Chirag Patel @techChiragSharePoint User Group UK (London)

25 June 2015 @suguk #suguk

Replacing your Fileshare with SharePoint 2013 Farm

About Chirag

Thanks to organisers & Combined Knowledge for sponsoring the pizza!

SP Community Contributions

slideshare.net/techChirag

SharePoint Saturday London

• Saturday 11th July 2015• Imperial College

London• 6 Tracks and 30

Sessions • Registration now open• www.spslondon.org• #SPSLondon

6/26/2015 | 4 |

Evolving with Office 365 andSharePoint Online Collaboration Tools

Chirag Patel

Session Overview

Project Background & Requirements

SharePoint Review

SharePoint Issues

Implementation Gaps

Rollout Approach

Information Architecture

Summary

Business Transformation Programme

Corporate Performance Management

SharePoint

Desktop Refresh

File Migration

Wi-Fi

Consolidate Building

Facilities & Parking

Change Enablement

New ways of working…• Greater flexibility• Enabling staff• Deliver excellent service• Enabling better use• Modern tools• Paper-light environment• Introduce efficiencies

Matching Capabilities• Follow me desktop• Follow me telephony• Follow me printing• Follow me information

(EDM - SharePoint)• Collaboration (SharePoint,

Lync)

Supporting Technology Changes

Data Cleansing• Department file share

using 3rd party tool• Pre-migration - Enable

users to clean, create taxonomies, metadata, content types• Migration – File share replication to SharePoint

SharePoint User Feedback• Can’t find information

easily• Like the document library explorer view• Slow to navigate folder

structure• Like Gantt chart task view

Key Requirements

• SharePoint – replacement of file share and reduce storage• Able to find content quickly and easily• Maximise zero-code use of configuration• My Site – Personalised Taskpad• Site templates: Team, Project, Meeting• Self-service site creation• “Carrot and Stick” Design

• Check out/in enabled for all libraries• Versioning enabled for all libraries• Auditing and Reporting for all sites

Collaboration & Sharing

Many to manySharing and Collaboration

Project Group Collaboration

Meeting Groups & One to few sharing

LAN/WAN

Citrix

VPNor

Citrix

MDM

MDM

MySite

Administration Architecture

• SharePoint Farm Administration• Application Management &

Databases• Review Problems and Monitoring• Security• System & General Application

Settings• Backup & Restore

• Site Collections• Sub Sites• My Sites

Documents, Items and Pages

Folders, Document Sets

Libraries and Lists

Sites

Site Collections

Databases

Web Applications

Service Applications

Servers

Farm

SharePoint Review Scope

Governance and Service

Strategy

Architecture and Design

Service Delivery and Operations

Information Risk

Assessment

SharePoint Installation and Configuration Health Check

Roles & Responsibilities

IT Service Provider• SharePoint Infrastructure• Database Infrastructure• SharePoint Partner• Service Design & Model

Client• Site Collection

Provisioning & Administration• Permissions & Security

Groups• SharePoint Content/Data

Management

1. SharePoint Administrator?2. Database Creation?3. Site Collection vs Databases4. Site Collection User clean-up

SharePoint Testing

Scope• System Testing

• Web Parts on Landing page• View sites, tasks, events,

documents, from specific site• View Outlook emails, tasks,

calendar• Self-service site (collection) creation

• Hardware Infrastructure Testing• Integration Testing• Security Testing

• Based on Active Directory

Expected• SharePoint Infrastructure• SharePoint Security

• In transit• At rest

• SharePoint Service Applications• Custom SharePoint Features• Content Type Hub & Metadata• SharePoint Apps (i.e.

discussion)

Topology

Physical Host B

All SharePoint Databases

Physical Host A

Web Server

Web Server

AppServer

AppServer

Other SQL Databases

Physical Host D

All SharePoint Databases

Physical Host C

All SharePoint Databases

Crawl DB

Application Server –Distribution Service

Application Server – All Application Server Roles

Application Server –Distribution Cache Service

SQL Server installed and configured to support SQL clustering, mirroring, or AlwaysOn across both of the hosts.

Load Balancer

Physical Host A

Web Server

Physical Host B

Web Server

Up to four VMs can be combined onto one physical host if the host has sufficient CPU cores and RAM.

Dedicated application servers for the distributed cache service are recommended in environments that use social features, such as social feeds and microblogging.

Combining all application server roles onto one VM requires Windows Server 2012 which allows a greater amount of resources to be allocated to individual VMs.

Index Partition 0Replica 1a Replica 1b

Application Server – All Application Server Roles

Crawl DB Crawl DB

Web Server

Web Server

Current Topology Recommended Topology

Issues (1)

• Inability to create content type in Content Type Hub of the parent document• No functional requirements, non functional

requirements nor governance documents• No SharePoint Administrator• Failover test limited to web and application servers• SQL Server clustering shared with other LoB

databases• Farm administrator rights granted to power users without training

Issues (2)

• Unsupported custom code• Vendor based SharePoint code framework• Site definitions• Self-service site collection provision• My site host page customised with web parts

• No SSL on web apps• No SharePoint aware backups• Inability to restore site collections

• Single Content Database Architecture for all site collections

Customisation

• MySite host page• Global Navigation• Site themes• Changes to standard style elements• Inclusion of logos and colours• New functionality• Lync enabled members• Site collection and sites map

Governance

• SharePoint Administration is not Governance• Operational Governance vs SharePoint Governance

SharePoint Support

We shall do…• Store individual/team/dept. files• Sync and share content within

EDM framework• Basic and advanced training

for ‘superusers’• SharePoint guidance and help

documents• Training few IT proficient to be

SharePoint experts (2nd level support)

Gaps• Platform not designed for

fileshare• No EDM framework• SharePoint training vs IT

literacy• No experts other than

SharePoint partner

Electronic Document Management

Document OR Paper to Scan

Capturing

Storing

Retrieving

Tracking

Changing

Auditing

Retention

Archiving

Deletion of forms,

documents & digital

assets

Roll-out Approach

• 10 week timeline for each department• Engaging Change Champions• Gather file structure• Largely mapped folder and document library• Training limited to “Open with Explorer” and site look

and feel• Variable 1-2-1 meetings difficult to measure• Missed opportunities for Information Architecture

(content types and metadata)

Information Architecture

Getting started…• Managed Metadata Service

Application – Department List• Content Type Hub – Document,

Excel, Powerpoint• Site Collection Model• Sites Model – Team, Meeting,

Project• Lists & Libraries – Risk, Issues,

Tasks, Document Library• Taxonomy – Document

classification metadata

Digging deep…• Functions

• Functional Grouping

• Templates or Forms

• Associated documents

• Sharing scope

• Storage

Summary

• Seek SharePoint Expertise• On board SharePoint team early on• Acknowledge SharePoint is big, complex & expensive• SharePoint Platform delivery is NOT implementation• Validate every detail and look for evidence to satisfy

work• Avoid biting more than you can chew• SharePoint: Work on it…