Comprehensive Assessment of SharePoint On-Premises Environment for a Leading Global Building Products Manufacturer

Problem Statement

  • The company faced challenges with its extensive SharePoint on-premises environment, which included over 1,200 sites and numerous subsites with complex customizations, workflows, and permissions.
  • A comprehensive assessment was required to:
  • Evaluate the current state of the SharePoint environment.
  • Identify data and customizations suitable for migration to SharePoint Online
  • Determine which data could be archived or discarded.
  • Ensure that migration planning addressed all unique permissions, custom apps, and workflows.

Project Details

Objective

  • Conduct a thorough assessment of the SharePoint on-premises environment to provide actionable insights and recommendations for migration to SharePoint Online.

Scope

  • Catalog all sites, subsites, lists, libraries, and their associated content types.
  • Identify and document unique permissions and user access levels.
  • Review and evaluate customizations, including apps, workflows, and web parts.
  • Analyze data usage and content relevance to determine what should be migrated or archived.

Activities

  • Data Extraction: Collected detailed information on site structures, content, and permissions.
  • Customization Review: Assessed custom features and workflows for compatibility with SharePoint Online.
  • Permissions Analysis: Mapped user permissions and access controls.
  • Content Evaluation: Identified active versus redundant data.

Solution Summary

Assessment Execution

  • Utilized both automated tools and manual processes to extract and document comprehensive data from the SharePoint on-premises environment. This included:
  • Creating an inventory of all sites, subsites, lists, libraries, and content types.
  • Analyzing unique permissions and user access levels.
  • Reviewing custom apps, workflows, and web parts for relevance and compatibility with SharePoint Online.
  • Evaluating data usage patterns to determine migration and archiving needs.

Reporting

  • Compiled a detailed report summarizing the findings, which included
  • A complete inventory of the SharePoint environment.
  • Analysis of customizations and their migration readiness.
  • Recommendations for data migration, archiving, and customization adaptation.

Challenges

Complex Environment

  • Managing and documenting over 1,200 sites and numerous subsites with unique permissions was a significant challenge.

Customizations and Workflows

  • Evaluating numerous custom apps, workflows, and web parts required detailed analysis to ensure effective migration or re-implementation in SharePoint Online.

Data Accuracy

  • Ensuring accurate data extraction and permissions mapping to prevent migration issues.

Benefits

Informed Migration Decisions

  • The assessment report provided a clear understanding of the SharePoint environment, enabling informed decisions about migration and data management.

Optimized Data Management

  • Identifying unused or redundant data streamlined content management, reducing the volume of data to be migrated and improving overall efficiency.

Enhanced Migration Planning

  • The assessment facilitated planning for the adaptation or redevelopment of custom apps and workflows, ensuring a smoother transition to SharePoint Online.

Compliance and Security

  • Thorough documentation of permissions and data ensured compliance and security requirements were met during the migration.

Conclusion

  • The comprehensive assessment of the SharePoint on-premises environment for the leading global building products manufacturer provided valuable insights and recommendations for an effective migration to SharePoint Online. By addressing the complexities of the existing setup and documenting all critical components, the assessment optimized data management, ensured effective handling of customizations and permissions, and paved the way for a successful and efficient migration process.
Introduction

As a leading global building products manufacturer and innovator, the company manages a vast and intricate SharePoint on-premises environment to handle its extensive data and processes. With over 1,200 sites and numerous subsites, the organization relies on complex customizations, workflows, and permissions crucial to its operations. To enhance its information management and streamline its processes, the company sought a detailed assessment of its SharePoint environment. This case study explores how the assessment provided critical insights and recommendations for a successful migration to SharePoint Online.

Location

PA, United States