LEVERAGING OUT-OF-THE-BOX

TOOLS TO ACHIEVE SHAREPOINT

2010 SUCCESS

ABOUT ME

• Name: Steven Tisdale

• Education: Florida State University, 2000

• SharePoint Experience:

• Migrated SharePoint 2003 to Moss 2007

• Administered MOSS 2007 since December 2007

• Recently involved in MS BI Stack, executive dashboards

• Website: http://everydaysharepoint.com

• Twitter: @StevenTisdale

ORGANIZATION INFO

Liberty Hardware - www.libertyhardware.com

Since 1942, Liberty Hardware Mfg. Corp. has built its reputation by offering high

quality decorative and functional hardware products at an exceptional value. The

company proudly offers its extensive line of hardware products through fine retail

outlets and original equipment manufacturer (OEM) distribution channels across

the country.

Users: 250-500

Frequency of Use: Daily

Verve Living Systems – www.vervelivingsystems.com

Verve Living Systems is a new brand within Masco Corporation, a leading manufacturer of

consumer products for the home improvement and new home construction markets.

Users: 10-25

Frequency of Use: Daily

OUTLINE

• Approach

• Infrastructure

• Security Architecture

• Content Deployment

• Request Ticketing System

• Intranet Development

• Site Architecture Redesign

• Content Management

• Design Elements

• Lessons Learned

APPROACH

Governance Is The Key

• Identify Site/Content Owners

• Identify Content

• Site Champions

• Support Path

80% Rally Cry

• Out-of-the-box tools?

• Rapid Application Development

• Iterative Process

INFRASTRUCTURE

Small Farm

• Windows Server 2008 R2, 64 bit

• Six-Core 2.8ghz (4 processors)

• Installed Memory: 10gb

• Virtualized Using VM Ware

• Clustered SQL Server 2008

• Two WFEs – one internal, one external

• Two Application Servers –

• CA/Query

• Reporting Services, Excel Services, etc.

SECURITY

ARCHITECTURE

Security Centrally Managed Within IT - purpose, history, and

use

Leverage Active Directory Groups

Per Site Collection Setup:

• Admins – Site Champions and IT support

• Owners – Contributor, Content Approval

• Members – Contributor (same area/department)

• Users – Contributors (from a different area/department)

• Visitors – Restricted Read

CONTENT

DEPLOYMENT

Moving to Production

• Schedule vs. Manual

• Include security or leave it out?

• Backup DBs

• One way push

REQUEST TICKETING

SYSTEM

• Work order system to replace paper process

• Request driven workflow

• Three day turnaround

• No UI customizations

• SharePoint Designer Workflows

APPLICATION

One List – Requests

Multiple Views

• Awaiting Approval

• Awaiting Assignment

• Completed Assignments

• Due in next 7 Days

• Past Due Requests

• My Assignments

• My Requests

• Unassigned Requests

Pages

• My Requests

• My Assignments

• Management Overview

Customized Entry Forms

• Creative Brief

• Request

• Label

• Translation

WORKFLOW

In addition to alerts

Created in SharePoint

Designer

• Request Submitted

• Notification of

Assignment

• Status Change

THE SITE

INTRANET

DEVELOPMENT

• Replace the share drives

• Allow external resources to access the system

• Leverage parent news/announcement content

• Ridiculously easy-to-use

Proposed Intranet

• 6 Web Applications

• Intranet Home, Project Team Site Portal,

Search Center, Supplier Portal, Records

Center, and Document Center

• 12 Site Collections

• Home, Projects, Search, Supplier, Legal,

Documents, Brand, Marketing, Products,

Research, Sales, and Supplier Portal

Production Intranet

• 2 Web Applications

• Content Type Hub (CTH), Intranet Home

• 13 Site Collections

• CTH, Home, Projects, Search, Supplier, Legal,

Documents, Brand, Marketing, Products,

Research, Sales, Engineering, and Operations

CONTENT

MANAGEMENT

• Every document belongs to a content type

• Every content type has a parent type

• Use a document template whenever possible

• No hidden naming conventions, call it what it is

• Each content type has 3-5 metadata fields

• Metadata fields are required as much as possible with

defaults specified for every field

• Leverage the term store

CONTENT TYPE HUB

• Central repository of content types, metadata, and

document templates

• Content types syndicated

• 219 total content types

METADATA

3-5 fields per content type

Required (when possible) with defaults for ease of use

TERMS

• Term - A word or phrase that can be associated with content

• Managed Terms

• controlled term that can only be created by users that have been granted permissions

• Managed Metadata

• Once terms in place use the new column type “Managed Metadata”

• A step further than a site column

• Consistent terms for the organization

• No more reproducing lists across site collections

Term Store Management Tool:

CONTENT TYPE

SYNDICATION

• One Managed Metadata Service Application

• One Term Store

• Shared/Published Across farms (for us, Dev/Production)

• One term store, always updated.

• Steps involved:

• Create Managed Metadata service application

• Setup Publishing for the Managed Metadata Service by establishing a trust relationship

• Setup Application Discovery and Load Balancer Service Application permissions

• Publish Managed Metadata Service

• Add proxy to service connection group

• Setup Managed Metadata Service permissions

• Test if the Published Managed Metadata Service works in your farms.

• How to setup a Managed Metadata Service and Content Syndication

BRANDING & DESIGN

ELEMENTS

• Microsoft invested in this UI, why change it?

• Provide visual indicators to your current location

• Don’t clutter up the page or your users will get lost

• Even if your sites are not “connected” give the feel that

they are.

MOVING ACROSS

SITES

BREADCRUMBS

• Disable the “Up” button

• Modify the Master Page to Enhance Breadcrumbs

• Consistent breadcrumbs across any site collection

PAGE LAYOUT

LESSONS LEARNED

• Engage your stakeholders regularly

• Managed Metadata fields are better if you implement

Office 2010

• Centrally-managing security is more of a headache up-

front, but later you might be glad you did it

• Mass loading documents is a daunting task for end-users

• Visual design elements and beauty photography work well

outside the business walls, but not for an Intranet

THANK YOU

Contact Steven:

• Website: http://everydaysharepoint.com

• Twitter: @StevenTisdale