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SharePoint Migration On Time and On Budget
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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!
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SharePoint Migration On Time and On Budget
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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
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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
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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)
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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)
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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
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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