Evo conf - SharePoint for the first time

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This is my slide deck from the awesome SharePoint Evolution Roadshow in Manchester - June 2014

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Evo conf - SharePoint for the first time

  1. 1. A practical guide to planning SharePoint for the first time Business Track Mark Stokes
  2. 2.  Mark Stokes, MVP  Red Plane Ltd  http://www.redplane.co.uk  Mark.stokes@redplane.co.uk  @MarkStokes  SharePoint User Group North West Leader
  3. 3. Agenda  Phase 1 - Requirements  Phase 2 - Technology Selection  Phase 3 – Environment / Data Suitability  Phase 4 – Design Services / Platform  Phase 5 – Design your infrastructure  Phase 6 – Implement and test  Phase 7 – Launch / Support / Refine  Phase 8 – Business As Usual
  4. 4. Phase 1  High Level Requirements  User Requirements
  5. 5. High Level Requirements  Start by forgetting all about technology.  What is your business "problem" or "investment"?  More productive staff  new / better intranet for internal communication  enable remote / mobile / virtual teams  connect with external partners / suppliers / clients  improve business intelligence  implement better records managements  connect disparate systems into a single dashboard view  better document / content / records management
  6. 6. User Requirements  Engage users early to avoid resistance to changing the way they work  Ask their opinions on what you are aiming to achieve  Find out their current pain points  Understand the way they "really" work  Path of least resistance  Build user requirements  What you think they want / need  What they think they want  What they don't know they want (Apple / Henry Ford)
  7. 7. Phase 2  Technology Selection
  8. 8. Technology Selection  When you know what you want to achieve, you can check that SharePoint is the right tool..... Or part of the right solution  Know what SharePoint IS and more importantly what it ISN'T  Run your ideas by an experienced consultant to see if there are known "foibles" with what you want to do  Make sure you compare alternatives to prove you made the right judgement should someone come asking  Huddle, Google Apps, Documentum, Lotus Notes, Umbraco, etc
  9. 9. Technology Selection  Based on your expected number of servers / users and Standard or Enterprise, get an early indicative estimate of license costs.  SharePoint can be expensive.  Make sure you can afford it.  Engage yourself in the technologies ASAP  SharePoint User Group (http://www.suguk.org)  Training Courses  Prototype environment(s)
  10. 10. Phase 3  Environment suitability  Data suitability
  11. 11. Environment Suitability  Think about external systems that you might want to "integrate"  What are they? What APIs do they expose?  How do they relate to other external systems?  Can they handle / cope with the extra demand of being integrated within SharePoint?  Who are and where are your user objects hosted?  Active Directory? Non-MS directory?  LDAP query to filter out unwanted objects (such as disabled accounts)  Where is User Profile information stored?  AD? ADAM? HR application? SQL server?
  12. 12. Environment Suitability  Who are your users and where are they located?  Central / single office?  Multiple offices in the same country?  International?  On-the-road mobile sales force?  Home workers?  Locations with limited network access – Building / construction sites? – Remote areas? – Underwater in sub-marines for 6 months?
  13. 13. Environment Suitability  What does your network / internetwork infrastructure look like?  Can it will handle the load? Does it need some investment?  Desktop and devices  What OS / browsers / office are your users using? Do they need upgrading?  Smartphone and tablet access?  Support capability  Do you have the technical capability to implement / manage a SharePoint Environment?  Experience is needed, not just training courses  Love and attention compared to most IT Services
  14. 14. Data suitability  Where is your data currently stored?  Computer desktops  File shares  Exchange public folders  Spreadsheets  External systems  Can you "Tidy up" your data early on?  Junk in, Junk out  Collate content and categorise in folders  Identify latest versions and remove duplicates  Archive old data
  15. 15. Phase 4  Design your services  Design your platform
  16. 16. Design your services  Don't design a bunch of SharePoint Servers that the business can use to host stuff on  Do design the services that you want to deliver and then build the infrastructure to support that  MySites  Intranet Publishing Site  Search Portal  etc  Understand the information flow around and between these services  Information management lifecycle
  17. 17. Design your platform  We are still not thinking about servers at this point…  Design your Platform with a long term strategy in mind  You can make your life very difficult if you don't consider the long term governance of the platform, e.g. How are managed metadata service applications going to be governed and used by the business?  Limit your scope and build a roadmap  Ease it on to the business – Limit requirements on the infrastructure to ensure it can cope – Less to go wrong, less to support – Less "change" for the users to learn – Less to deliver in each phase  Learn as you go  Accept that you will never be "done"
  18. 18. Phase 5  Design your infrastructure
  19. 19. Design your infrastructure  Where will SharePoint be hosted?  On-premises  Azure  Hosted  Office365  Hybrid  Farm Structure  Centralised farm  Multiple farms (connected or not?)  Services farm(s) (such as search) and content farms?  Regional farms with / without a central core farm
  20. 20. Design your infrastructure  SharePoint Landscape  Pre-Production farms (dev, test, QA)  Production farm  Disaster Recovery farm  Backup / Restore plan and SLAs
  21. 21. Phase 6  Implement and Test – Infrastructure  Implement and Test - Services
  22. 22. Implement and Test - Infrastructure  Build the platform  Test the platform  Stress test the platform  Test the Backup AND Restore processes  Test the DR plan
  23. 23. Implement and Test - Services  Services implementation can start in parallel to your infrastructure  Agree service pack and patch levels and build developer environments
  24. 24. Phase 7  Launch  Support  Refine
  25. 25. Phase 8  Business As Usual  Governance  SharePoint CoE  Constant Communication
  26. 26. Governance  Change Control process  Deployment processes  Governance plans
  27. 27. SharePoint CoE  Steering Committee  SharePoint management  Business / IT Contacts  Projects Management Office  Training / Communications  Support  Implementation (SMEs, Developers, Ias)
  28. 28. Constant Communication  Keep users updated on the roadmap  Highlight new features  Promote user self- support communities  Allow them to share tips and tricks  Lunch and learns
  29. 29. Thank you for attending!

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