SharePoint Fest 2011ECM 102 - ECM Patterns for Large EnterprisesMichael SteinbergPrincipalmichael.steinberg@parivedasoluti...
Who are we?                        Business Drivers                                                                       ...
From Extranets to My SitesHow do I plan for all this content?• The challenge: you need to  plan for a range of content  in...
Take away from today’s session• Identify common usage patterns for SharePoint• Understand different ways to structure site...
SharePoint Usage Patterns  • Extranet – customer / supplier portals  • Internet – anonymous public facing content  • Intra...
Differing Management PatternsExtranet      Internet   Intranet        Document        Collaboration        MySites        ...
SharePoint Software BoundariesStructure         PurposeFarm              •   Servers                  •   Solutions (custo...
Information ArchitectureHow should I organize this stuff?• Site Structure & Navigation• Classifying and Tagging Content
Site Structure and Navigation Organize sites to fit how people work with information                   Intranet           ...
Site Structure and NavigationOrganize sites to fit how people work with information   Intranet                            ...
Demo: Intranet Sites Example
Site Structure and NavigationOrganize sites to fit how people work with information   Document  Management                ...
Demo: Document Management Example
Site Structure and NavigationOrganize sites to fit how people work with informationCollaborationTeam A     Team B     Team...
Demo: Team Sites Example
Classifying / Tagging InformationCapture data to support how people expect to findinformation• Content Types• Managed Meta...
Classifying / Tagging InformationCapture data to support how people expect to find informationContent types describe items...
Classifying / Tagging InformationCapture data to support how people expect to find informationManaged metadata provides hi...
Classifying / Tagging InformationCapture data to support how people expect to find informationSharePoint 2010 allows us to...
Classifying / Tagging InformationCapture data to support how people expect to find information• Search spans all web appli...
Lifecycle Management•   Content Retention and Classification•   Site Provisioning•   Storage Planning•   Security Planning
Content Retention and ClassificationImplement retention policies that are appropriate foryour organizations work patterns ...
Content Retention and Classification                   Intranet                                                  Document ...
Site Provisioning• Opening site creation up to the masses can result in an  uncontrollable mess• Closing off site creation...
Site Provisioning                     Intranet                                               Document                     ...
Storage Planning• Web Applications manage a database pool• Site Collections bound to a single database• Limit to 100gb – 2...
Storage Planning         Intranet                     Document                     Collaboration                    MySite...
Security Planning                     Extranet         Internet        Intranet         Document       Collaboration      ...
Team sites: one site collection or many?• Use subsites under one site collection if these  conditions are met:   – Securit...
Team sites: one site collection or many?• Use separate site collections in these situations:   – Security: Separate permis...
Summary• One tool can “rule them all” but consider the unique  usage patterns of each area of functionality   – Split thin...
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Pariveda ECM Patterns for Large Enterprises - chicago

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Pariveda ECM Patterns for Large Enterprises - chicago

  1. 1. SharePoint Fest 2011ECM 102 - ECM Patterns for Large EnterprisesMichael SteinbergPrincipalmichael.steinberg@parivedasolutions.com
  2. 2. Who are we? Business Drivers Increased The Convergence of Business and IT Effectiveness Technology Drivers Strategic Services Technology Solutions► IT Strategy ► Project Recovery ► Portals and Enterprise ► Mobility Developing a business strategy Assessing critical issues in a Content Management Adding a mobile framework to an and actionable plan for the IS high risk project and Planning, implementing existing application where organization to better serve its developing and and extending Microsoft laptops are simply not mobile business implementing a plan to see SharePoint and other enough – or help you reach the project through to portal solutions, including customers for whom surfing the► IS Effectiveness success custom solutions internet on a smart phone is Implementing specific initiatives second nature. to improve the people, ► Project Management ► Business Intelligence structure, processes and Managing the execution of Developing data ► Customer Relationship supporting tools that make an IS a set of IT efforts to ensure warehouses and the Management organization more effective that resources are properly reporting services that Dealing with the dimensions of provisioned, issues are leverage them to support client interaction.► Business Systems Planning resolved and risks are decision making Developing an applications and mitigated to ensure success ► Systems Integration technology architecture and ► Application Development Developing and implementing an implementation plan to support Designing, developing and integration strategy to link the business strategy integrating custom heritage systems and provide a application solutions using foundation for future Microsoft .NET or Java EE development frameworks National Systems Integrator Dallas - Houston - Seattle - Chicago - Denver - DC - Detroit - Atlanta - San Francisco - NY
  3. 3. From Extranets to My SitesHow do I plan for all this content?• The challenge: you need to plan for a range of content in your enterprise• Different areas of content have different audiences and different interactions Extranet MySites• Therefore, your planning for Site Structure, Governance and Security will need to reflect the range and diversity of the content
  4. 4. Take away from today’s session• Identify common usage patterns for SharePoint• Understand different ways to structure sites and content• Overall, the goal is to choose a simple plan and design with considerations for – Maintainability – Usability – Scalability
  5. 5. SharePoint Usage Patterns • Extranet – customer / supplier portals • Internet – anonymous public facing content • Intranet – employee / corporate communications • Document Management • Collaboration – team or department workspaces • My Sites – social networking and workspace
  6. 6. Differing Management PatternsExtranet Internet Intranet Document Collaboration MySites Management High Governance Low Few Information Contributors Many Many Information Consumers Few Central Security Management Distributed High Branding Low
  7. 7. SharePoint Software BoundariesStructure PurposeFarm • Servers • Solutions (customizations)Web • Base UrlApplication • Authentication Method • Available StorageSite Collection • Security Container (Groups / Permissions) • Allocated StorageSites • Content Containers (Libraries / Items) Web Application Site Collection Root Site Site Site List List Library
  8. 8. Information ArchitectureHow should I organize this stuff?• Site Structure & Navigation• Classifying and Tagging Content
  9. 9. Site Structure and Navigation Organize sites to fit how people work with information Intranet Document Collaboration Home Management Team A Team B Team C Team D Departments Shared Regions Support Project Project Project Services Site A Site B Site C Project Project Engineering Administration North East Desktop Library Library Library Project Sales Accounting Central Applications Library Library Library Communicatio Team E Team F Team G Team H Marketing Finance West ns Library Library Project Project Project Product South East Premises Development ProjectExtranets and Internet sites My Sites also follow often follow this pattern this pattern
  10. 10. Site Structure and NavigationOrganize sites to fit how people work with information Intranet HomeDepartments Shared Services Regions Support • Hierarchical navigation Engineering Administration North East Desktop • Often mirrors how users view the company Sales Accounting Central Applications • Single site collection per ‘portal’ Marketing Finance West Communications • Navigation is automatically security Product Development South East Premises trimmed by SharePoint
  11. 11. Demo: Intranet Sites Example
  12. 12. Site Structure and NavigationOrganize sites to fit how people work with information Document Management • Linked or bookmarked navigation to site Site A Site B Site C • Internal navigation supported by how documents are organized Library Library Library • Libraries Library Library Library • Metadata Navigation • Filtered and Grouped Views Library Library • Very specific business needs may require IT involvement for each new repository • Consider a site collection per repository
  13. 13. Demo: Document Management Example
  14. 14. Site Structure and NavigationOrganize sites to fit how people work with informationCollaborationTeam A Team B Team C Team D • Linked or bookmarked navigation to site Project Project Project • Almost all users are consumers and publishers Project Project Project • Generic site template easily serves ad-hoc needs across the organizationTeam E Team F Team G Team H Project Project Project • Consider a separate site collection per workspace Project
  15. 15. Demo: Team Sites Example
  16. 16. Classifying / Tagging InformationCapture data to support how people expect to findinformation• Content Types• Managed Metadata• These components support Search and Navigation
  17. 17. Classifying / Tagging InformationCapture data to support how people expect to find informationContent types describe items and their attributes• SharePoint has a series of built-in content types• Custom content types make content more user friendly – SharePoint dynamically adjusts the forms of different items to match the attributes of the item’s content type – The attributes of the content type make it easy for users to search and filter their content Candidate Resume System Item Full Name Document Date Submitted Department Skills Interview Stage Hire Decision
  18. 18. Classifying / Tagging InformationCapture data to support how people expect to find informationManaged metadata provides hierarchical classificationwithin an attribute / column Human Resources Information Services Department Sales Marketing Finance .Net Development Java Languages Ruby Skills T-SQL Data Languages PL SQL Data Modeling
  19. 19. Classifying / Tagging InformationCapture data to support how people expect to find informationSharePoint 2010 allows us to centralize contentmanagement (making it easier to split things apart) – Content Type Hub / Syndication – Managed Metadata Services Content Type Hub Managed Metadata Service Intranet Document Collaboration Home Management Team A Team B Team C Team D Departments Shared Regions Support Project Project Project Services Site A Site B Site C Project Project Engineering Administration North East Desktop Library Library Library Project Sales Accounting Central Applications Library Library Library Communicatio Team E Team F Team G Team H Marketing Finance West ns Library Library Project Project Project Product South East Premises Development Project
  20. 20. Classifying / Tagging InformationCapture data to support how people expect to find information• Search spans all web applications and site collections• Refinements (facets) provide additional ways to filter results Search Center Intranet Document Collaboration Home Management Team A Team B Team C Team D Departments Shared Regions Support Project Project Project Services Site A Site B Site C Project Project Engineering Administration North East Desktop Library Library Library Project Sales Accounting Central Applications Library Library Library Communicatio Team E Team F Team G Team H Marketing Finance West ns Library Library Project Project Project Product South East Premises Development Project
  21. 21. Lifecycle Management• Content Retention and Classification• Site Provisioning• Storage Planning• Security Planning
  22. 22. Content Retention and ClassificationImplement retention policies that are appropriate foryour organizations work patterns and compliance needsWhat % of your annual electronic documents fall into one of the 3 documentdefinitions? (1,330 people surveyed, 682 responded - General Mills 2008) Retention Assessment Survey Results 14% 46% General Reference 40% Official
  23. 23. Content Retention and Classification Intranet Document Collaboration Home Management Team A Team B Team C Team D Shared Departments Regions Support Services Site A Site B Site C Project Project Project Engineering Administration North East Desktop Project Project Library Library Library Sales Accounting Central Applications Project Library Library Library Communicatio Marketing Finance West ns Library Library Team E Team F Team G Team H Product Development South East Premises Project Project Project ProjectMixed Documents Control Documents Working Documents• General / Reference • Official / General • General / Reference• Limited content types • High use of content types • Limited content types• High use of metadata • High use of metadata • Limited metadataDispose by Document or Dispose by Document Dispose by Site CollectionManually
  24. 24. Site Provisioning• Opening site creation up to the masses can result in an uncontrollable mess• Closing off site creation can limit the return on your investment, slow adoption and force alternatives• Out-of-the-box provisioning is nicer than in the past but still limited in functionality – Need ability to automatically set group membership – Need to conditionally limit available templates – Need to standardize where sites are created
  25. 25. Site Provisioning Intranet Document Collaboration Management Home Team A Team B Team C Team D Shared Departments Regions Support Services Site A Site B Site C Project Project Project Engineering Administration North East Desktop Library Library Library Project Project Sales Accounting Central Applications Library Library Library Project Communicatio Marketing Finance West ns Library Library Team E Team F Team G Team H Product South East Premises Development Project Project Project Project Controlled Site Provisioning Self-service• Standardize templates • Create templates or • Standardize templates• Limit child site creation to custom build to meet • Fully automate self trained users specific business provisioning requirements
  26. 26. Storage Planning• Web Applications manage a database pool• Site Collections bound to a single database• Limit to 100gb – 250gb per database in order to perform backups and to meet performance guidelines Web Application Site Collection Site Collection Site Collection Site Collection
  27. 27. Storage Planning Intranet Document Collaboration MySites Management• IT provisioned • IT provisioned • User provisioned • Auto Provisioned• Dedicate site collection • Dedicated site collection • Database pool • Database Pool (can use multiple) • Dedicated database • Add databases as needed • Plan upfront for # of DBs• Dedicated database that will be needed My Site Planning Example (# users * quota) / 100gb = database count 10,000 * 100mb = 1 TB / 100gb = 10 databases
  28. 28. Security Planning Extranet Internet Intranet Document Collaboration MySites ManagementIdentity Store Custom Active Active Active Active Active Identity Directory Directory Directory Directory Directory SourceAccess Management • Anonymous User or Group User or Group Custom User Based Policy Viewers Based Based • User or Group (use Groups for Based Dept Sites) Highly Controlled Security Management Loosely Controlled
  29. 29. Team sites: one site collection or many?• Use subsites under one site collection if these conditions are met: – Security: It is ok for all users to be able to see/contribute to all sites, and you can trust users to not contribute where they are not supposed to (in almost all scenarios) – Security / Maintenance: Security needs to be tightly controlled (easier to maintain with one set of SharePoint groups at the Site Collection level) – Navigation: Visible navigation is really really important – Content Retention: Sites will be long term sites, and rarely removed – Storage Management: Sites won’t have enough data to push the content database to an unmanageable size
  30. 30. Team sites: one site collection or many?• Use separate site collections in these situations: – Security: Separate permissions are important – Content Retention: Sites will be expired or removed frequently – Storage Management: Sites could get large or the number of sites could be really large – Maintenance: Users to be able to customize their sites (more than just contribute)
  31. 31. Summary• One tool can “rule them all” but consider the unique usage patterns of each area of functionality – Split things out based on these usage patterns – Use SharePoint 2010’s capabilities to manage across the boundaries• “All models are wrong, but some are useful” George Box – Follow patterns, but recognize when they don’t exactly fit – Focus on consistency

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