Migration from eRoom to office 365
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This document summarizes the key steps and considerations for migrating from the eRoom collaboration platform to Microsoft Office 365 and SharePoint. It outlines a 6-step methodology: 1) analyzing the existing eRoom environment and content; 2) mapping eRoom features to Office 365; 3) evaluating migration tools; 4) conducting a pilot migration; 5) learning from the pilot to finalize the migration plan; and 6) performing post-migration checks. The goal is to streamline the data transfer, preserve metadata and security settings, and help users leverage new Office 365 collaboration features.
Migration from eRoom to office 365
- 1. Migration from eRoom to Office 365 and SharePoint Notes: If you experience audio issues during the webinar, you can dial in through telephone details provided to you in your registration confirmation email. Please feel free to post questions in the questions dialog & we will try to answer as many as we can at the end. Recording of this session will be shared in next 24-48 hours. You can also write to us at marketing@winwire.com for any clarifications or information.
- 2. Session Speaker Madan M Senior Architect WinWire Technologies
- 3. Agenda 2. Drivers for migrating to Office 365 3. Migration Methodology 4. Q&A 1. Why migrate from eRoom
- 4. Why migrate from eRoom? What is eRoom? 1. Online project collaboration system 2. Has flexible folder and room structure 3. Two versions of eRoom – Documentum eRoom and eRoom.net Why migrate from eRoom? 1. Specifically for small to medium sized businesses only 2. Mainly for collaboration and not for full fledged content management system 3. Difficult to implement governance 4. No option for enterprise social features like blogs, wikis, discussion boards or RSS feeds 5. No Personal space / My Site eRoom improvements and EOL 1. 7.4.4 end of support in March, 2017
- 5. Drivers for migrating to Office 365 Platform consolidation Migrate essential content Integrated Search Mobile Enablement User friendly publishing & content workflows Enterprise metadata management Video Portal Corporate Documents and content consolidation into new systems reduces costs on infrastructure and licensing Analyze and migrate only the content needed and purge / archive legacy content Reduced time to search the content Mobile enable the access to the corporate content in a secured way SharePoint, Flow and PowerApps makes end user workflows and publishing smoother and easier Manage the corporate metadata centrally Enables to manage and stream videos effectively and only stream when the user is watching as opposed to downloading the entire video
- 6. eRoom to O365 Migration methodology Step 1 Pre-migration analysis Step 2 Map Office 365 features Step 3 Migration options Step 4 Perform pilot migration Step 5 Learnings from pilot and plan migrations Step 6 Execute migrations & post migration checks
- 7. Step 1: Pre-migration analysis i. # of eRooms ii. Internal vs External iii. Volume of content iv. # of internal and external users v. # of documents and their versions vi. Security matrix vii. # of calendars viii. # of discussion boards ix. # of databases x. # of inboxes xi. # of links xii. # of polls xiii. # of users, groups and custom roles DocAve’s pre-migration scanner for the analysis Part 1: Existing environment analysis – Gather metrics using tools Part 2: Conduct user interviews i. Discuss and document the usage pattern – highly used vs not used features ii. Document objectives of migration iii. Document the pain points of current system Part 3: Content analysis i. Identify the content not to be migrated ii. Define migration complexity for each eRoom iii. Map eRoom and O365 features
- 8. Step 2: Map Office 365 features eRoom Container Type Calendar Discussion List Folder Links Notes Poll Database Documents Permissions Versions Metadata eRoom Custom processes Custom Forms O365 / Office Product recommended SharePoint Online Yammer OneDrive for Business SharePoint Online Microsoft OneNote SharePoint Online SharePoint Online SharePoint Online Office 365 SharePoint Online SharePoint Online SharePoint Online Microsoft Flow PowerApps O365 Product Feature recommended Calendar Discussions Folders Links List Notes Survey Custom List Document library O365 groups Document and list versioning Managed metadata Site Collections OR, Sites OR, Document libraries Flow PowerApps
- 9. Step 3: Evaluate migration tools • Migrate to any target: • As Site collection • As Site • As document library • Migrate any source container: • All items migration • Container migration • Database migration, etc., • Powershell based migration scheduling • Manage migration collisions • Nested content and security migration Option 1: Metalogix Content Matrix – eRoom edition Option 2: DocAve6 – eRoom migrator i. Streamline the data transfer easily from eRoom to SharePoint ii. Preserve and map all associated metadata and security settings iii. Plan migration jobs according to business needs with granular or bulk content migration and customizable job scheduling Option 3: Tools i. Tools (for SP Online migration) and Custom migration approach for Office 365 products
- 10. Step 4: Perform pilot migration 1 2 3 4 5 Choose site(s) with different complexity levels Choose site(s) with unique feature sets Identify business users who wants to pilot Define migration process and methodology Leverage multiple migration tool options 6 Document each migration tool pros and cons based on pilot migration 7 8 9 10 Prepare to re-migrate as necessary Identify the tool best suited for customer environment Demo the migrated solution Gather the feedback and make necessary modifications in migration process 11 Finalize the migration plan for remaining sites
- 11. Step 5: Learnings from pilot and plan migrations Hybrid approach (third party tool + custom migration tool) as need be Document pilot migration learnings Identify the most suited tool for customer environment migration Update the migration complexity matrix based on learnings as needed Finalize the sequence of migrations Finalize the mapping and migration plan
- 12. Step 6: Post migration checks 1 Define and implement governance plan 2 Conduct user trainings and brown bag sessions 4 Enable users to leverage out of the box Office 365 features 3 Measure user adoptability 5 Co-existence: Run both the environments in parallel for a period of time 6 Decommission: Decommission the existing environment 7 Develop the maintenance plan by working with customer lead
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