Scaling Up SharePoint
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This document discusses three important trends related to scaling up SharePoint environments: 1. Rapid adoption of SharePoint with 23% of organizations expecting usage to double in the next year and 12% hosting over 1,000 team sites. 2. SharePoint becoming an enterprise project critical to business, similar to Microsoft Exchange. 3. Issues that arise from uncontrolled organic growth like site sprawl, duplicate content, and lack of governance policies.
Scaling Up SharePoint
- 1. Scaling Up SharePoint:How to improve governance, adoption, performance and security of your growing SharePoint environmentinfo360
- 2. Scaling Up SharePoint:How to improve governance, adoption, performance and security of your growing SharePoint environmentinfo360
- 3. Technology Management Consulting Firm Provide a unique blend of specialty IT services
- 4. Leverage proven industry expertise in strategy, technology and enterprise performance management
- 5. Focus on middle and Global 2000 marketFounded in 1992Headquartered in Wakefield, MA
- 6. Large North American footprint
- 8. +700 clients
- 9. +2400 projects completed to date
- 10. Publicly Traded (NASDAQ: EDGW)4/4/20113Edgewater Overview
- 11. 4/4/201144 Key SharePoint TrendsRapid adoption
- 12. Major improvements in collaboration and content mgmt. capabilities
- 14. 23% respondents said usage set to double in the next 12 months 1
- 15. 12% are hosting more than 1,000 team sites, 11% adding more than 25 sites a month 1
- 16. Even if it starts out small, SharePoint is likely to turn into an enterprise project
- 17. 62% of CIOs said that SharePoint was a critical component of their technology portfolio 2
- 18. Treated as a true business application, similar to Microsoft Exchange or SAP
- 19. Collaboration is the most popular application, followed closely by document management, file-share replacement, portals & intranets
- 20. 45% use SharePoint for collaboration between project partners, and 18% use it to interact with customers 11 – AiiM SharePoint Strategies and experience 20102 – IDG SharePoint Survey 2008
- 21. Governance – Business Management Problems 1Insufficient workflow processes (44%) Disorganized content (40%) Lack of an over-arching site creation strategy (38%) – when are sites being created and abandoned Chain of responsibility for site managementEnd-user Frustration 1Are performance and user interface problems hindering productivityAccess and permissions problems – not enough/too muchWhat sites features are used and what is collecting dust?Content Problems 1Duplicated document or record copies/multiple content versions (42%)Difficulty searching across multiple SharePoint sites (43%)Rapid data growth without boundsSite sprawl, with no policy on ownership and end-of-life4/4/20115Growing Pains1 – AiiM SharePoint Strategies and experience 2010
- 23. 4/4/20117SharePoint Maturity CurveWell-Oiled Machine Based on Industry Best PracticesOrganizations need to climb the maturity curve to surviveBasic Organization & ProcessesUnmanaged Organic Growth
- 24. Combined offering with Axceler focused on:GovernanceUser Adoption and UsageRights & Permissions2010 Migration ReadinessFocused on low hanging fruitIncludes both software and servicesQuick delivery and low cost of entry4/4/20118SharePoint HealthCheck
- 25. Rights & PermissionsAppropriate permission settingsUse of SharePoint groupsUse of Admin privilegesContent creation rightsGovernanceSite provisioning processContent creation and management processFarm managementRights assignmentContent creation and management process4/4/20119HealthCheck Focus
- 26. User AdoptionCurrent usage patternsInterview based analysis of site usage Identification of dead zones and problem areasSharePoint 2010 ReadinessCombination of automated and Human Expert based analysisIdentify problem areasIdentify options for migration4/4/201110HealthCheck Focus (cont.)
- 27. Summary of Findings PresentationTraffic Light ReportSecurity Model and AdministrationExistence of and Compliance with Governance PoliciesTrends in Usage and Site ActivityPerformance and StorageComprehensive Site Analysis ReportsStorage capabilitySize and number of files and items in lists Use of managed features, web parts & more Site & User activity reportsMigration Readiness ReportHardware/software readiness (equipment, licensing, MS Office integration)Customizations that could be replaced with out-of-the-box functionalityHighlight existing functionality that may require special treatmentRecommendations for the migration planning process and approach4/4/201111What You Get?
- 28. $20k-$25k for small to mid sized farm (1-3 servers)4-5 weeks in durationIncludes software and services costs4/4/201112Cost & Duration
- 29. Edgewater Contact Information4/4/201113Ahmed HafeezDirectory of Technology781-224-9015ahafeez@edgewater.com4/4/201114Web Solution - Primary Offerings Web Strategy Integrated Portals
- 30. Custom Web Applications
- 31. E-commerce, CMSB2B Web Rejuvenation ROI
- 32. Web Strategy Roadmap
- 33. Redesign, Rebuild6 Primary SolutionsIntranets
- 34. Extranets
- 35. Public Web Site CMS
- 36. Business Process
- 38. Project CollaborationMigration to SP 2010Customer IntelligenceWeb IntelligenceWeb Analytics FrameworkStrategy
- 39. Program MGMT
- 40. Analysis
- 41. ImplementationBI
- 42. 4/4/201115Web Solutions PracticeWeb 2.0 Strategy
- 47. Budgeting & Planning4/4/201116SharePoint Key OfferingsImplementationCustomizationCustom Webparts and codingIntegrationUpgrades & MigrationStrategy, Architecture & PlanningPrototypes & Quick StartsUser Experience
- 48. Sampling of our Web Strategy, SharePoint & Portals Clients4/4/201117
- 49. ChallengeNeed to use technology to stay competitiveCreate multiple environments for various audiences providing unified administration and consistent experienceSolutionImplemented SharePoint Custom content targeting and securitySingle sign on and legacy application integrationBI and Dashboards Integration4/4/201118Millers Mutual: SharePoint Based Unified Web Environment
- 50. 4/4/201119Millers Mutual: SharePoint Based Unified Web Environment
- 51. 4/4/201120Arkansas State Treasury: ExtranetThe Arkansas State Treasury (AST) is responsible for cash management and investing of state moneys. In addition to cash management and investments, the Treasury distributes money to local governments from the state and also handles the distribution of local sales and use taxes.
- 52. CHALLENGEImprove information dissemination, collaboration and communication with various third-parties, such as banks and state and local government agencies. SOLUTIONEdgewater deployed an extranet based on SharePoint 2010 that enables external stakeholders to access account statements and other reports, complete regulatory forms, and stay informed. The new portal also enforces state policies regarding audit tracking and document retention Key TechnologiesMicrosoft SharePoint 2010, Microsoft SQL Server 2008, .Net 3.5 Framework, Microsoft Windows Server 20084/4/201121Arkansas State Treasury: Extranet
- 53. 4/4/201122Edgewater: Internet, Extranet & Intranet
- 55. For 23% of respondents, all of their office staff actively access SharePoint. This is set to double in the next 12 months12% are hosting more than 1,000 team sites, with 11% adding more than 25 team sites a monthCollaboration is the most popular application, followed closely by document management and file-share replacement. Portals and intranets are the next most popular usage. A third of implementing organizations have no plans as to where, and where not, to useSharePoint, suggesting a lack of management direction. 26% reported that the IT department is driving the project with no input from information management professionals.Team site sprawl, with no policy on ownership and end-of-life, is an issue for a quarter of users.58% of active users do have a policy on site ownership and responsibilities, but only 19% on end-of-life.Granularity of security and poor provision of records management were cited as technical shortcomings by 28% of users.4/4/201124Organic Growth
- 56. 43% have yet to bring SharePoint-stored content into their existing retention and long-term archive policies, including 11% who feel that their exposure in these areas is being increased by SharePoint. Only 28% of active users have a legal-discovery/legal-hold policy that extends to SharePoint.Only 22% of organizations provide their users with any guidance on corporate classification and use of content types and columns. Only 10% have a policy on dealing with emails and email attachments.4/4/201125
- 57. Rapid data growth without boundsWe found that most companies are adding less than 25 sites per month, with just 11% of even the largest companies adding more than 25 per month, although they were the most likely to have no idea of the number being created.4/4/201126
- 58. Even if it starts out small, SharePoint is likely to turn into an enterprise project. Plan accordingly.Create a governance framework before rollout to manage team site ownership, classifications, templates, acceptable use, legal discovery, and email handling.Do not attempt to rollout all features at once. However, be aware that team sites will collect documents from day one, and that will have many implications for document and records management.4/4/201127
- 59. 4/4/201128
- 60. Rapid GrowthCompanies start small but soon organic growth takes overFor 23% of respondents, all of their office staff actively use SharePoint; set to double in the next 12 months112% are hosting more than 1,000 team sites, with 11% adding more than 25 team sites a month!1Even if it starts out small, SharePoint is likely to turn into an enterprise projectMission Critical62% of CIOs said that SharePoint was a critical component of their technology portfolioTreated as a true business application, similar to Microsoft Exchange or SAP Hub for Internal & External CollaborationCollaboration is the most popular application, followed closely by document management, file-share replacement, portals & intranets45% use SharePoint for collaboration between project partners, and 18% use it to interact with customers4/4/2011293 Important SharePoint Trends
Editor's Notes
- #8: Governance (one size does not fit all)Clear VisionKey Roles and ResponsibilitiesPolicies Guiding PrinciplesLaunch and Roll-out (Adoption) StrategyContent Management PlanTraining PlanGovernance Plan DocumentUser Adoption StrategyCommunication PlanTraining PlanContent Conversion PlanUser Support PlanIncentives and Reward Plan
- #15: Our web solutions practices provides services and solutions that leverage web technologiesAt the top the umbrella represents our web strategy and architecture offerings that span across our 3 major focus areas. The three core areas of focus include SharePoint, portals and site based on other platforms, custom web application development and web analyticsWe have helped number of clients build intranets, internet & extranet sites using SharePoint our own infrastructure is consists of SharePoint based Internet site, Intranet site for collaboration and extranet site for working with customers and third-parties. Our web analytics expertise rounds-off our capabilities by providing capabilities to measure and monitor usage and user behavior and to optimize the sites and applications based on statics and analytics data captured. At the high-end