SharePoint for Project Managers 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 ddonais@avtex.com 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 Communities Search Sites Composites Content Insights Connect and Empower People Cut Costs with a Unified Infrastructure Rapidly Respond to Business Needs

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 Communities Search Sites Composites Content Insights

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 But its more complicated than that…

Microsoft SharePoint Conference 2009 4/20/2017 More SharePoint 2010… Intranet Internet/Extranet Enterprise Client Access License (CAL) Standard Client Access License (CAL) New High-End Search New New New Enabling Technologies © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Internet/Extranet New in 2010 4/20/2017 3:21 PM Internet/Extranet Create Rich Sites for Customers and Partners Using All of SharePoint’s Capabilities For organizations looking to create customer-facing public internet sites or private extranets This is our premier internet site edition, with full SharePoint Enterprise functionality Build Small-Scale Internet Sites on the SharePoint Platform For small and mid-size organizations looking to create customer-facing public internet sites or basic extranets using the Standard features of SharePoint Server 2010 Note that this edition will have performance/scale limits New in 2010 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Enterprise Search 4/20/2017 3:21 PM Microsoft Enterprise Search Powerful High-end Search Delivered Through SharePoint Search is strategic Want high-end capabilities and easy deployment and manageability Are building custom search solutions and integrated applications Complete Intranet Search Solution Want enterprise-class intranet search with low touch from IT Scalable, searches LOB systems, improved people search Departmental Search Have tactical, low scale search applications (such as departmental sites) Want quick, basic projects requiring little or no cost and IT effort (Requires SharePoint Server 2010 and SharePoint Enterprise CAL) © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

SharePoint-The Core of a Web Strategy Core Audiences Intranet Internal employees Extranet Customers Partners Internet External web users Intranet Extranet Internet 2007’s big innovation was making Internet possible 2010 allows you to do all of this on premise or in the cloud Three C’s Content - Communication - Collaboration

How is SharePoint Used?

Communication • Documents • Organizational Information Corporate Intranet NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Communication • Documents • Organizational Information

Project Team Collaboration NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Teams • Projects • Documents • Tasks • Alerts

Extranet Partner Collaboration NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Content Management • Secure Content • Profiles • Private Channel

Process Improvement / Automation NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Workflow • Digital Forms • Auditing

Internal Social Networking NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture “Facebook” for the Enterprise • Profile • Skills • Interests • Blogs • Wiki’s

Business Intelligence Dashboard NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Performance Management • Secure Content • Analysis • KPI’s

Search a Product Catalog NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Content Management • Search • Facets

Communications • Content Management • Brand / Design • Flash Corporate Website NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Communications • Content Management • Brand / Design • Flash

Website / Online Marketing NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Content Management • Database • Profiles • Commerce • Analytics

Product Marketing Website NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Content Management • Database • Profiles • Analytics

Social Computing Website NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Content Management • Brand / Design • Social • Database • Profiles

Role Based Portals • Database • Documents • People • Composite The “One Stop Shop” NAME: Single Image / Screenshot RECOMMENDED USE: Use for screenshots of our portfolio EXAMPLES: Screenshots, artwork INSTRUCTIONS: Right click on the picture and select ‘Change Picture’ to add a different picture Role Based Portals • Database • Documents • People • Composite

Knowledge Management Database • Documents • People • Workflow • Digital Assets • Interactive

Microsoft SharePoint Conference 2009 4/20/2017 SharePoint Online Intranet Internet/Extranet Enterprise User Subscription License (USL) Standard User Subscription License (USL) Deskless User Subscription License (USL) New New Internet Sites Offer Partner Access Offer New Moving towards parity between on-premises and online Parity in features and scenarios enabled Introducing: Enterprise USL, Internet Sites, and Partner Access offers © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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 Communities Search Sites Composites Content Insights Sites Lists / Libraries Web Parts Pages Alerts Versioning Metadata Workflow Security

SharePoint Foundation 2010 Communities Search Sites Composites Content Insights 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 Communities Search Sites Composites Content Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Communities Search Sites Composites Content Insights Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio & Video Content Types Remote Blob Storage List Enhancements Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline

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 SharePoint Version Physical Location within SharePoint 2007 & 2010 Navigation Lists, Libraries, and Pages Office Client Interaction User Interface – Ribbon 2010 SharePoint Workspace SharePoint Mobile Office Web App Integration Standards Support

SharePoint Sites Easy site editing, including theming & branding Office Ribbon UI for faster training & adoption Rich offline experience with SharePoint Workspace Rich User Experience Mobile-based interaction with people and content Read-write web access using Office Web Application Cross-browser support for maximized participation Anywhere Access Collaboration across Intranet, Extranet & Internet Improved interoperability with standards support Out-of-box accessibility compliance for WCAG 2.0 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: SharePoint’s New Groove (I’m not saying it) -RM

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 SharePoint Version Collaboration Sites 2007 & 2010 Team Sites Tagging, Tag Cloud & Ratings 2010 Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Organization Browser

SharePoint Communities Promote sharing with easy social authoring Easily navigate resources with pervasive tagging Find better answers faster via user feedback Informal Knowledge Connecting users through enhanced profiles Staying up-to-date using news feeds and alerts Make expertise discovery easy across the enterprise Social Connections Work with peers whether online or offline Collaborate on the go through the mobile UI Enrich existing applications with social context 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 SharePoint Version Columns 2007 & 2010 Content Types Enterprise Content Types 2010 Document Sets Records Center Multi-Stage Disposition Audio & Video Content Type Web Content Publishing

Flexibility and Compliance Management Efficiency SharePoint Content Intuitive interaction with content through Office Fast discovery using content metadata and tagging Rapid creation and publishing of web content User-centric Pervasive records management and legal holds Enterprise-wide taxonomies and folksonomies Cross-farm policies and rules for all content types Flexibility and Compliance Metadata and tagging managed by same services Less storage and bandwidth for Office & binary content Interoperability framework to link legacy repositories 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 SharePoint Version Core Search Results 2007 & 2010 People Search Results Keywords & Best Bets Search Scopes Social Relevance 2010 Phonetic Search Faceted Search FAST Integration Search Driven Applications

Knowledge Amplification Enterprise Deployment SharePoint Search Improved relevance based on usage and history Rich results-navigators for shorter search time Support for 400+ content types and 85 languages Better Answers, Faster Phonetic and multi-lingual for global relevance Social connections driven by interests and expertise Secure access to content, whether internal or external Knowledge Amplification Improved scale to meet any demand volume Deployment-specific tuning for best results Search-driven applications to enrich platform Enterprise Deployment

Wildcard Searching Wildcard *.wildcard They say it works... I’m not convinced?

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 SharePoint Version Excel Services 2007 & 2010 KPI’s PerformancePoint Server/Services Chart Web Part 2010 Visio Services Web Analytics SQL Server Integration PowerPivot for SharePoint

Organizational Effectiveness SharePoint Insights Advanced analysis with Excel Services Richer data visualization and easy sharing Incorporation of LOB data in data analysis Data interaction Powerful Self-Service capabilities and visualizations Compelling dashboards to drive business results Rich reports with access to millions of rows Decision Making Drive accountability and alignment with scorecards Identify issues and opportunities with real-time access Improved API for richer extensibility and development 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 data-bound 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 SharePoint Version Business Data Connection (BDC)/Business Connectivity Services (BCS) 2007 & 2010 InfoPath Form Services External Lists 2010 Workflow SharePoint Designer Visual Studio RSS & REST

SharePoint Composites Enhanced toolset for end-user solutions Process automation and data validation with Forms Visio services integration for data visualization User-Driven Solutions BCS for LOB data exchange LOB data in Outlook, Word & Workspace w/out code SP data exposed through web services & APIs Data Connectivity Sandboxed Solutions for self-service and fast installation Platform stability with resource quota-management Standards support for integration and accessibility 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

Demos/Screenshots External List

SharePoint Server 2010 Communities Search Sites Composites Content Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Communities Search Sites Composites Content Insights Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio & Video Content Types Remote Blob Storage List Enhancements Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline

References Microsoft SharePoint 2010 SharePoint 2010 Forums http://sharepoint.microsoft.com/en-us/Pages/default.aspx SharePoint 2010 Forums http://social.msdn.microsoft.com/Forums/en-US/sharepoint2010general/threads SharePoint 2010 Templates http://talesfromitside.wordpress.com/2011/03/07/sharepoint-2010-templates/

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 SharePoint is more than installing software and letting it go… Last year: We put a lot of emphasis on the subjects, areas, topics that need to be considered in order to be successful. Since then… The topic of ‘governance’ has evolved into both topics and planning, a LOT more tools and best practices have been made available, more has been gleaned from experience, the market continues to grow… Effective governance can: Protect the enterprise, such as by helping to ensure regulatory compliance. Greatly increase the usability of a solution. For example, the governing body in an enterprise can define metadata requirements for all content that makes it easier to categorize and search for the content across the enterprise. Increase an organization's efficiency — for example, by requiring training as a prerequisite to becoming the administrator of a SharePoint collaboration Web site. 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 From Joel Oleson presentation 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 From Joel Oleson presentation 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 WSS: v2 vs v3 WSS vs MOSS Search Server 2008 Search Server 2008 Express Infrastructure updates – Search improvements Faceted Search (CodePlex) iFilters – PDF and 64-bit… 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: Definition and control of an environment Users should be able to find what they are looking for by navigating or searching – with the same ease Branding is not trivial – lots of different pages, best practices continue to evolve. Be aware of the site collection boundaries (content types, etc…) Create sites as functional areas Long term sites, short term sites, functional sites, etc… 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 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 Physical vs Virtual servers New MS acceptance of virtual servers Infrastructure

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 Pretty typical to start with some basic branding – logo and color scheme… Next steps are master page updates or adding layout pages for specific uses Creating and managing theme usage Composite applications PowerShell Development & Configuration

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 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 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. 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.

Example – Roles Matrix continued 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 Details Security for: 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 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

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 Training Format SharePoint Farm Administrator 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 SharePoint Site Collection Administrator On Line   SharePoint Site Owner SharePoint Contributor SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions On Demand Video SharePoint Viewer SharePoint Approver

Example – Training Resources Description Training Format 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 Online Microsoft Tools, Materials and Resources End-user documentation End-user blogs Technical Administrator resources 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 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 Internal User Group Internal group of SharePoint users who share knowledge on how SharePoint has been improved or used within the business

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 Target Completion Date And Updates Delivery Mode and Responsibility IT Steering Committee / Key Stakeholders Final Plan Key Decisions Target: 6/31/2009 Updated: Monthly Initial Meeting / Ongoing updates via Project Site  By: Executive Sponsor Corporate Leadership Team Plan Approval Target: July Updated: Quarterly Special Meeting Business Users Informational: Status Delivery Timeline What to Expect Email By: Project Manager Corporate Users Downtime Dates Contact Info Intranet Broadcast  By: Project Manager Business Application Users Testing / Training Help Desk   Informational Target: August Project Team Issues, Risks, Status Target: Ongoing Updated: Weekly Regular Meeting Obstacles, Issues Updated: Daily

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 one else can make changes. This content remains checked out until user finishes and checks information into SharePoint All content include documents and SharePoint pages. Need to have only one person work on content at a time. 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

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 non-administrative web applications. Domain account domain\spsearch Search service account This account runs all search services. domain\spcrawl Content access account This account is used when indexing content. domain\spservice SharePoint Service Application Account Default account for the different service applications and will be the identity of the service applications app pool account. domain\spuserprofile SharePoint User Profile Service  

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

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