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Why does this topic matter? We find the issues in SharePoint typically when SharePoint upgrades, new third party components, new solutions and significant changes are made to SharePoint. This results in high costs and greater delays than if many of those issues had been discovered earlier.
What we will be talking about… What is a SharePoint Prescription? SharePoint Preventative Care SharePoint Palliative Care SharePoint CurativeCare SharePoint Incident Reporting SharePoint Health Assessments
What is Preventative Care? Measures taken to prevent diseases (or injuries) rather than curing them or treating their symptoms. In SharePoint Terms? The pro-active actions you plan for, schedule and execute to mitigate or prevent issues from occurring in your SharePoint implementation.
Analytics for Management Do you know what people are doing in your SharePoint implementation?
What content is the most popular and where are people going/coming from?
What are people searching for and what are they not able to find?
How fast are your sites growing? How big are they getting?
Analytics for Management Are you monitoring all the things you should be?
Database Growth Example A site collections content database is 60GB in total size. Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth.
The Outcome You are able to prevent many potential SharePoint issues through careful planning.
What to watch out for… No one wants to do preventative care or pay for it. “It won’t happen to me.”
What is Palliative Care? Any form of medical care or treatment that concentrates on reducing the severity of disease symptoms, rather than striving to halt, delay, or reverse progression of the disease itself. In SharePoint Terms? Targeting and fixing symptom like issues within your SharePoint implementation without targeting or solving the root cause.
When to use Palliative Care When curing the symptoms of an issue is all you can do.
You are unable to make sense of the underlying issue (don’t know what it is).
You are under artificial constraints that make the potential solutions for the underlying issue infeasible until a later time.
SharePoint Example A site collections content database is 60GB in total size. Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth. The content database grows quickly to 100GB in total size. The warnings have been sent out. Palliative care would be to either split the content database up or to adjust processes so that the content DB can continue to grow beyond 100GB.
The Outcome Symptoms of an underlying SharePoint issue are resolved to decrease the impact of the underlying SharePoint issue.
What to watch out for… When a symptom is treated it doesn’t cure the underlying issue.
What is CurativeCare? Actions that seek to cure the existing disease or medical condition. In SharePoint Terms? Solve the underlying issue/problem so that it no longer exists in your implementation.
Simple Example In a Publishing SharePoint Site the default.aspx page that sits directly under the root does not store it’s version history or work with our page layouts. This was because the site was built using the team site template with publishing turned on after it was already created. The “Cure” or Solution:
Create a new page in the “Pages” library that contains the current default.aspx pages content.
Adjust the site’s welcome page setting as well as all existing links that reference to the old default.aspx page location.
SharePoint Example A site collections content database is 60GB in total size. Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth. The content database actually went from 60GB to 100GB in the course of one day. Through investigation it is determined that a workflow was causing the issue. Extra versions of all documents ina library were created on an infinite loop (until the server automatically stopped the process). Curative care would be to remove the workflow and perform corrective Governance adjustments (adjust Sharepoint Designer permissions, adjust Quota policies, and to train the SharePoint Designer workflow developer). The content database grows quickly to 100GB in total size. The warnings have been sent out. Palliative care would be to either split the content database up or to adjust processes so that the content DB can continue to grow beyond 100GB.
Complex Example Information in SharePoint people profiles is not consistent with information in other systems. In some cases it is more up to date, in some cases it is less up to date. Key Examples: Extension number inconsistencies, department or title details out of date. The “Cure” or Solution:
Selective fields can write back from SharePoint to Active Directory so that when users update key SharePoint profile data it is distributed back to AD to be used in other applications.
Effort needs to be taken to determine an automated synchronization solution for the HR Employee Directory and Active Directory data or one of the systems for managing employee information should be retired so that it can be contained and managed from one source identity/profile.
This is because some people are updating user profiles in SharePoint. Some are contacting help desk or HR to get their information updated when addresses or phone numbers change. There are several known challenges. When a user updates their information in SharePoint it does not update Active Directory resulting in updates to the contact information in Exchange. When Help Desk updates user information they do it in Active Directory. When HR updates user information they do it in the HR Employee Directory (Custom/Not Active Directory).
Do I Need To? Before you go through a medical procedure the doctor would explain the procedure and the risks, options and alternativesallowing the patient to make an informed decision about whether the risk was worth it. We must do the same with SharePoint solutions – the risk is theirs to take, not ours. Not if there are no known or identified issues.
SharePoint Lobotomy? Is there a way to cause a severe ‘personality’ change in your organizations perception of SharePoint?
Eliminating alternatives can force users to utilize SharePoint or develop their own workarounds.
Eliminate and rebuild your implementation. (2007 to 2010 upgrades provide an opportunity to accomplish this with less user resistance since things are changing anyways.)
The Outcome Through careful focus and identification we can ‘cure’ many SharePoint issues.
What to watch out for… We cannot cure something if we don’t know enough about it.
When to Assess When not scheduled it’s still important to perform assessments after any “curative” action is performed. “It indicates that the prescriber takes responsibility for the clinical care of the system and in particular for monitoring efficacy and safety.” Additionally it may be best to perform one after significant palliative or preventative measures are taken.
Incident Reports An incident report or accident report is a form that is filled out in order to record details of an unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the minds of those who witnessed the event. Some iatrogenic artifacts are clearly defined and easily recognized, such as a complication following a surgical procedure. Some less obvious ones can require significant investigation to identify, such as complex drug interactions. In SharePoint Terms? If something unusual happens as a result of ‘preventative’, ‘curative’, or ‘palliative’ measures being taken it must be documented with as much detail as possible while it’s still fresh in the minds of those who were participants or effected.
Mental or Physical? Physical health without mental health is not ‘healthy’. In a SharePoint Implementation: Physical Health = Technical Health Mental Health = Business or Non-Technical Health If you have business or non-technical issues you do not have a healthy SharePoint implementation.
Third Party ProductsControlPoint, DocAve, Nintex, CardioLog, MAPILab, etc.
4 Things Every Organization Should Ask For In Any Assessment Can I have my results?In a way that helps me understand where we are healthy, where we could improve, and where we are at risk. What does this mean?Brief non jargon filled explanation of what each result means. What are my options?What can I do to improve this? What can I do to control this? With clear explanations. What’s next?
The Diagnosis Diagnosis is used to help determine the causes of symptoms, mitigations for problems, and solutions to issues.
What to watch out for… “Prescription without Diagnosis is Malpractice.” “Prescription of a SharePoint Tool/Solution/Implementation without Diagnosis is Malpractice.” Please Share This!
What we talked about… The Plan of Care for SharePoint PreventativeCare is critical and cost effective. Palliative Care targets side effects and is expensive. Curative Care is difficult without clear diagnosis. Record and Learn from Results Assess Often, Target Assessments, Act on Results What is a SharePoint Prescription? SharePoint Preventative Care SharePoint Palliative Care SharePoint Curative Care SharePoint Incident Reporting SharePoint Health Assessments
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