Migration project planning¶

The first decision required is a migration strategy. Two primary approaches are available: the Big Bang and Step by Step migration. The Big Bang approach involves complete software solution replacement overnight, while Step by Step migration involves gradual component replacement, either piecemeal or department by department. Both require thorough preparation, though the Big Bang approach allows only one opportunity to succeed, with no opportunity to learn from mistakes. Changes to usage concepts are impossible in a Big Bang sce- nario, whereas a Step by Step migration permits many adjustments throughout the process. Consequently, Step by Step migration is typically recommended. However, be aware that in this approach two solutions will run in parallel. A Big Bang approach should only be used if the organization can effectively assist all users immediately after the migration with technical and usage problems, which may be feasible for organizations of up to 100 users.

It is recommended to do a migration in three steps: analyze the current usage of the existing software, design the usage concepts in Nextcloud, and finally migrate the data. All phases are the same for both migration strategies. In the first phase, it is necessary to look at how the current solution is used in great detail. This should not only involve how the software should be used, but how it is used in reality. Both can differ significantly, potentially leading to major issues during migration and acceptance problems with Nextcloud. This phase also provides users an opportunity to voice concerns about current workflows. Suited methods to do that are described in the section about Change Management. Issues identified can then be addressed in the design phase, where use concepts can be improved in Nextcloud before migration, ensuring data is migrated to appropriate destinations. At the last stage, the migration, organizations are strongly advised to engage with partners who have the tools to efficiently migrate large data volumes.

How long this will take is difficult to estimate precisely and depends sig- nificantly on the organization’s size and characteristics. While technical data migration can be completed relatively quickly, the primary challenge lies in managing organizational change, which requires dedicated time and resources. Looking at our three phases, the first one will be the longest, because extensive consultation with users and their active involvement in the process is required. It also takes time to discover hidden usages of the current software. Depending on the organization’s size, this phase can take two to six months alone. The design phase will be quicker since we recommend working in a smaller project team here, but it can also take months to years to get all the decisions.

Regarding project management methods, an agile approach is recom- mended, although strict Scrum is not necessary. It is just important to constantly review new findings and adjust both the technology and the approach based on that. This is called a Plan-Do-Check-Act (PDCA) cycle. One cycle should have two to four weeks and the check should involve the most important stakeholders.

For broader communication within the organization, a communication plan should be prepared. It is very important to communicate to the right people at the right time with the right content. Leaving people out will result in protests, while giving them too much information will just annoy them. Both cases will slow down the project a lot or even make it fail. So think about which of the stakeholders have which needs and personal goals and try to develop a communication plan that fits their needs. Also, take a look at the decision-making processes again to plan time needed for approvals accordingly. Furthermore, communication isn’t a one-way street—allow discussions to take away fears and align the users with the strategy. So definitely don’t rush through phase one!