implementing sharepoint 2010 projects
TRANSCRIPT
Implementing SharePoint 2010 Projects
Andy HopkinsPartner / Principal [email protected]
Who Am I?• Chrysalis | BTS - Partner
• Chrysalis BTS focuses on vision and strategy, development and deployment, and process management of Information Management solutions for our clients
• Microsoft – Technology Development Manager• Assisted global alliance partners in developing their
solution strategies around SharePoint technologies• Lexis-Nexis – Director Systems Engineering
• Prior to Microsoft, 13 years at Lexis-Nexis years in various roles from developer of search solutions to Director of Systems Engineering
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
SharePoint Supports Wide Variety of Applications
Complex
Simple
Extranets ExtranetPortals Dashboards Business
Process
Intranets CollaborationSites
OfficeWorkflows
Applications Range from Simple to Complex
Simple• OOB Intranets• Collaboration
sites• Office workflows
Marginal• Simple portals• Simple workflows• Simple
integration• OOB search
Demanding• Records
Management• Business Process
Management• Complex Extranet
portals
Complex• Enterprise
Content Management
• Federated search• Advanced
integration
Finding the Right Balance
Complexity
Productivity
• Increased Custom Development• Longer Delivery Cycle• Higher Maintenance Costs
• Low Customization• Short Delivery Cycle• Lower Maintenance Costs
Information Workers and Task WorkersInformation Workers
• Develop strategy• Self managed• Create knowledge• Analyze data• Unique value add
Task Workers• Carry out strategy• Monitored tasks• Generate data• Deliver goods• Repeatable value
add
Information Work and Task WorkInformation Work
• Collaborating• Ad hoc processes• Document creation• Data discovery• Highly personalized
Task Work• Process bound• Managed tools• Forms based entry• Transaction focused• High scale
Communities
Search
Sites
Composites
ContentInsights
Document collaborationInformation discoveryInformation ManagementSurface for business dataUser managedWidely accessibleBusiness Process Management
SharePoint Products and TechnologiesApplication Platform for Information AND Task Workers
Line of Business Applications on SharePointApplications deployed worldwide
• Contract Management• Legal Case Management• Real Estate Management• Grant Management• Permitting & Licensing• Health & Human Services
Case Management• Insurance Claims
Processing• HR Self-Service
• Investigation Management• Student Information
Systems (SIS)• Recruiting Management• Call Center / 311• Healthcare Dashboard• Product Production
Optimization Dashboard• Supply Chain Management• Product Lifecycle
Management
SharePoint 2010 Minimizes Key 2007 Risks
Improvements in integration
Improvements in application
lifecycle management
Improved scalability
Less coding for workflow apps
Expanded ECM capabilities
Expanded search applications
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
Solution Success goes well beyond Technology
20%SupportTraining
CommunicationPolicies
Technology
DocumentationDeployme
nt
Common Implementation Mistakes• Jumping into implementation without an enterprise strategy
aligned to business objectives• Not treating SharePoint like an enterprise application• Not defining policies on what to use SharePoint for (and what
not to use it for)• Empowering users without appropriate training and guidance
(i.e. security management)• Not planning for scale and/or growth• Not providing SharePoint as a centralized service for the
organization• Not testing the backup/recovery process
Implement a Governance Model• Ensure that the portal strategy is aligned with business objectives so
that it continuously delivers business value• Avoid portal, team site, and content "sprawl"• Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’;
users need to understand the value to get the benefit• Users can do a lot – we give them “great power” and need to ensure
they accept their “great responsibility”• Ensure that content quality is maintained for the life of the portal• Consistently provide a high quality user experience• Establish clear decision making authority and escalation procedures
Governance Model Top Ten1. Clear Vision – Defined Business Goals and Outcomes2. Well Defined Roles and Responsibilities – Strategic Champion3. Deployment Model4. Not all Governance Models are created Equal – Multiple
Models is OK5. Policies – Regulatory Compliance6. Guiding Principles7. Launch and Roll-out (Adoption) Strategy8. Content Management Plan9. Training Plan10. Governance Model Document
SharePoint 2010 Considerations• Social Computing Implications
• Increased emphasis and availability of social computing means more types of content to govern
• “Social Data”• Tagging, bookmarks, ratings• Wikis• Blogs• Profiles
SharePoint 2010 Considerations
• Managed Metadata• Consistent Terminology / Enterprise Taxonomy• Better Navigation / Filtering• Better Search Results• Easier on Users• But…potential for confusion
• What is Metadata?• Managed Keywords vs. Managed Terms• Document Columns vs. Social Tags
SharePoint 2010 Considerations• Records Management
• In-Place Records vs. Records Archive• You’ll likely use both – need to decide which and when• Has effect on:
• Record retention rules• Which users can view records• Ease of locating records (Collaborators vs. Records Managers)• Maintaining each version as a record• Records Auditing• Site Organization (and number of sites used)• E-Discovery• Security
• If you are doing Records Archive, you need a records manager role!
SharePoint 2010 Considerations
• Content Organizer• Partitioning Mechanism• Do you use it?• “Where did my document go?”
• SharePoint Customization• SharePoint Designer: Off or On?• Partially Trusted vs. Fully Trusted Code• Excel and Access Solutions
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
Traditional ECM Project Challenges
27% of ECM users are highly disappointed in their ECM implementationsSource : Jupiter Research
A conservative failure rate estimate of ECM projects within large organizations is 50%Source: Doculabs
Why SharePoint Adoption Can Be Hard
• What is SharePoint exactly?• Collaboration• Portal• Search• Content Management• Applications• About 20 other things!
• New ways of working creates cultural shifts that take significant time to adopt
Adoption CurveThe Roll-out strategy must focus on most effective approach to driving employees to adoption over timeWhen adopting a new technology, users typically pass through five stages, each involving a progression of behaviors and needs
Adop
tion
Stage/Time
Awareness
Learning Trial Application Adoption100%
What Users Want• Connecting SharePoint to Business Goals
• Users want to see the connection• Outcomes, not requirements
• Elegant Solution Design• Don’t make users go through five screens to do one
task• What’s in it for me?
• Users want to understand what they get out of using the system (why they have to add metadata, for example)
Must-Have Elements to Adoption Strategy• Communication Plan• Training Plan• Content Conversion Plan• User Support Plan• Incentives and Reward Plan
Communication Plan
• Leverage Experts and Champions• CEO Memos• Town Hall Meetings• Break Room Posters• Make sure you have an ongoing plan for
continuous communication
Training Plan
• Training: Not just for Developers and IT• Also For:
• Power Users (Site Owners)• Visitors• Members• Web Content Contributors• Workflow Approvers
• “just-in-time and just enough”
Content Conversion Plan• It’s critical that important information gets moved to
the new system• Several Options:
1. Clean and migrate everything2. Migrate nothing; Index old content
• New content only in new system3. Clean and migrate recent content only.4. Migrate ALL content and cleanse later should NEVER be
an option!
User Support Plan• Contact Person for Every Page
• Use pictures and contact info• Internal Site Owner User Groups/Communities
• Empower users to help each other• Get the IT Help Desk on board
• Giving users power means more questions• End-User Feedback Loop
• Get feedback in two ways:• Metrics-based (number of users, rating scale, etc)• Anecdotes (good/bad experiences)
• End-User resources (guides, help, etc)
Incentives & Reward Plan
• Answer “What’s in it for me?”• Show (with real data) why something is useful
• Provide Recognition for Content Contribution• Money talks; so do titles & certificates
• Have a Fantastic User Experience• Invest in an information architecture
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
SharePoint 2010 ArchitectureMore Scalable
• Significant work invested in SQL (to eliminate locks, etc.)
• New Service model and Timer job affinity allows server “grouping”
• Extensive performance and reliability testing
• Highly scalable Search Architecture
SharePoint 2010 ArchitectureMore Flexible
• Server number can now be much larger (Tens of servers in a single farm)
• Enterprises can write their own services that take advantage of the SharePoint infrastructure• Example: Kodak Capture Service (coming end of summer)
• PowerShell scripting replacing STSADM
SharePoint 2010 ArchitectureTiers• WFE Tiers – Some changes, some
optimization• App. Server Tiers – Many changes• SQL Tiers – Some changes, heavy
optimization
SharePoint 2010 ArchitectureWeb-Front-End Servers – Highlights
• Ribbon UI
• Claims-based identity
• Throttling features to handle peaks gracefully
• Memory Optimization => less memory issues
• New Usage Logging API
• Caching improvements
SharePoint 2010 ArchitectureApplication Server Services
• List of services that can run on Application Servers:• Native
• Access• BDC• Excel Services• Performance Point• Visio Services• Word• PPT• Office Web Applications• Project Server• More will come…
• Custom Applications
SharePoint 2010 ArchitectureSQL Tier Changes
• Many more Databases to manage• Granular Database Structure
• ‘Service Application’ Database is split up =>many new features have their own Database
• Partial List of services with own database:
• Search• People / Profile Import• Tagging• Taxonomy• InfoPath (session state)• Secure Store• LOBi• Web Analytics• Performance Point
A Universe of SharePoint Deployments
Your Star
No Cookbook
What Differentiates SharePoint Deployments?Hardware, Setting and
TopologyFacts: # of servers, HW spec, rolesTuning Options: Add WFE or App Server, tune settings
DatasetFacts: #of Site collections, DBs, Web Apps, Data SizeTuning Options: Split Site Collections, Balance Content DBs
WorkloadFacts: purpose, services, # of Total users, concurrency, RPSTuning Options: Split farms, disable services, block clients
Health And Performance Score (The SLA) Availability, Latency, Throughput, Responsiveness, Failure Rate…
.Your Star
Sample Topologies
• Proof of Concept/Demo Environment• Small Organization• Medium Enterprise• Large, Distributed Enterprise
These are examples, not prescriptive guidance
Standard Architectures
Single Server
Demos and Dev Boxes
Limited deployments minimum servicesup to 5000 users (~5 RPS)50-100 GB of data
Small Farm
WFE & App Servers
SQL
Schematic Diagram, not to be use as a recommendation for Server Counts
Standard Architectures
Limited deployments minimum servicesup to 5000 users (~5 RPS)50-100 GB of data
Demos and Dev Boxes
Common Enterprises10-50k users (~50 RPS)1-2 TB of data
Single Server
Small Farm
Medium
Farm
WFE & App Servers
SQL
App Servers
SQL
WFE
App ServersSQL
WFE
Large EnterpriseUp to 500k users (~500 RPS)10-20 TB of data
Large Farm
Federated Services
Schematic Diagram, not to be use as a recommendation for Server Counts
SharePoint 2010 Guidance64-bit Servers only! Enabling 2010 features will require more power!Dedicate SQL power to Logging DB and Web AnalyticsRecommended Hardware Requirements*:
WFE and Apps Servers** - Dual processor, 8 GB RAMSQL Server** - Quad Core, 16 GB RAM
Recommended Software RequirementsClient – IE7 (IE8 preferred) / Fire Fox 3.5/ Safari for Mac browsers 64-bit Windows Server 2008 (or 2008 R2)64-bit SQL Server 2008 R2, 64-bit SQL Server 2008 or 64-bit SQL
* These is initial guidance and is subject to change** Recommended requirements to hold a production deployment
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
Building Composite Applications
Interoperability• Business Connectivity Service• External Lists• Workflow• Data Form Web Parts• Desktop Application Integration (Excel,
Access, Visio, InfoPath)• Federated Search
2010
2010
Features
Configurable
Custom
• BCS• Workflow• Search• Web Parts• InfoPath• Workflow• Web Parts• Event Receivers• Site Definitions• Data Forms
Presentation
Web Parts
App Pages
Silver-light Office WPF Win
Forms
Web Browser Desktop
Business Connectivity Service• No code connectivity to external data sources• Direct item binding via External Content Types• Full CRUDQ support (read-write)• SharePoint Designer integration• Offline access to external data• Fully indexed and searchable
2010
2010
2010
2010
BCS Architecture
Agenda• High Value Applications
• Capabilities• Planning Best Practices
• Governance• Adoption
• Deployment Best Practices• Architecture / Capacity• Data Integration
• Next Steps
Next Steps• Identify business drivers, pain points, barriers
• Start with low hanging fruit• Identify deployment challenges and risks• Develop a high-level view of the key features
and benefits relating to business drivers• Conduct Architecture Design Session
AND• Contact Chrysalis | BTS to assist in your
SharePoint 2010 Strategy and Implementation plans!
Thank you!
APPENDIX
Microsoft’s 2010 Dog-Food FarmDescription: Team Collaboration Portal & Social NetworkingDay to day work and internal experiments
Farm’s Total Data Size 1.8 TB Largest Content Database 800 GB Largest Site Collection Size 280 GB Logging DB Size (14 days) 300 GB Number of Web Applications 4 Number of Content Databases 13 Total number of Site Collections 7,700 (7,200 my sites) # of User Profiles in Profile DB 193,000 Total number of Documents 4 Million
Workload: Total number of users per week: 15,200 Concurrent users (Distinct Users per Minute) ~200 Total Requests per day: ~7,000,000 Hourly Average RPS [Requests per Sec]: ~150 Hourly Max RPS [Requests per Sec]: 270
Data Set:
Search Full Crawl generating ~75%
Hardware:• Software Load Balancer• 7 WFEs/App Servers [8 Core, 16 GB, Win 2008 R2]• 1 SQL Servers [8 Core, 32 GB, SQL 2008]• 1 SQL Server for the Logging DB [8 Core, 16 GB, SQL 2008]• EMC SAN Storage (70 Disks)
3 General WFE1 WFE dedicated to search crawl 1 App Server:
Central AdminUser Profile ServiceMetadata Management ServiceWord Conversion Service
2 App Servers:Excel Calc ServiceOffice Web Access ServiceWeb Analytics ServiceAccess ServiceVisio Graphics ServicePerformance Point ServicePowerPoint Broadcast ServiceSandboxed Code ServiceBusiness Connection Service
Availability - Average WFE Uptime ~99.8% Average Server Side Latency 0.5 Sec Slower Responses 7% Non scheduled IIS recycles WFE 0.14 a day SQL Average CPU 40% App Server Average CPU 15% WFE Average CPU 20%
Health and Performance Score:
Microsoft’s 2010 Dog-Food Farm