Presented: Thursday May 7, 2015
Presenters:
- David Johnson - Principal Program Manager, Microsoft IT
- Alfredo Mogollan, Principal Solution Manager, Microsoft IT
- Kimmo Forss, Sr. Program Manager, Microsoft Services
- Microsoft has 330 TB on their SharePoint Online Tenant
- 1300 Content DBs
- 100 front end machines
- This was the migration of SharePoint product team portals to SharePoint Online
Objectives
- Strategies to adopt and move to O365
- Learn what changes made as part of the move
- What worked for Microsoft internally and what didn't
- Migrating to the cloud is first re-envisioning your business and how your users work
- Needed to rethink Microsoft's experience in the Cloud
Benefits
- IT as a service - role of IT shifts to customer service and max value, rapid solution development
- Anytime Anywhere Access - access all enterprise data from any device; empower users to get work done
- Technical Agility - can add capacity and flexibility to scale up quickly; simplified solution isolation and deployment
- Rapid Feature Deployment - patching completed automatically; provides the latest and best features all of the time
- Dog food - provide feedback to our product group; partner for continuous improvement
- Before migration Microsoft had MySites on Prem - approx. 8TB
- Now has >150 TB for OneDrive for Business
Our Journey...
Microsoft is ring 0 - they get new Office 365 bits first!
After rethinking the experience in the Cloud… dipped their toe in the water a bit
- Get ready
- Create service foundation
- Derive cloud adoption
- Utility sites migration to cloud
- Custom workflow migration
Journey is continuing - next gen portals are coming in 2016; how do we take advantage of that; Requires thought and planning
Considerations and Goals
- What is tied to other on premise systems - empower users to get work done
- Where do we have customizations - protecting corporate internal assets
- What will internal security even let me move - ???
- How do we apply enterprise policies - ???
- How do we live with hybrid SharePoint - ???
- How does the support model change - ???
What Do We Put Where and Why
- On premise
- Content in region for regulated reasons (ex. Nokia acquisition meant some content needed to stay in Europe)
- Legacy BI - takes some time to rethink the BI experience here
- Partner sharing - where we master accounts - how do we enable extranet accounts for external partners
- Complex customizations - pre-rethink
- Office 365
- Personal sharing; OneDrive for Business
- Group and org collaboration; team sites and groups
- Portal and new cloud apps
- Partner guest sharing = where we share with external account
Drive On Premise Cost Reduction
How do you move?
- Start fresh
- Abandon current on premises
- Ideal for archiving/closed sites
- New self service utility sites - reduced from approx. 59k to 26k in 1 year
- As Is Migration (lift and shift)
- Move site content as is
- Ideal approach for basic sites, but lose option to take advantage of new features
- Active self service utility sites
- Partial Move
- Move selected content (hybrid or revised)
- Option to rework site as needed
- Leverage 3rd party tools (Microsoft IT uses Metavis)
Portals in Cloud - Rethink your intranet
- Think about how do users find information - what is the best way for them to find knowledge/information?
- How are content publishers publishing content? How is the content syndicated into regional sites?
- How do you make it easy for employees to work and collaborate? Social Component.
- Move from organizational silos (disconnected teams) to putting the user at the center of their world
- When they started thinking about the migration of their portals, they considered how do we make it easier for users to access their information?
- MSW - corporate communication; hub for other internal portals; point of entry for enterprise search
- Curated content by corporate communications
Guiding Principals
- Be out of the box as much as possible - minimize customizations
- Render well across devices - remove fixed with desktop target
- Reusable responsive design package - minimize impact of Microsoft IT custom design on SP compatibility; minimize fix it cost for MSFT
- Standard content schemas - MSW news using enterprise content type: approved news item
- Separate content from UI - rich application deliver targeted experiences; focus on content, not site design
Responsive Design
- 1 page multiple experiences
- Reflow page to optimize UI
- Simpler to manage than building for unique device channels
- Not as optimal as per device experiences/native apps
- Challenges come with various devices
- Based on community frameworks
- Work goes beyond framework/package
Office 365 Performance Considerations
- Caching differences between on premise and cloud
- Don’t bet on server site caching for dynamic pages
- On premises MSW had 4 CFE, microsoft.sharepoint.com > 100
- Content by Query part was expensive, replacement options
- Content by Search - best option but may not be viable if freshness is not acceptable
- JSLink view customization of List view web part
- Client side asynchronous list based lookups using the CSOM
Considering Navigation
- Retain O365 app launcher
- Be careful with migrating navigation - MSW using the structural navigation added 3+ seconds to each page load
- MSW NOW uses: managed metadata navigation - ideal for complex sites but not security trimmed
- structural navigation
- Better for simple sites where security trimming is required
- Do not use this on SharePoint online unless you have a simple site structure
- Search drive navigation
- Good choice for complex sites where security trimming is required
- Custom, not used by Microsoft IT
Refactoring full trust solutions
- Identified 15 custom solutions
- Option 1: RETIRE- Performed analysis on custom solutions to determine options - simplified where viable
- Retire, refactor, replace with OOB or from catalog
- Option 2: REPLACE w/ OUT OF BOX: Identified equivalent out of box options in O365
- Option 3: REBUILD
- Moved from full trust to SharePoint provider hosted solutions
- Glossary - term lookup solution from metadata store
- Slide show - picture galleries
- Azure provider hosted
- Campus maps: mash up of Bing maps & LOB geo-reference data
- Page mailer - deliver page to email (newsletters from portal)
Microsoft Services - Migration Process
- Assess
- Inventory content, owners, size (had 37K site collections, including engagement sites)
- Schedule
- Plan
- Goal: Reduce Uncertainty
- Remediate
- Change full trust solutions - Microsoft Services did not move any customizations into cloud
- Refactored information architecture
- 37K site collections were reduced to 120 site collections
- Changed content types
- In base document types there are no mandatory metadata columns - removed these
- If you move information up to be shared, then they force metadata to be selected
- Take opportunity to rethink custom solutions
- Like when moving houses - you take the opportunity to clean up
- Migrate
- Moving data
- Automated migration: 1 person worked for Jul-2013 to Feb-2014 (9 months) - did not include planning work
- Ideally you would have 2 or 3 people
- Worked to automate this process as much as possible
Post Migration Fix Up
- Inventory and Scheduling
- Leveraging SQL - Stored migration schedule details in SQL - could query:
- Ex. Which sites are scheduled to be migrated on July 4th?
- Ex. Who are the site owners for sites migrating on Jan 20th?
- Scheduling principles
- Max 20 GB / day
- Max 250 site collections per day
- Portal
- Scheduling changes
- Error reporting - all stored in SQL: check logs every morning for which sites failed
- Expect failure rate of 1 to 2%
- If site fails - investigate, determine remediation options and schedule for next day
- Exclusions
- IT's migration process
- Make sure you know what you have
- Workflows
- Consider how many workflows you have
- How many are currently in flight
- How long have the workflows been in flight - some may have simply been started a long time ago and can simply be stopped and the state doesn't matter; in others the state will matter
- Term sets
- Consider term GUIDs - if referencing them and re-create term set on SPO, GUIDs will be out of sync
- May need custom tool for preserving term set GUIDs
- Master Pages
- Avoid customizing master pages - when service is updated the master page definitions are also updated so customizations can break
Migration Process
- 2 weeks before migration send emails to site owners (sites are scheduled to migrate on Day X, with link to portal)
- Export the sites and put sites in read-only mode
- Change information architecture
- Import content - all errors written to SQL
- Notify users that migration is complete
Tool Set
- Microsoft Services created PowerShell cmdlets
- Custom scripts for remediation
- Tool selection criteria
- Feature set - does it do what you want it to do; not only content lifting but rearranging of architecture
- Server footprint/load - not relevant for cloud but what type of load will it put on the environment; no longer throttling through new migration pipeline
- Licensing costs - are you paying for the tool, the content per GB or per user
- Automation capabilities - if you have 37K site collections you don't want to do 37K clicks
- Support - how efficient is support organization
- MSIT - Used Metavis
- Prepared content inventory
- Generated a pre-migration analysis report to assess the custom solutions
- Prepared mappings to migrate security groups and permissions/users
- Map old layouts into new responsive layouts
- Content type mapping
- Mapped fields and data to new content types as part of migration/post migration activities
- Migrate content and pages from SP2010 to SPO
- Custom scripts for post migration activities
- Mapping old web parts with new ones, validating permissions and groups
- Any custom part had to be replaced
- Plan for manual migration - inevitably there will be some components to migrate manually
Session Takeaways
- Start with easy workflows first
- Drive O365 adoption for new to reduce dependency on migration later
- Understand technical trade offs and potential differences; portals can live on O365
- Re-envision to take advantage of cloud first, mobile first experiences
- Many business processes were designed several years ago - often need to rethink those processes for business today
- Have opportunity to reimagine the employee experience - ex. accessing information from mobile devices, from touch devices, how can things be more task based
- Assess before commitment to reduce uncertainty
- Understand environment, custom solutions, site types, and what people are actually using
- Don't assume that your businesses know SharePoint
- Have to have the right team
- People that understand the source environment
- People that understand the destination environment
- Have realistic timelines
Other Details
- SSRS reports are still on premise
- User Profiles are still on premise
Look For:
- Microsoft Services may put PS cmdlets used on GitHub
- Metadata preservation examples available on GitHub
- User Profile preservation examples available on GitHub
You can watch the entire presentation here: http://channel9.msdn.com/Events/Ignite/2015/BRK2154
Enjoy.
-Antonio
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