Elevating SharePoint to an Enterprise Platform

Elevating SharePoint to an Enterprise Platform

April 2011

Today’s Agenda

8:00am Registration and breakfast served

8:30am Welcome and speaker introductions

8:40am SharePoint Strategic Implementation Planning: Content, Taxonomy and Governance—Arthur Savage, Perficient

9:25am Break9:25am Break

9:30am Unleashing SharePoint’s Full Business Potential with DocAve—Mike Shine, AvePoint

10:15am Break

10:20am Platform Architecture: Defining Inputs, Outputs and Accountability—Micah Swigert, Perficient

11:05am Break

11:10am Proven Practices for Seamless SharePoint 2010 Migration—Mike Shine, AvePoint

11:55am Drawing and closing remarks

About Perficient

• Founded in 1997

• Public, NASDAQ: PRFT

• 2010 Revenue of $215 million

• 18 major market locations throughout North America

– Atlanta, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver, Detroit, Fairfax, Columbus, Dallas, Denver, Detroit, Fairfax, Houston, Indianapolis, Minneapolis, New Orleans, Philadelphia, San Jose, St. Louis and Toronto

• Solution and Industry Based National Practices

• 1,500+ colleagues

• ~490 enterprise clients (2010), 85% repeat business rate

• Alliance partnerships with major technology vendors

• Multiple vendor/industry technology and growth awards

Perficient Microsoft Relationship

• Microsoft NSI Gold Partner with competencies in

– SharePoint – Content Governance, UX, Technical Architecture

– Business Intelligence – Data Architecture, Information Visualization &

Governance

– Digital Marketing – FIS, FAST

– Cloud – Azure, Office 365

– Data Management/Custom Development Solutions

– Business Process and Integration– Business Process and Integration

– Mobility Solutions

– Top 10 Microsoft NSI Partner

– Ranked in top 1% in terms of Performance and Readiness

– Direct Delta Force team engagement

• SharePoint Expertise

– Over 200 SharePoint 2007 (MOSS) implementations completed

– Over 60 SharePoint 2010 implementations completed or in progress

– Over 450 consultants with deep experience with full SharePoint solution life cycle

including: Envisioning Governance, Business Analysis, User Experience, Technical

Architecture, Construction, Testing and Deployment

– Microsoft MVP certified architects & Business Principals that present to industry

conferences, user groups and “SharePoint Saturdays” on a monthly basis

Today’s Presenters

Arthur Savage, PerficientArthur is a Senior Solution Architect at Perficient. He has 20 years of experience in the professional information technology services field with extensive experience in concept design, architecture, documentation, and delivery of SharePoint solutions. His primary focus has been in the Manufacturing, Food Processing, Sports Entertainment and Pharmaceutical sectors.

His broad knowledge and experience designing and deploying SharePoint technologies covers multiple aspects of Information Systems including; collaboration, electronic content management, electronic document management, data records management, security, development and administration. For the past 10 years he has been focused almost exclusively delivering Microsoft administration. For the past 10 years he has been focused almost exclusively delivering Microsoft Office SharePoint Server technologies.

Micah Swigert, PerficientMicah is a Technical Director for Perficient. In this role he is responsible for solution architecture, delivery satisfaction, team management and sales team alignment for all Microsoft-based technology engagements in the Chicago area. Micah comes from a technical background, focused on engaging with clients in enterprise architect, Microsoft subject matter expert, application architect, and lead developer roles. Clients have typically been in the Chicago area and are typically financial services, manufacturing, professional services, and health care firms. Micah has presented at various user groups and other technical groups over the past fifteen years on a variety of Microsoft technical subjects: rich client user experience, layered .NET application architectures, service orientation and .NET capabilities, and integrating SharePoint technologies in custom application development methodologies and best practices.

Today’s Presenters

Michael Shine, AvePoint

Michael Shine is a Systems Engineer, based in AvePoint’s Chicago office, with extensive experience in implementing AvePointsolutions into complex, enterprise-level SharePoint deployments within organizations across numerous verticals. With several years of experience in implementing administration, storage optimization and migration solutions for SharePoint, his optimization and migration solutions for SharePoint, his contributions to the SharePoint community have earned him speaking opportunities at technical conferences, symposiums and user groups throughout North America.

SharePoint Strategic Implementation Planning: Content, Taxonomy & Governance

Arthur Savage, Senior Solution ArchitectPerficient

Agenda

• The Need for Governance

• Defining a Governance Model

Implementing the Governance Model• Implementing the Governance Model

• Information Architecture, Taxonomy and Planning

• Q & A

The Need for Governance

• Align SharePoint strategy with business

objectives

• Oversee business & organizational

transformation

• Establish clear decision-making authority and • Establish clear decision-making authority and

escalation procedures

• Build organizational commitment & sponsorship

• Create continuous and measurable

improvements processes

• Monitor SharePoint investments and the value

that is delivered

Governance

• Structured approach

• Involve Business and IT

• Create infrastructure

– Governance board

– Technical liaison

– Standards

– Technical infrastructure

• Planning

• Prioritizing

Models

Rela

tive V

alu

e

Governance Setup

• Organizational structure – Current state – Candidate structures

– Structure and responsibilities

• Governance • Project roadmap• Project initiation

Rela

tive V

alu

e

• Project initiation • Architecture standards and review • Platform operations and support

• Service offerings • Definitions and use cases • Engagement and funding

• Competency planning • Roles and job descriptions

• Training plans

SharePoint Program Governance / Roles and Responsibilities

SharePoint

Governance

Board

Composed of affected Business and IT associates (Board exists for length of project, but membership can change); responsible for:

Driving initiative team – Project-level governance, key decisions, and issue resolution

Approving designs, plans, and results

Creating business requirements, standards, and governance

SharePoint

Implementation

Team

Responsible for:

Develops technical solution based on business requirements

Executing deployment plans and handling day-to-day project management– Project plans– Budget tracking– Project Reviews

governance

Recommending enforcement policies

Team

Detailed Roles and Responsibilities

Individuals

Role Responsibilities

Executive Owner

Executive Sponsor- Executive responsibility for the project

- Budget and Scope Management

- Project Representation to the Executive

Team

Governance

Board

Business Leadership- Vision, Design, Plans, and Results

- Policy, Procedure, and Issue ResolutionGovernanceBoard

ExecOwner

- Policy, Procedure, and Issue Resolution

- Governance and Key Decisions

- Layout and Structure

Content Owner

Site and sub-site Leadership- Determine Membership- Police Content- Provision Sub-site (team site)

Contributor Create, Update, and Delete Content

Reader Access Content but Cannot Update

Technical Administrator

Technical Administration of:- Configuration

- Standards and Security

- Policies and Procedures

- Provisioning

- Maintenance and Backup

Contributor

Board

Users

Technical Administration

Reader

ContentOwner

Governance Board

Strategic - Example

John Smith Beth Smith

CEO

Vision & Goals

CIO

Joe Davis

Service Delivery

Linda Baum

Prod MgmtApp Development

Alan MacDonald

Communications

StrategyHR/ LegaTechnical Svcs Finance

Sridhar Gupta

Gregg Smith

2-4 hours per quarter

2-4 hours per

Content Owners

SharePoint Technology Team

TaxonomyDocument Management

Development

??Technology Lead

Security

SharePoint Strategy

SharePoint Roadmap

Z Project Sponsor

Z Project

Y Project Sponsor

Y Project

X Project Sponsor

X Project

??Technical Architect

??Information Architect

Development Teams

Standards & Guidelines

Approved Projects

SharePoint Program Mgt

per month

Implementation

• Governance should be part of an overall Roadmap

• Governance should be included in the Foundation and in all phases

• Governance IS an ongoing effort• Governance IS an ongoing effort

– Departments may change depending on project mix

– Key roles will not changes

– Best practices will not change

The creation of a taxonomy provides

• A way to categorize content, allowing access to corporate content through simple and complex keyword searches

• A key initial step in an overall enterprise content

Taxonomy

• A key initial step in an overall enterprise content management strategy

• A system architecture, document definitions and document relationships are developed right the first time

Content Taxonomy

Content Types and Attributes

Content Types

Content Type Parent Content Type

Content Columns

Content Types Type Lessee Vendor Meeting TypeVendor Contract

Type

CBE

Type

First Source

Type

Site Architecture

Site

ArchitectureContent Types Security

Site Name Site Type Sub-Site WebpartsDocument

LibraryFolder

Project Team Structure

E x e c u t iv e S p o n s o r

P r o g r a m O f f ic e

C o r e T e a m

G o v e r n a n c e B o a r d

B u s / U X A n a l y s t s

S e n io r B u s in e s s

A n a l y s t

T e c h n ic a lA r c h it e c t

D e v e lo p e r s

E x t e n d e d T e a m

Information Architecture

Upgrade Cycle Overview

Minimum Software Requirements

Minimum Hardware Requirements

SharePoint 2010 Upgrade Tool

Visibility into upgrade process and potential problems

SharePoint 2010 Upgrade Methods

• In-place upgrade

– Previous version is overwritten

– Sites are unavailable

– Same URLs after upgrade

• Database attach

– Content DBs supported– Content DBs supported

– Config and search cannot be attached

• Hybrid approach

– Detach DBs

– Upgrade to 2010 in-place

– DB Attach Content DBs

• Visual upgrade

– A feature that seperates data upgrade from UI upgrade

• Third-party migration tools

– Quest, etc.

Q&A

SharePoint Platform Architecture: Defining Inputs, Outputs and Accountability

Micah Swigert, Director, Microsoft Chicago DeliveryPerficient

Agenda

• Considering SharePoint as a platform

• Defining inputs to technical architecture

• Creating outputs using models

• Defining outputs• Defining outputs

What is SharePoint

• It’s a set of products and frameworks built on ASP.NET and SQL Server

• It’s a horizontal portal solution

• It’s that pie thing

• It’s a platform for web-based business applications

– Out-of-box sites

– Created by end users

– Created by developers/IT

– Purchased from a third party and implemented

How It Starts

• Typical:

– Got it with EA, wanted to use it because we already paid for it

– End users wanted to collaborate on documents, calendar, tasks, etc.documents, calendar, tasks, etc.

– Bought a product that needed it

• Then:

– A “point solution” gets implemented

– It succeeds or it doesn’t

How It Starts

• If it succeeds

– “What else can we do with this”

– “How do we manage it?”

• If it doesn’t

Lack of interest – moving on– Lack of interest – moving on

Desert Jungle

Inputs

• Information architecture

– Site hierarchy

– Taxonomy

• Governance plan

– Who, how– Who, how

– Strategic growth plans, vision

• Requirements visualization

• Specific application requirements

Defining Meta-Models

• As architects, we build models

• To guide us, we use

– Templates—reuse successful models

– Platforms—reduce parameters/options, provide features

– Models– Models

• Meta-models are models we can use as architects to create our output: models

“SharePoint makes 80% of what you need to do easy… it makes the 20% [almost] impossible”

• Treat SharePoint as a platform, not as a framework for custom ASP.NET applicationsframework for custom ASP.NET applications

• How do you architect for platforms vs. applications?

The Driver-Constraint Model

• Define the “driver”

Business, Technical, Organizational

– What is it that the stakeholders want to do?

– What is the expected lifetime?

Who are the constituents?– Who are the constituents?

• Define the “constraints”Business, Technical, Organizational

– Who is going to maintain?

– What level of customization?

– Existing infrastructure, limitations

The Driver-Constraint Model

Drivers

• Be able to quickly spin up simple team sites

Constraints

• No one on staff to administer SharePoint

• Be able to quickly spin up simple team sites

• Be able to share quotes and invoices with select customers

• Have a place for basic forms, policies, procedures, company news, etc.

• No one on staff to administer SharePoint

• Business owners may not want to do site owner tasks

• Limited SQL backup capabilities

• SharePoint sizing rules

Functional Map

Foundation

Site

(Doc Libs,

Calendars,

Tasks)

Publishing

Site

Search Social

(Blogs /

Wiki /

MySites)

Customized (Assembled)

Applications

BI Web

Databases

Form /

Workflow

Intranet

Team

Sites

Extranet

Public

Sites

Consensus Before Planning

• http://technet.microsoft.com/en-us/library/cc261834.aspx

• ONCE you have completed:

– Driver/constraint– Driver/constraint

– Functional map

– And gotten consensus

Outputs

• Plan for

– Browser support, client

– Sites and solutions

– Security (authentication, authorization)

– Availability and scalability– Availability and scalability

– Performance and load

– Contingency / disaster recovery

• Technet has great examples

Outputs

Users

Zones and

authentication

Server farm

Admin site

Services

Customershttp://www.fabrikam.com

Front-end

Web servers

Application

server

Clustered or mirrored

database servers

running SQL Server

Web application:Central Administration Site

Application Pool 1Front-end

Web Servers

Application

server

Clustered or mirrored

database servers

running SQL Server

Web application:Central Administration Site

Application Pool 1

Load Balancer

IntranetDefaultExtranet

Internal employeesRemote employeesIndividual partnershttp://fabrikam

http://team

http://my

http://partnerweb

http://fabrikamsite (authoring)

https://intranet.fabrikam.com

https://team.fabrikam.com

https://my.fabrikam.com

https://remotepartnerweb.fabrikam.com

https://fabrikamsite.fabrikam.com (authoring)

https://partnerweb.fabrikam.com

Load Balancer

Internet

Directory — Corporate directory

Authentication type:

UAG, TMG, or ISA — Forms-based authentication

SharePoint — NTLM or Kerberos

Directory — Active Directory Domain Services (AD DS)

Authentication type:

UAG, TMG, or ISA — Forms-based authentication

SharePoint — NTLM or Kerberos (same as internal employee)

Directory — AD DS

Authentication — Integrated Windows (Kerberos or NTLM)

Anonymous authentication

Application Pool 2

IIS Web Site—“SharePoint Web Services”

Unpartitioned services Application Pool B

IIS Web Site—“SharePoint Web Services”

Partitioned services

Unpartitioned

Application Pool 4

Web application: Team Sites

Zone Load-Balanced URL

Default

Intranet http://teams

https://teams.fabrikam.com

Default

Intranet http://teams/sites/Team1http://teams/sites/Team2

http://teams/sites/Team3

https://teams.fabrikam.com/sites/Team1https://teams.fabrikam.com/sites/Team2

https://teams.fabrikam.com/sites/Team3

Web application: My Sites

http://my

http://my/personal/<site_name>Team1 Team2 Team3

http://teams

App pools

Web applications

Site collections

Sites

Content databases

Zones and

URLs

Policies

Zone Team Sites

Zone Policies

Default

Intranet Partner accounts = Deny All

Partner accounts = Deny All


Default

Intranet http://my

https://my.fabrikam.com

Default

Intranet http://my/personal/User1http://my/personal/User2

http://my/personal/User3

https://my.fabrikam.com/personal/User1



Zone Self-Service Sites

Web application: Partner Web

Application Pool 5

Project1 Project2 Project3

http://partnerweb/sites

Zone Policies

Default

Intranet Partner accounts = Deny All



Default

Intranet http://partnerweb

https://remotepartnerweb.fabrikam.com

Default

Intranet http://partnerweb/sites/Project1

http://partnerweb/sites/Project2

http://partnerweb/sites/Project3

https://remotepartnerweb.fabrikam.com/sites/Project1https://remotepartnerweb.fabrikam.com/sites/Project2

https://remotepartnerweb.fabrikam.com/sites/Project3

Zone Partner Web Sites

Extranet https://partnerweb.fabrikam.com

Extranet https://partnerweb.fabrikam.com/sites/Project1https://partnerweb.fabrikam.com/sites/Project2

https://partnerweb.fabrikam.com/sites/Project3

Web application: Published Intranet Content

Application Pool 3

HR Facilities Purchasing

http://fabrikam


Default

Intranet http://fabrikam


Default

Intranet http://fabrikam

http://fabrikam/hrhttp://fabrikam/facilities

http://fabrikam/purchasing

Zone Published Intranet Sites

Zone Policies

Default

Intranet


https://intranet.fabrikam.com/hrhttps://intranet.fabrikam.com/facilities

https://intranet.fabrikam.com/purchasing



Authoring site

collection

Web application: Company Internet Site

Application Pool 6

Products Services Support

http://www.fabrikam.com


Internet http://www.fabrikam.com

Default

Intranet http://fabrikamsite

Zone Load-balanced URL— Administrative

Zone Policies

Default

Intranet

https://fabrikamsite.fabrikam.com

Production site

collection

Internet All users = Deny Write

Authors = Full Control

Testers = Deny Write

Authors = Full ControlTesters = Deny Write

Content deployment

Default group

Managed Metadata

Access Service

Visio Graphics Service

Excel Calculation Services

Word Services

Word Viewing

PowerPointSecure Store Service

Business Data Connectivity

Search User Profile

Search

Web Analytics

Web Analytics

Managed Metadata

services

Partitioned by project in the Partner Web site collection

Managed Metadata

Subscription Settings

Search Unpartitioned instance for the published content

Default group

Custom group

Zone Policies

None

Database settings:

Target size per database = 200 gigabytes (GB)

Site size limits per site = 30 GB

Reserved for second-stage recycle bin = 10%Maximum number of sites = 6

Site level warning = 5

Database settings:

Target size per database = 200 GB

Storage quota per site = 5 GB

Maximum number of sites = 40

Authoring and Staging site collections hosted in dedicated databases

Database settings:


Database settings:


Site size limits per site = 1 GB

Reserved for second-stage recycle bin = 15%

Maximum number of sites = 180

Site level warning = 150

© 2010 Microsoft Corporation. All rights reserved. To send feedback about this documentation, please write to us at [email protected].

Strive for Accountability

• Technical architecture depends on the quality of its inputs

• We can use the drivers/constraints model and functional map to elicit inputs (along with governance, etc.)governance, etc.)

• If you get consensus, you need to be able to deliver

• Accountability through ability to maintain SLAs

Thoughts

• Be deliberate with constraints

– Your constraints may prescribe a different model

– May open up alternative deployment scenarios

• Hosting

• Office 365• Office 365

• Limit customizations

• Push for clear drivers, watch for driver creep

• Push for a clear governance plan

General Technical Guidelines

• Avoid multiple content databases per application

– Unless you have a solid strategy for site collection partitioning

– Unless you have a high-capacity storage scenario

• Consider multiple applications (process isolation), • Consider multiple applications (process isolation), especially for heavily customized applications

• Use a dedicated SQL Server environment

• Consider dedicated, fault-tolerant load balancing early—both internal and external

Contact Information

Arthur Savage

[email protected]

Micah Swigert

[email protected]

twitter: @micahswigert