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Presenting SharePoint as a Service Back to Your Organization Join Jeremy Thake, SharePoint MVP and Chief Architect at AvePoint, and Mary Leigh Mackie, Vice President of Product Marketing at AvePoint, to gain insight into how Microsoft SharePoint can be presented as a service back to your organization. Based on experiences speaking with large enterprise organizations with multiple workloads inside SharePoint, they’ll explain why many organizations have encouraged distributed management of SharePoint across the business rather than centrally managed by the IT department. This session will discuss how to strike a successful balance between top-down control and trusting users to "do the right thing", resulting in a desired distributed management method that complies to policies agreed upon by the organization’s governance committees. Topics such as accountability, restrictions, site lifecycle management, adoption, and return on investment of the service will be highlighted, as well as a review of available solutions to support delivery of SharePoint as a service. You’ll leave with a fresh understanding of: • How organizations are presenting SharePoint as a service • Several of the key services presented to business users • Best practices for measuring adoption and return on investment • Incorporating guidance for optimized information architecture
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Presenting SharePoint as a Service Back to Your OrganizationJeremy Thake Mary Leigh MackieChief Architect VP of Product Marketing
© 2012 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.
SpeakerAuthor
AvePoint Labs
Chief ArchitectText/Icon/Pic
Jeremy Thake
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
Who owns the site? Is the site still accessed and used?
Is the site still active? Is the content still accurate?
How do we prevent sharing of confidential documents?
Sensitive data stored in unsecureareas? PII?
Business Issues
© 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.
Accountability
Quality
Restrictions
Compliance
Presenting SharePoint as a service
Business Issues
© 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.
Is there PII content uploaded? Is there content stored that should be in another system?
Search result relevant? Not knowing where to look?
How do I measure SharePoint success?
How do I manage storage growth? What are the SharePoint uptime service level agreements?
Appropriateness
Discoverability
Adoption
Infrastructure
Presenting SharePoint as a service
What is SharePoint Governance?
© 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.
“Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization’s business divisions and I.T. teams cooperate to achieve business goals.”
Microsoft – http://bit.ly/nmNSbj
Presenting SharePoint as a service
IT Governance
© 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.
Corporate Governance
IT GovernanceSystem Governance
SharePoint SAP Lotus Notes
Presenting SharePoint as a service
Requirements for IT Governance
© 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.
SharePoint as a ServicePolicy Process
People
Tech
Presenting SharePoint as a service
© 2012 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.
BUSINESS
GOVERNANCE
MANAGEMENT
Communities
Search
Sites
Composites
ContentInsights
SERVICE
How Much Governance is Needed?
© 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.
Personal/My Sites
Governance
Visi
bilit
y
Project/Team Sites
Community Sites
Portal
Presenting SharePoint as a service
People
© 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.
IT
Architects
IT Operations
SharePoint Admins
Intranet owners
Departmental owners
Functional owners
BusinessOwners
Finance
Legal
HR
Corp Communications
Management Information
BackOffice
Presenting SharePoint as a service
Customization Adoption Continuous Improvement
Operations Information Architecture
Information Management
Project Management Leadership
Infrastructure
Typical Policy Categories
© 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.
Presenting SharePoint as a service
Encouragement Resource intensive
PowerShell scripts 3rd Party products
Custom apps 3rd Party platform
Process of Policy Enforcement
© 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.
AutomatedSemi-AutomatedManual
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
Management controls and scopes
Service
Application
Configuration and Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Web Application
Blocked File Types
Data Storage
SLAs
Site collection
Marketing
Content DB
Site collection
HR
Site collectionIntranet Home
HRMarketingFinance
Logical ArchitectureOptimized information architecture
Farm
Content DB Content DB
TEAMS PEOPLE INTRANET
TEAMS PEOPLE INTRANET
Farm
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collectionIntranet Home
HRMarketing
Finance
Cloud architectureOptimized information architecture
EXTRANET
Extranet Farm
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Shared Services Farm Architecture
EXTRANET
Extranet Farm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimized information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Business Critical Architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimized information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Line of business applications architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimized information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Applications farm architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
APPS
AppsFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimized information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Don’t panic – plan with end in mind…
EXTRANET TEAMS*
Content DB
Site collection
Finance
<LOB>APPS
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimized information architecture
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
Typical Service
© 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.
Approval ProcessStart Execute Request
© 2012 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.
1) Site Collection and Site Provisioning
• No out of the box form for site collection• Control• “Site” centric
– Navigation– SharePoint Groups– Content Types– Features
Key services
Profiles and PlansSemi-automated Governance Plan
© 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.
Key services
Backup Storage Manager Archiving Auditor1 hour Tier 1 – SAN 7 years Full1 day Tier 2 – NAS 3 years Views + Edits1 week Tier 3 – Azure 1 years Views
End-to-End Policy InterfaceExample Service Offering or SLA
Operations Gold Silver BronzeBackup 1 hour 1 day 1 weekStorage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – AzureArchiver 7 years 3 years 1 yearAuditor Full View + edits Views
© 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.
Key services
SharePointSharePoint Designer Enabled Disabled DisabledContent Database Isolated DB Shared SharedQuota 100Gb 50Gb 10Gb
Audience-targeted Services
© 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.
Key services
ProjectsGold
All ManagementAD Groups
Project Site Template
2-stage
AD User
Project Size
HRGold, Silver
Accounting Mgmt. AD Group
Employee Site Template
2-stage
AD User
Employee Department
SalesSilver
Sales Management AD Group
Customer Site Template
2-stage
AD User
Account Size
Policies
Security
Customizations
Approval Process
Business Contact
Classification
2) Site Collection Lifecycle Management Animation
© 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.
Key services
Birth Life Inactivity End-of-Life
Provisioned
Change ofpurpose
Change of businesscontact
Change ofPolicy
Archived fromSharePoint
Site inactivitytriggered
Deleted fromSharePoint
Lock beforedelete orarchive
Request fordeletion or
archive
Lease expirytriggered
© 2012 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.
3) Site Re-certification
• Compliance– Security
• Librarians– Record disposition– Re-classification
Key services
© 2012 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.
5) Granting / Removing Permissions
• Most common reason to need more than “Contribute”• Delegation of requests• Traceability of requesting access• Sent hyperlinks
Key services
© 2012 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.
6) Transferring/Cloning Permissions
• New user joining existing team• User changing roles• Complex security models• Delegation of requests• Traceability of requesting access
Key services
© 2012 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.
7) Content Move
• Out of the box moves via File Explorer lose data integrity• Re-locating content to another workload
– My sites -> Team sites– Cloud -> On-premise
• Restructuring sites as Information Architecture evolves
Key services
© 2012 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.
8) Recover Content
• “Accidently deleting files”• Speed of restoring documents by staging entire
databases• Granularly restore
Key services
© 2012 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.
9) Report on “My Sites” as accountable owner
• Top users• Top content• Who has access• Storage growth
Key services
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
© 2012 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.
Why do we need ROI and adoption reporting?
• Value of SharePoint to organization• Highlight issues in adoption and ROI• Guarantee same investment next year• Further investment
Measuring adoption and ROI
© 2012 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.
Traditional measures of adoption - Quantitative
• Storage Growth• Number of site collections and sites• Number of unique visitors• Increase frequency of returning visitors• Decrease of File Share growth and Exchange growth
Measuring adoption and ROI
Year 0 Content
Year 1Collaboration
Year 2Development
Year3ECM
Active Content Actual Content
Exponential Storage TrendsMeasuring adoption and ROI
© 2012 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.
Traditional measures of ROI - Qualitative
• Case studies / success stories• War stories
Measuring adoption and ROI
© 2012 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.
Mary Leigh
New YorkSpeaker
Writer
VP Product MktgText/Icon/Pic
Mary Leigh Mackie
mlmackie
Demo: DocAve Governance Automation
What do we prescribe?
© 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.
Optimized information architecture
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between IT
and the business
Key services Measuring
adoption and ROI
Q & A
© 2012 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.
References
Additional Resources (Please Click Images or Visit www.AvePoint.com/resources)
Customer Success StoriesWhitePapers from AvePoint’s Own SharePoint Experts
© 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.
Contact us
Phone(201) 793-11111-800-661-6588 (toll-free)
Email [email protected]
Social & Community
www.DocAve.com @AvePoint_Inc
http://www.facebook.com/AvePointInc +1 AvePoint
© 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.
