May Webinar: My SP Admin Just Left, Now What?

Webinar Series

My SharePoint Administrator Just Quit… Now What Do I Do?

May 18, 2011

Audio Information:

Call-in Number: 1 (877) 273-4202

Int'l Toll Access#: 1 (213) 289-0155

Conference Room Number: 72027908

Presented by:

(2)Twitter hashtag:

Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.TWITTER #KMASP

Housekeeping Items

• Experiencing Issues? • Change color of your seat to RED

• Questions for Speakers? • Submit questions during webinar

• Twitter Discussion• #kmasp

• Feedback• Webinar Feedback• Next Steps/Moving Forward

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ABOUT KMA

• Founded in 1995, focused on New England

• 25 employees, technical DNA

• Industries: Professional Services, Life Sciences & Financial Services

• Technologies:• SharePoint, SQL Server, Office, and Visual

Studio.NET

• Specialties: • Collaboration: Portals, Websites, Communities

and Content Management

• Insight: Enterprise Search and Business Intelligence

• Productivity: Forms, Workflow, Office Client Customization


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About the Speakers – Mike Gilronan

• Lead business development function at KMA

• 20 years of experience in IT and Professional Services

• Focus on Business Decision Maker point of view

• “Recovering” CPA, active PMP, all-around process geek

• Hired ~17 SharePoint professionals since joining KMA

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About the Speakers – Deanne Damato

• Client Services Manager at KMA

• 16 of years technical, professional services and project management expertise

• Prior Roles: IT Director, Client Relationship Manager, Project Manager, and Systems Analyst

• Skills include a broad range of Microsoft technologies, including SharePoint, Project, Dynamics SL, and SQL Server, and Office

• ‘Been’, Hired & Managed the SP Admin RolePowered By:

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Agenda

• What do I do first?

– Roles, key tasks, priorities

• How do I find a new Administrator? (Make vs. Buy)

– Options for retraining existing resources

– What to look for when hiring one?

– Do I need a full-time administrator or a fractional one?

• How do I prepare for the unexpected?

– Things you can do today to prepare your team and your SharePoint environment

– How KMA can help

• Questions & Answers

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What do I do first?

• Identify….– Roles– Key Tasks– Priorities

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I Need a “SharePoint Person”

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I Need a “SharePoint Person”

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Identify Roles

• SharePoint Administrator

• SharePoint Architect

• SharePoint Analyst

• SharePoint Developer

• Designer

• Site Owner



Identify Roles

Role Key Skills Needed Key Tasks

Administrator Network and Server Administrator,Database Administrator, Messaging, IIS, Active Directory, Security Engineer

Backups, Central Admin,Performance Tuning, Capacity Planning , Monitoring, Patch/Update



Identify Roles




Architect Information Architect, Technical Farm Architect, Taxonomy

Physical Design, Logical Design and Software Design



Identify Roles




Architect Information Architect, Technical Farm Architect


Analyst Navigation, Taxonomy, Workflows, Content Manager, Information Life Cycle Management

Design, Configure, Document Processes



Identify Roles




Architect Information Architect, Technical Farm, Architect, Taxonomy




Developer .NET Framework, C#, Web Services, SQL Server, XML

Development, SystemsIntegration, Workflows



Identify RolesRole Key Skills Needed Key Tasks



Architect Information Architect, Technical Farm, Architect, Taxonomy






Designer Usability Design, Branding, CSS, Web Style Guides

Wireframes, Site Maps, Style Sheets (CSS), Master Pages



Identify Roles




Architect Information Architect, Technical Farm,Architect, Taxonomy






Designer Usability Design, Branding, CSS, Web Style Guides

Wireframes, Site Maps, Style Sheets (CSS),

Site Owner Content Management , Application or Technical Savvy, Evangelist

Manage a Site or Site Collection , Training, Documentation, Requirements Mapping



SharePoint Administrator Key Tasks



Identify Key TasksPrior to Exit Day 1 After Exit Day 2+ After Exit

Understand the Farm Configuration• Servers in the farm• Development & staging environments• Services on each server• Application pools & Web applications• Databases

Understand the Service Accounts Being Used

Understand the Application Architecture• Sites, site collections, sub-sites• Security• Search configuration• Schedules – Crawl, AD profile import

Understand Customizations• 3rd party web parts• Custom web parts• Branding, style sheets• Custom pages• Integrations with LOB systems• Workflows

Understand the Backups – Farm & SQL





































Disable or change the password for your Administrator’s Active Directory credentials


Disable or change the passwords for other Network Administrator accounts that your Administrator had access to

Understand the Application Architecture• Sites, site collections, sub-sites• Security• Search• AD import

Change SharePoint service account passwords2007: http://support.microsoft.com/kb/9348382010: http://technet.microsoft.com/en-us/library/cc262502.aspx

Understand Customizations• 3rd party web parts• Custom web parts• Branding• Custom pages• Integrations with LOB systems• Workflows

If you are using forms-based authentication, review accounts that your Administrator may have had access to

Understand the Backups – Farm & SQL Review backups

http://support.microsoft.com/kb/934838

http://technet.microsoft.com/en-us/library/cc262502.aspx











Change SharePoint service account passwords 2007: http://support.microsoft.com/kb/9348382010: http://technet.microsoft.com/en-us/library/cc262502.aspx





























































Review error logs



Assess patch levels















Review error logs



Assess patch levelshttp://blogs.kma-llc.net/microknowledge/version-build-numbers/






http://blogs.kma-llc.net/microknowledge/version-build-numbers/














The Big Picture



Governance and Priorities

Extranet/WWW

Enterprise Intranet/Portal

Department Sites

Project/Team Sites

Personal / My Sites

Hig

her

Vis

ibili

tyLigh

ter Go

vernan

ce



What to Look for in a SharePoint Administrator

• Capacity vs. Capability

• Skills needed vs. Skills in-house

• Options for closing the skills gap



The Opposite: How NOT to Hire a SharePoint Person

• With props to Veronique Palmer, SharePoint MVP:

– http://veroniquepalmer.wordpress.com/2011/04/27/how-not-to-advertise-your-sharepoint-position/

http://veroniquepalmer.wordpress.com/2011/04/27/how-not-to-advertise-your-sharepoint-position/
















Skills Inventory: Resources

• Joel Oleson’s summary of SharePoint IT Pro skills (note: architect-focused): http://blogs.msdn.com/b/joelo/archive/2007/07/23/depth-and-breadth-in-a-sharepoint-architect-skills.aspx

• End-user skills and certification program-in-process by Kat Weixel: https://www.nothingbutsharepoint.com/sites/eusp/Pages/End-User-Certification-A-Test-for-the-Rest-of-Us.aspx

Source: IT Jobs Watch UK http://www.itjobswatch.co.uk/jobs/uk/sharepoint.do

http://blogs.msdn.com/b/joelo/archive/2007/07/23/depth-and-breadth-in-a-sharepoint-architect-skills.aspx


















https://www.nothingbutsharepoint.com/sites/eusp/Pages/End-User-Certification-A-Test-for-the-Rest-of-Us.aspx





















http://www.itjobswatch.co.uk/jobs/uk/sharepoint.do






Options for Retraining Existing Resources

• Origin dictates path!

SQL

Network

Exchange

.NET

SharePoint



Setting the Course: Training Resources

• Local: – More sessions, more convenience, can

be tailored– CompuWorks

http://www.compuworks.com/

• National:– SharePoint-specific (e.g., Developer,

Designer) training– Critical Path

http://www.criticalpathtraining.com– MindSharp http://www.mindsharp.com

• Self-guided:– Microsoft e-learning– CompuWorks vBooks

Developer

IT ProEnd User




http://www.criticalpathtraining.com/

http://www.mindsharp.com/



Other Learning Resources

• Events and Community

– Local: SharePoint Saturday, SPUGs

– National/Global: SPTechCon, SharePoint Conference

– Other organizations: AIIM, Enterprise 2.0

• Web

– www.nothingbutSharePoint.com – the granddaddy of them all

• IT Pro

• Developer

• End User

http://www.nothingbutsharepoint.com/



So What Do I Need...?

Full-time Administrator or Fractional Administrator



Your Mileage May Vary, based on…

• Your organization’s:

– Size

– Complexity

– Existing pool of talent

– SharePoint maturity



Here’s what we see:

Role Make Buy

Administrator

Architect

Analyst

Developer

Designer

Site Owner


Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. TWITTER #KMASP

How do I prepare for the unexpected?



Be Prepared…

Understand and document your environment

Cross train team members on key tasks

Stage development and/or test environments

Have a tested disaster recovery plan

Keep servers and applications up to date

Pay attention to community user groups

Maintain good relationships with external service providers



Specialized skills/resources (design, branding,

workflow, integration)

Roadmaps, technical reviews, second opinions

Resources to help you execute and accelerate

your project

Managed services to help you support your

environment

Short-term Long-term

Tact

ical

Stra

tegi

c

Capacity

Cap

abili

tyKMA’s Service Offerings: Capability and Capacity



Our SharePoint Practice

When you:

1. Are about to embark on your initial SharePoint deployment

2. Need to upgrade or migrate your SharePoint environment

3. Need to enhance, extend or integrate SharePoint with other applications

4. Need help managing and supporting your SharePoint environment

KMA can help.


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KMA’s SharePoint Service Offerings

SharePoint Initiatives

SUPPORT SERVICES

Build/Deploy

Project Consulting

Support

CONSULTING SERVICES

SharePoint Managed Services

NEW

Retainer Based Services

Envision/Plan

Ad Hoc Consulting



When to use SharePoint Managed Services?

• You don’t need a full-time SharePoint Administrator

• You’re expanding beyond the initial implementation

• IT Team isn’t able to keep up with requests…

– Growth of your environment

– SharePoint sprawl

• Your SharePoint Admin just left!



Why KMA’s SharePoint Managed Services?

• We understand your business and your environment

• Dedicated point of contact & a well-defined escalation path

• Transparency in what we are doing to ensure confidence in your investment

• Diverse pool of resources available to you as your SharePoint needs change

• Reduced cost of ownership via predictable monthly costs



What’s Included?

• Troubleshooting/Issue Resolution

• Site Administration & Operations

• User Management

• Enhancements

• Patches/Updates

• Performance Analysis & Reporting

• Account / Agreement Review



Key Takeaways

• Immediate actions

• Preparedness and long-term plans

• Resources for building your own internal capability

• KMA resources to augment your internal capability and capacity



Questions and Answers



ResourcesNext KMA Webinar

SharePoint for the Mobile UserJune 22, 2011

Recorded Webinars

Full Index of recent webinars: http://www.kma-llc.net/insights/Pages/Webinars.aspx

Upcoming Events

SPTechConHynes Convention Center, June 1-3, 2011KMA booth #1202 and speakers

Special Offers KMA SharePoint Health Check

http://www.kma-llc.net/insights/Pages/Webinars.aspx





KMA Health Check Offer

Two simple steps for qualified webinar attendees:

Normally $2,500 for 2 days. Webinar Attendees: $2,000

1. contact KMA (via follow-up info)

2. line up your stakeholders



In Closing…

• How to get (and share) a copy of today’s slides

• How to continue the conversation, learn more about the offerings, and provide feedback:

Thank you for attending!!!

Name Twitter E-mail Blog Phone

Mike Gilronan

@mikegil Mgilronan [at]kma-llc[dot]net http://kmamikegil-blog.kma-llc.net/ 781.693.6823

Deanne Damato

@dmdamato [email protected] 781.250.2002

http://kmamikegil-blog.kma-llc.net/





mailto:[email protected]



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May Webinar: My SP Admin Just Left, Now What?