Best Practices - Is your share point really healthy?

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    20-Aug-2015

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  1. 1. Is Your Sharepointreallyhealthy?
    Whats the rightprescription?
    Presented By: Richard Harbridge
    #BPC11 @RHarbridge
  2. 2. Who am I?
    I
  3. 3. Why does this topic matter?
    We find the issues in SharePoint typically when SharePoint upgrades, new third party components, new solutions and significant changes are made to SharePoint.
    This results in high costs and greater delays than if many of those issues had been discovered earlier.
  4. 4. What we will be talking about
    What is a SharePoint Prescription?
    SharePoint Preventative Care
    SharePoint Palliative Care
    SharePoint CurativeCare
    SharePoint Incident Reporting
    SharePoint Health Assessments
  5. 5. Our Goal Today
    From Here To Here
  6. 6. What is a SharePoint Prescription?
  7. 7. Why do you need a Prescription?
  8. 8. What is a Prescription?
    • Its a health-care program implemented by a physician that governs the plan of care for a patient.
    • 9. It typically contains orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.
    • 10. It indicates that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring efficacy and safety.
  9. What is a SharePointPrescription?
    • Its a health-care program implemented by a physician that governs the plan of care for a patient.
    • 11. Its a technology-care program implemented by an expert that governs the plan of care for a SharePoint implementation.
    • 12. It typically contains orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.
    • 13. It typically contains orders to be performed by system, administrators, developers, architects or other experts.
    • 14. It indicates that the prescriber takes responsibility for the clinical care of the system and in particular for monitoring efficacy and safety.
    • 15. It indicates that the prescriber takes responsibility for the clinical care of the patient and in particular for monitoring efficacy and safety.
  10. The Outcome
    An effective and personalized prescription is what we really want.
  11. 16. What to watch out for
    Even with an effective prescription you must follow it in order for it to be effective.
  12. 17. SharePoint Preventative Care
  13. 18. What is Preventative Care?
    Measures taken to prevent diseases (or injuries) rather than curing them or treating their symptoms.
    In SharePoint Terms?
    The pro-active actions you plan for, schedule and execute to mitigate or prevent issues from occurring in your SharePoint implementation.
  14. 19. Analytics for Management
    Do you know what people are doing in your SharePoint implementation?
    • What content is the most popular and where are people going/coming from?
    • 20. What are people searching for and what are they not able to find?
    • 21. How fast are your sites growing? How big are they getting?
  15. Analytics for Management
    Are you monitoring all the things you should be?
    • What are your slowest pages?
    • 22. What lists or sites are becoming very large?
    • 23. Two Key SharePoint 2007 Tips:
    • 24. Look at the reports available in SharePoint Designer.
    • 25. Explore _layouts/usagedetails.aspx
  16. Resource Monitoring and Throttling
    Wait a second I have SharePoint 2007 (or 2003)!
    • Large list views and lists with many lookup columns (MM and User/Group are also lookups) lead to performance challenges.
    • 26. If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience.
    • 27. SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count.
    • 28. Preventative Measures: Selectively indexing large list columns can help for add/delete ops, building smarter more efficient views (1st filter), CAML/Search alternatives etc
    Are there performance problems with large lists or queries?
    • What are the realistic limits for list views and lookup columns to protect server performance and user experience?
    • 29. What are the dangers of DDoS and DoS attacks and/or your servers running out of resources based on existing jobs and PUT/POST requests?
  17. SharePoint Designer Management
    Are you aware of who is building and using SharePoint workflows?
    • Do you know how many SharePoint Designer Workflows you have in your environment?
    • 30. Do you know how complex the SharePoint Designer workflows are in your environment?
    • 31. Have you mitigated the impact to end users from a poorly designed workflow?
  18. Health Analyzer
    Are there problems in your server farm?
    • What are the current problems?
    • 32. Where are the problems?
    • 33. What are the solutions for these problems?
    • 34. Awesome Tip?
    • 35. Turn on alerts for this list (especially if you ignore red warning bars).
  19. Timer Jobs for IT Pros
    What is going on in our SharePoint server?
    • What Timer Jobs are Scheduled (w/ Definitions)?
    • 36. What Timer Jobs are Running?
    • 37. What Timer Jobs have Run Successfully or Failed?
    • 38. Server
    • 39. Web App
    • 40. Duration
    • 41. Status
  20. SharePoint Diagnostics
    How do you determine how well different aspects of your environment are performing?
    • How do you quickly identify, isolate and resolve an issue?
    • 42. How do you keep Environments within SLAs?
    • 43. How do you reduce downtime?
    • 44. How do you validate and benchmark code
    Download the Latest SharePoint Admin Toolkit
  21. 45. SPDisposeCheck
  22. 46. Deployment Processes
  23. 47. Database Growth Example
    A site collections content database is 60GB in total size.
    Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth.
  24. 48. The Outcome
    You are able to prevent many potential SharePoint issues through careful planning.
  25. 49. What to watch out for
    No one wants to do preventative care or pay for it. It wont happen to me.
  26. 50. SharePoint Palliative Care
  27. 51. What is Palliative Care?
    Any form of medical care or treatment that concentrates on reducing the severity of disease symptoms, rather than striving to halt, delay, or reverse progression of the disease itself.
    In SharePoint Terms?
    Targeting and fixing symptom like issues within your SharePoint implementation without targeting or solving the root cause.
  28. 52. When to use Palliative Care
    When curing the symptoms of an issue is all you can do.
    • You are unable to make sense of the underlying issue (dont know what it is).
    • 53. You are under artificial constraints that make the potential solutions for the underlying issue infeasible until a later time.
    • 54. Budget/Time/Scope
    • 55. Awaiting Technology Improvements (Upgrade)
    Cynefin (Dave Snowden Explains)
  29. 56. SharePoint Example
    A site collections content database is 60GB in total size.
    Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth.
    The content database grows quickly to 100GB in total size. The warnings have been sent out. Palliative care would be to either split the content database up or to adjust processes so that the content DB can continue to grow beyond 100GB.
  30. 57. The Outcome
    Symptoms of an underlying SharePoint issue are resolved to decrease the impact of the underlying SharePoint issue.
  31. 58. What to watch out for
    When a symptom is treated it doesnt cure the underlying issue.
  32. 59. SharePoint Curative Care
  33. 60. What is CurativeCare?
    Actions that seek to cure the existing disease or medical condition.
    In SharePoint Terms?
    Solve the underlying issue/problem so that it no longer exists in your implementation.
  34. 61. There is no magic pill.
  35. 62. Simple Example
    In a Publishing SharePoint Site the default.aspx page that sits directly under the root does not store its version history or work with our page layouts.
    This was because the site was built using the team site template with publishing turned on after it was already created.
    The Cure or Solution:
    • Create a new page in the Pages library that contains the current default.aspx pages content.
    • 63. Adjust the sites welcome page setting as well as all existing links that reference to the old default.aspx page location.
  36. SharePoint Example
    A site collections content database is 60GB in total size.
    Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth.
    The content database actually went from 60GB to 100GB in the course of one day. Through investigation it is determined that a workflow was causing the issue. Extra versions of all documents ina library were created on an infinite loop (until the server automatically stopped the process).
    Curative care would be to remove the workflow and perform corrective Governance adjustments (adjust Sharepoint Designer permissions, adjust Quota policies, and to train the SharePoint Designer workflow developer).
    The content database grows quickly to 100GB in total size. The warnings have been sent out. Palliative care would be to either split the content database up or to adjust processes so that the content DB can continue to grow beyond 100GB.
  37. 64. Complex Example
    Information in SharePoint people profiles is not consistent with information in other systems. In some cases it is more up to date, in some cases it is less up to date. Key Examples: Extension number inconsistencies, department or title details out of date.
    The Cure or Solution:
    • Selective fields can write back from SharePoint to Active Directory so that when users update key SharePoint profile data it is distributed back to AD to be used in other applications.
    • 65. Effort needs to be taken to determine an automated synchronization solution for the HR Employee Directory and Active Directory data or one of the systems for managing employee information should be retired so that it can be contained and managed from one source identity/profile.
    This is because some people are updating user profiles in SharePoint. Some are contacting help desk or HR to get their information updated when addresses or phone numbers change.
    There are several known challenges.
    When a user updates their information in SharePoint it does not update Active Directory resulting in updates to the contact information in Exchange.
    When Help Desk updates user information they do it in Active Directory.
    When HR updates user information they do it in the HR Employee Directory (Custom/Not Active Directory).
  38. 66. Do I Need To?
    Before you go through a medical procedure the doctor would explainthe procedureand the risks, options and alternativesallowing the patient to make an informed decision about whether the risk was worth it.
    We must do the same with SharePoint solutions the risk is theirs to take, not ours.
    Not if there are no known or identified issues.
  39. 67. SharePoint Lobotomy?
    Is there a way to cause a severe personality change in your organizations perception of SharePoint?
    • Eliminating alternatives can force users to utilize SharePoint or develop their own workarounds.
    • 68. Eliminate and rebuild your implementation. (2007 to 2010 upgrades provide an opportunity to accomplish this with less user resistance since things are changing anyways.)
  40. The Outcome
    Through careful focus and identification we can cure many SharePoint issues.
  41. 69. What to watch out for
    We cannot cure something if we dont know enough about it.
  42. 70. SharePoint Incident Reporting
  43. 71. When to Assess
    When not scheduled its still important to perform assessments after any curative action is performed.
    It indicates that the prescriber takes responsibility for the clinical care of the system and in particular for monitoring efficacy and safety.
    Additionally it may be best to perform one after significant palliative or preventative measures are taken.
  44. 72. Incident Reports
    An incident report or accident report is a form that is filled out in order to record details of an unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the minds of those who witnessed the event.
    Some iatrogenic artifacts are clearly defined and easily recognized, such as a complication following a surgical procedure. Some less obvious ones can require significant investigation to identify, such as complex drug interactions.
    In SharePoint Terms?
    If something unusual happens as a result of preventative, curative, or palliative measures being taken it must be documented with as much detail as possible while its still fresh in the minds of those who were participants or effected.
  45. 73. SharePoint Health Assessments
  46. 74. Mental or Physical?
    Physical health without mental health is not healthy.
    In a SharePoint Implementation:
    Physical Health = Technical Health
    Mental Health = Business or Non-Technical Health
    If you have business or non-technical issues you do not have a healthy SharePoint implementation.
  47. 75. Assessment Approach
  48. 76. Assessment Approach
  49. 77. Phase the Assessments
  50. 78.
    • Whyare we using SharePoint within our Enterprise?
    • 79. What are we currentlyusing SharePoint for within our Enterprise?
    • 80. What are the future uses for SharePoint within our Enterprise?
    • 81. How is SharePoint helping us achieve our business goals?
    • 82. What are our SharePoint objectives and their priority?
    • 83. What are our SharePoint initiatives and their priority?
    • 84. How do our SharePoint initiatives align with our SharePoint objectives?
    • 85. What are ways we can reduce inefficiencies and duplication?
    • 86. What groups are doing similar initiatives and how can we help?
    • 87. What are the related systems, applications and services we have within our enterprise?
    • 88. How is the business prioritizing SharePoint initiatives?
    • 89. Who are the people or key areas of the business involved in setting the strategic direction for our SharePoint implementation?
    • 90. What areas of the business offer the most opportunity for growth?
    • 91. How are you communicating strategic changes or initiatives related to SharePoint in your organization?
    • 92. How are you allocating costs?
    BusinessStrategy Assessments
    • What are we currently using SharePoint for within our Enterprise?
    It is important to understand the vision, direction, objectives, and priorities of any SharePoint implementation or solution.
    • Are we using it as our primary document management platform?
    • 93. Are we using it to meet external web content management needs?
    • 94. Are we using it as an application delivery platform?
  51. Technical Strategy Assessments
    • What are the known current SharePoint Initiatives?
    • 95. What are the known future SharePoint initiatives?
    • 96. Am I using all the features our organization is paying for?
    • 97. Are we using any of the features incorrectly?
    • 98. What are the related business applicationsandservices?
    • 99. Do any co...