Guiding a Successful SharePoint Implementation

Guiding a successful SharePoint implementation
Randy Williams
Enterprise Trainer & Evangelist
randy.williams@avepoint.com
Twitter: @tweetraw
© 2011 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.

About your speaker
20 years in IT
developer, consultant, trainer, author
At AvePoint
Evangelist, Architect
Three-time SharePoint MVP
Lived in Singapore in 2009-2010
Currently based in San Diego, California

Today’s agenda
Part 1 (2:00 - 3:10)
Introduction & Overview
The Need to Plan
Defining the Business Solution
Governance
Q&A / Break / Social (3:10 - 3:30)
Part 2 (3:30 - 4:40)
Architecting the solution
Office 365
Addressing training requirements
Closing Remarks / Q&A / Social (4:40 - 5:00)

Challenges deploying SharePoint
It’s a business solution
Delivering ROI
Cultural changes
Managing the adoption balance
It’s a complex product!
Integration into existing systems
Enhancing the product
Delivering effective governance

The need to plan

Yes, you really need a plan
It’s still a project
SharePoint is one of the trickiest types of projects
Many stakeholders
Marriage of business and technology
Numerous dependencies
Plan and execute iteratively
Be sure to get executive sponsorship from the beginning

How can SharePoint Fail?
Lack of growth planning
Lack of governance model
Lack of governance board
Lack of executive sponsorship
Lack of operational planning
Lack of provisioning governance
Lack of strategy
Lack of user analysis
Lack of infrastructure planning
Lack of information architecture
Lack of change management

Defining the solution

What are your business goals?
Identify pain points and opportunities
Do not assume SharePoint is the solution
Describe the solution without technology
“I need a database that …”
“I want a web site to …”
Do the goals align with strategic plan?
Avoid getting too deep into the weeds
Prioritize

User Personas
Because users won’t just “figure it out”
Identify specific use cases that SharePoint can address
Validates SharePoint as a solution
Used to “sell” SharePoint to the business
Helps calculate ROI
Input into governance, testing, and training
How? http://www.hceye.org/HCInsight-Nielsen.htm

Organizing all requirements
Project Requirements

Addressing the gap
What about requirements that cannot be met by SharePoint?
Is SharePoint the right solution?
Build or buy?
Rich SharePoint ISV ecosystem
Workflow
Backup/Recovery
Records management/compliance
Storage optimization
Improved social features
Enforce governance

Design and deliver governance

Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals.
Microsoft - http://bit.ly/nmNSbj
What is governance?

Accountability

Accuracy

Restrictions

Appropriateness

Compliance

SharePoint Governance issues

Storage

Information Architecture

Proliferation

Lifecycle Management

Group management

WITH GREAT POWER THERE MUST ALSO COME - - GREAT RESPONSIBILITY!

People
Governance System

Policy

Process
Manual Enforcement
Automated Enforcement
Semi-automated

Technical governance
Define Your Requirements
Align Management Requirements with Controls and Scopes
Align Business Requirements with Controls, Features and Scopes
Overlay Information Architecture and Manageability

Ready for a break?
Q&A

Architecting the Solution

Logical design of SharePoint
Farm
Web Application
Service Application
Zone
Content DB
Site collection
Top-level site
List/Library
Sub site
Sub site
[Folder]
Item / Document

Server roles
Web front end (WFE)
IIS server that receives all direct HTTP requests from users
Application server
Runs service applications, such as Search, MMS, others
Also based on IIS
Uses WCF for communication
Database server (SQL Server)
Configuration database
Content databases
Application service databases

Scaling web front end
Very scalable role using load balancing
Active/active design
Can use either NLB (built into Windows) or hardware load balancer
In general
4 WFE per database server
1 WFE can support thousands of users

Scaling application server
Very scalable using SharePoint
Active/active design
Load balancing is built into SharePoint – no external configuration needed
Pay special attention to search (query and crawl)

Scaling database server
Add multiple database servers
Clustering is an active/passive design
only a high availability solution
Keep database servers dedicated
Virtualization okay – but small performance hit
Use high-quality SAN storage for best performance
Optimizing SQL Server for SharePoint http://slidesha.re/ialfZc

How can I decide where/how to distribute services across my farm?
Answer: Perform adequate testing to determine the right topology based on your requirements and budget

Single server farm
All roles on one machine
Only advised for development or test environments
No fault tolerance
Also known as a standalone farm – cannot be scaled out

Two server farm
Very common for small to some medium-sized organizations
In general, can support up to 2000 users
Farm can be scaled across all roles to as large as needed
No fault tolerance

Three server farm
Each server has its own role
Usually used with heavier search component
All application services are on application server except query
No fault tolerance

Small high-availability farm
Four server farm with all roles redundant
Database server can either beclustered or mirrored

Medium server farm
Comes in many flavors and sizes
Scale each role as needed
Delivers high availability and scalability

Large farm
Yes, SharePoint is uber scalable

Storage Capacity Planning
Content databases
Documents x Versions x Average Size = data size
10KB x [List Items + (Docs x Versions)] = Metadata size
DB Size = data size + metadata size + log
In general, max size should be kept under 200GB
Index space required
Size of Content DB(s) indexed * 0.035 = Index size
Index size * 4 = Disk Space Required
Spread across crawl db, property db, and file system

Remote BLOB Storage (RBS)
Store documents outside of content database
Save on storage costs
Best in file-heavy, read-centric environments
Best for larger files (on average >1MB)
Built in RBS support with SQL Server 2008 R2 (FILESTREAM provider)
Not advised for production – use third party
Performance tests show 25% reduction in average response time *
However, it does complicate recovery

Authentication
SharePoint supports two modes
Classic
Same as with SharePoint 2007
Works with all forms of Windows authentication
Easiest to configure
Common with intranets
Claims based authentication
New in SharePoint 2010
Supports custom providers
Must be used if you want forms-based auth (FBA)

Office 365

What’s in the Box?
http://office365.microsoft.com/

Microsoft’s Promise
99.9% uptime
Certified
Multiple datacenters
Geo-redundant
Shorter release cycles
http://www.microsoft.com/en-us/cloud/cloudpowersolutions/productivity.aspx?fbid=yk9RvqroDcr

Data Centers
$2.3B+ investment – geo redundant - environmentally sustainable

Missing Features Today
Business Connectivity Services
FAST Search
Performance Point Services
Project Server
Power Pivot
Secure Store Service
Limited device support
Full Trust Solutions

Latest Costs (per user/per month)
Professional and Small Business(less than 50 users)
P$6 – Exchange, Lync, SharePoint, Office Web Apps
Enterprise
E1 $10 – Exchange, Lync, SharePoint
E2 $16 – E1 + Office Web Apps
E3$24 – E2 + Office Pro Plus, Excel/InfoPath/Visio/Access Services
E4 $27 – E3 + voice capabilities
http://www.microsoft.com/en-us/office365/enterprise/subscription-plans.aspx

SharePoint 2010 Enterprise
Lync 2010
Exchange 2010
Office 2010 Professional
Sample Comparison
100 users
On-premises
Office 365 E3
$28,800 1st year
$28,000 2nd year
$28,000 3rd year
Infrastructure: Network, Servers, Administrator
Software: Windows Server 2008 R2, SQL Server 2008 R2, SharePoint Server 2010, Office 2010 Professional…
Cost?

To learn more about Office 365
Webcast recorded on 2 Aug 2011
Download from http://www.avepoint.com/sharepointuncensored

How to address training

Recommendations
Users will not “figure it out”
Training should not be product-centric
Task-oriented
focus on use cases and governance
remember user personas?
Identify one or two champions in each business unit
Train the trainer
Also works well for tier-1 support
Power users/site collection admins get additional training

Training resources
www.point8020.com
www.avantustraining.com
http://sharepoint.microsoft.com/en-us/resources/Pages/End-User-Training-Guide.aspx
http://www.microsoft.com/learning/en/us/training/sharepoint.aspx
http://www.sharepointshepherd.com

Register today and learn about these exciting topics:
Office 365: Does it Work in a Leap Year?
To BLOB or Not to Blob? Storage Optimization Demystified
Without Boundaries: Building SharePoint for Real Global Collaboration
Application Lifecycle Management: A Cautionary Tale
The Truth Behind SharePoint Recovery and Availability: Meeting you SLAs
Automating and Provisioning Change Management
Or visit www.avepoint.com for more information

Mark your calendars
Tracks

Q&A
Randy Williams
randy.williams@avepoint.com

© 2011 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.

Guiding a Successful SharePoint Implementation

by Randy Williams

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