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Practical guide for SharePoint Online Migrations
Microsoft Digital Lead, Capgemini Netherlands
Microsoft Certified Master SharePoint
Predictably Migrate to SharePoint Online
What, When, How, Who, Cost, Result
SharePoint versions deployed in organisations
SharePoint and Office 365 Usage: An industry study by Sharegate, Hyperfish & Nintex
Why are organisation staying on-premises?
Make a proper inventory of your source environment
What the business tells you
What you will additionally discover – even during the migration
You will encounter surprises!
What drives the migration approach?
Complexity and level of Customization
Size and #million number of items (including versions)
Do you need to restructure?
How much downtime can be tolerated during cutover?
Health of the current environment
Is loss of metadata and access control lists acceptable?
Can non-SharePoint related assets be properly mapped to SharePoint?
Can you do a big bang migration, or do you need coexistence?
Number of (business) stake holders
Classify your content before moving…
Site classification and cost
1. Kill All (Unless!!!)
The going-in position is to delete content for which there is no regulatory or compliance reason to keep them, unless the business wants to:
Custom Master Pages and Pagelayouts
Workflow, state and history
Authentication and Profile Mapping
BCS / BDC Models
Incoming email on Document Libraries
Path and Url lengths
Pages with Script
Folders with 5000 items
Main customisations implemented within organisations
Typical information you need in the assessment phase
Site name, Site Url, Site Owner, Size,
Number of items / documents including versions, modified by data
Which features are being used
Is there content that is not actively used any more (content cleansing)
Which sites are using customisations (Workflows, InfoPath, WSP, custom JS)
What is the site language being used (site and server language)
Is their a specific template being used that enforces governance?
When are my users active?
Which domains are actively being used?
What is the current network utilization
Wat is the Health of the current environment (Patch level, Performance, Utilization)
Known migration challenges like Alert, BCS, Workflow, InfoPath, etc
Start building the “Master Sheet”
One EXCEL file that contains:
Site Owners / Business Owners
Planned Cutover date
(included as part of the migration toolset)
Mostly issue driven
EXE with no footprint
Some with footprint
Tools and data collections overview
Sites and usage
IIS Logs - Logparser.exe
Who, file type, user, request size, location
SharePoint User Requests
Response times, Network, Health
SharePoint - PowerShell, 3rd Party
Site, Title, Parent Site, Site Owners, Last Logon Date Site Owner
Active Directory Users (Domains being used)
AD DS - Custom PowerShell against AD DS
Account Name, Last Logon Date, Office, Country
SharePoint - Custom or 3rd Party
Site size, Versions, Last Modified, etc
SharePoint - SMAT, Custom or 3rd Party
Sites that contain custom solutions
SharePoint - SMAT, Custom or Custom
Sites that contain (custom) workflows
SharePoint – Custom or 3rd Party
Sites that contain custom templates
Example content access
60% content accessed by the browser
40% content is accessed by Outlook
Current default browser managed computers is IE8
As part of the program the browser will be upgraded to IE11 as IE8 is an unsupported browser for Office 365
14% of sites are MS Project which can’t be migrated
As marketing has more than twice the number of sites in use as the number two category, they should be involved in the Migration Project in the role of Senior User.
Identify quick wins
For the Sales Site Collection 172,6 GB of data can be saved by only migrating the last document version
Total size = 173GB. Total document size last version = 441MB
For the Procurement Site Collection 114 GB of data can be saved by only migrating the last document version
Total size = 126GB. Total document size (last version) = 12GB
For the Public Folders Site Collection only two sites where modified in 2014 resulting in a data migration save potential of 240 GB
https://sharepoint.contoso.com/pf - Total size = 240GB
~ 1230 GB of data is stored in locations that have an modified date before 31-12-2013 which is savings potential for the SharePoint Migration
Understand your network requirements
Number of users
There is a wide variety of tools to help you..
Delete or Migrate? – Get MAD!
Advantages of Archive (made possible by Hybrid Search)
A low cost archive solution with good search capabilities helps driving the discussion to archive content instead of migrating the content
Content will be archived to file shares and provides technology independent solution – well known to users
Escalations of missing data can easily be solved as content is fully discoverable, even if the user doesn’t know the location / site where it was stored
Communication Strategy Site Owner
Run PowerShell to Extract Site Owner Information
Use Excel to format
With Project Stake Holders
With Local IT
Use Mail merge to email the Site Owners
Use Imported SharePoint List with a “=[Me]” view
Request Site Owners to get MAD with their Site
High Level Preparation Process
Total GB is only ONE parameter that determines total migration time
What impacts migration speed?
SharePoint Online Throttling
Number of service calls made by the migration tool
Latency and bandwidth
Performance of On-Premises environment
Use the migration API (Insane mode, high speed migration) if possible
Use multiple accounts that run the migration service to circumvent throttling
Run the migration from Azure VM’s in the same Office 365 datacentre
Run the archive from a separate VM, on the same host as SharePoint
Disable virus scanning on the migration servers (lot’s of temporary files)
Start early Building your Migration Factory
Complexity of the tool
Firewall and Network Configurations
VM request or Hardware Procurement
Internal Change Processes
Custom tools that need to be developed and tested
Dependency on Site Owner influences time lines
Redo Remedial Work
Delta Migration Cut-Over
Your Master sheets can easily be used for Reporting
Your Master sheets can easily be used for Reporting
Tips for the Validation Phase
Remove old SharePoint URL from DNS before physically Decommissioning (deep links, Office Clients, Sync Tools)
Tools report “Success” – but what defines “Success”?
Part of the Project should be “Technical Validation”
Business should “User Accept” – preventing discussions when the project is closed
A successful migration requires serious analysis and planning
Knowing the business owner is key and can be different than the technical site owner
Use tooling to assess your environment and define an approach that best suites the type of site
Build a Master Sheet that can be used for initial communication, track status and progress reporting
Give the business some options Migration, Archive, Delete
Most migrations require remedial work even if 3rd party tooling is used
Plan for customisations if the source environment is customised
Get a sign off form the business
10 Office 365 Migration Pitfalls to avoid – Sharegate
SharePoint & Office 365 Usage: An Industry Study – Sharegate, Hyperfish & Nintex
Pre-Flight Migration Checklist – Sharegate
SharePoint Migration Analysis Tool - Microsoft
How Microsoft Ran its own Migration – Microsoft IT Showcase
PnP – Site Provisioning and update
To add your image, first delete the place holder image as shown in the white box. Then insert your picture and scale it to be bigger than the size of the white box shown. Finally, right click on your image and select ‘Send to back’ – your image should now be framed correctly.
Donald: Duration of your project is direct cost driver!
Source System (eDocs, Hummingbird, LiveLink, Documentum, FileShare,etc)
Requirement of agents
Fidelity (user mapping, meta data mapping, site / template mapping, full, incremental,etc)
Cost – Licensing model (per user, per GB, dry-run?)
Build Trust with the first approach, then move the second approach
Relationship with Classification (Archive –> LWBA)
Tip Cut-out Site Owner Interaction as much as possible
Cut-Over is Place the Banner plus some time later remove the rights (completely not! Read-only)
A successful migration requires serious analysis