SharePoint User Group UK London (25 June 2015) - Replacing your fileshare with SharePoint 2013 farm

1. Chirag Patel @techChirag
SharePoint User Group UK (London)
25 June 2015 @suguk #suguk
Replacing your Fileshare with
SharePoint 2013 Farm

2. About Chirag
Thanks to
organisers &
Combined
Knowledge for
sponsoring the
pizza!

3. SP Community Contributions 
slideshare.net/techChirag

4. SharePoint Saturday London
• Saturday 11th July 2015
• Imperial College London
• 6 Tracks and 30 Sessions
• Registration now open
• www.spslondon.org
• #SPSLondon
6/26/2015
|
4 |
Evolving with Office 365 and
SharePoint Online Collaboration Tools
Chirag Patel

5. Session Overview
Project Background & Requirements
SharePoint Review
SharePoint Issues
Implementation Gaps
Rollout Approach
Information Architecture
Summary

6. Business Transformation Programme
Corporate Performance
Management
SharePoint
Desktop
Refresh
File
Migration
Wi-Fi
Consolidate Building
Facilities & Parking

7. Change Enablement
New ways of working…
• Greater flexibility
• Enabling staff
• Deliver excellent service
• Enabling better use
• Modern tools
• Paper-light environment
• Introduce efficiencies
Matching Capabilities
• Follow me desktop
• Follow me telephony
• Follow me printing
• Follow me information (EDM -
SharePoint)
• Collaboration (SharePoint, Lync)

8. Supporting Technology Changes
Data Cleansing
• Department file share using 3rd
party tool
• Pre-migration - Enable users to
clean, create taxonomies,
metadata, content types
• Migration – File share
replication to SharePoint
SharePoint User Feedback
• Can’t find information easily
• Like the document library
explorer view
• Slow to navigate folder
structure
• Like Gantt chart task view

9. Key Requirements
• SharePoint – replacement of file share and
reduce storage
• Able to find content quickly and easily
• Maximise zero-code use of configuration
• My Site – Personalised Taskpad
• Site templates: Team, Project, Meeting
• Self-service site creation
• “Carrot and Stick” Design
• Check out/in enabled for all libraries
• Versioning enabled for all libraries
• Auditing and Reporting for all sites

10. Collaboration & Sharing
Many to many
Sharing and Collaboration
Project Group
Collaboration
Meeting Groups &
One to few sharing
LAN/WAN
Citrix
VPN
or
Citrix
MDM
MDM
MySite

11. Administration Architecture
• SharePoint Farm Administration
• Application Management &
Databases
• Review Problems and Monitoring
• Security
• System & General Application
Settings
• Backup & Restore
• Site Collections
• Sub Sites
• My Sites
Documents, Items and Pages
Folders, Document Sets
Libraries and Lists
Sites
Site Collections
Databases
Web Applications
Service Applications
Servers
Farm

12. SharePoint Review Scope
Governance
and Service
Strategy
Architecture
and Design
Service
Delivery and
Operations
Information
Risk
Assessment
SharePoint
Installation and
Configuration
Health Check

13. Roles & Responsibilities
IT Service Provider
• SharePoint Infrastructure
• Database Infrastructure
• SharePoint Partner
• Service Design & Model
Client
• Site Collection Provisioning &
Administration
• Permissions & Security Groups
• SharePoint Content/Data
Management
1. SharePoint Administrator?
2. Database Creation?
3. Site Collection vs Databases
4. Site Collection User clean-up

14. SharePoint Testing
Scope
• System Testing
• Web Parts on Landing page
• View sites, tasks, events, documents,
from specific site
• View Outlook emails, tasks, calendar
• Self-service site (collection) creation
• Hardware Infrastructure Testing
• Integration Testing
• Security Testing
• Based on Active Directory
Expected
• SharePoint Infrastructure
• SharePoint Security
• In transit
• At rest
• SharePoint Service Applications
• Custom SharePoint Features
• Content Type Hub & Metadata
• SharePoint Apps (i.e. discussion)

15. Topology
Physical Host B
All SharePoint Databases
Physical Host A
Web
Server
Web
Server
App
Server
App
Server
Other SQL Databases
Physical Host D
All SharePoint Databases
Physical Host C
All SharePoint Databases
Crawl DB
Application Server –
Distribution Service
Application Server – All
Application Server Roles
Application Server –
Distribution Cache Service
SQL Server installed and configured to support SQL clustering, mirroring, or AlwaysOn
across both of the hosts.
Load Balancer
Physical Host A
Web
Server
Physical Host B
Web
Server
Up to four VMs can be combined onto one
physical host if the host has sufficient CPU
cores and RAM.
Dedicated application servers for the
distributed cache service are recommended
in environments that use social features, such
as social feeds and microblogging.
Combining all application server roles onto
one VM requires Windows Server 2012 which
allows a greater amount of resources to be
allocated to individual VMs.
Index Partition 0Replica 1a Replica 1b
Application Server – All
Application Server Roles
Crawl DB Crawl DB
Web
Server
Web
Server
Current Topology Recommended Topology

16. Issues (1)
• Inability to create content type in Content Type Hub of the parent
document
• No functional requirements, non functional requirements nor
governance documents
• No SharePoint Administrator
• Failover test limited to web and application servers
• SQL Server clustering shared with other LoB databases
• Farm administrator rights granted to power users without training

17. Issues (2)
• Unsupported custom code
• Vendor based SharePoint code framework
• Site definitions
• Self-service site collection provision
• My site host page customised with web parts
• No SSL on web apps
• No SharePoint aware backups
• Inability to restore site collections
• Single Content Database Architecture for all site collections

18. Customisation
• MySite host page
• Global Navigation
• Site themes
• Changes to standard style elements
• Inclusion of logos and colours
• New functionality
• Lync enabled members
• Site collection and sites map

19. Governance
• SharePoint Administration is not Governance
• Operational Governance vs SharePoint Governance

20. SharePoint Support
We shall do…
• Store individual/team/dept. files
• Sync and share content within
EDM framework
• Basic and advanced training for
‘superusers’
• SharePoint guidance and help
documents
• Training few IT proficient to be
SharePoint experts (2nd level
support)
Gaps
• Platform not designed for
fileshare
• No EDM framework
• SharePoint training vs IT literacy
• No experts other than
SharePoint partner

21. Electronic Document Management
Document
OR Paper
to Scan
Capturing
Storing
Retrieving
Tracking
Changing
Auditing
Retention
Archiving
Deletion of
forms,
documents
& digital
assets

22. Roll-out Approach
• 10 week timeline for each department
• Engaging Change Champions
• Gather file structure
• Largely mapped folder and document library
• Training limited to “Open with Explorer” and site look and feel
• Variable 1-2-1 meetings difficult to measure
• Missed opportunities for Information Architecture (content types
and metadata)

23. Information Architecture
Getting started…
• Managed Metadata Service
Application – Department List
• Content Type Hub – Document,
Excel, Powerpoint
• Site Collection Model
• Sites Model – Team, Meeting, Project
• Lists & Libraries – Risk, Issues, Tasks,
Document Library
• Taxonomy – Document classification
metadata
Digging deep…
• Functions
• Functional Grouping
• Templates or Forms
• Associated documents
• Sharing scope
• Storage

24. Summary
• Seek SharePoint Expertise
• On board SharePoint team early on
• Acknowledge SharePoint is big, complex & expensive
• SharePoint Platform delivery is NOT implementation
• Validate every detail and look for evidence to satisfy work
• Avoid biting more than you can chew
• SharePoint: Work on it…