SharePoint 2010 Communities Overview

Business Usage

Challenges

Overview of Business Challenges

Increase productivityReduce operational costsIncrease responsivity

Increase Productivity

Building business communitiesBuilding individual identities that spans an organizationBuild flexible groups

Reduce Operational Costs

Inherent communities – present throughout the solution

Increase Responsivity

SharePoint 2010 Communities Features

Social Networking

My SiteProfile Social networking

People searchSocial feedbackPublishing

BlogsWikis

User Profiles

Maintains current user informationMultiple sourcesSets user context

Organization BrowserStatusRecent activityCommon relationships

ExpertiseAsk me about

My SiteMy Site

My Site Components

My Networ

k

My Content

My Profile

MySite Host My Site

My web application

My <other

>

Enterprise Managed Metadata

User Profile

ServicesSearch

Pages

Site Collections

Web App

ServiceApplicationProxies

Social Networking

Tracking ColleaguesBetter, more readable “newsfeed”Tracking colleagues forExtensible for third parties

E-mail notificationsNote boardColleague additionKeywords suggestions

Profile UpdatesAlerts to update profileStatus message

People and Expertise Finding

Expertise AnalysisExpertise Opt-inExpertise Search

Social Tagging

Social taggingExpertise taggingSocial bookmarking

Feedback

TaggingBookmarkingNote boardRatings

Keyword Suggestions

Activity Tracking

Tags, Notes and RatingsTags Notes Ratings

Description Keyword bookmarking

Short comments (<3000 characters)

5-Star Ratings

Web part/control No Yes Yes

Discover content by colleague or keyword

Both Colleagues Colleagues

Web pages, List Items, Documents

Yes Yes Yes

Doc Library/List Sort and Filter

Yes (Doc authors only, requires enterprise keywords field)

No Yes

Indexed by Search Yes No Yes

Bookmark-let for external or non-SharePoint pages

Yes Yes No

Enterprise taxonomy management

Yes No No

In Office 2010 Client Yes (Doc authors only, requires enterprise keywords field)

Yes No?

In Office Web Apps Yes Yes No

User Generated Content and Participation

BlogsWikisEnterprise Wikis

Wikis

Satisfying user experienceRich content creationEasy content management

Wiki editing in Team Sites

Wiki Content with visual

editing

Add web parts to wiki content

New web part console

Publishing with Wiki syntax

Web parts added to wiki publish page

Wiki syntax

Uses publishing

ribbon

User Blogs and Team Blogs

SharePoint 2010 Social Investment

Modern UX with AJAXTagging, Ratings, BookmarkingNote boardMy SitesKnowledge MiningBlogsWikis Enterprise Wikis

Planning

Planning Overview

Business Planning

AdoptionInitiative planningCultural challengesPost-launch strategies

Technical Planning

Plan platformsUser Profile service overview Plan user profiles Plan policies for user profiles Plan for profile synchronization Plan for audiences Plan for My Site Web sites Plan for collaboration sites Plan an Enterprise Wiki

Business Planning

Essentials for Social Initiative Planning

Invest adequate resourcesHave champions to help you with roll-outThink about adoption strategies early in the projectFocus on usefulness, usability, and design in your solution Make sure your solution is compatible with existing systems Start with pilots, learn from these, and implement improvements based on feedbackPromote the solution and provide training if neededManage expectations

When to Focus on Adoption

Change management, cultural transformation,

bridging generation gaps

Phased implementation

Training, promotion

Concept Design Plan Pilot EvaluateLaunch/Monitor

Social Computing Initiative Phases

Adoption Strategies and Practices Subtext

Strategic and Cultural Subtext

Business value

Success metrics and

definition

Cultural Challenges

Fear by management over loss of controlFear by employees over loss of personal valueConfusion over the business impact of new social toolsHesitant about change and breaking away from existing conventions

Post-Launch Adoption Strategies

Encourage acceptance through viral growthTrain where appropriateAdvertise the social computing roll-outEncourage and respond to feedbackSponsorship and approval from managementIncorporate into employee related business processes – mentoring, skills validationLeverage new media Integrate social computing capabilities business processes

Commonly Asked Questions

Common Questions

1. How do you measure “success”

2. What is the magic number?

3. How often should you roll out new features?

4. How many “experts” should you enlist?

5. What’s the process for how you make the policy decisions?     

Real-world Answers

1. Track monthly metrics: visits to site; number of content reads; number of searches; profiles completed; content added

2. Ultimately everyone should strive for 100% – many factors drive the magic number including size of company, geographic dispersion, age, culture, etc

3. Minimally every quarter during the first couple of years to adapt and meet needs

4. Two for every community of practice created; a steering committee of 3 to 7 for the overall solution or target evangelists by geography and workforce

5. Small steering committee

Technical Planning

Hardware and Software Platforms

64-bit Servers only!Enabling 2010 features will require more power!Dedicate SQL power to Logging DB and Web AnalyticsRecommended Hardware Requirements:

WFE and Apps Servers - Dual processor, 8 GB RAMSQL Server - Quad Core, 16 GB RAM

Recommended Software RequirementsClient – IE7 (IE8 preferred) / Fire Fox 3.5/ Safari for Mac browsers 64-bit Windows Server 2008 (or 2008 R2)64-bit SQL Server 2008 R2, 64-bit SQL Server 2008 or 64-bit SQL

Recommendations for IT

Phased approach – don’t overwhelm the usersImplement improvements/new features regularlyMake governance policies easy to find

Profile Service Application

Tags Profiles Sync

ServiceInstances

WCF

WFEMySite

Content DB WFE

Team Site

Content DB

Taxonomy Service

Term Store

Term ID Profile ID

Tagging WS

Search Service

Pro

file

an

d T

ag

C

raw

l

WFEPortal

Content DB

Profile Service Application Architecture

User Profiles

User Profile Properties

Profile Properties

Policies for User Profiles

Default Policies

EnabledRequiredOptionalDisabledUser OverrideReplicable

Everyone & User Override

Condition Disable the property

Make the property optional

Make the property required

The property is used by key user features.

X

The property is associated with key business data for applications in the Microsoft Business Connectivity Services.

X

The property is used when you create audiences.

X

User Profile Service administrators expect consistent and meaningful values for the property.

X

The property will rarely be used. X

The property will distract from more important properties.

X

You decide to provide default values for properties, but still want users to be able to remove the information, or if you want to enable each user to provide the relevant value for the property.

X

User Profile Properties Planning

Default Visibility Settings

EveryoneMy ColleaguesMy Team My ManagerOnly Me

Default Visibility Settings Planning

Condition Action

You want to use the property in search so that users can be found by searches for the property.

Set the default access policy to Everyone.

Properties that have more restrictive access will not be used by search.

The property is useful across workgroups and other divisions in your organization and does not contain sensitive information.

Make the property visible to everyone.

The property is mostly useful for collaboration inside an immediate workgroup or with a specific group of individually selected colleagues.

Make the property visible only to colleagues.

The property is of a private or sensitive nature.

Make the property visible only to the immediate manager, or in some cases, only the individual user.

Memberships and Colleagues

MembershipsColleagues

Locating People and Expertise

Synchronizing Profiles

Service Users Groups Incrementa

l Active Directory Domain Services (AD DS) 2003 SP2, 2008

Yes Yes Yes

SunOne (LDAP) 5.2 Yes No Yes

Novell eDirectory (LDAP) 8.7.3

Yes No Yes

IBM Tivoli (LDAP) 6.2 Yes No Yes

Policies for people features

Expected update frequencyAudience compilationPerformance and capacity of servers that are running Profile Services.Security

Social Feedback Administration

User Profile Service application administratorsCan be deleted

Profile ID or URLDate RangeSpecific Tag or note

Security

Planning for Privacy

You will need to proactively plan for privacyKey stakeholders are HR, Legal, IT and Business DriversTop Issues for My Site deployment

Picture usage – consent, company policyActivity feed

Who follows me? (custom)Two-way consent (custom)

Planning for Scale

Can be very large datasetsEnterprise metadata generates tags -> Internet Scale

Estimating the amount is not trivialWe use a model

Make estimate/assumptionsTrack usage and reapply

Need to scale UPWe are testing up to 600M rows at RTMCo-locate managed metadata, profile and search when possible

Planning for Privacy

Social tagging will be culturally disruptive Need to plan

Who can social tag/bookmark?Define an acceptable use policy

What happens when the employee leaves?Security trimming of tags ON or OFF

Pluggable architecture allows definition of rules and back endsDefine how to handle non-SharePoint and external sitesOnly Indexed sites can be trimmed out-of-the-box

Activity feed repercussions

Planning for Adoption

Best PracticesStart with a diverse employee advisory committee prior to deploymentSeed the social network and Tag corpusConnect with HR, Legal, and Executive sponsors to ensure a smooth deploymentAgree and Develop the workflow for handling concerns and escalations