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Welcome to the Minnesota SharePoint User Group
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  1. Welcome to the Minnesota SharePoint User Group January 12th, 2011 SharePoint Implementations:When to Crawl, Walk or Run Wes Preston, Raymond Mitchell

  2. Agenda • Introductions • Overview • Part 1 • Break • Part 2 • Q & A • Free stuff!  online too!

  3. User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions

  4. Introductions – MNSPUG Sponsors Avtex ( Technology consulting company Microsoft Certified Partner Practice area focused on SharePoint Benchmark Learning ( Microsoft Certified Partner Training on many technologies Microsoft (

  5. Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations New year = new site? We hope so!

  6. Social Networking Linked In group – The most interactive… includes job postings… Facebook group Twitter: @MNSPUG and #MNSPUG

  7. Upcoming Schedule Next Meeting February 9th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: [TBD] Check for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office

  8. Local Events Manage Projects with SharePoint 2010 and Project 2010 – Presentation and Hands-on Workshop – January 19, 2011 By Microsoft, BrightWorkand Aspect SharePoint Saturday – April 9, 2011Normandale Community College Call for Speakers coming soon!

  9. Conferences Best Practices Conference – Week of March 7th, 2011 Jolla, CA SharePoint Connections – March 27-30th, 2011 Orlando, FL Next Microsoft SharePoint Conference … October 3-6, 2011http://www.mssharepointconference.comAnaheim, CA

  10. Books coming soon!

  11. SharePoint Planning

  12. Why are we talking about this? • What is the difference in effort to go from this: • To this: • Because the effort is not the same and generally isn’t trivial…

  13. Why is this important? - Management • What are typical examples of how SharePoint is used • Develop a roadmap or a platform strategy that matches organization’s strategic direction • What features get implemented when • Where are resources focused (limited capacity) • Set user expectations • Set budget estimates

  14. Why is this important? - Project Managers • Ensure timely delivery of functionality • Create project timelines • Estimate budget needs • Forecast required resources and availability

  15. Why is this important? - Users • Set expectations for what functionality will be available and when • Reduce requests for functionality • Identify training efforts • Provide feedback to prioritize feature deployment

  16. Why is this important? - IT Pro • Develop hardware, configuration and growth plan • Defining governance plans • Identify training plan • Define integration plan

  17. Why is this important? - Developers • Identify training plan • Identify projects, staffing and timelines • Development focus areas • Forms / InfoPath • Workflow • Web parts • Integration

  18. Assumptions: • You can’t do everything at once – recipe for failure • Each project is different • Each organization is different • Available staffing resources have different strengths • This presentation isn’t about deployment details, each topic has enough content on its own…

  19. Key Categories

  20. Key SharePoint Topics/Categories • Intranet/Portal Solutions, Content Management • Department/Team/Project Collaboration • Business Process, Workflow, Digital Forms • Business Intelligence, Composite Applications, Dashboards • Search • Extranet Solutions • Social Networking • Internet Solutions • Branding • Customization • Do you have others?

  21. Intranet/Portal Solutions, Content Management • Corporate intranet/portal • Divisional portals • Topical portals • Document and Records Management Repositories • Communication • Platform for enterprise content and functionality

  22. Intranet/Portal Solutions, Content Management Crawl: • Use out of the box features to make content management easier and isolated from branding/styles • Foundation – List and view-managed content on pages • Server – Publishing features, page layouts and more web parts… • Wiki and blog templates (all versions) • Create specific topical portals to bring related sites together. • Allow linking between SharePoint and Document and Records mgmt tools.

  23. Intranet/Portal Solutions, Content Management Walk: • Increasing the quantity and complexity of content • Content Query Web Parts and Data View Web Parts surfacing content • SharePoint Designer customized pages • Add features and functionality to topical portals • Provide integration between SharePoint and Document and Records management tools

  24. Intranet/Portal Solutions, Content Management Run: • Replace existing intranet portals with SharePoint-based solutions • Replace existing Document and Records mgmt tools with SharePoint-based solutions • Customized web parts and controls added to pages and interface (also see Branding)

  25. Intranet/Portal Solutions, Content Management Other Notes: • Not intended to replace ‘Best-in-breed’ document management or records management products • Storing Customer/Client data • Aren’t a lot of features added as you get more difficult, just adding more content and complexity • If you have existing systems, complexity goes up as you decide to integrate and/or replace them

  26. Collaboration • Hierarchical teams • Cross-functional teams • Projects

  27. Collaboration Crawl: • Only use out-of-the-box site templates and branding • Centralize site administration (SharePoint team still administers sites) • Manage site growth using smaller quotas • Integration with Microsoft Office Suite, Exchange, Lync (IM and Presence)

  28. Collaboration Walk: • Add site and list templates, organizational branding • Add 3rd Party web parts • Train site administrators and decentralize site administration • Automate site lifecycle (request, creation, archival, etc…) • More complex list views • Filtering, sorting, grouping

  29. Collaboration Run: • Add more robust site and list templates • Advanced workflows and policies • Even more complex list views • Location based views

  30. Collaboration Other Notes: • Not recommended just for replacement of file shares • Do not create a site for every list/library • Not intended for storing customer/client data

  31. Business Process, Workflow, Digital Forms • Replace paper forms with digital forms • Replace manual business processes or steps with automated steps and flows

  32. Business Process, Workflow, Digital Forms Crawl: • Introduce simple list and InfoPath forms • Customize list forms with SharePoint Designer (2010) • Use out of the box workflows

  33. Business Process, Workflow, Digital Forms Walk: • Introduce SharePoint Designer workflows • Introduce 3rd Party workflow tools • Use more complicated InfoPath forms

  34. Business Process, Workflow, Digital Forms Run: • Develop more robust workflows, .NET workflows, integrated systems • Advanced forms • Digital signatures, external systems, offline use • Use Visio Services to visualize business processes

  35. Business Process, Workflow, Digital Forms Other Notes: • Don’t attempt to fully automate every step of every business process. Evaluate which steps are appropriate and stop there. • Don’t force InfoPath to do too much. Understand when to use custom web forms. • Take the time to analyze potential ROI from process automation

  36. Business Intelligence, Composite Applications, Dashboards • BI Dashboards • Excel Services • Ad hoc Reporting • SharePoint Designer

  37. Business Intelligence, Composite Applications, Dashboards Crawl: • Expose existing reports using web parts, minimal integration points • Advanced Web Parts – connections, filters • Build dashboards using wizards and out of the box tools

  38. Business Intelligence, Composite Applications, Dashboards Walk: • Introduce connections to data external (BDC/BCS) to SharePoint • Build customized Data Views • Leverage conditional formatting • KPIs based on data surfaced by Excel Services

  39. Business Intelligence, Composite Applications, Dashboards Run: • Leverage Performance Point, data cubes, 3rd party BI Platforms • Introduce customized BI web parts as needed

  40. Business Intelligence, Composite Applications, Dashboards Other Notes: • Don’t introduce new data sources within SharePoint when existing repositories exist (SharePoint is for surfacing the information, not storing and processing) • Don’t create extreme reporting solutions – too general to meet all needs or too specific

  41. Break

  42. Search • Index and search SharePoint content • Index and search file share and external system content • People and profile searching

  43. Search Crawl: • Index out of the box content sources (SharePoint content, file shares, other web servers) • Use out of the box search results pages • Provide People Search

  44. Search Walk: • Customize search results pages • Add more scopes, results pages, Best Bets • Add Federated search results

  45. Search Run: • Build solutions based on SharePoint search • Build more complicated search architectures to accommodate remote data • FAST integration • Extend search beyond SharePoint • Browser search provider, Windows Search, Custom applications

  46. Search Other Notes: • Do not index EVERYTHING. Be wary of indexing whole file shares or other large repositories. • Using FAST for all SharePoint environmental search functionality • Administrators should not be the only ones configuring search - delegate to content owners (best bets, keywords)

  47. Extranet Solutions • Collaboration point with external audiences • employees, vendors, clients, partners • Personalized portals for external users

  48. Extranet Solutions Crawl: • Simple collaboration sites (e.g. Financial Advisors and their customers) • Focus on internal users + 1 audience

  49. Extranet Solutions Walk: • Add features, functionality, and personalization to external portals and sites • Expand to support multiple audiences

  50. Extranet Solutions Run: • Deeper integration with other systems and processes • Advanced personalization • Audience + location / role • User specific personalization