SharePoint in the Enterprise: Building it Right from the ...mission.sfgov.org/DOCUMENT_CENTER_DOCUMENTS/DC2005.pdfSharePoint in the Enterprise: Building it Right from the Start Tuesday

All Contents © 2007 Burton Group. All rights reserved.

SharePoint in the Enterprise: Building it Right from the Start

Tuesday July 24, 2007 Wednesday July 25, 2007

Karen HobertAnalystBurton [email protected]://www.burtongroup.com

2SharePoint in the Enterprise

Overview• SharePoint 2007 Products and Technologies are good at

supporting the distributed ownership of team-based web sites and content

• However, SharePoint is poor at fostering enterprise oriented best practices during its initial deployment stages

• It is important to get the foundation right, otherwise SharePoint deployment will be frustrating for everyone involved

• Historically, SharePoint deployments have been project or department focused

• Typically did not take a holistic view of the SharePoint technologies as an enterprise solution

• Organizations who have decided to rollout SharePoint in the enterprise may find it better to start over rather than build from an existing pilot or project-based deployment

3SharePoint in the Enterprise

Setting the stage• Foundation for an upcoming CCS Methodology and Best Practices

document that is based on actual projects and customer testimonials

• Intended for organizations that have decided to deploy Windows SharePoint Services (WSS) 3.0 and Microsoft Office SharePoint Server (MOSS) 2007 as an enterprise collaboration platform and want to know the next steps

• Not intended to help you decide if SharePoint is the best solution for your organization

• Primarily focused on new adoptions and will not cover how to deal with an existing SharePoint environment

4SharePoint in the Enterprise

Agenda• Overview• SharePoint as an enterprise solution• Pre-work• Deploying SharePoint in the enterprise• Adoption of SharePoint in the enterprise

5SharePoint as an Enterprise Solution

SharePoint as an enterprise solution• The challenge is…

• To make SharePoint collaboration and content management capabilities available to users making it flexible, easy to use, and support self-service

• While at the same time, centrally manage resources, secure information, control content access, and provide common services in a consistent user experience

• The goal is to…• Build an enterprise environment that supports distributed site

ownership that is bound to network infrastructure and policies as defined in a SharePoint governance statement

6SharePoint as an Enterprise Solution

Characteristics of organizations that have…• Successful SharePoint implementations

• Pre-define governance policies • Commitment to other Microsoft technologies• .NET development skills• Primary needs around collaboration• End-user empowerment desirable• Train and communicate polices to end-users• Understand when SharePoint is not the right solution

• Unsuccessful SharePoint implementations• Inadequate governance• Historically slow company-wide adoption of new Microsoft technologies• Mostly Java development skills• Primary use case of application integration• Deployed established and overlapping technologies• Strong desire for top-down deployment over bottom-up

7SharePoint as an Enterprise Solution

Implementing SharePoint as an enterprise solution• Without governance a tactical, grass roots deployment can result in out-

of-control content dissemination and explosive growth in unmanaged workspaces

• A strategic deployment is recommended• May require other Microsoft products for “full” functionality

• Outlook 2007 and Exchange Server 2007 (required for some unified messaging functionality)

• Gaps and weaknesses in the product not likely to change in near term• Lack of enterprise administration tools is fueling an emerging tools market

and Microsoft’s Codeplex (see Resources)• ASP.NET-based web parts model may force web services alternatives• Templates not as good as best-of-breeds• Confusing and fractured off-line strategy• No tagging, minimal social networking and XML feed management

8SharePoint in the Enterprise

Agenda• Overview• SharePoint as an Enterprise solution• Pre-work• Deploying SharePoint in the enterprise• Adoption of SharePoint in the enterprise

9Pre-work

Pre-work checklistSet up a deployment teamWrite up a statement of governanceIdentify key technical requirements

User requirementsInfrastructure and operationalPrimary business processes

Map out high-level site topologyDefine site security standardsDefine design and development standardsWrite up policies for usageCreate a deployment and rollout plan

• Goal: make it easy for end-users to do the right thing

10Pre-work

Set up a deployment team• Driven by Information Technology (IT)• Include the following stakeholders

• Executive and business managers who understand the business requirements

• IT personnel responsible for infrastructure and architecture• Developers (.NET ) and SharePoint designers• Content management and search personnel• Support and training personnel• End-users

• Assign roles and responsibilities to individual members• Decision makers, user liaisons, support personnel, adoption reviewers

• Use SharePoint for SharePoint planning• Create a workspace where the various groups involved can communicate

and collaborate

11Pre-work

Write up a SharePoint statement of governance• The goal of governance is to

• Reduce total cost of ownership• Encourage consistency, ease of use, and findability

• This is done by setting the boundaries within which the site owners have freedom

• Decide where IT will manage the system and where will users take over, and explicitly state what is centralized and what is decentralized

• Depends on organizational needs, culture, and current situation• A statement of governance should cover

• People: roles and responsibilities• Policy: what site owners should / should not do• Process: how to accomplish common tasks such as creating a new sub-site

or requesting a change to navigation• Security: how sites, collections, and lists will be locked down • Technology: define which technologies will be used for which activities• Experience: branding, consistent usability across sites, and findability

12

SharePoint Server Intranet Governance Model

Permanent Central PortalEnterprise SearchEnterprise Browse

CorporateBusiness TaxonomyWith DivisionalStakeholders

Per User

Ad Hoc SelfServicew/ Life CycleManagement

Permanent Division PortalsBusiness Process ManagementDivision NewsGroup Reporting & Scorecards

Semi StructuredGroup, Team, ProjectSites and Workspaces

Blogs, bios, Social networking

Source: Microsoft

Pre-work

13Pre-work

Identify key user requirements • User devices, environments, and applications

• Operating systems, devices, browser support, and productivity applications will drive what you can/will need to implement

• For example, SharePoint rich-text editors are only supported in Internet Explorer (IE)

• Other enterprise applications (e.g., SAP, CRM or other)• Tools and interfaces

• SharePoint falls short of best-of-breed wikis, blogs, discussion forums, and server-side XML syndication

• Offline requirements• SharePoint off-line strategy is fractured and may require a 3rd party tool

• Flexible subscription/syndication/notification options• Support personal preferences and reduce the potential for info overload

• Self-service tools• Use the MySite features to support personal information management

14Pre-work

Identify infrastructure and operational requirements• Evaluate the impact of SharePoint on existing infrastructure

systems• Desktop applications, specifically Office 2007• Unified Communications systems• Hardware and storage (plan for growth)• SQL Server• Network and server load balancing• Security, directory management, SSO, and ID management• Back-up and continuity• Site quotas and blocked file types• Lifecycle management of sites and content

• May need to work with other parts of the organization or deploy siloed instances to support your requirements

15Pre-work

Identify primary business processes• Primary platform applications

• Communication: e-mail, IM, presence, UC, audio, video conferencing, web conferencing, blogs, XML syndication

• Content/records management: file systems, document management systems, web content management, data repositories, search

• Line of business applications• Determine how SharePoint will/will not integrate with line of business

applications (e.g., SAP, CRM, ERP)• Existing collaboration, custom applications, and point solutions

• Will you keep them going? Migrate the applications? Simply retire them?• Other business critical processes

• Legal readiness and e-discovery• Compliance and reporting

16Pre-work

Map out high-level site topology• Identify internal, divisional, and external dependencies

• You’ll need to decide on how to organize the topology• By organization chart, divisions, geography, etc.

• Topology will identify gaps in your plans and drive decisions you make with respect to

• Site security • Information management• Site design and management delegation

HomeHome

PayrollPayroll

SupportSupportT & E T & E R & DR & D TrainingTraining

ExecutiveExecutive SalesSalesFinanceFinance ProductionProduction ITIT Customer Support

Customer Support

BODBOD

LegendAll accessLimited accessRestricted accessExternal access

Sample topology

17Pre-work

Define site security standards• Manage site access lists by exception• Define standard site access levels roles, groups, and

permissions

• Create directory groups that align with common site roles• Requires someone who will be responsible for directory group management

SharePoint Role Default Members (Directory groups & users) PermissionsSite Visitors Everyone Read only

Site Members Department group Contributor

Site Designers SharePoint Designers Designer

Site Owners Department managerSharePoint Administrators All

18Pre-work

Define design and development standards• Determine standard site templates, web parts, and branding

• Aim for consistent user experiences across sites (e.g., navigation, branding)

• Plan for resources to provide creation and customization of SharePoint websites

• Create policies, standards and deployment terms for customized applications

• Set up a test environment for testing/staging new applications• Review and certify applications before deploying to production

• Make sure branding, security, and other policy requirements are met

19Pre-work

Write up policies for usage• Provide clear instruction on how and when users should

work with SharePoint• What constitutes abuse or misuse of system• How to keep information secure information • When to use SharePoint versus other alternatives

• Provide information on how users can…• Get support and training• Request design and development services• Request new functionality

20Pre-work

Create a deployment and rollout plan• Start with a pilot program

• Choose a department or specific project• Collect feedback and make improvements • Don’t default to deploy pilot solutions into production

• Create a time-line for rollout• Don’t forget infrastructure dependencies

• Define an education plan• How will stakeholders learn what they need to be successful?

• Define metrics and measurements that will determine if the deployment has been successful

• What constitutes success for your organization?

21SharePoint in the Enterprise

Agenda• Overview• SharePoint as an Enterprise solution• Pre-work• Deploying SharePoint in the enterprise• Adoption of SharePoint in the enterprise

22Deploying SharePoint in the Enterprise

Deploying SharePoint in the enterprise checklistBuild out/upgrade system infrastructure Build initial site architectureSet up site securityBuild out system and applicationsProvide training

23Deploying SharePoint in the Enterprise

Build out/upgrade system infrastructure• Install add-ons

• Administration tools• Plug-ins/web parts to support user requirements

• Directory integration • Integration of MySite profiles with AD• List mail-in addressing• Create directory groups for site access lists

• Contingency plans• Integrate with back-up and recovery systems

• Scalability• Make sure the infrastructure will support anticipated network and usage

• Upgrade desktop applications (Office 2007)• Install or set up single sign-on capabilities• Set up test/staging environment

24Deploying SharePoint in the Enterprise

Build initial site architecture and set up site security• Follow site topology and create initial high-level sites• Make sure default site access lists are configured

HomeHome

PayrollPayroll

SupportSupportT & E T & E R & DR & D TrainingTraining

ExecutiveExecutive SalesSalesFinanceFinance ProductionProduction ITIT Customer Support

Customer Support

BODBOD

Site Contributors = Board of DirectorsSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = EveryoneSite Contributors = EveryoneSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Production TeamSite Contributors = Research and Development TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Registered CustomersSite Contributors = Customer Support TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

25Deploying SharePoint in the Enterprise

Build out the system and applications • Create common site templates and web part galleries• Migrate existing applications and content• Integrate with enterprise applications• Build new applications to support business processes• Address the holes where SharePoint falls short

• Integrate with other collaboration tools (e.g., IBM Lotus Domino)• Codeplex site (see Resources) for add-on tools• Web part model may not work with other applications

26Deploying SharePoint in the Enterprise

Provide training• Internal end-user training

• Site ownership as well as business process applications

• Train developers, designers and support personnel• Make sure that they have the skills to support the system and end-

use requirements

• Augment training systems with SharePoint to train and inform end-users (both internal and external sites)

• Announcements• Recorded demo libraries• Education site with tutorials and manuals

27SharePoint in the Enterprise

Agenda• Overview• SharePoint as an Enterprise solution• Pre-work• Deploying SharePoint in the enterprise• Adoption of SharePoint in the enterprise

28Adoption of SharePoint in the Enterprise

Many SharePoint success factors are non-technical• Some enterprise cultures are counterproductive for

collaboration• Internal competition instead of cooperation

• Changing working models• Highly disruptive to some users – expect push-back• Counter-act with incentives and promotional events

• Continue to measure your success• Follow the metrics you defined in the planning stages

29Adoption of SharePoint in the Enterprise

Expect the unexpected • Continued maturity of collaboration in the organization

will likely drive ongoing system and policy changes• Increased support requirements• Requests for added functionality• “Creative Solutions” to solve business problems

• Expect rapid growth of sites and content• Administrative tools and other add-ons are likely to be useful• Continue to adjust system and environment according to how it is

being used• Integrate policies around what you want users to do

30SharePoint in the Enterprise

Conclusion• SharePoint 2007 products and technologies have significant

potential to help organizations more effectively communicate, collaborate, and manage content

• However, SharePoint provides little in the deployment stages to foster sound enterprise governance and architecture

• Although the most complete platform yet, there are gaps that will not be resolved for years, if ever

• Organizations that have decided to deploy SharePoint as an enterprise solution will need to deploy an overall infrastructure that is designed to empower users and make it easier to manage

• Adoption of SharePoint depends on what happens before implementation

• Up front work done in the planning and design stages will result in an environment that is easy to use and will reduce end-user resistance

31SharePoint in the Enterprise

Resources• Microsoft governance site:

• http://technet.microsoft.com/en-us/bb507202.aspx• SharePoint Blogs

• http://blogs.msdn.com/sharepoint/default.aspx• http://blogs.msdn.com/joelo/http://blogs.msdn.com/joelo/• http://sharepoint.microsoft.com/sharepoint/default.aspx• http://blogs.technet.com/wbaer/• http://blogs.msdn.com/ecm/

• SharePoint planning• TechNet Planning overall: http://technet2.microsoft.com/Office/en-

us/library/9ccfb27f-ecba-4b7d-b9a0-88fac71478a31033.mspx?mfr=true• Capacity Planning: http://blogs.msdn.com/joelo/archive/2007/07/09/capacity-

planning-key-links-and-info.aspx• Security: http://blogs.msdn.com/joelo/archive/2007/06/29/sharepoint-groups-

permissions-site-security-and-depreciated-site-groups.aspx• File naming limits: http://blogs.msdn.com/joelo/archive/2007/06/27/file-name-length-

size-and-invalid-character-restrictions-and-recommendations.aspx• Codeplex

• http://www.codeplex.com/governance

32SharePoint in the Enterprise

Resources• Collaboration and Content Strategies documents

• Building Portals in SharePoint 2007 (June 11, 2007)• http://www.burtongroup.com/Client/Research/Document.aspx?cid=1076

• Office Communications Server 2007: A Pivotal Enterprise Decision (May 25, 2007)

• http://www.burtongroup.com/Client/Research/Document.aspx?cid=1071• Understanding Microsoft’s Unified Communications Foundation

(May 15, 2007)• http://www.burtongroup.com/Client/Research/Document.aspx?cid=1102

• SharePoint Application Development: Now Starring Office SharePoint Designer (March 29, 2007)

• http://www.burtongroup.com/Client/Research/Document.aspx?cid=1072• Microsoft Office/SharePoint 2007: ECM for the Rest of Us?

(Jan 26, 2007)• http://www.burtongroup.com/Client/Research/InDepthResearch.aspx?cid=32

33SharePoint in the Enterprise

Resources• Collaboration and Content Strategies Telebriefings

• Understanding Microsoft SharePoint v3/2007 in Context (November 2006)• http://www.burtongroup.com/Client/Research/Download.aspx?cid=1028

• Office/SharePoint 2007: Changing the Rules for ECM and Web Site Development (January 2007)

• http://www.burtongroup.com/Client/Research/Download.aspx?cid=1061

• Burton Group Institute – October 4, 2007 - Scottsdale AZ• SharePoint and Office 2007: New Enterprise Collaboration/Content

Opportunities and Risks • http://www.burtongroupinstitute.com/Scottsdale/• Email [email protected]