Move to O365 SharePoint Online project - University ...
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Move to O365 SharePoint Online project Presented by: Tim Farrell, Stephen Markan, Connie van Oostveen December 2020
PRESENTATION TITLE PAGE 2
WHAT YOU WILL LEARN
▪ Background, current environment
▪ Project approach
▪ Migration paths & O365 SharePoint context
▪ Where we are at
▪ Observations & what to watch for
▪ Sneak peek: New and familiar features
▪ Next steps, considerations:
▪ When you will hear from us
▪ What you can do in the meantime
▪ Resources
PAGE 3
Current Environment – Infrastructure
▪ SharePoint 2016 is currently on-premises
▪ SharePoint 2016
▪ 12 SP servers, farm split between 2 datacenters
▪ 2 Office Online Servers, 3 Workflow Servers, 2 on-
premises gateway servers
▪ Number of development SP and OOS servers
▪ SP utilizes F5 load-balancer for WFE - the only 2 public
facing, rest are private
▪ 20 content databases with 2.1 TB of data
▪ Top-level sites: ~200 (and many more subsites)
▪ Early in 2020, we linked the search in O365 to on-
premises SharePoint
PAGE 4
SharePoint Support
▪ Infrastructure support:
▪ backup and patch servers and databases
▪ OOS patching process different then SharePoint patching
▪ IST Client Support:
▪ RT handling & Troubleshooting, mostly Authentication &
Permissions
▪ Site Design & Features
▪ Training & Consulting
Support is more complex in O365 environment,
maintaining the same level of service.
PAGE 5
The Office 365 Program
Learn more about O365 work happening across campus, the benefits, and the potential
impact(s) to how you work.
Moving to Migrating to Migrating N: drives Migrating employee Email routing
SharePoint Online softphones to OneDrive email to O365 improvements
uwaterloo.ca/office-365Moving to SharePoint Online project
▪ SharePoint on-premises is being retired, Microsoft is
reducing support for our version of SharePoint 2016
▪ Improved authentication and information management
security
▪ Increased capacity for data storage
▪ Anytime, anywhere access to files including the option
to work offline and sync changes to the cloud when
back online
▪ Enhanced functionality (e.g. search, workflow tools,
development tools)
▪ Streamlined end-user support
▪ A familiar working environment
PAGE 7More about the project …
▪ Collaborative project
▪ Can move site by site
▪ Multiple migration paths (e.g. on-premises to SP
online)
▪ SharePoint on-premises is starting point for
project (i.e, not R: drive)
▪ Target date for being off SharePoint on-premises:
Nov. 2021
▪ Plan, schedule, support and implement migration
pathways and automated migrations for on-
premises SharePoint sites
▪ Build and execute training and education
▪ Update service and support model
Note: Regarding sites with sensitive/highly sensitive information: O365,
including SharePoint Online, has been vetted for privacy and security.
PAGE 8Approach
Jul Sep Nov 2021 Mar May Jul Sep Nov
Project Initiation/Project Charter
On-premises Site Inventory
Migration Tools: SPMT
Discovery
Lessons Learned from others/previous projects, constraints
Pilot Migrations: IST sites, Housing
Initial Assessment of Site features
Site Strategies & Determine best migration path & timelines with key site contacts
Assessment Prepare packages for migration paths (e.g. best practices)
Site mappings
Staging Sites
Site clean up: files & permissions
Migrations & Migrate sites
Decomissioning Decommision on-premises sites
Knowledge base
Service Changes, Use case sites (similar to current Help)
Education & Support/service model changes
Training ITPD courses
Virtual drop-in labsMigration paths & strategies
SharePoint
On-Premises
SPMT
SharePoint Teams Retire/
Online Decommission
PAGE 10When to choose
SharePoint Online
What: File and information management tool
Focus: Document creation and sharing
Important considerations:
• Site members are fluid and will likely change
or site members are from across campus and
access unique portions of the site based on role
• Different access permissions are required for
content e.g. a small group will edit, and a larger
group has read-only access
• Document management tools are desirable
• Documents will go through constant revision and
change
• Chat / direct messaging functionality not requiredWhen to choose
Teams
What: Communications and file collaboration platform
encouraging group member interaction
Focus: Communication and sharing
Important considerations:
▪ Team members are defined and consistent
▪ Discussion via channels is important to the group
▪ Collaborative approach to document creation and
sharing desired
▪ Content is planning/project related and will be shared
via other methods once completed
▪ For collaborations with a defined goal, the content will
not be required after that timeWhen to choose
OneDrive
What: Microsoft online storage solution for individual
accounts
Focus: Storing and managing personal working files and
content
Important considerations:
▪ Sharing is short-term for creating and reviewing
initial working drafts and proposals; later moved to a
Teams or SharePoint Online site
▪ A small ad-hoc group needs access for collaboration
via email or O365 applications such as Word or Excel
▪ The OneDrive content is not required for the ongoing
work of others in your team or unit
▪ If the content is lost there would be no operational
impact on the business of the University of Waterloo
Note: OneDrive is a personal SharePoint Online siteQuick comparison
SharePoint Online | Teams
• Better for layered • Better for simple
permissions structure membership management
• Better for advanced • Better for file sharing and
document structure with collaboration on focused
custom options topics
• Better for focused usage of • Better for contextual usage
few tools of multiple tools in real-
time
Source: https://www.syskit.com/blog/microsoft-teams-sharepoint/Some Things to Consider when planning your migration …
▪ The easy part is moving files; the time-consuming
part is the preparation and testing
▪ Microsoft’s SharePoint migration tool (SPMT)
▪ Free application from Microsoft that assists in moving
content to SharePoint Online or Teams (Files section of
Teams)
▪ Must be run from a Nexus workstation
▪ Requires administrator (“Full Control” rights on source and
destination)
▪ Choosing when to move files is important to minimize
impact on existing business processes (throttling)
▪ Still working through permissions
▪ SharePoint Online does not support SP reporting
services
▪ Replaced with Microsoft BI
PAGE 15Some Things to Consider when planning your migration …
▪ Workflows:
▪ 2010 Framework – not supported in O365
▪ 2013 Framework – will eventually be removed
▪ Switch to Power Automate
▪ Custom Site columns and Site Content Types may not migrate
▪ Permissions cleanup!!!
▪ Review what is shared with whom
▪ And do you use Custom Code via SharePoint API?
PAGE 16Demo slides – What does SharePoint Online Look Like PRESENTATION TITLE PAGE 17
SharePoint Online Site PRESENTATION TITLE PAGE 18
SharePoint Demo – beneath the hood PRESENTATION TITLE PAGE 19
SharePoint Online: Document Library PRESENTATION TITLE PAGE 20
What you can do …
▪ Review your sites
▪ Cleaning up files and permissions, review the site structure
▪ How is the site being used?
▪ Identify areas of concern and opportunities for improvement
▪ Along with decommissioning the original site, what does done look like?
What is the acceptance criteria?
▪ Timing/constraints
▪ Send an email to rt-IST-SharePoint@rt.uwaterloo.ca if you want
to decommission your site
▪ Contact Connie (connie.vanoostveen@uwaterloo.ca or via Teams)
if you have questions, feedback or concerns about your site
▪ We will be contacting you, if we haven’t already
▪ Important to capture feedback, risks, concerns and come up with
a collaborative approach to address the risks, concerns
▪ Need to have updated information on the contact people for each site
PAGE 21We are here to help!
Using O365 program for project governance
(Operations team & Steering committee)
▪ Andrew McAlorum, Project Sponsor
IST project team: Additional Resources
▪ Connie van Oostveen, Project Manager ▪ uwaterloo.ca/office-365/
▪ Tim Farrell ▪ https://uwaterloo.ca/office-365/office-365-
program/moving-sharepoint-online
▪ Dave Hinton
▪ Hoang (Mike) Huyng
▪ Advanced SharePoint Users group/community of
practice
▪ Stephen Markan
▪ Check-list …
▪ Jenn Matheson
▪ Lisa Tomalty
▪ Heather Wey
PAGE 22PRESENTATION TITLE PAGE 23
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