84% of Migration Projects Fail Getting it Right in SharePoint

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84% of Migration Projects Fail –

Getting it Right in SharePoint

Don Miller

Vice President of Sales

Concept Searching

Twitter @conceptsearch

Val Orekhov

Chief Architect

Portal Solutions

Twitter @portalsolutions

Michael Konrath

Director of Implementation Services

Portal Solutions

Expert Speakers

Val Orekhov, Chief Architect at Portal Solutions

brings more than 15 years in web development technology and

consulting experience. As Chief Architect, he is responsible for setting

the overall technical strategy and providing technical oversight for

Portal Solutions’ projects and delivery. Val often speaks at SharePoint

conferences and local user groups.

Don Miller – Vice President of Sales at Concept Searching

has over 20 years’ experience in knowledge management. He is a

frequent speaker on records management, and information

architecture challenges and solutions, and has been a guest speaker

at Taxonomy Boot Camp, and numerous SharePoint events about

information organization and records management.

Michael Konrath, Director of Implementation Services at Portal Solutions

is an accomplished IT consultant with ten years of experience delivering

projects for large, complex organizations. He has served as Engagement

Manager, Project Manager and Business Analyst in the Telecom, Energy,

Non-Profit, and Government space, creating dozens of high quality

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Agenda

• Introductions

• Portal Solutions

• Why Migrations Fail and How Not to be a Statistic

• Technical Approaches for Migrations

• Things to Consider

• Concept Searching

• Our Technologies

• The Typical Migration Approach

• The Hidden Costs of Migration

• The Intelligent Migration Approach

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About Portal Solutions

10+

Years in Business

4

Service Areas (Strategy & Planning,

Branding & User Experience Technical Design & Technical Design & Implementation, User Adoption & Change Management)

3

Times selected for SP Early Adopter Program

200+

SharePoint Implementations

2

Locations – DC & Boston

Our customers are

organizations that need

to

improve performance

through

effective information sharing

.

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Why Migrations Fail

64 %

Percentage of

SharePoint

Migrations that

miss the

deadline for

completion

Percentage of

SharePoint

Migrations that

are over

budget

37%

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Why Migration Projects Fail

Failure to Fully Scope the Effort

1 No Buy-In from Stakeholders

2 Content is Not Cleaned or Enhanced

3 Failure to Budget for All Activities

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Don’t Be A Statistic!

1 – Scope

Properly

2 – Obtain

Buy-In

3 – Cleanse

Your Data

4 – Create a

Realistic

Budget

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1 – Scope Properly

• Scope

• Audit your content and understand the full breadth

of what you are migrating

• Perform a migration POC and identify your

approach

• Identify customizations and requirements

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2 – Obtain Buy-In

• Buy-In

• Identify business owners for all content and ensure

buy-in

• Users need to review content and determine

migration

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3 – Cleanse Your Data

• Cleansing

• Review your content – ensure only valuable content

is migrated

• Manually doing this is possible, but many times is

unrealistic

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4 – Create A Realistic Budget

• Budgeting

• Plan time/budget for an iterative process

• Don’t underestimate testing and review time

• Plan for using tools, which can save time

• Consider a separate project/workstream for content

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How To Obtain Buy-In – Migration As An Opportunity

• Buy-in is needed from across the enterprise

• Management

• IT

• End users/content owners

• How?

• Sell the migration as an improvement

• Content will be more findable

• Site will be more usable

• Users will be happier

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How To Obtain Buy-In – Pair Migration With Value Add

• Improve Your Information Architecture

• Remap your IA

• Conduct taxonomy workshops

• Map documents to the new IA

• Improve Search

• Metadata tagging

• Make your documents findable

• Improve refiners

• Governance

• Add retention rules

• Quotas

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General Migration Process

Discovery

Identify Business Case and ROI

Create User Stories and Test Scripts

Inventory Source Content and Systems

Assign Owners for all Content Design New IA Determine Migration Approach • Manual/DB/Tool • Identify any required tools • DB or Cutover? Optimize

Monitor, enhance and support Bug fixes Enhancements Site monitoring Search monitoring Optimize Discovery Proof Of Concept Build Environment Deploy Customizations and Configure Farm Execute initial migration QA Solution and Identify Issues Review Issues, Create Estimates and Project Plan

Iterative Mock Migrations Execute Mock Migrations until content is satisfactorily migrated Focus on subset of content in logical manner: • User Stories • Test Scripts • Content Owners Satisfied Go Live Deploy pilot, migrate and go live Set legacy content to read only Perform Migration according to plan Bring content live on new site Smoke test site

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Migration Technical Approaches

1 – Content

Database

Migration

2 – Third Party

Tools/Custom

Scripting

3 – Manual

Migration

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Migration Technical Approaches

• Content Database Migration

• SP to SP version upgrade (cannot migrate directly from 2007-2013)

• Few customizations

• On-prem to on-prem

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Migration Technical Approaches

• Third Party Migration Tool or Custom Scripting

• Works for all types of migrations

• SP

• Unstructured file repositories

• Third party DMS

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Migration Technical Approaches

• Manual Migration

• Copy, paste, tag

• Works in all situations

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• Company founded in 2002

• Product launched in 2003

• Focus on management of structured and unstructured information • Technology Platform

• Delivered as a web service

• Automatic concept identification, content tagging, auto-classification, taxonomy management

• Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’

(KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 • Authority to Operate enterprise wide US Air Force and enterprise wide

NETCON US Army

• Locations: US, UK, and South Africa

• Client base: Fortune 500/1000 organizations

• Managed Partner under Microsoft global ISV Program - ‘go to partner’ for Microsoft for auto-classification and taxonomy management

• Smart Content Framework for Information Governance comprising

• Six Building Blocks for success

• Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier,

conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint

The Global Leader in

Managed Metadata Solutions

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Manual Tagging is a

Behavior Modification Problem

concept

Classifier

automates the tagging process to remove the

behavior modification problem of manual tagging for Governance,

Findability and Migration

• conceptClassifier increases productivity, improves ‘Findability’, automates

‘Governance’, migrates content

• Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform

• Improves ability to target content

through EMM/TS with 2013 Search and SharePoint 2010/2013

• Improves SharePoint Portal Adoption • Aligns content with governance polices

and federally mandated requirements • Intelligently migrates content into and

out of SharePoint

• Mitigates Risk

• Reduces federal governance, corporate information policy, and personally

identifiable information exposures while improving eDiscovery audit capabilities and ensuring alignment with content retention policies

• Lowers cost of Administration

• Leverages native integration to

Microsoft stack, manages migration of GUIDS

• Lowers cost of ownership to build out and administer EMM/Term Store • Intelligent content migration • Intuitive user interface for easy

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A Manual Metadata Approach Will Fail 95%+ Of The Time

Issue Organizational Impact

Inconsistent Less than 50% of content is correctly indexed, meta-tagged or

efficiently searchable rendering it unusable to the organization. (IDC)

Subjective Highly trained Information Specialists will agree on meta tags between 33% - 50% of the time. (C. Cleverdon)

Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per

document and does not factor in the accuracy of the meta tags nor the repercussions from mis-tagged content. (Hoovers)

Malicious compliance End users select first value in list.

(Perspectives on Metadata, Sarah Courier)

No perceived value for end user What’s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non-

conformance to policies.

What have you seen Metadata will continue to be a problem due to inconsistent human behavior.

The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure.

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• Concept Searching’s unique statistical concept identification underpins all technologies

• Multi-word suggestion is explicitly more valuable than single term suggestion algorithms

Concept Searching has a unique approach to ensure success

• concept

Classifier

will generate conceptual metadata by

extracting multi-word terms that identify ‘triple heart bypass’ as

a concept as opposed to single keywords

• concept

TaxonomyManager

uses statistical concept

identification to provide real-time feedback during the process

of building, testing, refining, and deploying taxonomies

• Metadata can be used by any search engine index or any

application/process that uses metadata

Concept Searching provides Automatic Concept Term Extraction

Triple Baseball Three Heart Organ Center Bypass Highway Avoid

Unique Approach

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• Metadata driven application and enforcement of policies

-

conceptClassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. Many clients are using the platform to support their information governance strategy.

• Proven, mature functionality out of the box - The platform has been deployed in numerous sites

and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.

Smart Content Framework™

Sum of parts is greater than whole

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• Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and

runs as high as 600% (IDC)

• Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per

user per year – in addition potential costs for non-compliance (IDC)

• Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K

salary (Chen & Dumais)

• 100% ‘Recall’ of content, 35% Faster access to content ‘Precision’

• Use automatic conceptual metadata generation to improve Records Management

• Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers)

• Improve compliance processes, eliminate potential privacy exposures 1. Model and Validate 2. Automate Tagging 3. Findability 4. Business Processes 5. Records Management and PII 6. Life Cycle Management

concept

Classifier

for SharePoint 2010 provides an automated metadata

approach for an immediate ROI and drives business value

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The Typical Migration Approach

• Compliance objectives need to be met, and a typical loop hole is in the

migration process

• Simply moving documents from one repository is not enough

• Content that was typically unmanaged will remain unmanaged

• Results in exposing an organization to risk

• Information cannot be managed from inception to deletion without

comprehensive metadata associated with the content

• Migration of unstructured content can be laborious and time consuming

• Documents can exist in multiple places at the same time, different revisions of

the same document exist, some documents should be deleted, and others

should be archived

• There may be records that were never declared, as well as confidential or

privacy information that will not be identified when migrated

• From an information governance approach, mass moving content results

in the same problem of mismanaged content

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Migration – The Hidden Costs

• 84% of data migration projects fail

(Bloor)

• 72% of organizations delay migration because it is too risky

(Bloor)

• 70% of projects reported schedule overruns of about 30% while 64%

reported average budget overruns of 16%

(Hitachi Data Systems)

• In an Enterprise Strategy Group survey, 39% perform data migration on a

weekly or monthly basis

• Major risks identified in migration included unexpected or extended

downtime, budget overruns, customer impact

(Hitachi Data Systems)

• Survey respondents rely on end users to validate whether their data

migration was successful or not

(Enterprise Strategy Group)

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“At the 2012 Compliance, Governance and

Oversight Counsel (CGOC) Summit, a survey of

corporate CIOs and general counsels found that,

typically, 1 percent of corporate information is on

litigation hold, 5 percent is in a records-retention

category and 25 percent has current business

value. This means that approximately 69 percent of

the data most organizations keep can – and should

– be deleted.”

Compliance, Governance and Oversight Council

(CGOC)

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The Intelligent Migration Approach

• To migrate document collections effectively, the text content of each document

needs to be searched to determine its value

• Cannot be done manually

• Volume is too high

• Consistency of human decision making is unreliable and costly

• If manually processed, the security rights of the documents as they are moved

to their new location must be applied

• General migration tools cannot safeguard document confidentiality because

they do not make intelligent taxonomy workflow decisions

• As content is migrated it is analyzed for organizationally defined descriptors

and vocabularies

• Automatically classify the content to taxonomies or the SharePoint

Term Store

• Automatically apply organizationally defined workflows to process

the content to the appropriate repository for review and disposition

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84% of Migration Projects Fail Getting it Right in SharePoint