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SharePoint 2013 Best Practices Ivan Sanders SharePoint MVP/MCT & Author [email protected] @iasanders

#OCSPUG SharePoint 2013 Best Practices

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SharePoint 2013 Best Practices

• Ivan Sanders• SharePoint MVP/MCT & Author• [email protected]• @iasanders

A B C D

E F G H

Introductions Agenda Best Practices Governance

DocumentationBusiness AppsDocumentationArchitecture

Ivan SandersIvan Sanders is a SharePoint MVP/MCT Author and independent consultant with more than 15 years of broad-based hands-on experience with the design and development of mission-critical applications that include Business Intelligence Dashboards in the enterprise and deployment of Microsoft products, while delivering nothing but Microsoft SharePoint solutions since 2004.

Ivan is active in the SharePoint Community through the MSDN and TechNet forums, Codeplex, and GitHub, Teched and PDC Birds of a Feather, Build, SharePoint Saturday, SharePoint Conferences, SharePoint ShopTalk, INETA, GITCA, and Local Southern California User Groups.

twitter http://twitter.com/iasanders, LinkedIn http://www.linkedin.com/in/iasanders, Blog http://msmvps.com/blogs/ivansanders Email: [email protected]

Why are we here?

Consultants see “interesting issues”The “G” word (no not God)“Best Practices” Architecture Permissions ContentMinimum requirements3rd Party ToolsContent Management

GovernanceDefinitionGoalsPlatformChaos as an Opportunity

ArchitectureGuidelines & TenetsScaleabilityInformation Architecture

Business Critical AppsLine of BusinessSearchBusiness intelligenceSocial

Best Practices

“Best Practices” Minimum requirements• Administrators should always know how to automate the farm Build• Developers should know how to package and deliver features• Designers should know that SharePoint Designer no longer has a design

canvas• Business Intelligence Analysts should know how to create PowerPivot,

PowerMap,PowerView, and PowerQuery using Excel• DBAs / Administrators should know how to script your SQL Always ON

Cluster and provision the correct size and number of volumes• Pre-size ContentDBs to 100GBs and do not let grow beyond 200GB• Be Agile in everything you do• If you have public facing site hire and outside services firm to perform

PEN testing twice per year and FIX all of the issues Level 2-5 immediately

• Disable SSL2, and SSL3 use TLS 1.2• Test your Disaster recovery plan• Monitor the search query logs for how people use search

“Best Practices” 3rd Party Tools• Use Vyapin Software SPDockit to create your as Built Documents and

Adherence to Best Practices • Use Metalogix Control Point to restrict URL Depth, ensuring users are

added to Groups, Reporting ion Site Owners administrative privilege changes, restrict item level permissions except where necessary

• Use Metalogix Content Matrix or MetaVis to migrate your content from previous versions

• Be Agile in everything you do• Use Team Foundation Server or GitHub for All Code include scripts and

Documentation• Use Codeplex.com to find free tools like ULSViewer and Search

Diagnotics• Use Codeplex to find examples, demos, builds with labs and other

training material• Use Github.com/OfficeDev to discover guidance examples and traning

materials for developers• Know what and how people use SharePoint. Use a simple WebSite

Statistics Tool like Web Expert and create a site and publish the HTML reports on site usage

“Best Practices” Content Manageent• Know your companies Document Lifecycle• Always Create and Share Content Types, Site Columns, and use the

managed metadata Store to capture the Business Terms and Aliases used every day

• Fix the navigation and branding on the search result page • Change the Search result Hover Panel to use the edit item Hover panel• Create Refiners using Managed Properties• Use Continuous Crawls where possible and plan for the additional WFE

for Crawls• Plan for and Enable the BLOB Cache to play videos more quickly• Only use item level permissions if necessary• Use Vyapin Software SPDockit to create your as Built Documents and

Adherence to Best Practices • Use Metalogix Control Point to restrict URL Depth, ensuring users are

added to Groups, Reporting ion Site Owners administrative privilege changes.

• Use Metalogix Content Matrix or MetaVis to migrate your content from previous versions

• Be Agile in everything you do• Use Team Foundation Server or GitHub for All Code include scripts and

Documentation

Support your champions

Governance

• Greek root word – “MEH”• Ok, actually it’s to “Helm a ship”

• Past Present Future• For Pete's sake, What is the BUSINESS

NEED?• Be fluid, living documentation cover the

important part in order. (ex. Architecture, Patching, Policies, Document management/retention.)

Governance

Example Governance goals

Improve site managementsite lifecycle; site classification & two-owner policy; notification mechanism for compliance management; centralized view of owned sites

Protect corporate assetsuser awareness; sensitive data signaling & securing; external user signaling; enhanced monitoring & reporting

Empower users to get their work done

Example of Governance Platform• Provide centralized governance

framework for site provisioning & enforcement of policy issues

Site Lifecycle & Governance

(aka “Semi-AutoSites”)

• Support additional configuration & branding of a site after creation

• Allow divisional site portfolio management

Divisional Site Configuration & Management

(aka “Site Configuration Manager”)

Site Provisioning & Management Components

Site Creation & Classification Central hosting options page to

discover resources and hosting options

Site provisioning form collects additional metadata

Assign data classification for security settings & policy enforcement

Site Management Site owner responsible for site

lifecycle and policy tasks

Additional metadata used for enhanced reporting and search-driven navigation

Protecting Sensitive Content Enforce policies to protect sensitive

data and prevent data leaks

Notifications enhance user awareness of data sensitivity and scope of sharing

Monitoring & Reporting Sites I Own Dashboard displays all

sites owned by the user with compliance status of each site

Enhanced site and user reports for monitoring and auditing

K

INFORMATION CHAOS INFORMATION OPPORTUNITY BUSINESS BENEFIT

Mobile means information leaking everywhere

Governance occurs regardless of device

Employees and customers work on their own device

Systems of Engagement and Record misaligned

End-to-end process synchronization

Processes transparent to customers

Information coming faster than it can be digested

Analytics automatically categorizes and disposes

Static information now at rest put into motion

The “business” circumvents IT IT spend aligned with opportunities

A new business/IT alignment

More silos than ever—and new ones in the cloud

Governance occurs regardless of location

It doesn’t matter where information “lives”

We’re spending too much on technology

Cloud opportunities to save on legacy

IT shifts from a cost center to value creator

Community Management

Four Factors for a Successful Journey

Clarity of Vision IntegrationSponsorship and Participation

Your organization can explain how ESN helps them do their job better.

Executives and key contributors are committed to driving adoption.

The right sources of business data are connected to your Enterprise Social solution.

A proactive community approach to helping employees understand what it means to work like a network.

Architecture

• Avoiding Roundtrips1. Effective caching mechanisms2. Content-Delivery Networks and BLOB storage

• Avoiding Bottlenecks3. NoSQL storage4. Sharding5. Waiting in a queue6. Acting asynchronously

• Avoiding Single Point of Failure7. Redundant Design

3 Guidelines, 7 Tenets

SUM

MARY

SharePoint 2013 scalable app architecture

Single server? Small Farm, Large farm, Fully Redundant• Review your SLAs, or Create the SLA• Really consider what people do in

SharePoint• Start simple Search or Business Intelligence• Consider 5 years out, one step at a time• What are your performance goals? Is it

reasonable?

Architecture

Metadata Taxonomy Content Types

Sites Lists Document Libraries

Folders Document Sets Workflows

Content Organizer

RulesUser Profiles Audiences

Information Architecture

Understand the Technology• If you don’t, get someone that does.• Pay Now, or Pay Later. Who is going to manage your environment?• You, Us, or others. (On-Prem, Azure,

Office365)• If you don’t have the skills now attend

traning

Architecture

Business Apps

LOB Connectivity

PeopleSoft data surfaced and shared via SharePoint as a courtesy of Inflight.

Broader access to LOB data via the user-friendly SharePoint

Better business decisions with real-time visibility

Accelerating and automating business processes

Enterprise Search

Contextual and intent driven search experiences

Flexibility to draw information from across the enterprise and the web

Ability to analyze user interactions

Analyzing data with Excel

Analyze

Visualize

DiscoverEasily discover and access public and corporate data with Power Query

Model & analyze 100’s of millions of rows lightning fast with Power Pivot

Explore and visualize data in new ways with Power View and Power Map

Power BIVisualize in an interactive way with Power View and Power Map

Share insights with everyone, anywhere across the enterprise

Discover and analyze public and internal data with Power Query and PowerPivot in Excel

What is social collaboration?

Goal

One-to-One One-to-Many Many-to-Many

Communication-

Centric

Content-Centric

Documentation

Tools and Techniques – Users

Observe Summarize

Identify Audience

s

Define Tasks

Build Use Cases

Tools and Techniques – Content

Content Inventor

y

Content Audit

Metadata &

Taxonomy

Content Models

“Golden Set”

Appendix

Who Do you trust??• Maurice Prather http://www.bluedoglimited.com/default.aspx • Andrew Connell http://www.andrewconnell.com/blog • Spence Harbar http://www.harbar.net • Heather Solomon http://www.heathersolomon.com/blog • Todd Klindt http://www.toddklindt.com/default.aspx• Todd Baginski http://www.toddbaginski.com/blog • Todd Bleeker http://bit.ly/edlSm5

Jan Tielens http://weblogs.asp.net/jan • Patrick Tisseghem http://www.u2u.info/Blogs/Patrick/default.aspx • Wictor Wilen http://www.wictorwilen.se • Ted Patisson http://blog.tedpattison.net/default.aspx • Lars Fastrup http://www.fastrup.net • Carsten Keutmann http://keutmann.blogspot.com• Keith Richie http://blog.krichie.com• Bill Baer http://blogs.technet.com/b/wbaer • Sahil Malik http://blah.winsmarts.com • Bil Simser http://weblogs.asp.net/bsimser • Ivan Sanders http://msmvps.com/blogs/ivansanders• Gary LaPointe http://blog.falchionconsulting.com• Shanon Bray http://shannonbray.wordpress.com

THANK YOU