ECM304:SharePoint for IntranetZlatan DzinicPrincipal ConsultantBusiness Connexion

Agenda Key Governance Considerations in a Key Governance Considerations in a

SharePoint deploymentSharePoint deployment How to create Intranet ChaosHow to create Intranet Chaos Utilizing SharePoint 2007 for your Intranet Utilizing SharePoint 2007 for your Intranet

solutionsolution Look And FeelLook And Feel Taxonomy ManagementTaxonomy Management Documents ManagementDocuments Management Records ManagementRecords Management Collaboration and Internal Process Collaboration and Internal Process

ManagementManagement SearchSearch

Wrap Up and QuestionsWrap Up and Questions

Key Governance Key Governance Considerations in a Considerations in a SharePoint deploymentSharePoint deployment

• Quota - to encourage storage management, if not manage your disk space and search relevancy

• Usage Policies - what is ok, SharePoint Designer, Custom web parts, SQL data sources in dataviews, what types of sites do you provision, who can own a site?

• Data/Site Retention policies - How long does data that isn't accessed or categorized or even used for a couple of years stick around?

• Web Part/Development policies - Ownership, support, deployment?

Key Governance Key Governance Considerations in a Considerations in a SharePoint deployment SharePoint deployment contd………contd………• Meta Data Capture & Content Types - How can

you get the best data out of your users?• Managed Approach to deployment (top down) -

What is our enterprise search story, what is our browse, site map and site directory story... What do the departments in my company use for aggregation?

• Self Service approach to deployment (bottoms up) - how can I keep Help desk from being a bottleneck to information worker productivity

Key Governance Key Governance Considerations in a Considerations in a SharePoint deployment SharePoint deployment contd………contd………• Montoring Plan - Is there a 24/7 plan with a MOM

console?  What application packs or web services verifications and synthetic transactions for verifying uptime.

• Global Considerations - Shared Services, WAN and end user performance levels, enteprise search considerations

• Cost Model or Charge Back Model for recapture of IT Costs - who pays for all this?

• Solutions Deployment packaging best practices and rules to live by - How can we consistently deploy web parts, site definition changes

Key Governance Key Governance Considerations in a Considerations in a SharePoint deployment SharePoint deployment contd………contd………• Branding - how can we consistently have a

good experience for our end users and keep the sense of company ownership

• Stakeholder and ownership - who should be involved in these decisions

• SSP Delegation models - Who owns Search and relevancy (best bets), who owns the profiles (company directory), who owns the BDC (business data catalog) connections to our SAP, who get's safe locations for Excel published charts, spreadsheets

Key Governance Key Governance Considerations in a Considerations in a SharePoint deployment SharePoint deployment contd………contd………• Operational & Service SLAs -

– Backup and Restore/Recovery & Business Continuance SLAs

– Uptime– Downtime windows– Performance SLAs

• Communications plan - who do we communicate to, when and how often and what?  Is there a Communications website where we communicate this list of info?

• End User Education Plan - Is there an FAQ, training materials, brown bags, web sites?

How to create Intranet Chaos1. Don't agree on a common platform for your

Intranet, embrace (platform) diversity...2. The Intranet is suppose to be a web right?  Well,

make sure all users have personal web server, apache, or better yet, run server environments at the end of each hallway.

3. Backups are over rated.  They take up too much disk space, and tapes are a waste of money.  Drives are resilient. 

4. Force feed your users your Intranet with no training.  Users will figure it out eventually, it's just technology.

How to create Intranet Chaos….5. Ensure Inconsistency. Make sure the taxonomy

and navigation of all sites is as inconsistent or consistent as each group decides.  Global navigation is overrated.

6. Duplication is the Rule.  Since we get rid of backups, we need to make sure there are lots of duplicates.

7. Life Cycle Management... Overrated.  Disks are cheap, we should keep everything. 

8. Everyone Full Control - Ever found out something existed and you needed it and couldn't get at it?

How to create Intranet Chaos….

9. No Site Directories, No Required Meta Data, No Enterprise Search - I already addressed that people can use their desktops to search across files for data anyway.

10.Developers Rule and Everyone a Developer - Any good intranet site has a developer that really "owns" the production box.

Taxonomy• A taxonomy is a collection of relevant topics and

subtopics arranged in a hierarchical or networked structure.

• An effective taxonomy helps users navigate to documents in which they are interested without having to do a search (although in practice, users use a combination of taxonomy navigation and search when both are available).

• Taxonomies also allow users to see documents in a context, which helps them assess whether a document is relevant for what they are trying to accomplish.

Document Management Lifecycle• Create

• Edit/Review

• Ready to Publish, Sign Off and Approve

• ...................................

• Publish

• Archive

Document Management - Content• Usable. The content organizational framework needs

to match how users think about their work. It relates to both content design and maintenance.

• Credible. Content needs to be maintained—it must be reliable, timely, and accurate. Credibility is primarily a content maintenance issue, but content credibility is an important consideration in your content conversion plan and thus has an impact on content design.

• Relevant. Content must be relevant to the users’ daily needs. Content relevance is an important part of both content design and maintenance.

Check in/Check Out/Versioning/Approval

Top Ten Principles of Records Management1. Records must be routinely created, shared, used and

stored in electronic form 2. Increased individual responsibility for managing

information. 3. Access to information must be controlled.4. ‘Capture' is the process of declaring, classifying and

storing a record.5. File structures (classification scheme).6. Powerful searching capabilities.7. Every information item will have an 'owner'

responsible for its management, protection and eventual disposal.

Tope Ten Principles of Records Management

8. Retention schedules should govern information removal; archiving and disposal actions should be scheduled automatically.

9. Collaborative working features must be available to users who need them; workflow will be used for routing records; communities of practice;

10.The software and organizational structure both must support the environment

Records Center

New DoD 5015.2 RMA Standard MOSS 2007 Records Center Features• Supplemental Marking• Access Control Columns• Enhanced Search

Capabilities• Metadata Propagation • Email Records

Declaration• Records Relationships• Cutoffs and Retention

Schedule Processing

• File Plan Builder• Closing of records

folders• Vital Record Review• Folder Holds• Enhanced Multi-cycle

Disposition• Records Screening and

Reporting• Many more…

CollaborationSimplify Working Together

1st Wave 2nd Wave 3rd Wave: Social Computing

Social Computing is the next wave of collaboration

“Social Computing is not a fad. Nor is it something that will pass you or your company by. Gradually, Social Computing will impact almost every role, at every kind of company, in all parts of the world. Firms should approach Social Computing as an ongoing learning process, using some of the best practices of firms that have successfully taken the first steps.”1

- Forrester Research

1 Source: Forrester Research, Inc. “Social Computing - How Networks Erode Institutional Power, And What to Do About It”, February 2006

My Site: Personal view

RSS feeds

Colleague Tracker

External web parts

Calendar schedule

Promote expertise and build communities within your organization

Optional self description

Tags in Details: Clicking will return people with the same tag value, grouped by social distance

Latest blog post shown- up to max of 3

Name and title automaticPresence shown

Shared documents from SharePoint sites Jesse belongs to

List of colleagues by grouping

Communities Jesse belongs to: Membership distribution lists and workspaces (SharePoint sites)

Permission settings

In Common connections between viewer and Jesse

Can be internal and/or external links

Collaboration Overview

Structure Your Content to Facilitate Search• Monitor usage of MOSS over time to ensure

that users find what they are looking for quickly, with the minimal number of steps and “clicks”, also to ensure that you have created an intuitive structure.

• Assign appropriate coordinator(s) to maintain lists of values for global Site Columns and Content Types to ensure search consistency.

Structure Your Content to Facilitate Search ctnd……..

• Ensure that users can find what they are looking for in their own terms. Leverage the thesaurus capability in MOSS to create substitution terms for commonly used word and phrase alternatives. For example, ensure that the thesaurus includes common abbreviations that are unique to your organization and substitution terms such as business process renewal = business process reengineering. Assign responsibility for maintaining thesaurus information for the MOSS search infrastructure.

Expertise search: locate people and experts

Refine by common properties

View results by social distance

RSS feeds to stay up to date on this result

Summary

1. Consistency of platform, browsers, collab and enterprise search strategy

2. Manage Centrally as possible with a tight team with a means to communicate to the CXOs that have a direct interest

3. Have a killer backup strategy that meets the needs of your business and make sure it works before day 1.

4. End user training and education is the key to end user adoption

Summary Continued……….5. Have a Governance and Information Management

Plan.  Branding consistency with a corporate master page, style guide, and consistent taxonomy will allow users to know they are on the corporate Intranet.

6. Enforce workflows and approval on document centres and pages where official documentation comes together.  Leverage version history and version control to maintain a history and master document that all can refer to.

7. Life cycle manage site collections, and documents with policies such as creating rules on content types with expiration.

Summary Continued……….8. Properly secure corporate assets.  Sites with

(PII) personally identifiable information should be appropriately flagged and secured.

9. A corporate browse and search strategy for the enterprise will ensure you are making the most out of your intranet assets. 

10.Platform Usage Policies and development and test environments will ensure that only code you want to introduce that follows corporate guidelines such as limiting server assemblies to business unit developed or third party supported, will ensure the environment is supportable and able to maintain SLAs.

Wrap Up And Questions

Links

• Community Site– www.informationworker.co.za

• My Blog– http://dotnet.org.za/zlatan

• My Website– www.zlatandzinic.com

Thank you

http://www.microsoft.com/southafrica/ucs/2007