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SharePoint for Project Managers
Donald Donais
11.08.2012
TM
Today’s Schedule
• Introductions• SharePoint 101 Session - Overview• SharePoint Governance• Let’s Create Something
Avtex IT Pro [email protected]
Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com
Twitter@dondonais
Donald Donais
SHAREPOINT 101
• General Overview• Sites• Communities• Content• Search • Insights• Composites
SharePoint 101
SHAREPOINT – GENERAL OVERVIEW
The Business Collaboration Platform for the Enterprise and the Web
Microsoft SharePoint 2010
Connect and Empower People
Cut Costs with a Unified Infrastructure
Rapidly Respond to Business Needs
Communities
Search
Sites
Composites
ContentInsights
• Modular system• Acts as a repository for storing and
managing content (documents, web)• Accessing content from other systems
(data, web services)• Provides a secure environment for
users and content• Can be customized / configured
(layout, look and feel, functionality) to meet many different scenarios
• All accessed via a browser
SharePoint Key Concepts
Communities
Search
Sites
Composites
ContentInsights
• SharePoint Team Services• SharePoint Portal Server 2001• Windows SharePoint Services 2.0• Microsoft SharePoint Portal Server 2003• Windows SharePoint Services 3.0• Microsoft Office SharePoint Server 2007
SharePoint Evolution
2010 Versions
More SharePoint 2010…
High-End Search
NewEnterprise Client Access License (CAL)Standard Client Access License (CAL)
Intranet Internet/Extranet
New
New
New
Enabling Technologies
Internet/Extranet
Create Rich Sites for Customers and Partners Using All of SharePoint’s Capabilities
For organizations looking to create customer-facing public internet sites or private extranetsThis is our premier internet site edition, with full SharePoint Enterprise functionality
Build Small-Scale Internet Sites on the SharePoint Platform
For small and mid-size organizations looking to create customer-facing public internet sites or basic extranets using the Standard features of SharePoint Server 2010Note that this edition will have performance/scale limits
New in 2010
Microsoft Enterprise Search
Powerful High-end Search Delivered Through SharePoint
Search is strategicWant high-end capabilities and easy deployment and manageability Are building custom search solutions and integrated applications
Complete Intranet Search SolutionWant enterprise-class intranet search with low touch from ITScalable, searches LOB systems, improved people search
Departmental SearchHave tactical, low scale search applications (such as departmental sites)Want quick, basic projects requiring little or no cost and IT effort
(Requires SharePoint Server 2010and SharePoint Enterprise CAL)
SharePoint-The Core of a Web Strategy
• Core Audiences• Intranet
• Internal employees • Extranet
• Customers• Partners
• Internet• External web users
Intranet
Extranet
Internet
Three C’sContent - Communication - Collaboration
How is SharePoint Used?
Corporate Intranet
Communication • Documents • Organizational Information
Project Team Collaboration
Teams • Projects • Documents • Tasks • Alerts
Extranet Partner Collaboration
Content Management • Secure Content • Profiles • Private Channel
Process Improvement / Automation
Workflow • Digital Forms • Auditing
Internal Social Networking
“Facebook” for the Enterprise • Profile • Skills • Interests • Blogs • Wiki’s
Business Intelligence Dashboard
Performance Management • Secure Content • Analysis • KPI’s
Search a Product Catalog
Content Management • Search • Facets
Corporate Website
Communications • Content Management • Brand / Design • Flash
Website / Online Marketing
Content Management • Database • Profiles • Commerce • Analytics
Product Marketing Website
Content Management • Database • Profiles • Analytics
Social Computing Website
Content Management • Brand / Design • Social • Database • Profiles
The “One Stop Shop”
Role Based Portals • Database • Documents • People • Composite
SharePoint Online
Intranet Internet/Extranet
Enterprise User Subscription License (USL)
Standard User Subscription License (USL)
Deskless User Subscription License (USL)
New Internet Sites Offer
Partner Access Offer
New
New
Moving towards parity between on-premises and onlineParity in features and scenarios enabledIntroducing: Enterprise USL, Internet Sites, and Partner Access offers
• Office has been dropped from the product name – NOT from the story.
• Continued “Better Together” story for Office Client and SharePoint
• Additional investment in server versions of Office Client Applications (Visio, Access)
• Office Clients available in the web browser:
Office 2010 Integration
“Office Web Apps”
SharePoint Core Features
SitesLists / LibrariesWeb PartsPages
Communities
Search
Sites
Composites
ContentInsights
AlertsVersioningMetadataWorkflowSecurity
Communities
Search
Sites
Composites
ContentInsights
SharePoint Foundation 2010
Ribbon UISharePoint WorkspaceSharePoint MobileOffice ClientOffice Web App IntegrationStandards Support
Blogs and Wikis
Business Connectivity ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS
Communities
Search
Sites
Composites
ContentInsights
SharePoint Server 2010
Ribbon UISharePoint WorkspaceSharePoint MobileOffice ClientOffice Web App IntegrationStandards Support
Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser
Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio & Video Content TypesRemote Blob StorageList Enhancements
Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline
PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot
Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS
SITES
• The basic capabilities required to use SharePoint sites to engage employees, partners and customers in an effective manner, both inside and outside the firewall
• On the old wheel: Part of the core Platform Services
What are Sites?
SharePoint Sites FunctionalityFunctionality SharePoint Version
Physical Location within SharePoint 2007 & 2010
Navigation 2007 & 2010
Lists, Libraries, and Pages 2007 & 2010
Office Client Interaction 2007 & 2010
User Interface – Ribbon 2010
SharePoint Workspace 2010
SharePoint Mobile 2010
Office Web App Integration 2010
Standards Support 2010
SharePoint Sites
Collaboration across Intranet, Extranet & InternetImproved interoperability with standards supportOut-of-box accessibility compliance for WCAG 2.0
Single Platform
Mobile-based interaction with people and contentRead-write web access using Office Web ApplicationCross-browser support for maximized participation
Anywhere Access
Easy site editing, including theming & brandingOffice Ribbon UI for faster training & adoptionRich offline experience with SharePoint Workspace
Rich User Experience
Formerly in Word, Access, Excel, PowerPointContext aware menusNow available in SharePoint:
Ribbon
Take lists, libraries, and files offlineSyncs differencesFormerly Groove:
Workspace
Native Client for Windows Mobile devicesMobile SDK for developing custom mobile experiences
Mobile
SharePoint Workspace
Mobile
Rich experience in the browserSupports co-authoring of Office Client DocumentsCross Browser Support
Office Web Application
Ribbon UISite EditingThemingOffice Web Application
Demos
COMMUNITIES
• The ability to easily access expertise and interact with other people in new and creative ways across the enterprise through both formal and informal networks
• On the old wheel: Formally known as Collaboration
What are Communities?
SharePoint Communities FunctionalityFunctionality SharePoint Version
Collaboration Sites 2007 & 2010
Team Sites 2007 & 2010
Tagging, Tag Cloud & Ratings 2010
Social Bookmarking 2010
Blogs and Wikis 2007 & 2010
My Sites 2007 & 2010
Activity Feeds 2010
Profiles and Expertise 2007 & 2010
Organization Browser 2010
SharePoint Communities
Work with peers whether online or offlineCollaborate on the go through the mobile UIEnrich existing applications with social context
Participation Anywhere
Connecting users through enhanced profilesStaying up-to-date using news feeds and alertsMake expertise discovery easy across the enterprise
Social Connections
Promote sharing with easy social authoringEasily navigate resources with pervasive taggingFind better answers faster via user feedback
Informal Knowledge
Enhanced!Status UpdatesOrg ChartActivity FeedsTags & Notes
My Sites and Profiles
New! Tag items with keywordsRate list itemsNote Board
Tags, Notes & Ratings
Improved!What you’d expect from a blogBetter navigation for Wikis
Blogs & Wikis
TaggingRatingsBloggingEnterprise Wikis
Demos
http://www.sharepointmn.com
CONTENT
• The facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages. SharePoint 2010’s content-management capabilities include document management, records management, and Web-content management.
• On the old wheel: Formally known as Content Management
What is Content?
SharePoint Content FunctionalityFunctionality SharePoint Version
Columns 2007 & 2010
Content Types 2007 & 2010
Enterprise Content Types 2010
Document Sets 2010
Records Center 2007 & 2010
Multi-Stage Disposition 2010
Audio & Video Content Type 2010
Web Content Publishing 2007 & 2010
SharePoint Content
Metadata and tagging managed by same servicesLess storage and bandwidth for Office & binary contentInteroperability framework to link legacy repositories
Management Efficiency
Pervasive records management and legal holdsEnterprise-wide taxonomies and folksonomiesCross-farm policies and rules for all content types
Flexibility and Compliance
Intuitive interaction with content through OfficeFast discovery using content metadata and taggingRapid creation and publishing of web content
User-centric
Centrally defined taxonomy/terms:Now available across site collections:
Content TypesSite Columns
Unique Document IDsMetadata Navigation
Metadata
New Media Web PartEasily add video/audioUpload or find content instead of copy & pasting URLs
Video Streaming
Manage multiple documents at onceCan be managed as a content type
Document Sets
Available after activating site featureSupports renaming and moving of content based on content type/propertiesRule-based routing:
Document Routing – Content Organizer
Media Web PartDocument RoutingDocument Set
Demos
SEARCH
• With more content existing online and multiple people collaborating on such content, it is critical that people can quickly and easily locate relevant content across SharePoint lists, sites and external systems and data sources, such as: file shares, Web sites or line-of-business applications.
• On the old wheel: Also known as Search
What is Search?
SharePoint Search FunctionalityFunctionality SharePoint Version
Core Search Results 2007 & 2010
People Search Results 2007 & 2010
Keywords & Best Bets 2007 & 2010
Search Scopes 2007 & 2010
Social Relevance 2010
Phonetic Search 2010
Faceted Search 2010
FAST Integration 2010
Search Driven Applications 2007 & 2010
SharePoint Search
Improved scale to meet any demand volumeDeployment-specific tuning for best resultsSearch-driven applications to enrich platform
Enterprise Deployment
Phonetic and multi-lingual for global relevanceSocial connections driven by interests and expertise Secure access to content, whether internal or external
Knowledge Amplification
Improved relevance based on usage and historyRich results-navigators for shorter search timeSupport for 400+ content types and 85 languages
Better Answers, Faster
WildcardWildcard*.wildcard
Wildcard Searching
Search Result Refinement (AKA: facetted search)Related SearchesPreviews / Thumbnails (with FAST Search)Sort on Social Distance
Improved Search Results
Wildcard SearchFaceted Search
Demos/Screenshots
http://www.sharepointmn.com
INSIGHTS
• Information workers need the ability to not only rapidly deliver and share information that is critical to the success of the business but also to turn raw data into actionable conclusions and to drive business results through sharing data-driven analysis.
• On the old wheel: Business Intelligence
What are Insights?
SharePoint Insights FunctionalityFunctionality SharePoint Version
Excel Services 2007 & 2010
KPI’s 2007 & 2010
PerformancePoint Server/Services 2007 & 2010
Chart Web Part 2010
Visio Services 2010
Web Analytics 2010
SQL Server Integration 2007 & 2010
PowerPivot for SharePoint 2010
SharePoint Insights
Drive accountability and alignment with scorecardsIdentify issues and opportunities with real-time accessImproved API for richer extensibility and development
Organizational Effectiveness
Powerful Self-Service capabilities and visualizationsCompelling dashboards to drive business resultsRich reports with access to millions of rows
Decision Making
Advanced analysis with Excel ServicesRicher data visualization and easy sharingIncorporation of LOB data in data analysis
Data interaction
Excel ServicesPowerPivotVisio ServicesPerformancePointChart Web PartBusiness Connectivity Services
Two-way updates!
Access Services
Lots of new toys
• Use Excel Services when an end user or analyst wants to share content with multiple persons across an organization. It provides a mechanism for taking authored content in Excel 2010 and making it available in a browser. Excel Services is also used when an end user or analyst has generated a model that can be widely used (such as a mortgage calculator). In both cases, Excel Services lets the author publish targeted content without making the underlying intellectual property available to consumers.
Excel Services
Excel Services
• You can combine native Excel 2010 functionality with the PowerPivot Add-in in-memory engine to allow users to interactively explore and perform calculations on large data sets. Use Excel and PowerPivot Add-in when you want to quickly manipulate millions of rows of data into a single Excel workbook for ad-hoc reports.
Excel Services with PowerPivot
Excel Services and PowerPivot
Work with massive amounts of data
Self-service analysis delivered thru Excel 2010
• Use Visio Services to build a visual representation of your business structures that are bound to data. Examples include processes, systems, and resources. An engineer can use the visualization to create data-bound objects to represent a process.
Visio Services
Visio Services
• Use PerformancePoint Services for creating dashboards, scorecards, and key performance indicators (KPIs) that help deliver a summarized view of business a performance. The dashboard is a point of entry to drill-down analysis for driving agility and alignment across an organization. PerformancePoint Services gives users integrated analytics for monitoring, analyzing, and reporting.
Performance Point
Performance Point
Excel ServicesVisio ServicesPerformancePoint
Demos
http://www.sharepointmn.com
COMPOSITES
• Business users of all roles need the ability to quickly create customized solutions without involving corporate IT in each request. At the same time, the IT staff needs the capability to empower business users to create these applications while ensuring the environment’s stability and availability.
• On the old wheel: Portals
What are Composites?
SharePoint Composites FunctionalityFunctionality SharePoint Version
Business Data Connection (BDC)/Business Connectivity Services (BCS)
2007 & 2010
InfoPath Form Services 2007 & 2010
External Lists 2010
Workflow 2007 & 2010
SharePoint Designer 2007 & 2010
Visual Studio 2007 & 2010
RSS & REST 2007 & 2010
SharePoint Composites
Sandboxed Solutions for self-service and fast installationPlatform stability with resource quota-managementStandards support for integration and accessibility
Solution Deployment
BCS for LOB data exchangeLOB data in Outlook, Word & Workspace w/out codeSP data exposed through web services & APIs
Data Connectivity
Enhanced toolset for end-user solutionsProcess automation and data validation with FormsVisio services integration for data visualization
User-Driven Solutions
• Rapidly create no-code collaborative solutions:– Browser-based customizations– SharePoint Designer 2010– Out of the box workflows– Forms Services– Visio Services– Access Services– BCS and External Lists
Composites in 2010
Open BCS entities with Office Client Apps (ex: Outlook contacts)Create with SharePoint Designer or Visual Studio
External Lists (and Office Client Integration)
Upload SharePoint solutions to a site collection without server/farm admin rights!Limited set of code accessCan be restricted and throttled by administrators
Sandbox Solutions
Communities
Search
Sites
Composites
ContentInsights
SharePoint Server 2010
Ribbon UISharePoint WorkspaceSharePoint MobileOffice ClientOffice Web App IntegrationStandards Support
Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser
Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio & Video Content TypesRemote Blob StorageList Enhancements
Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline
PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot
Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS
• Microsoft SharePoint 2010– http://sharepoint.microsoft.com/en-us/Pages/default.aspx
• SharePoint 2010 Forums– http://
social.msdn.microsoft.com/Forums/en-US/sharepoint2010general/threads
• SharePoint 2010 Templates– http://
talesfromitside.wordpress.com/2011/03/07/sharepoint-2010-templates/
References
• SharePoint Project Management• General Overview• Enterprise Search• Taxonomy and Navigation• Education and Training• Operational Concerns• Testing & Provisioning• Infrastructure• Deployment and Configuration• Project & Operational Management• Informational Architecture• Governance Plans
SharePoint Governance
http://www.sharepointmn.com
SHAREPOINT PROJECT MANAGEMENT
Details of a SharePoint Project• Intranet Project
Internal Publishing and Collaboration Portal• Internet Project
Outward Facing Website• Extranet Project
Partner or Membership Portal
SharePoint Resources• IT Professional (IT Pro)
Purpose is to Install, Migrate and Configure• SharePoint Business Analyst
Help analyze needs within SharePoint• SharePoint Developer
Purpose is to develop applications on SharePoint .NET• SharePoint Designer
Purpose is to create branding elements within SharePoint
Secondary Considerations• New Installation of SharePoint
No Previous Version of SharePoint• Migration from SharePoint 2003
Consider fresh install then migrate content Preferably use a vendor tool
• Migration from SharePoint 2007 to 2010 Consider fresh installation then migrate content
Project Breakdown – IT Pro• Plan for Appropriate Capacity & Support• SharePoint Servers (Including Dev Environment)
SharePoint and SQL Hardware with Proper Configuration for Performance Installation and Configuration Accounts Installation Media and Licenses
• Migration or New Installation Need Access to SQL for Databases
• Configuration and Functionality Typically where the backend
Project Breakdown – Business Analyst
• Governance & Planning Training Communication Security Information Architecture
• Build Out of SharePoint Structure• Using SharePoint Functionality
Project Breakdown – Developer• Plan for Appropriate Development within
SharePoint• Work with Development Structure
Team Foundation Server (TFS)• Coordinate with IT and BA
What are the Needs? Internet/Intranet/Extranet – All Different
Project Breakdown – Designer• Plan for Appropriate User Interface• Wireframe & Storyboards• Appropriate use of SharePoint Features• MasterPages and Layout Pages Creation• Overall Branding and Consistency
http://www.sharepointmn.com
GENERAL OVERVIEW
• TechNet:Governance is the set of roles, responsibilities, and processes that you
put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies.
• Robert Bogue:Governance is managing the deployment of information technologies.
Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption
Governance
What is ‘Governance’ ?
• Not Rocket Science• SharePoint is both broad and deep: There are a LOT of details
to consider• A lot of governance is common knowledge• What does it mean to bring SharePoint into the environment
• Who will support it?• What is technology impact?
• Adoption – more than just an afterthought• Plan for it• Get acceptance and feedback from users
Governance
Governance…
• Site Proliferation with no Plan• Server Proliferation – IT doesn’t meet needs of dept.• No Quotas, No Blocked File Types, No Policies• Unreliable Service (No SLAs)
Unreliable support No strategy, no training Lack of Growth & Usage Reporting
• No Communication• No security audits or security policies (information leaks)• No life cycle management or cleanup
Governance
What Contributes to a Chaotic Deployment
• CXO sponsored strategy (stakeholder buy in)• Well Communicated Strategy & Service Offering• Consolidated Well Managed Server Farms• Consistency, Standards, Branding, Usage Policies• Security Policies and Enforcement, Information
Management Policies• Easy to use and powerful Search• On Demand/Accessible Training and Support
Governance
What Contributes to a Successful Deployment
Enterprise Search
Search
• What do users search for today? How do they search today?• What search functionality is available to you?
• WSS, MOSS, Search Server, Express, FAST• Integrate information architecture with search planning – Managed Properties…• Search strategy, taxonomy, geography• Best Bets, highlighting, thesaurus, noise, etc…• People Search• 3rd party tools: Search ‘rating’, wildcard search… • Consolidated search page – Search Center• Search scoping, tabs, results (design and configuration)• Surface information beyond SharePoint content (File shares, BDC, other…)
• Federated Search functionality • Potential for staffing – managing crawling, scopes, results tuning, etc
Search
Search
Taxonomy & Navigation
Taxonomy & Navigation
• Consistency throughout site (navigational elements)• What types of site collections and webs are being used?• SharePoint knowledge required in order to understand
relationship between the various objects (site collections, webs, lists, etc…)
• Alignment with information architecture – search scoping • Branding considerations – using themes and custom master
pages to help identify location within a portal• Provide an overall picture – site map – to communicate the big
picture to users
Taxonomy & Navigation
Taxonomy & Navigation
Education & Training
Education & Training
• Plan as part of time and budget for implementation and adoption• User Training and resources• Help desk training, knowledge articles, etc…• Administrator training (site administrators) • IT Pro training• Developer training• Internal user groups, lab sessions, support sites• Local resources – training partners, user groups, etc…• Identify and communicate best practices• SharePoint Server 2010 Training: Office.com or Productivity Hub
Education & Training
Education & Training
Operational Concerns
Operational Concerns
• Service Level Agreements (SLAs)• Communication with users / clients• Staffing• Monitoring• Scheduled maintenance windows• Disaster recovery• Quotas• Reporting• Database management
Operational Concerns
Operational Concerns
Testing & Provisioning
Testing & Provisioning
• Content owners and editors – test the process and outcome• User testing
• Navigation• Search
• Feedback method• Repeatable test plans• Lifecycles and processes• Security guidelines
Testing & Provisioning
Testing & Provisioning
Infrastructure
Infrastructure
• Interaction with other/existing systems and infrastructure• E-mail / Exchange / Messaging• Active Directory• Firewalls• DNS• Load balancing (MS, F5, etc…)• Clustering• Database• SAN / Disk
• Environments: Development, Stage/Test, Production• Hardware and topology • Backup and recovery
Infrastructure
Infrastructure
Development & Configuration
Development & Configuration
• Identify tools allowed• SharePoint Designer• PowerShell
• Site definitions and templates, list templates• Source code and build control• Support• Standards and best practices
• Features and Solutions• Branding, themes, master page and layout page development
• Consistency with existing corporate branding• Data View Web Parts• Ghosting / Customizing
Development & Configuration
Development & Configuration
Project & Operational Management
Project & Operational Management
• Communication planning: who, what, when, how, etc…• Deployment process• Change Management• Service Level Agreements (SLAs)• Roles and Responsibilities• Charge back service?• Sponsorship of implementation• Platform ownership• Best practices ownership• Ad hoc usage vs. managed/structured usage
Project & Operational Management
Project & Operational Management
Information Architecture
Information Architecture
• Consistent understanding of the information architecture – how information is organized and presented to users
• Product knowledge to apply the information architecture to the SharePoint tool
• Site maps• Wireframes and storyboards • Content types
Information Architecture
Information Architecture
http://www.sharepointmn.com
GOVERNANCE PLANS
Governance Plans• Role Matrix• Security Plan• Training Plan• Communication Plan• Information Architecture Plan• Document Management Strategy• Search Strategy• Infrastructure and System Architecture Plan• Support Plan
Role Matrix• Identifies and Communicates the Roles and
Responsibilities• Will help in definition of:
Security Training
• Should Detail: Role Description Required Skills Person or Group Accountable
Example – Roles MatrixRole Description Required Skills Person/Group
Business Owner Executive sponsor from the Business group that represents SharePoint to the executive time.
Understanding of internal business structure, strategies and processes.
Executive
SharePoint Governance Board
Governing body with ultimate responsibility for meeting the firm’s goals in regards to SharePoint. They will factor in internal and external governance influences.
Understanding of the internal and external Governance details.
Executive Member, SharePoint Reps, Site Owner Reps
SQL Administrator
Primary role is SQL management, backups and restore. SQL administration, monitoring, and backup and recovery.
Janice Small
Server Administrator
Responsible for installation and maintenance of hardware infrastructure or virtualization platform specifically for servers where SharePoint is installed.
Microsoft Server knowledge, monitoring, backup and recovery.
IT Dept
Networking Administrator
Responsible for management of LAN and WAN for an organization including security, installations, monitoring, licensing backups and restoring.
Network specific knowledge around routers, DNS,
IT Dept
Domain Administrator
Responsible for ensuring the domain is administered properly based on internal security and governance. This includes Active Directory.
Microsoft Active Directory knowledge.
IT Dept
SharePoint Farm Administrator
This technical position should be involved with the implementation and configuration of the portal solution but is most integral to the on-going operation of the portal. They will monitor performance, administer security rights, ensure backup and recovery plans are set, will configure site indexing/searching, and may be involved with end user support.
Network Infrastructure, IIS, Active Directory experience, and monitoring systems that ties into SharePoint.
IT Dept
Example – Roles Matrix continuedRole Description Required Skills Person/Group
SharePoint Business Analyst
Hybrid IT/Business position that understands the features and capabilities of SharePoint and how they can be leveraged within the business. Will need to gather business requirements and translate them into business solutions. Works with the Governance Board, IT, as well as the business units.
Thorough understanding of SharePoint features and functionality. Good understanding of business goals wants and needs. Skilled at needs assessment.
Bob Jones
SharePoint Site Collection Administrator
Primary role for ensuring that settings for the site collection are configured properly. They will has control all permissions and site creation within the SharePoint site collection. This role will also work within the guidelines of the Governance plan.
This person should be somebody from the IT department. They will need a thorough understanding of SharePoint features and functionality.
Sarah Smiles
SharePoint Site Owner
Primary role is for ensuring that content for a SharePoint site is properly managed over time. The primary focus is implementing business focused solutions.
Site features and functionality excluding site creation and permissions. Will also need to understand the business.
Department Owners
SharePoint Contributor
This role creates, owns and maintains the content published within SharePoint.
Business processes and documentation.
Specified Department Contributors
SharePoint Viewer
This role consumes content that is found within SharePoint.
Users within the Organization
Security Plan• Layouts how Security is Handled
Best Practice – when possible use AD groups• Details Security for:
Intranet/Internet/Extranet• Specify how Handling Permissions• Specify Security Requests• Should base off of Role Matrix
Example – Security RolesRole Permission Set
SharePoint Farm Administrator
SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions allow the member to permission administrative tasks in Central Administration or on the server. This group does not have access to individual sites or content.
SharePoint Site Collection Administrator
Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow members of this group to create and configure sites, lists, libraries; configure site and site collection features and maintain permissions within the Site Collection..
SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this group to create and configure lists, libraries and site features. This group’s permission set will be modified to exclude the ability to create new sites and administer permissions within the site.
SharePoint Contributor SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve content within a specific site.
SharePoint Viewer SiteName Visitors group (Read only) – This group will have out of the box permissions to read content within the site.
Example – Security Request Flow
Initiate Request for Access
Request goes to Site Collection Administrator
Permission is Granted and user gains access to
siteYes
Permission is rejected based on Governance
Standards
No
Does the request meet Governance
Standards
Email sent with details.
Confirmation e-mail sent with details.
End Request for Access
Training Plan• Specify Training Examples for Roles in Roles Matrix• Should include Instructor Led, Self-Serve, Learning
Bites, Lunch and Learns, etc.• Look at Training from Different Levels:
General Training – Overall on SharePoint Organizational Level Training – Specifics for
Organization Departmental/Project Level Training – Specifics on
Processes when using SharePoint• List all Possible Training Resources
Example – Training MatrixRole Description Training FormatSharePoint Farm Administrator
Base documentation from Microsoft Microsoft Official Curriculum training course Knowledge transfer sessions Operations documentation
Classroom Hand On Training Online
SharePoint Business Analyst SharePoint Site Owner/Power User course from Microsoft training provider
Classroom Hand On Training
SharePoint Site Collection Administrator
SharePoint Site Owner/Power User course from Microsoft training provider
Knowledge transfer sessions Operations documentation
Classroom Hand On Training On Line
SharePoint Site Owner SharePoint Site Owner/Power User course from Microsoft training provider
Knowledge transfer sessions Operations documentation
Classroom Hand On Training On Line
SharePoint Contributor SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions
Classroom Hand On Training On Demand Video On Line
SharePoint Viewer SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions
Classroom Hand On Training On Demand Video On Line
SharePoint Approver SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions
Classroom Hand On Training On Demand Video On Line
Example – Training ResourcesResource Description Training Format
Center of Excellence Site Build a SharePoint platform web/site that will be the single point of reference for anything related to the SharePoint platform. Links to training resources, materials, tips and tricks, user feedback, team members, etc…
Online
Online Microsoft Tools, Materials and Resources
End-user documentation End-user blogs Technical Administrator resources
OnlineLinked from COE
Office SharePoint Server 2007 & 2010 Training – Productivity Hub
A training solution built on the SharePoint platform that comes with SharePoint training materials and demos and allows administrators to develop specific task or role-based curriculums
OnlineSub-web of COE site
Solution and Scenario Training
Targeted training for specific your organization ClassroomHands-on
Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom curriculums
ClassroomHands-on
Internal User Group Internal group of SharePoint users who share knowledge on how SharePoint has been improved or used within the business
OnlineSub-web of COE site
Communication Plan• Enlist the Help of Internal Marketing• Detail the Target Audience and How/When
Communicated to• What is being Communicated?
New Release of Intranet/Internet/Extranet? New Business Intelligence Tools Updated Features
• How Often is Target Audience being Communicated with?
Example – Audiences and GoalsTarget Audience Goal Target
Completion DateAnd Updates
Delivery Mode and Responsibility
IT Steering Committee / Key Stakeholders
Final PlanKey Decisions
Target: 6/31/2009Updated: Monthly
Initial Meeting / Ongoing updates via Project Site By: Executive Sponsor
Corporate Leadership Team
Plan Approval Target: JulyUpdated: Quarterly
Special Meeting By: Executive Sponsor
Business Users Informational: Status Delivery Timeline What to Expect
Target: JulyUpdated: Monthly
EmailBy: Project Manager
Corporate Users Informational: Downtime Dates Contact Info
Target: JulyUpdated: Monthly
Intranet Broadcast By: Project Manager
Business Application Users
Testing / Training Target: JulyUpdated: Monthly
Email By: Project Manager
Help Desk
Informational Target: AugustUpdated: Monthly
Email By: Project Manager
Project Team Issues, Risks, Status Target: OngoingUpdated: Weekly
Regular Meeting By: Project Manager
Project Team Obstacles, Issues Target: OngoingUpdated: Daily
Regular Meeting By: Project Manager
Information Architecture Plan• Plan refers to Overall Hierarchy and Structure
of SharePoint Call Out Differentiation of Publishing versus
Collaboration• Detail first 2-3 levels of the Overall Hierarchy• Detail 2-3 Department/Project sites and type
of Information Displayed
Example – HR Department SiteContent SharePoint Feature / Construct
Department Mission Statement Content Editor Web part used to display Human Resource missions statement principals
Human Resource Announcements List view web part pulling data from an announcement list
Various link sections Content Editor web parts; display content specific information from the HR site including Benefits, Training, New Hire, etc.
Human Resources Contact Contact Details or Content Editor web part displaying information about the HR site’s contact
IT Help Desk Content Editor web part displaying contact information
Example – HR Continued
Document Management Strategy• Detail Out Document Storage Locations
Within SharePoint:• Publishing Sites• Collaboration Sites• My Sites
Outside SharePoint• Exchange Public Folders• File SharePoint• Vendor Applications – Document Management
• Usage of Content Types within Environment• Document Content Management Features to be used
Example – Content ManagementFEATURE DESCRIPTION USE WITHContent Approval Before content can be made available to members of
the SharePoint Visitors group it has to go through a quick workflow for basic approval.
All content include documents and SharePoint pages.
Versioning Documented historical look at changes made to content. This includes major and minor versioning.
All content include documents and SharePoint pages, best practices to use with SharePoint pages. Need to see history of content.
Check Out Checking out content (pages or documents) so that no one else can make changes. This content remains checked out until user finishes and checks information into SharePoint
All content include documents and SharePoint pages. Need to have only one person work on content at a time.
Document ID (Standard and Enterprise versions)
SharePoint automatically assigns a unique number (within the Site Collection) to content within SharePoint (documents). This is used for referencing information.
All content include documents and SharePoint pages. Especially useful when linking directly to a document or searching for a records within SharePoint.
Content Rating (Standard and Enterprise versions)
Users can rate content within SharePoint on a scale of 1 to 5. This can show how useful information is within SharePoint.
All content include documents and SharePoint pages. Useful for surfacing useful information from SharePoint.
Workflow Automation of a business process within SharePoint. This allows automatic routing for Approval or Feedback on content entered into SharePoint
All content include documents and SharePoint pages.
Search Strategy• Define the following within SharePoint
Scopes People Search Search Customizations Content Sources iFilters Keywords & Best Bets
• Use the Crawl – Walk – Run Approach
Infrastructure & System Architecture Plan
• More Technical in nature• Documenting:
Physical Architecture of SharePoint Environment Hardware & Software Requirements Use of Virtualization Capacity Planning Scenarios Use of Quotas Backup/Recovery and Disaster Recovery Service Accounts being used by SharePoint
Example – SharePoint Service AccountsLogin Role Description Permissionsdomain\spfarm Farm service account This account is the main farm
account that runs all administration services, such as Timer jobs and the SQL service. Also runs the application pools for administrative web applications
Create a domain user account, and add it to the local Administrators group of each SharePoint server in the farm. Requires dbcreator and securityadmin SQL server roles. Note: You must manually add spfarm to the local Administrators group on a server before installing SharePoint on that server.
domain\spcontent Content service account
This account runs the application pool for the non-administrative web applications.
Domain account
domain\spsearch Search service account
This account runs all search services.
Domain account
domain\spcrawl Content access account
This account is used when indexing content.
Domain account
domain\spservice SharePoint Service Application Account
Default account for the different service applications and will be the identity of the service applications app pool account.
Domain account
domain\spuserprofile SharePoint User Profile Service
Domain account
Support Plan• Documentation on Service Level Agreements
between Users and IT/SharePoint Support• Detail the Overall Support for SharePoint
Coverage by:• Site Owners• Site Collection Administrators• SharePoint Farm Administrators• Network Administrators• Database Administrators
Governance Resources• SharePoint 2007 Governance Center
http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx
• SharePoint 2010 Governance Centerhttp://technet.microsoft.com/en-us/sharepoint/ff800826
• Joel Oleson Governance Planhttp://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194
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