SharePoint 2016 Migration Success Takes Three Steps
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Your successful migration to SharePoint 2016 takes three actions: analysis, optimization and planning. It also takes a lot of questions that require answers. What do you have? What do you move? What do you archive? What problems might occur? What do users expect? From identifying content sprawl, deciding what to archive, understanding potential security risks, ending performance issues and creating an environment that meets end-user expectations, requires many questions that need good answers. In this session, you’ll learn what to ask and how to find answers: Understand your current environment Maximizing SharePoint 2016 features Accurately plan your migration Reduce risk in your SharePoint migration
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SharePoint 2016 Migration Success Takes Three Steps
- 1. SharePoint 2016 Migration Success Takes Three Actions Adam Levithan Director Product Management, Metalogix alevithan@metalogix.com @collabadam
- 2. Adam Levithan @collabadam AIIM & CMSWire Blogger Director of Product Management 10+ years in Collaborative Systems SharePoint expertise: Out-of-the- box solutions, business process management, Governance, adoptions, information architecture Next Adventure: 100 KM fundraising bicycle ride for diabetes About Me
- 4. Migrations Analysis Planning Optimization SharePoint 2016 User Experience Infrastructure Compliance & Reporting Migrate? Agenda
- 5. 6
- 6. 2001 SharePoint Portal Server 2001 2003 SharePoint Portal Server 2003 2006 Office SharePoint Server 2007 2009 SharePoint Server 2010 2012 SharePoint Server 2013 2016 SharePoint Server 2016 Microsoft Managed Solutions Microsoft Online Services Office 365 Born from the Cloud
- 9. SharePoint 2016 – User Interface 10
- 10. SharePoint 2016 – Central Administration 11
- 11. Deprecated in 2013 • Document & Meeting Workspace • No more XSLT we now use Display Templates • FAST Server merged with OOTB 2013 Search • Web analytics from moved into Search • Organizational Profiles Deprecated in 2016 • Wave a fond farewell to SharePoint Foundation • No more Forefront Identity Management • Standalone (Single Server) Install Supported for Dev/Test only • So Long to Tags and Notes • Excel Online replaces Excel Services • BI must use SQL Server 2016 • Prepare to say goodbye to Stsadm What’s Not In SharePoint 2016
- 12. • Search, Continuous Crawl and the new Web Parts • Social – Community Site, Microblogging and Activity Feeds • Updated User Interface & branding through the Design Manager • OneDrive for Business instead of My Sites • Apps and the App Store • Claims authentication default 13 What’s In SharePoint 2016 via 2013
- 15. Thresholds & Limits 16 Increased List Threshold >5000 List Threshold Content database sizing into TB’s Content Database Size MaxFile Size 10GB and removed character restrictions MaxFile Size 100,000 site collections per content database Site Collections per Content Database 2x increase in Search scale to 500 million items Indexed Items
- 18. Hybrid? www.metalogix.com/sharepoint2016 Five Pillars to Optimize O365 Readiness
- 19. 2007 & 2010 – Thinking about Migrating Complete User Interface overhaul Office Online a separate server Authentication Stability/Scalability Data Loss Prevention Analytics OneDrive for Business Durable Links Team Site Follow Profile Redirection Mobile Hybrid App Launcher Thresholds & Limits Search Hybrid Picker MinRole Zero Downtime Patching Fast Site creation Search improvements
- 20. 2007 & 2010 – Thinking about Migrating Complete User Interface overhaul Office Online a separate server Authentication Stability/Scalability Data Loss Prevention Analytics OneDrive for Business Durable Links Team Site Follow Profile Redirection Mobile Hybrid App Launcher Thresholds & Limits Search Hybrid Picker MinRole Zero Downtime Patching Fast Site creation Search improvements
- 21. 2007 & 2010 – Already planning on 2013 Similar user interface between 2013/2016 < 6 months go 2013 - it’s hard to stop momentum > 6 months check feasibility on 2016 Data Loss Prevention Analytics OneDrive for Business Durable Links Team Site Follow Profile Redirection Mobile Hybrid App Launcher Thresholds & Limits Search Hybrid Picker MinRole Zero Downtime Patching Fast Site creation Search improvements
- 22. 2013 and thinking about migrating Similar user interface SQL Upgrade path Power BI Office Online Data Loss Prevention Analytics OneDrive for Business Durable Links Team Site Follow Profile Redirection Mobile Hybrid App Launcher Thresholds & Limits Search Hybrid Picker MinRole Zero Downtime Patching Fast Site creation Search improvements
- 25. Pre-Migration Discovery/ Analysis • Has anything changed? Does my SharePoint Farm represent my current organization strategy? Acquisitions? Leadership changes? Departmental reorganizations? • Capture business purpose Assess relevance of content Assess current users Sensitive, Regulatory, Important Content
- 26. Changes In SharePoint Over Time
- 27. Create a SharePoint Inventory URLs Site Collection Name Site Collection Size Sub site count Large Lists Document Versions Customizations Site Location/position Content DB – Size, Number Site Collections per DB Duplicate or Orphaned Site Collections My Sites – Content DB, Size
- 28. Pre-Migration Clean-Up Evaluate current business process Consider existing site structures Departmental/team reorganization Publishing requirements Search/findability Navigation Content Growth Sensitive or regulatory requirements “Over half feel they would be 50% more productive with enhanced workflow, search, information reporting, and automated document creation tools” The SharePoint Puzzle – adding the missing pieces, AIIM, 2012
- 30. 31
- 31. Your Roadmap to Adoption Success: 5 Critical Elements 32 Maximized End-User Adoption Define the vision 1. Plan for continual updates 3. Plan for adoption 2. Build effective communications 4. Prepare for the future 5. www.vitalyst.com
- 32. Understanding Speed • Connection Speed The distance between on-premises SharePoint and SharePoint Online is very large, creating a Wide Area Network (WAN) The Internet is a very unpredictable WAN • Office 365 Protection Mechanisms Throttling – User and Farm Virus Scanning Load Balancing of Web Server Connections Distributed Denial of Service Monitoring • Migration Tools and APIs Migration tools use fairly chatty SharePoint API’s (CSOM) to migrate from SharePoint to SharePoint
- 34. Network 35 • Where are you starting? • Where are you going? • What is the current load? • How much content are you moving? • How much time have you given yourself? • Can you migrate simultaneously?
- 36. Network Optimization Capacity Load Traffic Isolation • Web • Database • Service Applications • Search • Authentication Indexing
- 37. Database Distribution • Provisioning overhead • Data isolation • Content storage • Query locks and throttling • Utilization • Recoverability • Resource Consumption • Availability System Services Site Collections Lists
- 40. 41 Questions? The SharePoint Server 2016 Migration Planning Guide Five Pillars to Optimize O365 Readiness www.metalogix.com/sharepoint2016
Editor's Notes
- Adam Edit
- Speaking of 3rd Party tools (wink wink nudge nudge) Do you have to use them to migrate to SharePoint Online? Officially, no. You could manually move content by dragging and dropping, or you could work with powershell to script your own migration? There is no Database attach method, so … luckily for us that leads you to 3rd party tools that are optimized for migration. What do you get with a tool? Skip SharePoint versions e.g. 2007 straight to 2013 Site collection-specific vs. content DB Reorganization, splitting sites & lists taxonomy, permissions, content types, updating of metadata Re-template sites Implement a customized migration or upgrade strategy Support for Workflow
- First let’s talk about SharePoint today. If you haven’t already heard the phrase, SharePoint 2016 is born from the cloud. Why is this important, well it mimics the overall trend in IT and the switch in power from on-premises to cloud technologies. Specifically up until SharePoint 2013 SharePoint features were built first for on-premises environments, and then ported to “the cloud”. Even the cloud itself has transformed. Microsoft Online Services (does anyone remember, or did you participate in BPOS?) well that was basically a hosting environment, where we know Office 365 is a true cloud platform supporting multiple orginizations, is flexible, expandable, and built for resiliency. Born from this true cloud platform (see what I did there) is SharePoint 2016. You can think of it as a snapshot in time that embeds all the growing pains that Microsoft learned first hand when managing millions of users. Key features, that [SOLUTION ENGINEER’S NAME] will talk about in the next session, demonstrate the key benefits of the cloud, the revitalized commitment of Microsoft to SharePoint on-premises, and shows the potential that SharePoint 2016 could be updated at a more rapid pace than any previous SharePoint version.
- Adam
- Adam
- Team Site Follow Hybrid App Launcher
- Adam
- Adam
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- Adam
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- The first piece to understanding content is to perform Pre-Migration Discovery. A very typical situation for SharePoint in the past has been, Top-down driven to achieve IT goals of centralization and security of content. Sometimes organizations have purchased a great Enterprise agreement, and implemented SharePoint because it was there – and now there’s the Wild-Wild-West. While those are some typical situations, even the best design SharePoint implementation needs to be updated overtime. How was the content organized? Were there sites built by specific group of leaders and now they’re gone? Great thing to do is to understand your company’s Fiscal Year objectives and tie them to the innovations within SharePoint Online. Digital regulations are rapidly changing, and the security landscape has become more top-of-mind than ever. It’s important to AUDIT your content and understand if there is SENSITIVE content and begin to think about ARCHIVING/RETENTION around business processes, sensitive content, and regulatory needs. A Quick analogy, Important to understand the amount of content to review You are not going to move everything from the old house to the new house How much duplicate content is out there You can find out by runing a survey – how useful is your content? Can people find it? What do people want added? Understand the pan points / Don’t replicate them Another example: A Large pharma company that found that 20% of their content consisted of duplicates of existing content. Survey found that people found various versions of documents using Search, never sure which is most relevant NEXT SLIDE
- Adam
- So here’s the simple question: How is your current SharePoint environment configured? We could spend a whole session on the details of migration but I’d like to cover just a few of those items Large Lists Orphaned items My favorite, documents that have never been checked in. We actually came across these issues so many times that they’re included within our Migration Expert tool (it’s free, I’m not selling anything here) NEXT SLIDE
- Well, we’ve seen our customers succeed when they clean their house up before the move. But even more importantly, and unlike a house, you can change the structure to fit your updated organization, business and technological goals. Common things we see to take advantage of Implement metadata within SharePoint Focus on the success of Search and Finding information IA includes the combination of Content, Context, and users. Developing IA takes work: Need to understand how users see and search for information Understanding relationship between different data entities Microsoft Managed Metadata worksheets are helpful tools For example, a user opens a main landing page. Does this user see the right content? Is it within the right context? Should this user see this content and in this context? Or should this user be receiving something else in terms of content and experience?
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- Now that you’ve optimized the content and structure that will be moved to SHarePoint Online, it’s important to understand some key areas that will effect your projects timeline. Putting it nicely, the Internet is a very unpredictable WAN, and even with the great API that you’ve just seen it’s very important to test and understand from your servers to O365 what reasonable average throuput is. Remember too – we talked about Office 365 security, so bulk loading information into the system rings a lot of bells, that rightfully reduce the throughput of your migration. Finally, even using content matrix and the API there’s a lot of back-and-forth communication that is required to ensure the all of the information surrounding a piece of content is moved at high fidelity NEXT SLIDE
- I love this cartoon Do I really need to say anything But let’s remember that throttling makes a lot of sense, how can any cloud service provider know the difference between a denial of service attack and a mass migration of content into its system Not only when moving your content to the cloud, but active hybrid scenarios it’s a good thing to know how your network performs
- Migrations/Initial Data Transfer Internal and External Bandwidth ExpressRoute Azure Storage Cloud Content Delivery Network Geographic Distribution (WAN link balancing) Page contents
- Those key areas are: Content, Technical SharePoint, and the effort to optimize your migration. Let’s first talk about content. Things like: – How much content is in your current environment - do you have stale content that no one is using any more? Why migrate that to SPO? And especially Do you have content that is not supported in SPO? Are very important to reducing risk and creating success. NEXT SLIDE – do you have site templates, list templates, custom web parts, full trust code solutions, sub sites, list view thresholds, or other settings that are not supported in SPO
- ERIC
- 1 Some content will simply not function in the cloud. Office 365 offers a different set of features than on-premises SharePoint. Some page components are not available, certain types of sites don’t exist and many customizations are either deprecated or illadvised. A review of all the content pages with a focus on what will and won’t work online can result in a great deal of data storage savings as pages are refactored to be cloud-ready. There is little point in wasting time and bandwidth trying to move items to the cloud that simply won’t function in that environment. 2 Document versions can consume a huge amount of database space. Prior to SharePoint 2013, each version of a document resulted in a duplicate of the object being stored separately in the database. Over time this can result in gigabytes of storage that serves no useful purpose. Examining each document library and modifying version control settings to truncate old versions can greatly reduce the amount of data in the current on-premises database and minimize what gets sent over the wire to Office 365. 3. Sites and workspaces that are accessed infrequently on-premises are unlikely to be accessed any more frequently in the cloud. These can either be excluded from the migration process or the content archived and the site deleted. A thorough review of existing sites by content owners often results in the discovery of many unused sites, the elimination of which can provide a tremendous amount of storage savings.
- Critical SharePoint is being used to support complex customizations and workflows, as a result the business users have expectations for the system’s performance. Plan future SharePoint needs based on metrics supporting growth and performance. SharePoint has had an unexpected outage and it’s hard to understand the cause at a single point in time. (Network, Server, SQL