1. SharePoint Fest 2011
ECM 102 - ECM Patterns for Large Enterprises
Michael Steinberg
Principal
michael.steinberg@parivedasolutions.com

2. Who are we?
Business Drivers
Increased
The Convergence of Business and IT Effectiveness
Technology Drivers
Strategic Services Technology Solutions
► IT Strategy ► Project Recovery ► Portals and Enterprise ► Mobility
Developing a business strategy Assessing critical issues in a Content Management Adding a mobile framework to an
and actionable plan for the IS high risk project and Planning, implementing existing application where
organization to better serve its developing and and extending Microsoft laptops are simply not mobile
business implementing a plan to see SharePoint and other enough – or help you reach
the project through to portal solutions, including customers for whom surfing the
► IS Effectiveness success custom solutions internet on a smart phone is
Implementing specific initiatives second nature.
to improve the people, ► Project Management ► Business Intelligence
structure, processes and Managing the execution of Developing data ► Customer Relationship
supporting tools that make an IS a set of IT efforts to ensure warehouses and the Management
organization more effective that resources are properly reporting services that Dealing with the dimensions of
provisioned, issues are leverage them to support client interaction.
► Business Systems Planning resolved and risks are decision making
Developing an applications and mitigated to ensure success ► Systems Integration
technology architecture and ► Application Development
Developing and implementing an
implementation plan to support Designing, developing and
integration strategy to link
the business strategy integrating custom
heritage systems and provide a
application solutions using
foundation for future
Microsoft .NET or Java EE
development
frameworks
National Systems Integrator
Dallas - Houston - Seattle - Chicago - Denver - DC - Detroit - Atlanta - San Francisco - NY

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

4. 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

5. 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

6. Differing Management Patterns
Extranet Internet Intranet Document Collaboration MySites
Management
High Governance Low
Few Information Contributors Many
Many Information Consumers Few
Central Security Management Distributed
High Branding Low

7. SharePoint Software Boundaries
Structure Purpose
Farm • Servers
• Solutions (customizations)
Web • Base Url
Application • 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

8. Information Architecture
How should I organize this stuff?
• Site Structure & Navigation
• Classifying and Tagging Content

9. Site Structure and Navigation
Organize sites to fit how people work with information
Intranet Document Collaboration
Home Management Team A Team B Team C Team D
Departments
Shared
Regions Support
Project Project Project
Services
Site A Site B Site C
Project Project
Engineering Administration North East Desktop
Library Library Library
Project
Sales Accounting Central Applications
Library Library Library
Communicatio Team E Team F Team G Team H
Marketing Finance West
ns Library Library
Project Project Project
Product
South East Premises
Development
Project
Extranets and Internet sites My Sites also follow
often follow this pattern this pattern

10. Site Structure and Navigation
Organize sites to fit how people work with information
Intranet
Home
Departments Shared Services Regions Support • Hierarchical navigation
Engineering Administration North East Desktop
• Often mirrors how users view the company
Sales Accounting Central Applications
• Single site collection per ‘portal’
Marketing Finance West Communications
• Navigation is automatically security
Product
Development
South East Premises
trimmed by SharePoint

11. Demo: Intranet Sites Example

12. Site Structure and Navigation
Organize sites to fit how people work with information
Document
Management • Linked or bookmarked navigation to site
Site A Site B Site C • Internal navigation supported by how
documents are organized
Library Library Library
• Libraries
Library Library Library • Metadata Navigation
• Filtered and Grouped Views
Library Library
• Very specific business needs may require IT
involvement for each new repository
• Consider a site collection per repository

13. Demo: Document Management Example

14. Site Structure and Navigation
Organize sites to fit how people work with information
Collaboration
Team A Team B Team C Team D • Linked or bookmarked navigation to site
Project Project Project
• Almost all users are consumers and publishers
Project Project
Project
• Generic site template easily serves ad-hoc
needs across the organization
Team E Team F Team G Team H
Project Project Project • Consider a separate site collection per
workspace
Project

15. Demo: Team Sites Example

16. Classifying / Tagging Information
Capture data to support how people expect to find
information
• Content Types
• Managed Metadata
• These components support Search and Navigation

17. Classifying / Tagging Information
Capture data to support how people expect to find information
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
Candidate Resume
System
Item Full Name
Document Date Submitted
Department
Skills
Interview Stage
Hire Decision

18. Classifying / Tagging Information
Capture data to support how people expect to find information
Managed metadata provides hierarchical classification
within an attribute / column
Human
Resources
Information
Services
Department Sales
Marketing
Finance
.Net
Development
Java
Languages
Ruby
Skills
T-SQL
Data
Languages
PL SQL
Data Modeling

19. Classifying / Tagging Information
Capture data to support how people expect to find information
SharePoint 2010 allows us to centralize content
management (making it easier to split things apart)
– Content Type Hub / Syndication
– Managed Metadata Services
Content Type Hub Managed Metadata
Service
Intranet Document Collaboration
Home Management Team A Team B Team C Team D
Departments
Shared
Regions Support
Project Project Project
Services
Site A Site B Site C
Project Project
Engineering Administration North East Desktop
Library Library Library
Project
Sales Accounting Central Applications
Library Library Library
Communicatio Team E Team F Team G Team H
Marketing Finance West
ns Library Library
Project Project Project
Product
South East Premises
Development
Project

20. Classifying / Tagging Information
Capture data to support how people expect to find information
• Search spans all web applications and site collections
• Refinements (facets) provide additional ways to filter
results
Search Center
Intranet Document Collaboration
Home Management Team A Team B Team C Team D
Departments
Shared
Regions Support
Project Project Project
Services
Site A Site B Site C
Project Project
Engineering Administration North East Desktop
Library Library Library
Project
Sales Accounting Central Applications
Library Library Library
Communicatio Team E Team F Team G Team H
Marketing Finance West
ns Library Library
Project Project Project
Product
South East Premises
Development
Project

21. Lifecycle Management
• Content Retention and Classification
• Site Provisioning
• Storage Planning
• Security Planning

22. 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)
Retention Assessment Survey Results
14%
46% General
Reference
40% Official

23. Content Retention and Classification
Intranet Document Collaboration
Home Management
Team A Team B Team C Team D
Shared
Departments Regions Support
Services
Site A Site B Site C Project Project Project
Engineering Administration North East Desktop Project Project
Library Library Library
Sales Accounting Central Applications Project
Library Library Library
Communicatio
Marketing Finance West
ns Library Library Team E Team F Team G Team H
Product
Development
South East Premises Project Project Project
Project
Mixed Documents Control Documents Working Documents
• General / Reference • Official / General • General / Reference
• Limited content types • High use of content types • Limited content types
• High use of metadata • High use of metadata • Limited metadata
Dispose by Document or Dispose by Document Dispose by Site Collection
Manually

24. 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

25. Site Provisioning
Intranet Document Collaboration
Management
Home
Team A Team B Team C Team D
Shared
Departments Regions Support
Services
Site A Site B Site C Project Project Project
Engineering Administration North East Desktop
Library Library Library Project Project
Sales Accounting Central Applications
Library Library Library Project
Communicatio
Marketing Finance West
ns Library Library
Team E Team F Team G Team H
Product
South East Premises
Development
Project Project Project
Project
Controlled Site Provisioning Self-service
• Standardize templates • Create templates or • Standardize templates
• Limit child site creation to custom build to meet • Fully automate self
trained users specific business provisioning
requirements

26. 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
Web Application
Site Collection Site Collection Site Collection Site Collection

27. Storage Planning
Intranet Document Collaboration MySites
Management
• IT provisioned • IT provisioned • User provisioned • Auto Provisioned
• Dedicate site collection • Dedicated site collection • Database pool • Database Pool
(can use multiple) • Dedicated database • Add databases as needed • Plan upfront for # of DBs
• Dedicated database that will be needed
My Site Planning Example
(# users * quota) / 100gb = database count
10,000 * 100mb = 1 TB / 100gb = 10 databases

28. Security Planning
Extranet Internet Intranet Document Collaboration MySites
Management
Identity Store
Custom Active Active Active Active Active
Identity Directory Directory Directory Directory Directory
Source
Access Management
• Anonymous User or Group User or Group
Custom User Based Policy
Viewers Based Based
• User or Group (use Groups for
Based Dept Sites)
Highly Controlled Security Management Loosely Controlled

29. 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

30. 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)

31. 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