Fitting SharePoint into an IT Operations Model

Fitting SharePoint in IT operating model

Operating Model
An operating model is a set of guidelines for business architecture that enable a company to grow it’s business.

IT Operating Model
An operating model is a set of guidelines for business architecture that enable IT to grow it’s business.

IT Operating Model
An operating model is a set of guidelines for business architecture that enable IT to grow it’s services.

IT Operating Model
An operating model is a set of guidelines for technology and infrastructurethat enable IT to grow it’s services.

SharePoint Operating Model
SharePoint operating model is a set of guidelines for technology and infrastructurethat enable IT to grow it’s SharePoint services.

People
Governance
Costs
Key areas of SP Operating Model

Before SharePoint
“I have other, more important things to worry about” - CTO
“I am overwhelmed” - IT
“I hate our websites. We need something better” - Stu

Everyone is Happy

SharePoint grows like this

After SharePoint
How am I supposed to know what happened? I don’t even use SharePoint. Besides, the server is up and all the services are running” - IT
“Just get it fixed.” - CTO
“I can’t do my job. IT needs to get their act together and fix SharePoint.” - Stu

Let’s hire a SharePoint guy!
We don’t have any governance. That’s the problem!
Let’s throw more hardware at it!

Should we hire more people?
Should we train existing staff?
Who needs training?
What kind of Governance do we need?
Do we need capacity planning, reporting, monitoring…?
How to manage operating costs?
What’s the chargeback model?
Will it scale?
Where do we start?

Our Goal Today
PEOPLEYou’ll be able to explain the different SP roles and responsibilities.
You’ll be able to estimate how many people you need in your SP team.
GOVERNANCE
You’ll be able to explain why Governance is important.
You’ll be able to identify what Governance will NOT do for you.
You’ll be able to find more governance resources.
COST
You’ll be able to determine if chargebacks are right for you.
You’ll be able to differentiate between different types of chargeback models.
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People
SharePoint team, Roles and Responsibilities

SharePointConsultant
Content Manager
SharePointDeveloper
Power User
SharePoint Administrator
Roles
Project Manager
SharePoint Architect
Business Analyst
SSP Administrator
SharePoint Solutions Architect
SharePoint Designer
SharePoint Trainer
Site Collection Administrator
Farm Administrator

SharePoint Consultant
Content Manager
SharePoint Developer
Power User
Roles
Project Manager
SharePoint Architect
Business Analyst
SSP Administrator
SharePoint Solutions Architect
SharePoint Designer
SharePoint Trainer
Site Collection Administrator
Farm Administrator

Monitors and manages SharePoint farm.
Manages services related to SharePoint.
Maintains backups.
Installs solutions, patches, third party software,
PowerShell expert.
Has working knowledge of other products such as Windows Server, SQL Server, IIS, Active Directory, MS Exchange.
Maintains a basic understanding of .NET framework and ASP.NET.

Knows his/her way around visual studio.
Writes custom web parts. Understands business needs when developing solutions.
Tests, debugs, deploys and documents custom solutions.
Has a deep understanding of OOTB SharePoint web parts and functionality.

SharePoint Designer
Manages all visual content in SharePoint.
Creates and maintains custom master pages, templates.
Creates and maintains custom CSS and JS.

SharePoint Architect / Consultant
Knows SharePoint at a granular level.
Understands what is available OOTB and knows the limitations of OOTB features.
Can help out with either development or administrative tasks.

SharePoint Power Userno-code developer
Very important role.
SharePoint Evangelists.
Self-proclaimed SharePoint Designer experts.
Candidates for SharePoint Governance / Steering Committee.

SharePoint Designer
SharePoint Architect / Consultant
Power User
Roles

How many people do I need to hire/ train?

How many people do I need to hire/ train?
“It depends” on –
The number of SharePoint Farms
SharePoint Version
Type of install – internet, intranet, extranet
Database Size
Number of Users
Branding Consistency?
Training needs?
Governance model?

Next up… Governance
GOVERNANCE
COST
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GOVERNANCE
and the role of IT

Why do I need effective governance?
Ensure content quality (accurate and relevant)
Provide quality user experience
Deliver business value

Why do I need effective governance?
CONTENTEnsure content quality (accurate and relevant)
UI / UXProvide quality user experience
FUNCTIONALITYDeliver business value

Governance is not a project. It’s a process.

Governance will not fix your SharePoint Farm.

Don’t try to boil the ocean. You’ll only kill fish!

Operational v/s Solution Governance
Addresses Infrastructure, farm-level policies and architecture, SLAs
Addresses how to manage solutions over time as they evolve in response to ever changing business needs.

Essential elements of Operational Governance
Availability
Redundancy
Monitoring
Backup and Recovery
Retention and Disposition policies
DR
Recovery Time Objective (RTO)is the duration of time and a service level within which a business process must be restored after a disaster or disruption.
Recovery Point Objective (RPO)describes the acceptable amount of data loss measured in time.
AvePointDocAve

Essential elements of Solution Governance
Site Lifecycle Management
Provisioning, Retention, Archival
Self-Service site creation
MSIT Delete Capture
Branding
Classification of Content and Quality Control
Search

Lots of governance resources…
SharePoint Products and Technologies Governance Checklist Guidehttp://technet.microsoft.com/en-us/library/cc261826(office.12).aspx
Covers everything from information architecture, infrastructure, communication management, testing, provisioning, training, taxonomy, executive sponsorship.

SharePoint Governance Plan by Joel Oleson and Mark Wagnerhttp://technet.microsoft.com/en-us/library/cc262943(office.12).aspx

Tools for SharePoint governance and manageability http://governance.codeplex.com/
SharePoint Cross-Site Configurator
SharePoint Site Recycle Bin

Next up… Cost
GOVERNANCE
COST
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Costs
Chargebacks and how to recover costs

Corporate Overhead - tax
IT costs are incurred by a centralized department in an organization.
All business units share the cost equally and pay tax for IT services.
Simple accounting strategy for cost allocation.

Chargebacks
IT plays the role of internally sourced service provider. Measures usage / consumption.
Costs are literally charged back to the business units on whose behalf they were incurred.

Can chargebacks work for SP?
Internal chargeback model can work if it does not cause internal systems to compete with each other.
Chargebacks can influence adoption.

$ / Storage
Departments pay a fixed fee based upon site quota.
Pricing model is easy to implement and manage.
Pricing may cause internal systems to compete with each other – network drives, SharePoint, Exchange… etc.
Users may circumvent cost by creating multiple sites with smaller quotas. This will in turn cause unmanaged and unorganized information growth.

$ / sites
Departments pay a fixed fee for each site provisioned for their use.
Forces users to think carefully about site hierarchies and information management. Promoted structured growth.
Users might spend too much time consolidating sites to save money.
Manageability issue.
May drive adoption down.

$ / Users
Departments pay a fixed fee for each contributor, owner, site administrator per site collection.
Since users pay upfront for unlimited usage, they have a higher incentive to use SharePoint to maximize their ROI.
May drive up adoption.
Pricing model is hard to implement on existing installation.

Which chargeback model is right for you ?
“It depends” on –
SP Maturity
Barriers of Entry

Rate your organizations SP maturity
Early stage
document storage, some LAN drive replacement.
Lists, task management
Mid stage
Information does not live elsewhere, System of Record
Business specific lite apps
Mature
Lots of users, many contributors
Reports and KPIs
Workflows, Processes designed around SharePoint offerings
Large scale enterprise solutions

Are there any barriers of entry ?
Lock-in
IT is the sole server provider
Competitive
IT competes with external vendors

The chargeback matrix

Aspects of an Operating model…
GOVERNANCE
COST
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Thank You
Mayank Malik
Blog: http://latenightsp.wordpress.com
Email: malik.mayank@live.com

Fitting SharePoint into an IT Operations Model

by malikmayank

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