SharePoint Jumpstart


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Features best practices and resources for implementing SharePoint now with minimal investment. If you like this deck and want to see a live event, go to

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SharePoint Jumpstart

  1. 1. Jumpstarting SharePoint in the New Economy Downers Grove, IL 02.12.2009
  2. 2. Jumpstarting SharePoint in the New Economy This Morning’s Agenda Introductions and Expectations 1. Why SharePoint Now? 2. SharePoint Best Practices 3. Successful Business Implementations A. Successful Project Approaches B. The Future of SharePoint 4. Usable Resources for the New Economy 5.
  3. 3. Introductions
  4. 4. Leading Nationally Recognized IT Professional Services Firm Quilogy is the #1 Microsoft Systems Integrator in the U.S., based on award winning solutions and client evidence.”
  5. 5. What Quilogy Does SHAREPOINT CUSTOM APPLICATION • Portals & Collaboration DEVELOPMENT • Forms & Workflow Automation • Emerging Technologies • Content Management • Processes • Tools • Application Development BUSINESS INTELLIGENCE • Performance Management • Data Warehouses, Marts &, Cubes INTERACTIVE • Data Integration & Reporting • Web Strategy & Design • SQL Server • Digital Marketing • Media & Content • e-Learning CUSTOMER RELATIONSHIP MANAGEMENT TRAINING • Planning • Installation & Configuration • Microsoft • User Adoption & Training • Oracle • Data Migration & Cleansing • Public, Private & Custom Classes • Integration • Volume Discounts
  6. 6. Quilogy’s SharePoint Qualifications Extensive collaboration with Microsoft SharePoint product group and field Portals and Collaboration Advisory Council o Beta partner, Early Adopter programs, worldwide TAP partner o Collaborative Health initiative, Connected Productivity Go-To-Market Campaign o Multiple SharePoint portals for Microsoft internal usage o Development of 40 WSS templates for Microsoft site – for worldwide customers o Over 40 Quilogy consultants certified as SharePoint architects/developers Extensive library of SharePoint Custom Web Parts “Onshore” Quilogy Development Center for web part development Specialization in: Web Content Management o Forms Automation and Workflow o Policy and Procedures Management o
  7. 7. Over 30 Case Studies Published on the Microsoft Web Site
  8. 8. Flexible Engagement Model Projects Expert Sourcing Support/Retainer As Needed Quilogy Manages Augment Client’s Prepaid Support, o o o Project Staff with Microsoft Maintenance and Ideal for Ad Hoc o Resource(s) Enhancements o Incorporate Mentoring Your Team Client Manages Defined Duration o o Project o Defined Project Hours Expire o Client Chooses o Scope, Requirements Resource(s) and Process Strategic Partnerships
  9. 9. SharePoint– Representative Clients
  10. 10. Upcoming Events to Jumpstart Your Business in 2009 TODAY SharePoint Jumpstart March 4th CRM Jumpstart April 28th Business Intelligence Jumpstart ADDITIONAL EVENTS: June 2nd Web Content Management for the Public Sector June Second Annual SharePoint: A Sure Bet (at Arlington Park Racetrack) Check out WWW.QUILOGY.COM/EVENTS for a full schedule of upcoming seminars & webinars
  11. 11. Now, how about you? What will make this morning most valuable for you?
  12. 12. Given the New Economy, Why SharePoint Now?
  13. 13. More Pressure Than Ever on IT Budgets More Technology Regulatory pressure Change Compliance than ever to reduce costs Competition Security 20% New 80% Keep Cost Maintenance Business Reduction Up & Running IT must be available 24/7 and deliver Customer End-User Connection Productivity increased business value Business Results & New Value
  14. 14. Pillars of SharePoint Docs/tasks/calendars, blogs, Server-based Excel spreadsheet wikis, e-mail integration, project and data visualization, report management “lite”, Outlook center, BI web parts, integration, offline docs/lists KPIs/Dashboards Business Collaboration Intelligence Enterprise portal, Forms Services Platform template, site Rich and web form Services Business directory, my sites, Portal based front-ends, Workspaces, Mgmt, Processes social networking, LOB actions, Security, Storage, Topology, Site Model privacy control pluggable SSO Content Search Management Integrated document Enterprise scalability, management, records contextual relevance, rich management, and web content people and business data search management with policies and workflow
  15. 15. Best Practices Successful Business Implementations
  16. 16. Microsoft’s Internal SharePoint Use SharePoint Deployment 60K employees 4 data centers 300K sites and subsites 10K sites on extranet 7TB+ in SQL Server Scenarios Research Project management and communications Issue tracking and virtual meetings Best practice sharing Role-based training Field communications ....
  17. 17. Hawaiian Airlines • Employee Count: 3,500 • Deployment Size: 3,500 • Industry: Transportation • Country: United States • Website responsible for majority of Hawaiian Airline’s ticket sales revenue • Streamlined website administration process, improving productivity of IT • Empowered business users to update website content quickly, allowing Hawaiian Airlines to respond to constantly changing market conditions
  18. 18. • Employee Count: 96,700 • Deployment Size: 24,000 • Industry: Retail
  19. 19. • Starbucks deployed store portal across more than 6,000 stores with more than 175,000 visits per week – Results: Improved productivity, data security, and aligning store priorities with company objectives • Starbucks upgraded search on – Results: Search all text, beverage nutrition, music catalog, store catalog, and press releases
  20. 20. Employee Count: 24,000 Deployment Size: 6,000 Industry: Media & Entertainment Competitor: Plumtree Country: United States
  21. 21. Viacom – Collaboration Sites Collaboration among • individuals sharing a common purpose From Consumer Products – tracking property launches to an Executive Dashboard for senior management Cross Brand Synergy – Culture of sharing and – learning Flexibility of site features • enable delivery of solutions tailored to the customer Implementation ranges – from out of the box to customized Ability to automate manual • business processes through online forms and workflows
  22. 22. Viacom – Portals Viacom’s Portals show audience • targeting based on benefits grouping. A finance portal commissioned by • the Controller to reduce paperwork and provide a single destination for the finance organization to obtain the latest policies, compliance best practices and communications from management. On the homepage, their team utilized the blog feature and feedback survey. The internal portal is also used to communicate policies, best practices, and access training modules
  23. 23. Viacom – External Site • Management of content and repeatable deployment process • Facilitates communication and interaction with Viacom partners and consumers • Provides business units with an internet presence they can manage themselves – Leverages MOSS publishing features to handle content administration, approval and deployment without IT support
  24. 24. • Employee Count: 50,000 • Deployment Size: 410,000 • Industry: Education • Country: United States
  25. 25. Miami-Dade Metrics Description Count Web Applications 8 Site Collections 48 Sites 600,000+ Class sites 190,000 Departmental 1,200 School Sites 416 Employee 62,307 Students 345,000 Content Databases Student 13 Employee 1 Department 4 School 1 Class 14
  26. 26. Miami-Dade Portals Student Portal… Students can view their schedule/grades E-Textbooks Store documents Teacher/Student Collaboration site School announcements and events Create your own “My-site” Coming soon Many more resources Parent Portal… Student Schedule Student Assignments & Grades Attendance E-Textbooks School Bus Information Free and Reduced Meal Application process Ask A Question and many more resources
  27. 27. Miami-Dade Portals Teacher Portal… Test Scores Absences Homeroom Section Birthdates Employee Portal… HR Information Daily news/updates
  28. 28. • Employee Count: 28,000 • Deployment Size: 28,000 • Industry: Manufacturing • Country: United States
  29. 29. General Mills SharePoint Metrics Description Count Site Collections 28 Webs Sites 703 5,567/ 907,382 Lists items Team Sites 437 1,579/ Document Libraries 1,328,763 items Image Libraries 183 Publishing Sites 20 Blog Sites 62 Meeting Sites 24 Wiki Sites 10 Discussion Threads 480 Workflows Processes 79
  30. 30. General Mills SharePoint Environment • Centralized farm serving 37 countries • Extranet deployed • 4 Web front ends • 2 App servers – Project, Excel Calc Services, Search • 2 DB Severs – EMC SAN 10 TB • 1 Index server
  31. 31. • Employee Count: 17,000 • Deployment Size: 17,000 • Industry: Manufacturing • Country: United States
  32. 32. Del Monte Intranet
  33. 33. • Employee Count: 3000 • Deployment Size: 1000 • Industry: Construction • Country: United States
  34. 34. Brasfield & Gorrie - BI The new portal dashboard at Brasfield & Gorrie delivers budgetary information pulled from Excel Services into Office SharePoint Server 2007.
  35. 35. • Employee Count: 14,000 • Industry: Manufacturing • Country: United States
  36. 36. Energizer - WCM Energizer used MOSS 2007 to create hundreds of topical news pages that aggregate Energizer research and external news feeds in one place This is a published Quilogy/Microsoft case study. See the details at:
  37. 37. • Employee Count: 180,000 • Deployment Size: 20,000 • Industry: Financial Services • Country: United States
  38. 38. Bank of America – Social Computing Rolling out MOSS 2007 for all employees using (WSS) MOSS for collaboration Collab, document management, WSS, My Sites
  39. 39. SH&B Client Extranet
  40. 40. Atlantic Health - Operations
  41. 41. Quilogy – Human Resources
  42. 42. Quilogy – Human Resources
  43. 43. Quilogy – Human Resources
  44. 44. Quilogy – Human Resources
  45. 45. Quilogy - Accounting
  46. 46. Quilogy - Accounting
  47. 47. Successful Project Approaches
  48. 48. Why Best Practices? Do we really want chaos? Failure: Any SharePoint implementation that does not meet its full potential within a company Objectives: Define and implement effective techniques o Provide clarity and direction with confidence o Best managed SharePoint implementation possible o Maximized ROI on SharePoint investment (User and Stakeholder adoption) o Phases: Defining o Planning o Implementation o Management o
  49. 49. Defining Know who needs to come forth… Who should participate? CIOs o Business Managers o Information Architects o Information Owners o Information Users o Project Managers o Visionaries are an excellent choice!
  50. 50. Defining Know what you need to know… Current view Existing systems o Document processes o Identify pain points o Expand the view Include the business users o Users tend to know more about their work than their managers o Utilize surveys, interviews, etc. o Identify the types of information and any data relationships o Private, shared, departmentalized, etc. o
  51. 51. Defining Docs/tasks/calendars, blogs, Server-based Excel spreadsheet wikis, e-mail integration, project and data visualization, report management “lite”, Outlook center, BI web parts, integration, offline docs/lists KPIs/Dashboards Business Collaboration Intelligence Enterprise portal, Forms Services Platform template, site Rich and web form Services Business directory, my sites, Portal based front-ends, Workspaces, Mgmt, Processes social networking, LOB actions, Security, Storage, Topology, Site Model privacy control pluggable SSO Content Search Management Integrated document Enterprise scalability, management, records contextual relevance, rich management, and web content people and business data search management with policies and workflow
  52. 52. Planning In the beginning… Understand Your Content Items identified during the defining phase o Documents and other media types o File shares and Third-party repositories o Know Your Options SharePoint provides a broad set of functions for different types of solutions o Relate options to needs identified during the defining phase o Plan what you want your sites to do o List and attack your priorities using a phased approach o Leverage SharePoint Extensibility Are all SharePoint capabilities optimal for company? o Examine third-party solutions (Nintex, KnowledgeLake, Brightworks) o Connectors available for other document management, repositories o May consider custom .NET development o
  53. 53. Planning Be prepared for change and have a plan to manage it… Expect Change Businesses grow and evolve, thus so do processes o Prepare for new content, periodic facelifts, and reorganization of the site structure. o Technology continuously offers new options o Governance is a best practice! People Governance Information manageability o Administration, security, policies o Capacity management o Monitoring & reporting o SLAs Technology Process o Support o Tools o Development o
  54. 54. Planning Governance requires a balance in thinking… Best practice Governance should assist users and not get in their way o Focus on vision and long range goals o Keep everything transparent and over communicate o Invite input, suggestions, and criticism o
  55. 55. Planning Classify your information… Information Architecture Plan Understand your data types, definitions, users, and views o Keep focused on the business users and stakeholders o Document user types, user processes, and personalization Plan your data buckets, based upon business needs and processes Data is useless if lost o Define high level taxonomy and metadata terms Keep track of concepts, terms, and properties Critical to navigation and search planning Keys to success o Proactive process Vision based upon specific business goals Plan for change!
  56. 56. Planning Organize your information architecture… Taxonomy Plan Plan site hierarchy o Site standardization, site definitions Plan and Templatize document libraries and lists o Metadata, content types, site columns Information management policies Auditing, records management, expiration • Site navigation o Content deployment o Content approval, publishing, archival Search o Sources, scope, best bets, faceted, federated Processes o Workspaces, workflows, document management, system integration, deployment
  57. 57. Planning Taxonomy Best Practices In general: o Keep your focus on the business and not the technology Separate site, navigation, data, process, and search taxonomies Define site columns at site collection level not per list or library o Per library means each instance is treated as separate crawled property index Do not plan site hierarchy to mimic file structures o Deep site structure results in data being treated less relevant Alternative: create link driven menu Be careful in defining metadata o Large metadata-based lists can dominate search results Maximize use of automatic metadata (titles, descriptions) o Avoid simple titles and irrelevant titles Consider your data source o External sources mean different metadata and results Consider splitting the indexes and use federated search
  58. 58. Planning The need to protect information… Security & Isolation: Leverage web applications and site collections o Granular control available at individual sites, lists, and list items o User groups o SharePoint groups o No nesting o Do not add individual users to a site, use SharePoint groups instead o Use SharePoint Groups when securing objects o Simplifies administration o Active directory groups o Can be added to SharePoint groups o Can be nested within other AD groups o Avoid deep nested active directory groups, can causes performance issues o Permissions o Define at site collection level, override at lower levels as needed o Leverage custom permissions for more granular control o
  59. 59. Planning Other considerations… Content Types Plan for them o Use them for workflows, templates, auditing, metadata, search o Promote data consistency o Customization Branding is important at times, configuration vs. customization o SharePoint Designer or Visual Studio? o Understand publishing & non-publishing sites (WCM) o Workflow SharePoint out-of-the-box capabilities o SharePoint Designer o Visual Studio o 3rd party options o
  60. 60. Planning Capacity Planning Document both existing and future data requirements o Document planned business usage o Estimate various capacity requirements (disk space, server load, bandwidth) o Well known guidelines helpful in early planning Formulas available for estimation Other Dependencies o Software configuration (IIS, SharePoint) Customization User load Network traffic Physical Hardware System Architecture
  61. 61. Planning Some Capacity Planning Best Practices Document your capacity planning strategy early and adjust as needed o Number of users, requests, sites, documents, and data sizes. For search: number of content sources, indexes, and index sizes. Review and adapt changes as needed (typically a yearly basis) Early estimates can be based upon well known guidelines o 1,000 users yield one request per second (RPS) o Plan for max 20k users per web front end server o Plan for n+1 web front end servers o Use separate instance of SQL Server per 5 TB of data o Keep content database size under 100GB o If planning to use stsadm keep sizes under 15 GB Try to observe SharePoint recommended limits o Lists typically best under 2k items Larger lists possible, but requires planning
  62. 62. Planning We need to protect our investment… Monitor Performance o High availability o Site usage o Search Tuning o Auditing o Backup & Recovery Content database isolation o Multiple content DBs o Size limits o SLA restoration times o Disaster Recovery Cold vs warm storage o SQL mirroring o
  63. 63. Implementation The need to discover… Search Best Practices Plan for ease of discovery (success depends upon taxonomy plan) o Use managed properties o Administratively managed word associations (author = writer) Best bets Noise words Design search infrastructure for flexibility and scalability o Keep search database defragmented o Place search database on separate spindle o Monitor the search server o Look for input/output contentions Slow crawls Monitor search requests o Search results can give clues to how users are attempting to locate information
  64. 64. Implementation The need to paint a picture… Publishing Portal Best Practices Optimize query operations o Follow guidelines for optimal sizes for lists and libraries Make query-driven web parts efficient Consider indexes for lists and libraries Plan for a separate authoring and publishing environment o Do not modify the publishing site directly o Content job will overwrite Leverage caching o Disk-based caching, ASP.NET output caching, SharePoint object caching Layout pages are for structure, not functionality o
  65. 65. Implementation Tune and optimize… Operational Best Practices 64 bit rules! o At least 2GB RAM per processor for web, 4GB RAM per processor for SQL Server o Use gigabit network interface cards for traffic between web and database servers o Consider separate NICs to separate user requests and database server traffic o Windows Server Place logs on non-system drive o Tune Internet Information Server (IIS) as needed o Avoid web garden setting o Windows 2003 vs 2008 o SQL Server Do not skimp on disk space o Place content DBs, tempDB, and logs on separate spindles o RAID 10 best performance, RAID 5 best capacity o Direct storage vs storage area networks (SAN) o SQL Server 2005 vs 2008 o
  66. 66. Management Protect your investment… SharePoint Management Monitoring Implement site quota templates, alerts Perfmon.exe o o Built-in reports Microsoft Operations Manager 2005 o o 3rd party solutions (Nintex) Systems Center Operation Manager o o 2007 Auditing Backup & Recovery Plan very carefully o Manageable backups (<15GB) Use event logs for daily business o o Central administration (manual) Only enable tracing for troubleshooting o o Stsadm.exe tool (manual or o automated) Large backups o SQL Server backup tools Third party backup tools
  67. 67. The Future of SharePoint!
  68. 68. The Future of SharePoint! “Office-14” wave • Enhanced Business Intelligence • Cloud Computing and SharePoint Online •
  69. 69. Cloud Computing “Maybe I'm an idiot, but I have no idea what anyone is talking about. What is it? It's complete gibberish. It's insane.” Larry Ellison Oracle Corporation September 2008
  70. 70. Software + Services More reach More choice More structure More mobility Less on-premise Desktops Servers & infrastructure infrastructure Cheaper desktops Classic IT solutions Cloud solutions
  71. 71. Software + Services
  72. 72. Microsoft Online Services Enterprise class software delivered via subscription services hosted by Microsoft and sold with partners
  73. 73. Coexistence Giving IT the flexibility to maintain on-premise control for on- some users while enabling online services for others On premise Online environment environment Key Features Internet Coexistence allows for some users to be on the local mail server and some on Exchange Online Staged Migration Some users Some users have mailbox have mailbox on Online mail on local mail 75 server server
  74. 74. Unified Administration IT administrator can manage all your services from one place Key Features Management Co-existence Co- Migration Support Service Health Configuration 76
  75. 75. Standard and Dedicated Versions • Single customer per architecture • Multiple customers, one architecture • Businesses greater than 5,000 seats • Customer needs rapid deployment • Optimize for 20,000+ • No seat limit • Customer needs most server features • Cost efficiency a key focus
  76. 76. Customer Scenario – Mid-Market Customer Description: International manufacturing company with 3800 employees, 1800 in manufacturing • Currently using Notes 6.5 and was looking for a migration to 2007 Why Microsoft Online • Large number of manufacturing workers; need solution for communication Services • Reduction in IT costs due to downturn in economy • Explored hybrid model of on premise vs. cloud before; did not have seamless answer to issues • Need communication and collaboration tool to communicate with manufacturing staff Exchange Online Solution • 2000 users to full online exchange • 1800 users to OWA SharePoint Online • Maximize collaboration capabilities; move HR document workflow to SharePoint provide on central repository for employee information • Will reduce mail overhead from ~$40+ per user per month to ~$10 Results • Brought online workers that never had interaction with corporate • Will send 100,000 less pieces of mail in 12 months
  77. 77. Data Center Commitment • Data Center Commitment: – $2.3 billion investment building data centers – Currently 13 global data centers that use 70 megawatts of power. By the end of 2009, there will be 20 data centers that use 180 megawatts of power – Size of 9-10 football fields; contain enough wire to wrap around the earth several times – Adding 10K–20K servers a month • Process 1 billion Windows Live ID authentications per day • Energy efficiency and sustainability
  78. 78. Highly Secured Datacenters Business Class Reliability and Security Delivering highly secure, private, and reliable computing experiences based on sound business practices Filtering Routers Key Features Firewalls • Geo-redundant datacenters Intrusion Detection System • N+1 architecture System Level Security • 9 layers data security Application Authentication • CyberTrust certified Application Level Counter-measures Counter- • Secure access via SSL Virus Scanning • ITIL/MOF operational practices Separate Data Networks Authentication to Data • 24x7x365 support • Backed by 99.9% uptime SLA
  79. 79. 5 Tools and Resources Keep your Key Initiatives moving forward in the New Economy Leverage your SDPS benefits for a SharePoint Jumpstart 1. Chicago’s Microsoft Technology Center (MTC) 2. The tremendous Microsoft Finance option 3. LinkedIn Group 4. Midwest SharePoint Conference 5.
  80. 80. JumpStart Your Business QUILOGY SHAREPOINT JUMPSTART (QSJ) Features: Production-ready SharePoint portal complete with content Leverages Quilogy’s rapid deployment patterns and practices Four Editions to match needs: BRONZE SILVER GOLD PLATINUM • 3 days of • Plan and • Plan and • Plan and high level implement 1 implement 2 implement 3 discovery & department department department deployment site sites sites plan If your organization has an Enterprise Agreement with Microsoft, you may qualify for QSJ Bronze or Silver free by using SharePoint Deployment Planning Services money.
  81. 81. SharePoint JumpStart and SDPS Benefits
  82. 82. The Microsoft Technology Center (MTC) - Chicago
  83. 83. The Microsoft Technology Center (MTC) - Chicago
  84. 84. MTC - Chicago Strategy Briefing This one-day briefing starts by examining your current IT environment and business objectives and then moves into the Envisioning Center, where you will see Microsoft solutions in action, through powerful demos and scenarios customized to meet your needs. The day includes mutual discovery, tailored product and technology drill-downs, and expert presentations. It culminates with the delivery of a clear and actionable picture of how Microsoft and partner technologies can help you reach your business goals. Architecture Design Session This custom session drills into your business objectives and aligns them with specific applications of Microsoft .NET connection software to help you not only meet your goals, but also capitalize on them. We will provide architectural guidance, consultation on preferred practices, and risk analysis to chief technology officers, architects, and senior members of your development team. Proof-of-Concept Workshop In this multiweek, in-depth workshop, our architects work closely with key members of your technical staff to transfer knowledge and prove out custom solutions. This workshop may also include detailed demos and training sessions. Your development team will have a private, secure, and fully loaded development suite that is preconfigured prior to their arrival.
  85. 85. Microsoft Financing A creative way to keep your initiatives moving forward in the New Economy CFO: Maximize ROI, conserve capital and credit lines CIO: Meet IT needs within budget, and plan for long-term investments
  86. 86. Available Microsoft Finance Programs MS Financing Description License Type Terms and Conditions Product Availability Programs Structured Payments from 24-60 EA, Select, Open months, All Products except OEM For businesses of all sizes that want to finance the Microsoft Monthly entire cost of their technology solution, including Dynamics, Quarterly any combination of software, services, partner 1. Total Solution Microsoft Services, Semi-Annual products and hardware - and manage the costs as Ramped and Deferred Financing Hardware one investment. Third-party software Partner Services Structured Payments from 24-60 months, For businesses that want to purchase Microsoft All Products except OEM EA, Open, Select, Monthly licenses alone, rather than an entire technology 2. Software Microsoft Quarterly solution involving services, etc. License Financing Semi-Annual Dynamics, Third- Ramped and Deferred party software Volume Licensing Payment Program Administered by Microsoft Financing Structured Payments aligned to EA enrollment period Enables Microsoft to proactively offer flexible All EA Products and services EA Direct, Monthly Extended Payment payment terms to a Direct EA Commercial on a Customer Price Sheet excluding Quarterly Terms customer that go beyond the standard upfront or (CPS) Ramped Subscription annual payments. Skipped.
  87. 87. LinkedIn Group: Microsoft SharePoint Users: Strategies & Best Practices • Link to users who register for Quilogy SharePoint global webinars & seminars • True user group: no promotions or solicitations allowed from anyone • Share ideas, knowledge, comments and ask questions of your peers • To join, look for an email from Kelly Cebold in your email inbox for the link
  88. 88. Thank you! Use all of the resources available to you to keep your key competitive initiatives moving forward in the New Economy!