Donald Donais TM SharePoint for Project Managers 11.08.2012 Today’s Schedule • • • • Introductions SharePoint 101 Session - Overview SharePoint Governance Let’s Create Something Donald Donais Avtex IT Pro Consultant [email protected] Blog – Tales from IT Side http://talesfromitside.wordpress.com Twitter @dondonais SHAREPOINT 101 SharePoint 101 • • • • • • • General Overview Sites Communities Content Search Insights Composites SHAREPOINT – GENERAL OVERVIEW Microsoft SharePoint 2010 The Business Collaboration Platform for the Enterprise and the Web SharePoint Key Concepts • Modular system • Acts as a repository for storing and managing content (documents, web) • Accessing content from other systems (data, web services) • Provides a secure environment for users and content • Can be customized / configured (layout, look and feel, functionality) to meet many different scenarios • All accessed via a browser SharePoint Evolution • • • • • • SharePoint Team Services SharePoint Portal Server 2001 Windows SharePoint Services 2.0 Microsoft SharePoint Portal Server 2003 Windows SharePoint Services 3.0 Microsoft Office SharePoint Server 2007 2010 Versions More SharePoint 2010… Enabling Technologies Internet/Extranet Microsoft Enterprise Search (Requires SharePoint Server 2010 and SharePoint Enterprise CAL) SharePoint-The Core of a Web Strategy • Core Audiences • Intranet • Internal employees • Extranet • Customers • Partners • Internet • External web users Three C’s Content - Communication - Collaboration How is SharePoint Used? Corporate Intranet Communication • Documents • Organizational Information Project Team Collaboration Teams • Projects • Documents • Tasks • Alerts Extranet Partner Collaboration Content Management • Secure Content • Profiles • Private Channel Process Improvement / Automation Workflow • Digital Forms • Auditing Internal Social Networking “Facebook” for the Enterprise • Profile • Skills • Interests • Blogs • Wiki’s Business Intelligence Dashboard Performance Management • Secure Content • Analysis • KPI’s Search a Product Catalog Content Management • Search • Facets Corporate Website Communications • Content Management • Brand / Design • Flash Website / Online Marketing Content Management • Database • Profiles • Commerce • Analytics Product Marketing Website Content Management • Database • Profiles • Analytics Social Computing Website Content Management • Brand / Design • Social • Database • Profiles The “One Stop Shop” Role Based Portals • Database • Documents • People • Composite SharePoint Online Intranet Internet/Extranet Office 2010 Integration • Office has been dropped from the product name – NOT from the story. • Continued “Better Together” story for Office Client and SharePoint • Additional investment in server versions of Office Client Applications (Visio, Access) • Office Clients available in the web browser: “Office Web Apps” SharePoint Core Features Sites Lists / Libraries Web Parts Pages Alerts Versioning Metadata Workflow Security SharePoint Foundation 2010 Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Business Connectivity Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Blogs and Wikis SharePoint Server 2010 Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio & Video Content Types Remote Blob Storage List Enhancements SITES What are Sites? • The basic capabilities required to use SharePoint sites to engage employees, partners and customers in an effective manner, both inside and outside the firewall • On the old wheel: Part of the core Platform Services SharePoint Sites Functionality Functionality SharePoint Version Physical Location within SharePoint 2007 & 2010 Navigation 2007 & 2010 Lists, Libraries, and Pages 2007 & 2010 Office Client Interaction 2007 & 2010 User Interface – Ribbon 2010 SharePoint Workspace 2010 SharePoint Mobile 2010 Office Web App Integration 2010 Standards Support 2010 SharePoint Sites Rich User Experience Anywhere Access Single Platform Ribbon Formerly in Word, Access, Excel, PowerPoint Context aware menus Now available in SharePoint: Workspace Take lists, libraries, and files offline Syncs differences Formerly Groove: Mobile Native Client for Windows Mobile devices Mobile SDK for developing custom mobile experiences SharePoint Workspace Mobile Office Web Application Rich experience in the browser Supports co-authoring of Office Client Documents Cross Browser Support Demos Ribbon UI Site Editing Theming Office Web Application COMMUNITIES What are Communities? • The ability to easily access expertise and interact with other people in new and creative ways across the enterprise through both formal and informal networks • On the old wheel: Formally known as Collaboration SharePoint Communities Functionality Functionality SharePoint Version Collaboration Sites 2007 & 2010 Team Sites 2007 & 2010 Tagging, Tag Cloud & Ratings 2010 Social Bookmarking 2010 Blogs and Wikis 2007 & 2010 My Sites 2007 & 2010 Activity Feeds 2010 Profiles and Expertise 2007 & 2010 Organization Browser 2010 SharePoint Communities Informal Knowledge Social Connections Participation Anywhere My Sites and Profiles Enhanced! Status Updates Org Chart Activity Feeds Tags & Notes Tags, Notes & Ratings New! Tag items with keywords Rate list items Note Board Blogs & Wikis Improved! What you’d expect from a blog Better navigation for Wikis Demos Tagging Ratings Blogging Enterprise Wikis CONTENT http://www.sharepointmn.com What is Content? • The facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages. SharePoint 2010’s content-management capabilities include document management, records management, and Web-content management. • On the old wheel: Formally known as Content Management SharePoint Content Functionality Functionality SharePoint Version Columns 2007 & 2010 Content Types 2007 & 2010 Enterprise Content Types 2010 Document Sets 2010 Records Center 2007 & 2010 Multi-Stage Disposition 2010 Audio & Video Content Type 2010 Web Content Publishing 2007 & 2010 SharePoint Content User-centric Flexibility and Compliance Management Efficiency Metadata Centrally defined taxonomy/terms: Now available across site collections: Content Types Site Columns Unique Document IDs Metadata Navigation Video Streaming New Media Web Part Easily add video/audio Upload or find content instead of copy & pasting URLs Document Sets Manage multiple documents at once Can be managed as a content type Document Routing – Content Organizer Available after activating site feature Supports renaming and moving of content based on content type/properties Rule-based routing: Demos Media Web Part Document Routing Document Set SEARCH What is Search? • With more content existing online and multiple people collaborating on such content, it is critical that people can quickly and easily locate relevant content across SharePoint lists, sites and external systems and data sources, such as: file shares, Web sites or line-of-business applications. • On the old wheel: Also known as Search SharePoint Search Functionality Functionality SharePoint Version Core Search Results 2007 & 2010 People Search Results 2007 & 2010 Keywords & Best Bets 2007 & 2010 Search Scopes 2007 & 2010 Social Relevance 2010 Phonetic Search 2010 Faceted Search 2010 FAST Integration 2010 Search Driven Applications 2007 & 2010 SharePoint Search Better Answers, Faster Knowledge Amplification Enterprise Deployment Wildcard Searching Wildcard Wildcard *.wildcard Improved Search Results Search Result Refinement (AKA: facetted search) Related Searches Previews / Thumbnails (with FAST Search) Sort on Social Distance Demos/Screenshots Wildcard Search Faceted Search INSIGHTS http://www.sharepointmn.com What are Insights? • Information workers need the ability to not only rapidly deliver and share information that is critical to the success of the business but also to turn raw data into actionable conclusions and to drive business results through sharing data-driven analysis. • On the old wheel: Business Intelligence SharePoint Insights Functionality Functionality SharePoint Version Excel Services 2007 & 2010 KPI’s 2007 & 2010 PerformancePoint Server/Services 2007 & 2010 Chart Web Part 2010 Visio Services 2010 Web Analytics 2010 SQL Server Integration PowerPivot for SharePoint 2007 & 2010 2010 SharePoint Insights Data interaction Decision Making Organizational Effectiveness Lots of new toys Excel Services PowerPivot Visio Services PerformancePoint Chart Web Part Business Connectivity Services Two-way updates! Access Services Excel Services • Use Excel Services when an end user or analyst wants to share content with multiple persons across an organization. It provides a mechanism for taking authored content in Excel 2010 and making it available in a browser. Excel Services is also used when an end user or analyst has generated a model that can be widely used (such as a mortgage calculator). In both cases, Excel Services lets the author publish targeted content without making the underlying intellectual property available to consumers. Excel Services Excel Services with PowerPivot • You can combine native Excel 2010 functionality with the PowerPivot Add-in in-memory engine to allow users to interactively explore and perform calculations on large data sets. Use Excel and PowerPivot Add-in when you want to quickly manipulate millions of rows of data into a single Excel workbook for ad-hoc reports. Excel Services and PowerPivot Self-service analysis delivered thru Excel 2010 Work with massive amounts of data Visio Services • Use Visio Services to build a visual representation of your business structures that are bound to data. Examples include processes, systems, and resources. An engineer can use the visualization to create databound objects to represent a process. Visio Services Performance Point • Use PerformancePoint Services for creating dashboards, scorecards, and key performance indicators (KPIs) that help deliver a summarized view of business a performance. The dashboard is a point of entry to drill-down analysis for driving agility and alignment across an organization. PerformancePoint Services gives users integrated analytics for monitoring, analyzing, and reporting. Performance Point Demos Excel Services Visio Services PerformancePoint COMPOSITES http://www.sharepointmn.com What are Composites? • Business users of all roles need the ability to quickly create customized solutions without involving corporate IT in each request. At the same time, the IT staff needs the capability to empower business users to create these applications while ensuring the environment’s stability and availability. • On the old wheel: Portals SharePoint Composites Functionality Functionality Business Data Connection (BDC)/Business Connectivity Services (BCS) InfoPath Form Services External Lists SharePoint Version 2007 & 2010 2007 & 2010 2010 Workflow 2007 & 2010 SharePoint Designer 2007 & 2010 Visual Studio 2007 & 2010 RSS & REST 2007 & 2010 SharePoint Composites User-Driven Solutions Data Connectivity Solution Deployment Composites in 2010 • Rapidly create no-code collaborative solutions: – Browser-based customizations – SharePoint Designer 2010 – Out of the box workflows – Forms Services – Visio Services – Access Services – BCS and External Lists External Lists (and Office Client Integration) Open BCS entities with Office Client Apps (ex: Outlook contacts) Create with SharePoint Designer or Visual Studio Sandbox Solutions Upload SharePoint solutions to a site collection without server/farm admin rights! Limited set of code access Can be restricted and throttled by administrators SharePoint Server 2010 Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio & Video Content Types Remote Blob Storage List Enhancements References • Microsoft SharePoint 2010 – http://sharepoint.microsoft.com/en-us/Pages/default.aspx • SharePoint 2010 Forums – http://social.msdn.microsoft.com/Forums/enUS/sharepoint2010general/threads • SharePoint 2010 Templates – http://talesfromitside.wordpress.com/2011/03/07/sharepoint-2010templates/ SharePoint Governance • • • • • • • • • • • • SharePoint Project Management General Overview Enterprise Search Taxonomy and Navigation Education and Training Operational Concerns Testing & Provisioning Infrastructure Deployment and Configuration Project & Operational Management Informational Architecture Governance Plans SHAREPOINT PROJECT MANAGEMENT http://www.sharepointmn.com Details of a SharePoint Project • Intranet Project Internal Publishing and Collaboration Portal • Internet Project Outward Facing Website • Extranet Project Partner or Membership Portal SharePoint Resources • IT Professional (IT Pro) Purpose is to Install, Migrate and Configure • SharePoint Business Analyst Help analyze needs within SharePoint • SharePoint Developer Purpose is to develop applications on SharePoint .NET • SharePoint Designer Purpose is to create branding elements within SharePoint Secondary Considerations • New Installation of SharePoint No Previous Version of SharePoint • Migration from SharePoint 2003 Consider fresh install then migrate content Preferably use a vendor tool • Migration from SharePoint 2007 to 2010 Consider fresh installation then migrate content Project Breakdown – IT Pro • Plan for Appropriate Capacity & Support • SharePoint Servers (Including Dev Environment) SharePoint and SQL Hardware with Proper Configuration for Performance Installation and Configuration Accounts Installation Media and Licenses • Migration or New Installation Need Access to SQL for Databases • Configuration and Functionality Typically where the backend Project Breakdown – Business Analyst • Governance & Planning Training Communication Security Information Architecture • Build Out of SharePoint Structure • Using SharePoint Functionality Project Breakdown – Developer • Plan for Appropriate Development within SharePoint • Work with Development Structure Team Foundation Server (TFS) • Coordinate with IT and BA What are the Needs? Internet/Intranet/Extranet – All Different Project Breakdown – Designer • • • • • Plan for Appropriate User Interface Wireframe & Storyboards Appropriate use of SharePoint Features MasterPages and Layout Pages Creation Overall Branding and Consistency GENERAL OVERVIEW http://www.sharepointmn.com What is ‘Governance’ ? • TechNet: Governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies. • Robert Bogue: Governance is managing the deployment of information technologies. Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption Governance Governance… • Not Rocket Science • SharePoint is both broad and deep: There are a LOT of details to consider • A lot of governance is common knowledge • What does it mean to bring SharePoint into the environment • Who will support it? • What is technology impact? • Adoption – more than just an afterthought • Plan for it • Get acceptance and feedback from users Governance What Contributes to a Chaotic Deployment • • • • Site Proliferation with no Plan Server Proliferation – IT doesn’t meet needs of dept. No Quotas, No Blocked File Types, No Policies Unreliable Service (No SLAs) Unreliable support No strategy, no training Lack of Growth & Usage Reporting • No Communication • No security audits or security policies (information leaks) • No life cycle management or cleanup Governance What Contributes to a Successful Deployment • • • • • CXO sponsored strategy (stakeholder buy in) Well Communicated Strategy & Service Offering Consolidated Well Managed Server Farms Consistency, Standards, Branding, Usage Policies Security Policies and Enforcement, Information Management Policies • Easy to use and powerful Search • On Demand/Accessible Training and Support Governance Enterprise Search Search Search • • • • • • • • • • • What do users search for today? How do they search today? What search functionality is available to you? • WSS, MOSS, Search Server, Express, FAST Integrate information architecture with search planning – Managed Properties… Search strategy, taxonomy, geography Best Bets, highlighting, thesaurus, noise, etc… People Search 3rd party tools: Search ‘rating’, wildcard search… Consolidated search page – Search Center Search scoping, tabs, results (design and configuration) Surface information beyond SharePoint content (File shares, BDC, other…) • Federated Search functionality Potential for staffing – managing crawling, scopes, results tuning, etc Search Taxonomy & Navigation Taxonomy & Navigation Taxonomy & Navigation • Consistency throughout site (navigational elements) • What types of site collections and webs are being used? • SharePoint knowledge required in order to understand relationship between the various objects (site collections, webs, lists, etc…) • Alignment with information architecture – search scoping • Branding considerations – using themes and custom master pages to help identify location within a portal • Provide an overall picture – site map – to communicate the big picture to users Taxonomy & Navigation Education & Training Education & Training Education & Training • • • • • • • • • • Plan as part of time and budget for implementation and adoption User Training and resources Help desk training, knowledge articles, etc… Administrator training (site administrators) IT Pro training Developer training Internal user groups, lab sessions, support sites Local resources – training partners, user groups, etc… Identify and communicate best practices SharePoint Server 2010 Training: Office.com or Productivity Hub Education & Training Operational Concerns Operational Concerns Operational Concerns • • • • • • • • • Service Level Agreements (SLAs) Communication with users / clients Staffing Monitoring Scheduled maintenance windows Disaster recovery Quotas Reporting Database management Operational Concerns Testing & Provisioning Testing & Provisioning Testing & Provisioning • Content owners and editors – test the process and outcome • User testing • Navigation • Search • Feedback method • Repeatable test plans • Lifecycles and processes • Security guidelines Testing & Provisioning Infrastructure Infrastructure Infrastructure • Interaction with other/existing systems and infrastructure • E-mail / Exchange / Messaging • Active Directory • Firewalls • DNS • Load balancing (MS, F5, etc…) • Clustering • Database • SAN / Disk • Environments: Development, Stage/Test, Production • Hardware and topology • Backup and recovery Infrastructure Development & Configuration Development & Configuration Development & Configuration • Identify tools allowed • SharePoint Designer • PowerShell • Site definitions and templates, list templates • Source code and build control • Support • Standards and best practices • Features and Solutions • Branding, themes, master page and layout page development • Consistency with existing corporate branding • Data View Web Parts • Ghosting / Customizing Development & Configuration Project & Operational Management Project & Operational Management Project & Operational Management • • • • • • • • • • Communication planning: who, what, when, how, etc… Deployment process Change Management Service Level Agreements (SLAs) Roles and Responsibilities Charge back service? Sponsorship of implementation Platform ownership Best practices ownership Ad hoc usage vs. managed/structured usage Project & Operational Management Information Architecture Information Architecture Information Architecture • Consistent understanding of the information architecture – how information is organized and presented to users • Product knowledge to apply the information architecture to the SharePoint tool • Site maps • Wireframes and storyboards • Content types Information Architecture GOVERNANCE PLANS http://www.sharepointmn.com Governance Plans • • • • • • • • • Role Matrix Security Plan Training Plan Communication Plan Information Architecture Plan Document Management Strategy Search Strategy Infrastructure and System Architecture Plan Support Plan Role Matrix • Identifies and Communicates the Roles and Responsibilities • Will help in definition of: Security Training • Should Detail: Role Description Required Skills Person or Group Accountable Example – Roles Matrix Role Description Required Skills Person/Group Business Owner Executive sponsor from the Business group that represents SharePoint to the executive time. Understanding of internal business structure, strategies and processes. Executive SharePoint Governance Board Governing body with ultimate responsibility for meeting the firm’s goals in regards to SharePoint. They will factor in internal and external governance influences. Understanding of the internal and external Governance details. Executive Member, SharePoint Reps, Site Owner Reps SQL Administrator Primary role is SQL management, backups and restore. SQL administration, monitoring, and backup and recovery. Janice Small Server Administrator Responsible for installation and maintenance of hardware infrastructure or virtualization platform specifically for servers where SharePoint is installed. Microsoft Server knowledge, monitoring, backup and recovery. IT Dept Networking Administrator Responsible for management of LAN and WAN for an organization including security, installations, monitoring, licensing backups and restoring. Network specific IT Dept knowledge around routers, DNS, Domain Administrator Responsible for ensuring the domain is administered properly based on internal security and governance. This includes Active Directory. Microsoft Active Directory knowledge. IT Dept SharePoint Farm Administrator This technical position should be involved with the implementation and configuration of the portal solution but is most integral to the on-going operation of the portal. They will monitor performance, administer security rights, ensure backup and recovery plans are set, will configure site indexing/searching, and may be involved with end user support. Network Infrastructure, IIS, Active Directory experience, and monitoring systems that ties into SharePoint. IT Dept Example – Roles Matrix continued Role Description Required Skills Person/Group SharePoint Business Analyst Hybrid IT/Business position that understands the features and capabilities of SharePoint and how they can be leveraged within the business. Will need to gather business requirements and translate them into business solutions. Works with the Governance Board, IT, as well as the business units. Thorough understanding of SharePoint features and functionality. Good understanding of business goals wants and needs. Skilled at needs assessment. Bob Jones SharePoint Site Collection Administrator Primary role for ensuring that settings for the site collection are configured properly. They will has control all permissions and site creation within the SharePoint site collection. This role will also work within the guidelines of the Governance plan. This person should be somebody from the IT department. They will need a thorough understanding of SharePoint features and functionality. Sarah Smiles SharePoint Site Owner Primary role is for ensuring that content for a SharePoint site is properly managed over time. The primary focus is implementing business focused solutions. Site features and functionality excluding site creation and permissions. Will also need to understand the business. Department Owners SharePoint Contributor This role creates, owns and maintains the content published within SharePoint. Business processes and documentation. Specified Department Contributors SharePoint Viewer This role consumes content that is found within SharePoint. Users within the Organization Security Plan • Layouts how Security is Handled Best Practice – when possible use AD groups • Details Security for: Intranet/Internet/Extranet • Specify how Handling Permissions • Specify Security Requests • Should base off of Role Matrix Example – Security Roles Role Permission Set SharePoint Farm Administrator SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions allow the member to permission administrative tasks in Central Administration or on the server. This group does not have access to individual sites or content. SharePoint Site Collection Administrator Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow members of this group to create and configure sites, lists, libraries; configure site and site collection features and maintain permissions within the Site Collection.. SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this group to create and configure lists, libraries and site features. This group’s permission set will be modified to exclude the ability to create new sites and administer permissions within the site. SharePoint Contributor SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve content within a specific site. SharePoint Viewer SiteName Visitors group (Read only) – This group will have out of the box permissions to read content within the site. Example – Security Request Flow Permission is Granted and user gains access to site Confirmation e-mail sent with details. Yes Initiate Request for Access Request goes to Site Collection Administrator Does the request meet Governance Standards End Request for Access No Permission is rejected based on Governance Standards Email sent with details. Training Plan • Specify Training Examples for Roles in Roles Matrix • Should include Instructor Led, Self-Serve, Learning Bites, Lunch and Learns, etc. • Look at Training from Different Levels: General Training – Overall on SharePoint Organizational Level Training – Specifics for Organization Departmental/Project Level Training – Specifics on Processes when using SharePoint • List all Possible Training Resources Example – Training Matrix Role Description Base documentation from Microsoft Microsoft Official Curriculum training course Knowledge transfer sessions Operations documentation Classroom Hand On Training Online SharePoint Business Analyst SharePoint Site Owner/Power User course from Microsoft training provider Classroom Hand On Training SharePoint Site Collection Administrator SharePoint Site Owner/Power User course from Microsoft training provider Knowledge transfer sessions Operations documentation Classroom Hand On Training On Line SharePoint Site Owner SharePoint Site Owner/Power User course from Microsoft training provider Knowledge transfer sessions Operations documentation Classroom Hand On Training On Line SharePoint Contributor SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions Classroom Hand On Training On Demand Video On Line SharePoint Viewer SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions Classroom Hand On Training On Demand Video On Line SharePoint Approver SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions Classroom Hand On Training On Demand Video On Line SharePoint Farm Administrator Training Format Example – Training Resources Resource Description Center of Excellence Site Build a SharePoint platform web/site that will be the single point of reference for anything related to the SharePoint platform. Links to training resources, materials, tips and tricks, user feedback, team members, etc… Online Microsoft Tools, Materials and Resources End-user documentation End-user blogs Technical Administrator resources Training Format Online Online Linked from COE Office SharePoint Server 2007 & 2010 Training – Productivity Hub A training solution built on the SharePoint platform that comes with SharePoint training materials and demos and allows administrators to develop specific task or role-based curriculums Online Sub-web of COE site Solution and Scenario Training Targeted training for specific your organization Classroom Hands-on Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom curriculums Classroom Hands-on Internal User Group Internal group of SharePoint users who share knowledge on how SharePoint has been improved or used within the business Online Sub-web of COE site Communication Plan • Enlist the Help of Internal Marketing • Detail the Target Audience and How/When Communicated to • What is being Communicated? New Release of Intranet/Internet/Extranet? New Business Intelligence Tools Updated Features • How Often is Target Audience being Communicated with? Example – Audiences and Goals Target Audience Goal IT Steering Committee / Key Stakeholders Final Plan Key Decisions Target Delivery Mode and Completion Date Responsibility And Updates Target: 6/31/2009 Updated: Monthly Initial Meeting / Ongoing updates via Project Site By: Executive Sponsor Corporate Leadership Plan Approval Team Target: July Updated: Quarterly Special Meeting By: Executive Sponsor Business Users Informational: Status Delivery Timeline What to Expect Target: July Updated: Monthly Email By: Project Manager Corporate Users Informational: Downtime Dates Contact Info Target: July Updated: Monthly Intranet Broadcast By: Project Manager Business Application Testing / Training Users Target: July Updated: Monthly Email By: Project Manager Help Desk Informational Target: August Updated: Monthly Email By: Project Manager Project Team Issues, Risks, Status Target: Ongoing Updated: Weekly Regular Meeting By: Project Manager Project Team Obstacles, Issues Target: Ongoing Updated: Daily Regular Meeting By: Project Manager Information Architecture Plan • Plan refers to Overall Hierarchy and Structure of SharePoint Call Out Differentiation of Publishing versus Collaboration • Detail first 2-3 levels of the Overall Hierarchy • Detail 2-3 Department/Project sites and type of Information Displayed Example – HR Department Site Content SharePoint Feature / Construct Department Mission Statement Content Editor Web part used to display Human Resource missions statement principals Human Resource Announcements List view web part pulling data from an announcement list Various link sections Content Editor web parts; display content specific information from the HR site including Benefits, Training, New Hire, etc. Human Resources Contact Contact Details or Content Editor web part displaying information about the HR site’s contact IT Help Desk Content Editor web part displaying contact information Example – HR Continued Document Management Strategy • Detail Out Document Storage Locations Within SharePoint: • Publishing Sites • Collaboration Sites • My Sites Outside SharePoint • Exchange Public Folders • File SharePoint • Vendor Applications – Document Management • Usage of Content Types within Environment • Document Content Management Features to be used Example – Content Management FEATURE DESCRIPTION USE WITH Content Approval Before content can be made available to members of the SharePoint Visitors group it has to go through a quick workflow for basic approval. All content include documents and SharePoint pages. Versioning Documented historical look at changes made to content. This includes major and minor versioning. All content include documents and SharePoint pages, best practices to use with SharePoint pages. Need to see history of content. Check Out Checking out content (pages or documents) so that no All content include documents and SharePoint one else can make changes. This content remains pages. Need to have only one person work on checked out until user finishes and checks information content at a time. into SharePoint Document ID (Standard and Enterprise versions) SharePoint automatically assigns a unique number (within the Site Collection) to content within SharePoint (documents). This is used for referencing information. All content include documents and SharePoint pages. Especially useful when linking directly to a document or searching for a records within SharePoint. Content Rating (Standard and Enterprise versions) Users can rate content within SharePoint on a scale of 1 to 5. This can show how useful information is within SharePoint. All content include documents and SharePoint pages. Useful for surfacing useful information from SharePoint. Workflow Automation of a business process within SharePoint. This allows automatic routing for Approval or Feedback on content entered into SharePoint All content include documents and SharePoint pages. Search Strategy • Define the following within SharePoint Scopes People Search Search Customizations Content Sources iFilters Keywords & Best Bets • Use the Crawl – Walk – Run Approach Infrastructure & System Architecture Plan • More Technical in nature • Documenting: Physical Architecture of SharePoint Environment Hardware & Software Requirements Use of Virtualization Capacity Planning Scenarios Use of Quotas Backup/Recovery and Disaster Recovery Service Accounts being used by SharePoint Example – SharePoint Service Accounts Login Role Description Permissions domain\spfarm Farm service account This account is the main farm account that runs all administration services, such as Timer jobs and the SQL service. Also runs the application pools for administrative web applications Create a domain user account, and add it to the local Administrators group of each SharePoint server in the farm. Requires dbcreator and securityadmin SQL server roles. Note: You must manually add spfarm to the local Administrators group on a server before installing SharePoint on that server. domain\spcontent Content service account This account runs the application pool for the nonadministrative web applications. Domain account domain\spsearch Search service account This account runs all search services. Domain account domain\spcrawl Content access account This account is used when indexing content. Domain account domain\spservice SharePoint Service Default account for the Domain account Application Account different service applications and will be the identity of the service applications app pool account. domain\spuserprofile SharePoint User Profile Service Domain account Support Plan • Documentation on Service Level Agreements between Users and IT/SharePoint Support • Detail the Overall Support for SharePoint Coverage by: • • • • • Site Owners Site Collection Administrators SharePoint Farm Administrators Network Administrators Database Administrators Governance Resources • SharePoint 2007 Governance Center http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx • SharePoint 2010 Governance Center http://technet.microsoft.com/en-us/sharepoint/ff800826 • Joel Oleson Governance Plan http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194 Let’s Build Something Information Architecture Questions Surveys Thank You!