Sharepoint 2013: Upgrade Planning For The End User

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SharePoint 2013
Upgrade Planning For The End
User:
What You Need To Know
Presented By: Richard Harbridg
#SPTechCon @RHarbridg
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Who am I?
I
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m
r
o
f
In
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o
i
t
!
n
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Our Goal Today

From Here
To Here
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What Will We Cover

Today?
Why Do We Need Upgrade Planning For the
End User?
What Is The End User Responsible For?
Motivating Users To Learn SharePoint 2013
Examples Of New Features & Impact On
End Users
What Is IT Responsible For That Impacts End
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Users?
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Why Do We Need
Upgrade Planning
For The End User?
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Upgrading Almost Always

Involves Restructuring
Content
Costs Associated
With Restructuring
Technology Upgrade Costs
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Many Times Upgrading

Actually Means Migrating
Upgrade Planning Must

Include Notification
Planning
Prepared
User
Unprepared
User
What Happened To My
SharePoint Designer
Design View?
Design view is gone?
Prepared
User
Its really difficult to

update my existing
customizations, data
view web parts, and
solutions?
That sucks, but you
gave me some
acceptable
workarounds,
training, and
support and I know
What Happened To My
SharePoint Designer
Design
View?
Design view
is
gone?!
[Censored ranting]
There is no way in
[Censored] I am
letting you upgrade
my sites.
Everything is
business critical. I
dont want you to
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upgrade@RHarbridge
any of the
Unprepared
User
Quick Sample List Of End

User Impacts On An
1. No Design View Upgrade
in SharePoint Designer 2013
2. No Breadcrumb (By Default)

3. Create Sub Site Has Moved
4. No Sign In As a Different User
5. App Naming & Organization (For Those Who Are
Used To Previous Methods For Creating New
Lists/Libraries The App Naming Can Be Confusing)
6. Share Instead Of Manage Permissions (Better
Than Previous Model, But Requires Explanation)
No In-Place Upgrade
More likely that the user will have (for a

transition period) some sites in 2010 and
some sites in 2013.
New Site Collection

Upgrades
Puts The Upgrade In Users

Hands
New Site Collection

Upgrades
Helping Users Understand The

Upgrade Process
New Site Collection

Upgrades
Users Can Try A Demo

Upgrade
Sends an email to the Site Collection

Admin when queue and eval site
creation is complete.
The Upgrade Evaluation Site Collection must be clearly
communicated as NOT FOR REAL USE as it expires in 30 days noted
in a bar at the top.
It also creates a copy of the site collection, so depending on search
settings, and storage this can have significant ramifications (beyond
just the performance implications).
Depending
on SQL (non enterprise) this may set the site to read
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only until creation is complete.
New Site Collection

Upgrades
New Site Collection Upgrade

Queue
Users Manage The Upgrade

Process
Until You Upgrade
No Web
Analytics
IT Control Of Upgrade Rollout

Some of the key questions
When to unlock creating new
2013 Site Collections
When to allow upgrade of
existing Site Collections
Whether to give Site Collection
Admins control or not
What Do Users Need

To Know From IT?
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 Do Users Need

To Know From IT?
In migration tool driven upgrade
scenarios users will need to know what their
level of involvement will be.
They may need training on the migration
tools, or the migration process.
What will change after migration/upgrade?
How will IT be charging or managing the
cost for the migration?
What new services IT will be providing that
they can leverage using SharePoint 2013?
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What Is The End User

Responsible For?
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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
2. Delete Unnecessary Versions

Hopefully you already limit the number of
versions whenever versioning is enabled
If you dont the upgrade provides a reminder
(and benefit) to adjusting and evaluating
versioning and previous stored versions of
documents.
Before
File Shares
SharePoin
3. Identify Unused Templates,

Features & Web Parts
4. Finish Visual Upgrades In 2010

Environment w/ IT
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
6. Learn SharePoint 2013
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Motivating End Users

To Learn
SharePoint 2013
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What Are The Business Benefits Of

Upgrading To SharePoint 2013?
1.End User Improvements That Lead To

Increased Productivity & Adoption
2.Social Improvements Can Be A
Significant Driver
3.The New Search Experience & Engine
Can Transform Your Organizations View On
Search
4.Technical Benefits
(Storage, Site Collection Level Control,
Etc)
Article: http://www.rharbridge.com/?p=875
5.Solution
Benefits
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(eDiscovery, Language, Doc Sets, WCM+,
Dragged and Dropped
Previews are Awesome

Office 2013 and
the Office 2013
web apps can
encourage users to
migrate/upgrade
faster.
Consider tying the
2013 and
Windows
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8 upgrades to
Focus On Content
Are your pages ready
for wider displays
when users choose
to focus on content
and hide the quick
launch?
Is this a feature you
already plan on using
for those wide
lists/pages?
Sharing Is Easier
Sharing in SharePoint 2013 is designed
to mitigate common problems from
previous versions:
Granting access to a site can be a bit convoluted

Users dont understand what permission level to
grant to other users
Users generally don't know who all has
permissions on a site
Users cant see the invitations that have been
sent out to external users.
Users dont understand what rights they are
giving people when they add them to a
SharePoint group
Themes Can Add (Simple) Sex

Appeal
SharePoint & Email

Integration
Social Share-ndipity
Search Is Better!
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Examples Of New
Features & User Impact
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iFrames & External Content

What is it?
In SharePoint 2013 content authors can insert an
iframe element into an HTML field on a page.
Why does it matter?

This lets content authors embed dynamic content from
other sites, such as videos or map directions.
What does a user have to do on

upgrade?
By default, certain trusted external domains are already
approved for use in iframes. Site collection
administrators can customize the field security settings
by changing the default trusted external domains. They
can @RHarbridge
also allow content authors to insert iframes for any
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external domain, or prevent them from inserting iframes
Content Search Web Part

What is it?
A new web part that allows a user to roll up aggregated
content across sites, site collections or the entire farm
(unrestricted).
Why does it matter?
Rolling up content across sites and site collections

removes barriers and helps improve productivity when
working across many locations.

upgrade?
If the organization doesnt have an alternative
component for cross site collection roll up then this is the
perfect
opportunity to begin using this.
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If the organization does have an alternative component
Image Renditions
What is it?
Image renditions let you display different sized versions
of an image on different pages.Users can select the
image rendition they want when modifying page content
under the Pick Rendition option.
Why does it matter?
Not only does the image often look better when set to a
smaller size (using renditions) but it also can be an
extremely small fraction of the image size.

upgrade?
By default, the image preview that is displayed for an
image
rendition is generated from the center of the
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image. Unfortunately this also means many need to be
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What Is IT Responsible
For
That Impacts Users?
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Understand The Differences
Article http://www.rharbridge.com/?page_id=96
Helping Users Understand The

Upgrade Process
Controlling The Site Collection

Upgrade Rollout
Defer upgrade for site collections
until you can get updated
customizations to support 2013
mode.
If you wait until the customizations are
available, you can complete the initial
upgrade of database and services
without significantly affecting use of the
existing sites in 2010 mode.
Spring Cleaning For A

Healthy Farm
Delete stale SPSites and SPWebs (w/ User Approval)
Remove extraneous document versions
Primarily user driven, code or tools help
Cleanup templates, features, & web parts

Primarily user driven, code or tools help
Finish Visual Upgrades to 14

Repair data issues
stsadm -o DatabaseRepair [-deletecorruption]
stsadm -o ForceDeleteList
stsadm -o VariationsFixupTool
Etc
2007 Only Address Large Lists

Wait a second I have SharePoint 2007
(or 2003)!
Large list views and lists with many lookup
columns have performance challenges.
If you are upgrading to SharePoint
2010 this is also important to understand
as the default throttling limits may impact
user experience.
SQL Scripts (Read Only) and API calls can
help identify what lists you do have over
the default throttle settings, and which
have a larger lookup count.
Preventative Measures:
Selectively indexing large list columns can
help (up to 10 columns), building smarter
more efficient views (1st filter),
Address Wide Lists?

What are wide lists (lists with
too many columns)?
Wide lists are lists with more columns

than fit in a single rowspan in the
content database. During upgrade,
the database is changed to a sparse
table structure, and a very wide list
can cause upgrade to fail. Use the
Test-SPContentDatabase
command in Windows PowerShell to
look for wide lists in the content
databases and then remove extra
columns before you upgrade.
http://
technet.microsoft.com/en-us/library
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/ff382641%28v=office.15%29
Column Type
Number
Of
Columns
(Table
Row)
Single Line Of Text
64
Choice
32
Date & Time
Yes/No
16
Number/Currency
12
Calculated
Integer, Lookup,
People & Group,
Managed Metadata
16
Unique ID
Number Of Site Collections Per DB

Too many site collections in a content
database?
If you have 5,000 or more site collections in a database you
should break them out into multiple databases.
Why is this necessary?
In SharePoint 2010 Products,
there was a default warning at
9,000 site collections and a hard
limit at 15,000 site collections. In
SharePoint 2013 Preview, these
values change to 2,000 site
collections for the warning and
5,000 site collections for the
limit.
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Microsoft suggests you consider it.
Microsoft suggests you consider it.
Richard says you should do it (at a minimum).
PowerPivot Rebuilds
http://www.chrismcnulty.net/blog/Lists/Posts/Post.aspx?ID=51
Remove PowerPoint Broadcast Sites

They have to go. Notify users and work
with them to migrate key content, but
they must be removed or left in a 2010
farm.
Get-SPSite | Where-Object{$_.RootWeb.Template -eq "PowerPointBroadcast#0"} | Rem

SPSite
Plan New Site Retention

Policy
Site-level retention
policies
Compliance levels extended
to sites
Policies include:
Retention policy for sites
and Team Mailbox
associated with site
Project closure and
expiration policy
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Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:

Twitter:
@RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
90+ SharePoint Presentations at..
SlideShare.net/RHarbridge
130+ SharePoint Standards at..
SPStandards.com
15
Pages of Important Questions at..
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SharePointDiagnostics.com
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Content
Description
SharePoint 2013 Products Preview - U

pgrade Process model
Describes the steps in the process for a database-attach upgrade.
SharePoint 2013 Products Preview - Te

st Your Upgrade Process model
See a visual display of information about how to test the upgrade process.
SharePoint 2013 Products Preview Up

grade Worksheet
Use this worksheet to record information about your environment while

you test upgrade.
Get started with upgrades to SharePoi

nt 2013
Find resources to help you understand how to upgrade databases and site
collections from SharePoint 2010 Products to SharePoint 2013.
Plan for upgrade to SharePoint 2013
Find resources about how to plan to upgrade from SharePoint 2010

Products to SharePoint 2013.
Test and troubleshoot an upgrade to S

harePoint 2013
Find resources about how to test and troubleshoot an upgrade from

SharePoint 2010 Products to SharePoint 2013.
Upgrade databases from SharePoint 20 Find resources to help you perform the steps to upgrade databases from
10 to SharePoint 2013
SharePoint 2010 Products to SharePoint 2013.
Upgrade site collections to SharePoint Find out how to upgrade a site collection to SharePoint 2013.
2013
Upgrade
and Migration Resource Cente Visit the Resource Center to find additional information about upgrades to
r for SharePoint 2013 Products
SharePoint 2013.
Capabilities and features in SharePoi
nt 2013 Resource Center
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Visit the Resource Center to learn about whats new in SharePoint 2013.
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Content
Description
What's new in SharePoint 2013 upgra

de
Find out about new requirements, approaches, and features that are
available for upgrading to SharePoint 2013.
Overview of the upgrade process to S

harePoint 2013
Get a visual overview of the steps involved in performing an upgrade.
Services upgrade overview for ShareP

oint Server 2013
SharePoint 2010 Products included several service applications, some of

which have databases that can be upgraded when you upgrade to
SharePoint 2013. Find out which service application databases can be
upgraded and what steps that you must take before, during, and after
upgrade for your service applications.
Upgrade farms that share services (par In SharePoint Server 2010, it was possible to configure parent farms and
ent and child farms) to SharePoint 20 child farms to share services. In such an environment, the parent farm
13
hosts one or more service applications from which one or more child farms
consume services. Learn how to approach upgrading these environments
to SharePoint Server 2013.
Best practices for upgrading to Share Get off to the right start - review these best practices for testing and
Point 2013
performing an upgrade to SharePoint 2013.
Review supported editions and product Understand the requirements for upgrade. And if you are planning to
s for upgrading to SharePoint 2013
change SKUs or products during upgrade, understand which upgrade paths
are supported.
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Sharepoint 2013: Upgrade Planning For The End User

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Sharepoint 2013: Upgrade Planning For The End User

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SPTechCon

Presented By: Richard Harbridg

Our Goal Today

What Will We Cover

Upgrading Almost Always

Many Times Upgrading

Upgrade Planning Must

Its really difficult to

Quick Sample List Of End

2. No Breadcrumb (By Default)

More likely that the user will have (for a

New Site Collection

Puts The Upgrade In Users

New Site Collection

Helping Users Understand The

New Site Collection

Users Can Try A Demo

Sends an email to the Site Collection

New Site Collection

New Site Collection Upgrade

Users Manage The Upgrade

Until You Upgrade

IT Control Of Upgrade Rollout

What Do Users Need

Notification when the infrastructure

What Do Users Need

What Is The End User

1. Delete Unused/Evaluate Underused

Not every unused site

2. Delete Unnecessary Versions

3. Identify Unused Templates,

4. Finish Visual Upgrades In 2010

5. Re-Create Site Templates

From 2010 Only A Few

From 2007 All Site Templates

6. Learn SharePoint 2013

Motivating End Users

What Are The Business Benefits Of

1.End User Improvements That Lead To

Dragged and Dropped

Previews are Awesome

Granting access to a site can be a bit convoluted

Themes Can Add (Simple) Sex

SharePoint & Email

iFrames & External Content

Why does it matter?

What does a user have to do on

Content Search Web Part

Why does it matter?

Rolling up content across sites and site collections

What does a user have to do on

Why does it matter?

What does a user have to do on

Understand The Differences

Helping Users Understand The

Controlling The Site Collection

Spring Cleaning For A

Cleanup templates, features, & web parts

Finish Visual Upgrades to 14

2007 Only Address Large Lists

Address Wide Lists?

Wide lists are lists with more columns

Single Line Of Text