant
Allows the ability to target the scans for exactly what the business needs
Time consuming to create and may require a certain level of expertise
Out-of-Box PowerShell/stsadm
Easily provided cmdlets and scripts that can assist with a report on the content
Generally limited to the database scope, so does not easily support content reorganization
Limited set of customizations checked against
Third-Party Tools (including github and Codeplex)
Frequently free and frequently are non-invasive (SharePoint object model rather than database)
Provide a comprehensive set of reports and areas searched that are commonly tied to a specific migration product
Occasional cost, and frequently static in report set
Manual
Guaranteed to cover all areas of the business that are important
Also most likely to miss some portion during analysis
Heavily time consuming and not cost effective

33. Example Scripting to Analyze Database
Test-SPContentDatabase -Name DatabaseName -WebApplication URL

34. Why am I Migrating? 5/23/2018 1:27 AM
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

35. The actual software itself is one of the LEAST important factors for realizing the value from the Enterprise Software

36. Which Configuration will you choose?
SharePoint 2016 On-Premises
Office 365
Which Configuration will you choose?
Hybrid

37. SharePoint 2016 Improvements and Features
Access Services
Compliance & DLP Features
Document Library Accessibility
Durable Links
Encrypted Connections
Fast Site Collection Creation
Special Character Support in Filenames
Improved hybrid experience
Image and Video Previews
Information Rights Management
Large File Support
MinRole
Mobile Experience
OD4B Controls
New Recycle Bin Accessibility
ODF format for templates
ReFS file system support
SharePoint BI improvements
SharePoint Search changes
Sharing improvements
Site Folders View
Site page pinning
SMTP Connection Encryption
SMTP ports (non-default)
Web Application Open Platform Interface Protocol
SharePoint custom Tiles
Hybrid Taxonomy
Administrative Actions Logging
OneDrive API for On-Prem and O365
SharePoint Hybrid Auditing (Preview)
OD4B Modern Experience

38. Compliance & DLP eDiscovery Site Collection Compliance Policy Center
Search for Sensitive Content
Export a Report
Compliance Policy Center
Document Deletion Policies
Notify End Users and Admins
Automatically Protect from Improper Sharing

39. Mobile Support

40. (Hybrid) Taxonomy
Without well structured Taxonomy, content will grow to be unsearchable making it difficult for users to find anything in the environment.
Work with the stakeholders to build your Taxonomy plan from the ground up!

41. How to Sync Taxonomy
Copy-SPTaxonomyGroups -LocalTermStoreName "<ManagedMetadataServiceApplication>" -LocalSiteUrl "<OnPremisesSiteURL>" -RemoteSiteUrl "SharePointOnlineSiteURL" -GroupNames "Group1","Group2" -Credential $credential

42. SharePoint Hybrid Auditing (Preview)
Hybrid Auditing allows you to synchronize your audit data from SharePoint 2016 and have a federated search from the Office 365 Admin Center!

43. How to Enable Hybrid Auditing
Add-PSSnapin Microsoft.SharePoint.PowerShell
Stop-SPService -Identity "Microsoft SharePoint Insights" -IncludeCustomServerRole
Start-SPService -Identity "Microsoft SharePoint Insights" -IncludeCustomServerRole

44. 5/23/2018 1:27 AM
Who is Impacted?
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

45. Due to an over-emphasis on technology and an under-emphasis on behavior change, 80% of business initiatives around social and collaboration are expected to fail.

46. 46%
Of surveyed organizations say lack of a strategic plan around SharePoint was their largest problem.
>60%
Have yet to bring their environment in line with their existing compliance and governance policies
70%
Have no acceptable use policy regarding SharePoint internally

47. Who is this for?

48. The primary reason for shadow IT, according to 37% of those interviewed, was the IT departments inability to test and implement new capabilities and systems in a timely manner.
- Cloud Security Alliance, 2016

50. Balance the Tension
Usability
Security
Low
Data Sensitivity
High

51. Digging into SharePoint Governance
What type of content is stored within SharePoint e.g. anything containing company IP or sensitive data such as PII of employees or customers?
How do you currently identify where sensitive content resides within SharePoint?
How do you currently identify and track which users have or gain access to sites containing sensitive content?
Sensitive Content Management and Data Loss Prevention
Do you have an organizational/corporate information governance plan? If so how successful have you been with implementing and/or enforcing it?
What are the implications of not successfully implementing or enforcing an information governance plan?
Do you get multiple requests for creating new sites or do you allow all your users to create new sites? Do you have any organizational/corporate rules for site creation?
Are all your SharePoint users internal to the organization or do you have external users accessing content on your SharePoint?
SharePoint Information Governance
Have you recently merged or split out two or more SharePoint deployments? What impact did that have on management and administration e.g. mapping access permissions?
Do you get multiple requests for changing permissions or granting access to sites or are your site owners empowered to grant access? 
Has your organization/SharePoint been subject to an audit? If so what was the outcome?
If you were audited who would be liable for implementing corrective actions?
What would be the implications if corrective actions were not taken?
Permissions, Auditing and Reporting

52. Discovery & Compliance
eDiscovery Site Collection
Search for Sensitive Content
Export a Report
Compliance Policy Center
Document Deletion Policies
Notify End Users and Admins
Automatically Protect from Improper Sharing

53. Governance Planning
Put the plan on paper FIRST – the plan should be business-driven before technology driven
Obtain all of the buy-in necessary – get as much sponsorship as needed
Implement the governance plan BEFORE migrating or standing up the new platform.

54. Plan for User Adoption Four Major Plans Needed: Communication
End-User Training
End-User Support
Incentivize Ongoing Usage
Set goals and success criteria!
Have a reasonable timeline! (then increase THAT estimate)
Make sure that success is measured by no longer needing the team to drive adoption!

55. Communication Tell everyone! Post in the common areas!
Get Executive buy-in!
Gamification planning!

56. Training
Keep it simple. Too much at once or training that is overly complicated won't be effective.
Offer both basic end user and power user training. It's important to recognize the different roles within SharePoint and train those users separately.
Train users in the environment they'll be using. Your company’s SharePoint environment is unique and may have even been customized to look different than the standard SharePoint interface.
Be aware of and address all levels of users. Make sure to recognize the different skill levels of the users and train them accordingly.
Use real job-related use cases and examples. Users will be able to relate to real-world, job-related examples much better than some made-up, random use case.
Utilize a combination of at least two training methods. For example, use video training to complement classroom training (but not as a replacement).
Make training mandatory, if at all possible. This will ensure that all users have been trained and you won’t have knowledge gaps.
Keep training sessions short, but long enough to get users started. Basic end user training should be between one and a half to three hours, and power user training between two to four hours.
Use evaluations, surveys and assessments to gauge effectiveness. The only way to be sure that training efforts are effective is to measure them.
Be sure to train the Help Desk. Don't forget to train the organization's first line of defense to the issues that users may have.
*Wendy Neal, SharePoint-Community.net

57. End-User Support People WILL have issues Plan for the frustration!
Have the Help-Desk ready – keep them trained in Phase 1
Have a plan to support users uniquely outside of the standard training

58. Incentivize!
Gamification is a popular buzzword, but it can still work for you!
Find fun things to do in SharePoint
Have a receptacle for feedback, and see that it gets implemented
Reward those who are helping drive the environment adoption

59. Plan to brand!
Branded SharePoint intranets are more successful than stock only (that includes SharePoint Online too!)
Branding methods are very different in on-premises versus SharePoint Online when it comes to best practices – recommended to involve an outside source or take a refresher course on the changes

60. FINALLY…. Choose the Right Way to Migrate
5/23/2018 1:27 AM
FINALLY…. Choose the Right Way to Migrate
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

61. Migration Framework
Deep Understanding of Environment

62. Migration Methods Manual Migration 3rd Party Help To O365 Yes Yes
5/23/2018
Migration Methods
Manual Migration
3rd Party Help
To O365
Yes
Yes
Main use case
Brand New Deployment
All Situations
Benefit
Flexibility to move content anywhere
Keep content and technical capabilities
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

63. Pros and Cons of Migration Methods
Useful for greenfield or basic migrations.
Inexpensive option (just cost of time)
Difficult once there is large amounts of content or high complexity as all content will fall under the handle of transform
Requires heavy manual work in the UI, or extensive scripting capabilities
Manual Migration
Is sometimes the easiest option when moving up to the next on-premise version of SharePoint
Prebuilt support in SharePoint for this method – now easier than ever!
Cannot move more than one version up – this can lead to situations where people will need a “double-hop” with an intermediary environment to get on the latest and greatest
Does not work for SharePoint Online environments
Unable to reorganize content during the upgrade event
Content Database Upgrade
Experienced software of people who can perform migrations for you.
Likely been involved in a significant amount of migration work, so can provide both analysis and migration guidance.
Allows for a much higher level of customization, including the support for reorganization of content.
Predesigned to use the SharePoint migration API
Likely the most expensive of the options
Third Party Assistance

64. Scripted Migration Using Migration API
$userName =
$sourceFiles = "d:\data\documents"
$packagePath = "d:\data\documentPackage"
$spoPackagePath = "d:\data\documentPackageForSPO"
$targetWebUrl = "
$targetLibrary = "Documents"
$cred = Get-Credential $userName
New-SPOMigrationPackage -SourceFilesPath $sourceFiles -OutputPackagePath $packagePath -TargetWebUrl $targetWebUrl -TargetDocumentLibraryPath $targetLibrary -IgnoreHidden -ReplaceInvalidCharacters
# Convert package to a targeted one by looking up data in target site collection
$finalPackages = ConvertTo-SPOMigrationTargetedPackage -SourceFilesPath $sourceFiles -SourcePackagePath $packagePath -OutputPackagePath $spoPackagePath -TargetWebUrl $targetWebUrl -TargetDocumentLibraryPath $targetLibrary -Credentials $cred
# Submit package data to create new migration job
$job = Invoke-SPOMigrationEncryptUploadSubmit -SourceFilesPath $sourceFiles -SourcePackagePath $spoPackagePath -Credentials $cred -TargetWebUrl $targetWebUrl

65. Migration Architectures
Lift & Shift
Multi-Prong
Adaptability to allow Power Users/ Site Owners work with IT to adapt and improve experience.
No changes to environment
Distributed
Centrally implemented, optimized efficiency, and zero downtime.

66. Want to learn more? Check out these resources
5/23/2018 1:27 AM
Want to learn more? Check out these resources
FastTrack – A customer success service designed to help you realize business value faster
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Access adoption guidance and project templates
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Recommended areas to visit in the Expo and links to continue your learning
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.