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Guiding a Successful SharePoint Implementation


Published on

August 25 session

SharePoint is transforming the way organizations are connecting their people, business processes, and enterprise-wide information. In this exclusive two-part series on 23 & 25 August, led by SharePoint MVP Randy Williams, IT managers and SharePoint users will walk away with the blueprint they need to ensure they can successfully deploy SharePoint to meet their specific business needs.

In this session, learn the best practices and common pitfalls innate in implementing SharePoint in order to ensure your SharePoint service offering is right on the mark, the first time.

Published in: Technology

Guiding a Successful SharePoint Implementation

  1. 1. Guiding a successful SharePoint implementation<br />Randy Williams<br />Enterprise Trainer & Evangelist<br /><br />Twitter: @tweetraw<br />© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.<br />
  2. 2. About your speaker<br />20 years in IT<br />developer, consultant, trainer, author<br />At AvePoint<br />Evangelist, Architect<br />Three-time SharePoint MVP<br />Lived in Singapore in 2009-2010<br />Currently based in San Diego, California<br />
  3. 3. Today’s agenda<br />Part 1 (2:00 - 3:10)<br />Introduction & Overview<br />The Need to Plan<br />Defining the Business Solution<br />Governance<br />Q&A / Break / Social (3:10 - 3:30)<br />Part 2 (3:30 - 4:40)<br />Architecting the solution<br />Office 365<br />Addressing training requirements<br />Closing Remarks / Q&A / Social (4:40 - 5:00)<br />
  4. 4. Challenges deploying SharePoint<br />It’s a business solution<br />Delivering ROI<br />Cultural changes<br />Managing the adoption balance<br />It’s a complex product!<br />Integration into existing systems<br />Enhancing the product<br />Delivering effective governance<br />
  5. 5. The need to plan<br />
  6. 6. Yes, you really need a plan<br />It’s still a project<br />SharePoint is one of the trickiest types of projects<br />Many stakeholders<br />Marriage of business and technology<br />Numerous dependencies<br />Plan and execute iteratively<br />Be sure to get executive sponsorship from the beginning<br />
  7. 7. How can SharePoint Fail?<br />Lack of growth planning<br />Lack of governance model<br />Lack of governance board<br />Lack of executive sponsorship<br />Lack of operational planning<br />Lack of provisioning governance<br />Lack of strategy<br />Lack of user analysis<br />Lack of infrastructure planning<br />Lack of information architecture<br />Lack of change management<br />
  8. 8. Defining the solution<br />
  9. 9. What are your business goals?<br />Identify pain points and opportunities<br />Do not assume SharePoint is the solution<br />Describe the solution without technology<br />“I need a database that …”<br />“I want a web site to …”<br />Do the goals align with strategic plan?<br />Avoid getting too deep into the weeds<br />Prioritize<br />
  10. 10. User Personas<br />Because users won’t just “figure it out”<br />Identify specific use cases that SharePoint can address<br />Validates SharePoint as a solution<br />Used to “sell” SharePoint to the business<br />Helps calculate ROI<br />Input into governance, testing, and training <br />How?<br />
  11. 11. Organizing all requirements<br />Project Requirements<br />
  12. 12. Addressing the gap<br />What about requirements that cannot be met by SharePoint?<br />Is SharePoint the right solution?<br />Build or buy?<br />Rich SharePoint ISV ecosystem<br />Workflow<br />Backup/Recovery<br />Records management/compliance<br />Storage optimization<br />Improved social features<br />Enforce governance<br />
  13. 13. Design and deliver governance<br />
  14. 14. Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals. <br />Microsoft -<br />What is governance?<br />
  15. 15. Accountability<br />
  16. 16. Accuracy<br />
  17. 17. Restrictions<br />
  18. 18. Appropriateness<br />
  19. 19. Compliance<br />
  20. 20. SharePoint Governance issues<br />
  21. 21. Storage<br />
  22. 22. Information Architecture<br />
  23. 23. Proliferation <br />
  24. 24. Lifecycle Management<br />
  25. 25. Group management<br />
  27. 27.
  28. 28. People<br />Governance System<br />
  29. 29. Policy<br />
  30. 30. Process<br />Manual Enforcement<br />Automated Enforcement<br />Semi-automated<br />
  31. 31. Technical governance<br />Define Your Requirements<br />Align Management Requirements with Controls and Scopes<br />Align Business Requirements with Controls, Features and Scopes<br />Overlay Information Architecture and Manageability<br />
  32. 32. Ready for a break?<br />Q&A<br />
  33. 33. Architecting the Solution<br />
  34. 34. Logical design of SharePoint<br />Farm<br />Web Application<br />Service Application<br />Zone<br />Content DB<br />Site collection<br />Top-level site<br />List/Library<br />Sub site<br />Sub site<br />[Folder]<br />Item / Document<br />
  35. 35. Server roles<br />Web front end (WFE)<br />IIS server that receives all direct HTTP requests from users<br />Application server<br />Runs service applications, such as Search, MMS, others<br />Also based on IIS<br />Uses WCF for communication<br />Database server (SQL Server)<br />Configuration database<br />Content databases<br />Application service databases<br />
  36. 36. Scaling web front end<br />Very scalable role using load balancing<br />Active/active design<br />Can use either NLB (built into Windows) or hardware load balancer<br />In general <br />4 WFE per database server<br />1 WFE can support thousands of users<br />
  37. 37. Scaling application server<br />Very scalable using SharePoint<br />Active/active design<br />Load balancing is built into SharePoint – no external configuration needed<br />Pay special attention to search (query and crawl)<br />
  38. 38. Scaling database server<br />Add multiple database servers<br />Clustering is an active/passive design <br />only a high availability solution<br />Keep database servers dedicated<br />Virtualization okay – but small performance hit<br />Use high-quality SAN storage for best performance<br />Optimizing SQL Server for SharePoint<br />
  39. 39. How can I decide where/how to distribute services across my farm?<br />Answer: Perform adequate testing to determine the right topology based on your requirements and budget<br />
  40. 40. Single server farm<br />All roles on one machine<br />Only advised for development or test environments<br />No fault tolerance<br />Also known as a standalone farm – cannot be scaled out<br />
  41. 41. Two server farm<br />Very common for small to some medium-sized organizations<br />In general, can support up to 2000 users<br />Farm can be scaled across all roles to as large as needed<br />No fault tolerance<br />
  42. 42. Three server farm<br />Each server has its own role<br />Usually used with heavier search component<br />All application services are on application server except query<br />No fault tolerance<br />
  43. 43. Small high-availability farm<br />Four server farm with all roles redundant<br />Database server can either beclustered or mirrored<br />
  44. 44. Medium server farm<br />Comes in many flavors and sizes<br />Scale each role as needed<br />Delivers high availability and scalability<br />
  45. 45. Large farm<br />Yes, SharePoint is uber scalable<br />
  46. 46. Storage Capacity Planning<br />Content databases<br />Documents x Versions x Average Size = data size<br />10KB x [List Items + (Docs x Versions)] = Metadata size<br />DB Size = data size + metadata size + log<br />In general, max size should be kept under 200GB<br />Index space required<br />Size of Content DB(s) indexed * 0.035 = Index size<br />Index size * 4 = Disk Space Required<br />Spread across crawl db, property db, and file system<br />
  47. 47. Remote BLOB Storage (RBS)<br />Store documents outside of content database<br />Save on storage costs<br />Best in file-heavy, read-centric environments<br />Best for larger files (on average >1MB)<br />Built in RBS support with SQL Server 2008 R2 (FILESTREAM provider)<br />Not advised for production – use third party<br />Performance tests show 25% reduction in average response time *<br />However, it does complicate recovery<br />
  48. 48. Authentication<br />SharePoint supports two modes<br />Classic<br />Same as with SharePoint 2007<br />Works with all forms of Windows authentication<br />Easiest to configure<br />Common with intranets<br />Claims based authentication<br />New in SharePoint 2010<br />Supports custom providers<br />Must be used if you want forms-based auth (FBA)<br />
  49. 49. Office 365<br />
  50. 50. What’s in the Box?<br /><br />
  51. 51. Microsoft’s Promise<br />99.9% uptime<br />Certified<br />Multiple datacenters<br />Geo-redundant<br />Shorter release cycles<br /><br />
  52. 52. Data Centers<br />$2.3B+ investment – geo redundant - environmentally sustainable<br />
  53. 53. Missing Features Today<br />Business Connectivity Services<br />FAST Search<br />Performance Point Services<br />Project Server<br />Power Pivot<br />Secure Store Service<br />Limited device support<br />Full Trust Solutions<br />
  54. 54. Latest Costs (per user/per month)<br />Professional and Small Business(less than 50 users)<br />P$6 – Exchange, Lync, SharePoint, Office Web Apps<br />Enterprise<br />E1 $10 – Exchange, Lync, SharePoint<br />E2 $16 – E1 + Office Web Apps<br />E3$24 – E2 + Office Pro Plus, Excel/InfoPath/Visio/Access Services<br />E4 $27 – E3 + voice capabilities<br /><br />
  55. 55. SharePoint 2010 Enterprise<br />Lync 2010<br />Exchange 2010 <br />Office 2010 Professional<br />Sample Comparison<br />100 users<br />On-premises<br />Office 365 E3<br />$28,800 1st year<br />$28,000 2nd year<br />$28,000 3rd year<br /><ul><li>Infrastructure: Network, Servers, Administrator
  56. 56. Software: Windows Server 2008 R2, SQL Server 2008 R2, SharePoint Server 2010, Office 2010 Professional…</li></ul>Cost?<br />
  57. 57. To learn more about Office 365<br />Webcast recorded on 2 Aug 2011<br />Download from<br />
  58. 58. How to address training<br />
  59. 59. Recommendations<br />Users will not “figure it out”<br />Training should not be product-centric<br />Task-oriented <br />focus on use cases and governance<br />remember user personas?<br />Identify one or two champions in each business unit<br />Train the trainer<br />Also works well for tier-1 support<br />Power users/site collection admins get additional training<br />
  60. 60. Training resources<br /><br /><br /><br /><br /><br />
  61. 61. Register today and learn about these exciting topics:<br /><ul><li>Office 365: Does it Work in a Leap Year?
  62. 62. To BLOB or Not to Blob? Storage Optimization Demystified
  63. 63. Without Boundaries: Building SharePoint for Real Global Collaboration
  64. 64. Application Lifecycle Management: A Cautionary Tale
  65. 65. The Truth Behind SharePoint Recovery and Availability: Meeting you SLAs
  66. 66. Automating and Provisioning Change Management</li></ul>Or visit for more information<br />
  67. 67. Mark your calendars<br />Tracks<br />
  68. 68. Q&A<br />Randy Williams<br /><br />
  69. 69. © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.<br />