presenting sharepoint as a service back to your organisation osp223 jeremy thakegarth luke chief...
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Presenting SharePoint as a Service Back to Your Organisation
OSP223
Jeremy Thake Garth LukeChief Architect GM, Australasia | Vice President of SalesAvePoint AvePoint
Agenda
Presenting SharePoint as a serviceDrawing the line between IT and the businessKey services Measuring adoption and ROI
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
The problem
Drawing the line
between IT and the business
Key services
Measuring adoption and ROI
Agenda
Presenting SharePoint as a serviceDrawing the line between IT and the businessKey services Measuring adoption and ROI
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
The problem
Drawing the line
between IT and the business
Key services
Measuring adoption and ROI
Compliance
Appro
pri
ate
ness
Discoverability
Infrastructure and Storage
What is SharePoint Governance?
“Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organisation’s business divisions and I.T. teams cooperate to achieve business goals.”
Microsoft – http://bit.ly/nmNSbj
Presenting SharePoint as a service
IT Governance
Corporate Governance
IT Governance
System Governance
SharePoint SAP Lotus
Notes
Presenting SharePoint as a service
Requirements for IT Governance
SharePoint as a Service
Policy Process
People
Tech
Presenting SharePoint as a service
BUSINESSGOVERNANCE
MANAGEMENT
Communities
Search
Sites
Composites
ContentInsights
SERVICE
BUSINESS
How Much Governance is Needed?
Personal/My Sites
Governance
Vis
ibilit
y
Project/Team Sites
Community Sites
Portal
Presenting SharePoint as a service
People
IT
Architects
IT Operations
SharePoint Admins
Intranet owners
Departmental owners
Functional owners
BusinessOwners
Finance
Legal
HR
Corp Communications
Management Information
BackOffice
Presenting SharePoint as a service
Executive Sponsorship
Customisation AdoptionContinuous
Improvement
OperationsInformation Architecture
Information Management
Project Management Leadership
Infrastructure
Typical Policy Categories Presenting SharePoint as a service
Encouragement Resource intensive
PowerShell scripts 3rd Party products
Custom apps 3rd Party platform
Process of Policy Enforcement
AutomatedSemi-AutomatedManual
Agenda
Presenting SharePoint as a serviceDrawing the line between IT and the businessKey services Measuring adoption and ROI
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
The problem
Drawing the line
between IT and the business
Key services
Measuring adoption and ROI
Management controls and scopes
Serv
ice A
pplic
atio
n
Config
urat
ion
and
Data
Farm
Web ApplicationService
ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Web Application
Blocked File Ty
pes
Data Storage SLAs
Site collection
Marketing
Content DB
Site collection
HR
Site collectionIntranet Home
HRMarketingFinance
Logical ArchitectureOptimised information architecture
Farm
Content DB Content DB
TEAMS PEOPLE INTRANET
TEAMS PEOPLE INTRANET
Farm
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketin
gFinance
Cloud architectureOptimised information architecture
EXTRANET
Extranet Farm
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketing
Finance
Shared Services Farm Architecture
EXTRANET
Extranet Farm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketing
Finance
Business Critical Architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
ContentFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Line of business applications architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketing
Finance
Applications farm architecture
EXTRANET
Extranet Farm
TEAMS*
Biz Crit Farm
Content DB
Site collection
Finance
<LOB>
LOBFarm
APPS
AppsFarm
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
On-PremFarm
PEOPLE INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketing
Finance
Don’t panic – plan with end in mind…
EXTRANET TEAMS*
Content DB
Site collection
Finance
<LOB>APPS
ServiceFarm
PROFILESEARCH BCSMETADATA
Optimised information architecture
Agenda
Presenting SharePoint as a serviceDrawing the line between IT and the businessKey services Measuring adoption and ROI
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
The problem
Drawing the line
between IT and the business
Key services
Measuring adoption and ROI
Services driven
SharePoint Grows – Support services grow!Unstructured requestsHard to measureBottleneck for administratorsInvestment in bodies
Typical Service
Approval ProcessStart Execute Request
Key services
1) Site Collection and Site Provisioning
Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting access
Key services
Profiles and PlansSemi-automated Governance Plan
Backup Storage Manager Archiving Auditor
1 hour Tier 1 – SAN 7 years Full
1 day Tier 2 – NAS 3 years Views + Edits
1 week Tier 3 – Azure 1 years Views
Key services
End-to-End Policy InterfaceExample Service Offering or SLA
Operations Gold Silver Bronze
Backup 1 hour 1 day 1 week
Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure
Archiver 7 years 3 years 1 year
Auditor Full View + edits Views
SharePoint
SharePoint Designer Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Quota 100Gb 50Gb 10Gb
Key services
Audience-targeted Services
Policies
Security
Customisations
Approval Process
Business Contact
Classification
HR
Gold
HR Mgmt. AD Group
Employee Site Template
3-stage
AD User
Employee Department
Small Proj Div
Bronze
Projects Mgmt. AD Group
Small Proj Site Template
2-stage
AD User
Project Size
Sales
Gold, Silver
Sales Mgmt. AD Group
Customer Site Template
1-stage
AD User
Customer Size
2) Site Collection Lifecycle Management AnimationKey services
Birth Life Inactivity End-of-Life
Provisioned
Change ofpurpose
Change of businesscontact
Change ofPolicy
Archived fromSharePoint
Site inactivitytriggered
Deleted fromSharePoint
Lock beforedelete orarchive
Request fordeletion or
archive
Lease expirytriggered
Key services
3) Site Re-certification
Top usersTop contentWho has accessStorage growth
Key services
5) Granting / Removing Permissions
Most common reason to need more than “Contribute”Delegation of requestsTraceability of requesting accessEmail notifications with hyperlinks
Key services
6) Transferring/Cloning Permissions
New user joining existing teamUser changing rolesComplex security modelsDelegation of requestsTraceability of requesting access
Key services
7) Content Move
Out of the box moves via File Explorer lose data integrityRe-locating content to another workload
My sites -> Team sitesCloud -> On-premise
Restructuring sites as Information Architecture evolves
Key services
8) Recover Content
“Accidently deleting files”Speed of restoring documents by staging entire databasesGranularly restore
Key services
9) Report on “My Sites” as accountable owner
Top usersTop contentWho has accessStorage growth
The problem
Drawing the line between IT and
the business
Key services
Measuring
adoption and ROI
Why do we need ROI and adoption reporting?Measuring adoption and ROI
Value of SharePoint to organisationHighlight issues in adoption and ROIProves investments in costs of governance and servicesGuarantee same investment next yearFurther investment
Storage GrowthMeasuring adoption and ROI
Year 0 Content
Year 1Collaboration
Year 2Development
Year3ECM
Active Content Actual Content
Data Size & Composition
• Understanding the composition of your data is VERY important• Data type usage is also equally important• Both will help you make calculated architectural decisions
Number of site collections and sites
Site analytics
Unique visitorsIncrease frequency of returning visitors
Decrease of File Share / Exchange growth and usage
Link back to your IT Governance PlanProve success of changeJustification of budget!
Qualitative
Satisfaction SurveysPraise e-mailsSuccess stories
Not just about justifying costs….
…think about how to save.
Challenging Storage Costs
Comfort level vs. Cost of Storage
What makes the most sense for SharePoint Data?
Storage 1 TB 1 TB 1 TB
Cost / GB / Month $12 $7 $1
Storage Cost / Month
$12,000 $7,000 $1,000
Cost Savings / Year
- $60,000 $132,000
Tier 1SAN
Tier 2NAS
Tier 3Cloud
RBS and Shredded Storage
Real World Scalability Examples
Access 44 TB of file-share data within SharePoint without migrationHave files > 2GB in sizeChallenge is very deep file structure and complex long file names, > 256 charactersComplex permission structure
Call to actionOptimised information architecture
Optimization
Automation Reporting
SharePoint as a ServiceIdentify Services Provide Process
PolicyIdentify experts Set expectations
The problem
Drawing the line between IT and
the business
Key services
Measuring
adoption and ROI
Related Content
Breakout Sessions
OSP314 - Introducing the New SharePointOSP223 - Presenting SharePoint as a Service to your OrganisationOSP321 - Introducing the New App Model for Office and SharePointFri 08:15 - OSP331 - Voice of the Customer: Office 365Fri 11:30 - OSP433 - Application Hosting Models in SharePoint 2013
Find Me Later At
Jeremy Thake – The bar ;-)Mark Rhodes – The bar next to Jeremy ;-)
Additional Resources (Please Click Images or Visit www.AvePoint.com/resources )
Customer Success Stories WhitePapers from AvePoint’s Own SharePoint Experts
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to
be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS
PRESENTATION.
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© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the
part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.