Features best practices and resources for implementing SharePoint now with minimal investment. If you like this deck and want to see a live event, go to www.quilogy.com/events.
2. Jumpstarting SharePoint in the New Economy
This Morning’s Agenda
Introductions and Expectations
1.
Why SharePoint Now?
2.
SharePoint Best Practices
3.
Successful Business Implementations
A.
Successful Project Approaches
B.
The Future of SharePoint
4.
Usable Resources for the New Economy
5.
4. Leading Nationally Recognized IT Professional Services Firm
Quilogy is the #1 Microsoft Systems Integrator in the U.S., based on
award winning solutions and client evidence.”
5. What Quilogy Does
SHAREPOINT CUSTOM APPLICATION
• Portals & Collaboration DEVELOPMENT
• Forms & Workflow Automation • Emerging Technologies
• Content Management • Processes
• Tools
• Application Development
BUSINESS INTELLIGENCE
• Performance Management
• Data Warehouses, Marts &, Cubes INTERACTIVE
• Data Integration & Reporting • Web Strategy & Design
• SQL Server • Digital Marketing
• Media & Content
• e-Learning
CUSTOMER RELATIONSHIP
MANAGEMENT
TRAINING
• Planning
• Installation & Configuration • Microsoft
• User Adoption & Training • Oracle
• Data Migration & Cleansing • Public, Private & Custom Classes
• Integration • Volume Discounts
6. Quilogy’s SharePoint Qualifications
Extensive collaboration with Microsoft SharePoint product group and field
Portals and Collaboration Advisory Council
o
Beta partner, Early Adopter programs, worldwide TAP partner
o
Collaborative Health initiative, Connected Productivity Go-To-Market Campaign
o
Multiple SharePoint portals for Microsoft internal usage
o
Development of 40 WSS templates for Microsoft site – for worldwide customers
o
Over 40 Quilogy consultants certified as SharePoint architects/developers
Extensive library of SharePoint Custom Web Parts
“Onshore” Quilogy Development Center for web part development
Specialization in:
Web Content Management
o
Forms Automation and Workflow
o
Policy and Procedures Management
o
7. Over 30 Case Studies Published on the Microsoft Web Site
8. Flexible Engagement Model
Projects Expert Sourcing Support/Retainer As Needed
Quilogy Manages Augment Client’s Prepaid Support,
o o o
Project Staff with Microsoft Maintenance and Ideal for Ad Hoc
o
Resource(s) Enhancements
o Incorporate Mentoring
Your Team Client Manages Defined Duration
o o
Project
o Defined Project Hours Expire
o
Client Chooses
o
Scope, Requirements
Resource(s)
and Process
Strategic Partnerships
10. Upcoming Events to Jumpstart Your Business in 2009
TODAY SharePoint Jumpstart
March 4th CRM Jumpstart
April 28th Business Intelligence Jumpstart
ADDITIONAL EVENTS:
June 2nd Web Content Management for the Public Sector
June Second Annual SharePoint: A Sure Bet
(at Arlington Park Racetrack)
Check out
WWW.QUILOGY.COM/EVENTS
for a full schedule of upcoming seminars & webinars
11. Now, how about you?
What will make this morning most valuable for you?
13. More Pressure Than Ever on IT Budgets
More
Technology Regulatory pressure
Change Compliance than ever
to reduce
costs
Competition Security
20%
New
80% Keep
Cost Maintenance Business
Reduction Up &
Running IT must be
available
24/7 and
deliver
Customer End-User
Connection Productivity increased
business
value
Business Results
& New Value
14. Pillars of SharePoint
Docs/tasks/calendars, blogs,
Server-based Excel spreadsheet
wikis, e-mail integration, project
and data visualization, report
management “lite”, Outlook
center, BI web parts,
integration, offline docs/lists
KPIs/Dashboards
Business
Collaboration
Intelligence
Enterprise portal,
Forms Services Platform template, site
Rich and web form Services
Business directory, my sites,
Portal
based front-ends, Workspaces, Mgmt,
Processes social networking,
LOB actions, Security, Storage,
Topology, Site Model privacy control
pluggable SSO
Content Search
Management
Integrated document Enterprise scalability,
management, records contextual relevance, rich
management, and web content people and business data search
management with policies and workflow
16. Microsoft’s Internal SharePoint Use
SharePoint Deployment
60K employees
4 data centers
300K sites and subsites
10K sites on extranet
7TB+ in SQL Server
Scenarios
Research
Project management and
communications
Issue tracking and virtual
meetings
Best practice sharing
Role-based training
Field communications
....
17.
18. Hawaiian Airlines
• Employee Count: 3,500
• Deployment Size: 3,500
• Industry: Transportation
• Country: United States
• Website responsible for
majority of Hawaiian Airline’s
ticket sales revenue
• Streamlined website
administration process,
improving productivity of IT
• Empowered business users
to update website content
quickly, allowing Hawaiian
Airlines to respond to
constantly changing market
conditions
20. Starbucks.com/search
• Starbucks deployed store portal
across more than 6,000 stores
with more than 175,000 visits per
week
– Results: Improved productivity,
data security, and aligning store
priorities with company
objectives
• Starbucks upgraded search on
www.starbucks.com
– Results: Search all text,
beverage nutrition, music
catalog, store catalog, and press
releases
22. Viacom – Collaboration Sites
Collaboration among
•
individuals sharing a common
purpose
From Consumer Products
–
tracking property launches
to an Executive
Dashboard for senior
management
Cross Brand Synergy
–
Culture of sharing and
–
learning
Flexibility of site features
•
enable delivery of solutions
tailored to the customer
Implementation ranges
–
from out of the box to
customized
Ability to automate manual
•
business processes through
online forms and workflows
23. Viacom – Portals
Viacom’s Portals show audience
•
targeting based on benefits
grouping.
A finance portal commissioned by
•
the Controller to reduce paperwork
and provide a single destination for
the finance organization to obtain
the latest policies, compliance best
practices and communications from
management. On the homepage,
their team utilized the blog feature
and feedback survey. The internal
portal is also used to communicate
policies, best practices, and access
training modules
24.
25. Viacom – External Site
• Management of content
and repeatable
deployment process
• Facilitates
communication and
interaction with Viacom
partners and consumers
• Provides business units
with an internet presence
they can manage
themselves
– Leverages MOSS
publishing features to
handle content
administration,
approval and
deployment without IT
support
26. • Employee Count: 50,000
• Deployment Size: 410,000
• Industry: Education
• Country: United States
27. Miami-Dade Metrics
Description Count
Web Applications 8
Site Collections 48
Sites 600,000+
Class sites 190,000
Departmental 1,200
School Sites 416
Employee 62,307
Students 345,000
Content Databases
Student 13
Employee 1
Department 4
School 1
Class 14
28. Miami-Dade Portals
Student Portal…
Students can view their schedule/grades
E-Textbooks
Store documents
Teacher/Student Collaboration site
School announcements and events
Create your own “My-site” Coming soon
Many more resources
Parent Portal…
Student Schedule
Student Assignments
& Grades
Attendance
E-Textbooks
School Bus Information
Free and Reduced Meal Application
process
Ask A Question and
many more resources
35. • Employee Count: 3000
• Deployment Size: 1000
• Industry: Construction
• Country: United States
36. Brasfield & Gorrie - BI
The new portal dashboard
at Brasfield & Gorrie
delivers budgetary
information pulled from
Excel Services into Office
SharePoint Server 2007.
37. • Employee Count: 14,000
• Industry: Manufacturing
• Country: United States
38. Energizer - WCM
Energizer used MOSS
2007 to create hundreds
of topical news pages
that aggregate Energizer
research and external
news feeds in one place
This is a published Quilogy/Microsoft case study. See the details at:
http://www.microsoft.com/casestudies/casestudy.aspx?casestudyid=4000002186
39. • Employee Count: 180,000
• Deployment Size: 20,000
• Industry: Financial Services
• Country: United States
40. Bank of America – Social Computing
Rolling out MOSS 2007 for all
employees using (WSS) MOSS for
collaboration Collab, document
management, WSS, My Sites
50. Why Best Practices?
Do we really want chaos?
Failure: Any SharePoint implementation that does not meet its full potential within a
company
Objectives:
Define and implement effective techniques
o
Provide clarity and direction with confidence
o
Best managed SharePoint implementation possible
o
Maximized ROI on SharePoint investment (User and Stakeholder adoption)
o
Phases:
Defining
o
Planning
o
Implementation
o
Management
o
51. Defining
Know who needs to come forth…
Who should participate?
CIOs
o
Business Managers
o
Information Architects
o
Information Owners
o
Information Users
o
Project Managers
o
Visionaries are an excellent choice!
52. Defining
Know what you need to know…
Current view
Existing systems
o
Document processes
o
Identify pain points
o
Expand the view
Include the business users
o
Users tend to know more about their work than their managers
o
Utilize surveys, interviews, etc.
o
Identify the types of information and any data relationships
o
Private, shared, departmentalized, etc.
o
53. Defining
Docs/tasks/calendars, blogs,
Server-based Excel spreadsheet
wikis, e-mail integration, project
and data visualization, report
management “lite”, Outlook
center, BI web parts,
integration, offline docs/lists
KPIs/Dashboards
Business
Collaboration
Intelligence
Enterprise portal,
Forms Services Platform template, site
Rich and web form Services
Business directory, my sites,
Portal
based front-ends, Workspaces, Mgmt,
Processes social networking,
LOB actions, Security, Storage,
Topology, Site Model privacy control
pluggable SSO
Content Search
Management
Integrated document Enterprise scalability,
management, records contextual relevance, rich
management, and web content people and business data search
management with policies and workflow
54. Planning
In the beginning…
Understand Your Content
Items identified during the defining phase
o
Documents and other media types
o
File shares and Third-party repositories
o
Know Your Options
SharePoint provides a broad set of functions for different types of solutions
o
Relate options to needs identified during the defining phase
o
Plan what you want your sites to do
o
List and attack your priorities using a phased approach
o
Leverage SharePoint Extensibility
Are all SharePoint capabilities optimal for company?
o
Examine third-party solutions (Nintex, KnowledgeLake, Brightworks)
o
Connectors available for other document management, repositories
o
May consider custom .NET development
o
55. Planning
Be prepared for change and have a plan to manage it…
Expect Change
Businesses grow and evolve, thus so do processes
o
Prepare for new content, periodic facelifts, and reorganization of the site structure.
o
Technology continuously offers new options
o
Governance is a best practice!
People
Governance
Information manageability
o
Administration, security, policies
o
Capacity management
o
Monitoring & reporting
o
SLAs Technology Process
o
Support
o
Tools
o
Development
o
56. Planning
Governance requires a balance in thinking…
Best practice
Governance should assist users and not get in their way
o
Focus on vision and long range goals
o
Keep everything transparent and over communicate
o
Invite input, suggestions, and criticism
o
57. Planning
Classify your information…
Information Architecture Plan
Understand your data types, definitions, users, and views
o
Keep focused on the business users and stakeholders
o
Document user types, user processes, and personalization
Plan your data buckets, based upon business needs and processes
Data is useless if lost
o
Define high level taxonomy and metadata terms
Keep track of concepts, terms, and properties
Critical to navigation and search planning
Keys to success
o
Proactive process
Vision based upon specific business goals
Plan for change!
58. Planning
Organize your information architecture…
Taxonomy Plan
Plan site hierarchy
o
Site standardization, site definitions
Plan and Templatize document libraries and lists
o
Metadata, content types, site columns
Information management policies
Auditing, records management, expiration
•
Site navigation
o
Content deployment
o
Content approval, publishing, archival
Search
o
Sources, scope, best bets, faceted, federated
Processes
o
Workspaces, workflows, document management, system integration, deployment
59. Planning
Taxonomy Best Practices
In general:
o
Keep your focus on the business and not the technology
Separate site, navigation, data, process, and search taxonomies
Define site columns at site collection level not per list or library
o
Per library means each instance is treated as separate crawled property index
Do not plan site hierarchy to mimic file structures
o
Deep site structure results in data being treated less relevant
Alternative: create link driven menu
Be careful in defining metadata
o
Large metadata-based lists can dominate search results
Maximize use of automatic metadata (titles, descriptions)
o
Avoid simple titles and irrelevant titles
Consider your data source
o
External sources mean different metadata and results
Consider splitting the indexes and use federated search
60. Planning
The need to protect information…
Security & Isolation:
Leverage web applications and site collections
o
Granular control available at individual sites, lists, and list items
o
User groups
o
SharePoint groups
o
No nesting
o
Do not add individual users to a site, use SharePoint groups instead
o
Use SharePoint Groups when securing objects
o
Simplifies administration
o
Active directory groups
o
Can be added to SharePoint groups
o
Can be nested within other AD groups
o
Avoid deep nested active directory groups, can causes performance issues
o
Permissions
o
Define at site collection level, override at lower levels as needed
o
Leverage custom permissions for more granular control
o
61. Planning
Other considerations…
Content Types
Plan for them
o
Use them for workflows, templates, auditing, metadata, search
o
Promote data consistency
o
Customization
Branding is important at times, configuration vs. customization
o
SharePoint Designer or Visual Studio?
o
Understand publishing & non-publishing sites (WCM)
o
Workflow
SharePoint out-of-the-box capabilities
o
SharePoint Designer
o
Visual Studio
o
3rd party options
o
62. Planning
Capacity Planning
Document both existing and future data requirements
o
Document planned business usage
o
Estimate various capacity requirements (disk space, server load, bandwidth)
o
Well known guidelines helpful in early planning
Formulas available for estimation
Other Dependencies
o
Software configuration (IIS, SharePoint)
Customization
User load
Network traffic
Physical Hardware
System Architecture
63. Planning
Some Capacity Planning Best Practices
Document your capacity planning strategy early and adjust as needed
o
Number of users, requests, sites, documents, and data sizes.
For search: number of content sources, indexes, and index sizes.
Review and adapt changes as needed (typically a yearly basis)
Early estimates can be based upon well known guidelines
o
1,000 users yield one request per second (RPS)
o
Plan for max 20k users per web front end server
o
Plan for n+1 web front end servers
o
Use separate instance of SQL Server per 5 TB of data
o
Keep content database size under 100GB
o
If planning to use stsadm keep sizes under 15 GB
Try to observe SharePoint recommended limits
o
Lists typically best under 2k items
Larger lists possible, but requires planning
64. Planning
We need to protect our investment…
Monitor
Performance
o
High availability
o
Site usage
o
Search Tuning
o
Auditing
o
Backup & Recovery
Content database isolation
o
Multiple content DBs
o
Size limits
o
SLA restoration times
o
Disaster Recovery
Cold vs warm storage
o
SQL mirroring
o
65. Implementation
The need to discover…
Search Best Practices
Plan for ease of discovery (success depends upon taxonomy plan)
o
Use managed properties
o
Administratively managed word associations (author = writer)
Best bets
Noise words
Design search infrastructure for flexibility and scalability
o
Keep search database defragmented
o
Place search database on separate spindle
o
Monitor the search server
o
Look for input/output contentions
Slow crawls
Monitor search requests
o
Search results can give clues to how users are attempting to locate information
66. Implementation
The need to paint a picture…
Publishing Portal Best Practices
Optimize query operations
o
Follow guidelines for optimal sizes for lists and libraries
Make query-driven web parts efficient
Consider indexes for lists and libraries
Plan for a separate authoring and publishing environment
o
Do not modify the publishing site directly
o
Content job will overwrite
Leverage caching
o
Disk-based caching, ASP.NET output caching, SharePoint object caching
Layout pages are for structure, not functionality
o
67. Implementation
Tune and optimize…
Operational Best Practices
64 bit rules!
o
At least 2GB RAM per processor for web, 4GB RAM per processor for SQL Server
o
Use gigabit network interface cards for traffic between web and database servers
o
Consider separate NICs to separate user requests and database server traffic
o
Windows Server
Place logs on non-system drive
o
Tune Internet Information Server (IIS) as needed
o
Avoid web garden setting
o
Windows 2003 vs 2008
o
SQL Server
Do not skimp on disk space
o
Place content DBs, tempDB, and logs on separate spindles
o
RAID 10 best performance, RAID 5 best capacity
o
Direct storage vs storage area networks (SAN)
o
SQL Server 2005 vs 2008
o
68. Management
Protect your investment…
SharePoint Management Monitoring
Implement site quota templates, alerts Perfmon.exe
o o
Built-in reports Microsoft Operations Manager 2005
o o
3rd party solutions (Nintex) Systems Center Operation Manager
o o
2007
Auditing
Backup & Recovery
Plan very carefully
o
Manageable backups (<15GB)
Use event logs for daily business o
o
Central administration (manual)
Only enable tracing for troubleshooting o
o
Stsadm.exe tool (manual or
o
automated)
Large backups
o
SQL Server backup tools
Third party backup tools
70. The Future of SharePoint!
“Office-14” wave
•
Enhanced Business Intelligence
•
Cloud Computing and SharePoint Online
•
71. Cloud Computing
“Maybe I'm an idiot, but I have no idea what anyone
is talking about. What is it? It's complete
gibberish. It's insane.”
Larry Ellison
Oracle Corporation
September 2008
72. Software + Services More reach
More choice
More structure
More mobility
Less on-premise
Desktops Servers & infrastructure
infrastructure Cheaper desktops
Classic IT solutions Cloud solutions
75. Coexistence
Giving IT the flexibility to maintain on-premise control for
on-
some users while enabling online services for others
On premise Online
environment environment
Key Features Internet
Coexistence allows
for some users to be
on the local mail
server and some on
Exchange Online
Staged Migration
Some users
Some users
have mailbox
have mailbox
on Online mail
on local mail
75 server
server
76. Unified Administration
IT administrator can manage all your services from one place
Key Features
Management
Co-existence
Co-
Migration
Support
Service Health
Configuration
76
77. Standard and Dedicated Versions
• Single customer per architecture
• Multiple customers, one architecture
• Businesses greater than 5,000 seats
• Customer needs rapid deployment
• Optimize for 20,000+
• No seat limit
• Customer needs most server features
• Cost efficiency a key focus
78. Customer Scenario – Mid-Market
Customer Description: International manufacturing company with 3800
employees, 1800 in manufacturing
• Currently using Notes 6.5 and was looking for a migration to 2007
Why Microsoft Online • Large number of manufacturing workers; need solution for communication
Services • Reduction in IT costs due to downturn in economy
• Explored hybrid model of on premise vs. cloud before; did not have seamless answer to
issues
• Need communication and collaboration tool to communicate with manufacturing staff
Exchange Online
Solution • 2000 users to full online exchange
• 1800 users to OWA
SharePoint Online
• Maximize collaboration capabilities; move HR document workflow to SharePoint
provide on central repository for employee information
• Will reduce mail overhead from ~$40+ per user per month to ~$10
Results • Brought online workers that never had interaction with corporate
• Will send 100,000 less pieces of mail in 12 months
79. Data Center Commitment
• Data Center Commitment:
– $2.3 billion investment
building data centers
– Currently 13 global data centers that
use 70 megawatts of power. By the
end of 2009, there will be 20 data
centers that use 180 megawatts of
power
– Size of 9-10 football fields; contain
enough wire to wrap around the earth
several times
– Adding 10K–20K servers a month
• Process 1 billion Windows Live ID
authentications per day
• Energy efficiency and sustainability
80. Highly Secured Datacenters
Business Class Reliability and Security
Delivering highly secure, private, and reliable computing
experiences based on sound business practices
Filtering Routers
Key Features
Firewalls
• Geo-redundant datacenters
Intrusion Detection System
• N+1 architecture System Level Security
• 9 layers data security Application Authentication
• CyberTrust certified Application Level Counter-measures
Counter-
• Secure access via SSL Virus Scanning
• ITIL/MOF operational practices Separate Data Networks
Authentication to Data
• 24x7x365 support
• Backed by 99.9% uptime SLA
81. 5 Tools and Resources
Keep your Key Initiatives moving forward in the New Economy
Leverage your SDPS benefits for a SharePoint Jumpstart
1.
Chicago’s Microsoft Technology Center (MTC)
2.
The tremendous Microsoft Finance option
3.
LinkedIn Group
4.
Midwest SharePoint Conference
5.
82. JumpStart Your Business
QUILOGY SHAREPOINT JUMPSTART (QSJ)
Features:
Production-ready SharePoint portal complete with content
Leverages Quilogy’s rapid deployment patterns and practices
Four Editions to match needs:
BRONZE SILVER GOLD PLATINUM
• 3 days of • Plan and • Plan and • Plan and
high level implement 1 implement 2 implement 3
discovery & department department department
deployment site sites sites
plan
If your organization has an Enterprise Agreement with Microsoft, you may qualify
for QSJ Bronze or Silver free by using SharePoint Deployment Planning Services money.
86. MTC - Chicago
Strategy Briefing
This one-day briefing starts by examining your current IT environment and business
objectives and then moves into the Envisioning Center, where you will see Microsoft
solutions in action, through powerful demos and scenarios customized to meet your needs.
The day includes mutual discovery, tailored product and technology drill-downs, and expert
presentations. It culminates with the delivery of a clear and actionable picture of how
Microsoft and partner technologies can help you reach your business goals.
Architecture Design Session
This custom session drills into your business objectives and aligns them with specific
applications of Microsoft .NET connection software to help you not only meet your goals, but
also capitalize on them. We will provide architectural guidance, consultation on preferred
practices, and risk analysis to chief technology officers, architects, and senior members of
your development team.
Proof-of-Concept Workshop
In this multiweek, in-depth workshop, our architects work closely with key members of your
technical staff to transfer knowledge and prove out custom solutions. This workshop may
also include detailed demos and training sessions. Your development team will have a
private, secure, and fully loaded development suite that is preconfigured prior to their arrival.
87. Microsoft Financing
A creative way to keep your initiatives
moving forward in the New Economy
CFO: Maximize ROI, conserve capital and credit lines
CIO: Meet IT needs within budget, and plan for long-term investments
88. Available Microsoft Finance Programs
MS Financing
Description License Type Terms and Conditions
Product Availability
Programs
Structured Payments from 24-60
EA, Select, Open
months,
All Products except OEM
For businesses of all sizes that want to finance the Microsoft Monthly
entire cost of their technology solution, including Dynamics, Quarterly
any combination of software, services, partner
1. Total Solution Microsoft Services, Semi-Annual
products and hardware - and manage the costs as Ramped and Deferred
Financing Hardware
one investment.
Third-party
software
Partner Services
Structured Payments from 24-60
months,
For businesses that want to purchase Microsoft All Products except OEM
EA, Open, Select, Monthly
licenses alone, rather than an entire technology
2. Software Microsoft Quarterly
solution involving services, etc.
License Financing Semi-Annual
Dynamics, Third-
Ramped and Deferred
party software
Volume Licensing Payment Program Administered by Microsoft Financing
Structured Payments aligned to
EA enrollment period
Enables Microsoft to proactively offer flexible All EA Products and services
EA Direct, Monthly
Extended Payment payment terms to a Direct EA Commercial on a Customer Price Sheet
excluding Quarterly
Terms customer that go beyond the standard upfront or (CPS)
Ramped
Subscription
annual payments. Skipped.
89. LinkedIn Group: Microsoft SharePoint Users: Strategies & Best Practices
• Link to users who register for Quilogy SharePoint global webinars & seminars
• True user group: no promotions or solicitations allowed from anyone
• Share ideas, knowledge, comments and ask questions of your peers
• To join, look for an email from Kelly Cebold in your email inbox for the link
90.
91. Thank you!
Use all of the resources available to you to keep your
key competitive initiatives moving forward in the
New Economy!