Game of SharePoint Migrations: Winter Is Coming
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The document summarizes a company's migration from their current SharePoint 2010 environment to SharePoint Online. They divided the 3300 sites and subsites into weekly groups to migrate over 29 weeks. They worked with a vendor to perform the migrations using ShareGate. They provided extensive training to prepare users and established communication channels. The migration process involved notifying sites two weeks and one week before their migration, allowing a checkout period, and then locking down the SharePoint 2010 site when complete. Some challenges included dealing with sensitive data and inactive sites. Overall the migration was a success and they have deleted over half the original sites, with the business enjoying the new SharePoint Online environment.
Game of SharePoint Migrations: Winter Is Coming
- 1. Title Layout Subtitle The Game Of SharePoint Migrations Winter Is Coming SharePoint Saturday Twin Cities November 16 2019 Thomas Duff Sandra Mahan
- 2. › Twitter: @Duffbert › One Minute Office Magic (https://OneMinuteOfficeMagic.com) › Email: duffbert@gmail.com › Twitter: @Smahan14 › Email: smahan14@gmail.com Thomas Duff Sandra Mahan
- 3. What this story will cover › Our current home › Our plans › Our alliances › Our Training › Our Migration › Our Pitfalls › Our New Home
- 5. The backstory › Originally wanted to migrate to SP 2013, but it didn’t make the final budget cuts › Started turning on Office 365 features in 2017 (Exchange, Office Proplus, other features) › 2019 was targeted for SPO migration › Cost of not finishing by winter (12/31/2019) › 3300 sites and subsites to migrate or delete
- 6. Our Plans
- 7. Pre-work › Divided sites into weekly groups (29 in total) › Tried to keep similar sites (subsites) in same group to avoid multiple URL changes › Generated a SPO list with all the SP 2010 sites › Manually went into each list item and built out a projected name and URL for the new SPO sites
- 9. You can’t fight a battle without allies › Vendor to help with migration (running the actual migrations of sites from SP 2010 to SPO) › Sharegate for the migration tool
- 10. Our Training
- 11. Making Sure The Business Has Knowledge › Brainstorm – QuickHelp On Demand Webinars and Skillpaths – Instructor Led Training › Offered 12 Sessions running bi-weekly June to October. › Trained 292 people and averaged 24 attendees/class. › Average Registered vs. Attended rate was 81% › Spark Connect – Bi-weekly “Open Office” Hours › SparkOne – Twice per week newsletter with over 1,000 internal subscribers – Also shared externally https://OneMinuteOfficeMagic.com › Content Panda – In-context help
- 12. Our Migration
- 14. Migration cycle › T-2 – Let business know they have two weeks until migration checkout › T-1 – Let business know they have one week until migration checkout › Checkout Week – Business reviews their sites for functionality and content migration › Go-Live – The new site is live, and the old site is locked down to read-only
- 16. T -2 Week › Send Email #1 to site owners › Initial migration will occur on Saturday
- 17. T -1 Week › Send Email #2 to site owners to remind them of the upcoming checkout › The initial migration occurred on Saturday › SharePoint team does initial checkout: – Review the home page on the new site – Compare the site contents (item counts) – Review site permissions (inherited from parent site) – Republish any InfoPath forms if needed – Review and update SharePoint Designer workflows if needed – Update the migration list status to “Checkout”
- 18. Site owner Checkout › Send Email #3 to site owners to begin site checkout › Site Owner Checkout instructions
- 19. Site Lock Down › Delta Migration - Completed Friday night the end of checkout week › SharePoint team locks down the SP 2010 site: – Add banner on the home page linking to the SPO site (see below) – Change site permissions to Read (also limited access) – Remove site owners from Site Collection Administrators – Remove the SP 2010 site from search (Site Settings, Search and Offline Availability, Allow this site to appear in search results = No) – If a site collection, go to Central Admin > Site Collection Quotas and Locks to change it to Read-only (blocks additions, updates and deletions). This site has moved to SharePoint Online, is in a read-only status, and has been removed from search. New site: https://contoso.sharepoint.com/sites/SiteName Please update your bookmarks and any other links accordingly.
- 20. Site Go-Live › Send Email #4 to site owner which includes Email #5 template to send to members/visitors › Update migration list status to “Migrated”
- 21. Our Pitfalls
- 22. The night is dark and full of terrors › PHI and Active Directory Groups › People don’t read emails › Document library files with no initial check-in › InfoPath in SPO does not support web service calls for profile information › SharePoint Designer 2013 does not have an option to get user profile information
- 23. The night is dark and full of terrors › Permissions groups are often empty for subsites › Long hours for our SharePoint team › Difficulty in making sure we divide and conquer the incoming emails › SPO doesn’t support incoming emails on lists and libraries › Certain business areas needed longer ramp-up times than one week
- 24. Our New Home
- 25. We learn to celebrate all good things › We have deleted/decommissioned 1845 of the 3300 sites we started with › The business has been cooperative in doing what is necessary to make this migration happen › We’ve had fewer migration issues than expected
- 26. What to do next › The business likes the new look and feel. Working on additional branding and themes › Learn PowerApps and Flow to start replacing InfoPath and SharePoint Designer › Refresh and review business apps to incorporate new designs and functionality
- 28. Questions