NILGOSC SharePoint Upgrade and Migration

Description

About adding context and requirements test Which phase the project is in Not applicable Existing team NILGOCS's project team consists of the IT Team, and will be lead internally by the Head of Information Technology. Address where the work will be done NILGOSC Office is located at Templeton House, 411 Holywood Road, Belfast, BT4 2LP. It is envisaged that most of the work can be completed remotely, however NILGOSC would expect that the supplier will be willing and able to visit the site if necessary. Working arrangements The development, implementation and migration work may be done remotely but the supplier must be available for meetings/calls with NILGOSC regarding project management. We require regular status updates detailing progress, achievement of milestones and any issues that may impact the project. NILGOSC expect that the supplier be available to attend the office in person in case of issues that cannot be adequately addressed remotely, or where it will benefit the swift delivery of the project. Provide more information about your security requirements: No security clearance needed Latest start date 2023-09-25 Enter the expected contract length: 1 month Are you prepared to show your budget details?: Yes Indicative maximum: 15000 Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work NILGOSC wish to appoint a service partner to design and build a SharePoint Subscription Edition farm on Windows Server virtual machines and perform data migration services from an existing on-premise SharePoint 2016 server farm running on Windows Server 2012 R2 Virtual Machines. Provide handover documentation for internal IT Team Provide advice on decommissioning of existing SharePoint farm Where the supplied staff will work Northern Ireland Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done The primary driver for the migration is to comply with Microsoft’s end of life announcement for Windows Server 2012 and 2012 R2 and ensure that the underlying OS is under long term support. Additionally, it is envisaged that SharePoint Subscription Edition will provide longer term additional functionality and act as a stepping stone to a future migration to SharePoint Online. The business problem you need to solve The existing solution was deployed in 2020 and is working well. NILGOSC aim to provide long term stability and improvements to performance and search indexing. Staff must have access to information primarily via a front end dashboard and search functionality. NILGOSC will provide the virtual machines required, with an OS installed and activated based on the advice and recommendations of the service partner. NILGOSC will provide all licences. The partner will be required to design the farm according to recommended best practices, install and configure SharePoint Server and associated services and Microsoft SQL Server and migrate all data from the existing database. The work will include the migration of a custom dashboard and any configurations required to be compatible with SharePoint subscription edition. First user type: IT Administrator First user type: Pensions Administrator Enter more details about this user type: As an IT administrator I need to be able to perform basic maintenance to document libraries, permissions and search indexing. Enter more details about this user type: As a Pensions Administrator I need to be able to upload documents to appropriate location, search for member information and access records using a familiar and consistent interface. I need the system to be responsive to search queries Questions and Clarifications 0. Environment • How many servers do you have within the farm and what type of roles they have? • Could you provide a list of the servers with their specifications. • How many concurrent users do you have? • How many web applications do you have within the SharePoint 2016 Farm? • Could you provide details of the web applications? • Could you provide a list of attached content databases and database sizes on the web applications? • How many site collections do you have on each content database? • Do you have a failover cluster for the SharePoint 2016 Farm? • If there is a Load Balancer in the environment, what are the roles and configurations related with the environment? • If My Sites are deployed, do we need to upgrade My Sites? • If My Sites are deployed, how many My Sites do you have? • If My Sites are deployed , what are the sizes of the each My Site? The existing farm is comprised of 3 servers, running Server 2012 R2, configured as per Microsoft guidelines for SharePoint 2016. These are: Web Front End Server, Combined application, search, and index server and a Database Server (MS SQL Server 2016 SP3). Web Front End: 4 vCPU, 16GB RAM, 200GB VHD Application, Search, Index: 2 vCPU, 14GB RAM, 400GB VHD Database Server: 8 vCPU, 52GB RAM, 100 GB OS VHD, 500GB Logs VHD, 4TB Database VHD Maximum of 100 concurrent users, normally 40 – 50 concurrent users 3 web applications, 1 of which serves as the primary web app. Web App 1: Central Administration Web App 2: Document Management. The primary use is as a document management system to store member records. This is accessed by internal staff only. Web App 3: Legacy Content databases range in size from 1.96GB to 630GB. A list is below of sizes in GB. 103.71 390.8 144.35 3.41 3.4 28.65 203.73 157.21 3.36 3.4 630.46 379.59 135.4 271.53 280.11 232.75 140.88 76.72 60.14 41.41 37.44 27.68 14.09 1.97 1.97 1.96 1.97 1.96 1.96 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.41 4.17 3.4 3.4 3.37 3.4 60.24 2.22 3.4 39.99 3.4 3.48 50.24 2.77 3.38 3.41 There is 1 site collection per content database. There is no failover cluster on the farm. There is no load balancer in the environment. My Sites is not deployed. Last Updated: <strong>2023-07-17T12:18:05.32704Z</strong> 1. • Could you please provide list of the running service applications on the farm? • Have you deployed any customisations on the service applications? • Do you use the following Service Applications, and for any that are in use, do we need to upgrade them to the new environment? o Business Data Connectivity service application o Managed Metadata service application o Search service application o Secure Store Service application o User Profile service application Running Service Apps: Application Discovery and Load Balancer Service Application Business Data Connectivity Service Application Managed Metadata Service Search Administration Web Service Application Search Service Application Secure Store Service Application Security Token Service Application State Service Usage and Health Data Collection Service Application No customisations deployed. The supplier will be expected to complete any work necessary to deploy a new SharePoint Subscription Edition farm, database server with the latest version of MS SQL and migrate all content. This will include any necessary upgrades and updates to service applications. Last Updated: <strong>17 July 2023, 12:20</strong> 2. Database – Version & Build numbers • Could you please provide SQL Server version and build numbers? • Could you please provide build number of the SharePoint Server 2016? • Could you please provide version of the databases in SharePoint 2016 farm? • Is there any database mirroring configured on the SQL Server? • Can we upgrade the databases if they are not version 16.0.4351.1000 or higher? SQL Server 2016 Enterprise Edition, build number 13.0.6430.49 SharePoint 2016 Build 16.0.5400.1001 SharePoint Database Version 16.0.5385.1000 There is no database mirroring Yes, if necessary, it would be expected that the supplier would upgrade databases. Last Updated: <strong>17 July 2023, 12:23</strong> 3. Customisations • Have you deployed any customizations on the servers of the SharePoint 2016 farm? o If yes, could you please provide details of the customisations? • Have you deployed any farm solution to the existing environment? o If yes, could you please provide list of the farm solutions? • Do you have any server-side custom solution, component, or customisation? (e.g. Web Part, Timer Job, Event Receiver, Windows Service, Scheduled Tasks, etc.) o If yes, could you please provide details of them and their prerequisites? • Are there any customizations within out of box style files, controls, layouts, or user controls on the farm? • Do you have any custom apps on the environment? • Do you have any sandbox solutions on the environment? • Do you have any user solutions on the environment? • Do you have any workflows on the environment other than out-of-box SharePoint workflows? There is 1 farm solution deployed. This is a Front end web server Document Management Solution Server side customisations 1. Custom Web Part 2. There are scheduled tasks and services in place. This acts to automatically create folders for members when the member is created in a linked LOB application. A scheduled task in SQL management studio runs daily. A copy of the SharePoint database member records is used and cross referenced with our pension software database to identify any newly created members. Any new members have their folders automatically created in their respective site collection and content database. There are no further customisations, sandbox, user solutions, workflows etc. Last Updated: <strong>17 July 2023, 12:32</strong> 4. 3rd-party Applications & Integrations • Do you have any 3rd party applications or solutions within the farm? • Do you have any integrations with the external/internal systems? (e.g. Servers, Web Service, APIs, Databases, File Server, Cloud Services, etc.) o If yes, could you please provide details about those integrations and their prerequisites? There are no 3rd party applications or solutions deployed. Last Updated: <strong>17 July 2023, 12:33</strong> 5. Do we need to build different environments as like as DEV, SIT, UAT other than Production? Only a production environment is necessary. Last Updated: <strong>17 July 2023, 12:34</strong> 6. Do you have any backup solutions and procedures in place for the SharePoint 2016 Farm? NILGOSC will manage and maintain backup procedures, this is outside the scope of the engagement. Last Updated: <strong>17 July 2023, 12:35</strong>