SharePoint 2010 Overview

Report
Donald Donais
TM
SharePoint for Project Managers
11.08.2012
Today’s Schedule
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•
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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
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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
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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
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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
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Internal Publishing and Collaboration Portal
• Internet Project
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Outward Facing Website
• Extranet Project
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Partner or Membership Portal
SharePoint Resources
• IT Professional (IT Pro)
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Purpose is to Install, Migrate and Configure
• SharePoint Business Analyst
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Help analyze needs within SharePoint
• SharePoint Developer
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Purpose is to develop applications on SharePoint .NET
• SharePoint Designer
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Purpose is to create branding elements within
SharePoint
Secondary Considerations
• New Installation of SharePoint
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No Previous Version of SharePoint
• Migration from SharePoint 2003
Consider fresh install then migrate content
 Preferably use a vendor tool
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• Migration from SharePoint 2007 to 2010
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Consider fresh installation then migrate content
Project Breakdown – IT Pro
• Plan for Appropriate Capacity & Support
• SharePoint Servers (Including Dev Environment)
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SharePoint and SQL
Hardware with Proper Configuration for Performance
Installation and Configuration Accounts
Installation Media and Licenses
• Migration or New Installation
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Need Access to SQL for Databases
• Configuration and Functionality
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Typically where the backend
Project Breakdown – Business Analyst
• Governance & Planning
Training
 Communication
 Security
 Information Architecture
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• Build Out of SharePoint Structure
• Using SharePoint Functionality
Project Breakdown – Developer
• Plan for Appropriate Development within
SharePoint
• Work with Development Structure
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Team Foundation Server (TFS)
• Coordinate with IT and BA
What are the Needs?
 Internet/Intranet/Extranet – All Different
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Project Breakdown – Designer
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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
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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
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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
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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
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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
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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
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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
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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:
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Security
Training
• Should Detail:
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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:
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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
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SharePoint Site Owner/Power User course from Microsoft training
provider
Knowledge transfer sessions
Operations documentation
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
Classroom Hand On Training
On Line
SharePoint Contributor
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SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
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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!

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