Scaling Up SharePoint

Scaling Up SharePoint:How to improve governance, adoption, performance and security of your growing SharePoint environmentinfo360

Technology Management Consulting Firm
Provide a unique blend of specialty IT services
Leverage proven industry expertise in strategy, technology and enterprise performance management
Focus on middle and Global 2000 market
Founded in 1992
Headquartered in Wakefield, MA
Large North American footprint
+ 330 Employees
+700 clients
+2400 projects completed to date
Publicly Traded (NASDAQ: EDGW)
4/4/2011
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Edgewater Overview

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4 Key SharePoint Trends
Rapid adoption
Major improvements in collaboration and content mgmt. capabilities
Enterprise scalability
23% respondents said usage set to double in the next 12 months 1
12% are hosting more than 1,000 team sites, 11% adding more than 25 sites a month 1
Even if it starts out small, SharePoint is likely to turn into an enterprise project
62% of CIOs said that SharePoint was a critical component of their technology portfolio 2
Treated as a true business application, similar to Microsoft Exchange or SAP
Collaboration is the most popular application, followed closely by document management, file-share replacement, portals & intranets
45% use SharePoint for collaboration between project partners, and 18% use it to interact with customers 1
1 – AiiM SharePoint Strategies and experience 2010
2 – IDG SharePoint Survey 2008

Governance – Business Management Problems 1
Insufficient workflow processes (44%)
Disorganized content (40%)
Lack of an over-arching site creation strategy (38%) – when are sites being created and abandoned
Chain of responsibility for site management
End-user Frustration 1
Are performance and user interface problems hindering productivity
Access and permissions problems – not enough/too much
What sites features are used and what is collecting dust?
Content Problems 1
Duplicated document or record copies/multiple content versions (42%)
Difficulty searching across multiple SharePoint sites (43%)
Rapid data growth without bounds
Site sprawl, with no policy on ownership and end-of-life
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Growing Pains
1 – AiiM SharePoint Strategies and experience 2010

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Risks Ahead

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SharePoint Maturity Curve
Well-Oiled Machine Based on Industry Best Practices
Organizations need to climb the maturity curve to survive
Basic Organization & Processes
Unmanaged Organic Growth

Combined offering with Axceler focused on:
Governance
User Adoption and Usage
Rights & Permissions
2010 Migration Readiness
Focused on low hanging fruit
Includes both software and services
Quick delivery and low cost of entry
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SharePoint HealthCheck

Rights & Permissions
Appropriate permission settings
Use of SharePoint groups
Use of Admin privileges
Content creation rights
Governance
Site provisioning process
Content creation and management process
Farm management
Rights assignment
Content creation and management process
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HealthCheck Focus

User Adoption
Current usage patterns
Interview based analysis of site usage
Identification of dead zones and problem areas
SharePoint 2010 Readiness
Combination of automated and Human Expert based analysis
Identify problem areas
Identify options for migration
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HealthCheck Focus (cont.)

Summary of Findings Presentation
Traffic Light Report
Security Model and Administration
Existence of and Compliance with Governance Policies
Trends in Usage and Site Activity
Performance and Storage
Comprehensive Site Analysis Reports
Storage capability
Size and number of files and items in lists
Use of managed features, web parts & more
Site & User activity reports
Migration Readiness Report
Hardware/software readiness (equipment, licensing, MS Office integration)
Customizations that could be replaced with out-of-the-box functionality
Highlight existing functionality that may require special treatment
Recommendations for the migration planning process and approach
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What You Get?

$20k-$25k for small to mid sized farm (1-3 servers)
4-5 weeks in duration
Includes software and services costs
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Cost & Duration

Edgewater Contact Information
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Ahmed HafeezDirectory of Technology781-224-9015ahafeez@edgewater.com

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Web Solution - Primary Offerings
Web Strategy
Integrated Portals
Custom Web Applications
E-commerce, CMS
B2B Web Rejuvenation
ROI
Web Strategy Roadmap
Redesign, Rebuild
6 Primary Solutions
Intranets
Extranets
Public Web Site CMS
Business Process
Document Management
Project Collaboration
Migration to SP 2010
Customer Intelligence
Web Intelligence
Web Analytics Framework
Strategy
Program MGMT
Analysis
Implementation
BI

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Web Solutions Practice
Web 2.0 Strategy
Competitive Analysis
Road Map Development
Organization Assessment
Operational Strategy
Budgeting & Planning

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SharePoint Key Offerings
Implementation
Customization
Custom Webparts and coding
Integration
Upgrades & Migration
Strategy, Architecture & Planning
Prototypes & Quick Starts
User Experience

Sampling of our Web Strategy, SharePoint & Portals Clients
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Challenge
Need to use technology to stay competitive
Create multiple environments for various audiences providing unified administration and consistent experience
Solution
Implemented SharePoint
Custom content targeting and security
Single sign on and legacy application integration
BI and Dashboards Integration
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Millers Mutual: SharePoint Based Unified Web Environment

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Millers Mutual: SharePoint Based Unified Web Environment

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Arkansas State Treasury: Extranet
The Arkansas State Treasury (AST) is responsible for cash management and investing of state moneys. In addition to cash management and investments, the Treasury distributes money to local governments from the state and also handles the distribution of local sales and use taxes.

CHALLENGE
Improve information dissemination, collaboration and communication with various third-parties, such as banks and state and local government agencies.
SOLUTION
Edgewater deployed an extranet based on SharePoint 2010 that enables external stakeholders to access account statements and other reports, complete regulatory forms, and stay informed. The new portal also enforces state policies regarding audit tracking and document retention
Key Technologies
Microsoft SharePoint 2010, Microsoft SQL Server 2008, .Net 3.5 Framework, Microsoft Windows Server 2008
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Arkansas State Treasury: Extranet

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Edgewater: Internet, Extranet & Intranet

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The End

For 23% of respondents, all of their office staff actively access SharePoint. This is set to double in the next 12 months
12% are hosting more than 1,000 team sites, with 11% adding more than 25 team sites a month
Collaboration is the most popular application, followed closely by document management and file-share replacement. Portals and intranets are the next most popular usage.
A third of implementing organizations have no plans as to where, and where not, to use
SharePoint, suggesting a lack of management direction. 26% reported that the IT department is driving the project with no input from information management professionals.
Team site sprawl, with no policy on ownership and end-of-life, is an issue for a quarter of users.
58% of active users do have a policy on site ownership and responsibilities, but only 19% on end-of-life.
Granularity of security and poor provision of records management were cited as technical shortcomings by 28% of users.
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Organic Growth

43% have yet to bring SharePoint-stored content into their existing retention and long-term archive policies, including 11% who feel that their exposure in these areas is being increased by SharePoint. Only 28% of active users have a legal-discovery/legal-hold policy that extends to SharePoint.
Only 22% of organizations provide their users with any guidance on corporate classification and use of content types and columns. Only 10% have a policy on dealing with emails and email attachments.
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Rapid data growth without bounds
We found that most companies are adding less than 25 sites per month, with just 11% of even the largest companies adding more than 25 per month, although they were the most likely to have no idea of the number being created.
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Even if it starts out small, SharePoint is likely to turn into an enterprise project. Plan accordingly.
Create a governance framework before rollout to manage team site ownership, classifications, templates, acceptable use, legal discovery, and email handling.
Do not attempt to rollout all features at once. However, be aware that team sites will collect documents from day one, and that will have many implications for document and records management.
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Rapid Growth
Companies start small but soon organic growth takes over
For 23% of respondents, all of their office staff actively use SharePoint; set to double in the next 12 months1
12% are hosting more than 1,000 team sites, with 11% adding more than 25 team sites a month!1
Even if it starts out small, SharePoint is likely to turn into an enterprise project
Mission Critical
62% of CIOs said that SharePoint was a critical component of their technology portfolio
Treated as a true business application, similar to Microsoft Exchange or SAP
Hub for Internal & External Collaboration
Collaboration is the most popular application, followed closely by document management, file-share replacement, portals & intranets
45% use SharePoint for collaboration between project partners, and 18% use it to interact with customers
4/4/2011
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3 Important SharePoint Trends

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Scaling Up SharePoint

by Edgewater on Apr 13, 2011

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Scaling Up SharePoint — Webinar Transcript