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Is Your SharePoint ReallyHealthy?What’s the Right Prescription?,[object Object],Presented By: Richard Harbridge,[object Object],#SPTechCon  @rharbridge,[object Object]
Who am I?,[object Object],I,[object Object]
Why does this topic matter?,[object Object],We find the issues in SharePoint typically when SharePoint upgrades, new third party components, new solutions and significant changes are made to SharePoint.,[object Object],This results in high costs and greater delays than if many of those issues had been discovered earlier.,[object Object]
What we will be talking about…,[object Object],What is a SharePoint Prescription?,[object Object],SharePoint Preventative Care ,[object Object],SharePoint Palliative Care,[object Object],SharePoint CurativeCare ,[object Object],SharePoint Incident Reporting,[object Object],SharePoint Health Assessments,[object Object]
 Our Goal Today…,[object Object],From Here                                                           To Here,[object Object]
What is a SharePoint Prescription?,[object Object]
Why do you need a Prescription?,[object Object]
What is a Prescription?,[object Object],[object Object]
They typically contain orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.
They indicate that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring efficacy and safety. ,[object Object]
It’s a technology-care program implemented by an expertthat governs the plan of care for a SharePoint implementation.
It typically contains orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.
It typically contains orders to be performed by system, administrators, developers, architects or other experts.
It indicates that the prescriber takes responsibility for the clinical care of the systemand in particular for monitoring efficacy and safety.
It indicates that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring efficacy and safety. ,[object Object]
What to watch out for…,[object Object],Even with an effective prescription you must follow it in order for it to be effective.,[object Object]
SharePoint Preventative Care,[object Object]
What is Preventative Care?,[object Object],Measures taken to prevent diseases (or injuries) rather than curing them or treating their symptoms.,[object Object],In SharePoint Terms?,[object Object],The pro-active actions you plan for, schedule and execute to mitigate or prevent issues from occurring in your SharePoint implementation.,[object Object]
SPDisposeCheck,[object Object]
Sandboxed Solutions,[object Object]
Deployment Processes,[object Object]
Site Provisioning Process,[object Object],Having a site provisioning process is a preventative measure and provides the following benefits:,[object Object],[object Object]
Improves search and navigation.
Provides consistent application of site and content access permissions.
Mitigates legal and compliance issues.,[object Object]
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.,[object Object]
The Outcome,[object Object],You are able to prevent many potential SharePoint issues through careful planning.,[object Object]
What to watch out for…,[object Object],No one wants to do preventative care or pay for it. “It won’t happen to me.”,[object Object]
SharePoint Palliative Care,[object Object]
What is Palliative Care?,[object Object],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.,[object Object],In SharePoint Terms?,[object Object],Targeting and fixing symptom like issues within your SharePoint implementation without targeting or solving the root cause.,[object Object]
When to use Palliative Care,[object Object],When curing the symptoms of an issue is all you can do.,[object Object],[object Object]
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)Cynefin (Dave Snowden Explains),[object Object]
SharePoint Example,[object Object],A site collections content database is 60GB in total size.,[object Object],Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth.,[object Object],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.,[object Object]
The Outcome,[object Object],Symptoms of an underlying SharePoint issue are resolved to decrease the impact of the underlying SharePoint issue.,[object Object]
What to watch out for…,[object Object],When a symptom is treated it doesn’t cure the underlying issue. ,[object Object]
SharePoint Curative Care,[object Object]
What is CurativeCare?,[object Object],Actions that seek to cure the existing disease or medical condition.,[object Object],In SharePoint Terms?,[object Object],Solve the underlying issue/problem so that it no longer exists in your implementation.,[object Object]
There is no magic pill.,[object Object]
Simple Example,[object Object],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. ,[object Object],This was because the site was built using the team site template with publishing turned on after it was already created.,[object Object],The “Cure” or Solution:,[object Object],[object Object]
Adjust the site’s welcome page setting as well as all existing links that reference to the old default.aspx page location.,[object Object]
Complex Example,[object Object],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.,[object Object],The “Cure” or Solution:,[object Object],[object Object]
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. ,[object Object],There are several known challenges.,[object Object],When a user updates their information in SharePoint it does not update Active Directory resulting in updates to the contact information in Exchange.,[object Object],When Help Desk updates user information they do it in Active Directory.,[object Object],When HR updates user information they do it in the HR Employee Directory (Custom/Not Active Directory).,[object Object]
Do I Need To?,[object Object],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. ,[object Object],We must do the same with SharePoint solutions – the risk is theirs to take, not ours.,[object Object],Not if there are no known or identified issues.,[object Object]
SharePoint Lobotomy?,[object Object],Is there a way to cause a severe ‘personality’ change in your organizations perception of SharePoint?,[object Object],[object Object]
Eliminate and rebuild your implementation. (2007 to 2010 upgrades provide an opportunity to accomplish this with less user resistance since things are changing anyways.),[object Object]
What to watch out for…,[object Object],We cannot cure something if we don’t know enough about it.,[object Object]
Incident Reports,[object Object],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. ,[object Object],In SharePoint Terms?,[object Object],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.,[object Object],Note this is also important to perform assessments aftercurative care has been provided to better understand it’s impact.,[object Object]
SharePoint Incident Reporting,[object Object]
SharePoint Health Assessments,[object Object]
When to Assess,[object Object],When not scheduled it’s still important to perform assessments after any “curative” action is performed. ,[object Object],“It indicates that the prescriber takes responsibility for the clinical care of the system and in particular for monitoring efficacy and safety.” ,[object Object],Additionally it may be best to perform one after significant palliative or preventative measures are taken.,[object Object]
Mental or Physical?,[object Object],Physical health without mental health is not ‘healthy’.,[object Object],In a SharePoint Implementation:,[object Object],Physical Health = Technical Health,[object Object],Mental Health = Business or Non-Technical Health,[object Object],If you have business or non-technical issues you may not have a healthy SharePoint implementation.,[object Object]
[object Object]
What are we currentlyusing SharePoint for within our Enterprise?
What are the future uses for SharePoint within our Enterprise?
How is SharePoint helping us achieve our business goals?
What are our SharePoint objectives and their priority?
What are our SharePoint initiatives and their priority?
How do our SharePoint initiatives align with our SharePoint objectives?
What are ways we can reduce inefficiencies and duplication?
What groups are doing similar initiatives and how can we help?
What are the related systems, applications and services we have within our enterprise?
How is the business prioritizing SharePoint initiatives?
Who are the people or key areas of the business involved in setting the strategic direction for our SharePoint implementation?
What areas of the business offer the most opportunity for growth?
How are you communicating strategic changes or initiatives related to SharePoint in your organization?
How are you allocating costs?BusinessStrategy Assessments,[object Object],[object Object],It is important to understand the vision, direction, objectives, and priorities of any SharePoint implementation or solution.,[object Object],[object Object]
Are we using it to meet external web content management needs?
Are we using it as an application delivery platform?,[object Object]
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?
What are the related business applicationsandservices?
Do any contain duplicate features/functionality?
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?

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SPTechCon - Is Your SharePoint Healthy?

Editor's Notes

  1. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  2. Workflow for usage
  3. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  4. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  5. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  6. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  7. The audience for these assessments shouldn’t always be a technical one. Often we get lost in delivering assessments to the caretakers without delivering to the real patient which is the business and business users themselves. In our example above we described Technology Experts as the caretakers of the organizations technology needs and health. Realistically though for assessments that deal with user adoption, governance, or organizational maturity we are dealing with something beyond the technology. We want to encourage behavior changes (for the better). What better way to do that than by also delivering to the business and business users as well as the caretakers?
  8. A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening