Metalogix and KMA - Planning your SharePoint Migration

KMA and Metalogix Present:
Planning for Your SharePoint Migration

Introduction and Agenda

• Introductions and agenda

Gilronan
• 5 key benefits of upgrading to SharePoint 2010
• 5 common migration scenarios

McNulty
• SharePoint technical review, upgrade-style
• What a SharePoint upgrade plan looks like
• How Metalogix can smooth the upgrade path

Koch
• Metalogix demonstration

Gilronan
• Q&A, resources, next steps, wrap-up

Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.

Your Hosts and Speakers

• Mike Gilronan, KMA
• Chris McNulty, KMA
• Matt Koch, Metalogix

Flickr photo from Culex, used by permission:
http://www.flickr.com/photos/culexz/6011338009/in/photostream/


5 Key Benefits of Upgrading to SharePoint 2010


What Clients Have Told Us

1. Managed Metadata Services
2. Social Computing
3. A Path to the Cloud
4. Forms Automation with
InfoPath
5. Business Intelligence


MMS: What’s in it for me? Taxonomy!

• Creating and managing
terms and term sets
• Attaching to a library
• Taxonomy navigation


Managed Metadata Services: What does it look like?



2. Social Computing


Social Computing in SharePoint 2010

Informal
Knowledge

Social Connections

Participation
Anywhere


Social Computing: Finding Content


Social Computing: Finding Experts



2. Social Computing


Path to the Cloud: Office 365 Today and Tomorrow

• Intranet Sites • Help desk • Custom Code Solutions
• Knowledge Repositories • Employee onboarding • ISV add ons
• Team Sites • Process visualization • Internet Sites
• Project Sites • Human workflow • eDiscovery
• Corporate Directory • Simple Dashboards • Records Archive
• Blogs/Wikis • Access Services • LOB integration
• Asset libraries • Forms/Data Capture • BCS
• Search • FAST Search
• Simple External Sharing • Performance Point
• In place Records



2. Social Computing
4. Forms Automation with
InfoPath


Forms Automation with InfoPath

• Default forms editor
• Out-of-the-box InfoPath
web part
• Richer InfoPath Forms
Services


Business Intelligence

Data interaction

Decision Making

Organizational
Effectiveness


Migration Planning
Chris McNulty

Five migration scenarios…why, why, why?


Re-migration

• Cut and paste migration
• Platform update
without functional
improvement


Mergers & Acquisitions

• Unify legacy knowledge
repositories
• Forge shared team
processes and identity


Site aggregation

• Integrate
department/divisional
portals
• Simplify enterprise
findability


Information Rearchitecture

• Adapt to new structures
• Departments
– to
• Teams and projects


Future Upgrade Readiness

• SharePoint vNext
expected in public beta
late ’12
• ECM helps purge,
archive, centralize
content
• One hop simpler than
two…


Architecture and Design


Server Farm – Web Front End

• Typical Roles:
• http services
• Search query
• Scaling
• Add servers to load balanced cluster
• Performance Optimization
• RAM
• Easily virtualized


Server Farm - Application Server

• Typical Roles:
• Search index/crawl
• Excel calculation
• User profiles
• Managed Metadata
• Scaling
• Add search servers and partitions
• Move shared services to dedicated
servers
• CPU


Server Farm - Database

• Typical Roles:
• Data storage
• SQL Reporting
• Scaling
• Add storage capacity
• Disk I/O


Sizing - Single Server

• Typical Roles:
• Small teams
• Small pools of documents
• Considerations
• Performance & fault tolerance less of
a concern
• SQL & Web on same system
• Search not a core function


Sizing - Medium Farm

• Typical Roles:
• 100-10,000 users
• 10,000 – 1MM documents
• Scenarios
• Enterprise portal
• Large scale collaboration
• Broader applications platform
• Larger external search pool
• Mix and match internal external front
end servers on common content
databases


Sizing - Large Farm

• Typical Roles:
• Large distributed
enterprise users
(10000+)
• Large pools of
documents (>1MM)


SharePoint Online storage
sizing considerations
• Office365
– Storage depends on contract type and
number of users
– Pooled storage
• Office365 Dedicated
– Total storage depends on number of
users (Pooled storage additional
storage can be purchased)
– Web Apps (3+1)
– Site Collections
• Standard, Extra Large


Top Level Logical Components

• Farm level
• Web applications Web Applications
• Independent top level URLs
• Run inside IIS pools http://intranet
Site Collections
• Consume shared services and admin
from the farm or other farms Site Hierarchies
Sites
• Site collections Single SItes Lists Liibraries Pages Web Parts
http://centadmin

•
(MySite)
Security, branding, database frontier
• Contain single sites or site hierarchies
• Sites
• Group related SharePoint elements
(lists, libraries, pages, web parts)


Mid-Level Logical Components (http://intranet)

• Sites also contain lists, pages, and web parts

Logical Components
• High capacity!
• Maximums
• 250,000 sites per site collection
• 5,000 site collections per content
DB
• 200GB max content DB (single site
collection)
• >200GB post SP1
• 300 Content DBs per web
application
• 30MM documents/library
• 2GB document size
• Examples
– 14TB -- SPC11
– RBS


Migration and Upgrade


Installation - Prerequisites
• Servers:
– Windows 2008 R2 X64 Enterprise Edition
– SQL Server 2008 R2 x64
• Service Accounts
– spfarm (Farm acct; local admin on the SharePoint servers and either sa or dbcreate, dbowner
and security admin on the SQL server.)
– svcsql (SQL Server service acct)
– sppool (IIS pool acct)
– spcrawl (Search accts)
– spadmin Interactive admin (install account; local, site collection and farm admin privileges)
• Install as SPAdmin
• Install Software Prerequisites - Checks for following elements:
– Application Server Role, Web Server (IIS) Role, Microsoft SQL Server 2008 Native Client, Hotfix
for Microsoft Windows (KB976462), Windows Identity Foundation (KB974405), Microsoft Sync
Framework Runtime v1.0 (x64), Microsoft Chart Controls for Microsoft .NET Framework 3.5,
Microsoft Filter Pack 2.0, Microsoft SQL Server 2008 Analysis Services ADOMD.NET, Microsoft
Server Speech Platform Runtime (x64), Microsoft Server Speech Recognition Language -
TELE(en-US), SQL 2008 R2 Reporting Services SharePoint 2010 Add-in


Predictable Upgrade

• Three paths
– In place
– Database upgrade
– Third party tools
• Process
– Pre-upgrade checker
– Visual Upgrade
– Resumable upgrade
– Progress reports
– Parallel DB upgrades


Upgrade Preparation

• Additional Prepwork
– Content pruning
– Database alignment
• stsadm-o mergecontentdbs
• DB Attach
– Preinstall Required Features
– Stsadm –o addcontentdb –
databasename DBNAME –url URL –
assignnewdatabaseid
– PowerShell Mount-ContentDatabase
– Test, test, test!


Pre-Upgrade Check

• SharePoint 2007 SP2 minimum, October 2009 CU
best
– STSADM.exe –o preupgradecheck
• Documentation
– All servers and components in the farm, and
whether the servers meet 64-bit hardware/OS
requirements
– Alternate access mapping URLs
– A list of all site definitions, site templates, features,
and language packs that are installed in the farm.
– Unsupported farm customizations (such as
database schema modifications).
– Database or site orphans
– Missing or invalid configuration settings in the farm
(missing Web.config file, invalid host names, invalid
service accts).
– Whether the databases meet the requirements —
for example, databases are set to read/write, and
any databases stored in Windows Internal
Database and larger than 4 GB.


IT Pro Investments – Visual Upgrade


Planning, planning, planning


Studying the current environment and knowing the
capabilities of the future environment

“know thy enemy and know
thyself; in a hundred battles
you will never be in peril.
When you are ignorant of
the enemy but know
yourself, your chances of
winning or losing are equal.
If ignorant both of your
enemy
and of yourself, you are
certain in every battle to be
in peril.”

-- The Art of War. Sun Tzu


Content Assessment
Challenges
• Identifying what content
exists On-Premises
– Where is it stored?
– Who owns it?
– Is it still relevant?
• Size of the content source
– Contains artifacts not
suited for SharePoint
– Contains duplicates


Content migration decision framework

• 1. Content Assessment
– Capture relevant metadata
• Type of data
• Size of data
• Age of data
• …
• 2. Migration Planning
– Should I move, should I move
to online services?
• Archive, delete
– Web app / Site collection / Site
– Document Library


Content Assessment

• 1. Define (together with
the client!) the selection
criteria
• 2. Assess how much
content is left when
criteria is applied
• Go back to 1.


Disk Sizing
Content Search

Initial Content Size XXX GB External Crawl Size YYY GB

Initial User Pool U

User Collab Size .25GB

n YR Growth Rate – Archive G%
Rate
End Content Size XXX (1+G)n = ECS End Search Size YYY (1+G)n = ESS

End User Collab Size .25 * U * (1+G)n = EUCS

Content DBs ECS + EUCS

Search DBs .05 * (ECS + EUCS + ESS)

Search Index Files .05 * (ECS + EUCS + ESS)

• Inputs: Size for SharePoint content and non-SharePoint content included
in search
• For DBs, don’t forget to consider transaction logs, disk dumps (if used for
backup) which can add 1-3X.
• In SAN or virtual environments, not all disk need be provisioned early

Psst…about SQL…

• Sidebar on SQL Disk optimization
– RAID 1: Mirroring (Wastes disk)
– RAID 5: Parity Bit (write performance hit)
– RAID 10 Stripes across mirrors (costly)
• Physical location of data, log, temp and/or backup files. If virtualization or SAN
technology doesn’t isolate the disks, not much performance gain,
• Performance optimization/fault tolerance by:
– RAID1 on boot disks
– RAID5 on data disks
– RAID10 on log disks
– No RAID, or RAID 5 on backup disks
• RBS reduces size (and count) of content databases but doesn’t reduce size of
total storage
• IOPS, IOPS, IOPS!


Keys to Success

• People
– Source system knowledge
(System X)
– Target system knowledge
(SharePoint Online)
• Knowledge
– Development
– Knowledge management
• How to structure the data
• Realistic timelines
• Commitment
– Strong Steering Committee


Sources

• File shares
• Public Folders
• Lotus Notes/Domino
• SharePoint 2003
• SharePoint 2007
• SharePoint 2010


Choosing the approach

• Self service migration
– Cut and paste
• System based migration
– In place
– DB Attach
• Tools based migrations
– Manually using tools
• Complex migration
including custom code
– Invoke experts


Custom Migration

Jan 9, '11 Jan 23, '11 Feb 6, '11 Feb 20, '11 Mar 6, '11 Mar 20, '11
Start TechReq IA Info User Classification and Triage Test Comms Final Finish
Sat 1/1/11
Catalog Fri 1/21/11 - Thu 2/17/11 Migrations migs Mon 3/28/11
Custom Migration Code
Fri 2/11/11 - Thu 3/10/11


Tools-based migration

Jan 2, '11 Jan 9, '11 Jan 16, '11 Jan 23, '11 Jan 30, '11 Feb 6, '11 Feb 13, '11
Start Technical IA Inf User Classification and Triage Test Communicatio Final Finish
Sat 1/1/11
Requirements or Mon 1/17/11 - Fri 1/28/11 Migrations n migra Tue 2/15/11
m Migration Mon 1/31/11 - Fri Mon 2/7/11 - Fri tion
2/4/11 2/11/11 Mon
ati Configuration
2/14/1
on Mon 1/24/11 - Fri
1/28/11 1 - Tue
Ca 2/15/1
tal 1
ogi
ng
Fri
1/1
4/1
1


Choosing the right tools


Metalogix Migration Manager for
SharePoint
Matt Koch – Senior Solutions Engineer

Agenda

Introduction – About Metalogix
About you
The Content Explosion
SharePoint Migration and Upgrade
Legacy ECM Consolidation to SharePoint

6

About You…

Who is…
Migrating from 2003?
Migrating from 2007 (MOSS & WSS3)?
Already on 2010?
Migrating to the Cloud?
Undetermined or no migration plans?

About Metalogix Software

We provide award-winning productivity Founded in 2001
solutions for Microsoft SharePoint and 6,000+ customers
Exchange. Offices in:
Migrate, optimize storage, manage, United States
archive, and recover enterprise Washington, DC
content
Boston
Ensure its availability Dallas
Support regulatory compliance Canada
Efficient and cost effective Halifax
Independent Software Vendor Vancouver
Microsoft Gold Partner Europe
Winner of Microsoft’s SharePoint London
2010: Innovative ISV Award Bratislava
Switzerland

6

Sample of Metalogix Customers

6

Content Lifecycle Management for
SharePoint and Exchange
Migrate/Upgrade to
SharePoint 2010 from:
Reorganize • SharePoint 2003/2007
SharePoint data • File shares
as business needs • Exchange Public Folders
evolve and adapt • ECM Systems: eRoom,
Livelink, Documentum,
Oracle/Stellent,
Websites, Wikis & Blogs,
MCMS 2002
On-premises and in the
cloud

Granularly recover
lost or Store & Optimize
deleted SharePoint SharePoint content
• Externalize BLOB
items
storage
Archive Exchange, files and • Break free from
SharePoint content database
• Archive content for compliance limitation
• e-discovery • Tier, store and manage
content from any
6 storage/cloud vendor

Metalogix Core Principles

• Simple Set-Up and Installation
 ~11 MB Download
 We use the .NET platform, so no additional hardware or software
requirements
 Begin using it in minutes
• Excellent Microsoft Citizenship
 No undocumented direct writes to the SharePoint database
• Ease of Use
 Intuitive interface, flexible options
 Tree-based copy-and-paste actions
 Designed with the content owner in mind
• Stellar Support
 Support Center has received many accolades from customers for
responsiveness and friendliness
 Follow the sun support model
• Innovation
7

The Content Market

We’re in the content explosion era
Multiple information silos have been created
PC Hard drive (Files, PSTs, Video, Photos)
File Shares, Legacy ECM
Mobile devices, tablets, etc.
Cloud
ECM market is changing and SharePoint is winning the
battle
Familiar User Experience
Lower TCO
Consolidation point for multiple business requirements
Accessible on almost any device

7

Is SharePoint Ready for the Content
Explosion?

Scalability Challenges
Migration and Upgrade Challenges
Consolidation Challenges
Information Management Challenges

7

SharePoint Consolidation and Upgrade

SharePoint Migration Best Practices
Out of the box upgrade (e.g., SharePoint911 session
at SPC11)
Upcoming white paper (with SharePoint MVP, Michael
Noel)

What does “SharePoint Sprawl” really mean?
What do we do when SharePoint grows wild?
What about my other information?

7

Combatting Sprawl

Sprawl is “good”?

Invest in your Information Architecture

Invest in reorganise and migrate capability

Sprawl will still happen (probably)

Reorganise again

7

Adapter/Connection Performance
Fastest vs. Slowest Adaptors
Native Web Services (Remote… obviously)
Client Object Model (Remote for 2010 and future)
Server-side API
The fastest write is the local object model – 500
GB/hr!
Database (Read-only!)
The fastest read option is the database read-only
connection
Metalogix Extensions Web Service

Our tests have shown that the local object model
connection can be over 20 times faster than the
7 Native Web Services (NWS) connection.

Metalogix Migration Manager for
SharePoint
- Key Features
Visual migration tool for SharePoint
PowerShell script generation and batch operations
Support for multiple source and target servers
Support for SharePoint management
Map users/domains
Preserve data such as User Info, Versions, Metadata,
Permissions, Web part content and Views
Adheres to the Metalogix Product Principles
Easy to download, install and use
Remote interactions with SharePoint
Only uses supported Microsoft interfaces
78

Migration Manager for SharePoint -
Management Features

Reorganize servers for better information
management, performance, search or usability

Merge lists, split lists, move lists

Item level restructuring

Re-parenting

Re-templating

Promote sites to site collections, demote site
collection to a site
79

Customer Example – Large Technology
Consultancy

Customer Pain
Needed to manage TBs of content in a hybrid cloud.
Concerns about performance and ease of
synchronising between environments.
Solution Benefits
Metalogix Migration Manager for SharePoint allowed
to migrate content between the on-premises and the
cloud environments. The built in support for
PowerShell and ability to schedule incremental
updates for synchronization solved the problem. The
solution currently enables them to move over
500GB per day
8

Content Silo Consolidation to SharePoint

Legacy ECM
Exchange Public Folders
File Shares
Websites

8

Migrating Data from Other
Document/Content
Management Systems to SharePoint
Has your organization migrated data into SharePoint from
another document or content management system(s)?
(Percent of respondents, N=245)

Don’t know, 16%
Yes, 27%

No, but we plan
to within 12
months, 12%
No, and we have
no plans to do so,
No, but we plan
33%
to within 24
months, 11%
8 © 2011 Enterprise Strategy Group

Customer Example – A Bank’s File Share
Chaos

Customer Pain:
File management issues on new SP 2010 farm
(upload, search, access) based on internal project to
decommission File Shares, with an initial target of
50,000 uploads per hour with average doc size of 500
KB each.
Solution Benefits:
StoragePoint provided users with ongoing
upload/access/search via the SharePoint UI. The key
factors in choosing a solution were transparent
externalization and enabling the upload of large
amounts of files in a short time - all proven
successful during a 30 day POC.
8

Migrating Data from Corporate File Shares to
SharePoint
Has your organization migrated data into SharePoint from its
corporate file shares?
(Percent of respondents, N=245)

Don’t know, 12%

No, and we have
no plans to do so, Yes, 48%
14%

No, but we plan
to within 24
months, 10%
No, but we plan
to within 12
8 months, 16% © 2011 Enterprise

How to get your File Shares into SharePoint

Manual
Single or Multi-file upload via SharePoint UI
Explorer view
3rd party tools
Build a tool that use SharePoint OM, RPC, Client OM,
or Web Services
Obvious caveats
Third-party
Metalogix Migration Manager for SharePoint - File
Shares
Metalogix StoragePoint Librarian

8

SharePoint and TBs of Content – Fact or
Fiction?

Is RBS an OOB feature/capability of SharePoint 2010
SQL Performance is Improved
Content DB recommendations still apply
BLOB externalisation and Archiving are Separate
Scenarios
Backup and Restore

Keynote Demo – SharePoint and SQL can Scale (but at
what cost)

http://www.metalogix.com/blog/11-10-
04/Revisiting_SharePoint_Remote_BLOB_Storage.asp
8
x

Customer Example – Technology Company

Customer Pain
The Customer was consolidating content from multiple
sources into SharePoint and needed a solution to cope with
their current 10TB of content plus be able to handle the
future content growth. Their users were also complaining
about long upload times for larger files
Solution Benefits
StoragePoint enabled the team to scale their SharePoint to
cope with their existing content volumes whilst also allowing
them to grow that volume in future without the need to
heavily invest in their existing SQL implementation. The BLOB
offloading also meant that upload times for large files were
significantly improved.

8

Why BLOB Remoting?
The simple case for Remote BLOB Storage
On average, 90-95% of a SharePoint content
database’s storage overhead is comprised of
content BLOBs.
BLOBs can be stored on less-expensive
storage and SQL clusters can be right-sized
DOC
TIFF
PDF sans all the BLOB I/O.
XLS PPT

Eliminate performance and scalability
challenges around native BLOB storage
Attached

architecture
Direct-

Smaller and fewer content databases. Can
leverage DFS, snapshot-ing, and/or
Addressable
Network-

mirroring for BLOB store recovery.
BLOBs can be remoted to WORM-compliant
storage platforms like EMC Centera,
Cloud

Hitachi HCAP, or OSAR.
You can implement HSM where content
can be moved to less expensive storage

Additional Resources
www.metalogix.com

Case Studies: http://www.metalogix.com/About/Customers.aspx
White Paper: Four Practical Solutions to Free Your Content with
SharePoint
Webinar: Migrating Exchange Public Folders to SharePoint and
SharePoint Online

Free your SharePoint content: http://metalogix.com/Freedom

Microsoft.com case study with Metalogix

Free Trial Downloads:
Migration Manager for SharePoint
StoragePoint
Migration Manager for File Shares

9

Takeaways

mattk@metalogix.com
randip@metalogix.com
www.metalogix.com
Free trials

Follow us on Twitter: @metalogix,
@mattakoch

In Closing

• Q&A
• Evaluations
• Next steps
– KMA’s SharePoint 2010
Readiness Assessment
http://info.kma-
llc.net/sharepoint-2010-
readiness-assessment/
– Metalogix conversation
Flickr photo from The Wolf, used by permission:
http://www.flickr.com/photos/thewolf/466545775/

THANK YOU!!!

Resources

• Copy of Today’s Deck (on SlideShare today)

• TechNet Migration Guide:
http://technet.microsoft.com/en-us/library/cc303420.aspx

• Self-study Migration Guide (download):
http://www.microsoft.com/download/en/details.aspx?id=27210

• Metalogix Software Blog:
http://www.metalogix.com/Blog.aspx

• Relevant KMA (Chris M) Blog Articles:
http://blogs.kma-
llc.net/.services/blog/6a0115709993d0970b011571a5233f970b/search?filter.
q=upgrade


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