Implementing SharePoint 2010 Projects

Implementing SharePoint 2010 Projects

Andy HopkinsPartner / Principal Consultantandrew.hopkins@chrysalisbts.com

Who Am I?• Chrysalis | BTS - Partner

• Chrysalis BTS focuses on vision and strategy, development and deployment, and process management of Information Management solutions for our clients

• Microsoft – Technology Development Manager• Assisted global alliance partners in developing their

solution strategies around SharePoint technologies• Lexis-Nexis – Director Systems Engineering

• Prior to Microsoft, 13 years at Lexis-Nexis years in various roles from developer of search solutions to Director of Systems Engineering

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

SharePoint Supports Wide Variety of Applications

Complex

Simple

Extranets ExtranetPortals Dashboards Business

Process

Intranets CollaborationSites

OfficeWorkflows

Applications Range from Simple to Complex

Simple• OOB Intranets• Collaboration

sites• Office workflows

Marginal• Simple portals• Simple workflows• Simple

integration• OOB search

Demanding• Records

Management• Business Process

Management• Complex Extranet

portals

Complex• Enterprise

Content Management

• Federated search• Advanced

integration

Finding the Right Balance

Complexity

Productivity

• Increased Custom Development• Longer Delivery Cycle• Higher Maintenance Costs

• Low Customization• Short Delivery Cycle• Lower Maintenance Costs

Information Workers and Task WorkersInformation Workers

• Develop strategy• Self managed• Create knowledge• Analyze data• Unique value add

Task Workers• Carry out strategy• Monitored tasks• Generate data• Deliver goods• Repeatable value

add

Information Work and Task WorkInformation Work

• Collaborating• Ad hoc processes• Document creation• Data discovery• Highly personalized

Task Work• Process bound• Managed tools• Forms based entry• Transaction focused• High scale

Communities

Search

Sites

Composites

ContentInsights

Document collaborationInformation discoveryInformation ManagementSurface for business dataUser managedWidely accessibleBusiness Process Management

SharePoint Products and TechnologiesApplication Platform for Information AND Task Workers

Line of Business Applications on SharePointApplications deployed worldwide

• Contract Management• Legal Case Management• Real Estate Management• Grant Management• Permitting & Licensing• Health & Human Services

Case Management• Insurance Claims

Processing• HR Self-Service

• Investigation Management• Student Information

Systems (SIS)• Recruiting Management• Call Center / 311• Healthcare Dashboard• Product Production

Optimization Dashboard• Supply Chain Management• Product Lifecycle

Management

SharePoint 2010 Minimizes Key 2007 Risks

Improvements in integration

Improvements in application

lifecycle management

Improved scalability

Less coding for workflow apps

Expanded ECM capabilities

Expanded search applications

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

Solution Success goes well beyond Technology

20%SupportTraining

CommunicationPolicies

Technology

DocumentationDeployme

nt

Common Implementation Mistakes• Jumping into implementation without an enterprise strategy

aligned to business objectives• Not treating SharePoint like an enterprise application• Not defining policies on what to use SharePoint for (and what

not to use it for)• Empowering users without appropriate training and guidance

(i.e. security management)• Not planning for scale and/or growth• Not providing SharePoint as a centralized service for the

organization• Not testing the backup/recovery process

Implement a Governance Model• Ensure that the portal strategy is aligned with business objectives so

that it continuously delivers business value• Avoid portal, team site, and content "sprawl"• Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’;

users need to understand the value to get the benefit• Users can do a lot – we give them “great power” and need to ensure

they accept their “great responsibility”• Ensure that content quality is maintained for the life of the portal• Consistently provide a high quality user experience• Establish clear decision making authority and escalation procedures

Governance Model Top Ten1. Clear Vision – Defined Business Goals and Outcomes2. Well Defined Roles and Responsibilities – Strategic Champion3. Deployment Model4. Not all Governance Models are created Equal – Multiple

Models is OK5. Policies – Regulatory Compliance6. Guiding Principles7. Launch and Roll-out (Adoption) Strategy8. Content Management Plan9. Training Plan10. Governance Model Document

SharePoint 2010 Considerations• Social Computing Implications

• Increased emphasis and availability of social computing means more types of content to govern

• “Social Data”• Tagging, bookmarks, ratings• Wikis• Blogs• Profiles

SharePoint 2010 Considerations

• Managed Metadata• Consistent Terminology / Enterprise Taxonomy• Better Navigation / Filtering• Better Search Results• Easier on Users• But…potential for confusion

• What is Metadata?• Managed Keywords vs. Managed Terms• Document Columns vs. Social Tags

SharePoint 2010 Considerations• Records Management

• In-Place Records vs. Records Archive• You’ll likely use both – need to decide which and when• Has effect on:

• Record retention rules• Which users can view records• Ease of locating records (Collaborators vs. Records Managers)• Maintaining each version as a record• Records Auditing• Site Organization (and number of sites used)• E-Discovery• Security

• If you are doing Records Archive, you need a records manager role!

SharePoint 2010 Considerations

• Content Organizer• Partitioning Mechanism• Do you use it?• “Where did my document go?”

• SharePoint Customization• SharePoint Designer: Off or On?• Partially Trusted vs. Fully Trusted Code• Excel and Access Solutions

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

Traditional ECM Project Challenges

27% of ECM users are highly disappointed in their ECM implementationsSource : Jupiter Research

A conservative failure rate estimate of ECM projects within large organizations is 50%Source: Doculabs

Why SharePoint Adoption Can Be Hard

• What is SharePoint exactly?• Collaboration• Portal• Search• Content Management• Applications• About 20 other things!

• New ways of working creates cultural shifts that take significant time to adopt

Adoption CurveThe Roll-out strategy must focus on most effective approach to driving employees to adoption over timeWhen adopting a new technology, users typically pass through five stages, each involving a progression of behaviors and needs

Adop

tion

Stage/Time

Awareness

Learning Trial Application Adoption100%

What Users Want• Connecting SharePoint to Business Goals

• Users want to see the connection• Outcomes, not requirements

• Elegant Solution Design• Don’t make users go through five screens to do one

task• What’s in it for me?

• Users want to understand what they get out of using the system (why they have to add metadata, for example)

Must-Have Elements to Adoption Strategy• Communication Plan• Training Plan• Content Conversion Plan• User Support Plan• Incentives and Reward Plan

Communication Plan

• Leverage Experts and Champions• CEO Memos• Town Hall Meetings• Break Room Posters• Make sure you have an ongoing plan for

continuous communication

Training Plan

• Training: Not just for Developers and IT• Also For:

• Power Users (Site Owners)• Visitors• Members• Web Content Contributors• Workflow Approvers

• “just-in-time and just enough”

Content Conversion Plan• It’s critical that important information gets moved to

the new system• Several Options:

1. Clean and migrate everything2. Migrate nothing; Index old content

• New content only in new system3. Clean and migrate recent content only.4. Migrate ALL content and cleanse later should NEVER be

an option!

User Support Plan• Contact Person for Every Page

• Use pictures and contact info• Internal Site Owner User Groups/Communities

• Empower users to help each other• Get the IT Help Desk on board

• Giving users power means more questions• End-User Feedback Loop

• Get feedback in two ways:• Metrics-based (number of users, rating scale, etc)• Anecdotes (good/bad experiences)

• End-User resources (guides, help, etc)

Incentives & Reward Plan

• Answer “What’s in it for me?”• Show (with real data) why something is useful

• Provide Recognition for Content Contribution• Money talks; so do titles & certificates

• Have a Fantastic User Experience• Invest in an information architecture

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

SharePoint 2010 ArchitectureMore Scalable

• Significant work invested in SQL (to eliminate locks, etc.)

• New Service model and Timer job affinity allows server “grouping”

• Extensive performance and reliability testing

• Highly scalable Search Architecture

SharePoint 2010 ArchitectureMore Flexible

• Server number can now be much larger (Tens of servers in a single farm)

• Enterprises can write their own services that take advantage of the SharePoint infrastructure• Example: Kodak Capture Service (coming end of summer)

• PowerShell scripting replacing STSADM

SharePoint 2010 ArchitectureTiers• WFE Tiers – Some changes, some

optimization• App. Server Tiers – Many changes• SQL Tiers – Some changes, heavy

optimization

SharePoint 2010 ArchitectureWeb-Front-End Servers – Highlights

• Ribbon UI

• Claims-based identity

• Throttling features to handle peaks gracefully

• Memory Optimization => less memory issues

• New Usage Logging API

• Caching improvements

SharePoint 2010 ArchitectureApplication Server Services

• List of services that can run on Application Servers:• Native

• Access• BDC• Excel Services• Performance Point• Visio Services• Word• PPT• Office Web Applications• Project Server• More will come…

• Custom Applications

SharePoint 2010 ArchitectureSQL Tier Changes

• Many more Databases to manage• Granular Database Structure

• ‘Service Application’ Database is split up =>many new features have their own Database

• Partial List of services with own database:

• Search• People / Profile Import• Tagging• Taxonomy• InfoPath (session state)• Secure Store• LOBi• Web Analytics• Performance Point

A Universe of SharePoint Deployments

Your Star

No Cookbook

What Differentiates SharePoint Deployments?Hardware, Setting and

TopologyFacts: # of servers, HW spec, rolesTuning Options: Add WFE or App Server, tune settings

DatasetFacts: #of Site collections, DBs, Web Apps, Data SizeTuning Options: Split Site Collections, Balance Content DBs

WorkloadFacts: purpose, services, # of Total users, concurrency, RPSTuning Options: Split farms, disable services, block clients

Health And Performance Score (The SLA) Availability, Latency, Throughput, Responsiveness, Failure Rate…

.Your Star

Sample Topologies

• Proof of Concept/Demo Environment• Small Organization• Medium Enterprise• Large, Distributed Enterprise

These are examples, not prescriptive guidance

Standard Architectures

Single Server

Demos and Dev Boxes

Limited deployments minimum servicesup to 5000 users (~5 RPS)50-100 GB of data

Small Farm

WFE & App Servers

SQL

Schematic Diagram, not to be use as a recommendation for Server Counts

Standard Architectures

Limited deployments minimum servicesup to 5000 users (~5 RPS)50-100 GB of data

Demos and Dev Boxes

Common Enterprises10-50k users (~50 RPS)1-2 TB of data

Single Server

Small Farm

Medium

Farm

WFE & App Servers

SQL

App Servers

SQL

WFE

App ServersSQL

WFE

Large EnterpriseUp to 500k users (~500 RPS)10-20 TB of data

Large Farm

Federated Services

Schematic Diagram, not to be use as a recommendation for Server Counts

SharePoint 2010 Guidance64-bit Servers only! Enabling 2010 features will require more power!Dedicate SQL power to Logging DB and Web AnalyticsRecommended Hardware Requirements*:

WFE and Apps Servers** - Dual processor, 8 GB RAMSQL Server** - Quad Core, 16 GB RAM

Recommended Software RequirementsClient – IE7 (IE8 preferred) / Fire Fox 3.5/ Safari for Mac browsers 64-bit Windows Server 2008 (or 2008 R2)64-bit SQL Server 2008 R2, 64-bit SQL Server 2008 or 64-bit SQL

* These is initial guidance and is subject to change** Recommended requirements to hold a production deployment

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

Building Composite Applications

Interoperability• Business Connectivity Service• External Lists• Workflow• Data Form Web Parts• Desktop Application Integration (Excel,

Access, Visio, InfoPath)• Federated Search

2010

2010

Features

Configurable

Custom

• BCS• Workflow• Search• Web Parts• InfoPath• Workflow• Web Parts• Event Receivers• Site Definitions• Data Forms

Presentation

Web Parts

App Pages

Silver-light Office WPF Win

Forms

Web Browser Desktop

Business Connectivity Service• No code connectivity to external data sources• Direct item binding via External Content Types• Full CRUDQ support (read-write)• SharePoint Designer integration• Offline access to external data• Fully indexed and searchable

2010

2010

2010

2010

BCS Architecture

Agenda• High Value Applications

• Capabilities• Planning Best Practices

• Governance• Adoption

• Deployment Best Practices• Architecture / Capacity• Data Integration

• Next Steps

Next Steps• Identify business drivers, pain points, barriers

• Start with low hanging fruit• Identify deployment challenges and risks• Develop a high-level view of the key features

and benefits relating to business drivers• Conduct Architecture Design Session

AND• Contact Chrysalis | BTS to assist in your

SharePoint 2010 Strategy and Implementation plans!

Thank you!

APPENDIX

Microsoft’s 2010 Dog-Food FarmDescription: Team Collaboration Portal & Social NetworkingDay to day work and internal experiments

Farm’s Total Data Size 1.8 TB Largest Content Database 800 GB Largest Site Collection Size 280 GB Logging DB Size (14 days) 300 GB Number of Web Applications 4 Number of Content Databases 13 Total number of Site Collections 7,700 (7,200 my sites) # of User Profiles in Profile DB 193,000 Total number of Documents 4 Million

Workload: Total number of users per week: 15,200 Concurrent users (Distinct Users per Minute) ~200 Total Requests per day: ~7,000,000 Hourly Average RPS [Requests per Sec]: ~150 Hourly Max RPS [Requests per Sec]: 270

Data Set:

Search Full Crawl generating ~75%

Hardware:• Software Load Balancer• 7 WFEs/App Servers [8 Core, 16 GB, Win 2008 R2]• 1 SQL Servers [8 Core, 32 GB, SQL 2008]• 1 SQL Server for the Logging DB [8 Core, 16 GB, SQL 2008]• EMC SAN Storage (70 Disks)

3 General WFE1 WFE dedicated to search crawl 1 App Server:

Central AdminUser Profile ServiceMetadata Management ServiceWord Conversion Service

2 App Servers:Excel Calc ServiceOffice Web Access ServiceWeb Analytics ServiceAccess ServiceVisio Graphics ServicePerformance Point ServicePowerPoint Broadcast ServiceSandboxed Code ServiceBusiness Connection Service

Availability - Average WFE Uptime ~99.8% Average Server Side Latency 0.5 Sec Slower Responses 7% Non scheduled IIS recycles WFE 0.14 a day SQL Average CPU 40% App Server Average CPU 15% WFE Average CPU 20%

Health and Performance Score:

Microsoft’s 2010 Dog-Food Farm