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How did it go?
The first large enterprise search project
in Europe using SharePoint 2013
Smarta Sök :: Stockholm :: Januar...
Who am I
Petter Skodvin-Hvammen

•
•
•
•

Senior Consultant, AD-Gruppen
Advisor, Architect, Developer
15 years in consulti...
Background
• Global oil services
company
• 20,000 employees
• 85 locations in 30
countries
• Grow revenue 15 %
• Grow head...
Knowledge Initiative
• Knowledge mgmt
organization
• Culture for sharing
• IT investments for supporting
discovery and sha...
Key pains
• It’s hard to find own documents
• Only closest colleagues are asked for help
• People don’t search for answers...
Content Sources
• SharePoint 2007 Intranet
Sites
• SharePoint 2007 Team Sites
• SharePoint 2013
Communities
• SharePoint 2...
Search Strategy
• Create an internal «Google»
• «One search to find it all»
• Find answers by
•
•
•
•
•

Finding people
Fi...
Extended Search
Box

User Experience
Verticals from
Information Model

Topic Pages

Result Groups and
Display Templates

C...
Customizations
Searching

Indexing

Administration

Comperio FRONT,
JavaScript hooks,
Search REST API,
SharePoint Apps,
To...
Infrastructure Needs
40

WFE

Query

Caching

Admin

FRONT

Million
Documents

Query

Admin

10

WFE

FRONT

Queries /
Second

Index-0

Index-1...
Server Infrastructure
• 14 virtual machines
• 8 CPU cores (112)
• 16 GB memory (224 GB)
• Increased to 32 GB after go-live...
Infrastructure Tuning
Capacity test findings

Resource monitoring revealed

• Crawl rate declined 1% per
million items ind...
Performance Considerations
• Add enough hardware
resources (CPU, Memory, IO)
• Give SQL Server enough
memory
• Exclude ind...
Improving Relevancy
• Relevancy workshops with
knowledge managers
• Analyzed search reports
• Top queries
• Abandonned que...
Current Status
• 25% of index capacity in use
• Performance can be
improved
• Infrastructure to be optimized
• Relevancy c...
How did it go?
• 12,000 searches per day
• Top 3: Best SharePoint Search Solution
-- European SharePoint Community Awards
...
?

Questions?

Petter Skodvin-Hvammen
psh@adgruppen.no
no.linkedin.com/in/petterskodvin
@pettersh
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How did it go? The first large enterprise search project in Europe using SharePoint 2013

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How did it go? The first large enterprise search project in Europe using SharePoint 2013

  1. 1. How did it go? The first large enterprise search project in Europe using SharePoint 2013 Smarta Sök :: Stockholm :: January 29th 2014 Petter Skodvin-Hvammen, Solutions Architect
  2. 2. Who am I Petter Skodvin-Hvammen • • • • Senior Consultant, AD-Gruppen Advisor, Architect, Developer 15 years in consulting 7 years with search (FAST + SharePoint) Search clients Live in Tønsberg, Norway Oldest city in Scandinavia visittonsberg.com/en Nokas (no), Aker Solutions (no), L’Oréal (fr), Gyldendal (no), Media Saturn (de), Chalmers (se), Atlas Copco (be), Marktplaats (nl), Metro (de), Eniro (no), Genpact (in), News International (uk), Aller Group (dk), …
  3. 3. Background • Global oil services company • 20,000 employees • 85 locations in 30 countries • Grow revenue 15 % • Grow head count with 13,000 in 4 years • Company acquisitions • Global knowledge sharing • Senior engineers retiring • Employee onboarding • Employee turnover
  4. 4. Knowledge Initiative • Knowledge mgmt organization • Culture for sharing • IT investments for supporting discovery and sharing • • • • • Enterprise Search People profile sites Communities of practice Knowledge sharing portal Tools for validated information • Avanade • Project Manager • AD-Gruppen: • Solutions Architect • Comperio: • Search Consultants • Designers • Developers
  5. 5. Key pains • It’s hard to find own documents • Only closest colleagues are asked for help • People don’t search for answers, but others who may know it • Sharing across projects, business areas and locations are limited • It’s hard to find and reuse knowledge assets from the past • Core systems and applications are not consolidated 60 core systems exist, and more than 2,000 applications are in use
  6. 6. Content Sources • SharePoint 2007 Intranet Sites • SharePoint 2007 Team Sites • SharePoint 2013 Communities • SharePoint 2013 My Sites • SharePoint 2013 People Profiles • Windows Server File Shares • SQL Server Database • 700,000 items • 7 M items | 1,000 sites | 2.5 TB • 20 sites (new) • 25,000 sites (new) • 25,000 profiles (new) • > 100 M items | 3,000 shares • > 5,000 items • > 4,000 items
  7. 7. Search Strategy • Create an internal «Google» • «One search to find it all» • Find answers by • • • • • Finding people Finding more than you expect Finding people by documents Finding documents by people Finding people by projects • Users where looking for • • • • • People Projects Products Documents Communities
  8. 8. Extended Search Box User Experience Verticals from Information Model Topic Pages Result Groups and Display Templates Custom Refiners People Hits in Search Box http://intranet/search/pages/results/documentname.docx http://intranet/search/pages/results/documentname.docx Custom Feedback http://intranet/search/pages/results/documentname.docx
  9. 9. Customizations Searching Indexing Administration Comperio FRONT, JavaScript hooks, Search REST API, SharePoint Apps, Topic Pages, Custom Search Box, Branding and Styling BCS Connector, Content Enrichment, Content Extractors, Symbolic Links, 3,000 File Shares, Spelling and Synonyms synchronised with Corporate Taxonomy Power Shell Deployment, Custom Cmdlets, Crawl config Automation, Custom Timer Jobs Custom Relevancy Models, Custom Promoted Results
  10. 10. Infrastructure Needs
  11. 11. 40 WFE Query Caching Admin FRONT Million Documents Query Admin 10 WFE FRONT Queries / Second Index-0 Index-1 Index-0 Index-1 Doc Proc Doc Proc Doc Proc Doc Proc Enrichment Enrichment Enrichment Enrichment Crawling Index-2 Index-3 Index-2 Index-3 Crawling Analytics Doc Proc Doc Proc Doc Proc Doc Proc Analytics Central Admin Enrichment Enrichment Enrichment Enrichment Doc Proc Doc Proc Enrichment Caching Enrichment • • • • Admin DB Analytics DB Crawl DB Link DB • Other SP DBs SQL Server SQL Server
  12. 12. Server Infrastructure • 14 virtual machines • 8 CPU cores (112) • 16 GB memory (224 GB) • Increased to 32 GB after go-live • 150 GB system disk (2.1 TB) • 450 GB data disk (6.3 TB) • 200 IOPS (x 8 = 1,600 IOPS) • 4 physical hosts (VMware ESX) • 2 datacenters • UAT, QA, DEV environments • Server Software • • • • SharePoint Server 2013 Windows Server 2008 R2 SQL Server 2012 Enterprise Netscaler Load Balancer • Development Software • Visual Studio Premium 2012 • Team Foundation Server
  13. 13. Infrastructure Tuning Capacity test findings Resource monitoring revealed • Crawl rate declined 1% per million items indexed • Query latency increased exponentially from 12 million items per partition • Disk usage significant lower than expected • 850GB -> 450GB = 5.6 TB • Vmware: • Don’t allocate more CPUs than your virtual machines need • Don’t dedicate more memory than available when failover occurs • Optimizations are planned
  14. 14. Performance Considerations • Add enough hardware resources (CPU, Memory, IO) • Give SQL Server enough memory • Exclude index location from virus scanning • Know your virtual environment • Use separate servers for distributed caching • Design for performance and go easy on the query rules
  15. 15. Improving Relevancy • Relevancy workshops with knowledge managers • Analyzed search reports • Top queries • Abandonned queries • Zero result queries • Testing and tuning by business • • • • Defined test cases Managed promoted results Managed synonyms Managed query suggestions • Created custom ranking models • • • • Increase weight for hits in title Add weight for freshness Improve weight for proximity Boost intranet content • Custom app for rank model testing by business users • Only admin has access • Testers need to select model for comparing results
  16. 16. Current Status • 25% of index capacity in use • Performance can be improved • Infrastructure to be optimized • Relevancy can be improved • Governance established but not adopted by business • Many users still don’t like to see people when searching for documents, and vice versa • Unstable solution • Information architecture • People still don’t know how to search effectively • People don’t think findability when creating content • Important content sources not added due to high complexity and costs (SAP and ProArc)
  17. 17. How did it go? • 12,000 searches per day • Top 3: Best SharePoint Search Solution -- European SharePoint Community Awards 2013 • Microsoft SharePoint Case Study
  18. 18. ? Questions? Petter Skodvin-Hvammen psh@adgruppen.no no.linkedin.com/in/petterskodvin @pettersh

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