SharePoint Migration On Time and On Budget

Welcome to SharePoint Saturday Houston  Please turn off all electronic devices or set them to vibrate.  If you must take a phone call, please do so in the hall so as not to disturb others.  Special thanks to our Diamond Sponsor, HSPUG Thank you for being a part of the 6 th Annual SharePoint Saturday for the greater Houston area!

SharePoint Migration On Time and On Budget

Yvonne Esch  15+ years leading projects in the Oil and Gas, Software, Healthcare industries. Last 10 years focusing on SharePoint migration, retention, and other SharePoint technologies  Projects:  Migrations of multi TB environments utilizing integrated global teams  To and from SP 2003, 2007, 2010, 2013, and SharePoint Online  Simplification of highly-customized SharePoint environments. Reclassification on the fly  Up to 70% reduction of content originally in scope, reduction of 90% of complex, hard-to-migrate content  Teaming together with The AM Agency which services multiple USDA/OCIO, Forest Service and NASA contracts. 15+ years of overseeing the recruiting, hiring, training and managing of hundreds of Government contractors and associated programs

Goals of this Presentation  What’s at stake for your migration  What does it take to deliver on time and on budget  What are the results of this approach?  Running a Successful Migration from Day One  Question and Answer

What’s at stake for your migration?  70% of all SharePoint migrations fail—over time or over budget*  User adoption and trust plummets  Stakeholders lose confidence in the SP team / technology  Quality becomes a big problem  Other initiatives delayed *Source: Data Migration in the Global 2000, Bloor Research (September 2007)

What does it take to deliver on time and on budget?  Technical Knowledge  Change Management Knowledge  Planning  Consensus  Communication, Training, and Support  Teamwork  Execution  Luck? HINT: Everything on the left OR what’s on the right)

What are the results of this approach?  Deliver On Time and On Budget  Deliver a High Speed / High Quality / Migration with an Excellent User Experience  Deliver on expectations  Adhere to new Governance  Reduce obsolete content  Simplify the entire SharePoint end-user experience = Reduced time for users / SharePoint team to support sites  Increase Stakeholder confidence and support

Approach for this presentation  Join me on a migration map from start to end  We’ll highlight the technical and change management requirements as we walk through the migration

Day One Activities – Premigration Assessment  Identify Stakeholders  Analyze environment  Inventory toolset  Review project plan, scope, schedule, budget, vision if available. If PMO / Organizational Change Management Office, review project delivery requirements  Meet SharePoint team + extended team  Create new SharePoint site(s)  Request access / test environment / remote machines

Day Two – Gather, Learn, Report  Gather Stakeholder Requirements  Report on Source environment(s) vs Target environment(s)  Test toolset  Communicate pre-migration assessment plan  Integrate PMO / OCM deliverables. Determine resource availability  Determine SP team availability / allocation / ramp up date  Configure SharePoint Migration site (user facing / team facing)

Day Three – Agreements and Decisions  Meet with Stakeholders and finalize requirements and agreements  Finalize agreements on environment  Report on Toolset capabilities and limitations. Finalize Tool decision  Document communication plan, Communicate via sites  Finalize methodology decision

Day Four – Ramp Up  Meet with Stakeholders on cleanup and testing  Select first iteration sites from source environment  Document Toolset configurations and steps  Deliver Training for migration team  Activate Communication plan

Day Five – Iteration One – Begin!  Stakeholder – Roll out Migration Status dashboard on SP site. Begin cleanup  Environment – Migrate Iteration One  Toolset – Verify and adjust migration process / troubleshoot with vendor  Communicate – via SharePoint sites, communication plan  Launch training for Iteration One and Support Teams prior to UAT  Run User Acceptance Testing; report via site

Regular Migrations – Execute, Learn, Refine  Iterate overlapping migrations  Prior to migration, provide access, run clean up process, site simplification, site aggregation, reclassification planning  Schedule initial migration  Run initial migration  Deliver Training for Site Owners and User Acceptance Testers  Start UAT

Gotchas  Technical  Customizations cause tool to not work as expected  Differences in domains / Domain migrations  Bugs in tool updates  Site Columns / Lookup lists  InfoPath, Data connections, large libraries or lists  Poor connectivity / unstable environment  Change Management  Business unavailability  Reorganizations  New governance results in new requirements  Changes in Classifications / Taxonomies

Question and Answer  Source and Target  SP 2003, 2007, 2010, 2013, 2016, SharePoint Online, File Shares, Other?  Where you are in the process of migration  Planning, Executing, Rebooting?  What tool are you using for the migration?  If you want to be contacted, drop a business card into the bowl

Stakeholders  Technical  IT Leadership  SharePoint Leadership  SharePoint Admin / Architect  SharePoint BAs and Support  Migration Team  Change Management  Information Governance Group (Law, Records Coordinators, IT Standards)  User Community (User Groups, Key Business Units)  Project Management Office / Change Management Office  Training / Support Organizations