SharePoint 2010: A Case Study

December 2010

Quick Facts

About Us• 20th Year• Grand Rapids &

Royal Oak• 25 Staff

Approach• Vendor Agnostic• Non-reseller• Professional

Services Only

Partnerships• Microsoft Gold

• Central Region Client Experience Award Winner

• VMware Enterprise• Cisco Premier• Novell Platinum• Citrix Silver

Infrastructure

Access & Identity Management

Expertise

Project Management

Collaboration

Talks TechC D H

Your Presenter

Doug BrowerCollaboration Service Area LeadMCTS, MCSDDougB@cdh.com

SharePoint 2010: A Case StudyAgenda

• SharePoint features and client case study– SharePoint Features – C/D/H approach– Client problem and project approach– SharePoint 2010 features– SharePoint features specific to client solution– Client solution– Lessons learned

• House Keeping

SharePoint Overview

Gartner Magic Quadrant:• Leading Horizontal

portals• Leading ECM• Leading Enterprise

social software• Leader quadrant in BI• Etc

SharePoint Overview

• Collaboration – Allow teams to work together and share information

• Portal – Personalize the user experience, providing individuality, security, and social networking

• Enterprise Search – Locating content distributed across a wide range of sources

• Content Management – Document management, records management, and Web content management

SharePoint Overview

• Business Forms and Integration – Forms and business process workflows

• Business Intelligence – Business critical information, including server-based Excel spreadsheets, SQL Reporting and KPI tools, to assist in decision making process

• Social computing – SharePoint 2010 offers a rich social computing experience for the enterprise

SharePoint is Foundational

• Easy to publish and share with SharePoint• It takes a lot of on purpose work to affect change

SharePoint Roadmap

• Statement of business priorities and initiatives

• Definition of SharePoint and related projects to implement the initiatives

• An architectural plan for implementation over 36 months

Roadmap Approach

• See, Think, Draw – standard strategic planning method

• See:– Understand the current state, some amount of

discovery– People– Successes and Failures

Roadmap Approach - Think

• Think:– Meetings with stakeholders– Corporate vision - understanding and

prioritizing business goals– Project definitions

• Business process improvement => BI• Productivity => forms and workflow and/or Search

and/or line of business integration• Information management => document lifecycle• Knowledge management => search; surfacing; social

knowledge sharing

Roadmap approach - Draw

• Draw:– Gap analysis

• Governance• Project Details• Training/People• High level architecture - Hardware and software

– Projects to project portfolio• Research features, scope, uncover dependencies

2010 Deployment

2010 POC

1Q’10 2Q’10 3Q’10 4Q’10 1H’11 2H’11 1H’12 2h’12Platform

Peop

lePu

blish

Process

Apps

Client

SearchTaxonomy FAST Search

Archive

New Site Design

WSS Site Migrations

Document Management

Exchange POC

OCS POC

People Search Social Networking

Social Analytics

New My Site

Multi‐language

Site Analytics 

Intranet Design / DeliverIntranet Requirements 

Corporate News

Validation 

Enterprise Forms Define / Design / Deploy

Workflow Selection BI / Reporting / OBIEE Integration

App Testing

Documentum Search

Forms Dev. Standards

MS Access POC

Project Server

Migrate MS Access Apps

Legacy App Strategy

Windows 7 POC and DeploymentNotes 8.51 & Mainsoft

Office 2010

SP 2010 Offline POC Outlook 2010 POC

CalendarMobile

SharePoint Backup

Video Streaming

Build 2010 Farm

3rd Party Web Parts

Identify & Plan Applications:

IE 7

SharePoint Deployment Team

• SharePoint is not something that is deployed “behind the scenes” then rolled out without involvement outside IT

• A successful deployment will involve technical and non-technical resources along a broad cross-section of your company

• Deployment team should include technical subject matter experts, and:– Business Unit Management– Content owners– Early Adopters– Administrative Staff

• Establish a governance plan to control SharePoint post-deployment

• Don’t forget change management and training!

Steps Taken to Design and Develop the Solution

• ECM– Consumers: What information is needed to do your job (not what’s

available)– Producers: Modification and addition of business process– Categorize the information (metadata) for search, etc

• Social Networking– Policies/governance/training– Tools in place

• LOB integration / BI– Consumers: What are we trying to accomplish or change?– Information mapping– SQL Views– Data validation and cleaning– Modification and addition of business process– Report development

• Collaboration– Development of several Proof of Concepts– Modification and addition of business process

Case Study – The Client

• Privately held oil and gas company• ‘Standard’ SharePoint use• e-Mail Information sharing: Business

partners, Consultants, Employees• Automated production instrumentation

Case Study – Project Goals

• Extranet for partner information– Reduce workflow steps– Increase accuracy– Partner relations

• Faster access to information for employee decision making

Case Study – Project Overview

Roadmap/Envisioning1. Production Reporting2. Sales and Marketing3. Well Profile4. Report Repository5. Field Office6. Customizable Landing Pages

Case Study – Project Overview

• Project structure– Project Governance– Project team site

• Key decisions– Abandon the existing site– SharePoint 2010

• Current status

SharePoint 2010 – Social

• People search• Social tagging, ratings and notes• Micro-blogging (what’s happening),

blogging• My Newsfeed, interests and colleagues• Organization browser• Recommended colleagues and interests

SharePoint 2010 – Social Benefits

Social networking potentials• Shorter project cycle times• Fewer meetings• Lower travel expenses• The ability to close deals faster• Increasingly positive feedback from clients• Retention of Gen Y employees• Build it before it comes in the back doorDemo

SharePoint 2010 - Clients

• Office 2010– Outlook social connector Demo– PowerPoint broadcasting– Visio workflow modeling, Visio save to

SharePoint– InfoPath integration with list dialogs– Word, PowerPoint, Excel co-authoring Demo– Web Clients

• SharePoint Workspace client• Windows 7 search federation

SharePoint 2010

• Enhanced search• BCS

– Line of business integration is much more reachable

– Full CRUD is huge• Development Enhancements

– Windows 7 development station– Visual Studio 2010, one click deployment– Sandboxed solutions– Developer dashboard

SharePoint 2010

• ECM– In place records management

• Document life cycle, legal hold

– Managed metadata• Sharing across site collections, managed keywords,

managed terms, hierarchies

• BPOS – Office365

Detail Comparison• People and groups lists

• Calendars• Email Integration• Task Coordination• Surveys• Document Collaboration

• Issue Tracking• Templates

• Standard Site templates

• Improved Wikis and Blogs

• Real time presence and communication

• Tagging (Content and Expertise)

• Rating• Note Board• Tag Cloud• Activity Feed• Standard Meeting Site Templates

• SharePoint WorkSpace

• Hierarchical Organization Chart

• Improved My Sites

CommunitiesCommunities

• Search in a single site collection

• Business Data Search (via Indexing and federated query)

• FAST• Defining new custom content sources

• Crawling BDC Data• Relevance Features 

• Did you mean?• Query Recommendation

• Configure crawled file type

• Authoritative pages

• Enterprise content sources

• Cross site‐collection search

• Admin and Management

• Indexing Controls• Phonetic Search• People search

SearchSearch

• Performance Point Services

• Business data web parts

• Business data actions

• Integrated business intelligence dashboards

• Key performance indicators (KPIs)

• Filter web parts• Integrated flexible spreadsheet publishing

• Share manage and control spreadsheets

• Web based business intelligence using excel services

• Data connection libraries

• Report center• Visio Integration• Web Analytics• Improved Usage Analytics

InsightsInsights CompositesComposites

• BCS (read/write)• Custom Installed InfoPath form templates

• External Lists

• Forms libraries• Custom non‐code workflows

• Centralized forms management and control

• Design once development model

• Form import wizard• Integrated deployment model for no‐code forms

• Compatibility Checker

• Improved Forms Technology

• Improved Workflows• Business Document Workflow Support 

• Partial trusted workflow actions

• Access Services• Improved SharePoint Designer

• Sandbox Solutions

• RSS Content Syndication

• Privacy and security• Audience Targeting • Site and document aggregation

• Site Manager• Mobile Device Support

• SharePoint sites and Documents Roll up web parts

• Integration with SharePoint designer (except site backup and restore

SitesSites

• Portal Site Templates• Site Directory• Colleagues and membership web parts

• User Profiles import• Extranet Access• Anonymous Access• Multi‐lingual user interface

• New UX• Cross Browser Support (Safari, IE, FF)

• Office 2010 Client integration

• Vanity domains for non‐SSL sites only

• Tenant admin across site collections

• Better control of FQDNs

• Managed path site collections

Service SpecificService Specific

OtherOther

• Multiple Site Collections per customer

• Manage Site Collection Features and quota

• Off‐boarding of customer data

• Project Online• Access Services

• Configure blocked file type

• Self service site creation

• Custom Managed Paths

• Roll up usage Analytics

*Capacity increase: 10 GB for each subscribingcompany plus 500MB per user (USL).

• Document Information Panel

• Document Action Bar• Retention and Auditing policies

• Navigation controls• Content publishing• Page Layouts

• Improved Content authoring 

• Slide Libraries• Document Management Site Templates

• Standard Enterprise  and Publishing Site templates

• Policies, auditing and compliance

• Improved Records Repository

• Legal holds• Metadata and taxonomy

• Content Organizer• Metadata driven Navigation

• Document IDs • Document Sets• Office Web Apps

ContentContent

• Integration with Microsoft information rights management (IRM)

• Site variations• Content staging and deployment

• Configure Information Management

On‐premises only• Online today• SharePoint 2010 feature coming to SharePoint Online

CommunitiesCommunitiesSitesSites ContentContent SearchSearch InsightsInsightsCommunitiesCommunitiesSitesSites ContentContent

Case Study – Important SharePoint 2010 Features

• BCS• InfoPath• ReST, Excel Services• Mobile Support• BI Enhancements• SQL SSRS R2

Case Study – Solution Architecture

Priorities:• Separate portal for now• Create 2010 portal: Entry

screens, SSRS, minimal Excel reports remain

• E-mail enabled document publishing

• Mobile• Existing site migrations• Social• Client

Demo

Case Study – Lessons Learned

• Next day’s data– LACT issues – keep one in queue!?– Automating manual processes – 1 out of 2 ain’t

bad– Announcements web part –> the 25-hour day– Manual entry cannot have usual priority

• InfoPath new item limitations• More iterative in approach• Partner/employee feedback is positive

Next Steps for Success

• Clients are going to 2010!• Turn 2010 adoption into an opportunity to

(re)architect or add solutions• Pause and do it more on-purpose

– Engage the business on goals– Develop a project list, aligned with goals– Develop a project timeline– Measure your success

Royal Oak306 S. Washington Ave.Suite 212Royal Oak, MI 48067p: (248) 546-1800

Thank You

Grand Rapids15 Ionia SWSuite 270Grand Rapids, MI 49503p: (616) 776-1600

(c) C/D/H 2007. All rights reservedwww.cdh.com