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SHAREPOINTPRACTICAL IT STRATEGIES FOR ENTERPRISE COLLABORATION /// NOVEMBER 2008

GOVERNANCE

Balancing SharePoint governanceService models work hand in hand with governance to shapeeach SharePoint deployment into a unique installation that meetsbusiness needs. BY JOEL OLESON

MANAGEMENT

Does your SQL Server improveSharePoint Server performance?Growing your SQL Server installation beyond a single serverand maintaining proper storage levels can greatly improve SharePointServer performance. BY DENNY CHERRY

IMPLEMENTATION

Creating a SharePoint site mapusing out-of-the-box featuresGiving SharePoint site owners the power to manage their own partof the site map frees up SharePoint administrators to manage morecritical areas of the SharePoint environment. BY PAUL GALVIN

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ARE YOU IN the midst of SharePoint anarchy? One way to recognize it is whenyour SharePoint search returns junk as relevant. When that happens, you’re introuble.The problem could be your governance plan—or your lack of one. SharePoint

expert Joel Oleson spells out how to bring order to the anarchy by putting inplace service models and rules for IT governance in this month’s “BalancingSharePoint governance.” Choose a framework and fit it to your company cul-ture. That should go a long way toward getting control back in your hands.But who should control what, and where do you draw that line? Giving Share-

Point site owners the power to manage their own site maps can free up adminsto take care of the really important stuff. In fact, SharePoint has built-in featuresthat allow site owners to create site maps without any custom coding at all.SharePoint MVP Paul Galvin walks you through the process in “Creating aSharePoint site map using out-of-the-box features.”SharePoint performance is a different story. Designing a highly scalable SQL

Server to run your SharePoint environment can be a real challenge. One rule ofthumb is that a well-performing SQL database server needs adequate storage,so avoid cutting corners there. Learn how to tweak your system for a betterSharePoint experience in “Does your SQL Server improve SharePoint serverperformance?” by SQL Server guru Denny Cherry.Do you have a SharePoint tool that you can't live without? Submit it to

SearchWinIT.com's New Product Showcase, so we can spread the word. �

2 SharePoint November 2008

» EDITOR’S NOTE++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Bringing order to anarchyBY CHRISTINE CASATELLI

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Marilyn Cohodas, Editorial Director, mcohodas@techtarget.comChristine Casatelli, Editor, ccasatelli@techtarget.comMarthaMoore, Copy Editor, mmoore@techtarget.comLinda Koury,Art Director of Digital Content, lkoury@techtarget.comJonathan Brown, Publisher, jebrown@techtarget.comMatthew Salamone, Senior Director of Sales, msalamone@techtarget.com

TechTarget, 117 Kendrick Street, Needham, MA 02494; www.techtarget.com©2008 TECHTARGET.ALL RIGHTS RESERVED.

THINK OF SHAREPOINT Server as plastic.If you have a vision for what you wantSharePoint to become and you care-fully define that mold based on fea-tures in the product, then you canmold SharePoint into virtually any-thing you want.But what happens if you don’t have

a mold? It turns into goo.Think of SharePoint service models

as the molds. IT shops have turnedto service models to give SharePointconsistency and standards. Servicemodels work hand in hand with gov-ernance to shape each SharePointdeployment into a unique installationthat meets business needs.And what happens if you have no

service models for SharePoint or rulesfor IT governance in place? You willlikely experience “SharePoint anar-chy.”The problem lies with those who

underestimate the power of a Share-Point deployment and its influence

on an organization. They plan theirentire deployment as if it’s anotherone of those wizard-based click, click,next, next and finish. There are manysystems integrators there to help, buta lot of times IT shops don’t evenrealize that they need help.The easiest way to recognize chaos

is when your users start complainingabout junk. When search returns junk

as relevant, you know you have prob-lems. The way to bring it back is toanalyze your provisioning. Ask your-self whether it’s too hard or too easy.Take a look at your information archi-tecture. Can people browse and findinformation they seek? How about

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»GOVERNANCE++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Balancing SharePointgovernanceService models work hand in hand with governance to shapeeach SharePoint deployment into a unique installation that meetsbusiness needs. BY JOEL OLESON

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IT shops have turnedto service models to giveSharePoint consistencyand standards.

your storage allocation? Are sites toosmall or too big? And life cycle man-agement—is the data part of old filesthat should be archived or deleted?IT managers once empowered with

reports and metrics can react betterto their environments. This data canhelp improve the service offering.If the chaos involves poor customcoding practices, then starting froma clean environment and moving overonly what’s required, tested andsigned off on can help IT bettermanage the solution.When the IT staff thinks of Share-

Point as a service, then they can begin

to decide whether they need thingslike quotas, whether they plan to sup-port self service or if they intend tocharge back for site collections. ITmay decide to host a portal with sitesfor each of the business units—notfor content storage or collaborationbut for publishing. Types of deploy-ment vary so much in both informa-tion architectures and in securitylevels and self-service provisionedobjects. Choices will be different ineach situation and based on individ-ual needs.To simplify these choices, I’ve put

together the cheat sheet below.

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FIGURE 1

SHAREPOINT HOSTING CHEAT SHEET FOR IT SERVICE OFFERINGS

Site collection • Supports 100s to 100K+ sites• Ideal for blogs and collaborative environments

Sites • Information and aggregation portals,such as intranets

• Internet sites with page libraries

Web apps • Ideal for point solutions, departments andgroups of site collections

• Namespace and relationship autonomy

Dedicated farms • Ideal for applications built on SharePoint• Great for staged deployments, i.e., authoringto production

Now that you’ve begun defining aservice offering, and IT is listening tothe business side of the house whileit gathers requirements, there will betimes when two different businessunits will not agree on what thisSharePoint service offering needsto provide.Ask yourself: Are we saving money

and going with a single server? Or

are we going for high availability withload-balancedWeb front-end serversand a clustered or mirrored set of SQLservers? The difference in cost is eas-ily evident, and the complexity of sup-port and operations for the staff justjumped in magnitude. The impor-tance of the service has becomeapparent, and the business nowshares in a significant investment in

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FIGURE 2

MICROSOFT OPERATIONS FRAMEWORK 4.0

SOURCE: MICROSOFT

IT to house corporate assets like noprevious deployment.When the finance department gets

excited about Excel Services and HRis looking for integration with a legacyinformation store using the BusinessData Catalog, it will be the serviceowner or service manager who helpsprovide answers based on a gover-nance plan. A service offering thathas clear policies on customization,provisioning and development is thekey to a successful deployment.You'll also need change advisory

boards and a true staged deploymentthat includes development and a pro-duction environment with testing andvalidation for infrequent changes thathave impact, such as solution deploy-ments and service packs. These helpthe various support teams that areresponsible for the reliability andavailability of a SharePoint deploy-ment.Choose a framework and fit it to

your company culture. MicrosoftOperations Framework 4.0 supportsboth development lifecycle and ITservice management. It’s a great

place to start. It doesn’t need to dic-tate your every move, but it can helpyou establish valuable IT assurance.Setting up a governance plan that

supports your objectives for a Share-Point service offering will help youachieve a balance between users andbusiness units while helping you moldwhat SharePoint can do.Achieving balance through gover-

nance is the goal. Balance meansproviding for the growing needs ofthe business while bringing abouteconomies of scale with IT. The bot-tom line is to do more with less. �

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ABOUT THE AUTHOR

JoelOleson is an independent consultant involved in training, speaking, technical evangelismandproduct management for a variety of companies including Bamboo Solutions, Colligo and QuestSoftware. As former senior technical product manager for Microsoft Office SharePoint Server,Oleson focused on topics related to enterprise deployments of SharePoint, such as performance,scale, backup/restore and high availability. His blog is SharePoint Joel’s SharePoint Land.

A service offeringthat has clear policieson customization,provisioning anddevelopment is thekey to a successfuldeployment.

www.AvePoint.com

As organizations increasingly utilize SharePoint for mission-critical business activities, a viable content backup strategy must be properly associated with business importance to satisfy the most stringent SLA’s.

Core to DocAve 5.0 Backup and Recovery is AvePoint’s exclusive Business Criticality Matrix, which automatically classifies SharePoint content according to business importance and usage activity.

This allows you to optimize storage and system resources, and execute rule-based backups based on real-time item level data analyses. All this can be setup in a way that best meets your business needs.

To perform a granular, full-fidelity restore, simply view all backups available over a specified time interval or perform a full-text or metadata search.

To view a short 6-minute video, visit www.avepoint.com/products/docave50.

®

® ®

Changing the way Administratorsmanage SharePoint

Introducing DocAve 5.0Intelligent Backup & Recovery for Microsoft SharePoint

Business-aware and SLA-driven Protection for SharePoint 2007

8 SharePoint November 2008

SHAREPOINT LIVES AND breathes byits SQL Server databases. With theintroduction of Windows SharePointServer, even a small company can endup with a database that is quite large.And a large company can end up witha database that quickly approaches aridiculous size.Every page that the SharePoint

portal displays is saved into a SQLdatabase. So is every document up-loaded into the document repository?SharePoint doesn’t necessarily followthe SQL Server table design bestpractices. That, in addition to havingthese large databases, can mean thatdesigning a highly scalable SQL Serv-er to run your SharePoint environ-ment can be a challenge.Smaller systems can work nicely on

your existing SQL Server hardware.This doesn’t change if your currentenvironment is running on the x86

hardware platform. Larger systemswill want to move into the x64 hard-ware platform. Note: In this article,x64 refers to both x64 and Itaniumplatforms. That will give you the abili-ty to allow SQL Server to access morememory and install more physicalCPUs than in an x86 server. Movinginto a 64-bit platform changes theway SQL Server allocates memoryinternally. On large SharePoint instal-lations, the different allocation canbe important.With SQL Server, it’s easy to

figure out memory requirements—get as much as you can afford. If youdon’t think that’s enough, get thebudget increased. These days a smallSQL Server will have 4 GB in it. SQLServers with 16+ GB of RAM are nolonger an oddity. Your limiting factoris going to be that Windows Server2003 Enterprise andWindows Server

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»MANAGEMENT++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Does your SQL Serverimprove SharePoint ServerPerformance?Growing your SQL Server installation beyond a single serverand maintaining proper storage levels can greatly improveSharePoint Server performance. BY DENNY CHERRY

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2008 Enterprise support only up to64 GB of RAM. Beyond that, you needto get Windows Server 2003 Data-center edition or Windows Server2008 Datacenter edition.

SELECTING STORAGEFOR SHAREPOINTStorage is another place to avoid cut-ting corners because it’s the key to awell-performing SQL database server.It is highly recommended that youuse several different RAID arrayswhen configuring your SQL Server.You’ll want to place your data files

and log files on separate RAID arraysand put your tempdb database on aseparate RAID. These RAID arrayscan each be RAID 10, but if your envi-ronment has a large amount of writecache, you may be able to use RAID5 for the database files and RAID 10for the log files and tempdb database.Each of these three arrays should be aseparate RAID array, not just a logicalpartition of the same RAID.When configuring your system to

ensure that you are getting the maxi-

mum performance out of your stor-age, be sure to correctly align yourpartitions when you create them.When working in a SAN environment,all volumes on the RAID group musthave the correct alignment to get themost benefit.

MORE DATA FILES FORBETTER OPTIMIZATIONOn higher-end systems, adding datafiles can increase your database per-formance. It is recommended thatyou have one data file per four physi-cal cores. So if you have a quad core,quad chip machine—16 total cores—you will want to have four physicaldatabase files. For optimum perform-ance, each database file should be onits own RAID array.For your tempdb database, you

should have even more physical files.The recommended configuration forthe tempdb database is to have onetempdb database file per physicalcore on the server. On the same 16-core server, you will want to configure16 tempdb database files, ideally witheach one on its own RAID array. Inreality, you aren’t going to have 16RAID arrays to dedicate to the temp-db database, so configure as many asyou can and balance the physical filesacross the RAID arrays.When configuring each of these

additional database files, start each ofthe additional files at the same size as

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More on SQL Server performance tuning:

• SQL Server memory configurationsfor procedure cache and buffer cache

• Optimize disk configuration in SQL Server

the current file and make the growthsettings the same. This forces SQLServer to use the most optimummethod to stripe the data across thedatabase files, which will force SQLServer to keep the data balancedacross all of the database files.

MAINTENANCE IS KEY TO PEAKSHAREPOINT PERFORMANCEContrary to popular belief, Micro-soft SQL Server is not a self-healingsystem. Proper and regular databasemaintenance is key to keeping itrunning at peak performance. Largershops will probably have a SQL ServerDBA who already has his or her owncustom scripts that will handle that.Smaller Windows shops or largerOracle shops that do not have thesescripts ready-made—do not fear.Microsoft has not forgotten aboutyou. SQL Server 2005 and SQL Server2008 have an easy-to-use GUI thatcan be used to set up your databasemaintenance plans with no codingrequired.In order to create your SharePoint

maintenance plan, connect to the

SQL Server using the SQL ServerManagement Studio and bring up theobject explorer. Under the Manage-ment Folder you will see MaintenancePlans. Right-clicking on MaintenancePlans and selecting NewMainte-nance Plan will bring up the editor.When setting up a basic mainte-

nance plan, two objects will give youthe most bang for the buck: the Reor-ganize Index Task and Update Statis-tics Task. Add those into your Share-Point maintenance plan and set upthe Reorganize Index Task to run firstby dragging the green arrow from thatobject to the Update Statistics Taskobject. Fix the settings within theobjects to your server and instance,as well as your SharePoint databaseor databases. It’s easier to simplyselect All User Databases and sched-ule the maintenance plan to runweekly or monthly as you see fit.Don’t be afraid to grow your Share-

Point environment beyond a singleserver and scale it over severalservers. As with any high-end system,proper design is the key to any suc-cessful deployment and will keep itstable for several years. �

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ABOUT THE AUTHOR

Denny Cherry has more than a decade of experience managing SQL Server installations, includ-ing one of the largest in the world at MySpace.com with 175 million users. Cherry is a seniordatabase administrator and architect at Awareness Technologies, where his areas of expertiseinclude systems architecture, performance tuning, replication and troubleshooting. He holdsseveral Microsoft certifications related to SQL Server and is a Microsoft MVP. Read his IT

Knowledge Exchange blog at SQL Server with Mr. Denny.

11 SharePoint November 2008

AS THE SCOPE and user communitygrow for SharePoint, so does its intri-cacies. One complex problem forSharePoint administrators is how tomaintain a clean site map.Out-of-the-box SharePoint provides

a kind of site map known as the SiteDirectory. This type of site directoryhas several disadvantages:

No room for error. SharePoint givessite administrators only one chanceto get it right when the site is created.If the site creator makes a mistake—like failing to categorize the site orcategorizing it incorrectly—it’s rela-tively difficult to correct. Even if it isdone right the first time, it’s hard toupdate the Site Directory to reflectchanges in the organization after thefact.

No security trimming. SharePointnormally shows information to usersonly when they pass a security test. If

SharePoint determines that a usershould not be able to see a particularpiece of information, it trims the datafrom the display—hence, securitytrimming. Although the Site Directo-ry can be security-trimmed, this doesnot happen out of the box andrequires too much care and feedingfor a typically overburdened Share-Point farm administrator to manageproperly.

Site Directory is centrally located.Although this is a good thing in somerespects, it means that it must be“opened up” to allow access to anysite administrator. Many organiza-tions consider this an unacceptablesecurity configuration. As a result,Site Directory maintenance adds anadditional burden onto the shouldersof overworked SharePoint farmadministrators.

Some companies can live with

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Creating a SharePoint site mapusing out-of-the-box featuresGiving SharePoint site owners the power to manage their own part of thesite map frees up SharePoint administrators to manage more critical areasof the SharePoint environment. BY PAUL GALVIN

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those restrictions. However, manyenterprises would like a site map witha little more flexibility. For example,you might not want to show a user alink to a site to which the user doesnot have access. Again, this type ofsecurity-trimming feature can requireextra work.You might also be in favor of a

proper division of labor. That meanspushing site map maintenance off theSharePoint administrator’s shouldersand onto the site administrator’sshoulders where it belongs.How about easier administration?

For instance, allow typical CRUDoperations—known as CReate/Update/Delete. With that flexibility,site administrators can create, updateand delete their own piece of the sitemap.So how can you meet your Share-

Point objectives? Here is an overviewof its features:

Content type and site columns:Defines a site name, site group anda link to the site.

Custom lists: Site administrators, notSharePoint farm administrators, cre-ate custom lists associated with thatcontent type. They populate the listwith links to their site and any sub-sites for which they are responsible.

SharePoint security: Enable item-level security on the list. For each site

in the list, configure security to allowread-only access for each user, Share-Point group and Active Directorygroup to which the site should beavailable.

Content QueryWeb Part: Usethe web part to produce the security-trimmed site map.

Now you’re ready to create yourown site columns and site contenttypes. The following is a detailedwalk-through on how to do it:

qAt the root site of the site collec-tion, create a site column named SiteGroup:1. Go to Site Actions.2. Select Site Settings.3. Under Galleries, select SiteColumns.

4. Click Create.5. For Column Name, enter SiteGroup.

6. For “The type of information inthis column is:” select Single lineof text.

7. Create a new group namedSecure SiteMap.

8. Leave all other values at defaultand click OK.

qCreate another Site Columnnamed Site Map Link. For type ofinformation, select Hyperlink orPicture. It’s located near the middleof the choices. Add this to the Secure

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What Happens When SharePoint Goes Down?You rely on MOSS to communicate, to actionimmediate service and to collaborate across the organization.

Without MOSS everything stops. Productivity dies,employees are isolated and information flow ends.

Keep Lines of Communication OpenThe ability to collaborate within teams across geographic dispersion is vital. There is no acceptable downtime window for SharePoint, it must be available 24x7.

Planned maintenance, storage failures, power outages and user errors are all reasons for downtime. Factor these into service continuity plans.Service continuity plans should have protection of MOSS as a high priority. Projects and information sharing may depend on it.

Keeping SharePoint AvailableNeverfail is an award winning solution to keepusers connected to MOSS. Disaster recovery, highavailability and data protection comes as standard.Out-of-the box your entire SharePoint farm is protected. Predictive monitoring ensures best practice. Replication ensures data is always protected. Automated failover keeps SharePoint available when things go wrong.

Can you afford to be without email for a day?Visit www.neverfailgroup.com/resources/whitepapers.aspx for your copy of the Neverfail for SharePoint White Paper.

Or, better still, email us at info@neverfailgroup.comtoday or call 512.327.5777 to join organizationsacross the World who’ve chosen Neverfail for themost effective disaster recovery, data protectionand high availability solutions in the industry.

EXCHANGE • SQL SERVER • FILE SERVER • IIS • SHAREPOINT • BLACKBERRY • LOTUS DOMINO • RIGHTFAX

Site Map group.

qGo back to Site Settings and thistime select Site Content Types underGalleries and create a content type asshown in FIGURE 1.

qNext, add the Site Group column tothe site content type:1. Under Columns, click Add from

existing site columns.2. Locate the Site Group column.3. Keep “Update all contenttypes…” as its default value ofYes. In this case, it does not mat-ter what you choose.

4. Click OK.

Repeat above by adding the secondcolumn, “Site Map Link.”

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FIGURE 1

Now create a place to test what youhave done. In a sandbox environment,create three sites under the site col-lection root site as shown in FIGURE 2.At each site, create a custom list

using the Site Map content typedescribed above. Here's how:1. Go to site settings and clickCreate.

2. Under Custom Lists, select Cus-tom List.

3. Name the list “Site Map” andclick OK.

4. Go to the list’s advanced settingsand mark yes to “Allow manage-ment of content types?”

5. Click “Add from existing site con-tent types” and add the Secured

Site Map content type to the list.6. Finally, remove the Item contenttype from the list of managedcontent types.

Now populate the custom list.In each site map custom list, createentries as shown in FIGURE 3.

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FIGURE 2

FIGURE 3

SHAREPOINT SITE:ManufacturingTITLE:Manufacturing HomeSITE GROUP:ManufacturingLINK: http://win2003srv/sites/magazine/manufacturing/default.aspx

SHAREPOINT SITE:ManufacturingTITLE:Quality ControlSITE GROUP:ManufacturingLINK: http://win2003srv/sites/magazine/manufacturing/qualitycontrol/default.aspx

SHAREPOINT SITE: FinanceTITLE: Finance HomeSITE GROUP: FinanceLINK: http://win2003srv/sites/magazine/finance/default.aspx

Remember that the Site Map Linkwill vary based on your environmentand the actual location of your sand-box.Now it’s time to manage the Quali-

ty Control permissions. In order todemonstrate the secured part of theSite Map, we need to use SharePoint’sitem-level security. Via the dropdownover the Title column of the item,Quality Control, select Manage Per-missions. From there, make the

changes as shown in FIGURE 4.Here are the steps involved:1. Actionsp Edit Permissions.2. Click OK when it warns you aboutcreating unique permissions.

3. Newp Add users.4. Add yourself and give yourselffull control.

Remove all other user profiles withthe result, as shown in FIGURE 5.Now you are finally ready to create

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FIGURE 4

FIGURE 5

the Site Map. At the site collection’sroot site page, add a Content QueryWeb Part. Note: CQWP shows uponly in the web part gallery when thepublishing feature is installed. Edit thepage, add a web part and select theContent QueryWeb Part. Modify theCQWP’s properties as follows:

• List Type: Custom List• Show items of this content typegroup: Site Map

• Show items of this content type:Secured Site Map

Under Grouping and Sorting:• Group items by Site Group

View the results. First, log in as atest user. FIGURE 6 shows what theresults look like.Next, log in as yourself. Click on the

Quality Control link, and the resultsare shown in FIGURE 7.This approach does have certain

limitations. First of all, you must haveMicrosoft Office SharePoint Server2007 for this particular approachbecause it relies on the ContentQueryWeb Part, which is a featurethat’s not available inWindowsSharePoint Services.Another issue is that the CQWP

does not span site collections, andthis approach does not allow you to

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FIGURE 6

create a farm-level site map. The lat-ter can be overcome using Searchinstead.At a high level, site administrators

would create site content types andcustom lists to manage site map dataexactly as described above. However,use a Core Search Results Web Partwith a fixed keyword query insteadof the CQWP to create the site map.This method would require editingXSLT.Contrary to popular belief, enter-

prises can create site maps using out-of-the-box SharePoint features thatrequire no custom coding of any kind.This approach results in a securitytrimmed site map, which is managedby site owners.It’s all about flexibility. Empowering

site owners to manage their own partof the site map puts the responsibilitywhere it belongs and frees up Share-Point farm administrators to managemore critical aspects of the Share-Point environment. �

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ABOUT THE AUTHOR

Paul Galvin is a Microsoft SharePoint MVP and a SharePoint solutions architect at EMC Corp.Galvin has worked in the IT industry for more than 15 years in areas such as software develop-ment, consulting and SharePoint solutions design, where he works with clients to create busi-ness solutions using the SharePoint platform. He contributes to the SharePoint communitythrough MSDN forums and his blog.

FIGURE 7

q Free Trial Download: DocAve Enterprise-Strength Administration Softwarefor SharePoint

q FreeWhite Paper: Effective SharePoint Governance

qWebcast: How to Effectively Control SharePoint with Truly CentralizedAdministration

About AvePoint: Since 2001, AvePoint® has been a global leader in enterprise-strength infrastructure management solutions for all Microsoft SharePoint Prod-ucts and Technologies. Its flagship product, the DocAve Software Platform, waswinner of the 2008 Best of Tech Ed IT Pros Award for “Best SharePoint Product”and delivers comprehensive solutions for backup and recovery, replication, migra-tion, administration, archiving and compliance. With the industry’s only truly inte-grated solution set, DocAve is the most powerful, flexible, and innovative productin its class. Headquartered in Jersey City, NJ, with offices worldwide, AvePoint isa Managed Gold Certified Microsoft Partner and GSA Certified Provider.

q Neverfail for SharePoint

q Neverfail’s Vital Role in Server Virtualization

q Business Continuity: Choosing the Right Technology Solution

About Never Fail: Neverfail is a leading global software company providing affordablecluster-class high availability and disaster recovery solutions for Windows-basedapplications including Exchange, SQL Server, File Server, IIS, SharePoint, RIM Black-Berry, Oracle database and IBM Lotus Domino. With failover measured in secondsrather than minutes, Neverfail's solutions enable users to remain continuously con-nected to the live software application irrespective of hardware, software, operatingsystem, or network failures. Neverfail's mission of eliminating application downtimedelivers the assurance of business continuity, removes the commercial and IT man-agement costs associated with system downtime and enables the more productiveuse of IT resources.

19 SharePoint November 2008

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