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Is Your SharePoint ReallyHealthy?What’s the Right Prescription? Presented By: Richard Harbridge #SPSAusTx @RHarbridge
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Why does this topic matter?We find the issues in SharePoint typically whenSharePoint upgrades, new third party components,new solutions and significant changes are made toSharePoint.This results in high costs and greater delays than ifmany of those issues had been discovered earlier.
What we will be talking about…1. What is a SharePoint Prescription?2. SharePoint Preventative Care3. SharePoint Palliative Care4. SharePoint Curative Care5. SharePoint Incident Reporting6. SharePoint Health Assessments
What is a Prescription? It’s a health-care program implemented by a physician that governs the plan of care for a patient. They typically contain orders to be performed by patients, caretakers, nurses, pharmacists or other therapists. They indicate that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring efficacy and safety.#SPSAusTx @RHarbridge
What is a SharePoint Prescription? It’s a health-care program implemented by a by an expert technology-care program implemented physician patient. that governs the plan of care for a SharePoint implementation. It typically contains orders to be performed by patients, system, administrators, developers, architects or other experts. caretakers, nurses, pharmacists or other therapists. It indicates that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring system efficacy and safety.#SPSAusTx @RHarbridge
The OutcomeAn effective and personalized prescription is what we really want.
What to watch out for…Even with an effective prescriptionyou must follow it in order for it to be effective.
What is Preventative Care? Measures taken to prevent diseases (or injuries) rather than In SharePoint Terms? their symptoms. curing them or treating The pro-active actions you plan for, schedule and execute to mitigate or prevent issues from occurring in your SharePoint implementation.#SPSAusTx @RHarbridge
Site Provisioning Process Having a site provisioning process is a preventative measure and provides the following benefits: • Explains and enforces information architecture and user interface standards. • Improves search and navigation. • Provides consistent application of site and content access permissions. • Mitigates legal and compliance issues.#SPSAusTx @RHarbridge
Quotas and Locks Configuring Quota’s and Locks is a preventative measure. • It may be a way to halt users from adding content to an ‘archived’ or transitioning environment. • It may be a way to ensure that a site collection (and it’s database) do not grow beyond a certain limit without IT intervention.#SPSAusTx @RHarbridge
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.#SPSAusTx @RHarbridge
The Outcome You are able to prevent many potentialSharePoint 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 In SharePoint severity of disease symptoms, rather than reducing the Terms? striving to halt, delay, or reverse progression of the disease Targeting and fixing symptom like issues within your itself. SharePoint implementation without targeting or solving the root cause.#SPSAusTx @RHarbridge
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. • Budget/Time/Scope • Awaiting Technology Improvements (Upgrade)#SPSAusTx Cynefin (Dave Snowden Explains) @RHarbridge
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.#SPSAusTx @RHarbridge
The OutcomeSymptoms 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 itdoesn’t cure the underlying issue.
What is Curative Care? 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.#SPSAusTx @RHarbridge
SharePoint Example A site collections content database is 60GB in total size. Preventative Action: Set alert to warn if the content The content database actually went from 60GB to 100GB in the course of database goes beyond 80GB in size and schedule one day. reports on storage space and database growth. Through investigation it is determined that a workflow The content database grows quickly to 100GB in total was causing the issue. Extra The warnings have been sent out. size. versions of all documents in a library were created on an infinite loop (until the server automatically stopped the process). would be to either split the content Palliative care database up or to adjust processes so that the content Curative care would beDB can continue to grow beyond 100GB. to remove the workflow and perform corrective Governance adjustments (adjust Sharepoint Designer permissions, adjust Quota policies, and to train the SharePoint Designer workflow developer).#SPSAusTx @RHarbridge
Do I Need To? Before you go through a medical procedure the doctor would explain the procedure and the risks, options and alternatives allowing 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.#SPSAusTx @RHarbridge
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.)#SPSAusTx @RHarbridge
The OutcomeThrough 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.#SPSAusTx @RHarbridge
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 may not have a healthy SharePoint implementation.#SPSAusTx @RHarbridge
• Why are we using SharePoint within our Enterprise? Business Strategy Assessments • What are we currently using SharePoint for within our Enterprise? • What are the future uses for SharePoint within our Enterprise? • What are we currently using SharePoint for • How is SharePoint helping us achieve our business goals? It is important to understand the vision, • What are our SharePoint objectives and their priority? within our Enterprise? • direction, SharePoint initiatives and their priority? What are our objectives, and priorities of any • SharePoint implementation or solution. How do our SharePoint initiatives align with our SharePoint • • What are ways we can reduce inefficiencies and duplication? objectives? Are we using it as our primary document •management platform? What groups are doing similar initiatives and how can we help? • What are the related systems, applications and services we have • Are we using it to meet external web content within our enterprise? •management needs? SharePoint initiatives? How is the business prioritizing • Who are the people or key areas of the business involved in setting the • strategicwe using our as an application delivery Are direction for it SharePoint implementation? • What areas of the business offer the most opportunity for growth? platform? • How are you communicating strategic changes or initiatives related to SharePoint in your organization? • How are you allocating costs?#SPSAusTx @RHarbridge
SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#SPSAusTx @RHarbridge
Technical Strategy Assessments • • What are the known current SharePoint Initiatives? What are the known future SharePoint initiatives? • Am I using all the features our organization is paying for? • Are we using any of the features incorrectly? • Am I using all the features our organization is • What are the related business applications and services? • Do any contain duplicate features/functionality? paying for? • Are any being retired/eliminated in the future? • What are the technical objectives for SharePoint within the organization? • How are these technical objectives prioritized? • What are our current and future licensing plans with SharePoint? • Do you have a communication plan? • When do communications occur? • What must the communications contain? • Who are the contacts for key responsibilities?#SPSAusTx @RHarbridge
What about the Site level? Can SharePoint Help?#SPSAusTx @RHarbridge
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?#SPSAusTx @RHarbridge
SharePoint Designer Management Are you aware of who is building and using SharePoint workflows? • Do you know how many SharePoint Designer Workflows you have in your environment? • Do you know how complex the SharePoint Designer workflows are in your environment? • Have you mitigated the impact to end users from a poorly designed workflow?#SPSAusTx @RHarbridge
Governance Assessments • Do you have clearly defined Governance teams, committees or boards? • Are the roles and responsibilities of the membership clearly defined? • Is all of the membership engaged? • Does the membership rotate? • How often are your members getting together? • What are the reasons your Governance teams, committees or boards get together? • Are the outcomes of these meetings actionable? • Do you have a Governance Site (and Governance Plan)? • What is within your Governance Site?#SPSAusTx @RHarbridge
Have the teams/roles in use?There are typically 5 teams for SharePoint Governance: Business Strategy Team Initiatives/Technical Strategy Team Tactical Teams: Tactical Operations Team Tactical Development Team Tactical Support Team#SPSAusTx @RHarbridge
Do you use multiple Approaches? Projects Communities Tasks Practices#SPSAusTx @RHarbridge
Governance Deliverables Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business)#SPSAusTx @RHarbridge
Operations Deliverables Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule#SPSAusTx @RHarbridge
Development Deliverables Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements Deployment Process, Policies, and Schedule#SPSAusTx @RHarbridge SharePoint Standards Online
Support Deliverables Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…#SPSAusTx @RHarbridge
Support Deliverables User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPSAusTx @RHarbridge SharePoint Standards Online
• Who is responsible for what when it comes to SharePoint infrastructure? Infrastructure Assessments • Do they have a backup? • Do they have the knowledge and training they need? • Have you ever deviated from the default settings? Why and when? • How are you monitoring SharePoint?• Have you ever deviated from the default • Do you know when a content DB’s size is approaching it’s recommended limit? settings? Why and when? • Do you know when the site count of a site collection is approaching it’s recommended limit? • Do you know when the site collection count in a content database is approaching it’s recommended limit? • What quotas have you configured for SharePoint? • How do you handle requests for a larger quota? • What quotas have you configured for • What is the maximum quota? • Do you have errors in your event logs? SharePoint? • Do you have errors in your SharePoint logs? • you have errorstheyour SQLsettings for storing logs? • HaveHow do you handle requests for larger • Do you changed in default logs? • Howquotas? to grow do each of your logs have? much space#SPSAusTx @RHarbridge • What is the maximum quota?
• How many servers do you have in your farm? (and possibly how many farms?) • How many web applications do you have in your farm? • How many site collections do you have? • How many databases do you have? • How large are your databases? • How many SQL Server Instances do you have? • How many users are using your SharePoint site collections? • How many requests per second are you seeing? • How many sites do you have? • How many documents do you have? • What is the highest document size? • What is the average document size? • What are your resource throttling settings? • What other technologies are you using with SharePoint? • Are you using ISA or Forefront? • Are your users using Micrsoft Groove or SharePoint Workspace? • What is the current version of Microsoft Office you are using? • Are you using Office Communication Server or Lync? • @RHarbridge#SPSAusTx Are you using Microsoft System Center products? Which ones?
Health Analyzer Are there problems in your server farm? • What are the current problems? • Where are the problems? • What are the solutions for these problems? • Awesome Tip? • Turn on alerts for this list.#SPSAusTx @RHarbridge
Timer Jobs for IT Pro’s What is going on in our SharePoint server? • What Timer Jobs are Scheduled (w/ Definitions)? • What Timer Jobs are Running? • What Timer Jobs have Run Successfully or Failed? • Server • Web App • Duration • Status#SPSAusTx @RHarbridge
SharePoint Diagnostics How do you determine how well different aspects of your environment are performing? • How do you quickly identify, isolate and resolve an issue? • How do you keep Environments within SLAs? • How do you reduce downtime? • How do you validate and benchmark code Download the Latest SharePoint Admin Toolkit#SPSAusTx @RHarbridge
Backup and Recovery Assessments • What is your Disaster Recovery plan for your SharePoint implementation? • Do you perform a fire drills based on your plan? When was the last one and how often do you do them? • How do you provide single file recovery? (version control, recycling bin, DPM, etc) • How do you provide single or multiple site recovery? • How do you provide server recovery? • How do you provide data center recovery? • Are you storing excess or unnecessary (unused) data in your SharePoint farm? • What are the costs of this storage? • Why is it being stored?#SPSAusTx @RHarbridge
Performance Assessments • How is SharePoint performance? • What are the bandwidth costs associated with SharePoint? • What are the costs associated with transferring redundant data around your farm? • What are my slowest performing pages? • How heavy are my SharePoint pages? • Are you using caching in your SharePoint implementation? • Are you using Output Caching? • Are you using Disk Based Caching? • Are you using Object Caching? • Are you using IIS compression? • Are you monitoring SQL Server Latency? • Is your latency 10 milliseconds or less for the Temp Database? • Is your latency 10 milliseconds or less for the Search Database? • Is your latency 20 milliseconds or less for the Database Log File? • Do you have pre-negotiated SLAs for first time load of a site, subsequent loads of a site, and performance at remote locations?#SPSAusTx @RHarbridge
Analytics for Performance Are you monitoring all the things you should be? • What are your slowest pages? • What lists or sites are becoming very large? • Two Key SharePoint 2007 Tips: • Look at the reports available in SharePoint Designer. • Explore “_layouts/usagedetails.aspx”#SPSAusTx @RHarbridge
Resource Monitoring and Throttling Wait a second… I have SharePoint 2007 (or 2003)! Are there performance • Large list views and lists with many lookup columns lists or problems with large have performance challenges. queries? • If you are upgrading to SharePoint 2010 this is also • What are the realistic limits important to understand as the default list views and lookup for throttling limits may impact user experience. columns to protect server • SQL Scripts (Read Only) and API callsperformance and user can help identify experience? what lists you do have over the default throttle settings, and which have a larger • What are the dangers of lookup count. • Preventative Measures: DDoS and DoS attacks and/or your servers running out of Selectively indexing large list columns can help (up to 10 columns), building smarter more resources based on existing efficient views (1st filter), CAML/Search alternatives…jobs and PUT/POST requests?#SPSAusTx @RHarbridge
• What kind of SharePoint support do you currently provide? Support Assessments • Do you provide help material such as Manuals, Course Guidebooks, Workbooks, How To, Tutorials, or Demonstrations? • How do you train users on SharePoint? • How do you currently provision your sites? • How do you determine where each site should live? • Who owns the site and who supports the site? • How do you communicate new features, initiatives, or changes to SharePoint to your users? • How many SharePoint support requests do you currently get? • How are these categorized? • How are these assigned and escalated? • How many are effectively responded to? • How many are closed with success? • Do you leverage/contribute to an internal knowledgebase for SharePoint support? • Do you have clearly defined SLAs for support and problem resolution? • Do you offer face to face learning or unstructured/semi-structured environments for learning? (Lunch and learns, after hours discussions, communities etc)#SPSAusTx @RHarbridge
Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPSAusTx @RHarbridge
Measure Support Learn and use data to be proactive.#SPSAusTx @RHarbridge
Diversify Support resources/mediums Books and Manuals Online MSDN Forums TechNet Help Blogs Etc Cheat Sheets One on One Classroom Training#SPSAusTx @RHarbridge
Taxonomy Assessments • Do you have a site map that represents the current site structures? • Does this clearly indicate recommended containment hierarchy? • Do you have a site map that defines future site structures? • Are you using Content Types? • Are you using metadata to help make content easier to organize and find? • Are you using site columns? • Are you using and managing Term Sets? • Do you have tagging guidelines? • Are you managing keywords? • Are you using and managing Site Directories? • Do you have classifications based on type of use? • Communications based (publishing) portal/sites/collections? • Team based collaboration sites/collections? • Application/services based sites/collections? • Are you checking for dead links? • How well is your site structured? • Can people find what they are looking for?#SPSAusTx @RHarbridge
Structured Approach for Navigation#SPSAusTx @RHarbridge
• Security Assessments How secure is your SharePoint environment? • Do you have PII (Personally Identifiable Information) in your environment? Is it secured and audited? • How well are permissions managed in your SharePoint environment? • Have you ever deviated from SharePoint’s default security levels? • In what site collections? • What was the reasoning/need behind creating your own security levels? • How can security be improved in your SharePoint environment? • How can you more effectively monitor, manage, and maintain security in your SharePoint environment? • Do you have separate/specific site collections or web applications for confidential data which are more tightly controlled, audited, and managed?#SPSAusTx @RHarbridge
• Do you have clearly defined Development Standards? • What third party products are we using in our SharePoint environment? Development Assessments • Where are they available? Who can use them? • What is the status of these non-Microsoft products? • Are there newer versions available? • How is custom code performing within our SharePoint environment? • Are you disposing of SharePoint objects correctly? • Are you using best practices when querying or working with SharePoint objects? • Do you know how many workflows have been created within your SharePoint environment? • Do you know what they do? • Do you know who owns them? • Do you know what they were developed using? (SharePoint Designer? Visual Studio? Third Party Product?) • Who is using SharePoint Designer? • How do you test your SharePoint environment when an update is made to it? • When new code is added or a third party product? • How are you storing older versions of configurations, code and compiled#SPSAusTx @RHarbridge components?
Integration Assessments • Is your SharePoint implementation part of an overall enterprise technology plan? • What are the current systems and applications in place? • What are the application and system lifecycles? • Is there duplicated content that is contained in other systems or applications and not just within SharePoint? • How is this content kept synchronized when updates are made to it? • Can data stored in other systems provide additional value to your SharePoint business solutions? • Can it give added context to SharePoint content? • What are already integrated? • How are they integrated? • What are not integrated? • Why haven’t they been integrated? • Are there ways to reduce user disruption by providing more single sign on opportunities?#SPSAusTx @RHarbridge
• How do you share the benefit of existing SharePoint solutions in your Usage and Adoption Assessments organization? • Does this include user built SharePoint solutions? • What is the SharePoint skill level of your users? • Do you have user stories on how people are currently using SharePoint successfully? • Have you performed interviews or surveys to help understand how people are using SharePoint or how specific SharePoint solutions can be improved? • How many people are using your SharePoint implementation? • Are you reviewing SharePoint Usage Statistics on a Regular Basis? • How many are using a specific site? • How many are using specific documents? • What times of the week are they using specific sites or documents? • Are there patterns that can be identified to help in determining the best time for updates or additions? • Is your SharePoint accessible externally or via mobile devices?#SPSAusTx @RHarbridge
• How usable are your SharePoint solutions or implementation? Usage and Adoption Assessments • Have you performed usability assessments? • How has your SharePoint implementation been branded? • Does it have a unique name for referencing? • What are your theme and styling guidelines? • How does your SharePoint implementation work across browsers? • What about upcoming browsers? • What are the accessibility concerns in your current SharePoint implementation? • How can this be improved? • Do you have usage policies defined? • Have your users signed off or acknowledged these policies? • Do you enforce these policies? • How often are these usage policies assessed and updated?#SPSAusTx @RHarbridge
• Usability Assessments Have you identified and defined user personas? • Is your SharePoint accessible externally? • Is your SharePoint being used on mobile devices? • How is the user experience? • How has your SharePoint implementation been branded? • What are your theme and styling guidelines? • How does your SharePoint implementation work across browsers? • What about upcoming browsers? • What are the accessibility concerns in your current SharePoint implementation? • How can this be improved? • How do you make navigation changes in your SharePoint implementation? • Is your current navigation effective? • Have you performed card sorting exercises? • Have you performed the ‘blind’ test?#SPSAusTx @RHarbridge
Make it easier to work with#SPSAusTx @RHarbridge
Make it easier to work with Powerful Columns You Probably Didn’t Know About#SPSAusTx @RHarbridge
Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea#SPSAusTx @RHarbridge
Mobile Assessments • What is the mobile experience of your SharePoint site? • Have you optimized the site for smaller resolutions? • What mobile browsers do you support? • Is your organization adopting tablet PCs (iPads)? • What is the tablet experience of your SharePoint site? • What support do you provide for remote workers? • What are the offline and synchronization options your organization is providing? • Is SharePoint available outside of the firewall for employees? • When a user receives an email linking to a SharePoint document on their phone can they download that document? • What is this mobile email and SharePoint experience like?#SPSAusTx @RHarbridge
• Search Assessments Are you using custom search scopes? • Are you using people search? • Are you checking what queries resulted in failure (no click through or 0 results)? • Are you using best bets? • Have you defined synonyms? • Do you allow users to search non SharePoint data from within SharePoint? If so what data? • Are you using hit highlighting? • Have you made organizational enhancements to the noise words file and/or the thesaurus file? • Have you defragmented your search database(s)?#SPSAusTx @RHarbridge
• Social Assessments organization? What does a one star versus a five star rating mean in your • What are acceptable tags? • Are negative tags allowed? • Are there examples of effective tags available? • When should a user tag and when shouldn’t they? • If content has already been tagged is it valuable to tag it again? • Is it okay to tag content if that content already has a column (or metadata) value that represents that tag? • Are you using Status Updates? • What are acceptable status updates? • Are there examples of effective status updates available? • What is acceptable About Me information for a user profile? • Are there examples of effective About Me descriptions available? • What is an acceptable user profile picture?#SPSAusTx @RHarbridge
SEO Assessments • Are you using keywords, key phrases, and a description that reflects each pages content? • Are you using Robots Exclusion Standard (robots.txt)? • Are you placing your content higher up in the page (to improve search engine processing). • Are you ensuring alt and title tags are always filled on things like images? • Are you using descriptive text in your hyperlinks? • Are you using descriptive page titles? • Are you automatically updating the sitemap (helps search engines crawl or discover pages on the site). • Are you adjusting the Search Visibility for sites or pages you don’t want crawled?#SPSAusTx @RHarbridge
Tools That Help Answer Questions • Microsoft Products System Center Operations Manager • Microsoft/Community Tools SharePoint Diagnostics (2007, 2010), ULS Viewer, SharePoint DocGen, Log Parser, Visual Studio 2010 Ultimate (Load Testing) etc. • Third Party Products ControlPoint, DocAve, Nintex Reporting, CardioLog, MAPILab, etc.#SPSAusTx @RHarbridge
The DiagnosisDiagnosis is used to help determine the causes of symptoms, mitigations for problems, and solutions to issues.
What to watch out for… “Prescription of a SharePoint“Prescription without Diagnosis is Tool/Solution/Implementation Malpractice.”without Diagnosis is Malpractice.” Please Share This!
What we talked about…1. The Plan of Care for SharePoint What is a SharePoint Prescription?2. Preventative Care is critical and cost effective. SharePoint Preventative Care3. Palliative Care targets side effects and is expensive. SharePoint Palliative Care4. Curative Care is difficult without clear diagnosis. SharePoint Curative Care5. Record andIncident Reporting SharePoint Learn from Results6. Assess Often, Target Assessments, Act on Results SharePoint Health Assessments
Get Well SoonThanks to Organizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com