1. SharePoint Migration Case Study The good, the bad and the what the……..

2. Johnny Lopez
Houston Office 365 Community President Office 365 Saturday Houston Chair National Speaker Houston, Tx Johnny is a passionate evangelist who attributes his professional experiences, technical expertise and real-world SharePoint and Office 365 experience with organizations. He served 10 years in the U.S. Navy serving on 2 Aircraft Carriers (USS Eisenhower & USS Nimitz) as an Electrical Work Center Supervisor. He graduated from the University of Phoenix of Houston in 2011 with a Bachelor of Science degree in Business Information Systems. Johnny has been working in the SharePoint community for the last 9 years.

3. SPSVB Sponsors
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4. SharePint
ATC
Immediately following SPSVB Closing Some appetizers will be provided

5. Agenda Why Migrate Understanding your environment
Approach and Activities
Migration Tool Selection
Governance
Migration Planning Phases
Training and Adoption
Questions

6. Firstly, lets understand Office 365

7. I want to know what Office 365 is?
Office 365 is your personal Office and more. It lets you work from anywhere, on any device, whether you’re online or offline. That means more powerful tools for creating content, better ways to work together, and easier ways to share.

8. SharePoint and OneDrive cloud momentum
SPVS 2016 & Ignite
250K 
Organizations
300 % 
Data Growth
60% 
Online Seats
SPVS 2017 & Ignite
300K + 
Organizations
300 % 
Data Growth
65% 
Online Seats
SPVS 2018 & SPC18
450K 
Organizations
200 % 
Data Growth
70% 
Online Seats

9. Delve
Wouldn’t it be great if you could search for information at work just as easily as you do on the Internet? With Delve you can. That means you can quickly find what you need across sites, files, conversations and more.
Now you can always stay connected and informed on topics that you and your colleagues are working on.
Let Delve quickly surface the content you need for your job and the projects you are working on. Delve’s results are tailored to you so they are relevant, real-time & up-to-date.

10. OneNote
OneNote is a digital notebook that allows you to gather and organize your notes and information. You can organize text, pictures, digital handwriting, audio, video, and more, in one notebook. It provides powerful search capabilities to easily find information and you can share your notebooks and work together with others more efficiently.

11. Organizations use SharePoint as a secure place to store, organize, share, and access information from any device.
SharePoint Online - A cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to an Office 365 plan or to the standalone SharePoint Online service.
SharePoint Server - It includes all the features of SharePoint Foundation. And it offers additional features and capabilities, such as Enterprise Content Management, business intelligence, enterprise search, personal sites, and Newsfeed.

12. OneDrive is the place where you can store, share, and sync your files and then get to them from anywhere on virtually any device.
Work on documents with others at the same time (if you store them in OneDrive).
Send files from Outlook 2016 as modern attachments
When you attach files from OneDrive, OneDrive for Business or SharePoint, you can share them as View only, or give the recipients Edit permissions, which helps them collaborate easily on one copy that everyone works on.

13. Why migrate? Collaboration Mobility Enterprise Search
Instant message, share calendars, and view fellow worker’s availability, across entire organization
Securely edit and share documents with others using Word, Excel, PowerPoint, and OneNote
New features like coauthoring and Skype for Business allow for real time collaboration
Microsoft Teams, Planners, Office 365 Groups for consistent enhancement on productivity
Mobility
Business critical documents can be available when connected to the internet outside of the office
OneDrive for Business empowers you to store, sync, and share your work files across devices
Access your intranet or collaboration tools from anywhere
Enterprise Search
Improved accuracy in search results
Allows you to connect to file shares and other SharePoint environments
Office 365 empowers you to securely edit and share documents with others using  Word, Excel, PowerPoint, and OneNote. Using the collaboration features to edit documents online removes the headaches of check in/check out, tracking changes, manually merging documents, and locating the most up to date version with the added function of coauthoring.
Mobility
Office 365 enhances the mobility experience through OneDrive for Business by empowering you to store, sync, and share your work files across all of your devices. Now your business critical documents can be available when connected to the internet outside of the office.
Products included are:
Outlook Online -
SharePoint Online - intranet
Skype for Business - instant messaging, online meeting
OneDrive for Business - store, sync and share personal work files
Office Online - edit and read office documents

14. Understanding your environment
SharePoint 2007 and 2010
Intranet, Teams, and Extranet sites
450 site collections and 1100 sites
700 GB
Unstructured data
Nintex Workflow
SharePoint Designer Workflow
Video Management
External sharing requirements
Intranet Menu system
InfoPath Forms
Forms Libraries
Understanding your environment

15. Approach and Activities
Office 365 Configuration
Active Directory AD Connect configured to synchronize user accounts from on-premise directory servers to Office 365
Develop and deploy custom branding and navigation solutions to the SharePoint Online environment.
Deploy 3rd party solutions
Migrate Managed Metadata
Migrate Enterprise Content Types
Configure People Search and User Profiles
Create required Site Collections
Migrate site content and configure site security
Deploy custom solutions
The following activities, at a high level, will need to be completed in order to move to SharePoint Online. The order of some tasks can be modified if needed, however, others must be completed as prescribed.
*The order of some tasks can be modified if needed, however, others must be completed as prescribed.

16. Migration Tool Why Sharegate? Licensing Model Cost Efficient
Intuitive UI
Ongoing governance and maintenance
Reporting Tools
User and Property mapping

17. Site Governance Consistent Page Layout
Sites will use content types and metadata
All libraries will have major and minor versioning turned on
Permissions will be managed by the Site Owners
Content types let you consistently organize and manage content in SharePoint.
Easier viewing
Better search results
Filtering, sorting, and pivoting of information in multiple ways
External Sharing for extranet site only
Site Governance
Tabbing system will be on one page for ease of editing. All content will need to remain in the provided zones on the home page. This will ensure consistency across our intranet. Rather than having multiple web parts in different zones, we are asking that you use the tabbing feature to add more to your page. Please ensure you have a banner on each tabbed page.
Folders tend to limit the ability to search, and the main goals users of the intranet have is to find what they are looking for. If you think of a play list, where all songs are organized by the tags that categorize the song – artist, album, year, genre – documents will be organized like that rather than in folders. You can build your own categorization or use the taxonomy (naming convention) already established within the company in the available content types. This is known as Managed Metadata.
Managed Metadata ensures that more consistent terms are used across the intranet. By identifying and utilizing enterprise-defined terms and keywords used among employees, it provides greater consistency and accuracy in search results. Within large organizations each department will naturally develop its own set of terms and these may be department specific. It is therefore essential that the end user’s behaviors and preferences are understood and that all terms are aligned with business requirements. Managed metadata ensures the search functionality is aligned with these requirements by providing dynamic capabilities to adapt to changing enterprise needs.
Flexibility and adaptability are crucial within any organization. Providing end users with the ability to select preferred terms and values can significantly increase the accuracy of search.
Content types consist of a collection of metadata. Just like in whatever town you live in, the intranet at Energy Transfer has certain amenities that your home ties into. There’s certain information common to everyone for documentation everyone must use, such as driver’s licenses, and other IDs: those are Name, Birthdate, Address. It is similar with content types, there are fields that are commonly used called managed metadata. Think of a form template where there are certain fields that need to be filled in.

18. Site Owner Responsibilities
Responsible for the site users by
Ensuring that the users have the appropriate level of knowledge to be able to work with their site.
Being first level support that users go to for assistance with the site.
Contacting the Service Desk if further assistance is needed or to add or remove users.
Responsible for the life-cycle of the site, such as
Communicating any type of transition of ownership to SharePoint team.
Retiring the site when it is no longer needed.
Responsible for content and ensuring that
The information is permitted on SharePoint.
Content and information is relevant and up to date.
Documents have the appropriate content type and metadata tags.
Just like a house, you’re responsible for the duration of the time you live in it. You determine it’s life-cycle and when it needs to be deleted. You have the only authority to grant people contributor access, and all requests will be routed through you for approval. Before you do; however, please make sure to train your contributors. This is the best way to ensure that your users know how to work with your individual site because processes may vary from site to site, much like house rules are different for every family. There’s an added benefit for you, too: when you teach, you learn.
Let’s continue with the home analogy…this is your department’s formal living room, and you are the owner. That means, you are ultimately responsible to make sure the rules of the house are adhered to by the people who live with you. If you follow the guidelines for , and other company policies, that should have you covered. You’ll want their help in maintaining it and keeping it up to date. I would suggest making discussing it a regular item on your department meeting agenda so that it becomes second nature that people think to use it as a communication vehicle to the rest of the organization. Think of your front page like the window dressing of a store front; if it never changes, people aren’t that likely to stop in again. However, if it’s consistently updated with the latest and greatest, you increase the probability of grabbing the attention of your audience. Keep your visitor’s goals in mind, and make sure you keep front and center the things they’re looking for if they happen to navigate to your site.
Another way your users look for the information your department provides is through search. If you have never heard of content types or metadata tags, consider the way social media uses tags. This allows for categorization of content and improves their search.

19. Site Templates Type of Site Used for Department
Publishing departmental information, visible to all employees as part of the intranet.
Team Site
Sharing information between a small group of users.
Extranet
Sharing information with people outside the organization.
OneDrive
Replaces personal storage, sharing and co-authoring
Groups
Collaborate with your teammates when writing documents, creating spreadsheets, working on project plans, scheduling meetings, or sending .
The training today will be exclusively about your department site, but there will be future training for the other types of sites. You can think of your department site as the formal living room of a home where you put your best furniture, decorations and china in order for your guests to get the best of what you have to offer them; it’s strictly for your guests to visit, consume and leave. This is the place to keep tidy and where you don’t keep your dirty laundry, right? All of that messy day to day stuff goes in the team site, which is more like the den of a house. The kids can chew bubble gum there, put their feet on the coffee table, and otherwise do their day to day living. The Extranet is like a team site, only the team consists of people outside of the organization as well as inside. Since they’re collaborating with you, the information out there remains a work in progress.

20. Site URL Naming Conventions
Department Sites
/sites/COMPANY-dept-SITENAME
Team Sites
/teams/COMPANY-SITENAME
Extranet Sites
/teams/COMPANY-ext-SITENAME
Application Sites
/sites/COMPANY-app-SITENAME

21. Migration Phase I – Discovery
Identify Site Owners
Content Owner(s) Communication
Validate URL on Site Disposition is Correct
Establish disposition with Content Owner
Educate Content Owner of available site templates
The analyst will be responsible for identifying the Site/Content Owner. The Site Disposition List shall be used to track all progress during this phase. 
The analysts will investigate each Item (site) on the Site Disposition List and contact the “Contact” listed and determine 1) if that person is the relevant Content Owner, 2) if the site needs to be migrated or remain in place. If the contact isn’t the actual Content Owner, the analyst will review the site for content contributors who may be, or are willing to assume the role of, the Content Owner. The analyst will need to contact any or all persons that could provide insight on who the site owner is or should be. 

22. Migration Phase II - Content Cleanup
Establish an agreed duration with Site Owner
Verify ROT with Site Owners
Determine new location for Content
Training of Content Management (Taxonomy, Views, versioning)
Review and validate permissions with Site Owner(s)
Review and validate required views with Site Owner(s)
Review of any existing workflows
Solicit feedback on any relevant future workflows (possible future enhancements)
Determine Metadata mapping

23. Migration Phase III: Migration
Establish agreed duration with Site Owner
Migrate Content with Sharegate
Site Configuration
Library/List Creation
Apply Content Types
Apply permissions (SharePoint Groups)
Implement views per site owners
Workflows, if needed
Configure Metadata mapping
Configure User Mapping (content ownership)
Validation of success by Analyst
Validation of success by Site Owners
Migration Success Signoff by Site Owner

24. Migration Phase IV: Site Validation & Decommissioning
Validate site migration completion with site owner
Set old site’s permissions to “Read Only”
Schedule site for deletion in 30 days
Remove site from SharePoint after 30 days
Update Site Disposition List

25. Validate Content Migrated Properly
Migration Timeline
Site Content Clean Up
Content Freeze
Training Continues
Validate Content Migrated Properly
Training Continues
Kick Off
Training Begins
Migration Go Live
Site Decommissioning

26. Training and Adoption Governance Plan Support Structure
People Search - Delve
Taxonomy
Training – Brainstorm Video Training
Instructor Led Training
Lunch and Learns
User Groups

27. Lessons Learn Office 365 isn’t just one product
Sort out my documents beforehand
There is always a manual step
Migration isn’t as hard as I thought
Learn and move forward
Lessons Learn
Potentially the most important point and it isn’t that technical. It’s a realization that Office 365 isn’t just one single application. As a user experience, it encompasses multiple things such as SharePoint, the Office Suite, Delve and more.
Migration is a perfect time to sort out files and content, and to think about a good spring cleaning. Challenging the belief that ALL content must be migrated and you can potentially save a lot of time. How many files aren’t accessed by staff anymore? Or how many documents are used so infrequently that they justify inclusion in migration efforts.
Tools like Sharegate can be employed to do a lot of the heavy lifting for you (in so far as moving files, recreating permissions, mimicking current site structures and being platform agnostic).
Having a man on the ground while a migration is ongoing is always recommended but we always encourage customers to keep time and resource available for post-migration site checks.
Breaking down tasks into smaller, manageable chunks right from the start removes a lot of the fear factor from migrations. Taking the opportunity to remove the clutter from the old system, working out what’s useful and then converting that into a newer, cleaner Office 365 deployment in which your firm will have access to newer and more powerful features can be pretty linear.
Questioning the validity on claims that ALL content must be moved can be a massive time saver, as can keeping enough time aside for human intervention to make sure that things are running smoothly. We also believe that not all migration projects need to be viewed with negativity and fear.

28. Conclusion – The What the …….
Lessons learned from migration:
The person(s) who still has permission to the site may not be a decision maker
Let the business users guide you to the decision maker
Don’t go above the C-Level in the organization for a decision maker (VP or above)
Use the Corporate Org Chart to help you find the right person to “own” the site and content
Due to organization changes the content may have more than one owner. Simply noting this will allow for addressing during the migration phase
Conclusion – The What the …….

29. Office 365 Roadmap
The Office 365 Roadmap lists updates that are currently planned for applicable subscribers. Updates are at various stages from being in development to rolling-out to customers to being generally available for applicable customers world-wide.

30. Questions?