TM
Donald Donais
SharePoint for Project Managers
11.08.2012

• Introductions
• SharePoint 101 Session - Overview
• SharePoint Governance
• Let’s Create Something

Avtex IT Pro Consultant ddonais@avtex.com
Blog – Tales from IT Side http://talesfromitside.wordpress.com
Twitter
@dondonais

• General Overview
• Sites
• Communities
• Content
• Search
• Insights
• Composites

The Business Collaboration Platform for the
Enterprise and the Web

• Modular system
• Acts as a repository for storing and managing content (documents, web)
• Accessing content from other systems
(data, web services)
• Provides a secure environment for users and content
• Can be customized / configured
(layout, look and feel, functionality) to meet many different scenarios
• All accessed via a browser

• SharePoint Team Services
• SharePoint Portal Server 2001
• Windows SharePoint Services 2.0
• Microsoft SharePoint Portal Server 2003
• Windows SharePoint Services 3.0
• Microsoft Office SharePoint Server 2007

Enabling Technologies

(Requires SharePoint Server 2010 and SharePoint Enterprise CAL)

• Core Audiences
• Intranet
• Internal employees
• Extranet
• Customers
• Partners
• Internet
• External web users
Three C’s
C ontent C ommunication C ollaboration

Communication • Documents • Organizational Information

Teams • Projects • Documents • Tasks • Alerts

Content Management • Secure Content • Profiles • Private Channel

Workflow • Digital Forms • Auditing

“Facebook” for the Enterprise • Profile • Skills • Interests • Blogs • Wiki’s

Performance Management • Secure Content • Analysis • KPI’s

Content Management • Search • Facets

Communications • Content Management • Brand / Design • Flash

Content Management • Database • Profiles • Commerce • Analytics

Content Management • Database • Profiles • Analytics

Content Management • Brand / Design • Social • Database • Profiles

Role Based Portals • Database • Documents • People • Composite

Intranet Internet/Extranet

• Office has been dropped from the product name – NOT from the story.
• Continued “Better Together” story for Office Client and
SharePoint
• Additional investment in server versions of Office Client
Applications (Visio, Access)
• Office Clients available in the web browser:
“Office Web Apps”

Sites
Lists / Libraries
Web Parts
Pages
Alerts
Versioning
Metadata
Workflow
Security

Business Connectivity Services
External Lists
Workflow
SharePoint Designer
Visual Studio
API Enhancements
REST/ATOM/RSS
Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client
Office Web App Integration
Standards Support
Blogs and Wikis

Business Connectivity
Services
InfoPath Form Services
External Lists
Workflow
SharePoint Designer
Visual Studio
API Enhancements
REST/ATOM/RSS
PerformancePoint Services
Excel Services
Chart Web Part
Visio Services
Web Analytics
SQL Server Integration
PowerPivot
Social Relevance
Phonetic Search
Navigation
FAST Integration
Enhanced Pipeline
Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client
Office Web App Integration
Standards Support
Tagging, Tag Cloud, Ratings
Social Bookmarking
Blogs and Wikis
My Sites
Activity Feeds
Profiles and Expertise
Org Browser
Enterprise Content Types
Metadata and Navigation
Document Sets
Multi-stage Disposition
Audio & Video Content Types
Remote Blob Storage
List Enhancements

• The basic capabilities required to use
SharePoint sites to engage employees, partners and customers in an effective manner, both inside and outside the firewall
• On the old wheel: Part of the core Platform
Services

Functionality SharePoint Version
Physical Location within SharePoint
Navigation
Lists, Libraries, and Pages
Office Client Interaction
User Interface – Ribbon
SharePoint Workspace
SharePoint Mobile
Office Web App Integration
Standards Support
2007 & 2010
2007 & 2010
2007 & 2010
2007 & 2010
2010
2010
2010
2010
2010

Rich User
Experience
Anywhere Access
Single Platform

Formerly in Word, Access, Excel, PowerPoint
Context aware menus
Now available in SharePoint:

Take lists, libraries, and files offline
Syncs differences
Formerly Groove:

Native Client for Windows Mobile devices
Mobile SDK for developing custom mobile experiences
SharePoint
Workspace
Mobile

Rich experience in the browser
Supports co-authoring of Office Client Documents
Cross Browser Support

Ribbon UI
Site Editing
Theming
Office Web Application

• The ability to easily access expertise and interact with other people in new and creative ways across the enterprise through both formal and informal networks
• On the old wheel: Formally known as
Collaboration

Functionality SharePoint Version
Collaboration Sites
Team Sites
Tagging, Tag Cloud & Ratings
Social Bookmarking
Blogs and Wikis
My Sites
Activity Feeds
Profiles and Expertise
Organization Browser
2007 & 2010
2007 & 2010
2010
2010
2007 & 2010
2007 & 2010
2010
2007 & 2010
2010

Informal
Knowledge
Social
Connections
Participation
Anywhere

Enhanced!
Status Updates
Org Chart
Activity Feeds
Tags & Notes

New!
Tag items with keywords
Rate list items
Note Board

Improved!
What you’d expect from a blog
Better navigation for Wikis

Tagging
Ratings
Blogging
Enterprise Wikis

http://www.sharepointmn.com

• The facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages. SharePoint
2010’s content-management capabilities include document management, records management, and
Web-content management.
• On the old wheel: Formally known as Content
Management

Functionality SharePoint Version
Columns
Content Types
Enterprise Content Types
Document Sets
Records Center
Multi-Stage Disposition
Audio & Video Content Type
Web Content Publishing
2007 & 2010
2007 & 2010
2010
2010
2007 & 2010
2010
2010
2007 & 2010

User-centric
Flexibility and
Compliance
Management
Efficiency

Centrally defined taxonomy/terms:
Now available across site collections:
Content Types
Site Columns
Unique Document IDs
Metadata Navigation

New Media Web Part
Easily add video/audio
Upload or find content instead of copy
& pasting URLs

Manage multiple documents at once
Can be managed as a content type

Available after activating site feature
Supports renaming and moving of content based on content type/properties
Rule-based routing:

Media Web Part
Document Routing
Document Set

• With more content existing online and multiple people collaborating on such content, it is critical that people can quickly and easily locate relevant content across SharePoint lists, sites and external systems and data sources, such as: file shares, Web sites or line-of-business applications.
• On the old wheel: Also known as Search

Functionality SharePoint Version
Core Search Results
People Search Results
Keywords & Best Bets
Search Scopes
Social Relevance
Phonetic Search
Faceted Search
FAST Integration
Search Driven Applications
2007 & 2010
2007 & 2010
2007 & 2010
2007 & 2010
2010
2010
2010
2010
2007 & 2010

Better Answers,
Faster
Knowledge
Amplification
Enterprise
Deployment

Wildcard
Wildcard
*.wildcard

Search Result Refinement (AKA: facetted search)
Related Searches
Previews / Thumbnails (with FAST Search)
Sort on Social Distance

Wildcard Search
Faceted Search

http://www.sharepointmn.com

• Information workers need the ability to not only rapidly deliver and share information that is critical to the success of the business but also to turn raw data into actionable conclusions and to drive business results through sharing data-driven analysis.
• On the old wheel: Business Intelligence

Functionality SharePoint Version
Excel Services
KPI’s
PerformancePoint Server/Services
Chart Web Part
Visio Services
Web Analytics
SQL Server Integration
PowerPivot for SharePoint
2007 & 2010
2007 & 2010
2007 & 2010
2010
2010
2010
2007 & 2010
2010

Data interaction
Decision Making
Organizational
Effectiveness

Excel Services
PowerPivot
Visio Services
PerformancePoint
Chart Web Part
Business Connectivity Services
Two-way updates!
Access Services

• Use Excel Services when an end user or analyst wants to share content with multiple persons across an organization. It provides a mechanism for taking authored content in Excel
2010 and making it available in a browser. Excel Services is also used when an end user or analyst has generated a model that can be widely used (such as a mortgage calculator). In both cases, Excel Services lets the author publish targeted content without making the underlying intellectual property available to consumers.

• You can combine native Excel 2010 functionality with the
PowerPivot Add-in in-memory engine to allow users to interactively explore and perform calculations on large data sets. Use Excel and PowerPivot Add-in when you want to quickly manipulate millions of rows of data into a single Excel workbook for ad-hoc reports.

Self-service analysis delivered thru Excel 2010
Work with massive amounts of data

• Use Visio Services to build a visual representation of your business structures that are bound to data.
Examples include processes, systems, and resources.
An engineer can use the visualization to create databound objects to represent a process.

• Use PerformancePoint Services for creating dashboards, scorecards, and key performance indicators (KPIs) that help deliver a summarized view of business a performance. The dashboard is a point of entry to drill-down analysis for driving agility and alignment across an organization. PerformancePoint
Services gives users integrated analytics for monitoring, analyzing, and reporting.

Excel Services
Visio Services
PerformancePoint

http://www.sharepointmn.com

• Business users of all roles need the ability to quickly create customized solutions without involving corporate IT in each request. At the same time, the
IT staff needs the capability to empower business users to create these applications while ensuring the environment’s stability and availability.
• On the old wheel: Portals

Functionality SharePoint Version
2007 & 2010 Business Data Connection (BDC)/Business
Connectivity Services (BCS)
InfoPath Form Services
External Lists
2007 & 2010
2010
Workflow
SharePoint Designer
Visual Studio
RSS & REST
2007 & 2010
2007 & 2010
2007 & 2010
2007 & 2010

User-Driven
Solutions
Data
Connectivity
Solution
Deployment

• Rapidly create no-code collaborative solutions:
– Browser-based customizations
– SharePoint Designer 2010
– Out of the box workflows
– Forms Services
– Visio Services
– Access Services
– BCS and External Lists

Open BCS entities with Office Client Apps (ex: Outlook contacts)
Create with SharePoint Designer or Visual Studio

Upload SharePoint solutions to a site collection without server/farm admin rights!
Limited set of code access
Can be restricted and throttled by administrators

Business Connectivity
Services
InfoPath Form Services
External Lists
Workflow
SharePoint Designer
Visual Studio
API Enhancements
REST/ATOM/RSS
PerformancePoint Services
Excel Services
Chart Web Part
Visio Services
Web Analytics
SQL Server Integration
PowerPivot
Social Relevance
Phonetic Search
Navigation
FAST Integration
Enhanced Pipeline
Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client
Office Web App Integration
Standards Support
Tagging, Tag Cloud, Ratings
Social Bookmarking
Blogs and Wikis
My Sites
Activity Feeds
Profiles and Expertise
Org Browser
Enterprise Content Types
Metadata and Navigation
Document Sets
Multi-stage Disposition
Audio & Video Content Types
Remote Blob Storage
List Enhancements

• Microsoft SharePoint 2010
– http://sharepoint.microsoft.com/en-us/Pages/default.aspx
• SharePoint 2010 Forums
– http://social.msdn.microsoft.com/Forums/en-
US/sharepoint2010general/threads
• SharePoint 2010 Templates
– http://talesfromitside.wordpress.com/2011/03/07/sharepoint-2010templates/

• SharePoint Project Management
• General Overview
• Enterprise Search
• Taxonomy and Navigation
• Education and Training
• Operational Concerns
• Testing & Provisioning
• Infrastructure
• Deployment and Configuration
• Project & Operational Management
• Informational Architecture
• Governance Plans

http://www.sharepointmn.com

• Intranet Project
 Internal Publishing and Collaboration Portal
• Internet Project
 Outward Facing Website
• Extranet Project
 Partner or Membership Portal

• IT Professional (IT Pro)
 Purpose is to Install, Migrate and Configure
• SharePoint Business Analyst
 Help analyze needs within SharePoint
• SharePoint Developer
 Purpose is to develop applications on SharePoint .NET
• SharePoint Designer
 Purpose is to create branding elements within
SharePoint

• New Installation of SharePoint
 No Previous Version of SharePoint
• Migration from SharePoint 2003
 Consider fresh install then migrate content
 Preferably use a vendor tool
• Migration from SharePoint 2007 to 2010
 Consider fresh installation then migrate content

• Plan for Appropriate Capacity & Support
• SharePoint Servers
(Including Dev Environment)



SharePoint and SQL
Hardware with Proper Configuration for Performance
Installation and Configuration Accounts
 Installation Media and Licenses
• Migration or New Installation
 Need Access to SQL for Databases
• Configuration and Functionality
 Typically where the backend

• Governance & Planning


Training
Communication
 Security
 Information Architecture
• Build Out of SharePoint Structure
• Using SharePoint Functionality

• Plan for Appropriate Development within
SharePoint
• Work with Development Structure
 Team Foundation Server (TFS)
• Coordinate with IT and BA
 What are the Needs?
 Internet/Intranet/Extranet – All Different

• Plan for Appropriate User Interface
• Wireframe & Storyboards
• Appropriate use of SharePoint Features
• MasterPages and Layout Pages Creation
• Overall Branding and Consistency

http://www.sharepointmn.com

• TechNet:
Governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies.
• Robert Bogue:
Governance is managing the deployment of information technologies.
Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption
Governance

• Not Rocket Science
• SharePoint is both broad and deep: There are a LOT of details to consider
• A lot of governance is common knowledge
• What does it mean to bring SharePoint into the environment
• Who will support it?
• What is technology impact?
• Adoption – more than just an afterthought
• Plan for it
• Get acceptance and feedback from users
Governance

• Site Proliferation with no Plan
• Server Proliferation – IT doesn’t meet needs of dept.
• No Quotas, No Blocked File Types, No Policies
• Unreliable Service (No SLAs)
 Unreliable support
 No strategy, no training
 Lack of Growth & Usage Reporting
• No Communication
• No security audits or security policies (information leaks)
• No life cycle management or cleanup
Governance

• CXO sponsored strategy (stakeholder buy in)
• Well Communicated Strategy & Service Offering
• Consolidated Well Managed Server Farms
• Consistency, Standards, Branding, Usage Policies
• Security Policies and Enforcement, Information
Management Policies
• Easy to use and powerful Search
• On Demand/Accessible Training and Support
Governance

Search

• What do users search for today? How do they search today?
• What search functionality is available to you?
• WSS, MOSS, Search Server, Express, FAST
• Integrate information architecture with search planning – Managed Properties…
• Search strategy, taxonomy, geography
• Best Bets, highlighting, thesaurus, noise, etc…
• People Search
• 3 rd party tools: Search ‘rating’, wildcard search…
• Consolidated search page – Search Center
• Search scoping, tabs, results (design and configuration)
• Surface information beyond SharePoint content (File shares, BDC, other…)
• Federated Search functionality
• Potential for staffing – managing crawling, scopes, results tuning, etc
Search

Taxonomy & Navigation

• Consistency throughout site (navigational elements)
• What types of site collections and webs are being used?
• SharePoint knowledge required in order to understand relationship between the various objects (site collections, webs, lists, etc…)
• Alignment with information architecture – search scoping
• Branding considerations – using themes and custom master pages to help identify location within a portal
• Provide an overall picture – site map – to communicate the big picture to users
Taxonomy & Navigation

Education & Training

• Plan as part of time and budget for implementation and adoption
• User Training and resources
• Help desk training, knowledge articles, etc…
• Administrator training (site administrators)
• IT Pro training
• Developer training
• Internal user groups, lab sessions, support sites
• Local resources – training partners, user groups, etc…
• Identify and communicate best practices
• SharePoint Server 2010 Training: Office.com or Productivity Hub
Education & Training

Operational Concerns

• Service Level Agreements (SLAs)
• Communication with users / clients
• Staffing
• Monitoring
• Scheduled maintenance windows
• Disaster recovery
• Quotas
• Reporting
• Database management
Operational Concerns

Testing & Provisioning

• Content owners and editors – test the process and outcome
• User testing
• Navigation
• Search
• Feedback method
• Repeatable test plans
• Lifecycles and processes
• Security guidelines
Testing & Provisioning

Infrastructure

• Interaction with other/existing systems and infrastructure
• E-mail / Exchange / Messaging
• Active Directory
• Firewalls
• DNS
• Load balancing (MS, F5, etc…)
• Clustering
• Database
• SAN / Disk
• Environments: Development, Stage/Test, Production
• Hardware and topology
• Backup and recovery
Infrastructure

Development & Configuration

• Identify tools allowed
• SharePoint Designer
• PowerShell
• Site definitions and templates, list templates
• Source code and build control
• Support
• Standards and best practices
• Features and Solutions
• Branding, themes, master page and layout page development
• Consistency with existing corporate branding
• Data View Web Parts
• Ghosting / Customizing
Development & Configuration

Project & Operational Management

• Communication planning: who, what, when, how, etc…
• Deployment process
• Change Management
• Service Level Agreements (SLAs)
• Roles and Responsibilities
• Charge back service?
• Sponsorship of implementation
• Platform ownership
• Best practices ownership
• Ad hoc usage vs. managed/structured usage
Project & Operational Management

Information Architecture

• Consistent understanding of the information architecture – how information is organized and presented to users
• Product knowledge to apply the information architecture to the SharePoint tool
• Site maps
• Wireframes and storyboards
• Content types
Information Architecture

http://www.sharepointmn.com

• Role Matrix
• Security Plan
• Training Plan
• Communication Plan
• Information Architecture Plan
• Document Management Strategy
• Search Strategy
• Infrastructure and System Architecture Plan
• Support Plan

• Identifies and Communicates the Roles and
Responsibilities
• Will help in definition of:
 Security
 Training
• Should Detail:




Role
Description
Required Skills
Person or Group Accountable

Role
Business Owner
SharePoint
Governance
Board
Description
Executive sponsor from the Business group that represents
SharePoint to the executive time.
Governing body with ultimate responsibility for meeting the firm’s goals in regards to SharePoint. They will factor in internal and external governance influences.
Required Skills
Understanding of internal business structure, strategies and processes.
Understanding of the internal and external
Governance details.
SQL
Administrator
Server
Administrator
Networking
Administrator
Domain
Administrator
SharePoint Farm
Administrator
Primary role is SQL management, backups and restore.
Responsible for installation and maintenance of hardware infrastructure or virtualization platform specifically for servers where SharePoint is installed.
Responsible for management of LAN and WAN for an organization including security, installations, monitoring, licensing backups and restoring.
Responsible for ensuring the domain is administered properly based on internal security and governance. This includes Active
Directory.
This technical position should be involved with the implementation and configuration of the portal solution but is most integral to the on-going operation of the portal. They will monitor performance, administer security rights, ensure backup and recovery plans are set, will configure site indexing/searching, and may be involved with end user support.
Network Infrastructure,
IIS, Active Directory experience, and monitoring systems that ties into SharePoint.
Person/Group
Executive
Executive
Member,
SharePoint Reps,
Site Owner Reps
Janice Small SQL administration, monitoring, and backup and recovery.
Microsoft Server knowledge, monitoring, backup and recovery.
IT Dept
Network specific knowledge around routers,
DNS,
IT Dept
Microsoft Active Directory knowledge.
IT Dept
IT Dept

Role
SharePoint
Business Analyst
SharePoint Site
Collection
Administrator
SharePoint Site
Owner
SharePoint
Contributor
Description
Hybrid IT/Business position that understands the features and capabilities of SharePoint and how they can be leveraged within the business. Will need to gather business requirements and translate them into business solutions. Works with the Governance Board, IT, as well as the business units.
Required Skills
Thorough understanding of
SharePoint features and functionality. Good understanding of business goals wants and needs. Skilled at needs assessment.
Person/Group
Bob Jones
Primary role for ensuring that settings for the site collection are configured properly. They will has control all permissions and site creation within the
SharePoint site collection. This role will also work within the guidelines of the Governance plan.
This person should be somebody from the IT department. They will need a thorough understanding of
SharePoint features and functionality.
Sarah Smiles
Department Owners Primary role is for ensuring that content for a
SharePoint site is properly managed over time. The primary focus is implementing business focused solutions.
This role creates, owns and maintains the content published within SharePoint.
Site features and functionality excluding site creation and permissions. Will also need to understand the business.
Business processes and documentation.
Specified Department
Contributors
SharePoint
Viewer
This role consumes content that is found within
SharePoint.
Users within the Organization

• Layouts how Security is Handled
 Best Practice – when possible use AD groups
• Details Security for:
 Intranet/Internet/Extranet
• Specify how Handling Permissions
• Specify Security Requests
• Should base off of Role Matrix

Role
SharePoint Farm
Administrator
SharePoint Site Collection
Administrator
Permission Set
SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions allow the member to permission administrative tasks in Central Administration or on the server. This group does not have access to individual sites or content.
Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow members of this group to create and configure sites, lists, libraries; configure site and site collection features and maintain permissions within the Site Collection..
SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this group to create and configure lists, libraries and site features. This group’s permission set will be modified to exclude the ability to create new sites and administer permissions within the site.
SharePoint Contributor
SharePoint Viewer
SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve content within a specific site.
SiteName Visitors group (Read only) – This group will have out of the box permissions to read content within the site.

Initiate Request for
Access
Request goes to Site
Collection Administrator
Does the request meet Governance
Standards
No
Yes
Permission is Granted and user gains access to site
Permission is rejected based on Governance
Standards
Confirmation e-mail sent with details.
Email sent with details.
End Request for
Access

• Specify Training Examples for Roles in Roles
Matrix
• Should include Instructor Led, Self-Serve,
Learning Bites, Lunch and Learns, etc.
• Look at Training from Different Levels:


General Training – Overall on SharePoint
Organizational Level Training – Specifics for
Organization
 Departmental/Project Level Training – Specifics on
Processes when using SharePoint
• List all Possible Training Resources

Role Description
SharePoint Farm
Administrator




SharePoint Business Analyst

Base documentation from Microsoft
Microsoft Official Curriculum training course
Knowledge transfer sessions
Operations documentation
SharePoint Site Owner/Power User course from Microsoft training provider

SharePoint Site Collection
Administrator



SharePoint Site Owner/Power User course from Microsoft training provider
Knowledge transfer sessions
Operations documentation
SharePoint Site Owner
SharePoint Contributor




SharePoint Site Owner/Power User course from Microsoft training provider
Knowledge transfer sessions
Operations documentation
SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
Training Format


Classroom Hand On Training
Online








Classroom Hand On Training
Classroom Hand On Training
On Line
Classroom Hand On Training
On Line
Classroom Hand On Training
On Demand Video
On Line
SharePoint Viewer
SharePoint Approver




SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions






Classroom Hand On Training
On Demand Video
On Line
Classroom Hand On Training
On Demand Video
On Line

Resource
Center of Excellence Site
Online Microsoft Tools,
Materials and Resources
Office SharePoint Server
2007 & 2010 Training –
Productivity Hub



Description
Build a SharePoint platform web/site that will be the single point of reference for anything related to the SharePoint platform. Links to training resources, materials, tips and tricks, user feedback, team members, etc…
End-user documentation
End-user blogs
Technical Administrator resources
A training solution built on the SharePoint platform that comes with
SharePoint training materials and demos and allows administrators to develop specific task or role-based curriculums
Training Format
Online
Online
Linked from COE
Online
Sub-web of COE site
Solution and Scenario
Training
Targeted training for specific your organization Classroom
Hands-on
Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom curriculums
Classroom
Hands-on
Internal User Group Internal group of SharePoint users who share knowledge on how
SharePoint has been improved or used within the business
Online
Sub-web of COE site

• Enlist the Help of Internal Marketing
• Detail the Target Audience and How/When
Communicated to
• What is being Communicated?


New Release of Intranet/Internet/Extranet?
New Business Intelligence Tools
 Updated Features
• How Often is Target Audience being
Communicated with?

Target Audience Goal
IT Steering
Committee / Key
Stakeholders
Corporate Leadership
Team
Final Plan
Key Decisions
Plan Approval
Target
Completion Date
And Updates
Target: 6/31/2009
Updated: Monthly
Target: July
Updated: Quarterly
Delivery Mode and
Responsibility
Initial Meeting / Ongoing updates via
Project Site
By: Executive Sponsor
Special Meeting
By: Executive Sponsor
Target: July
Updated: Monthly
Email
By: Project Manager
Business Users
Corporate Users
Business Application
Users


Informational:

Status
Delivery Timeline
What to Expect


Informational:

Downtime
Dates
Contact Info
Testing / Training
Help Desk Informational
Project Team
Project Team
Issues, Risks, Status
Obstacles, Issues
Target: July
Updated: Monthly
Target: July
Updated: Monthly
Target: August
Updated: Monthly
Target: Ongoing
Updated: Weekly
Target: Ongoing
Updated: Daily
Intranet Broadcast
By: Project Manager
Email
By: Project Manager
Email
By: Project Manager
Regular Meeting
By: Project Manager
Regular Meeting
By: Project Manager

• Plan refers to Overall Hierarchy and Structure of SharePoint
 Call Out Differentiation of Publishing versus
Collaboration
• Detail first 2-3 levels of the Overall Hierarchy
• Detail 2-3 Department/Project sites and type of Information Displayed

Content
Department Mission Statement
SharePoint Feature / Construct
Content Editor Web part used to display Human Resource missions statement principals
Human Resource Announcements
Various link sections
Human Resources Contact
IT Help Desk
List view web part pulling data from an announcement list
Content Editor web parts; display content specific information from the HR site including Benefits, Training, New Hire, etc.
Contact Details or Content Editor web part displaying information about the HR site’s contact
Content Editor web part displaying contact information

• Detail Out Document Storage Locations
 Within SharePoint:
• Publishing Sites
• Collaboration Sites
• My Sites
 Outside SharePoint
• Exchange Public Folders
• File SharePoint
• Vendor Applications – Document Management
• Usage of Content Types within Environment
• Document Content Management Features to be used

F EATURE
Content Approval
D ESCRIPTION
Before content can be made available to members of the SharePoint Visitors group it has to go through a quick workflow for basic approval.
U SE WITH
All content include documents and SharePoint pages.
Versioning Documented historical look at changes made to content. This includes major and minor versioning.
All content include documents and SharePoint pages, best practices to use with SharePoint pages. Need to see history of content.
Check Out
Document ID (Standard and Enterprise versions)
Content Rating (Standard and Enterprise versions)
Workflow
Checking out content (pages or documents) so that no one else can make changes. This content remains checked out until user finishes and checks information into SharePoint
All content include documents and SharePoint pages. Need to have only one person work on content at a time.
SharePoint automatically assigns a unique number
(within the Site Collection) to content within
SharePoint (documents). This is used for referencing information.
All content include documents and SharePoint pages. Especially useful when linking directly to a document or searching for a records within
SharePoint.
Users can rate content within SharePoint on a scale of
1 to 5. This can show how useful information is within
SharePoint.
All content include documents and SharePoint pages. Useful for surfacing useful information from SharePoint.
Automation of a business process within SharePoint.
This allows automatic routing for Approval or
Feedback on content entered into SharePoint
All content include documents and SharePoint pages.

• Define the following within SharePoint
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Scopes
People Search
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Search Customizations
Content Sources
 iFilters
 Keywords & Best Bets
• Use the Crawl – Walk – Run Approach

• More Technical in nature
• Documenting:
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Physical Architecture of SharePoint Environment
Hardware & Software Requirements
Use of Virtualization
Capacity Planning Scenarios
Use of Quotas
Backup/Recovery and Disaster Recovery
Service Accounts being used by SharePoint

Login Role domain\spfarm
Description
Farm service account This account is the main farm account that runs all administration services, such as Timer jobs and the SQL service. Also runs the application pools for administrative web applications
Permissions
Create a domain user account, and add it to the local
Administrators group of each SharePoint server in the farm. Requires dbcreator and securityadmin SQL server roles.
Note: You must manually add spfarm to the local
Administrators group on a server before installing
SharePoint on that server.
domain\spcontent domain\spsearch domain\spcrawl domain\spservice domain\spuserprofile
Content service account
Search service account
Content access account
This account runs the application pool for the nonadministrative web applications.
This account runs all search services.
This account is used when indexing content.
Domain account
Domain account
Domain account
SharePoint Service
Application Account
SharePoint User
Profile Service
Default account for the different service applications and will be the identity of the service applications app pool account.
Domain account
Domain account

• Documentation on Service Level Agreements between Users and IT/SharePoint Support
• Detail the Overall Support for SharePoint
 Coverage by:
• Site Owners
• Site Collection Administrators
• SharePoint Farm Administrators
• Network Administrators
• Database Administrators

• SharePoint 2007 Governance Center http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx
• SharePoint 2010 Governance Center http://technet.microsoft.com/en-us/sharepoint/ff800826
• Joel Oleson Governance Plan http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194

Information Architecture