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Having worked with several hundred organizations, building and managing Intranets, we know that many organizations struggle with various issues in developing the right platform/tools/features for intranets that will allow the intranet to be a great communications AND a collaboration platform. With the popularity of social tools, there is also a clamor for social and mobile features in Intranets from user communities that do not see organizations keeping pace with changes and expectations of users. Additionally, there are always challenges of user adoption, information architecture and organization, effectiveness of Search along with implementation of workflow/governance standards. This presentation will cover the following: Understanding and exploring the different key aspects and business functionalities that are the Prime Success Factors of your SharePoint Intranet. Addressing critical questions that help in building a successful SharePoint Intranet. In-depth analysis to understand "Why & How" of SharePoint 2010 for Enterprise Intranets, with - Understanding capabilities that facilitates enhanced user experience with social applications and the flexibility of personalization. How to leverage the digital environment with integrated dashboards and digital asset management. Insights on aggregating data, content, documents and information from a variety of sources and mobile access. Discover new ways to streamline communication by having a central location to manage announcements and handle organizational communications. Learn how to track documents and content updates, helping to stay on track of changes, users/groups in charge of them, and governance for information and content policies. Learn about tagging, managed metadata and categorizing documents and information in an easy to handle and more contextual manner. The road ahead on how to deploy and sustain your intranets - A reference roadmap for your intranet.
Citation preview
Good to Great Intranets - A review of SharePoint 2010 features for Intranets
collaboration news workspaces project intranet extranet
workflow online forms self service portals employees web content management
integration business intelligence focused goals multilingual dynamic
single point of access communication departmental lists document management libraries templates communities blogs wikis web 2.0 alerts
single source of truth product lifecycle knowledge management metadata extensible taxonomy rich media business
solutions Microsoft SharePoint 2010 social networking
announcements personalization automation publishing enterprise search
The Consolidated Enterprise Workplace
Platform
Team Site
My Site
Information Need
Information Evaluation
Multiple Information Silos Across Enterprise
Share/Consumption
Intranets 2011
OU
R P
AS
SIO
N
We think that the internet and the adoption of its trends are an indicator for corporate innovations. We are passionate about helping our clients interpret, leverage, and maximize the benefits of these trends by making it a reality in their environments.
Be a leader in the adoption of new and
significant trends in the technology
marketplace that influence our
customer’s business. Pace ourselves to
the Urgent needs of our customers. Be a
Trusted Advisor. Add Value to every
relationship.
Our Service Offerings
• End to End SharePoint Deployment
Services
• Intranets 2.0
• SharePoint Application Development
• Social Platforms & Social Media
• Project Management & Collaboration
• Business Intelligence Applications
• Idea and Innovation Management
Solution.
Technologies
• Microsoft SharePoint
• Microsoft SQL Server
• Microsoft Project Server
• Microsoft .NET
• Open source Platforms – Drupal, Joomla
• SilverLight , Flash & Adobe AIR platform
FEATURED CUSTOMERS
Uncompromising focus on the success of
every relationship, project and solution.
We go the extra mile, stay the extra night
in our quest to help our customers
achieve the 110% results from the
investments they are making with us and
the solutions we build.
Our Product Areas
• Corevo Commerce – Procurement
Applications for SharePoint
• SharePoint Add-Ons
OU
R V
ISIO
NO
UR
VA
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E
PARTNERSHIPS
Partial list of Our Clients:
Hot off the press … recent implementations of Intranets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
1. Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
“How do we keep content interesting and fresh across
the enterprise?”
“Should we migrate to SharePoint?”
We hear these often – “The Need”
“How do we deliver contextual content to users?”
“How do we make our
content more searchable?”
Good to Great Intranets – How do They Look in 2011?
“How do we enable mobile users for our intranet ?”
Collaborate
Participate
Expertise
Intranets 2011 = The Consolidated Work Place
Social
ToolsBlogs &
Wikis
People &
Content Search
News Feeds
Rating
Commenting
Microblogging
Mobile
IntranetsInternationalization
Business
Applications
Real Time
Data
Digital
Dashboards
Integrate to the
Informal Structure
Integrate to the daily
work requirements
Workforce Enhancements
Teams
Individuals
Enterprise
Knowledge Management
Departments
Content ManagementGovernance
Document Management
Workflows
Self Service
Security
Collaboration
Enterprise 2.0
Formal Infrastructure
Good to Great Intranets – How do They Look in 2011?
Trends & Best Practices
Trends Best Practices
§ Content Management:§ People & Content Search
§ Language Management
§ Taxonomy & Translation
§ Employee Enhancement:§ User Profiling
§ Task Management
§ Customization
§ Social Networking
§ Business Objectives:§ Business Tools
§ Governance
§ Internationalization
§ Technology:§ Digital Dashboards
§ Real-time Data
§ Mobile Intranet
§ Information Architecture
§ Mobile Intranet
§ Social Networking
§ User Experience
§ Internationalization
§ Governance
Good to Great Intranets – How do They Look in 2011?
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
2. What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
• Consolidated Workspace
Interface
• Multi-channel Information
Accessibility
• User Participation
When managing information across enterprise, there are
three major aspects to focus on –
Content Management
Business Process Management
Search Enhancement
Social Networking
Collaboration
User Profile
Mu
ltip
le In
form
ati
on
Silo
s A
cro
ss
En
terp
ris
e
Tacit
Information
Explicit
Information
Us
er P
artic
ipa
tion
Co
ns
olid
ate
d W
ork
sp
ac
e
Inte
rfac
e
Mu
lti-ch
an
ne
l Info
rma
tion
Ac
ce
ss
ibility
Microsoft SharePoint 2010
Anticipated Need
Information Need
Intra
ne
t 20
11
Content Publishing
Document lifecycle management
Digital asset management
Line of business data
Workflows and approvals – Out-of- the- Box
Records retrievals and archiving
Forms and requestsCustomized workflows
Reusable declarative workflowsPluggable workflow services
Team Sites
Project PortalsCommunity Services
Discussion Portals
Knowledge Wikis
Search Server 2010
Express
FAST Search for
SharePoint 2010
User profiles
Social Tagging
Micro blogging
User activity feedback
BI
KPIsAnalytics
Personalization
User profile management
Customization
Following colleagues
Quick links
Digital Dashboards
Unanticipated Need
What Makes SharePoint Intranets Successful?
Collaboration
§ Team Sites
§ Project Portals
§ Community Sites
§ Discussion Portals
§ Knowledge Wikis
Information Management
§ Workflows and Approvals
§ Content Publishing
§ Document Lifecycle Management
§ Records Retrievals and Archiving
§ Digital Assets Management
§ Back End Systems Integration
§ Line of Business Data
Employee Enhancement
§ Forms and Requests
§ FAQs
§ Videos, Tutorials, and Self Helps
§ Knowledge Management Portals
§ Support
§ Idea Management
§ Manager Tools
§ Facility Maps
Enterprise Network
§ My Sites
§ Department Portals
§ Activity Portals
§ Social Networking
§ Mobile Intranet
What Makes SharePoint Intranets Successful?
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
3. Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
• Keep Content Alive with Enterprise Content Management & Search:
§ Governed taxonomy + Folksonomy = Managed Metadata
§ Pinpointing search, people search, expertise, and social tagging
§ Simplification and standardization of content
§ Standardized content type and document set for reuse
§ Prominence to user generated content through quick contribution and sharing
• Deploy Intranets as a Self Service Platform:
§ Combination of different self -service applications - enterprise level , team site level, and peer to peer level .
§ Deliver HR, Finance and Facilities related services such as taxation information, benefit forms, expense reporting, etc. for users to access content from a central and secure repository .
Organize and Collaborate:
§ Support concurrency for cross -functional projects
§ Integrated platform for collaboration, idea generation, and knowledge sharing
§ Identify and address specific needs and initiatives around projects, departments, and collaboration teams.
• Leverage the Digital Environment:
§ Rich multimedia support
§ Access real-time information and enhanced visual representation of business intelligence outputs through a single dashboard
Let’s Break it Down Further …
• Engage Users with Social Tools:
§ Collaborative architecture to connect and share knowledge
§ Virtual resource hub in terms of knowledge, talent, and subject matter expertise
§ Enhanced search, people-based information sourcing, user tagging, and social profiling
§ Platform that provides higher user engagement and converts content consumer and synthesizer intocreator
• Foster a Dynamic Work Place:
§ Access and work from anywhere – users have been accorded greater information accessibility regardless oflocation
§ Mobile intranet allow users to access information on-the-go
§ Support collaboration and concurrency in cross-functional business activities
• Improve and Optimize - Migrate:
§ Agile Business Platform – SharePoint 2010
§ Think beyond Client Server Applications
§ Seamless integration between internal and external parties – XML, HTTP, and SOAP Standards
§ Utilize Business Connectivity Services to leverage existing enterprise systems
Let’s Break it Down Further…
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
4.
User Experience
Dashboards
Search
Advanced Content
Processing
Taxonomy, Metadata &
Term Sets
Information Architecture
Social Business Tools
Governance
Mobile Intranet
Performance Optimization
Information Usage
Bu
sin
es
s V
alu
e
Enablers of Successful SharePoint
Intranet
Communication
& Information
Sharing Intranet
Self-Service
Intranet
Enterprise
Information Portal
Collaboration
Driven Intranet
Digital Dashboards
Consolidated
Workspace Interfaces
Evolution of SharePoint intranet and key enablers
of its success……
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
§ Governance, Information Architecture, and
Content Management
§ User Experience
§ Social Applications
§ Mobile Intranet
§ Search and Advanced Content Processing
§ Taxonomy, Metadata, and Term Sets
§ Workflows
§ Dashboards
§ Performance Optimization
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetGovernance
Simple and consistent IA, intuitive userexperience and rich personalization featuresdoesn’t confirm the success of an intranet;proper execution is one of the key aspects ofsuccessful user adoption. Governance ofenterprise intranet is all about striking a balancebetween user autonomy and compliance.
• The degree of governance increases as itmoves towards the enterprise level; threeprimary considerations of governance are –
Maximum control on technical strategyand minimum control on tactical usageFocusing on people and their
responsibilitiesSponsorship (Individual or committee
serves as the final arbiter for allescalations)
Personalization
(My Sites)
Workspaces
Team Sites
Publishing Sites
Site Collections
Top Level Sites
Web Applications
Policy, Standards, Templates,
Taxonomy, Managed
Metadata, Document Types
Low
High
Degree of Governance
Personalization
Collaboration
Publishing
• Depending upon the size of the organization, there are four models of governance to consider –Centralized (Single Owner, Bureaucratic, & Highly Controlled)Decentralized (No Single Owner, Policy and Guideline Driven)Collaborative (Central Platform but Decentralized Content, Committee/Council Driven)Hybrid, Decentralized (Central Platform but Decentralized Content, One Business Owner for Homepage & Site
Structure, Executive Champions)• The following table describes how content for different types of SharePoint sites should be handled -
SharePoint site type Controlled content Ad hoc content Permanent content Short-lived content
Corporate portal Tightly governed
Push content
Dashboards
Business intelligence
Business process
management
Applications
Divisional portal Tightly governed
Push content
Dashboards
Business intelligence
Business process
management
Applications
Departmental and team sites Loosely governed
Push/pull content
Knowledge management
Information sharing
Project and team sites Loosely governed
Push/pull content
Collaboration
Personal My Sites Loosely governed
Push/pull content
Personal information
Public/private views
*Source: SharePoint Intranet Portal Service Governance Plan
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetGovernance
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetGovernance
Governance Areas Features Available
The structure of sites and sub sites Determine sites and sub sites
Document libraries • Analyze document usage
• Plan document libraries
• Plan enterprise content storage
Navigation Plan site navigation (Office SharePoint Server)
Metadata Plan content types
Content expiration Plan information management policies
Records management Plan records management
Moving content • Plan content deployment
• Plan workflows
Templates Working with site templates and definitions
Content approval Plan versioning, content approval, and checkouts
Standardization across sites SharePoint cross-site configuration
Information management policies Plan information management policies
Our approach for building governance framework for Intranet
Information Architecture and Content Management
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Information Architecture & Content Management should
accentuate organizational schemes and structure, define
content types, logical grouping of content, and relation
with different groups and help to establish a simple and
consistent navigation.
• Microsoft SharePoint provides synergy of three
applications on a single web delivery platform:
Publishing (Content Management System)
Collaboration (Team Sites)
Personalization (My Sites)
• The above three applications act as a reference frame
to build three layer orientation of intranet IA i.e.
Enterprise Level
User job role and business unit level
Individual user level.
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
§ Navigation by metadata in a SharePoint
Server 2010 list (faceted navigation)
§ Navigation hierarchy and key filters
§ Showing content from specific category
§ Facilitate alternative navigation
§ Configuration of list setting to specify list
field as navigator
Information Architecture & Content Management
Navigation hierarchy
Key Filters
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetInformation Architecture & Content Management
• Previously, reusability of the content type across
multiple site was chaotic
• SharePoint 2010 facilitates simplification and
standardization of content type by using
document set and enterprise content type when
commonalities, document policy, and defaults
are in place
• In Managed Metadata Service Application
administrator can set content type hub
• Content type consumption is enabled from
Managed Metadata Service connection
• There are three options available in content type
hub such as, publish, unpublished and republish
• Managed Metadata Service facilitate scheduling
content type publication and alerts on content
type updates
Creation of Content Type
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetInformation Architecture & Content Management
Creation of Document Sets
• Allows users to collaborate on related
documents without having to create a
new document library or site
• Common metadata for documents in a
document set
• Automatic creation of default
documents when document sets are set
up
• A web part page called a ‘welcome
page’ displays all the content of the
document set
• Users can specify the content type
inside the document set
• Workflows can be assigned to each
document set rather than assigning
workflows for each document
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetInformation Architecture & Content Management
Content Organizer
• Content Organizer allows the user to add
certain types of content to the ‘Drop-off
Library’
• With the help of certain rule set, content
organizer can define the document
destination in the site
• Timer of managed metadata actually
handle the processing of the rules
Inline Editing
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetInformation Architecture & Content Management
• Inline editing of SharePoint list facilitates
faster data entry
Unique Document Id• Enhanced records management through unique
identifier for each document
• Specific URL contains document location information
• Active across all sites and document management
lifecycle
• Office Integration
SharePoint 2010 capabilities facilitate the
flexibility of personalization as per the business
need with structured integration of corporate
communication and self service applications.
Behind higher user engagement and collaboration
we found a positive co-relation among the
following three layers, which were perfectly
executed by SharePoint platform –
Strategic (Business Objective, Culture,
Work Environment, and Activity)
Utilitarian and Aesthetics (Look, Feel, and
Usability)
Interactivity (Where users interact with
context and content)
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
User Experience
Busi
ness
Obje
ctiv
e
Work
Envi
ronm
ent
Culture
Content
Activity
Context
Look Feel
Usability
Most organizations are trying to ensure the user acceptance and engagement by considering the
preference of generation ‘Y’ workers towards a contemporary digital world.
• Multiple homepage options so that users can choose which one best suits their needs.
• Faster execution of all applications with shorter page loading and refreshing time - to enhance
the performance of intranet we use SharePoint Caching and Image Optimizer .
• Implement search capabilities that allow employees to obtain relevant information including
documents, content, profiles, experts, etc. in shorter amounts of time – “Accurate results leads to
greater productivity”.
• Web 2.0, collaboration, social networking, and internet styles while designing the user
experience.
• Higher level of personalization like -
My Favorite Links
My Teams
My RSS Feeds
My Weather
People I am Following
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
User Experience
Social Applications
SharePoint 2010 allows the administrator to strike abalance between diversity and aggregation of relevantsocial networking tools for your enterprise intranet.Considering the benefits of collective intelligence weobserved that developing a synergy of user action andtracking them or guiding them towards collaborativevalue creation through listing, ranking, collaborativefiltering and knowledge sharing is an essentialcriterion of optimizing social aspects into the intranet.
• In alignment with intranet objectives, SharePoint2010 allow us to come up with an optimalcombination of social tools that can channelizeyour business goal through traceable useractions under a secure web environment.
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Ev
olu
tio
n o
f w
eb
te
ch
no
log
y
User Responsiveness
PC Era
Web 1.0
Web 2.0
Enterprise 2.0
Ina
cti
ve
Pa
ss
ive
Re
ac
tiv
e
Pro
ac
tiv
e
Co
lla
bo
rati
ve
& C
rea
tiv
e
People &
Content Search
My Site
MicrobloggingRanking
Social ToolsBlogs &
Wikis
Industry &
News Feeds
Social Applications
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
People - Tools are provided to Manage User Properties
as well as to Manage User Profiles, Manage User Sub-
Types, Manage Audiences, Schedule Audience
Compilation, Manage User Permissions, Compile
Audiences, and Manage Policies
Synchronization - Tools provided include Configure
Synchronization Connections, Configure
Synchronization Timer Job, Configure Synchronization
Settings, and Start Profile Synchronization. These are
important because they will determine where the user profiles get their data from and the update schedule
Organizations - Tools include Manage Organization
Properties, Manage Organization Profiles, and Manage
Organization Sub-Types
My Site settings - Setup My Sites, Configure Trusted
Host Locations, Configure Personalization Site, Publish
Links to Office Client Applications, Manage Social Tags,
and Notes
Mobile Intranets
In the year 2010 - 30% of the winning intranets had a mobile version
In the year 2011 – 60% of the winning intranets are expected to have a mobile version
The above statistics reflect the increasing demand of mobile intranets; the evolution of mobile technology is also facilitating the business need of real-time information access while users is on the move but incorporating intranet into mobile requires a different set of strategic implementation to achieve optimum result. After researching mobile intranet usability, it becomes apparent that users do not want to engage in tasks where in-depth information access is required so tactical amalgamation of features after evaluation of user need is very essential. The following are few major considerations when we extend intranets to mobile….
User job responsibility and information usageType of mobile devicePerformance optimization and user
experience
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Enterprise 2.0
Web 2.0
Web 1.0
PC Era Mobile 1.0
Mobile 1.5
Mobile 2.0
We
b E
vo
luti
on
Ev
olu
tio
n o
f M
ob
ile
Te
ch
no
log
y
Mobile SharePoint Dashboards
Extended Collaborative Business
Applications
Mobile Web Browser to Access
SharePoint Data
Mobile Business Intelligence through
Excel Services
RSS Integration with Outlook Web
Access
Integrated Social Applications
Search as web but with
reduced functionality
Standard Mobile Applications.
Improved mobile web sites
Web–based Applications
Complete utilization of the
platform through business
collaboration Applications
• Strategic amalgamation of features considering small screens, input devices, download delays, and
design and compatibility of mobile sites
• Mobile browser-based access to SharePoint data
• Single sign in for user and forced logout based on timeout for security
• Highly customizable layout to synchronize usability with business objective along with business
collaboration capabilities
• Extended search for user provides contextual information accessibility
• RSS feeds to alert users on SharePoint workflow changes and also one user can sync RSS feeds via
mobile and Outlook Web Access on an SSL Portal
• Mobile SharePoint dashboards
• Mobile business intelligence through Excel services
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Mobile Intranets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Search
Delivering contextual information to
all business stakeholders is a key
driver for all enterprises.
Our recent implementations have
been focused on optimization of
Microsoft Search Family for filtering
information chaos out of your
organization.
The following are values which allow
your intranet to be agile –
• Common Framework for UI
• Social search features and
integration
• Logical content processing
• Enterprise scale search
capability
Microsoft Search Family
Fast, easy and powerful
search for free!!
Comprehensive Intranet
Search
High-end Search
Delivered through
SharePoint
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
FAST for SharePoint
Example of conversational search
• Search can be refined based on metadata from
SharePoint
• Enable enrichment of metadata based on entity
extraction
• Facilitates managed properties to be used as search
refiners
• Easy configuration of refinement web parts for
displaying new refiner
• Building search driven applications
• Can work with SharePoint meta-data
• Can work with people preferences
• Search history
Content
Connectors
SharePoint
FAST
Document
ProcessingIndexing Search Query & Result
SharePoint APIs
Users &
Search Centers
Administration
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Advanced Content Processing Out-of-the-Box
•Configurable content processing pipeline
Automatically transform process and content
•Robust linguistic support
Over 80 languages support
45 languages with advanced linguistic features
•Property extraction to create new metadata –
Prebuilt extractor: Person, Location, Company
Generic Extractor
Rich extensibility
Taxonomy, Metadata & Term Sets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
In SharePoint 2007, managing taxonomy was a huge blind spot but thanks to enhanced information storage and
retrieval, SharePoint 2010 facilitates a whole new approach of managed metadata.
Managed Metadata = Taxonomy + Folksonomy
Managed Metadata Framework Features –
Term Synonyms
Multi-lingual
Taxonomy management
Term Description
Security User Feedback
Social Tagging
SharePoint 2010
Managed Metadata
Services
Content Type Hub
Content Types
Term Store
One term store per shared
Application
Group (s)
Multiple per term store
Term Set (s)
Multiple term sets per group
Term (s)
Synonyms, descriptions, translations
Document Set
Content
Organizer
Taxonomy, Metadata, & Term Sets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Creating Central Taxonomy:
• SharePoint 2010 facilitates the creation of central taxonomy for
standardized metadata across the organization and ensure enhanced
information availability
• Creation and accessibility of central taxonomy is defined in the term
store management tool; the access of central taxonomy is available
either from central administration or from site settings but the
permissions are defined within the term store itself
• Example – The accompanying illustrations show an example of one
hospital intranet taxonomy
Adding site columns - making terms
available for use:
• SharePoint 2010 allow for adding
site columns to make the terms
available for use
• The ‘Fill in’ option enables the
author to add terms into taxonomy
Group
Term Set
Terms
Taxonomy, Metadata, & Term Sets
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
The end user experience – type ahead, synonyms, picker
to choose
• After having metadata side column when a user is
tagging a document in an appropriate library they can
get a ‘type-ahead’ experience where suggestions will be
derived from the allowed terms
• Use of picker to choose a tag when user don’t know the
first letter
The end user experience – approval of new terms, tagging
metadata from Office 2010 applications
• Content authors can tag metadata fields natively from
within Office 2010 applications if they so desire.
• Folksonomy approval to allow users adding new terms to the taxonomy.
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetWorkflows
Various kinds of workflows are available on
SharePoint 2010 and custom workflows can be
developed by using ‘SharePoint Authoring
Tool’. Use of ‘SharePoint Authoring Tool’ for
customized workflow is dependent on the
workflow type and complexity. The following
are the available work flows in SharePoint 2010
–
Approval
Collect Feedback
Collect Signatures
Disposition Approval
Issue Tracking
Translation Management
Three-state (only available out-of-the-
box workflow in SharePoint
Foundation 2010)
SharePoint 2010 Workflow
In-built Workflow
Customized Workflow
(Authoring Tools)
Associations –
§ List
§ Libraries
§ Content Types
§ Sites
§ Approval
§ Three state
§ Collect Feedback
§ Collect Signature
§ Deposition Approval
§ Issue Tracking
§ Translation Management
§ SharePoint Designer
2010
§ Visio 2010
§ Visual Studio 2010
§ InfoPath forms
Development
Deploy
AssociationExecution
Completion
TerminationTypes of Forms
§ Association
§ Initiation
§ Task Completion
§ Modification
Workflow Life-cycle
Below are the steps to add a workflow to the SharePoint list or
library –
Flexibility of changing workflow attributes
Initiate workflow either from SharePoint or from
Microsoft Office 2010
Automatic assignment of task to the first participant
Email alerts for all participants one at a time or multiple
participants at the same time
Flexibility of setting up serial as well as parallel
workflows
Availability of user profile data bounded with workflow
properties
Built-in Workflows e.g. – Approval Workflow
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetWorkflows
InfoPath Designer 2010 – is used to create form templates. Form templates
define the data structure, appearance, and behavior of a form.
InfoPath Filler 2010 – is used to fill out forms that are based on form templates created in InfoPath Designer.
InfoPath Forms Services – enables forms to be rendered in the Web browser.
It is available as an Enterprise feature of SharePoint Server 2010.
InfoPath Forms and SharePoint Workflows
• Robust ‘no code’ solution
• Allow for customization of the out-of-the-
box workflow
• Provide site workflows and reusable
workflows
• Facilitate setting up parallel steps of a specific
workflow
• After the creation of the workflow, workflow
designer facilitates the structuring of the
conditions, actions, and steps in the workflow
• Task designer allow for task process level
customization
SharePoint Designer 2010 workflows
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetWorkflows
Site Workflows
Reusable Workflows
Workflow actions available in SharePoint Designer 2010
The following actions are available out-of-the-box with
the SharePoint Designer 2010 tool –
Core actions – lists the most commonly-used actions
in a workflow
Document set actions – actions in this category are
pertinent to a document set
List actions – this category of actions performs
operations on the list items
Relational actions – actions in this category enables
you to use the relationship between a user and user’s
manager
Task actions – actions in this category are pertinent to
task items
Task behavior actions – appears only when you
customize tasks in pre-built workflow actions such as
start approval process, start feedback process, etc.
Utility actions – actions in this category can be used
to extract information from text strings
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetWorkflows
Approval Actions
Assign Item For Approval You can start a new approval
workflow instance on this item
General Task Process You can start a new feedback
workflow instance on this Item
Core Actions
Add a comment Similar to “Log to History List”
Set Workflow Status You can use this action to set a
custom workflow status column
List Actions
Declare Reports Used to declare an item/document as
record for records management
Inherit List Item Parent
Permission
With this action you can set the
permission to inherit from its parent
list or folder
Remove List Item Permission This action clears all permissions set
on the list
Replace List Item Permission This action deletes all the permissions
on the list
Undeclare Record See note on ‘Declare Record”
Relational Actions
Look Up Manager of a User This action will look at a user’s profile
and return that user’s manager from
within their profile
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Dashboards
SharePoint 2010 includes powerful
business insight capabilities which
further facilitate different levels of
analytics and business intelligence to
improve organizational efficiency. The
digital dashboard of SharePoint
enhances the visual display of your
important data and analytics as per
your need through following services –
Excel Services
Visio Services
Performance Point Services
Report Builder
Reporting Services SQL ServerReporting Services SQL Server Integration Services SQL Server Analysis Services
Excel Services Visio Services Performance Point Services Report Builder Reporting Services
Organizational BI
Community BI Personal and Self-service BI
Personal or Self Service BI
information is delivered when
individual user need information in
desire format
It’s a set of tools which align
individual user to different
workgroups with the organizational
goals and matrices by connecting the
user with corporate data.
Facilitates information need for
collaborative decision making
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Dashboards
SharePoint is an ideal platform for designing,
implementing and delivering Business Intelligence
solutions
Provides out-of-the-box integration with SQL Server
reporting and analysis services
Performance Point services to consume dashboards that
are published by analysts
Provides out-of-the-box templates for implementing
reporting dashboard
Provides web parts for KPIs and data views that can be
used to configure personalized dashboards for different
roles
Integrates with Excel services to render Excel based
reports online in a secure fashion
Augments the reports with functionalities such as
collaboration, workspaces, self-service, metadata, and
others.
SharePoint 2010 provides administrators and users with performance analysis and
optimization tools that ensures minimal downtime and quick access times. This ensures
that periodic performance issues can be addressed effectively.
SharePoint 2010 provides set of evaluation tools like –
§ Event Viewer – evaluate applications to understand their underlying behavior and
identify errors and warnings to investigate system events before, during, and after a
performance incident.
§ Dump File Analysis – understand low-level information about critical system errors
memory dumps by utilizing an advanced troubleshooting for analysis of dump files.
§ System Monitor – Utilize the information obtained from tools like event viewer and
dump file to establish performance baseline, tracking trends, and compiling data on
resulting performance after making changes
§ SQL Server profiler – SharePoint works extensively with SQL servers and it becomes
imperative to analyze performance aspects such as query times, stored procedure
run times, and deadlocks.
§ Leverage other SharePoint 2010 tools like Log Parser and Fiddler to improve the
performance of intranets across the enterprise.
Performance Optimization
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
As part of performance optimization, several series of actions need to be undertaken leading to page
load times of sub-second performance. The following are some of the steps that can be taken -
§ Utilizing various performance optimization tools such as Event Viewer, Log Parser, and Dump
file analysis to identify performance hits. Identification of performance shortcomings
allowed easier application of optimization initiatives
§ Carrying out SharePoint Caching to optimize space and storage usage. As a part of the
caching process site caching, web part coding caching and BLOB caching were carried out to
ensure that the space constraints were addressed
§ Consolidating Cascade Style Sheets (CSS) to group multiple web parts. This ensured that
multiple web parts in a single page were consolidated under a single CSS
§ Image optimization to manage the image formats and ensure that size implications of
images were overcome to improve performance
§ Search indexing and crawling was rescheduled to improve the search relevance and
performance. Crawling was rescheduled to night instead of the previous day crawling and
indexing. This was in addition to cleaning of unwanted web applications and server
hardening
‘Why & How’ of Positioning SharePoint 2010 for Enterprise Intranet
Performance Optimization
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
Intranet 2011 Implementation – The Process5.
Intranet Deployment Process
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
6. Reference Roadmap
1
Work Enhancement
Create a single source for user to carry
out the daily functions
Design and Integrate applications to
optimize user efficiency
Integrate mobile component to provide
access all the time
Team sites and collaboration
SharePoint composites, customized
workflows and BI applications
Consolidated Work Place
Monitor user acceptance and support
External Site Integration
Obtain feedback and Statistics to enhance the
growth of the intranet
Advanced System Integration to extend ERP
and CRM
Intranets 2011 – Reference Road Map
User Evaluation & Integrating Formal with Informal
Analyzing end user need of information
Plan and design social application
Development of governance and UAT
Providing informal tools and applications as a part
of formal infrastructure
Enhance knowledge management and foster ideas
Implementation of governance tools, policies and
procedures
3
2
‘Why & How’ of Positioning SharePoint 2010 for Enterprise IntranetsSharePoint 2010 Capabilities to Optimize Intranet Performance for Enhanced Business Benefits
1.
2.
3.
Intranet 2011 Implementation – The Process
4.
What Makes SharePoint Intranets Successful?Exploring Key Factors and Business Functionality
Good to Great Intranets – 2011 and BeyondThe Need, Vision, Trends, and Best Practices
5.
Reference Roadmap6.
Agenda
Breaking it Down Further …Our Take on Building Good to Great SharePoint Intranets
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