Project Background
The project involved the migration of data from a Target company to another system due to a merger and acquisition (M&A) scenario. The target application encompassed various Microsoft platforms, including SharePoint, OneNote, Teams, and Teams Channels. The migration was to be completed within a tight timeline of three months. The mother company, one of the largest manufacturing companies in the world, required a seamless and secure migration process.
Process : Challenges encountered and their resolution
Limited Access Privileges: migration had to be executed without admin access privileges, making it challenging to access the migration data. Different Microsoft services, such as SharePoint Online (SPO), OneDrive, and Teams, required distinct combinations of access privileges.
Solution: access settings were established on Azure, granting the migration account the minimum necessary privileges for the task. This minimized risks and ensured data security. Access was designed to expire after migration completion to maintain system integrity.
Password Restrictions: Due to internal regulations, passwords could not be shared. A solution was needed to minimize password inputs while ensuring secure migration.
Solution: The migration process was thoughtfully planned so that the client only had to enter the password once a week into the migration tool, reducing disruption and adhering to security policies.
Off-Peak Migration: Data migration had to be conducted during off-peak hours to minimize business disruption. This posed a challenge for handling different user data sizes and migration times.
Solution: A migration plan was designed, migrating small user data during the night and heavier user data over weekends. This ensured minimal interference with daily operations.
Access Management Complexity: Managing access rights for thousands of users and millions of files across different platforms required a sophisticated, detail-oriented approach.
Solution: A comprehensive access map was created, intelligently mapping users to their corresponding file and content access rights within SharePoint Online and other platforms.
Special Character Handling: Migration tools often do not support special characters present in file and SharePoint Online names.
Solution: Special characters were systematically replaced with compatible characters before migration to ensure a smooth transition.
Throttling Limitations: Microsoft's throttling limits impacted migration speed due to the restriction on concurrent calls to services.
Solution: 25 parallel machines were deployed to manage migration in tandem, with a controlled daily migration volume to prevent exceeding throttling limits.
Client Impact
Around 90% of the migration was successfully completed within the specified timeframe. Large SharePoint Online datasets took longer but were managed effectively. There were no instances of user mis-mapping or access control issues.
The JP Tokyo Difference
Thorough Tool Evaluation: The JP Tokyo team, after evaluating multiple migration tools, chose the one that best suited the client's needs. From tool selection to license procurement, JP Tokyo managed the entire process, ensuring seamless integration.
Efficient Scenario Creation: In a remarkably short period of 3 weeks, JP Tokyo utilized their expertise to develop numerous scripts and tested rigorously tested numerous migration scenarios to ensure a smooth transition and minimize failure risks.
Stakeholder Communication: Q&As were created for users, and a robust reporting process was established to facilitate effective communication with stakeholders and users.
Project Management Excellence: Comprehensive tracking documents were created by the project management team, allowing for meticulous tracking of migrations and accurate estimates of completion times.
This successful migration showcased JP Tokyo’s ability to handle complex challenges, adhere to strict security protocols, and deliver results in a demanding timeline. The collaboration between technical expertise and meticulous project management led to a smooth migration experience and a satisfied client.
