Software & System Engineers

March 20, 2013

Why Migrate to SharePoint 2013? Review of platform enhancements and game-changing features

Agenda

► Vishwas Lele

Introduction and Platform Vision

► Jason Storch

Search

Mobile

Cost Savings

SharePoint App Models

Performance Enhancements

► Chris Miller

Productivity Enhancements

Workflow

Access Services

Business Intelligence

eDiscovery

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Introduction

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2013

We've come a long way…

Our bonafides

http://www.appliedis.com/ideas.html

Practicing what we preach

SharePoint and Composite Solutions

The Business Case for Composite Solution Architectures

Incremental

Value

Enablement Reuse

User

Empowerment Integration/

Aggregation Composite Solutions Platform

Composite Solutions Platform Capability Requirements

Componentization Capabilities

Composition Semantics

Composition User

Experience

IT Requirements

• Components • Containers

• Security • Federation • Governance

• Developers • Business

Users

• Component Metadata

SharePoint App Dev Platform

Componentization Capabilities

• Components • Office • WebParts • Workflows • Lists

Composition Semantics

Composition User

Experience

IT Federation & Governance

Requirements

• Policies • Quotas

• SharePoint UI • SharePoint

Designer • Visual Studio

• Components Metadata

► User Experience Web , Mobile, Office Client

► New capabilities BI, search, content management

► App Model Enhanced SharePoint ecosystem

Three pillars of SharePoint 2013

► Discussion of key new enhancements Based on our work over the past 18 months

Concrete & meaningful reasons to migrate to SP 2013

► You are in great hands Chris and Jason are seasoned practitioners with extensive experience in

working with clients

What to expect from today’s session:

Who am I?

► Jason Storch

► Solution Architect responsible for AIS’s Commercial SharePoint Practice

► Seven years SharePoint custom application development experience

► 15 years software development and operations experience

► Specializing in:

SharePoint 2007, 2010, and 2013

Information Architecture

User Experience

Offshore Software Development Process

Three active SharePoint 2013 implementations

Introduction

► New features in SharePoint 2013 that are compelling

reasons for you to upgrade from 2010 or 2007:

Search – Large investment by Microsoft in Search Platform

Mobile – New UI and increased device support

Cost Savings – Changes in licensing model that make Intranet

and extranet scenarios a better return on investment

SharePoint App Models – Add stability and governance for

customizations

Performance Enhancements – Better scalability and speed in

enterprise scenarios

Search

Search: Intranet vs. Internet

► Not uncommon for users to be dissatisfied with their intranet search results

► Users compare their intranet search to Bing or Google

► But this isn’t a fair comparison. Why?

Intranets have less data to determine relevancy/rank.

Internet search engines have entire teams constantly analyzing and optimizing their algorithms.

Search Relevancy in SharePoint 2010

► With SharePoint 2010

Text in the document

Metadata

Document size

Document type

Link depth

► Best Bets – required constant monitoring of search queries and manual configuration

2013 – Search and Usage Analytics

► New search ranking based on:

Anchor Text (<a href=“benefits.aspx”>Benefits</a>)

Click Distance from Authoritative Pages

Search Clicks

Usage counts and usage rates

Social Tags

Social Distance to drive people search

Improved Search – Enhanced UI

► Document previews and enhanced user interface make results more intuitive

Improved Search – Enhanced UI

► People Search results give access to profile and activity data directly

Improved Search – Query Rules

► Query rules allow you to take actions based on certain keyword searches

Display web parts in the results page

Promotion of certain the results, content types

Execution of additional searches and including them in the results

Improved Search – Query Rules

Improved Search – Result Types

► Result Types

Can be associated with a Document or Content type, or documents with certain metadata

Extends your enterprise taxonomy to search

Improved Search – Display Templates

► Display Templates

Associated with one or more Result Types

Define how a result type search result or hover panel (if desired) are displayed.

No more giant XSLT files to work with.

Exist in Master Page Gallery as HTML files and are easy to customize

Copy and paste existing display template and edit in any text editor

► All Site Columns are now automatically Managed Properties

Mobile

Mobile – Trends

► Number of smartphones to exceed 1.82 billion in 2013 (Gartner)

► Worldwide business mobile devices are projected to grow from 889 million in 2012, to over 1.4 billion by 2016 (Radicati)

Mobile – App Support

► Apps for Windows Phone 8 for Newsfeed and Office Hub

► Apps coming for iOS soon

Mobile – Browser Support

► Contemporary View, Classic View, Full-Screen View

Mobile – Development Features

► Device Specific Channels allow for greater flexibility to develop interfaces specific to certain types of devices

► Push Notifications and SMS alerts to mobile devices

► Full list of supported devices: http://technet.microsoft.com/en-us/library/fp161353.aspx

Mobile Support – TAP Application

► Proof of Concept to take an existing application work with a mobile device

► 100% content and jQuery. No solution deployment required.

► Used Twitter Bootstrap for layout engine

► Device-specific channels enable different navigation and content for smartphones

Mobile Support – Demo TAP Application

• New Mobile User Interface for Application – touch enabled and responsive for different screen sizes

Cost Savings

Cost Savings - Search

► SharePoint Search and FAST are now one.

► In SharePoint 2010, it would have cost $75K ($25K per server, minimum three physical server deployment required to have FAST).

► FAST required SharePoint Enterprise and Enterprise user CALs.

► With SharePoint 2013, you only pay for the SharePoint Server licenses.

Cost Savings - Internet and Extranet

► “FIS” License deprecated

► COST of FIS was per Web Server, $50K for Enterprise or $12K for Standard

► Or user CALs were purchased for external users

► External users on SharePoint 2013 are free

Applications

Apps – An Evolution of Dev in SharePoint

Apps – What is a SharePoint App?

► SharePoint Marketplace provides a simple way to rollout updates to custom apps and add new functionality quickly

App Types

Shape Description Example

Immersive

(all apps)

Launch Page of the App

Resource Tracking,

Budgeting

Part

(optional)

Provides new widgets you can

add to your sites

Weather,

Team Mascot,

Paypal

Extension

(optional)

Add new actions for

documents and items

Display Document

Visualization, Print

to Kinkos

App Hosting Options

New App Development Skillsets

SharePoint 2013

SSOM

Expanded CSOM API

REST API (OData, JSON, ATOM)

JavaScript, jQuery, jQuery Plug-ins

TypeScript

HTML 5/CSS 3

oAuth

SharePoint 2010

SPOM

CAML

XSLT

Limited CSOM

MOSS 2007

SPOM

CAML

XSLT

CSOM/REST Support – 2010 vs 2013

2010 2013

List Data List Data

User Profiles User Profiles

Search Search

Taxonomy

Feeds

Publishing

Sharing

Workflow

E-Discovery

IRM

Analytics

BCS

SharePoint Hosted Apps

► Run in isolated web, security boundary

► SharePoint Objects like lists with full security model are available to the developer

► No server-side code is allowed, must be done client side with CSOM or REST

Auto Hosted Apps

► Only an option for Office 365

► SharePoint figures out where to host the app

► Requires Azure account

► Tenancy, isolation built in

► Can use REST to access SharePoint data

Provider Hosted Apps

► Hosted in the cloud (Office 365) or your own servers

► With Office 365, pick a cloud provider for hosting

► Must write your own tenancy and isolation code to keep users from seeing each other’s information.

► Server-side code available

Performance Improvements

Performance Improvements

► Minimal Download Strategy

Enabled by default on any non-Publishing site

All requests are routed through Start.aspx

Minimizes server processing, speeds up response to the user

Performance Improvements

► Scalability enhancements

Max of 750,000 site collections vs 250,000 with SharePoint 2010

Double the sites per content database

300 to 500 content databases per farm

Performance Improvements

► SharePoint 2010 implemented Cobalt with Office XML formats

► SharePoint 2013 implements Shredded Storage

SharePoint Content

DatabaseCobalt

1 Blob

Blob Index

Small 64KbBlobs

Who am I?

► Chris Miller

► Practice Manager supporting several Federal Civil programs

Department of Treasury

Department of Justice

Department of Veterans Affairs

► Specialization in the ‘softer side’ of IT

Change Management

Risk Management

Training & Deployment strategies

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Introduction

► Critical changes in the SharePoint 2013 platform:

Productivity Enhancements: Simplified user experience with new productivity enhancements and interface based on HTML5

Workflows: Improved business process automation via decoupled /robust workflow engine

Access Services: Access Services for SharePoint powered by SQL Server

Business Intelligence: Improved Digital Dashboard/BI via PowerView

eDiscovery: Improved eDiscovery and matter management

► All of these represent compelling migration reasons.

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Impact of new productivity enhancements in delivering a more enriched user experience

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Productivity Improvements

SP 2013 Enriched User Experience

► Great strides in responding to user feedback Simplifying common actions

Enriched user experience

More intuitive

- Drag & Drop

- Sharing

► Greater design flexibility simplifies the design process

Simpler process for designing and updating content increases enterprise participation

HTML 5 framework introduces a new paradigm

► More empowered process owners

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Targets of Enhancements

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Business Owner

Developer/Support

Workforce

Drag and Drop

► Feedback:

Managing files is cumbersome

Document upload

Explorer View used for moving files within a document library

► Users can now drag files into the document library

Files can also be moved within a document library and even between document libraries

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Sharing made easier

► Feedback:

Can’t figure out how to share

Can’t tell who has permissions to what

What exactly am I letting people do to my file?

► The new Sharing user interfaces have been designed to confidently share information

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The Following

► Feedback:

Managing Alerts and Notifications is not

intuitive

No single place to see info

► The Following List in the Newsfeed of the

MySite page consolidates all activities

People

Sites

Documents

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Task Aggregation

► Feedback:

Can’t see all my assignments

I was assigned what?

► New content aggregation features

Allow aggregation of content

‘My Tasks’ aggregation feature (aggregated across SharePoint sites, Project sites and Exchange)

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Developing in SharePoint 2013

► Feedback:

SharePoint development is specialized

Exclusively done using Microsoft's .NET and ASP.NET development stack

► Development model now resembles the Facebook model

Standards based: CSS, HTML 5, JavaScript, OData and Oauth

► SharePoint API is accessible remotely via a REST API

Development for SharePoint in non-Microsoft development languages

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More robust development tools

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► Feedback:

Limited tools & samples

► New Visual Studio Tools

Create SharePoint and Office Apps

Templates to support mobile development

Greater device flexibility

► Feedback:

Less than ideal mobile support scenario (e.g. Authenticated users)

Workarounds limit richness of Mobile UX display

► Device Channels allow for specific rules for inclusion based on the user’s browser

Device Channels associate master pages for different devices

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Simplified site branding

► Design Manager allows designers to create and edit master pages and page layouts inline in the browser

Designers can now work in HTML without full knowledge of SharePoint tags

Design Manager converts HTML into a SharePoint master page behind the scenes and adds appropriate tags.

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Powerful dynamic navigation

► Managed Navigation allows navigation to be managed through Managed Metadata

Consistent navigation across site collections

Possible to edit the navigation inline on the page

► Drag & Drop Navigation

► Simple URLs

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Design Manager

► Feedback:

Customizations require coding or far exceed general user capability

Applying changes is not intuitive and requires experience

► SharePoint 2013 provides a wizard-driven process for making changes

Empowering business users

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Top 10 coolest productivity enhancements

1. Drag & Drop

2. Task Aggregation

3. Better Sharing

4. “The Following”

5. Design Manager

6. Mobile Device Support

7. Simple URLs

8. More tools in Visual Studio

9. Managed Metadata Navigation

10. Mobile Development Support

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So what?

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Business Owner

Developer/Support

Workforce

Reduction in Training Costs

Reduced Maintenance Budget & IT Costs

Improved Time to Market

Empowered

Net - Increased depth of Knowledgebase

(Response to Human Capital Crisis)

Job Satisfaction

Knowledge share

Increased collaboration

Empowered Users

Rapid design process

Simplified Development Pattern

Ease of Multi-Platform Support

Platform Flexibility

Decoupled workflow increases business process automation scenarios and enriches composite applications

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Workflow

Workflows in SharePoint

► Workflows are one of the most-used features across all our federal government implementations

SharePoint is uniquely appropriate to document, record human workflow solutions

► Developers use hosted workflows as orchestrators of complex business processes

► Business Process Automation is a key value add of the SharePoint platform

► Key workflow challenges of previous versions:

Performance

Extensive customization

High maintenance costs

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SharePoint Designer

► TBD – Screenshot Vishwas to Provide

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Workflow in SP 2013 – What’s changed?

► SharePoint 2013 has adopted the Windows Workflow Foundation 4 platform

► Key changes

Nineteen new SharePoint workflow action types

Workflows are no longer compiled into managed code assemblies

In most cases no code will be written

Decoupled workflow

Visual Studio XAML output

Workflow author is managing a file

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SharePoint 2013 rooted in Workflow 4.0

► WF 4.0 is a major rewrite of Windows Workflow and a component of SP 2013

► Key Benefits of WF 4.0

Much better control over persistence

Increased performance

Better integration with WCF

Flowchart-style workflows

Ability to declare variables and parameters within a workflow program

Improved Testability

Throttle settings

Moving workflows out of SharePoint provides for better scalability and robustness in execution

Ability to declare variables and parameters

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Mechanics of SP 2013 Workflow

► The SharePoint 2010 Workflow platform has been carried forward to SharePoint Server 2013

SharePoint Server 2010 Workflows will continue to work in 2013

► Benefits of new platform

Elastic Scale

Activity / Workflow Artifact Management

Tracking and Monitoring

Instance Management

Fully Declarative Authoring

REST and Service Bus Messaging

Managed Service Reliability

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SharePoint 2013 WF 4.0 Architecture

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• Removes Performance hits

from the SharePoint farm

• Workflow metadata,

associations and scope are still

stored within the SharePoint

content database

Access 2013 Web App

Surfacing actionable data to decision makers

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Business Intelligence

Key elements of the BI strategy

► Excel Services - a shared service

Publish Excel 2013 workbooks on SharePoint Server

► PowerPivot - extends the capabilities of standard PivotTable

Import data from multiple sources

► PowerView – Greatest differentiator in the Microsoft BI stack

Users can build unique Power View visualizations in SharePoint-hosted (Excel services) Excel files

Using SharePoint 2013, data can be aggregated

Sophisticated chart, map, and KPI visualizations

Drill down and click-through to SharePoint-specific content.

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Excel Services

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PowerPivot

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PowerView in SharePoint 2013

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SharePoint Business Intelligence Center

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Dragging Excel into dashboards

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Microsoft BI in action

► Quick demo

http://sp2013.extendedresults.com/Retail/sitepages/default.aspx

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Most useful feature for modernizing workforce

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Access Services Powered by SQL12

Access Services

► Access Services is the easiest way for non-developers to build web apps

► Previously imported Access DBs were converted into SharePoint lists

Very limited user interface

► With SharePoint 2013:

Data is now stored in SQL Server

A sophisticated and easy-to-use user interface is generated for you

No developers write code to achieve this

Access Web App can be promoted to the App Store (Promote Managed Adoption)

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At the end of the Long Tail

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Taking Access 2007 Database

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Create new app and publish to App Store

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Select App

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Access Services Web UI

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Access 2013

Desktop

Access 2013

Desktop

Access 2013 Web

App

Key points

► Key Features:

Import data from other sources

Other users can navigate and manipulate the data from the browser (a.k.a. Web App)

All Access data is now stored in SQL Server, which makes it easier to manage the Access data and scale the environment appropriately.

► Key Notes:

Access Services requires SQL Server 2012

Separate SQL server is recommended to host the Access databases (Perform Capacity Planning)

In Office 365, the SQL databases are created in SQL Azure.

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Directly addressing a key business need

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e-Discovery

Making lawyers happy

► Common misconceptions of eDiscovery

Not about Searching

Time-contained results

Preservation

Disposition, Disposition, Disposition

► Key terms of eDiscovery:

Custodian – not an author, owner

Search Term – agreed upon queries for content

Lit Hold - is a stipulation requiring a company to preserve all data that may relate to a legal action

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SharePoint in the EDRM Model

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Enterprise Search Scoping

Early Case Assessment eDiscovery

Discovery Center

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eDiscovery Center site collection

identification, preservation,

collection, processing, and analysis

Search Site within Discovery Center

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Create a case site unique to

the litigation, Information

Request, FOIA, etc.

eDiscovery Sets and Search & Export

108

Create eDiscovery set to apply Lit holds

Create multiple queries against the

same case, saved searches, export

Export package

109

Setup exports and perform de-dups

Advanced search options

110

Advanced Search

Setting up sources

111

Configure sources against datasets,

search against SharePoint & Exchange

Adding more sources

112

Seamless processes

113

Sites

Discovery Centers

Export

Summary of benefits

► Case Manager

► Saved Searches

► In-Place Holds

► Enterprise-wide access

► Analytics

► More Content

► Export Responsive Material

► EDRM XML Support

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Q&A