1. SharePoint for Project Managers
Donald Donais TM
SharePoint for Project Managers

2. Today’s Schedule Introductions SharePoint 101 Session - Overview
SharePoint Governance
Let’s Create Something

3. Donald Donais
Avtex IT Pro Consultant Blog – Tales from IT Side

4. SharePoint 101

5. SharePoint 101 General Overview Sites Communities Content Search
Insights
Composites

6. SharePoint – General Overview

7. 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

8. 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

9. 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

10. 2010 Versions
But its more complicated than that…

11. 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.

12. 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.

13. 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.

14. 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

15. How is SharePoint Used?

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

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

29. 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.

30. 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”

31. SharePoint Core Features
Communities
Search
Sites
Composites
Content
Insights
Sites
Lists / Libraries
Web Parts
Pages
Alerts
Versioning
Metadata
Workflow
Security

32. 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

33. 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

34. Sites

35. 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

36. 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

37. 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

38. Ribbon Formerly in Word, Access, Excel, PowerPoint Context aware menus
Now available in SharePoint:

39. Workspace Take lists, libraries, and files offline Syncs differences
Formerly Groove:
SharePoint’s New Groove (I’m not saying it) -RM

40. Mobile Native Client for Windows Mobile devices
Mobile SDK for developing custom mobile experiences
SharePoint
Workspace Mobile

41. Office Web Application
Rich experience in the browser
Supports co-authoring of Office Client Documents
Cross Browser Support

42. Demos
Ribbon UI
Site Editing
Theming
Office Web Application

43. Communities

44. 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

45. 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

46. 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

47. My Sites and Profiles Enhanced! Status Updates Org Chart
Activity Feeds
Tags & Notes

48. Tags, Notes & Ratings New! Tag items with keywords Rate list items
Note Board

49. Blogs & Wikis Improved! What you’d expect from a blog
Better navigation for Wikis

50. Demos
Tagging
Ratings
Blogging
Enterprise Wikis

51. Content

52. 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

53. 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

54. 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

55. Metadata Centrally defined taxonomy/terms:
Now available across site collections:
Content Types
Site Columns
Unique Document IDs
Metadata Navigation

56. Video Streaming New Media Web Part Easily add video/audio
Upload or find content instead of copy & pasting URLs

57. Document Sets Manage multiple documents at once
Can be managed as a content type

58. Document Routing – Content Organizer
Available after activating site feature
Supports renaming and moving of content based on content type/properties
Rule-based routing:

59. Demos
Media Web Part
Document Routing
Document Set

60. Search

61. 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

62. 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

63. 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

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

65. Improved Search Results
Search Result Refinement (AKA: facetted search)
Related Searches
Previews / Thumbnails (with FAST Search)
Sort on Social Distance

66. Demos/Screenshots
Wildcard Search
Faceted Search

67. Insights

68. 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

69. 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

70. 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

71. Lots of new toys Excel Services PowerPivot Visio Services
PerformancePoint
Chart Web Part
Business Connectivity Services
Two-way updates!
Access Services

72. 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.

73. Excel Services

74. 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.

75. Excel Services and PowerPivot
Self-service analysis delivered thru Excel 2010
Work with massive amounts of data

76. 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.

77. Visio Services

78. 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.

79. Performance Point

80. Demos
Excel Services
Visio Services
PerformancePoint

81. Composites

82. 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

83. 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

84. 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

85. 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

86. External Lists (and Office Client Integration)
Open BCS entities with Office Client Apps (ex: Outlook contacts)
Create with SharePoint Designer or Visual Studio

87. 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

88. Demos/Screenshots
External List

89. 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

90. References Microsoft SharePoint 2010 SharePoint 2010 Forums
SharePoint 2010 Forums
SharePoint 2010 Templates

91. 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

92. SharePoint Project Management

93. Details of a SharePoint Project
Intranet Project
Internal Publishing and Collaboration Portal
Internet Project
Outward Facing Website
Extranet Project
Partner or Membership Portal

94. 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

95. 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

96. 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

97. Project Breakdown – Business Analyst
Governance & Planning
Training
Communication
Security
Information Architecture
Build Out of SharePoint Structure
Using SharePoint Functionality

98. 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

99. Project Breakdown – Designer
Plan for Appropriate User Interface
Wireframe & Storyboards
Appropriate use of SharePoint Features
MasterPages and Layout Pages Creation
Overall Branding and Consistency

100. General Overview

101. 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

102. 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

103. 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

104. 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

105. Enterprise Search
Search

106. 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

107. Taxonomy & Navigation
Taxonomy & Navigation

108. 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

109. Education & Training
Education & Training

110. 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

111. Operational Concerns
Operational Concerns

112. Operational Concerns Service Level Agreements (SLAs)
Communication with users / clients
Staffing
Monitoring
Scheduled maintenance windows
Disaster recovery
Quotas
Reporting
Database management
Operational Concerns

113. Testing & Provisioning

114. 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

115. Infrastructure
Infrastructure

116. Infrastructure
Interaction with other/existing systems and infrastructure
/ 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

117. Development & Configuration

118. 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

119. Project & Operational Management

120. 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

121. Information Architecture

122. 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

123. Governance Plans

124. 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

125. 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

126. 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.

127. 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

128. 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

129. 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.

130. Example – Security Request Flow

131. 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

132. 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

133. 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

134. 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?

135. 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
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

136. 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

137. 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

138. Example – HR Continued

139. 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

140. 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

141. Search Strategy Define the following within SharePoint
Scopes
People Search
Search Customizations
Content Sources
iFilters
Keywords & Best Bets
Use the Crawl – Walk – Run Approach

142. 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

143. 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

144. 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

145. Governance Resources SharePoint 2007 Governance Center
SharePoint 2010 Governance Center
Joel Oleson Governance Plan

146. Let’s Build Something
Information Architecture

147. Questions
Surveys

148. Thank You!