Pariveda ECM Patterns for Large Enterprises - chicago

SharePoint Fest 2011 ECM 102 - ECM Patterns for Large Enterprises

Michael Steinberg Principal

[email protected]

Who are we?

Strategic Services Technology Solutions

Business Drivers

Technology Drivers

Increased Effectiveness

► Mobility

Adding a mobile framework to an existing application where laptops are simply not mobile enough – or help you reach customers for whom surfing the internet on a smart phone is second nature.

► Customer Relationship Management

Dealing with the dimensions of client interaction.

► Systems Integration

Developing and implementing an integration strategy to link heritage systems and provide a foundation for future development

► Project Recovery

Assessing critical issues in a high risk project and developing and implementing a plan to see the project through to success

► Project Management

Managing the execution of a set of IT efforts to ensure that resources are properly provisioned, issues are resolved and risks are mitigated to ensure success

► IT Strategy Developing a business strategy and actionable plan for the IS organization to better serve its business

► IS Effectiveness Implementing specific initiatives to improve the people, structure, processes and supporting tools that make an IS organization more effective

► Business Systems Planning

Developing an applications and technology architecture and implementation plan to support the business strategy

► Portals and Enterprise Content Management Planning, implementing and extending Microsoft SharePoint and other portal solutions, including custom solutions

► Business Intelligence Developing data warehouses and the reporting services that leverage them to support decision making

► Application Development Designing, developing and integrating custom application solutions using Microsoft .NET or Java EE frameworks

The Convergence of Business and IT

Dallas - Houston - Seattle - Chicago - Denver - DC - Detroit - Atlanta - San Francisco - NY

National Systems Integrator

From Extranets to My Sites How do I plan for all this content?

• The challenge: you need to plan for a range of content in your enterprise

• Different areas of content have different audiences and different interactions

• Therefore, your planning for Site Structure, Governance and Security will need to reflect the range and diversity of the content

Extranet MySites

Take away from today’s session

• Identify common usage patterns for SharePoint

• Understand different ways to structure sites and content

• Overall, the goal is to choose a simple plan and design with considerations for

– Maintainability

– Usability

– Scalability

SharePoint Usage Patterns

• Extranet – customer / supplier portals

• Internet – anonymous public facing content

• Intranet – employee / corporate communications

• Document Management

• Collaboration – team or department workspaces

• My Sites – social networking and workspace

Differing Management Patterns

Governance High Low

Information Contributors Few Many

Security Management Central Distributed

Information Consumers Many Few

Internet MySites Collaboration Document Management

Intranet Extranet

Branding High Low

SharePoint Software Boundaries

Structure Purpose

Farm • Servers • Solutions (customizations)

Web Application

• Base Url • Authentication Method • Available Storage

Site Collection • Security Container (Groups / Permissions) • Allocated Storage

Sites • Content Containers (Libraries / Items) Web Application

Site Collection

Root Site

Site Site

List List

Library

Information Architecture How should I organize this stuff?

• Site Structure & Navigation

• Classifying and Tagging Content

Site Structure and Navigation

Organize sites to fit how people work with information

Intranet Document Management

Collaboration

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library

Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H

Extranets and Internet sites often follow this pattern

My Sites also follow this pattern


Intranet

• Hierarchical navigation

• Often mirrors how users view the company

• Single site collection per ‘portal’

• Navigation is automatically security trimmed by SharePoint

Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises


Demo: Intranet Sites Example


Document Management • Linked or bookmarked navigation to site

• Internal navigation supported by how

documents are organized • Libraries • Metadata Navigation • Filtered and Grouped Views

• Very specific business needs may require IT

involvement for each new repository

• Consider a site collection per repository

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library


Demo: Document Management Example


Collaboration

• Linked or bookmarked navigation to site

• Almost all users are consumers and publishers

• Generic site template easily serves ad-hoc needs across the organization

• Consider a separate site collection per workspace

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H


Demo: Team Sites Example

Classifying / Tagging Information

Capture data to support how people expect to find information

• Content Types

• Managed Metadata

• These components support Search and Navigation


Content types describe items and their attributes

• SharePoint has a series of built-in content types

• Custom content types make content more user friendly – SharePoint dynamically adjusts the forms of different items to match the

attributes of the item’s content type

– The attributes of the content type make it easy for users to search and filter their content


System

Item

Document

Candidate Resume

Full Name

Date Submitted

Department

Skills

Interview Stage

Hire Decision


Managed metadata provides hierarchical classification within an attribute / column

Department

Human Resources

Information Services

Sales

Marketing

Finance

Skills

Development Languages

.Net

Java

Ruby

Data Languages

T-SQL

PL SQL

Data Modeling



SharePoint 2010 allows us to centralize content management (making it easier to split things apart)

– Content Type Hub / Syndication

– Managed Metadata Services


Intranet DocumentManagement

Collaboration

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library

Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H

Content Type Hub Managed Metadata Service



Intranet DocumentManagement

Collaboration

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library

Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H

Search Center

• Search spans all web applications and site collections

• Refinements (facets) provide additional ways to filter results

Lifecycle Management

• Content Retention and Classification

• Site Provisioning

• Storage Planning

• Security Planning

Content Retention and Classification

Implement retention policies that are appropriate for your organizations work patterns and compliance needs

What % of your annual electronic documents fall into one of the 3 document definitions? (1,330 people surveyed, 682 responded - General Mills 2008)

46%

40%

14%

Retention Assessment Survey Results

General

Reference

Official

Content Retention and Classification

Intranet Document Management

Collaboration Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H

Control Documents • Official / General • High use of content types • High use of metadata

Dispose by Document

Mixed Documents • General / Reference • Limited content types • High use of metadata

Dispose by Document or Manually

Working Documents • General / Reference • Limited content types • Limited metadata

Dispose by Site Collection

Site Provisioning

• Opening site creation up to the masses can result in an uncontrollable mess

• Closing off site creation can limit the return on your investment, slow adoption and force alternatives

• Out-of-the-box provisioning is nicer than in the past but still limited in functionality

– Need ability to automatically set group membership

– Need to conditionally limit available templates

– Need to standardize where sites are created

Site Provisioning

Home

Departments

Engineering

Sales

Marketing

Product Development

Shared Services

Administration

Accounting

Finance

Regions

North East

Central

West

South East

Support

Desktop

Applications

Communications

Premises

Site A

Library

Library

Library

Site B

Library

Library

Site C

Library

Library

Library

• Create templates or custom build to meet specific business requirements

• Standardize templates • Limit child site creation to

trained users

• Standardize templates • Fully automate self

provisioning

Site Provisioning Controlled

Collaboration Document Management

Intranet

Team A

Project

Project

Team B Team C

Project

Project

Project

Team D

Project

Team E

Project

Project

Team F

Project

Team G

Project

Team H

Self-service

Web Application

Storage Planning

• Web Applications manage a database pool

• Site Collections bound to a single database

• Limit to 100gb – 250gb per database in order to perform backups and to meet performance guidelines

Site Collection Site Collection Site Collection Site Collection

Storage Planning

• IT provisioned • Dedicated site collection • Dedicated database

• User provisioned • Database pool • Add databases as needed

• IT provisioned • Dedicate site collection

(can use multiple) • Dedicated database

• Auto Provisioned • Database Pool • Plan upfront for # of DBs

that will be needed

My Site Planning Example (# users * quota) / 100gb = database count

10,000 * 100mb = 1 TB / 100gb = 10 databases

MySites Collaboration Document Management

Intranet

Security Planning

Custom Identity Source

Active Directory

Active Directory

Active Directory

Active Directory

Active Directory

Internet MySites Collaboration Document Management

Intranet Extranet

Custom • Anonymous

Viewers • User or Group

Based

User or Group Based

(use Groups for Dept Sites)

User or Group Based

User Based Policy

Security Management Highly Controlled Loosely Controlled

Ide

nti

ty S

tore

A

cce

ss M

anag

em

ent

Team sites: one site collection or many?

• Use subsites under one site collection if these conditions are met:

– Security: It is ok for all users to be able to see/contribute to all sites, and you can trust users to not contribute where they are not supposed to (in almost all scenarios)

– Security / Maintenance: Security needs to be tightly controlled (easier to maintain with one set of SharePoint groups at the Site Collection level)

– Navigation: Visible navigation is really really important

– Content Retention: Sites will be long term sites, and rarely removed

– Storage Management: Sites won’t have enough data to push the content database to an unmanageable size

Team sites: one site collection or many?

• Use separate site collections in these situations:

– Security: Separate permissions are important

– Content Retention: Sites will be expired or removed frequently

– Storage Management: Sites could get large or the number of sites could be really large

– Maintenance: Users to be able to customize their sites (more than just contribute)

Summary

• One tool can “rule them all” but consider the unique usage patterns of each area of functionality

– Split things out based on these usage patterns

– Use SharePoint 2010’s capabilities to manage across the boundaries

• “All models are wrong, but some are useful” George Box

– Follow patterns, but recognize when they don’t exactly fit

– Focus on consistency

Pariveda ECM Patterns for Large Enterprises - chicago

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