1. Is Your SharePoint ReallyHealthy?What’s the Right Prescription? Presented By: Richard Harbridge #SPSTCDC @rharbridge

2. Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Open wireless access is available at SSID: SPSTCDC2011 Feel free to “tweet and blog” during the session Thanks to our Diamond and Platinum Sponsors:

3. Who am I? I

4. Why does this topic matter? We find the issues in SharePoint typically when SharePoint upgrades, new third party components, new solutions and significant changes are made to SharePoint. This results in high costs and greater delays than if many of those issues had been discovered earlier.

5. What we will be talking about… What is a SharePoint Prescription? SharePoint Preventative Care SharePoint Palliative Care SharePoint CurativeCare SharePoint Incident Reporting SharePoint Health Assessments

6. Our Goal Today… From Here To Here

7. What is a SharePoint Prescription?

8. Why do you need a Prescription?

10. They typically contain orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.

12. It’s a technology-care program implemented by an expertthat governs the plan of care for a SharePoint implementation.

13. It typically contains orders to be performed by patients, caretakers, nurses, pharmacists or othertherapists.

14. It typically contains orders to be performed by system, administrators, developers, architects or other experts.

15. It indicates that the prescriber takes responsibility for the clinical care of the systemand in particular for monitoring efficacy and safety.

17. What to watch out for… Even with an effective prescription you must follow it in order for it to be effective.

18. SharePoint Preventative Care

19. What is Preventative Care? Measures taken to prevent diseases (or injuries) rather than curing them or treating their symptoms. In SharePoint Terms? The pro-active actions you plan for, schedule and execute to mitigate or prevent issues from occurring in your SharePoint implementation.

20. SPDisposeCheck

21. Sandboxed Solutions

22. Deployment Processes

24. Improves search and navigation.

25. Provides consistent application of site and content access permissions.

28. The Outcome You are able to prevent many potential SharePoint issues through careful planning.

29. What to watch out for… No one wants to do preventative care or pay for it. “It won’t happen to me.”

30. SharePoint Palliative Care

31. What is Palliative Care? Any form of medical care or treatment that concentrates on reducing the severity of disease symptoms, rather than striving to halt, delay, or reverse progression of the disease itself. In SharePoint Terms? Targeting and fixing symptom like issues within your SharePoint implementation without targeting or solving the root cause.

33. You are under artificial constraints that make the potential solutions for the underlying issue infeasible until a later time.

34. Budget/Time/Scope

35. Awaiting Technology Improvements (Upgrade)Cynefin (Dave Snowden Explains)

36. SharePoint Example A site collections content database is 60GB in total size. Preventative Action: Set alert to warn if the content database goes beyond 80GB in size and schedule reports on storage space and database growth. The content database grows quickly to 100GB in total size. The warnings have been sent out. Palliative care would be to either split the content database up or to adjust processes so that the content DB can continue to grow beyond 100GB.

37. The Outcome Symptoms of an underlying SharePoint issue are resolved to decrease the impact of the underlying SharePoint issue.

38. What to watch out for… When a symptom is treated it doesn’t cure the underlying issue.

39. SharePoint Curative Care

40. What is CurativeCare? Actions that seek to cure the existing disease or medical condition. In SharePoint Terms? Solve the underlying issue/problem so that it no longer exists in your implementation.

41. There is no magic pill.

45. Effort needs to be taken to determine an automated synchronization solution for the HR Employee Directory and Active Directory data or one of the systems for managing employee information should be retired so that it can be contained and managed from one source identity/profile. This is because some people are updating user profiles in SharePoint. Some are contacting help desk or HR to get their information updated when addresses or phone numbers change. There are several known challenges. When a user updates their information in SharePoint it does not update Active Directory resulting in updates to the contact information in Exchange. When Help Desk updates user information they do it in Active Directory. When HR updates user information they do it in the HR Employee Directory (Custom/Not Active Directory).

46. Do I Need To? Before you go through a medical procedure the doctor would explain the procedure and the risks, options and alternativesallowing the patient to make an informed decision about whether the risk was worth it. We must do the same with SharePoint solutions – the risk is theirs to take, not ours. Not if there are no known or identified issues.

49. What to watch out for… We cannot cure something if we don’t know enough about it.

50. Incident Reports An incident report or accident report is a form that is filled out in order to record details of an unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the minds of those who witnessed the event. In SharePoint Terms? If something unusual happens as a result of ‘preventative’, ‘curative’, or ‘palliative’ measures being taken it must be documented with as much detail as possible while it’s still fresh in the minds of those who were participants or effected. Note this is also important to perform assessments aftercurative care has been provided to better understand it’s impact.

51. SharePoint Incident Reporting

52. SharePoint Health Assessments

53. When to Assess When not scheduled it’s still important to perform assessments after any “curative” action is performed. “It indicates that the prescriber takes responsibility for the clinical care of the system and in particular for monitoring efficacy and safety.” Additionally it may be best to perform one after significant palliative or preventative measures are taken.

54. Mental or Physical? Physical health without mental health is not ‘healthy’. In a SharePoint Implementation: Physical Health = Technical Health Mental Health = Business or Non-Technical Health If you have business or non-technical issues you may not have a healthy SharePoint implementation.

56. What are we currentlyusing SharePoint for within our Enterprise?

57. What are the future uses for SharePoint within our Enterprise?

58. How is SharePoint helping us achieve our business goals?

59. What are our SharePoint objectives and their priority?

60. What are our SharePoint initiatives and their priority?

61. How do our SharePoint initiatives align with our SharePoint objectives?

62. What are ways we can reduce inefficiencies and duplication?

63. What groups are doing similar initiatives and how can we help?

64. What are the related systems, applications and services we have within our enterprise?

65. How is the business prioritizing SharePoint initiatives?

66. Who are the people or key areas of the business involved in setting the strategic direction for our SharePoint implementation?

67. What areas of the business offer the most opportunity for growth?

68. How are you communicating strategic changes or initiatives related to SharePoint in your organization?

70. Are we using it to meet external web content management needs?

72. What are the known future SharePoint initiatives?

73. Am I using all the features our organization is paying for?

74. Are we using any of the features incorrectly?

75. What are the related business applicationsandservices?

76. Do any contain duplicate features/functionality?

77. Are any being retired/eliminated in the future?

78. What are the technical objectives for SharePoint within the organization?

79. How are these technical objectives prioritized?

80. What are our current and future licensing plans with SharePoint?

81. Do you have a communication plan?

82. When do communications occur?

83. What must the communications contain?

84. Who are the contacts for key responsibilities?

87. What are people searching for and what are they not able to find?

89. Do you know how complex the SharePoint Designer workflows are in your environment?

91. Are the roles and responsibilities of the membership clearly defined?

92. Is all of the membership engaged?

93. Does the membership rotate?

94. How often are your members getting together?

95. What are the reasons your Governance teams, committees or boards get together?

96. Are the outcomes of these meetings actionable?

97. Do you have a Governance Site (and Governance Plan)?

99. Initiatives/Technical Strategy Team

100. Tactical Teams:

101. Tactical Operations Team

102. Tactical Development Team

105. Do they have a backup?

106. Do they have the knowledge and training they need?

107. Have you ever deviatedfrom the default settings? Why and when?

108. How are you monitoring SharePoint?

109. Do you know when a content DB’s size is approaching it’s recommended limit?

110. Do you know when the site count of a site collection is approaching it’s recommended limit?

111. Do you know when the site collection count in a content database is approaching it’s recommended limit?

112. What quotashave you configured for SharePoint?

113. How do you handle requests for a larger quota?

114. What is the maximum quota?

115. Do you have errors in your event logs?

116. Do you have errors in your SharePoint logs?

117. Have you changed the default settings for storing logs?

118. Do you have errors in your SQL logs?

120. What quotas have you configured for SharePoint?

121. How do you handle requests for larger quotas?

123. How many web applications do you have in your farm?

124. How many site collections do you have?

125. How many databases do you have?

126. How large are your databases?

127. How many SQL Server Instances do you have?

128. How many users are using your SharePoint site collections?

129. How many requests per second are you seeing?

130. How many sites do you have?

131. How many documents do you have?

132. What is the highest document size?

133. What is the average document size?

134. What are your resource throttling settings?

135. What other technologies are you using with SharePoint?

136. Are you using ISA or Forefront?

137. Are your users using Micrsoft Groove or SharePoint Workspace?

138. What is the current version of Microsoft Office you are using?

139. Are you using Office Communication Server or Lync?

141. Where are the problems?

142. What are the solutions for these problems?

143. Awesome Tip?

145. What Timer Jobs are Running?

146. What Timer Jobs have Run Successfully or Failed?

147. Server

148. Web App

149. Duration

151. How do you keep Environments within SLAs?

152. How do you reduce downtime?

153. How do you validate and benchmark codeDownload the Latest SharePoint Admin Toolkit

155. Do you perform a fire drills based on your plan? When was the last one and how often do you do them?

156. How do you provide single file recovery? (version control, recycling bin, DPM, etc)

157. How do you provide single or multiplesite recovery?

158. How do you provide server recovery?

159. How do you provide data center recovery?

160. Are you storing excess or unnecessary (unused) data in your SharePoint farm?

161. What are the costs of this storage?

163. What are the bandwidth costs associated with SharePoint?

164. What are the costs associated with transferring redundant data around your farm?

165. What are my slowest performing pages?

166. How heavy are my SharePoint pages?

167. Are you using caching in your SharePoint implementation?

168. Are you using Output Caching?

169. Are you using Disk Based Caching?

170. Are you using Object Caching?

171. Are you using IIS compression?

172. Are you monitoring SQL Server Latency?

173. Is your latency 10 milliseconds or less for the Temp Database?

174. Is your latency 10 milliseconds or less for the Search Database?

175. Is your latency 20 milliseconds or less for the Database Log File?

177. What lists or sites are becoming very large?

178. Two Key SharePoint 2007 Tips:

179. Look at the reports available in SharePoint Designer.

181. If you are upgrading to SharePoint 2010 this is also important to understand as the default throttling limits may impact user experience.

182. SQL Scripts (Read Only) and API calls can help identify what lists you do have over the default throttle settings, and which have a larger lookup count.

185. Do you provide help material such as Manuals, Course Guidebooks, Workbooks, How To, Tutorials, or Demonstrations?

186. How do you train users on SharePoint?

187. How do you currently provision your sites?

188. How do you determine where each site should live?

189. Who owns the site and who supports the site?

190. How do you communicate new features, initiatives, or changes to SharePoint to your users?

191. How many SharePoint support requests do you currently get?

192. How are these categorized?

193. How are these assigned and escalated?

194. How many are effectively responded to?

195. How many are closed with success?

196. Do you leverage/contribute to an internal knowledgebase for SharePoint support?

197. Do you have clearly defined SLAs for support and problem resolution?

198. Do you offer face to face learning or unstructured/semi-structured environments for learning? (Lunch and learns, after hours discussions, communities etc)Support Assessments

199. Multiple Tiers for Escalation (You can’t know everything)

200. Measure Support Learn and use data to be proactive.

202. Online

203. MSDN

204. TechNet

205. Blogs

206. Cheat Sheets

207. One on One

208. Classroom Training

209. Forums

210. Help

212. Does this clearly indicate recommended containment hierarchy?

213. Do you have a site map that defines future site structures?

214. Are you using Content Types?

215. Are you using metadata to help make content easier to organize and find?

216. Are you using site columns?

217. Are you using and managing Term Sets?

218. Do you have tagging guidelines?

219. Are you managing keywords?

220. Are you using and managing Site Directories?

221. Do you have classifications based on type of use?

222. Communications based (publishing) portal/sites/collections?

223. Team based collaboration sites/collections?

224. Application/services based sites/collections?

225. Are you checking for dead links?

226. How well is your site structured?

229. Do you have PII (Personally Identifiable Information) in your environment? Is it secured and audited?

230. How well are permissions managed in your SharePoint environment?

231. Have you ever deviated from SharePoint’s default security levels?

232. In what site collections?

233. What was the reasoning/need behind creating your own security levels?

234. How can security be improved in your SharePoint environment?

235. How can you more effectively monitor, manage, and maintain security in your SharePoint environment?

237. What third party products are we using in our SharePoint environment?

238. Where are they available? Who can use them?

239. What is the status of these non-Microsoft products?

240. Are there newer versions available?

241. How is custom code performing within our SharePoint environment?

242. Are you disposing of SharePoint objects correctly?

243. Are you using best practices when querying or working with SharePoint objects?

244. Do you know how many workflows have been created within your SharePoint environment?

245. Do you know what they do?

246. Do you know who owns them?

247. Do you know what they were developed using? (SharePoint Designer? Visual Studio? Third Party Product?)

248. Who is using SharePoint Designer?

249. How do you test your SharePoint environment when an update is made to it?

250. When new code is added or a third party product?

251. How are you storing older versions of configurations, code and compiled components?Development Assessments

253. What are the current systems and applications in place?

254. What are the application and system lifecycles?

255. Is there duplicated content that is contained in other systems or applications and not just within SharePoint?

256. How is this content kept synchronized when updates are made to it?

257. Can data stored in other systems provide additional value to your SharePoint business solutions?

258. Can it give added context to SharePoint content?

259. What are already integrated?

260. How are they integrated?

261. What are not integrated?

262. Why haven’t they been integrated?

264. Does this include user built SharePoint solutions?

265. What is the SharePoint skill level of your users?

266. Do you have user stories on how people are currently using SharePoint successfully?

267. Have you performed interviews or surveys to help understand how people are using SharePoint or how specific SharePoint solutions can be improved?

268. How many people are using your SharePoint implementation?

269. Are you reviewing SharePoint Usage Statistics on a Regular Basis?

270. How many are using a specific site?

271. How many are using specific documents?

272. What times of the week are they using specific sites or documents?

273. Are there patterns that can be identified to help in determining the best time for updates or additions?

274. Is your SharePoint accessible externally or via mobile devices?Usage and Adoption Assessments

276. Have you performed usability assessments?

277. How has your SharePoint implementation been branded?

278. Does it have a unique name for referencing?

279. What are your theme and styling guidelines?

280. How does your SharePoint implementation work across browsers?

281. What about upcoming browsers?

282. What are the accessibility concerns in your current SharePoint implementation?

283. How can this be improved?

284. Do you have usage policies defined?

285. Have your users signed off or acknowledged these policies?

286. Do you enforce these policies?

287. How often are these usage policies assessed and updated?Usage and Adoption Assessments

289. Is your SharePoint accessible externally?

290. Is your SharePoint being used on mobile devices?

291. How is the user experience?

292. How has your SharePoint implementation been branded?

293. What are your theme and styling guidelines?

294. How does your SharePoint implementation work across browsers?

295. What about upcoming browsers?

296. What are the accessibility concerns in your current SharePoint implementation?

297. How can this be improved?

298. How do you make navigation changes in your SharePoint implementation?

299. Is your current navigation effective?

300. Have you performed card sorting exercises?

302. Make it easier to work with Powerful Columns You Probably Didn’t Know About

303. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea

305. Are you using people search?

306. Are you checking what queries resulted in failure (no click through or 0 results)?

307. Are you using best bets?

308. Have you defined synonyms?

309. Do you allow users to search non SharePoint data from within SharePoint? If so what data?

310. Are you using hit highlighting?

311. Have you made organizational enhancements to the noise words file and/or the thesaurus file?

313. How timely and up-to-date is the information you are reporting on and using to support decisions?

314. Are users empowered to create their own reports or analysis on key business information metrics?

315. Forcasting?

316. Predictive Analytics?

318. What are acceptable tags?

319. Are negative tags allowed?

320. Are there examples of effective tags available?

321. When should a user tag and when shouldn’t they?

322. If content has already been tagged is it valuable to tag it again?

323. Is it okay to tag content if that content already has a column (or metadata) value that represents that tag?

324. Are you using Status Updates?

325. What are acceptable status updates?

326. Are there examples of effective status updates available?

327. What is acceptable About Me information for a user profile?

328. Are there examples of effective About Me descriptions available?

330. Are you using Robots Exclusion Standard (robots.txt)?

331. Are you placing your content higher up in the page (to improve search engine processing).

332. Are you ensuring alt and titletags are always filled on things like images?

333. Are you using descriptive text in your hyperlinks?

334. Are you using descriptive page titles?

335. Are you automatically updating the sitemap (helps search engines crawl or discover pages on the site).

337. Specific Assessment Approach

338. Phase the Assessments

340. Microsoft/Community ToolsSharePoint Diagnostics (2007, 2010), ULS Viewer, SharePoint DocGen, Log Parser, Visual Studio 2010 Ultimate (Load Testing) etc.

342. The Diagnosis Diagnosis is used to help determine the causes of symptoms, mitigations for problems, and solutions to issues.

343. What to watch out for… “Prescription without Diagnosis is Malpractice.” “Prescription of a SharePoint Tool/Solution/Implementation without Diagnosis is Malpractice.” Please Share This!

344. What we talked about… The Plan of Care for SharePoint PreventativeCare is critical and cost effective. Palliative Care targets side effects and is expensive. Curative Care is difficult without clear diagnosis. Record and Learn from Results Assess Often, Target Assessments, Act on Results What is a SharePoint Prescription? SharePoint Preventative Care SharePoint Palliative Care SharePoint Curative Care SharePoint Incident Reporting SharePoint Health Assessments

345. Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at: http://app.fluidsurveys.com/surveys/SPSTCDC2011-Fri-S2C-102 Presenter: Richard Harbridge Session Name: Is Your SharePoint Healthy? Session No.: Fri-S2C-102

348. Blog: www.rharbridge.com

349. LinkedIn: www.linkedin.com/in/rharbridge

350. Email me at: rharbridge@Allin.com

351. My company: www.Allin.com

353. Blog: www.RHarbridge.com

354. Email me at: Richard@RHarbridge.com

355. Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com