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Presenting SharePoint as a           Service Back to         Your Organization                 Jeremy Thake               ...
Jeremy ThakeAvePoint LabsAuthor                  Chief Architect
Agenda•   Presenting SharePoint as a service•   Drawing the line between IT and the business•   Key services•   Measuring ...
Agenda•   Presenting SharePoint as a service•   Drawing the line between IT and the business•   Key services•   Measuring ...
Compliance
Appropriateness
Discoverability
Infrastructure and Storage
Presenting SharePoint as a serviceWhat is SharePoint Governance?     “Governance is the set of policies, roles,     respon...
Presenting SharePoint as a service IT Governance                         Corporate Governance                             ...
Presenting SharePoint as a serviceRequirements for IT Governance                                      People              ...
BUSINESS  BUSINESSGOVERNANCEMANAGEMENT  SERVICE
Presenting SharePoint as a serviceHow Much Governance is Needed?                          Portal             Visibility   ...
Presenting SharePoint as a servicePeople              IT                             Business               Back          ...
Presenting SharePoint as a serviceTypical Policy Categories                                                          Infor...
Process of Policy Enforcement         Manual             Semi-Automated            Automated Encouragement         Power...
Agenda•   Presenting SharePoint as a service•   Drawing the line between IT and the business•   Key services•   Measuring ...
Management controls and scopes                       Farm      Zone         Web Application                  Web Applicati...
Optimised information architectureLogical Architecture                                                              Farm  ...
Optimised information architecture Cloud architecture Extranet                                                      Farm  ...
Optimised information architectureShared Services Farm Architecture Extranet                                              ...
Optimised information architecture Business Critical Architecture Extranet         Biz Crit                               ...
Optimised information architecture   Line of business applications architecture Extranet         Biz Crit                 ...
Optimised information architecture Applications farm architecture Extranet         Biz Crit                               ...
Optimised information architecture  Don’t panic – plan with end in mind…                                                  ...
Agenda•   Presenting SharePoint as a service•   Drawing the line between IT and the business•   Key services•   Measuring ...
Services driven•   SharePoint Grows – Support services grow!•   Unstructured requests•   Hard to measure•   Bottleneck for...
Typical Service    Start     Approval Process   Execute Request
Key services1) Site Collection and SiteProvisioning
Key servicesProfiles and PlansSemi-automated Governance Plan                 Storage        Backup                    Arch...
Key servicesEnd-to-End Policy InterfaceExample Service Offering or SLA        Operations         Gold           Silver    ...
Key servicesAudience-targeted Services                      HR              Small Proj Div    Sales     Policies         G...
Key services2) Site Collection Lifecycle Management Animation  Birth         Life                         Inactivity      ...
Key services3) Site Re-certification
Key services5) Granting / RemovingPermissions
Key services6) Transferring/CloningPermissions
Key services7) Content Move
Key services8) Recover Content
Key services
Why do we need ROI and adoptionMeasuring adoption and ROIreporting?
Measuring adoption and ROI                       Active Content   Actual Content
Data Size & Composition•   Understanding the composition of your data is VERY    important•   Data type usage is also equa...
Site Collections900080007000600050004000300020001000  0       Jan   Feb   Mar   Apr   May        Jun       Jul     Aug    ...
•       Unique visitors  •       Increase frequency of returning visitors                                  Site activity -...
•          Link back to your IT Governance Plan•          Prove success of change•          Justification of budget!      ...
Qualitative•   Satisfaction Surveys•   Praise e-mails•   Success stories
Optimised information architectureCall to action                                        Policy              Identify exper...
Q&A      Jeremy Thake      www.NothingButSharePoint.com      jeremy.thake@avepoint.com      @jthake      www.linkedin.com/...
Presenting SharePoint as a service back to your organization
Presenting SharePoint as a service back to your organization
Presenting SharePoint as a service back to your organization
Presenting SharePoint as a service back to your organization
Presenting SharePoint as a service back to your organization
Presenting SharePoint as a service back to your organization
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Presenting SharePoint as a service back to your organization

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Presenting SharePoint as a service back to your organization

  1. 1. Presenting SharePoint as a Service Back to Your Organization Jeremy Thake Chief Architect Level: Intermediate
  2. 2. Jeremy ThakeAvePoint LabsAuthor Chief Architect
  3. 3. Agenda• Presenting SharePoint as a service• Drawing the line between IT and the business• Key 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.
  4. 4. Agenda• Presenting SharePoint as a service• Drawing the line between IT and the business• Key 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.
  5. 5. Compliance
  6. 6. Appropriateness
  7. 7. Discoverability
  8. 8. Infrastructure and Storage
  9. 9. Presenting SharePoint as a serviceWhat 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
  10. 10. Presenting SharePoint as a service IT Governance Corporate Governance IT Governance System Governance SharePoint SAP Lotus Notes
  11. 11. Presenting SharePoint as a serviceRequirements for IT Governance People SharePoint Policy as a Process Service Tech
  12. 12. BUSINESS BUSINESSGOVERNANCEMANAGEMENT SERVICE
  13. 13. Presenting SharePoint as a serviceHow Much Governance is Needed? Portal Visibility Community Sites Project/Team Sites Personal/My Sites Governance
  14. 14. Presenting SharePoint as a servicePeople IT Business Back Owners Office Architects Intranet owners Finance Legal IT Operations Departmental owners HR SharePoint Admins Functional owners Corp Communications Management Information Executive Sponsorship
  15. 15. Presenting SharePoint as a serviceTypical Policy Categories Information Infrastructure Operations Architecture Information Project Management Leadership Management Continuous Customisation Adoption Improvement
  16. 16. Process of Policy Enforcement Manual Semi-Automated Automated Encouragement  PowerShell scripts  Custom apps Resource intensive  3rd Party products  3rd Party platform
  17. 17. Agenda• Presenting SharePoint as a service• Drawing the line between IT and the business• Key services• Measuring adoption and ROI
  18. 18. Management controls and scopes Farm Zone Web Application Web Application Service Application Content DB Site collection Top-level site Sub site List/Library Sub site [Folder] Item / Document
  19. 19. Optimised information architectureLogical Architecture Farm TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site collection Site collection Site collection Intranet Home HR Marketing Finance Marketing HR
  20. 20. Optimised information architecture Cloud architecture Extranet Farm FarmEXTRANET TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site Site Site collection collection collection Intranet Home HR Marketing Marketi Finance HR ng
  21. 21. Optimised information architectureShared Services Farm Architecture Extranet Content Farm FarmEXTRANET TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site Site Site collection collection collection Intranet Home HR Marketing Finan Mark HR ce eting SEARCH PROFILE METADATA BCS Service Farm
  22. 22. Optimised information architecture Business Critical Architecture Extranet Biz Crit Content Farm Farm FarmEXTRANET TEAMS* TEAMS PEOPLE INTRANET Content DB Content DB Content DB Content DB Site Site Site Site collection collection collection collection Intranet Home Finance HR Marketing Finan Mark HR ce eting SEARCH PROFILE METADATA BCS Service Farm
  23. 23. Optimised information architecture Line of business applications architecture Extranet Biz Crit Content LOB Farm Farm Farm FarmEXTRANET TEAMS* TEAMS PEOPLE INTRANET <LOB> Content DB Content DB Content DB Content DB Site Site Site Site collection collection collection collection Intranet Home Finance HR Marketing Finance Marketing HR SEARCH PROFILE METADATA BCS Service Farm
  24. 24. Optimised information architecture Applications farm architecture Extranet Biz Crit On-Prem Apps LOB Farm Farm Farm Farm FarmEXTRANET TEAMS* TEAMS PEOPLE INTRANET APPS <LOB> Content DB Content DB Content DB Content DB Site Site Site Site collection collection collection collection Intranet Home Finance HR Marketing Finan Mark HR ce eting SEARCH PROFILE METADATA BCS Service Farm
  25. 25. Optimised information architecture Don’t panic – plan with end in mind… On-Prem FarmEXTRANET TEAMS* TEAMS PEOPLE INTRANET APPS <LOB> Content DB Content DB Content DB Content DB Site Site Site Site collection collection collection collection Intranet Home Finance HR Marketing Finan Mark HR ce eting SEARCH PROFILE METADATA BCS Service Farm
  26. 26. Agenda• Presenting SharePoint as a service• Drawing the line between IT and the business• Key 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.
  27. 27. Services driven• SharePoint Grows – Support services grow!• Unstructured requests• Hard to measure• Bottleneck for administrators• Investment in bodies
  28. 28. Typical Service Start Approval Process Execute Request
  29. 29. Key services1) Site Collection and SiteProvisioning
  30. 30. Key servicesProfiles and PlansSemi-automated Governance Plan Storage Backup Archiving Auditor Manager 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
  31. 31. Key servicesEnd-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 Enabled Disabled Disabled Designer Content Database Isolated DB Shared Shared Quota 100Gb 50Gb 10Gb
  32. 32. Key servicesAudience-targeted Services HR Small Proj Div Sales Policies Gold Bronze Gold, Silver Security HR Mgmt. AD Projects Mgmt. Sales Mgmt. AD Group AD Group Group Customisations Employee Site Small Proj Site Customer Site Template Template Template Approval 3-stage 2-stage 1-stage Process Business AD User AD User AD User Contact Classification Employee Project Size Customer Size Department
  33. 33. Key services2) Site Collection Lifecycle Management Animation Birth Life Inactivity End-of-Life Change of Lease expiry business triggered contact Provisioned Request for Lock before Deleted from deletion or delete or SharePoint archive archive Change of Site inactivity Policy triggered Change of Archived from purpose SharePoint
  34. 34. Key services3) Site Re-certification
  35. 35. Key services5) Granting / RemovingPermissions
  36. 36. Key services6) Transferring/CloningPermissions
  37. 37. Key services7) Content Move
  38. 38. Key services8) Recover Content
  39. 39. Key services
  40. 40. Why do we need ROI and adoptionMeasuring adoption and ROIreporting?
  41. 41. Measuring adoption and ROI Active Content Actual Content
  42. 42. 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
  43. 43. Site Collections900080007000600050004000300020001000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec IT Training Engineering Sales HR
  44. 44. • Unique visitors • Increase frequency of returning visitors Site activity - Page hits140001200010000 8000 6000 4000 2000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec IT Training Engineering Sales HR
  45. 45. • Link back to your IT Governance Plan• Prove success of change• Justification of budget! Storage Growth Trends 6000 5000 4000 3000 2000 1000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec SharePoint Exchange File Share
  46. 46. Qualitative• Satisfaction Surveys• Praise e-mails• Success stories
  47. 47. Optimised information architectureCall to action Policy Identify experts Set expectations SharePoint as a Service Identify Services Provide Process Optimization Automation Reporting
  48. 48. Q&A Jeremy Thake www.NothingButSharePoint.com jeremy.thake@avepoint.com @jthake www.linkedin.com/in/jeremythake

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