August 25 session SharePoint is transforming the way organizations are connecting their people, business processes, and enterprise-wide information. In this exclusive two-part series on 23 & 25 August, led by SharePoint MVP Randy Williams, IT managers and SharePoint users will walk away with the blueprint they need to ensure they can successfully deploy SharePoint to meet their specific business needs. In this session, learn the best practices and common pitfalls innate in implementing SharePoint in order to ensure your SharePoint service offering is right on the mark, the first time.

1. Guiding a successful SharePoint implementation Randy Williams Enterprise Trainer & Evangelist randy.williams@avepoint.com Twitter: @tweetraw © 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.

2. About your speaker 20 years in IT developer, consultant, trainer, author At AvePoint Evangelist, Architect Three-time SharePoint MVP Lived in Singapore in 2009-2010 Currently based in San Diego, California

3. Today’s agenda Part 1 (2:00 - 3:10) Introduction & Overview The Need to Plan Defining the Business Solution Governance Q&A / Break / Social (3:10 - 3:30) Part 2 (3:30 - 4:40) Architecting the solution Office 365 Addressing training requirements Closing Remarks / Q&A / Social (4:40 - 5:00)

4. Challenges deploying SharePoint It’s a business solution Delivering ROI Cultural changes Managing the adoption balance It’s a complex product! Integration into existing systems Enhancing the product Delivering effective governance

5. The need to plan

6. Yes, you really need a plan It’s still a project SharePoint is one of the trickiest types of projects Many stakeholders Marriage of business and technology Numerous dependencies Plan and execute iteratively Be sure to get executive sponsorship from the beginning

7. How can SharePoint Fail? Lack of growth planning Lack of governance model Lack of governance board Lack of executive sponsorship Lack of operational planning Lack of provisioning governance Lack of strategy Lack of user analysis Lack of infrastructure planning Lack of information architecture Lack of change management

8. Defining the solution

9. What are your business goals? Identify pain points and opportunities Do not assume SharePoint is the solution Describe the solution without technology “I need a database that …” “I want a web site to …” Do the goals align with strategic plan? Avoid getting too deep into the weeds Prioritize

10. User Personas Because users won’t just “figure it out” Identify specific use cases that SharePoint can address Validates SharePoint as a solution Used to “sell” SharePoint to the business Helps calculate ROI Input into governance, testing, and training How? http://www.hceye.org/HCInsight-Nielsen.htm

11. Organizing all requirements Project Requirements

12. Addressing the gap What about requirements that cannot be met by SharePoint? Is SharePoint the right solution? Build or buy? Rich SharePoint ISV ecosystem Workflow Backup/Recovery Records management/compliance Storage optimization Improved social features Enforce governance

13. Design and deliver governance

14. Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals. Microsoft - http://bit.ly/nmNSbj What is governance?

15. Accountability

16. Accuracy

17. Restrictions

18. Appropriateness

19. Compliance

20. SharePoint Governance issues

21. Storage

22. Information Architecture

23. Proliferation

24. Lifecycle Management

25. Group management

26. WITH GREAT POWER THERE MUST ALSO COME - - GREAT RESPONSIBILITY!

28. People Governance System

29. Policy

30. Process Manual Enforcement Automated Enforcement Semi-automated

31. Technical governance Define Your Requirements Align Management Requirements with Controls and Scopes Align Business Requirements with Controls, Features and Scopes Overlay Information Architecture and Manageability

32. Ready for a break? Q&A

33. Architecting the Solution

34. Logical design of SharePoint Farm Web Application Service Application Zone Content DB Site collection Top-level site List/Library Sub site Sub site [Folder] Item / Document

35. Server roles Web front end (WFE) IIS server that receives all direct HTTP requests from users Application server Runs service applications, such as Search, MMS, others Also based on IIS Uses WCF for communication Database server (SQL Server) Configuration database Content databases Application service databases

36. Scaling web front end Very scalable role using load balancing Active/active design Can use either NLB (built into Windows) or hardware load balancer In general 4 WFE per database server 1 WFE can support thousands of users

37. Scaling application server Very scalable using SharePoint Active/active design Load balancing is built into SharePoint – no external configuration needed Pay special attention to search (query and crawl)

38. Scaling database server Add multiple database servers Clustering is an active/passive design only a high availability solution Keep database servers dedicated Virtualization okay – but small performance hit Use high-quality SAN storage for best performance Optimizing SQL Server for SharePoint http://slidesha.re/ialfZc

39. How can I decide where/how to distribute services across my farm? Answer: Perform adequate testing to determine the right topology based on your requirements and budget

40. Single server farm All roles on one machine Only advised for development or test environments No fault tolerance Also known as a standalone farm – cannot be scaled out

41. Two server farm Very common for small to some medium-sized organizations In general, can support up to 2000 users Farm can be scaled across all roles to as large as needed No fault tolerance

42. Three server farm Each server has its own role Usually used with heavier search component All application services are on application server except query No fault tolerance

43. Small high-availability farm Four server farm with all roles redundant Database server can either beclustered or mirrored

44. Medium server farm Comes in many flavors and sizes Scale each role as needed Delivers high availability and scalability

45. Large farm Yes, SharePoint is uber scalable

46. Storage Capacity Planning Content databases Documents x Versions x Average Size = data size 10KB x [List Items + (Docs x Versions)] = Metadata size DB Size = data size + metadata size + log In general, max size should be kept under 200GB Index space required Size of Content DB(s) indexed * 0.035 = Index size Index size * 4 = Disk Space Required Spread across crawl db, property db, and file system

47. Remote BLOB Storage (RBS) Store documents outside of content database Save on storage costs Best in file-heavy, read-centric environments Best for larger files (on average >1MB) Built in RBS support with SQL Server 2008 R2 (FILESTREAM provider) Not advised for production – use third party Performance tests show 25% reduction in average response time * However, it does complicate recovery

48. Authentication SharePoint supports two modes Classic Same as with SharePoint 2007 Works with all forms of Windows authentication Easiest to configure Common with intranets Claims based authentication New in SharePoint 2010 Supports custom providers Must be used if you want forms-based auth (FBA)

49. Office 365

50. What’s in the Box? http://office365.microsoft.com/

51. Microsoft’s Promise 99.9% uptime Certified Multiple datacenters Geo-redundant Shorter release cycles http://www.microsoft.com/en-us/cloud/cloudpowersolutions/productivity.aspx?fbid=yk9RvqroDcr

52. Data Centers $2.3B+ investment – geo redundant - environmentally sustainable

53. Missing Features Today Business Connectivity Services FAST Search Performance Point Services Project Server Power Pivot Secure Store Service Limited device support Full Trust Solutions

54. Latest Costs (per user/per month) Professional and Small Business(less than 50 users) P$6 – Exchange, Lync, SharePoint, Office Web Apps Enterprise E1 $10 – Exchange, Lync, SharePoint E2 $16 – E1 + Office Web Apps E3$24 – E2 + Office Pro Plus, Excel/InfoPath/Visio/Access Services E4 $27 – E3 + voice capabilities http://www.microsoft.com/en-us/office365/enterprise/subscription-plans.aspx

56. Software: Windows Server 2008 R2, SQL Server 2008 R2, SharePoint Server 2010, Office 2010 Professional…Cost?

57. To learn more about Office 365 Webcast recorded on 2 Aug 2011 Download from http://www.avepoint.com/sharepointuncensored

58. How to address training

59. Recommendations Users will not “figure it out” Training should not be product-centric Task-oriented focus on use cases and governance remember user personas? Identify one or two champions in each business unit Train the trainer Also works well for tier-1 support Power users/site collection admins get additional training

60. Training resources www.point8020.com www.avantustraining.com http://sharepoint.microsoft.com/en-us/resources/Pages/End-User-Training-Guide.aspx http://www.microsoft.com/learning/en/us/training/sharepoint.aspx http://www.sharepointshepherd.com

62. To BLOB or Not to Blob? Storage Optimization Demystified

63. Without Boundaries: Building SharePoint for Real Global Collaboration

64. Application Lifecycle Management: A Cautionary Tale

65. The Truth Behind SharePoint Recovery and Availability: Meeting you SLAs

66. Automating and Provisioning Change ManagementOr visit www.avepoint.com for more information

67. Mark your calendars Tracks

68. Q&A Randy Williams randy.williams@avepoint.com

69. © 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.