4Stakeholders vs. End Users Stakeholder = person footing the billImportant to prove business value and ROIThis person is sometimes more concerned with dollars and cents than usability. Usability must translate into cost savings.End-user = person using the system once it’s buildThis person doesn’t care how much the system cost. They care if it helps them do their job better.May not have an eye on the big picture. May wish they could post pictures of their pets on their My Site more than whether the site saves the company money.Without strong leadership the project will fail.
5Steering CommitteeImportant to get input from both stakeholders and end-users (but not necessarily at the same time).Stakeholders have final say in what gets built, but they must understand needs of their users.Find representatives throughout your organization who know their business processes for their particular area/department.Find tech-savvy “champions” who are excited about technology and are not afraid of change.
6The Curse of the PastUsers either love or hate what they currently have, but it will serve as their frame of reference.It’s important to get people to dream, whether that means giving them hope that something better is out there, or opening their eyes that there might be a better way of doing things than they have done things for the last decade.A key to getting them to dream is to show what’s possible. Demoing gives people more understanding than talking about SharePoint’s features.
7The Curse of the Past, Continued When working with stakeholders, they might continually whine or lament that the new system lacks what either their current system does, or some system they worked with at another job.Set the expectation that SharePoint is not WebSphere, Documentum, Fill-in-the-blank…Sell SharePoint, but don’t oversell it. It won’t do their laundry or buy their groceries. It’s a tool, and it can be customized for their needs.
8Requirements Gathering Import for everyone to feel heard. Take a note of everything they wish to see.Begin a process of group prioritization.If this is done as a group, everyone gets a vote. If the loudest person insists on a priority, but it becomes apparent it’s only important to them when it comes to the voting process because it only gets their one vote, it’s hard for them not to understand if it doesn’t get implemented.Primarily stakeholder(s) get a greater vote than everyone else. Dems da berries.
9PrioritizationCreate a matrix of: costly, important, cheaper, unimportant. Prioritize the requirements along this continuum.Costly and importantCostly and less importantLess costly but more importantLess costly and less important
10First Things FirstA house needs a foundation before you can hang the curtains.When calculating “important” things, think about things that cannot be easily changed once you start your implementation.How users authenticateNumber of site collectionsRetention policiesBase content typesServer location (hosted or on-premises)
11Starting SmallEasier to start with limited functionality and add it later. Too much functionality too early:Increases the chances that users are overwhelmed and quickly disregard the whole systemIncreases the chances that users don’t know how to use the system properly and make mistakes, causing frustration and limited usage of system.Because of increased complexity, causes increased maintenance for site and farm administrators, who are new to this system as well.Better to start with limited functionality with a strategy for expanding functionality later.
12Encouraging Adoption People hate change, by and large To get people excited about using the new system, work to get their “buy-in” earlier than later. Do it while you’re building the system. Don’t present them with a shiny new system and than be disappointed when they don’t care about your pet project.Ways to get buy-in:Periodic updates on project’s status. Perhaps this is in an , a newsletter, etc. Prepare people for this new change that will happen.Periodic demonstrations of new functionalitySolicit feedback during the process
13If You Build It… …they will not necessarily come. A SharePoint site must present users with a better way of doing their job than they do it now.No Outlook = no s at work.No SharePoint = business as usual (i.e. ing documents, discussion threads, etc.)People will NOT voluntarily add meaningful content to the site if they are not assigned it as a part of their meaningful job tasks. Make sure people understand this is a priority and not just “one more thing” they have to do. (Wikis, blogs, discussion boards seem like a great idea until no one uses them. )
15Number of Users This has an effect on a number of things: Technical: Server loadMaintenanceLogistical:How many people need training?How many people will need to be administering the content on the site?How will you find your “champions”?
16Scope and FrequencyHow many logical sites will be built? The smaller the granularity, the greater the number.You might need one public facing siteYou might need one intranet portal homepageYou might need 5 departmental sitesYou might need 100 team sitesYou might need 300 My Sites
17Number of Site Collections Object model, navigation, browser tools, only work within one site collection. Better user experience when one site collection is used.Monster big site collection = monster big database = bad disaster recovery scenarioReasons for splitting site into site collections:Smaller DB sizes, i.e. faster backup and restore scenario per DB.QuotasExpiration and deletion
18When do multiple site collections make sense? My Sites (Quota, permissions, OOTB)Project or team sites (Quota, expiration)Ad hoc sites (Quota, expiration)Document-heavy sites (Database size)
19Multi-lingual SitesWill your site need to support more than one language?Will the infrastructure team need to install language packs?Will you be using site variations?How will the translation process work?
20Spectrum of Control Ad Hoc Publishing Ad Hoc: Nearly anyone can create a site, create lists, add or remove content, etc.Controlled content creation: SharePoint Administrators, Site Administrators put in place to limit who gets to create or modify content.Publishing sites: Greatest level of control; usually only Content Owners are given permission to create content; page templates are pre-defined.
21Publishing or No Publishing, that is the question Advantage of enabling Publishing in your site: branded look and feel, more pleasant Web experience.Disadvantage of Publishing: meant for public facing Web sites, primarily. Can be inconsistent user experience if Publishing pages used for news stories while list views are used for lists, etc.Blended approaches:Publishing and collaboration are layered in the same sitePublishing in one site collection, collaboration split off in another area of the site
22DelegationBenefit of SharePoint is that it allows for distributed use and maintenance.For it to be effective, responsibility must be delegated.How much centralized control do you want to cede in order to encourage distributed ownership?Depends on job responsibility or initiatives of end usersMaybe means making a distinction between “official” and “unofficial” content. (Workflows, or publishing vs. non-publishing sites.)
23Site Organization Think task over org chart People come to a page or a site because they are trying to accomplish somethingLogical structure is also tied to securityKey to effective content management is creating multiple ways to retrieve the same dataMetadata, metadata, metadata:Sorting, grouping, filtering on listsRelevant search terms for data retrievalContent queries
24Content Types and Metadata Columns: At the global level, emphasize search-ability and retrieve-ability. At the list level, emphasize sorting, filtering, grouping, etc.Content Types: Can be used for workflows and policies, as well as a collection of columns or document templates.Global vs. localFewer the betterTake advantage of content type inheritanceBase content type at the topInherited content type at the list level
26Workflows Approval workflows Sequential or parallelWho’s in the workflow groups?Are you using a Records Center? Are you archiving content? Do you need to set up routing rules?Are you implementing expiration policies on your content?
27Social MediaSocial media components can be implemented independently of one another.Use Personal Features Contains Memberships, such as SharePoint sites and distribution lists; Colleagues, such as the My Colleagues list and colleagues recommendations; My Links; My Personalization links, such as personalization site pinning; and User profile properties.Create Personal Site Creates a My Site Web site, which includes a personal, private My Home page and a public My Profile page.Use Social Features Includes social tags, Note Board, and ratings.(From
28My SitesEach user’s My Site is a new site collection. Possible to make changes to a site collection before it’s created. Doubles the effort or more to make changes to existing site collections after the fact, as well as provide for changes in new sites to be created in the future.How does management feel about My Sites? Do they see it as “wasting time”?How will you monitor the content that people publish? Are there policies in place if someone misuses their My Site?Storage space estimate and quotas should be in place before enabling.
29Content MigrationHow will you get content from your existing site (if you have one) into your new site?What’s the process of scrubbing data before bringing it over?Migration options:ManualProgrammaticThird-party tool
30Audience Targeting Audience targeting is not the same as security Do you want to target content to specific audiences?Can make users more interested in the site because they only see relevant contentCan also anger people if they want to see content and feel like they were excluded in any wayWhat are the rules for setting up those audiences?Will content owners take the time to actually target content?
33Server ArchitectureHow many servers of which type? (Web front end, application server, database server)Do you have a development environment? Staging?Is your hardware virtualized or not?Will you be extending the site’s availability outside the firewall?Alternate access mappingsVPN accessWill you be applying security certificates to the site?
34Plan AheadIf you’re hosting in-house, do you need to order more hardware?Do you have the appropriate software licenses?What will the URL(s) for your site be?
35Authentication Supported authentication methods: Authentication Types: SharePoint Server 2010 supports authentication methods that were included in previous versions and also introduces token-based authentication that is based on Security Assertion Markup Language (SAML) as an option.Supported authentication methods:WindowsForms-based authenticationSAML token-based authenticationAuthentication Types:Classic-modeClaims-basedWindows - At this time, Windows certificate authentication is not supported.NTLMKerberosAnonymousBasicDigestForms-based authenticationLightweight Directory Access Protocol (LDAP)SQL database or other databaseCustom or third-party membership and role providersSAML token-based authentication – (Supported only with SAML 1.1 that uses the WS-Federation Passive profile)Active Directory Federation Services (AD FS) 2.0Third-party identity providerSharePoint Server 2010 introduces claims-based authentication, which is built on Windows Identity Foundation (WIF).You can use any of the supported authentication methods with claims-based authentication.You can use classic-mode authentication, which supports Windows authentication.
36Authentication cont. What is right for me? Classic mode Claims-based This is the same as used in 2007Kerberos is still usedNo support for Forms or SAMAL Token-based authenticationClaims-basedWhat am I doingWho is my customerA SharePoint Server 2010 farm can include a mix of Web applications that use both modes.Services do not differentiate between user accounts that are traditional Windows accounts and Windows claims accounts.Consequently, a user who belongs to sites that are configured to use a mix of authentication modes will receive search results that include results from all the sites that the user has access to, regardless of the mode that is configured for Web applications.The user is not interpreted as two different user accounts. This is because services and service applications use claims identities for inter-farm communication regardless of the mode that is selected for Web applications and users.
37Authentication cont. What is supported under each Authentication Mode Classic-mode or Claims-modeWindowsNTLMKerberosAnonymousBasicDigestClaims OnlyForms-based authentication (using)LDAPSQL database or other databaseCustom or third-party membership and role providerSAML token-based authentication (using)AD FS 2.0Windows Live IDThird-party identity providerClassic-mode – No support for Forms or SAMAL Token-based authentication
38Authentication cont. Best Practice Guidance Claims-mode Classic Only if you have a need for one of the followingForms-based authenticationSAML token-based authenticationClassicUse it if you don’t have a need for the aboveImportant: Classic-mode web application’s can be converted to Claims with PowerShell but, Claims-based cannot go back to Classic-mode.Important: Classic-mode web application’s can be converted to Claims with PowerShell but, Claims-based cannot go back to Classic.So know why you need it before you use Claims.
39Security Authentication = Are you who you say you are Authorization = What do you have permission to see and do?Who has permission to do what in your site?Does everyone get to edit everyone’s content, or do people get to only edit content within their own department?Does everyone have permission to view everyone else’s content?
40User ManagementIf users are being stored in Active Directory, which system will be used as the user identity management location?SharePoint 2010 now allows for SharePoint to read or to update AD info.Will users update their own personal profile info?Who will maintain the user groups?Adding people to SharePoint groups directly is not very scalable but works for smaller environments (of several hundred users). Benefit: SharePoint administrators don’t need to contact IT people every time a change is madeSimply adding an AD group to a SharePoint group means users are managed within AD. This is helpful if you already have a system for managing users in AD. It’s also more scalable, and ultimately, allows AD to be used for what it’s intended: user management.
41External Systems and Applications Are there external systems you want to connect to?How will you authenticate with them?Will you use the BCS?Are you using additional applications like SQL Server Reporting Services, or Microsoft Project? Does this affect your authentication requirements?Are you wanted to install any third party SharePoint products, such as imaging/scanning plug-ins, server management tools, etc.?
42Site Creation Ad hoc site creation Delegated site creation Centralized site creationSites defined by a feature, site template or definitionRequest form for new sites
43Disaster Recovery What is the disaster recovery SLA? Built-in products or third party products?Where are the backups being stored?Physical Media?Cloud Storage?
45DevelopmentWhat skillset do you have to build and maintain your solution in-house?Are you planning on building your solution in-house, or outsourcing the development to someone else?If so, how will you maintain the application after it has been built?
46SharePoint Development PROS:Code can be stored in a code-repository, providing better disaster recoveryRepeatability; code can be tested in one environment, propagated to nextDoes not customize contentCONS:Requires SharePoint developersRequires investment in development tools (Visual Studio) and development hardware.Bottom line: Good approach for enterprise solutions.
47SharePoint Designer PROS: Easy to use. Don’t have to be super-technical to use it.Little development effort. Cheap way to create a nice-looking site.CONS:Making changes directly to content databaseMust make changes directly to production databaseCannot test changes in lower environment. Changes must be made again in production, all over againCustomizes contentBottom line: Good for small sites with limited technical expertise on staff, provided a good disaster recovery plan is in place.
49Training “Train the Trainer” “Champion” or site administrator trains others in department; delegated trainingOnline or contextual trainingLunch-n-learns, etc.
50Administration NeedsWhat type of team do you have to support the environment?What type of SharePoint administration training needs to take place before taking over the day to day management of the system?
51Ongoing SupportWho is responsible for the ongoing support of the site, once the initial training has been completed?Are you going to use an existing Help Desk/ticketing system?Are current Help Desk folks prepared to support SharePoint?Is there an SLA in place for resolving issues?