pariveda ecm patterns for large enterprises - chicago
DESCRIPTION
TRANSCRIPT
SharePoint Fest 2011 ECM 102 - ECM Patterns for Large Enterprises
Michael Steinberg Principal
Who are we?
Strategic Services Technology Solutions
Business Drivers
Technology Drivers
Increased Effectiveness
► Mobility
Adding a mobile framework to an existing application where laptops are simply not mobile enough – or help you reach customers for whom surfing the internet on a smart phone is second nature.
► Customer Relationship Management
Dealing with the dimensions of client interaction.
► Systems Integration
Developing and implementing an integration strategy to link heritage systems and provide a foundation for future development
► Project Recovery
Assessing critical issues in a high risk project and developing and implementing a plan to see the project through to success
► Project Management
Managing the execution of a set of IT efforts to ensure that resources are properly provisioned, issues are resolved and risks are mitigated to ensure success
► IT Strategy Developing a business strategy and actionable plan for the IS organization to better serve its business
► IS Effectiveness Implementing specific initiatives to improve the people, structure, processes and supporting tools that make an IS organization more effective
► Business Systems Planning
Developing an applications and technology architecture and implementation plan to support the business strategy
► Portals and Enterprise Content Management Planning, implementing and extending Microsoft SharePoint and other portal solutions, including custom solutions
► Business Intelligence Developing data warehouses and the reporting services that leverage them to support decision making
► Application Development Designing, developing and integrating custom application solutions using Microsoft .NET or Java EE frameworks
The Convergence of Business and IT
Dallas - Houston - Seattle - Chicago - Denver - DC - Detroit - Atlanta - San Francisco - NY
National Systems Integrator
From Extranets to My Sites How do I plan for all this content?
• The challenge: you need to plan for a range of content in your enterprise
• Different areas of content have different audiences and different interactions
• Therefore, your planning for Site Structure, Governance and Security will need to reflect the range and diversity of the content
Extranet MySites
Take away from today’s session
• Identify common usage patterns for SharePoint
• Understand different ways to structure sites and content
• Overall, the goal is to choose a simple plan and design with considerations for
– Maintainability
– Usability
– Scalability
SharePoint Usage Patterns
• Extranet – customer / supplier portals
• Internet – anonymous public facing content
• Intranet – employee / corporate communications
• Document Management
• Collaboration – team or department workspaces
• My Sites – social networking and workspace
Differing Management Patterns
Governance High Low
Information Contributors Few Many
Security Management Central Distributed
Information Consumers Many Few
Internet MySites Collaboration Document Management
Intranet Extranet
Branding High Low
SharePoint Software Boundaries
Structure Purpose
Farm • Servers • Solutions (customizations)
Web Application
• Base Url • Authentication Method • Available Storage
Site Collection • Security Container (Groups / Permissions) • Allocated Storage
Sites • Content Containers (Libraries / Items) Web Application
Site Collection
Root Site
Site Site
List List
Library
Information Architecture How should I organize this stuff?
• Site Structure & Navigation
• Classifying and Tagging Content
Site Structure and Navigation
Organize sites to fit how people work with information
Intranet Document Management
Collaboration
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Extranets and Internet sites often follow this pattern
My Sites also follow this pattern
Site Structure and Navigation
Intranet
• Hierarchical navigation
• Often mirrors how users view the company
• Single site collection per ‘portal’
• Navigation is automatically security trimmed by SharePoint
Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Organize sites to fit how people work with information
Demo: Intranet Sites Example
Site Structure and Navigation
Document Management • Linked or bookmarked navigation to site
• Internal navigation supported by how
documents are organized • Libraries • Metadata Navigation • Filtered and Grouped Views
• Very specific business needs may require IT
involvement for each new repository
• Consider a site collection per repository
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
Organize sites to fit how people work with information
Demo: Document Management Example
Site Structure and Navigation
Collaboration
• Linked or bookmarked navigation to site
• Almost all users are consumers and publishers
• Generic site template easily serves ad-hoc needs across the organization
• Consider a separate site collection per workspace
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Organize sites to fit how people work with information
Demo: Team Sites Example
Classifying / Tagging Information
Capture data to support how people expect to find information
• Content Types
• Managed Metadata
• These components support Search and Navigation
Classifying / Tagging Information
Content types describe items and their attributes
• SharePoint has a series of built-in content types
• Custom content types make content more user friendly – SharePoint dynamically adjusts the forms of different items to match the
attributes of the item’s content type
– The attributes of the content type make it easy for users to search and filter their content
Capture data to support how people expect to find information
System
Item
Document
Candidate Resume
Full Name
Date Submitted
Department
Skills
Interview Stage
Hire Decision
Classifying / Tagging Information
Managed metadata provides hierarchical classification within an attribute / column
Department
Human Resources
Information Services
Sales
Marketing
Finance
Skills
Development Languages
.Net
Java
Ruby
Data Languages
T-SQL
PL SQL
Data Modeling
Capture data to support how people expect to find information
Classifying / Tagging Information
SharePoint 2010 allows us to centralize content management (making it easier to split things apart)
– Content Type Hub / Syndication
– Managed Metadata Services
Capture data to support how people expect to find information
Intranet DocumentManagement
Collaboration
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Content Type Hub Managed Metadata Service
Classifying / Tagging Information
Capture data to support how people expect to find information
Intranet DocumentManagement
Collaboration
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Search Center
• Search spans all web applications and site collections
• Refinements (facets) provide additional ways to filter results
Lifecycle Management
• Content Retention and Classification
• Site Provisioning
• Storage Planning
• Security Planning
Content Retention and Classification
Implement retention policies that are appropriate for your organizations work patterns and compliance needs
What % of your annual electronic documents fall into one of the 3 document definitions? (1,330 people surveyed, 682 responded - General Mills 2008)
46%
40%
14%
Retention Assessment Survey Results
General
Reference
Official
Content Retention and Classification
Intranet Document Management
Collaboration Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Control Documents • Official / General • High use of content types • High use of metadata
Dispose by Document
Mixed Documents • General / Reference • Limited content types • High use of metadata
Dispose by Document or Manually
Working Documents • General / Reference • Limited content types • Limited metadata
Dispose by Site Collection
Site Provisioning
• Opening site creation up to the masses can result in an uncontrollable mess
• Closing off site creation can limit the return on your investment, slow adoption and force alternatives
• Out-of-the-box provisioning is nicer than in the past but still limited in functionality
– Need ability to automatically set group membership
– Need to conditionally limit available templates
– Need to standardize where sites are created
Site Provisioning
Home
Departments
Engineering
Sales
Marketing
Product Development
Shared Services
Administration
Accounting
Finance
Regions
North East
Central
West
South East
Support
Desktop
Applications
Communications
Premises
Site A
Library
Library
Library
Site B
Library
Library
Site C
Library
Library
Library
• Create templates or custom build to meet specific business requirements
• Standardize templates • Limit child site creation to
trained users
• Standardize templates • Fully automate self
provisioning
Site Provisioning Controlled
Collaboration Document Management
Intranet
Team A
Project
Project
Team B Team C
Project
Project
Project
Team D
Project
Team E
Project
Project
Team F
Project
Team G
Project
Team H
Self-service
Web Application
Storage Planning
• Web Applications manage a database pool
• Site Collections bound to a single database
• Limit to 100gb – 250gb per database in order to perform backups and to meet performance guidelines
Site Collection Site Collection Site Collection Site Collection
Storage Planning
• IT provisioned • Dedicated site collection • Dedicated database
• User provisioned • Database pool • Add databases as needed
• IT provisioned • Dedicate site collection
(can use multiple) • Dedicated database
• Auto Provisioned • Database Pool • Plan upfront for # of DBs
that will be needed
My Site Planning Example (# users * quota) / 100gb = database count
10,000 * 100mb = 1 TB / 100gb = 10 databases
MySites Collaboration Document Management
Intranet
Security Planning
Custom Identity Source
Active Directory
Active Directory
Active Directory
Active Directory
Active Directory
Internet MySites Collaboration Document Management
Intranet Extranet
Custom • Anonymous
Viewers • User or Group
Based
User or Group Based
(use Groups for Dept Sites)
User or Group Based
User Based Policy
Security Management Highly Controlled Loosely Controlled
Ide
nti
ty S
tore
A
cce
ss M
anag
em
ent
Team sites: one site collection or many?
• Use subsites under one site collection if these conditions are met:
– Security: It is ok for all users to be able to see/contribute to all sites, and you can trust users to not contribute where they are not supposed to (in almost all scenarios)
– Security / Maintenance: Security needs to be tightly controlled (easier to maintain with one set of SharePoint groups at the Site Collection level)
– Navigation: Visible navigation is really really important
– Content Retention: Sites will be long term sites, and rarely removed
– Storage Management: Sites won’t have enough data to push the content database to an unmanageable size
Team sites: one site collection or many?
• Use separate site collections in these situations:
– Security: Separate permissions are important
– Content Retention: Sites will be expired or removed frequently
– Storage Management: Sites could get large or the number of sites could be really large
– Maintenance: Users to be able to customize their sites (more than just contribute)
Summary
• One tool can “rule them all” but consider the unique usage patterns of each area of functionality
– Split things out based on these usage patterns
– Use SharePoint 2010’s capabilities to manage across the boundaries
• “All models are wrong, but some are useful” George Box
– Follow patterns, but recognize when they don’t exactly fit
– Focus on consistency