SharePoint 2013 – How to get there! Upgrade options from real world experience

1. Upgrade Migrate SharePoint 2013 – How to get there!Upgrade options from real world experience End User Responsibility Technical Process Barry Boudreau Chief Technical Officer Kiefer Consulting, Inc.

2. Kiefer Competencies

3. Kiefer Partners Extending SharePoint Solutions through the Leading 3rd Party Solutions

4. Agenda • Why Upgrade • Upgrade from the End User’s Perspective • Motivating Users to Learn SharePoint 2013 • Upgrade Strategy • Migrate or Upgrade? • On Premise or Hosted? • End User Responsibilities • IT Responsibilities that impact Users • The Upgrade Process (Technical) • How to get there from SharePoint 2007 • How to get there from SharePoint 2010

6. Why Upgrade: Feature Comparison • SharePoint 2013 vs 2007: • 100+ New User-Centric Features • 20+ New Admin/IT Pro Features • 27+ New Developer Features • SharePoint 2013 vs 2010 • 70+ New User-Centric Features • 12+ New Admin/IT Pro Features • 17+ New Developer Features • Office 365 (SharePoint in the Cloud) • VERY viable option now • 95% of on-premise features available

7. A Platform Upgrade Offers The Chance To Get It Right. • Do we simply migrate our content as-is? • What about rethinking the style/look/feel? • Do we spend the time to inventory the content, clean things up first? • Do we spend the time and effort to rethink our IA? Taxonomy? • Do we start from scratch and copy page content over? • What new functionality can we take advantage of?

8. Plan Your Roadmap

9. So, how do I motivate end-users?

10. Top 10 Features To Help Motivate Users #1-Enhanced Collaboration #2-Social Engagement #3-Find Experts and the right Content #4-Doc and Records Management, eDiscovery and Compliance #5-Government Portals - Intranet, Extranet and Internet #6-Next Gen Devices #7-Business Intelligence, Dashboards and Reporting #8-Organize Projects #9-Improve Service Delivery with Citizen Apps #10-Better Governance

11. Streamline common tasks Simplified Sharing: Drag and drop content directly into your document libraries and by hovering over a document Live document preview and at a glance see who you’re sharing with and when the document was last edited. Without leaving the library you can edit your documents using Office Web Apps, and in one click share it with a colleague. We’re taking document sharing and storage one step further with the introduction of SkyDrive Pro. Drag and drop content into SharePoint Track who you’re sharing with Live document previews Edit, share or follow documents with one click

12. Share ideas and get answers in real time on your Newsfeed • Pervasive presence integration Integrate Social Across Departments • #hashtags • Follow people, documents and sites • @Mention people EnhancedCollaboration Connect your workforce and share knowledge with social capabilities in SharePoint and Yammer Follow colleagues, teams, documents, and sites to stay on top of the latest government happenings and improve collaboration across departments and agencies. New Community Sites help you engage in crowdsourcing and harness social networks and insights to drive knowledge sharing. Benefits Improve cross-agency knowledge sharing and collaborative processes Crowdsource for best ideas Reduce time to get new hires up to speed; promote team building #EmergencyPlan. Emergency Planning site Who typically works on #EmergencyPlan updates? EmergencyPlan GrantManagement EmployeePensions TGIF Feedback those type of updates. • ♡ Like

13. New Hover Card changes based on content type Deliver Better Portal Experience through Search Government Portals Simplify how citizens retrieve public service information and get answers to questions SharePoint Search and FAST Search are brought together into a next generation search engine. Search is far more tuned to what citizens are doing, and what others have found successful. New Hover Card enables users to quickly inspect and find what they are looking for. Benefits Improve public awareness of citizen and business services; better address constituent needs Visual refiners Create YouTube-like video experiences through Search Dive into the part of the document that matters most View video thumbnails without leaving your search page Interact with live previews of documents

14. Laser focused refiners to help find the data you need • Get instant statistics Simplify eDiscovery for Compliance Officers Risk and Compliance • Use proximity searches to understand context Find it in one place with unified eDiscovery With advanced search technology (from the FAST acquisition) the new Office unifies the eDiscovery process by letting you retrieve content stored across Exchange, SharePoint, Lync and even file shares. Compliance officers can search and view content by project, legal matter, or business context. Reduce time spent and costs associated with discovery Eliminate third-party security and compliance software Benefits • Fine tune complex queries • Query results across Exchange and SharePoint

15. Create dynamic sites Familiar Content Authoring and Management Managed Navigation/Friendly URL’s Support Automated or Manual Translation Image Renditions Video Improvements Usage Analytics Design Manager Device Based Rendering

16. Work More Securely From Your Own Device Next Generation Devices and Apps Support BYOD and use Office Mobile across devices and platforms Workers on mobile devices stay productive with Office Web Apps and connected with presence and instant messaging. One-click into Lync meetings and view shared content. With Office 365, Exchange and Office enable Rights Management capabilities by default, including IRM in Office, OWA and Exchange ActiveSync. Benefits • Securely manage mobile devices with policies that let you enforce PIN lock and remove confidential data from lost phones Improve productivity and satisfaction of employees who travel and work on projects and missions across geographic locations Reduce the risk and costs associated with unwanted disclosure, such as classified documents and citizen information Reduce device hardware and support costs (BYOD) Windows Phone iPhone iPad Android • Office Mobile apps available on Windows Phone 7.5 and Windows Phone 8 • OneNote and Lync apps available on iOS and Android phones

17. Create Budget Reports Faster, Help Officials Discover Insights Business Intelligence Take budget data, citizen behaviors, and economic trends into Excel to discover insights Use Excel recommendations for the most suitable charts and pivot tables based on patterns in your data. Quickly preview your chart and graph options, and then pick the option that works best. Apply Timeline Slicer, a visual time filter, to see data quickly over different periods. Benefits Save time creating budgets, reports and analyzing data Gain efficiencies and empower workers through self-service BI Enable your leadership to make better, more informed decisions • Timeline Slicer: See your data over different time periods, e.g., Month, Quarter, Year • Flash Fill automatically recognizes pattern from list and proposes fill • Discover different ways to visually represent data Budget Report Budget Allocation Count Recommended Charts: Excel recommends the most suitable charts based on patterns in your data.

18. Keep things on track Integrate tasks from Microsoft Project Manage projects with shared calendars and timelines Edit SharePoint lists inline

19. Work across Office apps and Office Web Apps Develop Apps Using New Cloud App Model Next Generation Devices and Apps Line-of-Business Applications Extend the way you create and consume information from within Office and SharePoint Develop apps for Office and SharePoint with HTML/CSS, JavaScript or PHP. Hosted in the cloud with minimum device footprint. Apps can be accessed from any device with a web browser. Distribute and manage with IT app catalog (or public Office Store). Benefits Lower IT costs and time spent on deployment and delivery Reduce training costs by leveraging familiar Office UI Increase insight into web content and LOB data to improve decision making and unlock the ROI in existing investments • The Bing Maps app in Excel maps the addresses highlighted

20. Manage app approvals and usage Track app requests and manage licenses Access the SharePoint and Office store Discover IT approved apps in the App Catalog

21. Upgrade strategies

22. Upgrade and migration strategies Leapfrog to the latest version Upgrade/migrate to the cloud Upgrade to next version – sequential (recommended)

23. Upgrade to the Next Version The only built-in method supported and provided by the product • Things to look out for: • Storage requirements • Customizations & Missing files • Changes in supportabilily limits • Orphaned sites • Patch level (not up to date) • Platform changes (Search, OWA, etc.) • Authentication type (Classic, Claims, etc...)

24. Leapfrog to the latest version Requires Multiple Upgrade (2007  2010  2013) or 3rdparty tools • Things to look out for: • Storage requirements • Customizations & missing files • Changes in supportabilily limits • Orphaned sites • Functionality in use • Running workflows • Depricated features • Load on resources (hardware and people)

25. Upgrade/Migrate to the Cloud • Benefits • High Availability/Disaster Recovery is the provider’s responsibility • Maintaining current software and patch levels Requires 3rd party tools or manual migration • Things to look out for • Difference in capabilities • Not all workloads available in the cloud • Certain workloads are challenging in hybrid mode • Connectivity to other systems and their locations • Existing solution-specific customizations/managed code • Licensing costs for 3rd party migration tools, support, etc. • Future plans with regards to customizations, integration, etc. • Amount of data to be migrated and throughput targets during process

26. What are the end-user’s responsibilities?

27. 1. Delete Unused/Evaluate Underused Site Collections & Sub Sites Not every ‘unused’ site collection or ‘old’ site collection should be deleted. Example: Emergency Preparedness Site

28. 2. Delete Unnecessary Versions Hopefully you already limit the number of versions whenever versioning is enabled… If you don’t – the upgrade provides a reminder (and benefit) to adjusting and evaluating versioning and previous stored versions of documents. SharePoint Before Digital File Shares

29. 3. Identify Unused Templates, Features & Web Parts

30. 4. Finish Visual Upgrades In 2010 Environment w/ IT

31. 5. Re-Create Site Templates • From 2010 Only A Few… • Document Workspace • Meeting Workspace • Group Work Site • Personalization Site • Visio Process Repository (Not Removed, But Will Be) • From 2007 All Site Templates… FAB 40!

32. 6. Learn SharePoint 2013

33. OK, what are IT’s responsibilities?

34. 1. Learn and Train the Trainer

35. 2. Inform your user community • Information on what will happen during transition… • Communication on when their 2013 ‘infrastructure’ upgrade will occur… • Provided directions if using self-service upgrade… • Notifications and reminders for when upgrade must be completed by… • Self-service upgrade still means getting people to do it eventually by a specific time • Notification when the ‘infrastructure’ upgrade is finished… • What IT support, training, and help will be available…

36. 3. Understand The Differences No Design View in SharePoint Designer 2013 No Breadcrumb (By Default) Create Sub Site Has Moved No Sign In As a Different User App Naming & Organization (For Those Who Are Used To Previous Methods For Creating New Lists/Libraries The App Naming Can Be Confusing) Share Instead Of Manage Permissions (Better Than Previous Model, But Requires Explanation)

37. 4. Help Users Understand The Upgrade Process

38. How to get there from SharePoint 2007

39. Are you still using SharePoint 2007? • Things to Know: • Direct Upgrade NOT an option • Need to use a 2010 Staging Farm • Must be 64 bit; • Should be Windows Server 2008 R2SQL Server 2008 R2 or better

40. Inventory the existing Farm • Use the worksheet - Upgrade Worksheet • Run PreUpgrade Checker • Identify existing solutions • Home Grown • 3rd Party • Identify Site Templates • Fab 40? Gotta go. • Identify Web Apps/Content DB’s • Identify Large Lists

41. Configure SharePoint 2010 Staging Farm • Configure the 2010 Staging Farm (we use a custom PS Script) • Create a new web application for each 2007 web app (don’t forget mySites) • Install 3rd party solutions • Restore and attach the content database (Mount-SPContentDatabase) • To Visual Upgrade or not To Visual Upgrade? • Test, Test, Test • GOTO “How to get there from SharePoint 2010”

42. Demo – Pre Upgrade Check/Checklist

43. How to get there from SharePoint 2010

44. The Overall Process

45. Things to know ahead of time • 2010 database must be RTM or later • No Service Pack required • Upgrade from 2013 beta to 2013 RTM not allowed • Office web apps are now on their own server so plan accordingly, 2013 will not consume 2010 OWA • Add managed paths manually before attaching databases • Always upgrade database with root site collection first • Try to use same URLs • You need more hardware! 

46. Valid methods Things to know ahead of time • Database attach (Mount) Authentication • Upgrade to Claims (either before or after) No more preupgradecheck • PowerShell: Test-SPContentDatabase (Works the same in 2010 or 2013)

47. Features and Solutions • 2010 stuff mostly just works • Hopefully everything is WSPs • Fab 40 Solutions will not upgrade – upgrade process refuses and leaves them in 14 mode.

48. Things that are new • Upgrade just affects the database schema not the site collections • No option to force site collection upgrade when upgrading the database • No more visual upgrade • 2010 vs. 2013 site collections • Everything is in the hands of site collection admins • Test upgrade – creates a new site collection to test • Upgrade health rules • Upgrade process

49. New Site Collection Upgrades

50. New Site Collection Upgrades