Presenting SharePoint as a Service Back to Your Organization Jeremy Thake Chief Architect Level: Intermediate
Presenting SharePoint as a service back to your organization
Nov 20, 2014
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Presenting SharePoint as a Service Back to
Your OrganizationJeremy Thake
Chief Architect
Level: Intermediate
Speaker
Jeremy Thake
Author
AvePoint Labs
Chief Architect
@jthake www.made4the.net [email protected]
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between
IT and the business
Key services Measuring adoption and ROI
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between
IT and the business
Key services Measuring adoption and ROI
Compliance
Appro
pri
ate
ness
Discoverability
Infrastructure and Storage
What is SharePoint Governance?
“Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organisation’s business divisions and I.T. teams cooperate to achieve business goals.”
Microsoft – http://bit.ly/nmNSbj
Presenting SharePoint as a service
IT Governance
Corporate Governance
IT Governance
System Governance
SharePoint SAP Lotus Notes
Presenting SharePoint as a service
Requirements for IT Governance
SharePoint as a
ServicePolicy Process
People
Tech
Presenting SharePoint as a service
BUSINESSGOVERNANCE
MANAGEMENT
Communities
Search
Sites
Composites
ContentInsights
SERVICE
BUSINESS
How Much Governance is Needed?
Personal/My Sites
Governance
Vis
ibili
ty
Project/Team Sites
Community Sites
Portal
Presenting SharePoint as a service
People
IT
Architects
IT Operations
SharePoint Admins
Intranet owners
Departmental owners
Functional owners
BusinessOwners
Finance
Legal
HR
Corp Communications
Management Information
BackOffice
Presenting SharePoint as a service
Executive Sponsorship
Customisation AdoptionContinuous
Improvement
OperationsInformation Architecture
Information Management
Project Management Leadership
Infrastructure
Typical Policy Categories Presenting SharePoint as a service
Encouragement Resource intensive
PowerShell scripts 3rd Party products
Custom apps 3rd Party platform
Process of Policy Enforcement
AutomatedSemi-AutomatedManual
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
The problem
Drawing the line between
IT and the business
Key services Measuring adoption and ROI
Management controls and scopes
Servic
e App
licati
on
Config
urati
on an
d Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Web Application
Blocked File Types
Data Storage SLAs
Site collection
Marketing
Content DB
Site collection
HR
Site collectionIntranet Home
HRMarketingFinance
Logical ArchitectureOptimised information architecture
Farm
Content DB Content DB
TEAMS PEOPLE INTRANET
TEAMS PEOPLE INTRANET
Farm
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collectionIntranet Home
HRMarketi
ngFinance
Cloud architectureOptimised information architecture
EXTRANET
Extranet Farm
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarke
tingFinan
ce
Shared Services Farm Architecture
EXTRANET
Extranet Farm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarke
tingFinan
ce
Business Critical Architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Line of business applications architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarke
tingFinan
ce
Applications farm architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
APPS
AppsFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarke
tingFinan
ce
Don’t panic – plan with end in mind…
EXTRANET TEAMS*
Content DB
Site collection
Finance
<LOB>APPS
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
Agenda
• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI
© 2012 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.
The problem
Drawing the line between
IT and the business
Key services Measuring adoption and ROI
Services driven
• SharePoint Grows – Support services grow!• Unstructured requests• Hard to measure• Bottleneck for administrators• Investment in bodies
Typical Service
Approval ProcessStart Execute Request
Key services
1) Site Collection and Site Provisioning
Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting access
Key services
Profiles and PlansSemi-automated Governance Plan
BackupStorage Manager
Archiving Auditor
1 hour Tier 1 – SAN 7 years Full
1 day Tier 2 – NAS 3 years Views + Edits
1 week Tier 3 – Azure 1 years Views
Key services
End-to-End Policy InterfaceExample Service Offering or SLA
Operations Gold Silver Bronze
Backup 1 hour 1 day 1 week
Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure
Archiver 7 years 3 years 1 year
Auditor Full View + edits Views
SharePoint
SharePoint Designer
Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Quota 100Gb 50Gb 10Gb
Key services
Audience-targeted Services
Policies
Security
Customisations
Approval Process
Business Contact
Classification
HR
Gold
HR Mgmt. AD Group
Employee Site Template
3-stage
AD User
Employee Department
Small Proj Div
Bronze
Projects Mgmt. AD Group
Small Proj Site Template
2-stage
AD User
Project Size
Sales
Gold, Silver
Sales Mgmt. AD Group
Customer Site Template
1-stage
AD User
Customer Size
2) Site Collection Lifecycle Management Animation
Key services
Birth Life Inactivity End-of-Life
Provisioned
Change ofpurpose
Change of businesscontact
Change ofPolicy
Archived fromSharePoint
Site inactivitytriggered
Deleted fromSharePoint
Lock beforedelete orarchive
Request fordeletion orarchive
Lease expirytriggered
Key services
3) Site Re-certification
Top usersTop contentWho has accessStorage growth
Key services
5) Granting / Removing Permissions
Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting accessEmail notifications with hyperlinks
Key services
6) Transferring/Cloning Permissions
New user joining existing teamUser changing rolesComplex security modelsDelegation of requestsTraceability of requesting access
Key services
7) Content Move
Out of the box moves via File Explorer lose data integrityRe-locating content to another workload
My sites -> Team sitesCloud -> On-premise
Restructuring sites as Information Architecture evolves
Key services
8) Recover Content
“Accidently deleting files”Speed of restoring documents by staging entire databasesGranularly restore
Key services
9) Report on “My Sites” as accountable owner
Top usersTop contentWho has accessStorage growth
The problem
Drawing the line
between IT and
the business
Key services
Measuring
adoption and ROI
Why do we need ROI and adoption reporting?Measuring adoption and ROI
Value of SharePoint to organisationHighlight issues in adoption and ROIProves investments in costs of governance and servicesGuarantee same investment next yearFurther investment
Storage GrowthMeasuring adoption and ROI
Year 0 Content
Year 1Collaboration
Year 2Development
Year3ECM
Active Content Actual Content
Data Size & Composition
• Understanding the composition of your data is VERY important
• Data type usage is also equally important• Both will help you make calculated architectural decisions
Number of site collections and sites
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0
1000
2000
3000
4000
5000
6000
7000
8000
9000
Site Collections
IT Training Engineering Sales HR
Site analytics
• Unique visitors• Increase frequency of returning visitors
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0
2000
4000
6000
8000
10000
12000
14000
Site activity - Page hits
IT Training Engineering Sales HR
Decrease of File Share / Exchange growth and usage• Link back to your IT Governance Plan• Prove success of change• Justification of budget!
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0
1000
2000
3000
4000
5000
6000
Storage Growth Trends
SharePoint Exchange File Share
Qualitative
• Satisfaction Surveys• Praise e-mails• Success stories
Call to actionOptimised information architecture
Optimization
Automation Reporting
SharePoint as a ServiceIdentify Services Provide Process
PolicyIdentify experts Set expectations
The problem
Drawing the line between
IT and the business
Key services
Measuring adoption and ROI
Q&AJeremy Thakewww.NothingButSharePoint.com
@jthake
www.linkedin.com/in/jeremythake
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