In many organizations, IT’s role in SharePoint is primarily reactive. SharePoint farm is installed and just handed over to users without any operating model, governance and/or proper training. SharePoint being SharePoint, grows organically and takes deep roots within the Organization. Eventually, IT management realizes how essential SharePoint has become for their organization. Everyone agrees that they need to invest more in SharePoint infrastructure, services and support. But, where should we start? Should we just hire more people? Should we train our existing staff? How do we manage operating costs? What’s the chargeback model?

1. Fitting SharePoint in IT operating model

2. Operating Model An operating model is a set of guidelines for business architecture that enable a company to grow it’s business.

3. IT Operating Model An operating model is a set of guidelines for business architecture that enable IT to grow it’s business.

4. IT Operating Model An operating model is a set of guidelines for business architecture that enable IT to grow it’s services.

5. IT Operating Model An operating model is a set of guidelines for technology and infrastructurethat enable IT to grow it’s services.

6. SharePoint Operating Model SharePoint operating model is a set of guidelines for technology and infrastructurethat enable IT to grow it’s SharePoint services.

7. People Governance Costs Key areas of SP Operating Model

8. Before SharePoint “I have other, more important things to worry about” - CTO “I am overwhelmed” - IT “I hate our websites. We need something better” - Stu

10. Everyone is Happy

11. SharePoint grows like this

12. After SharePoint How am I supposed to know what happened? I don’t even use SharePoint. Besides, the server is up and all the services are running” - IT “Just get it fixed.” - CTO “I can’t do my job. IT needs to get their act together and fix SharePoint.” - Stu

13. Let’s hire a SharePoint guy! We don’t have any governance. That’s the problem! Let’s throw more hardware at it!

15. Should we train existing staff?

16. Who needs training?

17. What kind of Governance do we need?

18. Do we need capacity planning, reporting, monitoring…?

19. How to manage operating costs?

20. What’s the chargeback model?

21. Will it scale? Where do we start?

22. Our Goal Today PEOPLEYou’ll be able to explain the different SP roles and responsibilities. You’ll be able to estimate how many people you need in your SP team. GOVERNANCE You’ll be able to explain why Governance is important. You’ll be able to identify what Governance will NOT do for you. You’ll be able to find more governance resources. COST You’ll be able to determine if chargebacks are right for you. You’ll be able to differentiate between different types of chargeback models. 1 2 3

23. 1 People SharePoint team, Roles and Responsibilities

24. SharePointConsultant Content Manager SharePointDeveloper Power User SharePoint Administrator Roles Project Manager SharePoint Architect Business Analyst SSP Administrator SharePoint Solutions Architect SharePoint Designer SharePoint Trainer Site Collection Administrator Farm Administrator

25. SharePoint Consultant Content Manager SharePoint Developer Power User SharePoint Administrator Roles Project Manager SharePoint Architect Business Analyst SSP Administrator SharePoint Solutions Architect SharePoint Designer SharePoint Trainer Site Collection Administrator Farm Administrator

27. Manages services related to SharePoint.

28. Maintains backups.

29. Installs solutions, patches, third party software,

30. PowerShell expert.

31. Has working knowledge of other products such as Windows Server, SQL Server, IIS, Active Directory, MS Exchange.

33. Writes custom web parts. Understands business needs when developing solutions.

34. Tests, debugs, deploys and documents custom solutions.

36. Creates and maintains custom master pages, templates.

38. Understands what is available OOTB and knows the limitations of OOTB features.

40. SharePoint Evangelists.

41. Self-proclaimed SharePoint Designer experts.

43. How many people do I need to hire/ train?

45. SharePoint Version

46. Type of install – internet, intranet, extranet

47. Database Size

48. Number of Users

49. Branding Consistency?

50. Training needs?

52. 2 GOVERNANCE and the role of IT

54. Provide quality user experience

56. UI / UXProvide quality user experience

58. Governance will not fix your SharePoint Farm.

59. Don’t try to boil the ocean. You’ll only kill fish!

60. Operational v/s Solution Governance Addresses Infrastructure, farm-level policies and architecture, SLAs Addresses how to manage solutions over time as they evolve in response to ever changing business needs.

61. Essential elements of Operational Governance Availability Redundancy Monitoring Backup and Recovery Retention and Disposition policies DR Recovery Time Objective (RTO)is the duration of time and a service level within which a business process must be restored after a disaster or disruption. Recovery Point Objective (RPO)describes the acceptable amount of data loss measured in time. AvePointDocAve

62. Essential elements of Solution Governance Site Lifecycle Management Provisioning, Retention, Archival Self-Service site creation MSIT Delete Capture Branding Classification of Content and Quality Control Search

63. Lots of governance resources… SharePoint Products and Technologies Governance Checklist Guidehttp://technet.microsoft.com/en-us/library/cc261826(office.12).aspx Covers everything from information architecture, infrastructure, communication management, testing, provisioning, training, taxonomy, executive sponsorship.

64. Lots of governance resources… SharePoint Governance Plan by Joel Oleson and Mark Wagnerhttp://technet.microsoft.com/en-us/library/cc262943(office.12).aspx

65. Lots of governance resources… Tools for SharePoint governance and manageability http://governance.codeplex.com/ SharePoint Cross-Site Configurator SharePoint Site Recycle Bin

66. Next up… Cost PEOPLEYou’ll be able to explain the different SP roles and responsibilities. You’ll be able to estimate how many people you need in your SP team. GOVERNANCE You’ll be able to explain why Governance is important. You’ll be able to identify what Governance will NOT do for you. You’ll be able to find more governance resources. COST You’ll be able to determine if chargebacks are right for you. You’ll be able to differentiate between different types of chargeback models. 1 2 3

67. 3 Costs Chargebacks and how to recover costs

68. Corporate Overhead - tax IT costs are incurred by a centralized department in an organization. All business units share the cost equally and pay tax for IT services. Simple accounting strategy for cost allocation.

69. Chargebacks IT plays the role of internally sourced service provider. Measures usage / consumption. Costs are literally charged back to the business units on whose behalf they were incurred.

70. Can chargebacks work for SP? Internal chargeback model can work if it does not cause internal systems to compete with each other. Chargebacks can influence adoption.

72. Pricing model is easy to implement and manage.

73. Pricing may cause internal systems to compete with each other – network drives, SharePoint, Exchange… etc.

75. Forces users to think carefully about site hierarchies and information management. Promoted structured growth.

76. Users might spend too much time consolidating sites to save money.

77. Manageability issue.

79. Since users pay upfront for unlimited usage, they have a higher incentive to use SharePoint to maximize their ROI.

80. May drive up adoption.

82. Rate your organizations SP maturity Early stage document storage, some LAN drive replacement. Lists, task management Mid stage Information does not live elsewhere, System of Record Business specific lite apps Mature Lots of users, many contributors Reports and KPIs Workflows, Processes designed around SharePoint offerings Large scale enterprise solutions

83. Are there any barriers of entry ? Lock-in IT is the sole server provider Competitive IT competes with external vendors

84. The chargeback matrix

85. The chargeback matrix

86. Aspects of an Operating model… PEOPLEYou’ll be able to explain the different SP roles and responsibilities. You’ll be able to estimate how many people you need in your SP team. GOVERNANCE You’ll be able to explain why Governance is important. You’ll be able to identify what Governance will NOT do for you. You’ll be able to find more governance resources. COST You’ll be able to determine if chargebacks are right for you. You’ll be able to differentiate between different types of chargeback models. 1 2 3

87. Thank You Mayank Malik Blog: http://latenightsp.wordpress.com Email: malik.mayank@live.com