Enterprise 2.0 - Everything You Need To Know About SharePoint 2010 Social Capabilities

Everything You Need To Know About SharePoint’s Social Capabilities

#SPSocial @rharbridge

Presented By: Richard Harbridge

Who am I?

Our Goal Today…

From Here To Here

Connecting Value To SharePoint

Social Features

#SPSocial @RHarbridge

What is the Value?

• Lowers Cost Of Sharing & Organizing Information

• Reduces Organizational Barriers

• Improves Business Agility

• Compliments Talent Management

• Promotes End User Innovation

• Improve Search Relevance

• Improve Content Authority

• Add Further Contextual Relevance

• Provide Additional Ways To Find Content

Communities

Search

Composites

Content Insights

Not Just Communities…

Leveraged Everywhere

SharePoint Social Feature Exploration

WIKIS, BLOGS AND DISCUSSIONS DEMONSTRATION

SharePoint 2010 Wiki Capabilities

SharePoint Server: Enterprise Wiki Site Template – built on SharePoint Publishing infrastructure

SharePoint Foundation: Team Sites with Web Edit

Easy page editing

Wiki-linking with auto-complete

Cross-browser Rich Text Editor

Page Templates

(Content Types & Page Layouts)

Ratings

(Web Analytics)

Scalable

(Output Caching)

Customizable

(Master Pages & CSS)

Categories

(Managed Metadata)

Social Tags & Notes

(Social Store)

Blogs…

• The gist of it:

• Blog posts auto listed in activity feed.

• Consistent and improved rich text editor.

• Live preview and ability to launch blog program from ribbon.

• Team blogs as well as individual blogs.

• Personal blog can be linked to mysite.

• Improved navigation OOTB for blog sites.

• “About this blog” content area.

• No HTML or silverlight/media

MY SITES, PROFILES, PICTURES AND ACTIVITIES

DEMONSTRATION

My Site Components

Tip: Update MySite Top Navigation

1. As a site admin of the MySiteHost site collection, follow these steps: 2. Visit any page under the MySiteHost (like <mysitehost>/person.aspx) and

click Site Actions --> Site Settings 3. Click on “Top link bar” under the “Look and Feel” section to add, remove,

edit or reorder the links. 4. Add a link back to the Portal (or any site collection that might redirect users

to the MySiteHost.

Tip: SharePoint Magnifies Issues

Active Directory Not Up To Date?

Tip: Plan User Profile Properties Property Name Example: Region Name

Source Example: System XYZ

Editable By Users Example: Editable By Users

Privacy Example: Everyone

Required or Optional Example: Optional

User Profile Property Planning Worksheet

Tip: Profile Pictures • Architecture

• Central picture library • http://<mysitehost>/UserPhotos/

• Resized three ways • 32x32 (for use in SharePoint) • 48x48 (for AD and client apps) • 96x96 (for Profile page)

• Picture picker • Customizable and replaceable • Can support your policy and picture store

Property Tags and Knowledge Mining

Where are the tags? •Outlook 2010 {Sent Items} •Sharepoint Server 2010

Control and Consent 1. Auto find and publish to MySite to use {Least Conservative} 2. Don’t Analyze Email {Most Conservative}

Office Resource Kit {http://blogs.technet.com/office_resource_kit/}

3. Analyze and upload (user consent at client) Outlook ->Options ->Advanced

4. Consent on suggestions (user consent at server)

How does Knowledge Mining Work?

Analysis on Client

Consent at Client

Consent at Server

Index on Server

Queried on Server and Client

TAGS, NOTES AND RATINGS DEMONSTRATION

Tags, Notes and Ratings

• Social Tags, Notes and Ratings • Helps categorize, annotate, promote and help

retrieval of relevant links • Applies to any URL, inside or outside of

SharePoint with bookmarklet • Independent of write-permissions (go readers!) • Primary mechanism for promoting documents

and web pages to the newsfeed • At the very basic level it has 3 parts to it

• Person, URI, Feedback • SECURITY TRIMMING STILL IN EFFECT

Tags, Notes and Ratings • Tags:

• Social Bookmarks (Such as I Like It) • Basically just Keywords tied to data…

• Tag Cloud • Depicts the most popular tags.

• Tag Profiles: • Tag Profiles show sites, docs, items, people that

have been tagged with a term. • Tag Profiles also show a list of community

members and any discussions or postings that appear on the communities note board.

Tags, Notes and Ratings Tags Notes Ratings

Description Keyword bookmarking Short comments (<3000 characters)

5-Star Ratings

Web part/control No Yes Yes

Discover content by colleague or keyword

Both Colleagues Colleagues

Web pages, List Items, Documents

Yes Yes Yes

Doc Library/List Sort and Filter

Yes (Doc authors only,

requires enterprise keywords field)

No Yes

Indexed by Search Yes No Yes

Bookmark-let for external or non-SharePoint pages

Yes Yes No

Enterprise taxonomy management

Yes No No

In Office 2010 Client Yes (Doc authors only,

requires enterprise keywords field)

Yes No

In Office Web Apps Yes Yes No

Social

Feedback Profiles

Profile Service

Synchronization

Instance

Profile Service

Instance

New in 2010

A Behind The Scenes Look

Permission Controlled from Central Admin

• You can specify which users can use social features.

• You can specify which users can have MySites.

This allows you to roll it out slowly and to targeted groups who receive training/support.

PEOPLE SEARCH DEMONSTRATION

My Favorite Social Search Slide?

Phonetic and nickname

matching

Improved result

layout and hit-

highlighting Recently authored

content

Refine by query

type, and many

other pivots

Sort by relevance,

name or social

distance

Vanity

search

The “Stuff” in MySites for Search

Organizational Browser

• A simple way of ‘searching’ we can’t forget.

• Key Point: Uses Manager field from AD.

Better User Profiles = Better Search

• Encourage users to have photos and update profile information

• Turn on ‘knowledge mining’ and encourage users to publish suggested keywords

• Setup connection to Managed Metadata Service Application

• Add custom profile properties

Leveraging the Managed Metadata Service for better People Search

• Out of box: • Responsibilities, Interest, Skills,

Schools, are all taxonomy properties

• Automatic refinement on relevant pivots

• Extensibility Opportunity • Adding a new taxonomy property to

the profile store

Search click through behavior improves relevance ranking

Query suggestions mined from search logs help users execute better queries

Social definitions expose acronyms

Social tagging improves search

Improving Relevancy

Confidence

Search Quality

Search Is Already Social

Search Suggestions

Search Best Bets & Keywords

Tip: Search Keywords & Best Bets Can Be

Used To Deterministically Result In a Person

Implementing An Effective SharePoint Social Strategy

Social Roll Out

Phase 4

Phase 3

Phase 2

Phase 1 Basic Profile Import

MySites Piloted

MySites Globally Deployed

MySites Customized

Profiles Implemented

Custom Profile Fields

Profile Fields Integrated With

LOB Data

Users Can Edit Profile Data With Write Back To AD

Photos Updated From Central

Source

Profiles Presentation Customized

My Sites & Profile Roll Out

Social Feature Roll Out

Phase 1

Less Than 50% Profiles Populated

Notes and Status Updates Infrequently Used

Community Sites Piloted

Wikis Piloted

Leadership Blogs Piloted

Discussion Boards Piloted

Tags & Notes Infrequent (Usage Low)

Ratings Piloted On Knowledge Base

Phase 2

Less Than 75% Profiles Populated

Notes & Status Updates Used Frequently By Early Adopters

Community Sites Globally Deployed

Wiki Sites Globally Deployed

Department Blogs Deployed

Discussion Boards Globally Deployed

Tags & Notes Adopted (Usage High)

Knowledge Base Initiating New Procedures/Policies

Phase 3

Close to 100% Profiles Populated

Notes & Status Updates Considered Cultural Norm

Communities Extended To External Participants

Wiki Spaces Extended To External Participants

Personal Blogs Deployed

Discussion Boards Leading To New Innovation Or Cost Savings

Tags & Notes (Expected)

Knowledge Base Podcasting & Media

Map To Business Objectives

Support

Acquisitions

Provide

Positive

Work Culture

Highlight

Exceptional

People

Have Highly

Effective

Decision

Making

Supporting

Community

Customer

Transparent

Support

Leadership

Personally

Engaging w/

Customers

Internal Social

Collaboration

User Profiles Personal

MySites

Internal Social

Networking

Communities Of

Interest

Communities Of

Practice

External Social

Authoring

Social CRM

Direct Relationship Indirect Relationship

What About Governance?

Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Define Governance Control Levels

No Single “Approach”

Projects

Communities

Practices

Discipline and Processes

Samples of What to Measure – Number of completed user profiles

– Number of connections per user

– Cross posting of blogs, subscriptions to RSS and other feeds

– Average number of participants with Wikis (also look at distribution – Wikis with most participants vs. universe of wikis)

– Effective use on major projects

– Reduction in e-mail (generally, on specific topics, corporate noise)

– Range of adoption (departments, topics)

– Does a new policy or idea get adopted easier?

– Search metrics: fewer similar queries=right information faster

SharePoint Social Maturity

*Super Simplified

Tagging

Notes / Discussions

Rating

People Profiles

MySites

People Search

Blogging

Microblogging & Activities

Instant Messaging

Thank You Organizers, Sponsors and You for Making this Possible.

Questions? Ideas? Feedback? Contact me:

Twitter: @RHarbridge

Blog: www.RHarbridge.com

Email me at: Richard@RHarbridge.com

Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com

Business Tips and Tricks

Brand Your Social Roll Out

We Make Things Happen What follows are potential ‘Social’ Slogan Additions (based on “We Make Things Happen”): “When we work together.” “Keep up with them using COMPANYXYZ Social.” “Be a part of them with COMPANYXYZ Social.” “Share them on COMPANYXYZ Social.” “Be involved in creating them on COMPANYXYZ Innovate”

•Trained To Leverage Social Collaboration, Networking And Media

•Trained To Create Knowledge And Practice

•Trained To Promote Best Practices Around Specific Focus Areas

•Trained To Lead By Example

•Trained To Make And Enforce Decisions

Executives Center of

Excellence

Employees Business

Scope of Training

#SPSocial @RHarbridge Image from Paul Culmsee

Opportunistic Driven Learning

Training Should Follow “Just In Time & Just Enough”

Objectives/Priorities

Site Classification and Platform Classification

Site Provisioning Process/Questionnaire

User Expectations Agreement

Roles and Responsibilities

Support Agreement(s)

Training and Communication Plans

MySite Policies (Pictures)…

Support Updates

User Lifecycle Policy

Taxonomy Management

Social Policies

Content Standards

Legal and Compliance Policy

Search Management

Support Updates

SharePoint Standards Online

Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)

Measure Support Learn and use data to be proactive.

Planning for Privacy •Who can social tag/bookmark?

Define an acceptable use policy •What happens when the employee leaves? •Security trimming of tags ON or OFF

Pluggable architecture allows definition of rules and back ends Define how to handle non-SharePoint and external sites Only Indexed sites can be trimmed out-of-the-box

•Activity Feed Repercussions

Remember you can Manage Tags

• In Central Admin you can search and manage all tags of a user, or those that specific words.

• This means you can create and actively perform governance and control/resolutions.

Tip: Plan For User Adoption

Encourage Community Adoption With Best Practices

• Start small

• Select, support, and nurture your champions

– Funding for “strategic” champions

– Champions training

• Seed communities with content/structure

• Establish guidelines for etiquette

• Watch out for corporate policy/governance

• Don’t neglect usability

Differences Between Teams and Communities Community Team

Community

HR & Legal Considerations For Social Strategies

Examples Of Social Disputes

• The National Labor Relations Board is to consider whether a medical-transportation company illegally fired a worker after she criticized her boss on Facebook. The agency’s first complaint linked to social media.

• Employees sued a restaurant company when they were dismissed after managers accessed a private MySpace page the employees had set up.

If this had been on a social technology in the workplace would it still be an issue?

If this was after accessing private folders on their desktop? Their SharePoint MySite?

• A worker file a sexual-harassment suit after a manager repeatedly tries to "friend" her on Facebook.

• An applicant accuses a company of reneging on a

job offer after learning of their religious affiliation on Twitter.

What if the manager was using the SharePoint note board on her profile page?

If an employee shares their religious views and opinions on their personal profile, or wants to create a community of interest based on religion what is the companies response?

• A worker downloads an Industry Report and publishes it on their MySite without the appropriate legal right to distribute the content.

• Within a Status Update a secretary exposes

confidential information about a senior executive meeting.

Causes For Disputes

• Defamation (and false light family of claims) • Privacy (sharing private facts, HIPPA violations) • Interference With Business Relations • Negligence (assuming duty, not following through) • Contract (ending up in an enforceable agreement) • Trademark (confusing consumers about a brand) • Copyright (using/sharing something not yours) • Sexual Harassment (unwanted postings) • Discrimination (especially as to hiring practices)

Privacy Laws

Social Media Policy?

• You should have one for external use. • It’s recommended you use a comprehensive

template (there are many online and they are extremely inexpensive).

• You should have one for internal use. • This policy should mention or refer to…

• Discrimination Policies • Sexual Harassment Policies • Computer Security and Acceptable Use

Policies • Intellectual Property Policies

Incident Reports An incident report or accident report is a form that is filled out in order to record details of an unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the minds of those who witnessed the event.

In SharePoint Terms?

If something unusual happens as a result of SharePoint use it must be documented with as much detail as possible while it’s still fresh in the minds of those who were participants or effected.

If action (especially disciplinary) is taken as a result of an incident; information leading to the decision (including risks) and how efficacy (success) will be monitored must be retained.

Photo Sharing?

• Can the company share Christmas party photos? • Can an individual? On their mysite?

• Does the organization need a photo release form? • What About MySite Photos?

• How will these be managed? • Approved?

• How will these be populated? • Do photos already exist of many staff

members?

MySites

• Is The Organization Responsible For Documents On Users Desktops?

• What Privacy Rules Must Be Upheld? • What are the RM policies for these files?

• Retention? • Disposition?

• Are there specific provisioning policies that must be put into place before a user can have a MySite?

Wikis, Blogs, Discussion Boards, Notes, & Status Updates

• What are the records management rules around… • Wiki Content? • Blog Content?

• Comments? • Discussion Board Content? • Note Content? • Status Update Content?

* Notes & Status Updates Have No OOTB Auditing Or Information Policies.

User Profiles

• Properties (Legal Considerations) • Job Title Property • Can Users Update Their Own Information? • What Information Can Be Shared? • What Information Must Be Opt In?

• In Other Words: What Information Can’t We Auto or Pre Populate?

• What Should The Default Privacy Settings Be? • What Records Management Rules Must User

Profiles Adhere To? • Retention (Info Policies, Version Control etc)

Social Technology Vendors & Tools

SharePoint Social Vendors

HiSoftware Compliance Sheriff for Social Computing and Collaboration Compliance

Social Sites For SharePoint

KwizCom WikiPlus, Ratings and More

Lightning Tools SharePoint Forum

AskMe For SharePoint

Technical Tips and Tricks

Activity Feed

• Extensible Enterprise Activity Feed

• It has a Web part

• It uses a Atom 2.0 feed

• Two types

• Consolidated – Activities from everything you track http://<mysitehost>/_layouts/activityfeed.aspx?consolidated=true

• Published – My activities http://<mysitehost>/_layouts/activityfeed.aspx?publisher=<accountname>

Profile Pictures

• Upgrade from O12

• Update-SPProfilePhotoStore

• Sync up to AD

• Bootstrap the pictures if already in AD

• Write back to AD, if configured

• Outlook and OCS use Pictures in AD

• OAB size

• Work with your AD/IdM counterparts

Scale?

• Enterprise Wiki pages (like all pages in Publishing) support output caching • Feature leveraged from publishing infrastructure

Development On Wikis?

• Add new wiki page types

• Build on the wiki page content type

• Example: Lesson Learned -> Functional Area -> Taxonomy Field Control on Page etc.

• Add page layouts

• Change the default page layout

• Enterprise Wiki fully extensible through SPD

• You don’t have to use Visual Studio

User Profiles • Configure Write Back to AD

• It’s easy and can be controlled via what property the user is allowed to update.

• Leads to more relevant and accurate user information.

• Show a picture of your users in Outlook via the Social Connector • Improves profile fill rate, improves

engagement, and adds considerable discovery value.

• Filter Out Inactive Users (On Import etc)

Activity Feed Architecture

User Profile DB: Activity Feed

User Profile DB: Change Log

Social DB

Gatherer (Timer Job)

Injection OM

Multi-cast Uni-cast

Your Gatherers

WebPart, Object Model

& Atom

Consolidated or

Published

Example: CRM Gatherer

Feed Readers

• Tip: Enable Activity Feed Timer Job (Not Enabled By Default)

• Verify that you have the following administrative credentials: • To configure timer jobs, you must be a member of the Farm Administrators group on the computer running the

SharePoint Central Administration Web site. • In SharePoint Central Administration, click Monitoring and then click Review job definitions. The Job Definitions page

opens. • In the View list, select Service. The Service list appears.

• If the Service list does not display User Profile Service, click Change Service. The Select Service page opens. Use the arrows in the upper-right corner to locate User Profile Service and then click it. The Job Definitions page updates with the User Profile Service jobs.

• Click the activity feed job for the User Profile service application that you created in the prerequisites section of this task. The job name is in the format User_Profile_Service_name - Activity Feed Job, where the User Profile Service name is the name that you specified for your User Profile service application. The Edit Timer Job page opens.

• In Recurring Schedule, select the interval that you want the job to run. Available intervals are Minutes, Hourly, Daily, Weekly, and Monthly. Selecting a shorter interval, such as Minutes or Hourly, ensures that activities appear on users' My Site newsfeeds more frequently. However, it can also place a heavy load on the system depending on how many activities are available. Selecting a longer interval, such as Daily, Weekly, or Monthly reduces the number of times the job runs and processes feeds. However, it also means that users receive less frequent updates to activities in their newsfeeds.

• Click Enable. • Optionally, click Run Now to run the job immediately without waiting for the next scheduled interval.

Activity Feed Extensibility

• Activity Application • “CRM”

• Activity Type • “New Meeting”

• Activity Template • “<person> has scheduled a meeting with

<customer> on <details>” • Activity Event

• “Richard has scheduled a meeting with TSPUG on Wednesday, March 17th, 2010”

Sub Types basically allow us to create separate ‘user’ types, each with their own properties. (As well as all the above properties.) Examples: • Employee • Intern • Consultant {Example field: End of Term} • Customer • Partner

Organizations can represent… • Divisions • Departments (or Functional Areas) • Legal Entities (if it’s a multi company group)

Organizations use a parent relationship to build a hierarchy. This is important because aside from this, all you have is ‘Manager’ in AD to determine org hierarchy.

An Example: Microsoft

Platforms, Products, and

Services Division

Windows

Online (Bing, MSN, Live)

Servers

Business Division

Office

Microsoft Dynamics

Entertainment and Devices

Division

Microsoft Games

Note: This isn’t accurate.. How is MS Structured?

The down side… • There is no UI or End User Functionality

tied to this… yet.

The up side… • Development Opportunity!

SharePoint Social Architecture

Social

Feedback Profiles

Profile Service

Synchronization

Instance

Profile Service

Instance

New in 14

WFE talks to the service and SQL, maintains

Front-end cache

Mid-tier cache, optimized for most-used profiles, 256 Mb default (good for 500k users on

average)

• Mid-tier Cache 256 MB by default (configurable)

• Optimized for “Most Used” (not most recently used) profiles

• Average Case: ~0.5K per light profile 256MB/0.5K = 512,000 users

• Worst Case: ~1.8 K per light user profile 256MB/1.8KB = 142,222 users

User Profile: Storage Architecture

User Profile DB

Profile and Activity Feed Social Data DB

Tags, Keywords, Comments, Bookmark, Ratings Mainly stores GUID (to the taxonomy term) or the note or rating, URI, Profile ID, Timestamp, URI disambiguation info Term values for use on the Newsfeed and Tags & Notes Page Sync DB

Staging sync data for AD, LDAP, BCS

Setting up Profile Synchronization

Editing Filters on Connections

Profile Synchronization Architecture

Social Data Profiles

Profile Synchronization

Service Instance

Profile Service Instance

Service

New in 14

Import or Export to Directory Source

(Data Goes Both Ways!)

Example: Picture Goes to AD from SharePoint!

User Profile: Synchronization Tips • User Profile Synchronization is a service, like any other and needs

to be explicitly started. • Write down the Connection Plan (Requirement for Upgrade)

• Connections, filters, property mappings (import/export, pictures) • 2007 connection, filter, property mappings will not migrate • 2010 has strongly-typed property mapping (e.g. no string to int cast!) • Fewer connections the better, recommend single connection for a forest -

Now possible, where it really wasn’t before

• Directory Permissions (New Requirement for 2010) • Need “directory get changes” (dir-sync) rights for the AD credentials to

read the changelog and perform incremental sync (have bonus material on this later)

• Need write permissions for export to Directory (if you want that)

User Profile: Synchronization Tips

• Get started with the Users-only option for the first full sync, run incremental with users and groups

• After first full sync, run incremental not full • LDAP and BCS only synch users only (no groups) • BCS

• No export, no new records (rows) can be created from synch • Check your BCS models using the new external lists

(Old BDC Models may not be functioning correctly – Don’t use Synch to test this, use external lists instead.)

Social: SQL Tuning Tips

• Disk Configuration, RAID array with multiple spindles - OS, Database & DB log files on separate volumes

• 1 Gig network between services and SQL box

• Enable named piper if services running on same box as SQL

• Mark CPUs for I/O affinity

• Boost SQL Priority

Scale Considerations & Planning • Database Scale

• 2 million user profiles with social features

• 600 million tags/notes

• del.icio.us active users create 4.5 tags and 1.8 comments per month

• 2 million users: 10% Active users: 200,000

• In 2 years, total number of tags and notes: 200,000 x 2 x 12 x (4.5 + 1.8) = 30.24 million

Scale – DB Sizing Tips Rows

(million) Total (GB)

Data (GB)

Index (GB)

Tags 32 10.2 2.4 7.8

Comments 5 16.0 9.0 7.0

Ratings 25 4.3 2.0 2.3

UserProfile_Full 1.2 1.3 0.5 0.8

UserProfileValue 52.7 6.6 4.5 2.1

MemberGroup 0.8 0.7 0.4 0.3

UserColleagues 62.9 8.6 3.4 5.2

Performance

• Latency Targets

• Over LAN: 2 sec for first time, 1 sec for later visits

• Over WAN: 5 sec for first time, 2.5 sec for later visits

• Throughput Targets

• 2007 My Site deployment in Microsoft (~100,000 users, 3-1 farm): Avg RPS = 143, Max (peak) RPS = 350

• Avg RPS for a typical mix on healthy 4-1-1 My Sites farm = 350-400

Federation and Replication

AD LDAP Forest

Social Tags Profiles

Service Instance

Sync Social Tags Profiles

Service Instance

Enterprise 2.0 - Everything You Need To Know About SharePoint 2010 Social Capabilities

ratings tags

property tags

user profiles

ratings social tags

popular tags

page layouts

blog sites

tag profiles

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