MIGRATING to SHAREPOINT & ONEdRIVE FOR BUSINESS A tactical Approach

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Presentation transcript:

MIGRATING to SHAREPOINT & ONEdRIVE FOR BUSINESS A tactical Approach Presentation Title Keith Tuomi 2toLead @keithtuomi

KEITH TUOMI https://www.tuomi.ca/ https://twitter.com/keithtuomi

AGENDA Plan Review of overall Migration strategy and decision points Review of inventoried source file share, LOB & SharePoint content Prepare Using Planner & Excel to manage & report migration status Using Planner to establish a Training & Communications plan Configuring SharePoint Online Migrate Review of active migration activities Review of techniques and processes for validating migrated content

WHY ARE WE HERE? A recap on the reasons we are moving to the Office 365 Cloud: Much greater search functionality Complete access, always Version history and backup Check files in and out to avoid confusion and conflict Access control and security

PLAN - THE ART OF WAR MIGRATION PREPARE MIGRATE Identify your data sources Start with legal, regulatory and business requirements Look for organizational patterns Pre-migrate and test before you commit Ensure you communicate each step with staff Follow up with support focusing on user experience Technical and business people Repeatable and modular process Migration software and technology

PLAN -RISK ASSESSMENT Migration to the Cloud is by default led by the IT Pro’s, focused on specific technical mandates This is immutable because we are moving a digital intranet Practical, popular patterns can easily be picked up on from a variety of sources

PLAN - RISK ASSESSMENT With the IT and business talent and technology available at most firms, it’s pretty unlikely to experience major technical glitches in moving documents into the Cloud point A to point B

PLAN - RISKs Measurable gaps typically creep up based on fundamental reactions when staff feel that they are: Singled out Not technologically savvy Implied to be disorganized in managing their digital work All of this can be headed off with the least exotic, (often) least focused on activity: Communications

PLAN - REWARDS Easy to use Across devices From anywhere Group Collaboration

PLAN - ACHIEVING A BALANCE When planning your adoption effort, it is important to have a view that extends past your initial migration.

PREPARE - ID Key Stakeholders The first rule of a successful migration is to create a dynamic Team. Role Responsibilities Department Executive sponsor Communicate high-level vision and values of Office 365 to the company Executive Leadership Success Owner Ensure the business goals are realized for an Office 365 rollout Any department Champions Help evangelize Office 365 Project Manager Oversee Office 365 rollout process Project Management Training Lead Manage the training program and/or resources for your Office 365 rollout IT and/or HR HR Manager Integrate Office 365 into HR processes and manage HR content on Office 365 HR Communication Lead Oversee company-wide communications about Office 365 IT and/or Corp. Technical Manager Link between business side and IT IT and/or Staff

PREPARE – PRIORITIZE BUSINES SCENARIOS To begin to form your own Business Scenarios, consider using this framework

PREPARE – PRIORITIZE BUSINES SCENARIOS

PREPARE – PREP IA & INFRASTRUCTURE Define components that make up the overall information architecture, including Site Collections, Sites, Libraries, Lists, Workflows, and Security Information Architecture Planning Workshop – Taxonomy, Tues. May 17 Establish an information architecture to meet the business needs of the various organizational units Information Architecture Planning Workshop – Taxonomy, Tues. May 17 Define main navigation Navigation Planning Workshop, Tues. May 25 Configure the required Office 365 URL & IP ranges and other endpoints Clean up your Active Directory User Profiles before you begin the process of synchronization Define & schedule OneDrive for Business desktop & Apps synch software install for users

PREPARE – COMMS & AWARENESS Define a communication strategy to generate awareness and excitement. 1 Before the service becomes available, you want your people to be excited by the fact that it is coming, and then keep them interested in using it after you’ve launched. 2 Ensure you take into account your staff when putting together the messaging, as you need to help them identify “What’s in it for me?“ 3 Pick a mix of activities including email, posters and physical events and plot them out along the timeline of your project 4 PREPARE – COMMS & AWARENESS

PREPARE – CRITICAL SUCCESS ACTIVITIES Posters, booklets and print templates Countdown and announcement emails Tips and tricks email series http://fasttrack.microsoft.com/office/resources/drive-value

PREPARE – PHASED APPROACH

MIGRATE – CYCLE OF SUCCESS COMMS SUPPORT COMMIT

MIGRATE – ACTIVITIES Communication Training Trial migration & validation Migration Validation Source data & systems end of life

MIGRATE - PERSONAL DOCS TO ONEDRIVE The self-service migration option is to have your users drag-and-drop their individual files to the Office 365 OneDrive for Business document library through Windows Explorer. Users can also select and upload files from their local computer by clicking Upload in your OneDrive for Business for Office 365 document library. For more information, see Upload files to a library. Drag-and-drop to OneDrive for Business in Office 365

MIGRATE - PERSONAL DOCS TO ONEDRIVE Drag-and-drop to OneDrive for Business in Office 365

MIGRATE - FILE SHARE DOCS TO SP ONLINE Migrate your current SharePoint on-premises to Office 365 with ShareGate Speed up the transfer with “Insane Mode” (requires Azure account) Replace illegal characters Define User and Property mapping templates Execute on scheduled document migrations

MIGRATE - FILE SHARE DOCS TO SP ONLINE Run a pre-migration report to check for issues beforehand

MIGRATE - FILE SHARE DOCS TO SP ONLINE Migrate your file share documents to Office 365 with ShareGate Import Files to SharePoint is a simple feature for migrating files system and file shares to SharePoint. With a simple drag and drop, it is possible to migrate a complete folder hierarchy to SharePoint while applying content types and metadata at the same time.

MIGRATE - FILE SHARE DOCS TO SP ONLINE The left explorer pane shows the available drives for the copy from your computer, while the right explorer pane shows the documents in the destination library. In the left pane, navigate to your source folder and select the files you would like to copy to the destination site. Then, drag and drop them to the right pane or click on Copy.

MIGRATE -VALIDATING MIGRATION SUCCESS ShareGate offers a detailed log of activities that take place during file share and SharePoint- sourced migrations Drag-and-drop to OneDrive for Business in Office 365

Thank You Sponsors! PLATINUM GOLD SILVER

Thank you and see you next year! Join us for SharePint after the event @ 5:30pm 6982 Financial Dr. (Drake A Firkin) and don’t forget to submit feedback after each session for your chance to win great prizes at the end of the day! Survey Link: http://bit.ly/2vWCcoM Thank you and see you next year!