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

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

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

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SP Community Contributions 
slideshare.net/techChirag

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

  1. 1. Chirag Patel @techChirag SharePoint User Group UK (London) 25 June 2015 @suguk #suguk Replacing your Fileshare with SharePoint 2013 Farm
  2. 2. About Chirag Thanks to organisers & Combined Knowledge for sponsoring the pizza!
  3. 3. SP Community Contributions  slideshare.net/techChirag
  4. 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. 5. Session Overview Project Background & Requirements SharePoint Review SharePoint Issues Implementation Gaps Rollout Approach Information Architecture Summary
  6. 6. Business Transformation Programme Corporate Performance Management SharePoint Desktop Refresh File Migration Wi-Fi Consolidate Building Facilities & Parking
  7. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 19. Governance • SharePoint Administration is not Governance • Operational Governance vs SharePoint Governance
  20. 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. 21. Electronic Document Management Document OR Paper to Scan Capturing Storing Retrieving Tracking Changing Auditing Retention Archiving Deletion of forms, documents & digital assets
  22. 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. 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. 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…

Editor's Notes

  • If the cost of server hardware is a limiting factor (as opposed to the cost of licensing), four VMs can be consolidated onto a single physical host given enough server resources.

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