Slide deck from Kollabria SharePoint roadshow - focus on project approach, goverance, adoption planning, and architecture considerations.

1. Implementing SharePoint 2010 Projects Andy Hopkins Partner / Principal Consultant andrew.hopkins@chrysalisbts.com

2. Who Am I? Chrysalis | BTS - Partner Chrysalis BTS focuses on vision and strategy, development and deployment, and process management of Information Management solutions for our clients Microsoft – Technology Development Manager Assisted global alliance partners in developing their solution strategies around SharePoint technologies Lexis-Nexis – Director Systems Engineering Prior to Microsoft, 13 years at Lexis-Nexis years in various roles from developer of search solutions to Director of Systems Engineering

3. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

4. SharePoint Supports Wide Variety of Applications Extranet Portals Business Process Complex Extranets Dashboards Collaboration Sites Office Workflows Simple Intranets

5. Applications Range from Simple to Complex

7. Longer Delivery Cycle

9. Short Delivery Cycle

11. Information Work and Task Work Information Work Task Work Process bound Managed tools Forms based entry Transaction focused High scale Collaborating Ad hoc processes Document creation Data discovery Highly personalized

12. SharePoint Products and TechnologiesApplication Platform for Information AND Task Workers Document collaboration Information discovery Information Management Surface for business data User managed Widely accessible Business Process Management Sites Communities Composites Content Insights Search

13. Line of Business Applications on SharePointApplications deployed worldwide Contract Management Legal Case Management Real Estate Management Grant Management Permitting & Licensing Health & Human Services Case Management Insurance Claims Processing HR Self-Service Investigation Management Student Information Systems (SIS) Recruiting Management Call Center / 311 Healthcare Dashboard Product Production Optimization Dashboard Supply Chain Management Product Lifecycle Management

14. SharePoint 2010 Minimizes Key 2007 Risks Improvements in integration Expanded ECM capabilities Expanded search applications Improvements in application lifecycle management Improved scalability Less coding for workflow apps

15. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

16. Solution Success goes well beyond Technology Training Technology 20% Support Policies Communication Deployment Documentation

17. Common Implementation Mistakes Jumping into implementation without an enterprise strategy aligned to business objectives Not treating SharePoint like an enterprise application Not defining policies on what to use SharePoint for (and what not to use it for) Empowering users without appropriate training and guidance (i.e. security management) Not planning for scale and/or growth Not providing SharePoint as a centralized service for the organization Not testing the backup/recovery process

18. Implement a Governance Model Ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value Avoid portal, team site, and content "sprawl" Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’; users need to understand the value to get the benefit Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility” Ensure that content quality is maintained for the life of the portal Consistently provide a high quality user experience Establish clear decision making authority and escalation procedures

19. Governance Model Top Ten Clear Vision – Defined Business Goals and Outcomes Well Defined Roles and Responsibilities – Strategic Champion Deployment Model Not all Governance Models are created Equal – Multiple Models is OK Policies – Regulatory Compliance Guiding Principles Launch and Roll-out (Adoption) Strategy Content Management Plan Training Plan Governance Model Document

20. SharePoint 2010 Considerations Social Computing Implications Increased emphasis and availability of social computing means more types of content to govern “Social Data” Tagging, bookmarks, ratings Wikis Blogs Profiles

21. SharePoint 2010 Considerations Managed Metadata Consistent Terminology / Enterprise Taxonomy Better Navigation / Filtering Better Search Results Easier on Users But…potential for confusion What is Metadata? Managed Keywords vs. Managed Terms Document Columns vs. Social Tags

22. SharePoint 2010 Considerations Records Management In-Place Records vs. Records Archive You’ll likely use both – need to decide which and when Has effect on: Record retention rules Which users can view records Ease of locating records (Collaborators vs. Records Managers) Maintaining each version as a record Records Auditing Site Organization (and number of sites used) E-Discovery Security If you are doing Records Archive, you need a records manager role!

23. SharePoint 2010 Considerations Content Organizer Partitioning Mechanism Do you use it? “Where did my document go?” SharePoint Customization SharePoint Designer: Off or On? Partially Trusted vs. Fully Trusted Code Excel and Access Solutions

24. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

25. Traditional ECM Project Challenges A conservativefailure rate estimate of ECM projects within large organizations is 50% Source: Doculabs 27% of ECM users are highly disappointed in their ECM implementationsSource : Jupiter Research

26. Why SharePoint Adoption Can Be Hard What is SharePoint exactly? Collaboration Portal Search Content Management Applications About 20 other things! New ways of working creates cultural shifts that take significant time to adopt

27. Adoption Curve The Roll-out strategy must focus on most effective approach to driving employees to adoption over time When adopting a new technology, users typically pass through five stages, each involving a progression of behaviors and needs 100% Awareness Learning Trial Application Adoption Adoption Stage/Time

28. What Users Want Connecting SharePoint to Business Goals Users want to see the connection Outcomes, not requirements Elegant Solution Design Don’t make users go through five screens to do one task What’s in it for me? Users want to understand what they get out of using the system (why they have to add metadata, for example)

29. Must-Have Elements to Adoption Strategy Communication Plan Training Plan Content Conversion Plan User Support Plan Incentives and Reward Plan

30. Communication Plan Leverage Experts and Champions CEO Memos Town Hall Meetings Break Room Posters Make sure you have an ongoing plan for continuous communication

31. Training Plan Training: Not just for Developers and IT Also For: Power Users (Site Owners) Visitors Members Web Content Contributors Workflow Approvers “just-in-time and just enough”

33. User Support Plan Contact Person for Every Page Use pictures and contact info Internal Site Owner User Groups/Communities Empower users to help each other Get the IT Help Desk on board Giving users power means more questions End-User Feedback Loop Get feedback in two ways: Metrics-based (number of users, rating scale, etc) Anecdotes (good/bad experiences) End-User resources (guides, help, etc)

34. Incentives & Reward Plan Answer “What’s in it for me?” Show (with real data) why something is useful Provide Recognition for Content Contribution Money talks; so do titles & certificates Have a Fantastic User Experience Invest in an information architecture

35. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

36. SharePoint 2010 ArchitectureMore Scalable Significant work invested in SQL (to eliminate locks, etc.) New Service model and Timer job affinity allows server “grouping” Extensive performance and reliability testing Highly scalable Search Architecture

37. SharePoint 2010 ArchitectureMore Flexible Server number can now be much larger (Tens of servers in a single farm) Enterprises can write their own services that take advantage of the SharePoint infrastructure Example: Kodak Capture Service (coming end of summer) PowerShell scripting replacing STSADM

38. SharePoint 2010 ArchitectureTiers WFE Tiers – Some changes, some optimization App. Server Tiers – Many changes SQL Tiers – Some changes, heavy optimization

39. SharePoint 2010 ArchitectureWeb-Front-End Servers – Highlights Ribbon UI Claims-based identity Throttling features to handle peaks gracefully Memory Optimization => less memory issues New Usage Logging API Caching improvements

40. SharePoint 2010 ArchitectureApplication Server Services List of services that can run on Application Servers: Native Access BDC Excel Services Performance Point Visio Services Word PPT Office Web Applications Project Server More will come… Custom Applications

41. SharePoint 2010 ArchitectureSQL Tier Changes Many more Databases to manage Granular Database Structure ‘Service Application’ Database is split up =>many new features have their own Database Partial List of services with own database: Search People / Profile Import Tagging Taxonomy InfoPath (session state) Secure Store LOBi Web Analytics Performance Point

42. SharePoint 2010 Architecture Farm-Level Changes Service Model - Paradigm Change: SSPs are no more! Reasoning: Unusual concept Hard to deploy and manage Unable to scale: too many services in one database New concept is “Service Application” or “Service App” Shared services split out into separate services Profiles, Audiences => People Service App Search => Search Service App Excel => Excel Service App BDC => BCS Service App There are also many other new Service Applications Service Applications can be ‘Cross-Farm’ instead of ‘Parent-Child Farm’

43. A Universe of SharePoint Deployments Your Star No Cookbook

44. What Differentiates SharePoint Deployments? Hardware, Setting and Topology Facts: # of servers, HW spec, rolesTuning Options: Add WFE or App Server, tune settings Your Star . Dataset Facts: #of Site collections, DBs, Web Apps, Data SizeTuning Options: Split Site Collections, Balance Content DBs Workload Facts: purpose, services, # of Total users, concurrency, RPSTuning Options: Split farms, disable services, block clients Health And Performance Score (The SLA) Availability, Latency, Throughput, Responsiveness, Failure Rate…

45. Choosing an Architecture Consider both logical and physical aspects Start with a logical architecture Build it out to a physical architecture Low scale -> Medium scale -> High-scale Scale out as needed

46. Logical Topology Considerations Business Needs Organizations may need isolation between respective Services Regulatory Restrictions Geo Political Regulatory Information Architecture Architecture of Web Sites influence association to Services

47. Physical Topology Considerations Scale Scale-up vs. Scale-out approach influences physical topology Link Latency Host Services close to Users and Content Directory Architecture Host Services close to Directory for better auth, profile sync etc.

48. Scaling Services – Step 1 Scale within the farm Scale-up Scale-out on each tier Add Web Front Ends for content servers Add Application Servers for compute-intensive services Scale SQL for data-centric services ‘Affinitize’ Specific Web apps to WFEs using NLBs Services on specific app servers

49. Scaling Services – Step 2 Multiple content farms Split services into separate farms Security boundary Usage/scale Political / organizational Patching flexibility Multiple Services farms Geo-distributed Load Start by separating out Search

50. Sample Topologies Proof of Concept/Demo Environment Small Organization Medium Enterprise Large, Distributed Enterprise These are examples, not prescriptive guidance

51. Standard Architectures Schematic Diagram, not to be use as a recommendation for Server Counts Limited deployments minimum services up to 5000 users (~5 RPS) 50-100 GB of data Demos and Dev Boxes WFE & App Servers Single Server SQL Small Farm

52. Standard Architectures Schematic Diagram, not to be use as a recommendation for Server Counts WFE Large Enterprise Up to 500k users (~500 RPS) 10-20 TB of data Federated Services App Servers Common Enterprises 10-50k users (~50 RPS) 1-2 TB of data WFE SQL App Servers Limited deployments minimum services up to 5000 users (~5 RPS) 50-100 GB of data SQL WFE & App Servers Demos and Dev Boxes SQL Medium Farm Single Server Small Farm Large Farm

53. SharePoint 2010 Guidance 64-bit Servers only! Enabling 2010 features will require more power! Dedicate SQL power to Logging DB and Web Analytics Recommended Hardware Requirements*: WFE and Apps Servers** - Dual processor, 8 GB RAM SQL Server** - Quad Core, 16 GB RAM Recommended Software Requirements Client – IE7 (IE8 preferred) / Fire Fox 3.5/ Safari for Mac browsers 64-bit Windows Server 2008 (or 2008 R2) 64-bit SQL Server 2008 R2, 64-bit SQL Server 2008 or 64-bit SQL * These is initial guidance and is subject to change ** Recommended requirements to hold a production deployment

54. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

55. Building Composite Applications

56. Interoperability Business Connectivity Service External Lists Workflow Data Form Web Parts Desktop Application Integration (Excel, Access, Visio, InfoPath) Federated Search 2010 2010

57. Features

58. Presentation Web Browser Desktop

59. Business Connectivity Service No code connectivity to external data sources Direct item binding via External Content Types Full CRUDQ support (read-write) SharePoint Designer integration Offline access to external data Fully indexed and searchable 2010 2010 2010 2010

60. BCS Architecture

61. WCF – Windows Communication Foundation Legacy web services deprecated in favor of WCF Common web services still available Native WCF support built into platform NTLM, Basic, Forms Authentication and SSO Direct binding of list items via External Content Types Service-scoped timer job infrastructure Service management via Central Administration 2010 2010 2010

62. Agenda High Value Applications Capabilities Planning Best Practices Governance Adoption Deployment Best Practices Architecture / Capacity Data Integration Next Steps

64. Appendix

65. Microsoft’s 2010 Dog-Food Farm Description: Team Collaboration Portal & Social Networking Day to day work and internal experiments Data Set: Workload: Search Full Crawl generating ~75%

67. 7 WFEs/App Servers [8 Core, 16 GB, Win 2008 R2]

68. 1 SQL Servers [8 Core, 32 GB, SQL 2008]

69. 1 SQL Server for the Logging DB [8 Core, 16 GB, SQL 2008]

70. EMC SAN Storage (70 Disks)3 General WFE 1 WFE dedicated to search crawl 1 App Server: Central Admin User Profile Service Metadata Management Service Word Conversion Service 2 App Servers: Excel Calc Service Office Web Access Service Web Analytics Service Access Service Visio Graphics Service Performance Point Service PowerPoint Broadcast Service Sandboxed Code Service Business Connection Service Health and Performance Score: Microsoft’s 2010 Dog-Food Farm