A deployment experience overviewA deployment experience overview

Published: May 2007

Microsoft Office SharePoint Microsoft Office SharePoint Server 2007 HostingServer 2007 Hosting

• Microsoft IT hosts all Microsoft IT hosts all Microsoft internal Microsoft internal sites, internal sites, internal portals, and extranet portals, and extranet data services. The data services. The team wanted to team wanted to improve improve management of site management of site content; provide content; provide effective search, effective search, auditing, and file-auditing, and file-recovery tools; and recovery tools; and reduce costs.reduce costs.

Solution OverviewSolution Overview

Business ChallengeBusiness Challenge SolutionSolution Results/BenefitsResults/Benefits

• Microsoft IT worked Microsoft IT worked with the Microsoft with the Microsoft Office SharePoint Office SharePoint Server 2007 product Server 2007 product team to test new team to test new features and features and functionality as they functionality as they were developed. were developed. Microsoft IT is Microsoft IT is deploying deploying SharePoint SharePoint Server 2007 across Server 2007 across the entire the entire organization.organization.

• 30% reduction in 30% reduction in server hardwareserver hardware

• 2020––25 fewer person-25 fewer person-hours per week and hours per week and 75% fewer database 75% fewer database touches due to user-touches due to user-accessible recycle accessible recycle binbin

• Ability of content Ability of content owners to manage owners to manage their own sites their own sites efficientlyefficiently

• Easier publishingEasier publishing

Products and TechnologyProducts and Technology

● Windows Server 2003Windows Server 2003● Windows SharePoint Windows SharePoint

Services 3.0Services 3.0● Office SharePoint Server Office SharePoint Server

20072007● 2007 Microsoft Office system2007 Microsoft Office system● Office SharePoint Designer Office SharePoint Designer

20072007

Background on SharePoint Use at Background on SharePoint Use at MicrosoftMicrosoft

● SharePoint Server 2007 facilitates knowledge SharePoint Server 2007 facilitates knowledge sharing and improves organizational effectivenesssharing and improves organizational effectiveness

● Thousands of Microsoft employees use Thousands of Microsoft employees use SharePoint Server 2007 dailySharePoint Server 2007 daily

● Search and People search are popularSearch and People search are popular● Extranet sites enable Microsoft partners to Extranet sites enable Microsoft partners to

participate in the collaboration cycleparticipate in the collaboration cycle● Microsoft IT deployment included an upgrade, a Microsoft IT deployment included an upgrade, a

new service offering, and a new server farmnew service offering, and a new server farm

Technologies That Support Office Technologies That Support Office SharePoint Server 2007SharePoint Server 2007

Previous SharePoint EnvironmentPrevious SharePoint Environment

● Minimal governance and IT management of Minimal governance and IT management of customizationcustomization

● Need for additional Web content management Need for additional Web content management servicesservices

● Lack of comprehensive life-cycle managementLack of comprehensive life-cycle management● Difficulty protecting sensitive dataDifficulty protecting sensitive data● Absence of recycle binAbsence of recycle bin● Continued use of MyDocsContinued use of MyDocs● Lack of consistency in SharePoint adoptionLack of consistency in SharePoint adoption

Service GoalService Goal

● Web-based solution that supports collaboration, Web-based solution that supports collaboration, publishing, and dashboard functionalitypublishing, and dashboard functionality

● Scalability to meet the needs of individual, team, Scalability to meet the needs of individual, team, and enterprise audiencesand enterprise audiences

● Availability to all users connected to the corporate Availability to all users connected to the corporate network and facilitation of collaboration with third-network and facilitation of collaboration with third-party partnersparty partners

● Security for content based on varying sensitivity Security for content based on varying sensitivity levelslevels

Supported AudiencesSupported Audiences

● Office dwellersOffice dwellers● 25,000 employees, 40% of full-time staff25,000 employees, 40% of full-time staff

● Campus nomadsCampus nomads● 25,000 employees, 40% of full-time staff25,000 employees, 40% of full-time staff

● Remote usersRemote users● 15,000 employees, 20% of full-time staff15,000 employees, 20% of full-time staff

● Business partnersBusiness partners● 100,000 users100,000 users

Desired FeaturesDesired Features

● Ability to customize how team or project content is Ability to customize how team or project content is stored or sharedstored or shared

● Improved e-mail and discussion functionalityImproved e-mail and discussion functionality● Better programmability and an improved Better programmability and an improved

administration user interfaceadministration user interface● More granular Information Rights ManagementMore granular Information Rights Management● Two-way synchronization for tasks, calendars, Two-way synchronization for tasks, calendars,

and e-mail discussionsand e-mail discussions● Better people functionalityBetter people functionality

Desired FeaturesDesired Features

● Improved search crawling and relevanceImproved search crawling and relevance● Out-of-the-box integration between LOB data and Out-of-the-box integration between LOB data and

services and portals services and portals ● Integration with business intelligence functionsIntegration with business intelligence functions● Improved workflow and document life-cycle Improved workflow and document life-cycle

management featuresmanagement features● A two-step recycle bin available to end usersA two-step recycle bin available to end users● Offline content supportOffline content support● A clear difference between team and portal sitesA clear difference between team and portal sites

Business Benefits of the Move to Business Benefits of the Move to Office SharePoint Server 2007Office SharePoint Server 2007

● Easier publishingEasier publishing● Improved site-level managementImproved site-level management● Business data integrationBusiness data integration● Fewer user requests to Microsoft IT for Fewer user requests to Microsoft IT for

document recoverydocument recovery● Real-time access to Excel ServicesReal-time access to Excel Services● Less codingLess coding

Business Benefits of the Move to Business Benefits of the Move to Office SharePoint Server 2007Office SharePoint Server 2007

● Automatic synchronizationAutomatic synchronization● Improved content policies and regulatory Improved content policies and regulatory

compliancecompliance● Scheduled content approval and Scheduled content approval and

deploymentdeployment● Improved searchImproved search● Lower costsLower costs● Server consolidationServer consolidation

MACS Team ResponsibilitiesMACS Team Responsibilities

Solution Design: Server FarmsSolution Design: Server Farms

Solution Design: Distribution of UsersSolution Design: Distribution of Users

ArchitectureArchitecture

● Portals and team sites are now hosted together Portals and team sites are now hosted together ● Infrastructure provides an SSP farm in each region Infrastructure provides an SSP farm in each region

to provide services to child farmsto provide services to child farms● Reasons for a dedicated SSP model include:Reasons for a dedicated SSP model include:

● Consolidation of serversConsolidation of servers● Clarity of administrative rolesClarity of administrative roles● PerformancePerformance● SecuritySecurity● Database throughput requirementsDatabase throughput requirements

Overview of SSP ModelOverview of SSP Model

Overview of SSP ModelOverview of SSP Model

● Child farms host sites and portalsChild farms host sites and portals● Communication between child farms and Communication between child farms and

SSPs occurs through Web service calls and SSPs occurs through Web service calls and direct database connectionsdirect database connections

● Excel Services must run on a local serverExcel Services must run on a local server● Solution relies on a 64-bit SQL Server 2005 Solution relies on a 64-bit SQL Server 2005

infrastructureinfrastructure

Overview of SSP ModelOverview of SSP Model

● To accommodate customer requests, Microsoft IT To accommodate customer requests, Microsoft IT defined three tiers of service for the solution:defined three tiers of service for the solution:● Platinum tierPlatinum tier● Gold tierGold tier● Silver tierSilver tier

● User-provisioned model for the majority of the User-provisioned model for the majority of the organization’s intranet needs enables Microsoft IT organization’s intranet needs enables Microsoft IT to focus on maintaining the higher-level tiers of to focus on maintaining the higher-level tiers of support for critical servicessupport for critical services

Overview of Deployment ProcessOverview of Deployment Process

● Choosing an upgradeChoosing an upgrade● PlanningPlanning● SchedulingScheduling● Preparing the environmentPreparing the environment● Performing the upgradePerforming the upgrade● CommunicationCommunication● Post-upgrade supportPost-upgrade support

Choosing an Upgrade MethodChoosing an Upgrade Method

● In-place upgradeIn-place upgrade● All SharePoint sites upgraded at onceAll SharePoint sites upgraded at once

● Gradual upgradeGradual upgrade● Site collections upgraded individuallySite collections upgraded individually● Microsoft IT method for team sitesMicrosoft IT method for team sites

● Database attachDatabase attach● In-place upgrade on a copy of the contentIn-place upgrade on a copy of the content● Microsoft IT method in most casesMicrosoft IT method in most cases

Upgrade PerformanceUpgrade Performance

Content migrationContent migration TimeTime

Database attach for Windows Database attach for Windows SharePoint Services 3.0 shared services SharePoint Services 3.0 shared services

40–60 GB per hour40–60 GB per hour

Gradual upgrade for Windows Gradual upgrade for Windows SharePoint Services 3.0 team sitesSharePoint Services 3.0 team sites

15 GB per hour15 GB per hour

Database attach for Office SharePoint Database attach for Office SharePoint Server 2007 personal sitesServer 2007 personal sites

3–6 seconds per site3–6 seconds per site

Database attach for Office SharePoint Database attach for Office SharePoint Server 2007 shared services Server 2007 shared services

Less than 10 minutes per Less than 10 minutes per server, but some re-indexing server, but some re-indexing must occur after the upgrade must occur after the upgrade because it does not bring because it does not bring across the search catalogsacross the search catalogs

PlanningPlanning

● Planning was essential for a successful Planning was essential for a successful enterprise-wide upgradeenterprise-wide upgrade

● Testing helped identify potential problems, verify Testing helped identify potential problems, verify fixes, and validate settings and configurationsfixes, and validate settings and configurations

● Dry runs helped identify orphan and problematic Dry runs helped identify orphan and problematic sites before an outagesites before an outage

● Planning phase yielded valuable lessons learnedPlanning phase yielded valuable lessons learned

SchedulingScheduling

● Upgrade schedule had to minimize impact Upgrade schedule had to minimize impact on day-to-day businesson day-to-day business

● Detailed schedules had to allow for Detailed schedules had to allow for flexibility in dealing with problemsflexibility in dealing with problems

● Microsoft IT had to allow for backups during Microsoft IT had to allow for backups during the upgrade schedule in some instancesthe upgrade schedule in some instances

Preparing the EnvironmentPreparing the Environment

● Optimizing the infrastructure made upgrades Optimizing the infrastructure made upgrades easier to perform and helped maximize hardware easier to perform and helped maximize hardware consolidationconsolidation

● Microsoft IT:Microsoft IT:● Performed a thorough auditPerformed a thorough audit● Balanced content loads among databasesBalanced content loads among databases● Merged and split databasesMerged and split databases● Consolidated server farmsConsolidated server farms● Used the prescan toolUsed the prescan tool

Performing the UpgradePerforming the Upgrade

● From an operational standpoint, Microsoft From an operational standpoint, Microsoft IT discovered that these were useful:IT discovered that these were useful:● Redundant skill sets among team membersRedundant skill sets among team members● Consistently labeled logs of the entire processConsistently labeled logs of the entire process

● Microsoft IT did not force reghostingMicrosoft IT did not force reghosting● Microsoft IT set databases, temporary Microsoft IT set databases, temporary

databases, and log files to autogrowdatabases, and log files to autogrow

CommunicationCommunication

● Communication was essential because the Communication was essential because the upgrade affected nearly everyone at upgrade affected nearly everyone at MicrosoftMicrosoft

● Communication was a learning processCommunication was a learning process● Established triage process helped Microsoft Established triage process helped Microsoft

IT track and assign open issuesIT track and assign open issues

Post-upgrade SupportPost-upgrade Support

● Preparations during upgrade made Preparations during upgrade made addressing post-upgrade issues easieraddressing post-upgrade issues easier

● Three teams monitor the SharePoint Three teams monitor the SharePoint Server 2007 environment by using Server 2007 environment by using Microsoft Operations Manager 2006 and Microsoft Operations Manager 2006 and add-in packsadd-in packs

● Microsoft IT uses an SLA to prioritize Microsoft IT uses an SLA to prioritize support issuessupport issues

Deployment ResultsDeployment Results

SharePoint Portal SharePoint Portal Server 2003 service offeringServer 2003 service offering

Count Count Size Size SharePoint Server 2007 SharePoint Server 2007 service offeringservice offering

Count Count Size Size

SharePoint Portal Server 2003SharePoint Portal Server 2003 333 portals333 portals 340 GB340 GB SharePoint Server 2007SharePoint Server 2007 262 portals262 portals 1.07 1.07 terabytesterabytes

Windows SharePoint Windows SharePoint Services 2.0 team sitesServices 2.0 team sites

84,424 site 84,424 site collections collections

277,975 sites 277,975 sites

5.71 5.71 terabytesterabytes

Windows SharePoint Windows SharePoint Services 2.0 team sites Services 2.0 team sites

Windows SharePoint Windows SharePoint Services 3.0 team sites Services 3.0 team sites

SharePoint Server 2007 SharePoint Server 2007 sitessites

52,310 site 52,310 site collections collections

185,781 sites 185,781 sites

9.35 9.35 terabytes terabytes

Personal sitesPersonal sites 52,826 site 52,826 site collectionscollections

86,056 sites86,056 sites

462 GB462 GB Personal sites Personal sites 62,542 site 62,542 site collections collections

101,366 sites 101,366 sites

1.26 1.26 terabytesterabytes

Extranet sitesExtranet sites 7,355 site 7,355 site collectionscollections

12,656 sites12,656 sites

410 GB 410 GB Extranet sitesExtranet sites 9,558 site 9,558 site collectionscollections

24,781 sites 24,781 sites

1.49 1.49 terabytesterabytes

PerformancePerformance

File sizeFile size MPLMPL User User compliancecompliance

1 MB1 MB 10 seconds10 seconds 80%80%

5 MB5 MB 35 seconds35 seconds 96%96%

ServicesServices

● Performance goal for crawling is 20 documents Performance goal for crawling is 20 documents per second on averageper second on average

● Average response time to search requests is two Average response time to search requests is two seconds per queryseconds per query

● Most Silver-level farms have dedicated Excel Most Silver-level farms have dedicated Excel Services servers that are part of the child farmServices servers that are part of the child farm

● Microsoft IT is implementing Business Data Microsoft IT is implementing Business Data Catalog conservatively to balance crawl impact Catalog conservatively to balance crawl impact and server load with the business benefitand server load with the business benefit

ServicesServices

● Full Active Directory profile import happens once Full Active Directory profile import happens once a week; incremental imports happen once a daya week; incremental imports happen once a day

● Microsoft IT added custom code to replicate user Microsoft IT added custom code to replicate user changes to personal sites worldwide in secondschanges to personal sites worldwide in seconds

● InfoPath 2007 is a child farm featureInfoPath 2007 is a child farm feature● Microsoft IT plans include implementing Microsoft IT plans include implementing

technologies that will improve services and enable technologies that will improve services and enable more testingmore testing

Lessons LearnedLessons Learned

● A process that encourages efficient decisions A process that encourages efficient decisions about exceptions and open issues will help keep about exceptions and open issues will help keep the project on schedulethe project on schedule

● Upgrading is an excellent opportunity to organize Upgrading is an excellent opportunity to organize and solidify the collaboration infrastructureand solidify the collaboration infrastructure

● Upgrading customizations and Web Parts so that Upgrading customizations and Web Parts so that they function properly can be time-consumingthey function properly can be time-consuming

● Performing dry runs helps identify and resolve key Performing dry runs helps identify and resolve key issuesissues

Lessons LearnedLessons Learned

● Backups should be performed and validated Backups should be performed and validated before upgrades beginbefore upgrades begin

● Roles and responsibilities should be defined Roles and responsibilities should be defined beforehandbeforehand

● Required language packs should be Required language packs should be identified and installed beforehandidentified and installed beforehand

● End users benefit from a pre-defined End users benefit from a pre-defined support and escalation policysupport and escalation policy

Best Practices for Initial ActivitiesBest Practices for Initial Activities

● Thoroughly audit products and platforms that the Thoroughly audit products and platforms that the upgrade may affectupgrade may affect

● Optimize and clean up current environmentsOptimize and clean up current environments● Make sure that level settings are consistentMake sure that level settings are consistent● Identify and install missing language packsIdentify and install missing language packs● Document initial activities and discoveries made Document initial activities and discoveries made

during the processduring the process

Best Practices for PlanningBest Practices for Planning

● Use the prescan tool in advanceUse the prescan tool in advance● Account for unexpected events in the scheduleAccount for unexpected events in the schedule● Have a contingency plan for roadblocksHave a contingency plan for roadblocks● Base database upgrades on free spaceBase database upgrades on free space● Rank exceptionsRank exceptions● Frequently update the calendarFrequently update the calendar● Perform backups beforehandPerform backups beforehand● Schedule time and resources for testingSchedule time and resources for testing● Schedule upgrades based on the number of sitesSchedule upgrades based on the number of sites

Best Practices for PlanningBest Practices for Planning

● Communicate restrictions beforehandCommunicate restrictions beforehand● Solidify information before communicatingSolidify information before communicating● Avoid committing to specific dates where possibleAvoid committing to specific dates where possible● Use images to instruct non-technical personnelUse images to instruct non-technical personnel● Notify site owners/administrators oftenNotify site owners/administrators often● Implement a post-upgrade planImplement a post-upgrade plan● Define the support processDefine the support process● Invest adequately in user trainingInvest adequately in user training● Determine whether to reghostDetermine whether to reghost

Best Practices for the Upgrade Best Practices for the Upgrade ProcessProcess

● Perform a dry run whenever feasiblePerform a dry run whenever feasible● Do not avoid testing because of limited hardware Do not avoid testing because of limited hardware

resourcesresources● Increase databases to appropriate sizes Increase databases to appropriate sizes

beforehandbeforehand● Watch for problems caused by full-text searchWatch for problems caused by full-text search● Maintain a list of which sites have been upgradedMaintain a list of which sites have been upgraded● Move exception sites to a new content database Move exception sites to a new content database

via Stsadm.exevia Stsadm.exe

Best Practices for the Upgrade Best Practices for the Upgrade ProcessProcess

● Bounce SQL Server computers between Bounce SQL Server computers between SQL Server instancesSQL Server instances

● Maintain a copy of the previous Maintain a copy of the previous environmentenvironment

● Do not finalize the upgrade until the Do not finalize the upgrade until the upgrade is finishedupgrade is finished

● Allow only one administrator at a time to Allow only one administrator at a time to change the configuration databasechange the configuration database

Best Practices for ValidationBest Practices for Validation

● Document the entire process in as much Document the entire process in as much detail as possibledetail as possible

● Develop custom user guidesDevelop custom user guides● Lock previous site versions after the Lock previous site versions after the

upgradeupgrade

ConclusionConclusion

● SharePoint Server 2007 helps streamline SharePoint Server 2007 helps streamline business processes and make information easy to business processes and make information easy to shareshare

● Microsoft upgrade efforts included making the Microsoft upgrade efforts included making the infrastructure more simple, more robust, and less infrastructure more simple, more robust, and less expensiveexpensive

● Meticulous planning minimized the inconvenience Meticulous planning minimized the inconvenience to end users during the upgradeto end users during the upgrade

For More InformationFor More Information

● Additional content on Microsoft IT Additional content on Microsoft IT deployments and best practices can be deployments and best practices can be found on http://www.microsoft.comfound on http://www.microsoft.com● Microsoft IT Showcase WebcastsMicrosoft IT Showcase Webcasts

http://www.microsoft.com/howmicrosoftdoesitwhttp://www.microsoft.com/howmicrosoftdoesitwebcastsebcasts

● Microsoft TechNetMicrosoft TechNet http://www.microsoft.com/technet/itshowcasehttp://www.microsoft.com/technet/itshowcase

This document is provided for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.

© 2007 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft, Active Directory, Excel, Groove, InfoPath, Internet Explorer, Outlook, PerformancePoint, SharePoint, Windows, and Windows Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.