Detailed Project Activities

Detailed Project Activities
May 2016

Verification & Validation
Project Activities (Discovery) Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools To Be Leveraged Deliverables Completed Pre-Upgrade activities Project Kick-off Signed SOW Lessons Learnt from Previous Migration Pre Upgrade Analysis: Assess following information / Documentation / environment - SharePoint farm settings and configurations Application Customizations, Design elements Custom / third party controls / data types used Site collection and site details Conduct kick-off/ workshop with key stakeholders to understand the scope, deliverables and business imperatives Preparation of roll back , cut over & go live plan Application Rationalization: Owner Identification Sites Classification & Prioritization Sites to be Decommissioned Sites to be Archived Sites to be Migrated Classification of components, Grouping of components Identify activity related House Cleaning (including content clean up) such as - Orphaned sites , Multiple document versions , Remove unused web parts, features, solutions, sites etc. PowerShell Scripts CAF Pre-Upgrade Analysis Tool Application Disposition Tool (ADT) Approved Information Collection Worksheet Functional and technical grouping Sites Classification & Prioritization Worksheet Pre Upgrade Analysis Report

Project Activities (Planning) Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools To Be Leveraged Deliverables Approved Information Collection Worksheet Functional and technical grouping Sites Classification & Prioritization Worksheet Pre Upgrade Analysis Report Project Planning – Finalize delivery methodology, iterations, schedule. Estimation Validation, As per identified priority , sequence out the site collection/sites for migration on the identified platform Define Migration Strategy & Roadmap, Identify Migration tool and hosting, Decide the migration strategy-partial or at one go, Decide on customization area- what can go, and can be left. Pilot Migration Centralized Branding – css/logo/look & feel Define the decision tree for each site collection decided for migration and identify the target platform, the owners, contributors and readers Define the migration schedule for each SC (breaking down into multiple batches) depending on the complexity on customization or data volume. Plan the schedule for preparation of test plan , test cases , test scripts, Redesigning information architecture Get into agreement with business owners for identified platform and features that will be provided/not-provided. Provision Office 365 tenant and set up infrastructure Define Communication, Adoption & training plan Define rollback plan, Creation of remediation scripts Optimization or re-design of identified custom components Strategize the Acceptance criteria CAF Tool – Strategic Layer for Roadmap Application Disposition Tool (ADT) CAF Hosting Decision Matrix Tool PowerShell Scripts Visual Studio 2013 & Online IDE – Napa Identified Migration Tool Identified UX design tool Approved Project Plan Worksheet List of additional demand raised (if any) Rollback plan Migration Strategy Document Migration Decision Tree Communication & Training Plan Migration test plan , test cases , test scripts Remediation Scripts Solution Upgrade design Pilot Migration report Sample site with new branding Acceptance Criteria

Project Activities (Execution) - 1 Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools To Be Leveraged Deliverables Approved Plan Worksheet List of additional demand raised (if any) Rollback plan Migration Strategy Document Migration Decision Tree Communication & Training plan Upgraded Solutions Migration test plan , test cases, test scripts Remediation Scripts Acceptance Criteria Prerequisites High Dependency – Provision Office 365 tenant and set up infrastructure - includes the completion of identity synchronisation, user licenses and site structure. Information Architecture - SharePoint Online only supports one web application with multiple host-name site collections. Clean Up – Make sure that its legacy environments are functioning in a healthy state Medium to High Dependency – SSO: STS token would need to change to compatible versions Training - Recommended that client should plan SharePoint Online training sessions Communication Management - Come up with a detailed communication plan (including Campaigning , Promotion , User Awareness etc.) across multiple Geo’s PowerShell Scripts Identified Migration Tool Identified Testing Tool HCL’s Reusable Components (based on detailed design) CAF Tool for governance List of sites migrated to new platform (along with Url) Scope Document- having list of functionalities not implemented, testing summary and open issues (if any) Defect tracking sheet Workbook-TFS urls for all scripts, in house developed component s along with their usage, design, deployment etc. Workbook- list of upgraded solutions & 3rd party solutions (along with license details) and their deployment steps

Project Activities (Execution) - 2 Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools To Be Leveraged Deliverables Medium Dependency – External Access – Need to consider whether to grant external users SharePoint Online licenses or treat them as external users and use Office 365 external sharing features Branding - Centralised branding should be established and leverage SharePoint Master Pages and CSS files to create the organizational identity. Identified UX design tool O365 sites with new branding Metadata mapping Execute migration process (1-1, capability based) Validate content & report issues Fixing defects (if any), Identify breakage patterns Refine remediation scripts Deploy the upgraded compatible 3rd party components Deploy the upgraded solutions/apps Migrate the site collection/sites (bulk migration as per defined migration sets) on identified platform Implement custom branding Execute remediation scripts Unit test (including testing of Upgraded and 3rd Party deployed solutions), bug fixing (if any) & defect tracking Powershell Scripts Identified Migration Tool Identified Testing Tool HCL’s Reusable Components (based on detailed design) CAF Tool for governance Migration execution status report Content migration report Capability/solution rollout report Testing status report Governance reports

Project Activities (V&V) Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools Leveraged Deliverables List of sites migrated to new platform (along with URL) Scope Document- having list of functionalities not implemented, testing summary and open issues (if any) Defect tracking sheet Workbook-TFS urls for all scripts, in house developed component s along with their usage, design, deployment etc. Workbook- list of upgraded solutions & 3rd party solutions (along with license details) and their deployment steps Post Upgrade Activities Re-apply administrator permissions for services Configure new and upgraded services Upgrade profile properties to taxonomy data and update the photo store for Profile Services Migrate SSO data to the Secure Store service Monitor final status and log files Final Sanity check Small sessions with business for new site URL handover and re-setting the expectation Defining the UAT timelines to the business. UAT & bug fixing (if any) Defects tracking Business sign-off Manual testing by business Visual Studio 2012 TFS List of open and closed defects Site collection or Sites wise business sign off for making it live. List of additional demand raised (if any)

Project Activities (CO & SS) Discovery Planning Execution Verification & Validation Cutover & Steady State Entry Criteria Activities Tools Leveraged Deliverables List of open and closed defects Site collection or Sites wise business sign off for making it live. List of additional demand raised (if any) Workbook- list of upgraded solutions & 3rd party solutions (along with license details) and their deployment steps Production deployment Final sync in case of co-existence (Delta run) Site collection/sites will be published or group of sites consolidated into specific site based on capability based mapping (Application rollout) Security restricted to only business users will now be opened to identified group. Old sites will be made read-only for defined period of time and then will be decommissioned. Communication of new URL and functionalities to all the users Handover to the support team KT for overall execution approach of the farm, exceptions (if any) KT on upgraded solutions and 3rd party components Discussion on open defects (if any) Fix for data misses (if any) Fix for broken functionality (if any) Respond & resolve post upgrade defect tickets Final closure and sign-off of project Identified Migration Tool Visual Studio 2012 / Online IDE - NAPA TFS – Team Foundation Server List of site with old and new URL, time duration till old sites will be in-read only mode Farm wise KT document Project Sign-off

Discovery – Value Proposition Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Pre Upgrade analysis CAF - Provides Standardized templates to carry out analysis Provides Pre Upgrade Analysis Tool Simplifies the process of Pre-Upgrade. Grouping of Sites Consolidation of Sites Prioritization ADT - Provides Survey for owners to capture technical classification ADT - Provides Survey for owners to capture function classification ADT - Provides Survey for owners to capture priority Low Dependency on Business Users. Quick turnaround. Structured workflow driven approach to engage with business owners

Planning Value Proposition - 1 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Design Planning & Key Considerations Sizing - Max Site Collection size, Max DB size, No of Content DB > 500 GB Third-Party Components - Third-party components & their compatibility, Availability of -enabled Lists Network/Connectivity - Network bandwidth connectivity details from all required locations Customization - Customization details, Tight coupling with on premise LOB applications with low latency needs, External Web Services Compliance -Strict compliance/ company regulation requirement, Audit reporting requirement, NDA for External Users IAM - Authentication details, Backup & Restore requirement IA -Current Information Architecture, Search , Navigation, Branding etc. Feature Usage - BCS, SSRS, RBS, Performance Point etc. O365 Plan to be leveraged Leverage learning from past experiences to avoid common mistakes Plan for future-ready target O365 platform Pre-empt challenges Identify Other Considerations Requirement for purchase of additional licenses per seat and as per plan and challenges with integration with LOB applications Requirement for detailed logs and usage analytics Plan ahead for additional user licenses Early identification of potential issues

Planning Value Proposition - 2 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Identify Other Considerations Highly complex and customized solutions and third party components not released / tested in target platforms Applications requiring huge processing- not normally supported by standard VM's Regulatory Compliance issues - datacentre in customer premises mandated & Strict audit requirements Internet availability & bandwidth restrictions for end users/ mobile users & remote locations where only company network available Early identification of right application hosting option (hybrid/on-cloud/on-prem) Early identification of type of apps / sites to be created to support low bandwidth users Estimation CAF - SP Upgrade Estimator – Analyze in-scope applications and does estimation Minimizes IT involvement Process driven approach to estimation Roadmap planning Preparing Execution plan Project Sprint planning Prepare Environment Getting the Team ready, Adoption CAF – Automated Roadmap Planner helps to come up with a migration roadmap CAF – Standardized Template and Process Document simplifies this process CAF –Capacity Planning Tool identifies/validates infrastructure need. CAF – Guidance on Team Roles CAF – Adoption Strategy Minimizes effort & time for foolproof Project Planning and Delivery Ensures Consistent Output. Reduces TCO Low Dependence on IT team

Planning Value Proposition - 3 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Application Governance Planning Interoperability, Content Strategy, Service Apps & Branding, Governance around Rich Client Integration as part of Business Connectivity Services (BCS) Focus on minimum customization and OOB branding – custom site definitions are not available Custom governance approach and planning not available w.r.t to service applications and will be dependent on the O365 plan purchased Site Collection level administration and governance Leverage SharePoint OOTB capabilities Reduces development effort, support lifecycle Provide a single point of reference/guidelines/checklist for the Application team IT Governance Planning Deployment Strategy, Infrastructure Planning & Configuration Strategy IT Governance planning for only sandbox deployments No access to Central Administration: Plan for alternatives to custom timer jobs & s via smtp Quotas are limited by the O365 purchased plan boundaries and custom quota templates will not be available, Data volume and storage monitoring is a major governance task Focus on collaborative governance planning and interfacing with Microsoft support teams rather than core IT administration Prepare for the worst case scenarios Overcome O365 limitations Provide a single point of reference/guidelines for all the IT teams involved

Planning Value Proposition - 4 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Information Governance Planning Metadata, Information architecture & External sharing External sharing is exclusive to O365 and offers the potential to expose confidential information to external parties. Rigid information management hierarchies and policies need to be promulgated to address this. Metadata driven faceted search is limited in O365, search experience needs to be planned appropriately Effective tagging of contents Easier Findability of contents Secured content policies Overcome O365 limitations and provide rich user experience

Execution Value Proposition - 1 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Implementation approach for Upgrade Alignment with O365 Upgrade Principles Configuration over customization -SharePoint Online migration would only focus on using OOTB features to reduce re-development, training & support costs Minimize amount of data to be migrated - Not everything needs to be migrated to SharePoint Online environment. Site having > 500 GB size, is not recommended to move to SharePoint Online. Site collections beyond 1 TB are not allowed in SharePoint Online Migration return on investment - While prioritizing, need to make sure the candidates would contribute most to the client’s server consolidation within the constraints of time, resources and network latency. Business sensitive data & strict audit requirements - Sites having business sensitive data & strict audit would not be migrated to SharePoint Online. Back up infrequently accessed site collections - Infrequently accessed site collections would be backed up offline & won’t be accessible Minimizes effort & schedule Proactively address future challenges around maintenance support etc. Leverage past experience and best practices Promote lean, agile and nimble target O365 platform

Execution Value Proposition - 2 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Manage Customization SharePoint 2013 App Model for all customization as much as possible even though SharePoint 2013 still supports web parts “Low Trust App” because of the following design benefits Flexibility – Low trust apps can easily be moved to cloud which is not the case for High Trust App as this can only be used with SharePoint 2013 on-premises. Certificate registrations for multiple environments: No longer need to worry about managing X.509 certificates or Trusted Security Token Issuer registrations for multiple environments Security - Security such as whether developers having access to the password for the X. 509 certificate and how to manage that is simplified. Extensibility Low trusted Apps can easily be used in non-Microsoft platforms as well (In this model, you only need to use a JSON Web Token) to extract the context token that SharePoint sends, get the Azure ACS URL, and pass it the refresh token to obtain an access token Extensible, scalable and future-ready architecture Cross platform availability Alignment with latest web standards Open and accessible Refer here for phase wise mapping of CAF upgrade artefacts

V&V Value Proposition - 1 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Application Validation TFS- Test Manager based automated testing would boost testing performance, minimize Business & IT effort. Known issues and maintenance of KEDB for: Cross site links within the site collection, might break. FAST Search Center in old SP 2010 environment , will not be upgraded and existing ones can continue to work in 2010 mode. New SP2013 Search may need to be planned Custom Branding: Master page in SharePoint 2010 will not work in SharePoint 2013 – will revert to default branding. Custom master page required RSS will pull data from old sites, Long running workflows traces ( URLs) might break If the custom master page contains a custom content placeholder, and if custom page layouts also contain this custom content placeholder, then an error may prevent the home page of your site from rendering at all after upgrade. Minimizes effort & schedule. Ensures correctness Proactively address future challenges around maintenance support etc. Leverage past experience and best practices Content Validation Power Shell to verify migrated content Minimizes effort & schedule.

V&V Value Proposition - 2 Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Test Planning and Execution Activities and Deliverables System Test Plan (includes Migration Test Plan) System Test Cases Migration Test Cases Integration Test Cases Performance Test Cases Regression Test Cases Requirements Traceability Matrix Test Data Preparation & Management Test Execution Smoke & Sanity Testing Functional Testing (includes Integration Testing) Non-Function Testing (Performance Testing etc.) Migration Testing System Testing Integration Testing Performance Testing Regression Testing Defect Logging in a Defect Tracking Tool Minimizes effort & schedule. Ensures correctness Leverage past experience and best practices Tools Used HCL’s PMSmart Load Runner Minimizes effort & schedule.

CO & SS Value Proposition Discovery Planning Execution Verification & Validation Cutover & Steady State Activity Description Value Proposition Comments Hand over to support CAF – Checklists ensures effective handover Minimizes effort & schedule. Ensures correctness Final sync in case of co-existence Delta Run ensures complete migration of all content

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Detailed Project Activities

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