ferraz ia252 developing an information architecture

Developing an Developing an Information ArchitectureInformation Architecture

IA 201

Mark FerrazMark Ferraz

SolutionsMark

Houston, TX

www.solutionsmark.com [email protected]

President, SolutionsMark. Mark is an Senior Information Architect and Developer specializing in Information Management, Collaboration Tools, and Knowledge Management systems for medium to large enterprises. Mark has over ten years of experience designing, managing, and implementing complex technology projects involving application implementation, supporting infrastructure, custom development, and integration. Most recently Mark has been working with the team at Chevron as the Technical Development Lead for one of the largest SharePoint deployments to date.

Session DiscussionSession Discussion

Why Information Architecture Importance of Architecture Forethought Office SharePoint Server 2007 Capabilities

Identifying Opportunity Going Vertical SharePoint as a Service Information Arrangement/Context

How to best combine the capabilities of SharePoint with the identified opportunities to create value and emergent capability within an organization

Why Information Architecture Why Information Architecture

GOALS A centralized place for storing and locating data quickly in a

consistent, yet flexible user experience that is in alignment with the organizational goals.

To provide rich capabilities for working with and providing additional metadata for both internal as well as external content.

A well considered Information Architecture is both essential for implementation success, as well as for

the overall supportability and longevity of the system over time.

Work Towards a Shared Goal and VisionWork Towards a Shared Goal and VisionAlice: “Would you tell me please, which way I ought to go from here?”

Cat: “That depends a good deal on where you want to get to.”

Alice: “I don’t much care where …”

Cat: “Then it doesn’t matter which way you go.”

Alice in Wonderland by Lewis Carroll

Best PracticeBest Practice

Architecture Forethought: Do the necessary discovery and planning work needed to answer these questions:

Who will be visiting a given site?

What will they be doing within the site?

What level of information security is necessary within the site?

““Who” - Defining our AudienceWho” - Defining our Audience

Not the “Audience” feature in Office SharePoint Server 2007

An Identified Group of Users who visit the site Access to the site and it’s associated content

““What” – Activities & CapabilitiesWhat” – Activities & Capabilities

CapabilityInformation Objective

Audience

Publishing Others Need to See Wide

CollaborationShared Among The

TeamMember

Records We Need To Keep Managed

““Security” – Access & PermissionsSecurity” – Access & Permissions

Web ApplicationWeb Application

Http://<web-Http://<web-application.fabrikam.com/application.fabrikam.com/Web Application Security Web Application Security

PolicyPolicy

Site CollectionSite Collection

/ -or- /<Site Collection>// -or- /<Site Collection>/Top Site Security Top Site Security

PermissionsPermissions

Sub-SiteSub-Site

/<Sub Site>/<Sub Site>Sub Site Security Sub Site Security

PermissionsPermissions

Information Context

Key StakeholdersKey Stakeholders

Type of StakeholderEntity Roles/ Involvement

Project Sponsor(s)Initiates, funds and approves the effort

Customer(s) (also known as business sponsors)

Takes receipt of the solution and expects to gain business value from the solution

User(s) Interacts with the solution

Operations Hosts the solution

Gaining Quality FeedbackGaining Quality Feedback

Communication Team

Facilitator

Architecture/Design Team

Best PracticeBest PracticeInvolve stakeholders early and leverage good

communication practices and tools in order to: Collect good accurate, quality feedback from stakeholders

through the creation and distribution of clear, concise and effective communication.

Collect feedback through: Survey Interview

Joint Sessions

Stakeholder AnalysisStakeholder Analysis

Influence

ImpactLow High

Low

High

Managed RelationshipInformedRelationship

CoordinatedRelationship

Source: Microsoft


Influence

ImpactLow High

Low

High InformedRelationship

Very influential but low to moderate impact – keep apprised of project status

but do not need to be closely managed

Managed Relationship


Source: Microsoft


Influence

ImpactLow High

Low

High

InformedRelationship


Managed RelationshipVery influential with significant impact –

relationship needs to be well managed

Source: Microsoft


Influence

ImpactLow High

Low

High

Managed Relationship


Low to moderate influence but significant impact –

continually engage through out the lifecycle

InformedRelationship

Source: Microsoft

Satisifiers:generates proportional satisfaction with the quality and quantity of what is delivered

Requirements Classification & Prioritization Requirements Classification & Prioritization (Kano Analysis Diagram)(Kano Analysis Diagram)

Satis

fiers

Dissatisfiers

Delighters

Customer Satisfaction

Customer Dissatisfaction

Meets Expectations

Misses Expectations

Delighters:unanticipated requirements; presence generates significant satisfaction; absence is acceptable

and therefore do not generate dissatisfaction

Dissatisifiers:expected requirements; absence generates significant dissatisfaction; presence generates a

diminishing dissatisfaction towards a neutral feeling

Source: Microsoft

Managing Iterations using Kano Analysis DiagramManaging Iterations using Kano Analysis Diagram

Dissatisfiers

Delighters

Customer Satisfaction

Customer Dissatisfaction

Meets Expectations

Misses Expectations

Satis

fiers

Minimum

Acceptance Level

Iteration #3

Iteration #2

Iteration #1

Source: Microsoft

Piloting Your Architecture Piloting Your Architecture

Test driving your design with focused group of stakeholders to validate your assumptions

Expand activity if need to ensure acceptance

Re-evaluate and make changes/ enhancements to your design prior to going live

Best PracticeBest PracticeDeliver meaningful, sustainable, and reusable business

value by offering SharePoint as a Service: Create a service offering platform on which usage specific

solutions can be built. Create service offerings that align vertically with activities of

the business and encourage organizational capability. Provide for the automated movement of content throughout it’s

lifecycle.

Horizontal Capabilities & Vertical SegmentsHorizontal Capabilities & Vertical Segments

Publishing Portal for Viewer Audience

Collaboration

Records Management

R & DEngineering Design QA/QC

Going VerticalGoing Vertical

Publishing CapabilityPublishing Capability

Information Others Need Information Others Need To SeeTo See Wide Wide

AudienceAudience

Collaboration CapabilityCollaboration Capability

Information Shared Among Information Shared Among The TeamThe Team Member Member

AudienceAudience

Publish Publish Approved Approved ContentContent

Retain Retain Important Important ContentContent

Pro

ject

Pro

ject

Sit

es

Sit

es

Dep

art

men

tD

ep

art

men

tS

ites

Sit

es

Asset

Asset

Sit

es

Sit

es

Work

flow

Work

flow

Sit

es

Sit

es

Best PracticeBest PracticeAllow for the creation of a meaningful information context

within your information architecture by using a pluggable, building-blocks-based design approach that:

Allows for the significant diversity that can exist in highly distributed organizations or across business functions.

Provides any single group the ability to get started quickly and with minimal training.

Provides overall design consistency, while promoting the unique capabilities and work styles of any given workgroup.

Provides a contextually clear user experience, making it easy for users to understand the significance of a piece of information, as well as the context necessary to find or store information quickly, clearly, and easily.

Architecture Building Blocks Architecture Building Blocks Web ApplicationWeb Application•Defined within a FarmDefined within a Farm•Topmost object within the hierarchy and the native container of the topmost site collectionTopmost object within the hierarchy and the native container of the topmost site collection•Representative of a specific Microsoft Internet Information Services (IIS) Web site, and defines a specific IIS application scopeRepresentative of a specific Microsoft Internet Information Services (IIS) Web site, and defines a specific IIS application scope•Has no visual presentation within the user interface and it is in no way visually apparent to the end userHas no visual presentation within the user interface and it is in no way visually apparent to the end user•Can be extended into multiple zonesCan be extended into multiple zones

ZoneZone•Defined within a Web ApplicationDefined within a Web Application•Allows users to access the same Web site through separate and independent URLsAllows users to access the same Web site through separate and independent URLs•Has its own load-balanced URL (protocol, host reader, and port)Has its own load-balanced URL (protocol, host reader, and port)•Allows for many configurations (multiple authentication stores, caching scenarios, content databases, or custom HTTP modules)Allows for many configurations (multiple authentication stores, caching scenarios, content databases, or custom HTTP modules)

Managed PathManaged Path•Defined within a Web ApplicationDefined within a Web Application•Used to incorporate a second tier of top-level site collectionsUsed to incorporate a second tier of top-level site collections•Implement either an explicit inclusion (allows you to assign an explicit URL that is appended to the path e.g. http://fabrikam.com/dept)Implement either an explicit inclusion (allows you to assign an explicit URL that is appended to the path e.g. http://fabrikam.com/dept)or a wildcard inclusion (automatically assigns a path name e.g. http://fabrikam.com/depts/)or a wildcard inclusion (automatically assigns a path name e.g. http://fabrikam.com/depts/)

Site CollectionsSite Collections•Defined within a Managed PathDefined within a Managed Path•Are the native containers of Office SharePoint Server 2007 sitesAre the native containers of Office SharePoint Server 2007 sites•Contain a single top-level site that in turn may contain any number of child sitesContain a single top-level site that in turn may contain any number of child sites•Enforce specific feature and security boundaries that cannot be inherited or discovered by a parent or child site collectionEnforce specific feature and security boundaries that cannot be inherited or discovered by a parent or child site collection•The top-level site collection in a Web application may contain site collections through the use of managed pathsThe top-level site collection in a Web application may contain site collections through the use of managed paths•Features that are bound within a site collection and cannot be shared include global navigation, branding, security groups,Features that are bound within a site collection and cannot be shared include global navigation, branding, security groups,content types, content sharing Web Parts, site aggregation Web Parts, usage reports, alert management and workflowscontent types, content sharing Web Parts, site aggregation Web Parts, usage reports, alert management and workflows

Sub-sitesSub-sites•Defined within a Site CollectionDefined within a Site Collection•May share navigation between sitesMay share navigation between sites•May inherit permissions from parent sitesMay inherit permissions from parent sites•Allow for the sharing of lists between sitesAllow for the sharing of lists between sites•Allow for the sharing of design elements (such as themes or styles) between sitesAllow for the sharing of design elements (such as themes or styles) between sites

Building Blocks Applied Building Blocks Applied FarmFarm

Portals Portals (Web Application)(Web Application)http://portal.fabrikam.comhttp://portal.fabrikam.com

Project Sites Project Sites (Web Application)(Web Application)http://projects.fabrikam.comhttp://projects.fabrikam.com

““/” <Root> (Managed Path)/” <Root> (Managed Path)““/” <Root> (Managed Path)/” <Root> (Managed Path)““/” <Root> (Managed Path)/” <Root> (Managed Path)““/” <Root> (Managed Path)/” <Root> (Managed Path)

““/depts/” (Managed Path)/depts/” (Managed Path)““/depts/” (Managed Path)/depts/” (Managed Path) ““/sites/” (Managed Path)/sites/” (Managed Path)““/sites/” (Managed Path)/sites/” (Managed Path)

Corporate Portal (Site Collection)Corporate Portal (Site Collection)http://portal.fabrikam.com/http://portal.fabrikam.com/

Corporate Portal (Site Collection)Corporate Portal (Site Collection)http://portal.fabrikam.com/http://portal.fabrikam.com/

Sites, Settings, and ContentSites, Settings, and ContentSites, Settings, and ContentSites, Settings, and Content

Projects Portal (Site Collection)Projects Portal (Site Collection)http://projects.fabrikam.com/http://projects.fabrikam.com/

Projects Portal (Site Collection)Projects Portal (Site Collection)http://projects.fabrikam.com/http://projects.fabrikam.com/


Marketing Project 1(Site Collection)Marketing Project 1(Site Collection)http://projects.fabrikam.com/sites/mrkt1http://projects.fabrikam.com/sites/mrkt1

Marketing Project 1(Site Collection)Marketing Project 1(Site Collection)http://projects.fabrikam.com/sites/mrkt1http://projects.fabrikam.com/sites/mrkt1


IT Project 1(Site Collection)IT Project 1(Site Collection)http://projects.fabrikam.com/sites/it1http://projects.fabrikam.com/sites/it1

IT Project 1(Site Collection)IT Project 1(Site Collection)http://projects.fabrikam.com/sites/it1http://projects.fabrikam.com/sites/it1


Finance Dept. (Site Collection)Finance Dept. (Site Collection)http://projects.fabrikam.com/depts/financehttp://projects.fabrikam.com/depts/finance

Finance Dept. (Site Collection)Finance Dept. (Site Collection)http://projects.fabrikam.com/depts/financehttp://projects.fabrikam.com/depts/finance


Marketing Dept. (Site Collection)Marketing Dept. (Site Collection)http://projects.fabrikam.com/depts/marketinghttp://projects.fabrikam.com/depts/marketing

Marketing Dept. (Site Collection)Marketing Dept. (Site Collection)http://projects.fabrikam.com/depts/marketinghttp://projects.fabrikam.com/depts/marketing


Sales Dept. (Site Collection)Sales Dept. (Site Collection)http://projects.fabrikam.com/depts/saleshttp://projects.fabrikam.com/depts/sales

Sales Dept. (Site Collection)Sales Dept. (Site Collection)http://projects.fabrikam.com/depts/saleshttp://projects.fabrikam.com/depts/sales


Example 1Example 1

Site l Production Team: Print Media

List l Document Library List: Proof Documents

Item l Document Content Type: Wiget 101 Print Ad.doc

Field l Project: Summer Sales BoostField l Status : Pending ReviewField I Creative Team : Graphic DesignField l Asset: Press 201

Site l Department: Wingtip Toys Marketing

Julie Irvin

What was the arrow here for? I did not include it in the revision

Example 2Example 2Site l Department: Wingtip Toys Marketing

Site l Project: Summer Sales Boost


Field l Stats: Summer Sales BoostField l Production Team: Pending ReviewField I Creative Team: Graphic DesignField l Asset: Press 201


Julie Irvin


Example 3Example 3

Site l Asset: Press 201


Field l Department: Wingtip Toys MarketingField l Project: Summer Sales Boost Field I Creative Team: Graphic DesignField l Status: Pending Review

Site l Production Team: PrintMedia


Julie Irvin


Thank you for attending!Thank you for attending!Please be sure to fill out your session Please be sure to fill out your session

evaluation!evaluation!

Post conference DVD with all slide decks

Sponsored bySponsored by

ferraz ia252 developing an information architecture

Technology

information management

information architecture

information architecture

information context

level of information

site access

capabilities of sharepoint

given site