scaling up sharepoint
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How to improve governance, adoption, performance and security of your growing SharePoint environmentTRANSCRIPT
Scaling Up SharePoint:How to improve governance, adoption, performance and security of
your growing SharePoint environment
info360
Scaling Up SharePoint:How to improve governance, adoption, performance and security of your growing
SharePoint environment
info360
► Technology Management Consulting Firm – Provide a unique blend of specialty IT services – Leverage proven industry expertise in strategy, technology and enterprise
performance management– Focus on middle and Global 2000 market
► Founded in 1992– Headquartered in Wakefield, MA– Large North American footprint– + 330 Employees– +700 clients– +2400 projects completed to date– Publicly Traded (NASDAQ: EDGW)
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Edgewater Overview
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4 Key SharePoint Trends
Rapid Growth
Collab. Hub
Mission Critical
SharePoint 2010
• 23% respondents said usage set to double in the next 12 months 1
• 12% are hosting more than 1,000 team sites, 11% adding more than 25 sites a month 1
• Even if it starts out small, SharePoint is likely to turn into an enterprise project
• Collaboration is the most popular application, followed closely by document management, file-share replacement, portals & intranets• 45% use SharePoint for collaboration
between project partners, and 18% use it to interact with customers 1
• 62% of CIOs said that SharePoint was a critical component of their technology portfolio 2• Treated as a true business
application, similar to Microsoft Exchange or SAP
1 – AiiM SharePoint Strategies and experience 20102 – IDG SharePoint Survey 2008
• Rapid adoption •Major improvements in
collaboration and content mgmt. capabilities• Enterprise scalability
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► Governance – Business Management Problems 1– Insufficient workflow processes (44%) – Disorganized content (40%) – Lack of an over-arching site creation strategy (38%) – when are sites being created
and abandoned – Chain of responsibility for site management
► End-user Frustration 1– Are performance and user interface problems hindering productivity– Access and permissions problems – not enough/too much– What sites features are used and what is collecting dust?
► Content Problems 1– Duplicated document or record copies/multiple content versions (42%)– Difficulty searching across multiple SharePoint sites (43%)– Rapid data growth without bounds– Site sprawl, with no policy on ownership and end-of-life
Growing Pains
1 – AiiM SharePoint Strategies and experience 2010
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Risks AheadRapid
Growth
Mission Critical
Unplanned Sprawl
Sustainable
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Level 0No SharePoint
Level 1• OOTB Box Deployment• Organic growth• No Governance policy• Adoption by creation• Content creator
controls permission
Level 2• High-level site hierarchy• High-level Governance• Key Roles &
Responsibilities• Guiding Principles• User adoption through
evangelization & group focus
• No tracking of usage stats• Policy based permissions
– no tracking
Level 3• Comprehensive governance• Documented, supported &
rewards based user adoption• Comprehensive permissions
report• Communication & Training
plan• Incentives and Reward Plan• Guiding Principles• Launch and Roll-out
(Adoption) Strategy• Content Management Plan• Governance Plan Document
SharePoint Maturity Curve
Unmanaged Organic Growth
Basic Organization & Processes
Well-Oiled Machine Based on
Industry Best Practices
Organizations need to climb the maturity curve to survive
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► Combined offering with Axceler focused on:– Governance– User Adoption and Usage– Rights & Permissions– 2010 Migration Readiness
► Focused on low hanging fruit► Includes both software and services► Quick delivery and low cost of entry
SharePoint HealthCheck
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► Rights & Permissions– Appropriate permission settings– Use of SharePoint groups– Use of Admin privileges– Content creation rights
► Governance– Site provisioning process– Content creation and management process– Farm management– Rights assignment– Content creation and management process
HealthCheck Focus
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► User Adoption– Current usage patterns– Interview based analysis of site usage – Identification of dead zones and problem areas
► SharePoint 2010 Readiness– Combination of automated and Human Expert based
analysis– Identify problem areas– Identify options for migration
HealthCheck Focus (cont.)
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► Summary of Findings Presentation► Traffic Light Report
– Security Model and Administration– Existence of and Compliance with Governance Policies– Trends in Usage and Site Activity– Performance and Storage
► Comprehensive Site Analysis Reports– Storage capability– Size and number of files and items in lists – Use of managed features, web parts & more – Site & User activity reports
► Migration Readiness Report– Hardware/software readiness (equipment, licensing, MS Office integration)– Customizations that could be replaced with out-of-the-box functionality– Highlight existing functionality that may require special treatment– Recommendations for the migration planning process and approach
What You Get?
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► $20k-$25k for small to mid sized farm (1-3 servers)
► 4-5 weeks in duration► Includes software and services costs
Cost & Duration
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Web Solution - Primary Offerings
Sites and Portals
SharePointWeb Analytics
BI
6 Primary Solutions•Intranets•Extranets•Public Web Site CMS•Business Process•Document Management•Project Collaboration
Migration to SP 2010
Web Strategy
Customer Intelligence•Web Intelligence
Web Analytics Framework• Strategy• Program MGMT• Analysis•Implementation
• Integrated Portals • Custom Web Applications• E-commerce, CMS
B2B Web Rejuvenation• ROI• Web Strategy Roadmap• Redesign, Rebuild
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Web Solutions Practice
Web StrategyWeb Strategy
Business / Functional
Requirement
Business / Functional
Requirement
Vendor SelectionVendor
Selection
Testing and DeploymentTesting and Deployment IntegrationIntegration
Strategy
Planning
ExecutionCreative ServicesCreative Services
Usability and Interface
Development
Usability and Interface
Development
Web Development
Web Development
Product Customization
Product Customization
Program Management
Program Management
• Web 2.0 Strategy• Competitive Analysis• Road Map Development
• Organization Assessment• Operational Strategy• Budgeting & Planning
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SharePoint Key Offerings‣ Implementation
• Customization
• Custom Webparts and coding
• Integration
‣ Upgrades & Migration
‣ Strategy, Architecture & Planning
‣ Prototypes & Quick Starts
‣ User Experience
Sampling of our Web Strategy, SharePoint & Portals Clients
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► Challenge– Need to use technology to stay competitive– Create multiple environments for various audiences providing
unified administration and consistent experience► Solution– Implemented SharePoint – Custom content targeting and security– Single sign on and legacy application integration– BI and Dashboards Integration
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Millers Mutual: SharePoint Based Unified Web Environment
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Millers Mutual: SharePoint Based Unified Web Environment
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Arkansas State Treasury: Extranet
The Arkansas State Treasury (AST) is responsible for cash management and investing of state moneys. In addition to cash management and investments, the Treasury distributes money to local governments from the state and also handles the distribution of local sales and use taxes.
► CHALLENGE– Improve information dissemination, collaboration and
communication with various third-parties, such as banks and state and local government agencies.
► SOLUTION– Edgewater deployed an extranet based on SharePoint 2010 that
enables external stakeholders to access account statements and other reports, complete regulatory forms, and stay informed. The new portal also enforces state policies regarding audit tracking and document retention
► Key Technologies– Microsoft SharePoint 2010, Microsoft SQL Server 2008, .Net 3.5
Framework, Microsoft Windows Server 2008
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Arkansas State Treasury: Extranet
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Edgewater: Internet, Extranet & Intranet
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The End
► For 23% of respondents, all of their office staff actively access SharePoint. This is set to double in the next 12 months
► 12% are hosting more than 1,000 team sites, with 11% adding more than 25 team sites a month
► Collaboration is the most popular application, followed closely by document management and file-share replacement. Portals and intranets are the next most popular usage.
► A third of implementing organizations have no plans as to where, and where not, to use► SharePoint, suggesting a lack of management direction. 26% reported that the IT
department is driving the project with no input from information management professionals.
► Team site sprawl, with no policy on ownership and end-of-life, is an issue for a quarter of users.
► 58% of active users do have a policy on site ownership and responsibilities, but only 19% on end-of-life.
► Granularity of security and poor provision of records management were cited as technical shortcomings by 28% of users.
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Organic Growth
► 43% have yet to bring SharePoint-stored content into their existing retention and long-term archive policies, including 11% who feel that their exposure in these areas is being increased by SharePoint. Only 28% of active users have a legal-discovery/legal-hold policy that extends to SharePoint.
► Only 22% of organizations provide their users with any guidance on corporate classification and use of content types and columns. Only 10% have a policy on dealing with emails and email attachments.
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► Rapid data growth without bounds► We found that most companies are adding less
than 25 sites per month, with just 11% of even the largest companies adding more than 25 per month, although they were the most likely to have no idea of the number being created.
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► Even if it starts out small, SharePoint is likely to turn into an enterprise project. Plan accordingly.
► Create a governance framework before rollout to manage team site ownership, classifications, templates, acceptable use, legal discovery, and email handling.
► Do not attempt to rollout all features at once. However, be aware that team sites will collect documents from day one, and that will have many implications for document and records management.
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► Rapid Growth– Companies start small but soon organic growth takes over– For 23% of respondents, all of their office staff actively use SharePoint; set to double
in the next 12 months1– 12% are hosting more than 1,000 team sites, with 11% adding more than 25 team
sites a month!1– Even if it starts out small, SharePoint is likely to turn into an enterprise project
► Mission Critical– 62% of CIOs said that SharePoint was a critical component of their technology
portfolio– Treated as a true business application, similar to Microsoft Exchange or SAP
► Hub for Internal & External Collaboration– Collaboration is the most popular application, followed closely by document
management, file-share replacement, portals & intranets– 45% use SharePoint for collaboration between project partners, and 18% use it
to interact with customers04/12/2023 29
3 Important SharePoint Trends