Mind to Matter: A way to model how you work in SharePoint

James TramelSolutions ArchitectPlanet Technologies

Why Listen to me? 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

What is SharePoint What does it do? How does it work? Why does it work? Have you ever seen it not work?

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?

Why Another Model?Market Review

Market Introduction

Growth

Matturity

Saturation

How to Model SharePoint Does it need a model? Why? What kind of model? How is the model developed? How is the model revisited?

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

Information Architecture, Management and Governance

What is IA? What is IM? What is IG?

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

IA Examples The Anatomy 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

Who does IA and 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

SharePoint – An Example

Web App

Site Coll

DB

SharePoint Architecture: Topology

Web App

Site Coll

DB

Demo Create a farm Create a Web App Create a Site Collection Create a list

No-Share-Point Example

Web App

Site Coll

DB

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.

IA Factors for SharePoint 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.

SharePoint

Web App

Site Coll

DB

SP Information Management• Information management in

SharePoint Server 2010 comprises organizing, retrieving, acquiring, and maintaining information.

Information Management How information 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.

SharePoint - Data Topology

Normalization Normalization is the 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.

Data Normalization It’s a 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

SharePoint Normalization Use the tools – that’s why they’re there Managed Metadata Content Types Search User Profile Service Performance Point BCS

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.

Managed Metadata Import your metadata Organize information based on Content

Content Types A reusable 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

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.

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.

Implement IG Determine initial principles and goals Classify the business information /

content Develop an education strategy Develop an ongoing plan

Conclusion You need a 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

Q and A

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