Email, file shares, documents, legacy systems, metadata…..it can be overwhelming. Whether you are planning a brand new SharePoint implementation, migrating from another system, or supporting the SharePoint site you already have, this presentation will help you get (and stay) organized. Through the view of an Information Architect, I will take you through a process of discovery and design that helps you map requirements to SharePoint functionality and set you on the right course for a successful implementation.
2. About Stephanie Donahue
SharePoint Solutions Architect at Focal Point Solutions
Consulting for 7 years, 13 years in IT
Focus on SharePoint Information Architecture and providing
SharePoint solutions to improve business processes
Author and Event Speaker
SPTV Co-host http://mysp.tv
Blog http://www.notjustsharepoint.com
Twitter @stephkdonahue
3. Agenda
Discovery
Understanding why its important
Process for gathering information
Design
Take what you’ve learned and put ideas together
Considerations
Implement
Take ideas and make them reality
Make it a success!
4. Discovery
The process of figuring out what your users want,
what the business needs, and how to get
everyone on the same page.
What kind of data do we have? Where is it located?
How do we get it into SharePoint?
Planning is so important!!
5. I’m going to spend how much time
and money? And all I get is a plan?
We’ll just have users move their own information over as they have time.
This is a bad idea!
Bad habits are continued
Less guidance means higher level of frustration
Getting stuck in Phase 1
“The real opportunity to drive business value occurs when organizations
understand how and who use their intranet, and then leverage this
information to drive adoption and incorporate new technologies that
provide value to users” --Webtrends
6. Discovery – Time and Budget Approval
If you still aren’t convinced….
Assists with defining timeframes and budgets
Set goals, prove success, and show ROI
Provide others time to align with those goals
Determine training needs
Identify if you can handle the work in house or if you need to hire
additional help, bring in consultants, or both
Time to plan appropriate security, governance, and archiving needs
7. Discovery – Before Getting Started
Get familiar with the version of SharePoint you are implementing
2010: http://sharepoint.microsoft.com/en-us/buy/Pages/Editions-
Comparison.aspx
2013:
http://blogs.msdn.com/b/sharepoint__cloud/archive/2013/01/10/sharepoint-
2013-onpremise-edition-comparison-chart.aspx
Online (Cloud): http://technet.microsoft.com/en-us/library/jj819267.aspx
8. Discovery – Getting Started
Identify groups of business users
Identify which groups who adopt change well
Identify management willing to encourage adoption
Schedule discovery sessions
Best executed in groups – 2 to 4 hours
Can also work with individuals – 1 hour each
Mind Mapping Template
9. Discovery – Getting Started
Identify types of information within each group – groups may use
their resources differently:
Structured Data
File Shares
Local Documents
Email
Legacy Systems
Integrations with other systems
Unstructured Data
Blogs, Wikis, Communities like News Gator
10. Discovery – File Shares
Don’t move all of it to SharePoint !
Find active data
Benefits of SharePoint Functionality
Participation in a process/workflow
Document Types
Know the benefits of .docx vs .doc
iFilters
Don’t have to move the entire file share at once
11. Discovery – File Shares
Who owns it?
Who consumes it?
Does the current organization make sense?
Is it secured correctly?
One version of the truth
What metadata should we take note of?
Why is metadata important?
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13.
14. Discovery – MMS, Taxonomy
How to find metadata
Documenting - MindJet
Local to sites, site collections, and global usage
Card sorting
Later on we’ll be talking about the importance of terms to:
Managed Metadata Service Application
Search
Workflow
15.
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17.
18. Discovery – Third party tools
What third party tools can do for you
Find metadata with third party tools like:
Pingar
Wand
BA Insight
Idera
19. Discovery – Local Documents
Education for the users
Making it easy without bending the rules
One version of the truth
Consider My Sites
“Sky Drive for work”
20.
21. Discovery - Email
The most difficult thing to tackle
Email enabled libraries
Email content vs attachments
Email folder structure - metadata?
The scare factor
Research Email add-ons like Colligo and harmon.ie
22. Discovery – Legacy Systems
What is the existing site structure?
Are there integrations with other systems?
Are there workflows present to be aware of?
Workflows are often metadata driven
Site restructures and metadata changes can be impactful
Who manages the security on the site?
Research third party migration tools
Integrating existing metadata
Document Types
23. Discovery – Systems Integration
Consider other sources of data and where it would reside in SharePoint
External Lists
External Data Columns
Be prepared for the challenges
24. Discovery – Compliance and Governance
Include existing governance committees in planning, or form one
Know your compliance rules and how they should impact your
design
ISO, SoX, etc.
Get familiar with Information Rights Management (esp if you are
2013!) and find out if this is something you need.
25. Discovery - Summary
Identify departments or groups to work with first
Ask the right questions
Find the critical, active data
Start documenting taxonomy and content types
Consider compliance and governance
27. Design – Getting Started
Review discovery documents
Review existing file types – file shares, etc.
Continue filling out term store and content type
documentation
Start site hierarchy documentation
28. Design
Identify requirements within the groups defined
Work with the Business Analyst to identify “low hanging fruit” or easy
wins
Content reorganization and tagging will be tightly integrated with
business process needs
Identify short term and long term goals
Map those requirements and goals to SharePoint functionality
What version of SharePoint do we need? Or, what can we do in place
of functionality that is not available based on the version we have.
29. Design – Functionality Mapping
How do I take what I’ve learned and translate it into SharePoint
functionality?
Remember these? Revisit these sites
2010: http://sharepoint.microsoft.com/en-us/buy/Pages/Editions-
Comparison.aspx
2013:
http://blogs.msdn.com/b/sharepoint__cloud/archive/2013/01/10/sharepoint-
2013-onpremise-edition-comparison-chart.aspx
Don’t recreate the wheel
30.
31. Design – Key Concepts
If you are new to SharePoint and/or find the editions comparison
overwhelming (there’s a lot to learn!), focus on these concepts:
Metadata, Managed Metadata Service Application
Site Columns
Site Content Types
Content Type Hub
Managed Properties
Search
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34. Design – Content Types
When is a content type hub useful?
Forms
2010: InfoPath
2013: Your choice
Document Templates
Document content types in detail
35.
36. Design – Best Practices
Try to avoid folders - as Ruven says “The F word”
When determining the libraries and lists needed, use security and
metadata as a guide for grouping related documents
Avoid item level permissions
Consider providing a “public” site for shared information and a “secure”
site for each department rather than library level permissions
Create columns and site content types at the root site then add the
custom content type to the library
Use the Content Type Hub when it makes sense
37. Design - Ideas
Document Sets
Derived from a folder content type. Documents inside a document set
can share metadata (but can also have metadata fields individual to a
document)
Example: Law firms that have a unique case number that should be
shared with all documents in the case.
Workflows can run on the document set, or on individual documents
within the set
38. Design – Site Hierarchy
Site Collections vs. Sub-sites
Associated Databases – high level understanding
Consider disaster recovery and restore time
Go back to how the users were grouped for discovery– reminder:
organizing by departments isn’t always the best route
Define what information is shared and what should be secured
Publishing sites vs. collaborative team sites, other templates
2013: Community Sites
2013: Deprecated Site Templates
Best Practice: My Sites should be in their own Web Application
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41. Design - Ideas
Managed Metadata Navigation
Dynamic Views within a single document library
Managed Metadata based Navigation
New to 2013
Different than the navigation within the library – used for the site
Great article on how to set up:
http://social.technet.microsoft.com/wiki/contents/articles/15876.sharep
oint-2013-navigation-using-managed-metadata.aspx
43. Design - Simplify
KISS – Keep it Simple!
Clean design
Make it easy to find content
Multiple options: The navigator and the searcher
44. Design – Other considerations
Consider version of SharePoint
Internal Resources (Personnel) available
Scalability
Service Applications
Integrations
Prepare for migration of existing data
User Adoption strategies
Governance strategies
45. Design
List which groups will participate first
Build a priority list within each group, obtain approval/buy in
Keep a backlog for future goals
Set appropriate expectations with management as well as users
Build your road map and set the schedule!
46. Design - Results
At a minimum you should leave the design phase with the following
documents:
MMS Import File
Detailed Content Type Spreadsheet(s) for developers
Site Hierarchy diagrams
Feature Matrix and functional requirements
Short term goals
Long term goals (Backlog)
47. Implement - POC
Don’t be afraid to create a proof of concept
POCs can be completed as each section of the design process is
completed.
This gives administrators, developers, and others time to figure out
methods for how they will accomplish their tasks.
Provides time to test and obtain budget for third party add-ons
Work in a development environment, even if you have to build one
locally
If changes are requested, make sure the original design
documentation is updated!
48. Implement – Migration Plan
How do we map existing data to new content types?
Tagging
Migration Tools (basic)
MetaVis – Information Manager
ShareGate
Migration Tools (complex/more expensive)
MetaVis – Architect Suite
AvePoint
Axceler
49. Implement – Best Practices
Run test migrations prior to your go-live date
Don’t take on too much at once
Content Types should be published programmatically and/or using
the content type hub
QA your deployments with select business users to refine
Test, Test, Test. Revise, Test again.
50. Implement - Promote
Communication and Support from business leaders
Training
Provide incentives
User Adoption programs
Use third party tools – harmon.ie
Gently enforce the rules without creating fear
51. Implement – Measure Success
Analytics
OOTB
Third party tools
Examples on how measuring success can help adoption (page 7)
http://webtrends.com/files/whitepaper/Whitepaper-
UsingAnalyticstoMeasureYourIntranet-Webtrends.pdf
Surveys
54. SharePoint User Group
• SharePoint
• End Users
• Administrators
• Architects
• Developers
• IT Pros
• Meetings: 2nd Tuesday of the month, Microsoft Malvern, 5:30-8 pm
WEB: www.TriStateSharePoint.org
EMAIL: info@TriStateSharePoint.org
TWITTER: @tristateSP
55. SharePoint Network
Are you an independent consultant or remote worker who deals with SharePoint,
Office or Office365?
Do you sometimes feel cut off from the rest of the SharePoint world?
Do you need help with technical or business issues, or just want the chance to
socialize with others?
If so, then the SharePoint Network might be for you!
www.SharePointNetwork.org
Notas do Editor
Understanding Metadata
Insert example of MMS Import file
Site hierarchy example.
Organized Site Hierarchy, includes publishing shared sites and secured collaborative team sites.
May not be your responsibility directly. But participation may be necessary as IA plays a part in each of these items.
Manually accomplished or done with migration tools.
Migrations sometimes take longer than you expect, or you an run into issues.
Provide incentives
Please encourage folks to visit the sponsors in the lobby. Everyone should have a sponsor bingo card. If they get initials from each sponsor they can be entered in our drawings to win great prizes, including Kindles, and a Surface RT.
This is the local Philly SharePoint user group. We cover a range of topics for all audiences.
This is a local group that is just getting started as an adjunct to the user group. As the slide says, it is a support and social group for independent and remote workers in the Philly area. More information is available on the website.