Guiding a Successful SharePoint Implementation

Guiding a successful SharePoint implementationRandy Williams

Enterprise Trainer & Evangelist

randy.williams@avepoint.comTwitter: @tweetraw

© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of

AvePoint, Inc.

About your speaker

20 years in ITdeveloper, consultant, trainer, author

At AvePointEvangelist, Architect

Three-time SharePoint MVPLived in Singapore in 2009-2010Currently based in San Diego, California

Today’s agenda

Part 1 (2:00 - 3:10)Introduction & OverviewThe Need to PlanDefining the Business SolutionGovernance

Q&A / Break / Social (3:10 - 3:30)Part 2 (3:30 - 4:40)

Architecting the solutionOffice 365Addressing training requirements

Closing Remarks / Q&A / Social (4:40 - 5:00)

Challenges deploying SharePoint

It’s a business solutionDelivering ROICultural changesManaging the adoption balanceIt’s a complex product!Integration into existing systemsEnhancing the productDelivering effective governance

The need to plan

Yes, you really need a plan

It’s still a projectSharePoint is one of the trickiest types of projects

Many stakeholdersMarriage of business and technologyNumerous dependencies

Plan and execute iterativelyBe sure to get executive sponsorship from the beginning

How can SharePoint Fail?

Lack of growth planningLack of governance modelLack of governance boardLack of executive sponsorshipLack of operational planningLack of provisioning governanceLack of strategyLack of user analysisLack of infrastructure planningLack of information architectureLack of change management

Defining the solution

What are your business goals?

Identify pain points and opportunitiesDo not assume SharePoint is the solutionDescribe the solution without technology

“I need a database that …”“I want a web site to …”

Do the goals align with strategic plan?Avoid getting too deep into the weedsPrioritize

User Personas

Because users won’t just “figure it out”Identify specific use cases that SharePoint can addressValidates SharePoint as a solutionUsed to “sell” SharePoint to the businessHelps calculate ROIInput into governance, testing, and training

How? http://www.hceye.org/HCInsight-Nielsen.htm

Organizing all requirements

Business

Technical

Information Architecture

Information Managemen

t

Service Managemen

t

Project Requiremen

ts

Addressing the gap

What about requirements that cannot be met by SharePoint?Is SharePoint the right solution?Build or buy?Rich SharePoint ISV ecosystem

WorkflowBackup/RecoveryRecords management/complianceStorage optimizationImproved social featuresEnforce governance

Design and deliver governance

“”

Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals.

Microsoft - http://bit.ly/nmNSbj

What is governance?

Accountability

Accuracy

Restrictions

Ap

pro

pri

ate

ness

Compliance

SharePoint Governance issues

Storage

Information Architecture

Central Portal

Divisional Portal

Advanced Teams

Projects & Workspaces

My Sites

Proliferation

Lifecycle Management

Group management

WITH GREAT POWER THERE MUST ALSO COME - - GREAT

RESPONSIBILITY!

People

Process

Technology

Policy

People

Governance Board

Business Owner

Business Users

Governance System

Policy

IT Assurance Project Governance

Information Governance

Technology & Business Alignment

Continuous Improvemen

t

Process

Manual Enforcement

Automated Enforcement

Semi-automated

Technical governance

Define Your Requirements

Align Management Requirements with Controls and Scopes

Align Business Requirements with Controls, Features and Scopes

Overlay Information Architecture and Manageability

Ready for a break?

Q&A

Architecting the Solution

Logical design of SharePoint

Farm

Web Application

Service Application

Zone

Content DB

Site collection

Top-level site

List/Library

[Folder]

Item / Document

Sub site Sub site

Server roles

Web front end (WFE)IIS server that receives all direct HTTP requests from users

Application serverRuns service applications, such as Search, MMS, othersAlso based on IISUses WCF for communication

Database server (SQL Server)Configuration databaseContent databasesApplication service databases

Scaling web front end

Very scalable role using load balancingActive/active designCan use either NLB (built into Windows) or hardware load balancerIn general

4 WFE per database server1 WFE can support thousands of users

Scaling application server

Very scalable using SharePointActive/active designLoad balancing is built into SharePoint – no external configuration neededPay special attention to search (query and crawl)

Scaling database server

Add multiple database serversClustering is an active/passive design

only a high availability solution

Keep database servers dedicatedVirtualization okay – but small performance hitUse high-quality SAN storage for best performanceOptimizing SQL Server for SharePoint http://slidesha.re/ialfZc

QHow can I decide where/how to distribute services across my farm?

Answer: Perform adequate testing to determine the right

topology based on your requirements and budget

Single server farm

All roles on one machineOnly advised for development or test environmentsNo fault toleranceAlso known as a standalone farm – cannot be scaled out

Two server farm

Very common for small to some medium-sized organizationsIn general, can support up to 2000 usersFarm can be scaled across all roles to as large as neededNo fault tolerance

Three server farm

Each server has its own roleUsually used with heavier search componentAll application services are on application server except queryNo fault tolerance

Small high-availability farm

Four server farm with all roles redundantDatabase server can either be clustered or mirrored

Medium server farm

Comes in many flavors and sizesScale each role as neededDelivers high availability and scalability

Large farm

Yes, SharePoint is uber scalable

Storage Capacity Planning

Content databasesDocuments x Versions x Average Size = data size10KB x [List Items + (Docs x Versions)] = Metadata sizeDB Size = data size + metadata size + logIn general, max size should be kept under 200GB

Index space requiredSize of Content DB(s) indexed * 0.035 = Index sizeIndex size * 4 = Disk Space RequiredSpread across crawl db, property db, and file system

Remote BLOB Storage (RBS)

Store documents outside of content databaseSave on storage costsBest in file-heavy, read-centric environmentsBest for larger files (on average >1MB)Built in RBS support with SQL Server 2008 R2 (FILESTREAM provider)

Not advised for production – use third party

Performance tests show 25% reduction in average response time *

However, it does complicate recovery

Authentication

SharePoint supports two modesClassic

Same as with SharePoint 2007Works with all forms of Windows authenticationEasiest to configureCommon with intranets

Claims based authenticationNew in SharePoint 2010Supports custom providersMust be used if you want forms-based auth (FBA)

Office 365

What’s in the Box?

http://office365.microsoft.com/

Microsoft’s Promise

99.9% uptimeCertifiedMultiple datacentersGeo-redundantShorter release cycles

http://www.microsoft.com/en-us/cloud/cloudpowersolutions/productivity.aspx?fbid=yk9RvqroDcr

Data Centers

$2.3B+ investment – geo redundant - environmentally sustainable

Missing Features Today

Business Connectivity ServicesFAST SearchPerformance Point ServicesProject ServerPower PivotSecure Store ServiceLimited device supportFull Trust Solutions

Latest Costs (per user/per month)

Professional and Small Business(less than 50 users)

P $6 – Exchange, Lync, SharePoint, Office Web Apps

EnterpriseE1 $10 – Exchange, Lync, SharePointE2 $16 – E1 + Office Web AppsE3 $24 – E2 + Office Pro Plus, Excel/InfoPath/Visio/Access ServicesE4 $27 – E3 + voice capabilities

http://www.microsoft.com/en-us/office365/enterprise/subscription-plans.aspx

SharePoint 2010 EnterpriseLync 2010Exchange 2010 Office 2010 Professional

• Infrastructure: Network, Servers, Administrator

• Software: Windows Server 2008 R2, SQL Server 2008 R2, SharePoint Server 2010, Office 2010 Professional…

Sample Comparison

Office 365 E3

$28,800 1st year$28,000 2nd year$28,000 3rd year

On-premises

100 users

COST?

To learn more about Office 365

Webcast recorded on 2 Aug 2011Download from http://

www.avepoint.com/sharepointuncensored

How to address training

Recommendations

Users will not “figure it out”Training should not be product-centricTask-oriented

focus on use cases and governanceremember user personas?

Identify one or two champions in each business unit

Train the trainerAlso works well for tier-1 support

Power users/site collection admins get additional training

Training resources

www.point8020.comwww.avantustraining.comhttp://sharepoint.microsoft.com/en-us/resources/Pages/End-User-Training-Guide.aspxhttp://www.microsoft.com/learning/en/us/training/sharepoint.aspxhttp://www.sharepointshepherd.com

Register today and learn about these exciting topics:• Office 365: Does it Work in a Leap Year?• To BLOB or Not to Blob? Storage Optimization Demystified• Without Boundaries: Building SharePoint for Real Global

Collaboration• Application Lifecycle Management: A Cautionary Tale• The Truth Behind SharePoint Recovery and Availability:

Meeting you SLAs• Automating and Provisioning Change Management

Or visit www.avepoint.com for more information

Mark your calendars

Tracks

Q&ARandy Williamsrandy.williams@avepoint.com

© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of

AvePoint, Inc.