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Information architecture in share point 2010
The document discusses a model for effectively using SharePoint, emphasizing the importance of information architecture, information management, and information governance. It highlights the challenges of collaboration and content chaos in organizational settings while outlining strategies for structuring and managing information in SharePoint. The conclusion emphasizes the necessity of creating a personalized model that aligns with an organization's needs and investing in proper understanding and expertise.
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Information architecture in share point 2010
- 1. Mind to Matter: Away to model how you work in SharePoint James Tramel Solutions Architect Planet Technologies
- 2. Why Listen tome? Many, many SharePoint implementations and upgrades A lot of non-cs Education MCTS, MCITP SP 2010 Business experience DB, Dev, Inf, and Admin training, education and experience
- 3. What is SharePoint What does it do? How does it work? Why does it work? Have you ever seen it not work?
- 4. Collaboration Gone Wrong Content Chaos Email as personal CMS Islands of information Can’t find anything, Don’t learn anything Just like a web version of my file shares and paperwork Collaboration hasn’t changed Institutional memory not enhanced How did they do that?
- 5.
- 6. How to ModelSharePoint Does it need a model? Why? What kind of model? How is the model developed? How is the model revisited?
- 7. A SharePoint model Information architecture, information management and information governance are the cornerstones Built around you These ideas and planning them are in just about every book on SharePoint
- 8. Information Architecture, Management andGovernance What is IA? What is IM? What is IG?
- 9. Information architecture (IA)is the art of expressing a model or concept of information used in activities that require explicit details of complex systems Information management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences Information Governance is the set of policies, role, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals. Formal Definitions
- 10. IA Examples TheAnatomy of a Large-Scale Hypertextual Web Search Engine Faceted Metadata for Image Search and Browsing Facetag: Integrating Bottom-up and Top- down Classification in a Social Tagging System
- 11. Who does IAand When? “Here's what I've come to understand: What IA has been about from the beginning is designing context with hyperlinks. That is, shaping contextual experience with connections afforded by the new, digital layer of the web.” Answer: You do
- 12. SharePoint – AnExample Web App Site Coll DB
- 13.
- 14. Demo Create afarm Create a Web App Create a Site Collection Create a list
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- 16. SP Information Architecture Information architecture in SharePoint Server 2010 is the organization of information in an enterprise — its documents, lists, Web sites, and Web pages — to maximize the information's usability and manageability.
- 17. IA Factors forSharePoint How to find information How information is stored and retrieved How users navigate to information How data will be presented in the site. How redundant or overlapping information is What templates are used for creating information How My Site Web sites fit into the information architecture How the site will be structured and divided into a set of subsites.
- 18.
- 19. SP Information Management •Information management in SharePoint Server 2010 comprises organizing, retrieving, acquiring, and maintaining information.
- 20. Information Management Howinformation will be targeted at specific audiences. How content will be tagged and how metadata will be managed. What the authoritative source is for terms. How search will be configured and optimized. What metadata is available for each type of information How to create sets of rules for a type of content.
- 21. SharePoint - DataTopology
- 22. Normalization Normalization isthe process of organizing data to minimize redundancy. The goal of database normalization is to decompose relations with anomalies in order to produce smaller, well-structured relations. Objectives of normalization 1. To free the collection of relations from undesirable insertion, update and deletion dependencies; 2. To reduce the need for restructuring the collection of relations as new types of data are introduced, and thus increase the life span of application programs; 3. To make the relational model more informative to users; 4. To make the collection of relations neutral to the query statistics, where these statistics are liable to change as time goes by.
- 23. Data Normalization It’sa Process 1NF, 2Nf – BCNF – every non trivial functional dependency is a dependency on a super key Each table is a single subject, no data stored in more than 1 table, no anomolies, all attributes have a key
- 24. SharePoint Normalization Usethe tools – that’s why they’re there Managed Metadata Content Types Search User Profile Service Performance Point BCS
- 25. Metadata and Taxonomy What is metadata in general? What is Managed metadata - a hierarchical collection of centrally managed terms that you can define and then use as attributes for items in Microsoft SharePoint Server 2010. A user's role determines how the user can work with managed metadata.
- 26. Managed Metadata Importyour metadata Organize information based on Content
- 27. Content Types Areusable collection of metadata Content types enable enterprises to organize, manage, and handle content in a consistent way. They define the attributes of a type of list item, document, or folder. Important for consistency, reusability and centrality Together with metadata, you seamlessly begin to integrate work
- 28. SP Information Governance Information Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.
- 29. SP Information Governance Streamlining the deployment of products and technologies, such as SharePoint Server 2010. Helping protect your enterprise from security threats or noncompliance liability. Helping ensure the best return on your investment in technologies, for example, by enforcing best practices in content management or information architecture.
- 30. Implement IG Determineinitial principles and goals Classify the business information / content Develop an education strategy Develop an ongoing plan
- 31. Conclusion You needa model – your own model Creating the model should be rely on IA, IM and IG. You need expertise in your company and outside of your company You need to invest in yourself and understand your own information You need to know how SharePoint works, and works for you. SharePoint should fit you, not the other way around. By planning how you work you can implement or re- implement SharePoint highly successfully, vastly increasing success and knowledge
- 32.
- 33. References Technet MSDN Microsoft Press Wikipedia Database Systems: Rob and Coronel, Thompson. The Anatomy of a Large-Scale Hypertextual Web Search Engineepoint slide next Sergey Brin and Lawrence Page Computer Science Department, Stanford University Faceted Metadata for Image Search and Browsing Yee, Swearingen, Li, Hearst Computer Science Division School of Information Management and Systems, University of California E. Quintarelli, A. Resmini, L. Rosati - FaceTag: Integrating Bottom-up and Top-down Classification in a Social Tagging System – Italy Lego image: http://lego.wikia.com/wiki/File:6538_Building_Instructions_1.png Normal curve: http://mypages.valdosta.edu/mwhatley/3900/curve.htm
Editor's Notes
- #2 Connect to audience – what do they do Often – this is something you might take a look at before, but it something you may need to take a look at now
- #4 Cure for Cancer?
- #5 From Files, to File Shares – not much different
- #6 Why will a model help, and why another model Model is a form that structure an idea Normal is a guy they keep in the closet Difference between what a technical expert can offer, and what the business has to invest is the reason for many failures. Regardless there are ways out of this failure How do we make it better? Learn about SharePoint and try to figure it out – maybe a model?
- #7 Why model – why not just grow organically oob – nothing wrong – but you might need to revisit Lots of models– single farm (oob model (wing it), top down, bottom up, portal, public first/publish first, centralized, deconstructed, conestoga, specialized, cross-org, collaboration) Usually individual, hopefully a focus group, sometimes team Revision of plans = Software Development Lifecycle / Business Lifecycle
- #8 You’re unique, just like everyone else Planning in every book
- #9 How many people just fell asleep? Information Architecture –– discovery science (library science) database science? Research on research Information Management - Concept of newspeak – no ambiguity (art) – good idea - this is why one size doesn’t fit all Information Governance – your backup tech or infrastructure folks? Your secretary – that not how we do things…
- #10 Formally:
- #11 From IA site The Anatomy of a Large-Scale Hypertextual Web Search Engineepoint slide next Sergey Brin and Lawrence Page Computer Science Department, Stanford University Faceted Metadata for Image Search and Browsing Yee, Swearingen, Li, Hearst Computer Science Division School of Information Management and Systems University of California E. Quintarelli, A. Resmini, L. Rosati - FaceTag: Integrating Bottom-up and Top-down Classification in a Social Tagging System – Italy Tag or Search in all of them – Find, discovery
- #12 The answer is lots of folks. So let’s talk about how it works for you, no matter who you are. Let’s bring this in the SharePoint discussion and how IA can help us build a model. Show how it explain what we do, and how we do it for our business. How we can make it work with SharePoint? JOURNAL OF INFORMATION ARCHITECTURE | VOLUME 1 ISSUE 1 diff roles in business and software The Machineries of Context New Architectures for a New Dimension Andrew Hinton inkblurt@gmail.com Vanguard
- #13 What’s wrong with this picture – we’ll find out From MS
- #14 Why do different web apps and these things matter? Security, performance, discovery Is SharePoint an information website, a database, a program/application, an intranet
- #16 So this is why – basically repeating things and adding much more than necessary
- #19 With IA Streamlines architecture and business needs Much cleaner More available But what about Data?
- #20 If architecture is what’s outside the box, this is what inside the box
- #21 Information management in SharePoint Server 2010 comprises organizing, retrieving, acquiring, and maintaining information.
- #22 Why are these important – data stores One of the keys to managing data topology is knowing where your information comes from, and how to coalesce it where necessary. Not a new topic – been key to databases for many years
- #23 Why does this matter – think of it as streamlining your information. We’ll do this part quick. This is nothing new: E.F. Codd, "Further Normalization of the Data Base Relational Model“ 1970. definition Redudancy and Anamolies
- #24 Find uniqueness and find relations Really about taking what you know, and finding opportunities for coalescence. Example – HR system, onboarding and offboarding. Same person, same people. Infopath forms and hard coding. New HR documents.
- #25 To get data to work together, and get data lined up. These are elements above that are all SharePoint service application that can make the data work for you.
- #26 Metadata is information about information A tagline at the top of html Who created first – classification of animals based on features – before Darwin.
- #27 Import your taxonomy – you probably already have it If not, look for models – don’t recreate the wheel initially. You can add more later Demo to import
- #28 Each content type can specify metadata properties to associate with items of its type, available workflows, templates, and information management policies.
- #29 It’s all set up – so now what – it always works right? Not without governance.
- #30 Need for stakeholders and IT maintainence
- #31 Track compliance and quantify the benefit Working with the steps above Your workers must be taught and retaught how this information works Should be iterative