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Fitting SharePoint into an IT Operations Model
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Fitting SharePoint into an IT Operations Model

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In many organizations, IT’s role in SharePoint is primarily reactive. SharePoint farm is installed and just handed over to users without any operating model, governance and/or proper training. ...

In many organizations, IT’s role in SharePoint is primarily reactive. SharePoint farm is installed and just handed over to users without any operating model, governance and/or proper training. SharePoint being SharePoint, grows organically and takes deep roots within the Organization. Eventually, IT management realizes how essential SharePoint has become for their organization. Everyone agrees that they need to invest more in SharePoint infrastructure, services and support. But, where should we start? Should we just hire more people? Should we train our existing staff? How do we manage operating costs? What’s the chargeback model?

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  • Tradition web for collaborationIt takes too long to service tickets Users don’t have control over managing their own content. Creating new site is a long and involved project. Huge development effort.Branding is hard to maintain.Different groups have different sites. People within different groups started taking the role of a web master.
  • In
  • Server Side v/s Client SideThis guy is a code warrior… he knows his way around visual studio… he can probably code something faster than the time it takes to find if the functionality is available OOTBThis is the guy you will go to when you need to …
  • Legal / regulatory requirements.

Fitting SharePoint into an IT Operations Model Fitting SharePoint into an IT Operations Model Presentation Transcript

  • 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.
    1
    2
    3
  • 1
    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
    SharePoint Administrator
    Roles
    Project Manager
    SharePoint Architect
    Business Analyst
    SSP Administrator
    SharePoint Solutions Architect
    SharePoint Designer
    SharePoint Trainer
    Site Collection Administrator
    Farm Administrator
  • SharePoint 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.
  • SharePoint Developer
    • 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 Administrator
    SharePoint Developer
    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
    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.
    1
    2
    3
  • 2
    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.
  • Lots of governance resources…
    SharePoint Governance Plan by Joel Oleson and Mark Wagnerhttp://technet.microsoft.com/en-us/library/cc262943(office.12).aspx
  • Lots of governance resources…
    Tools for SharePoint governance and manageability http://governance.codeplex.com/
    SharePoint Cross-Site Configurator
    SharePoint Site Recycle Bin
  • Next up… Cost
    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.
    1
    2
    3
  • 3
    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
  • The chargeback matrix
  • Aspects of an Operating model…
    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.
    1
    2
    3
  • Thank You
    Mayank Malik
    Blog: http://latenightsp.wordpress.com
    Email: malik.mayank@live.com