Tips in migrating SharePoint to O365 and on-premises Mike Maadarani MCM Consulting

Welcome & Introduction  Mike Maadarani, Ottawa App Dev and Architecture for over 20 years (17 Years Microsoft, 3 Years with the “Other Guys”) Business focused on Enterprise Content Management, Search, & Publishing Sites Architect, trainer, and presenter

Cloud Process Agenda Closing and Q&A Content & Apps Overview Migration Life Cycle Hybrid

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Why should I consider SharePoint?

Others have it! Sooner or later, you will need SharePoint! 3 reasons why SharePoint is better than Sex: You can usually find someone to do it with A little Scotch and you can usually do it all night! If you don’t finish, you won’t gain a reputation of a “SharePoint Teaser” Wheel is still there, but friendlier message

History recap

2006

2007 – 2012: Revolutionary Trends

SharePoint 2013

SharePoint Evolution to 2016

Should I upgrade?

Overview What is Migration? The movement from one location (Source) to another location (Target) What is IT Migration? People, Hardware, Software, Systems, Data, Information, Business Processes, Applications, Services What is Information Migration? The movement of documents, metadata, taxonomy and structure, security, and business process logic

Should I upgrade or migrate?

Migration/Upgrade Lifecycle AnalysisPlanExecuteAssessSustain SOURCE File Share Exchange Public Folders Lotus Notes Web Content SharePoint Other LOB Systems TARGET SharePoint Online SharePoint On- Premises

Analyze: Decision Points Content Analysis File Shares Exchange Public Folders Notes Databases Existing SharePoint farms Web Content Other lines of business applications Who is involved? Stakeholder(s) (Accountability) Business Drivers (Awareness) Information Technology (Accessibility) Individual(s) (Owner) Where is our content? Hosted or In House Centralized or Decentralized Local or Abroad

Content Analysis How much content? How large? How many layers? (Web Applications, Site Collections, Sites) Content Types, Metadata? CTH? Security Levels Workflows Linked Information M.U.D.R (Systems and Content) Maintain Upgrade Dispose Replace Analyze: Decision Points

Service Applications Analysis Search Managed Metadata Secure Store (must be done before BCS) BCS User Profiles PerformancePoint Analyze: Decision Points

Custom Code WSP Event receivers Apps (if 2013 to Online) Workflows Etc… 3 rd Party Tools Analyze: Decision Points

Action Items Roles and Responsibility Matrix Content Inventory Worksheet Security Report Decision: Build or Buy migration tools AND services Analyze: Action Points

Step 2 Plan your battle

Private Cloud Full Access Farm Solutions Sandbox Solutions $$ Expensive to run Expensive to maintain Traditional We know what we know We expect innovation and great new features

Azure VMs for you needs If you’re used to a virtual environment, you’re ready for Azure A few quirks Full Access Farm Solutions Sandbox Solutions $$ Pricier Not clear on upfront cost

SharePoint Online Limited Access No Farm Solutions Limited Sandbox Solutions More script and CSOM code is being added $$ Totally based on access AND “seats” Usually cheaper that the other options Features and Support New Features come online first Updates are almost every quarter Good support from MS and the partners

Hybrid Solution Online + On-premises Online + Azure Azure + On-Premises

Upgrade Scenarios Gradual Upgrade Database Attach Upgrade In-Place Upgrade On-premises ONLY

Usually cheaper that the other options All Content databases Search administration BDC Managed Metadata PerformancePoint Secure store User Profile databases Database Upgrade

Identify SPO Gaps Federation Midsize Business plan or higher for AD integration Midsize, Enterprise E1 or higher for Yammer Migration costs Based on size and number of items Lots of vendors, some are the same core engine Farm Features Farm solutions are not supported in Office 365 Need to know what is in the farm, and where they are being used, to create a remediation plan 3 rd party solutions App Store is rich with many solutions

Most companies have content that is: Out of date Duplicated Difficult to find Would benefit from: delete/archive/migrate triage reorganization tagging with metadata Real world content

Plan: Decision Points Where will the content go? Web Applications Site Collections Sites Pages Libraries What will the content do? Policy Management Business Process Search ability Metadata Communicate and Train!

Why is remediation required? What to remediate? How to remediate? Remediation

Why remediation is required Some customizations: Cannot be migrated as is Some content: Cannot be migrated Should not be migrated

Content remediation

Customization remediation Branding Solutions Provisioning Solutions Content Types and Site Columns User Interface Components Other Built-in Functionalities Integration/ Maintenance Solutions

Use OneDrive For Business Migrate your MySite and personal files  Personal Sites must be created first before you migrate  Bulk migration requires an account to be added to the personal sites  Use PowerShell to add a migration account to the admin group for individual personal sites  Remove when done with migration  Bulk Site creation is available through CSOM API

Execute your migration

Choosing your migration approach Self-service migration Manual Tools-based migration Manual/auto using tools Complex migration Includes custom code Involve experts

Migrate your Service Applications First Steps to migration

Service Apps Online Search Consider Hybrid Search MMS You want to consider 3 rd party tools BCS You need Hybrid environment PerformancePoint PowerBI, PowerView User Profile  O365 Groups Profiles AD Sync On-premises Search Consider Hybrid Search MMS, Secure Store, BCS, PerformancePoint, User Profile Consider DB Upgrade

The migration to the cloud must be performed remotely User identities are different Migration considerations

Do you really want to migrate? Use OOB if possible Rebuild if needed Test against trial content Finalize and lock down code deployment Execute: Code Migration

Triage your content Assess Reconfigure your scripts/strategy Try again Follow your Plan Divide and Conquer Delta Migration Execute: Content Migration

NO migration is 100% success Execute: Content Migration

Assess your content Re-run migration for missing content How is the current state performing/growing? Storage Security Performance Event Log Assess: Action Points

What is your disaster recovery plan? SPO, No action On-Premises, Plan and implement a DR site Turn off old farm, but do not kill it What are our growth metrics? How we will manage issue tracking and support? Sustain: Action Points

In Closing

Analyze Plan Schedule Communications Hybrid strategy Triage the content Remediate Migrate Assess Sustain Recap

Keys to success People Source system knowledge (System X) Target system knowledge (SharePoint Online) Knowledge Development Knowledge management How to structure the data Realistic timelines Commitment Strong steering committee

Thank you! Mike