presenting sharepoint as a service back to your organization

Presenting SharePoint as a Service Back to

Your OrganizationJeremy Thake

Chief Architect

Level: Intermediate

Speaker

Jeremy Thake

Author

AvePoint Labs

Chief Architect

@jthake www.made4the.net jeremy.thake@avepoint.com

Agenda

• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

The problem

Drawing the line between

IT and the business

Key services Measuring adoption and ROI

Agenda

• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

The problem

Drawing the line between

IT and the business

Key services Measuring adoption and ROI

Compliance

Appro

pri

ate

ness

Discoverability

Infrastructure and Storage

What is SharePoint Governance?

“Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organisation’s business divisions and I.T. teams cooperate to achieve business goals.”

Microsoft – http://bit.ly/nmNSbj

Presenting SharePoint as a service

IT Governance

Corporate Governance

IT Governance

System Governance

SharePoint SAP Lotus Notes

Presenting SharePoint as a service

Requirements for IT Governance

SharePoint as a

ServicePolicy Process

People

Tech

Presenting SharePoint as a service

BUSINESSGOVERNANCE

MANAGEMENT

Communities

Search

Sites

Composites

ContentInsights

SERVICE

BUSINESS

How Much Governance is Needed?

Personal/My Sites

Governance

Vis

ibili

ty

Project/Team Sites

Community Sites

Portal

Presenting SharePoint as a service

People

IT

Architects

IT Operations

SharePoint Admins

Intranet owners

Departmental owners

Functional owners

BusinessOwners

Finance

Legal

HR

Corp Communications

Management Information

BackOffice

Presenting SharePoint as a service

Executive Sponsorship

Customisation AdoptionContinuous

Improvement

OperationsInformation Architecture

Information Management

Project Management Leadership

Infrastructure

Typical Policy Categories Presenting SharePoint as a service

Encouragement Resource intensive

PowerShell scripts 3rd Party products

Custom apps 3rd Party platform

Process of Policy Enforcement

AutomatedSemi-AutomatedManual

Agenda

• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI

The problem

Drawing the line between

IT and the business

Key services Measuring adoption and ROI

Management controls and scopes

Servic

e App

licati

on

Config

urati

on an

d Data

Farm

Web Application Service ApplicationZone

Content DB

Site collection

Top-level site

List/Library

[Folder]

Item / Document

Sub site Sub site

Security Permissions

Features

SSL

SharePoint Service Isolation

Quotas

Security Permissions

Ownership

(Full Control)

Web Application

Blocked File Types

Data Storage SLAs

Site collection

Marketing

Content DB

Site collection

HR

Site collectionIntranet Home

HRMarketingFinance

Logical ArchitectureOptimised information architecture

Farm

Content DB Content DB

TEAMS PEOPLE INTRANET

TEAMS PEOPLE INTRANET

Farm

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collectionIntranet Home

HRMarketi

ngFinance

Cloud architectureOptimised information architecture

EXTRANET

Extranet Farm

ContentFarm

PEOPLE INTRANETTEAMS

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collection

Intranet Home

HRMarke

tingFinan

ce

Shared Services Farm Architecture

EXTRANET

Extranet Farm

ServiceFarm

PROFILESEARCH BCSMETADATA

Optimised information architecture

ContentFarm

PEOPLE INTRANETTEAMS

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collection

Intranet Home

HRMarke

tingFinan

ce

Business Critical Architecture

EXTRANET

Extranet Farm

TEAMS*

Biz Crit Farm

Content DB

Site collection

Finance

ServiceFarm

PROFILESEARCH BCSMETADATA

Optimised information architecture

ContentFarm

PEOPLE INTRANETTEAMS

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collection

Intranet Home

HRMarketingFinance

Line of business applications architecture

EXTRANET

Extranet Farm

TEAMS*

Biz Crit Farm

Content DB

Site collection

Finance

<LOB>

LOBFarm

ServiceFarm

PROFILESEARCH BCSMETADATA

Optimised information architecture

On-PremFarm

PEOPLE INTRANETTEAMS

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collection

Intranet Home

HRMarke

tingFinan

ce

Applications farm architecture

EXTRANET

Extranet Farm

TEAMS*

Biz Crit Farm

Content DB

Site collection

Finance

<LOB>

LOBFarm

APPS

AppsFarm

ServiceFarm

PROFILESEARCH BCSMETADATA

Optimised information architecture

On-PremFarm

PEOPLE INTRANETTEAMS

Site collection

Marketing

Content DB

Site collection

HR

Content DB Content DB

Site collection

Intranet Home

HRMarke

tingFinan

ce

Don’t panic – plan with end in mind…

EXTRANET TEAMS*

Content DB

Site collection

Finance

<LOB>APPS

ServiceFarm

PROFILESEARCH BCSMETADATA

Optimised information architecture

Agenda

• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services • Measuring adoption and ROI

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

The problem

Drawing the line between

IT and the business

Key services Measuring adoption and ROI

Services driven

• SharePoint Grows – Support services grow!• Unstructured requests• Hard to measure• Bottleneck for administrators• Investment in bodies

Typical Service

Approval ProcessStart Execute Request

Key services

1) Site Collection and Site Provisioning

Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting access

Key services

Profiles and PlansSemi-automated Governance Plan

BackupStorage Manager

Archiving Auditor

1 hour Tier 1 – SAN 7 years Full

1 day Tier 2 – NAS 3 years Views + Edits

1 week Tier 3 – Azure 1 years Views

Key services

End-to-End Policy InterfaceExample Service Offering or SLA

Operations Gold Silver Bronze

Backup 1 hour 1 day 1 week

Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure

Archiver 7 years 3 years 1 year

Auditor Full View + edits Views

SharePoint

SharePoint Designer

Enabled Disabled Disabled

Content Database Isolated DB Shared Shared

Quota 100Gb 50Gb 10Gb

Key services

Audience-targeted Services

Policies

Security

Customisations

Approval Process

Business Contact

Classification

HR

Gold

HR Mgmt. AD Group

Employee Site Template

3-stage

AD User

Employee Department

Small Proj Div

Bronze

Projects Mgmt. AD Group

Small Proj Site Template

2-stage

AD User

Project Size

Sales

Gold, Silver

Sales Mgmt. AD Group

Customer Site Template

1-stage

AD User

Customer Size

2) Site Collection Lifecycle Management Animation

Key services

Birth Life Inactivity End-of-Life

Provisioned

Change ofpurpose

Change of businesscontact

Change ofPolicy

Archived fromSharePoint

Site inactivitytriggered

Deleted fromSharePoint

Lock beforedelete orarchive

Request fordeletion orarchive

Lease expirytriggered

Key services

3) Site Re-certification

Top usersTop contentWho has accessStorage growth

Key services

5) Granting / Removing Permissions

Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting accessEmail notifications with hyperlinks

Key services

6) Transferring/Cloning Permissions

New user joining existing teamUser changing rolesComplex security modelsDelegation of requestsTraceability of requesting access

Key services

7) Content Move

Out of the box moves via File Explorer lose data integrityRe-locating content to another workload

My sites -> Team sitesCloud -> On-premise

Restructuring sites as Information Architecture evolves

Key services

8) Recover Content

“Accidently deleting files”Speed of restoring documents by staging entire databasesGranularly restore

Key services

9) Report on “My Sites” as accountable owner

Top usersTop contentWho has accessStorage growth

The problem

Drawing the line

between IT and

the business

Key services

Measuring

adoption and ROI

Why do we need ROI and adoption reporting?Measuring adoption and ROI

Value of SharePoint to organisationHighlight issues in adoption and ROIProves investments in costs of governance and servicesGuarantee same investment next yearFurther investment

Storage GrowthMeasuring adoption and ROI

Year 0 Content

Year 1Collaboration

Year 2Development

Year3ECM

Active Content Actual Content

Data Size & Composition

• Understanding the composition of your data is VERY important

• Data type usage is also equally important• Both will help you make calculated architectural decisions

Number of site collections and sites

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0

1000

2000

3000

4000

5000

6000

7000

8000

9000

Site Collections

IT Training Engineering Sales HR

Site analytics

• Unique visitors• Increase frequency of returning visitors

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0

2000

4000

6000

8000

10000

12000

14000

Site activity - Page hits

IT Training Engineering Sales HR

Decrease of File Share / Exchange growth and usage• Link back to your IT Governance Plan• Prove success of change• Justification of budget!

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec0

1000

2000

3000

4000

5000

6000

Storage Growth Trends

SharePoint Exchange File Share

Qualitative

• Satisfaction Surveys• Praise e-mails• Success stories

Call to actionOptimised information architecture

Optimization

Automation Reporting

SharePoint as a ServiceIdentify Services Provide Process

PolicyIdentify experts Set expectations

The problem

Drawing the line between

IT and the business

Key services

Measuring adoption and ROI

Q&AJeremy Thakewww.NothingButSharePoint.com

jeremy.thake@avepoint.com

@jthake

www.linkedin.com/in/jeremythake