www.it-ebooks.info For your convenience Apress has placed some of the front matter material after the index. Please use the Bookmarks and Contents at a Glance links to access them. www.it-ebooks.info v Contents at a Glance Contents vii About the Authors xvii About the Technical Reviewer xviii Acknowledgments xix Introduction xx Chapter 1: A SharePoint Manifesto 1 Chapter 2: SharePoint Governance Overview 7 Chapter 3: Governance Planning 23 Chapter 4: Implementing Services 33 Chapter 5: User Training and Adoption 55 Chapter 6: Managing Content 77 Chapter 7: Managing the Server Farm 97 Chapter 8: Managing Operations 131 Chapter 9: Information Architecture Overview 151 Chapter 10: Information Delivery 161 Chapter 11: Branding the User Interface 187 Chapter 12: Customization and Tools 203 Chapter 13: Packaging Solutions 225 www.it-ebooks.info vi Chapter 14: Application Lifecycle Management 263 Appendix A: Online Resources 279 Appendix B: The Governance Plan 287 Appendix C: Governance Checklists 293 Index 303 www.it-ebooks.info ■ INTRODUCTION xx Introduction Governance is the process of creating policies and rules and assigning roles and responsibilities to make a system work properly. Even if your attitude is “Good Government is Less Government,” very few of us would want to have no government. In short, governance is the difference between order and chaos. In this book, we will explore the concept of governance as it applies to a business’s use of the SharePoint family of products. It is assumed that the reader is familiar with the concepts of web sites, collaboration, and portals as they are used in SharePoint. SharePoint provides a platform for creating, storing, and retrieving information. This information is generically referred to as content and it can take many forms, such as documents, calendars, lists, and web sites. The features of SharePoint allow users within an organization to collectively or individually create content and publish it for others to use. By making this information quick and easy to find, categorize, and organize, SharePoint can provide a lot of business value. SharePoint is also a very extensive product that contains many features that can cause problems if not used correctly. Who This Book Is For This book is intended for anyone who will be involved in the governance of a SharePoint-based site. This should include both IT and non-IT business owners, developers, administrators and, perhaps most- importantly, those who will represent the system’s users. The early chapters are non-technical in nature. They cover the best ways to structure and manage the governance process. We would encourage everyone on the governance team to become familiar with this information. Later, there is technical information about the features and options available on the SharePoint platform. Not everyone will need to be familiar with these details. www.it-ebooks.info C H A P T E R 1 ■ ■ ■ 1 A SharePoint Manifesto We the users, in order to form a more perfect collaboration, establish function, insure business utility, provide for the common security, promote the general usability, and secure the value of information for ourselves and our coworkers, do ordain and establish this governance plan for the portal of our organization. First, an apology to the memory of Gouverneur Morris, the author of the Preamble to the US Constitution. The paraphrasing above is a modest attempt to make a point about governance. The purpose of the original Preamble was to describe the reason for the rest of the constitution and for the government of the United States as a whole. Governance is the process of creating policies and rules and assigning roles and responsibilities to make a system work properly. Even if your attitude is “Good Government is Less Government,” very few of us would want to have no government. In short, governance is the difference between order and chaos. To paraphrase another great American statesman, Abraham Lincoln, effective governance should be “of the users, by the users and for the users.” The key to any SharePoint implementation is adoption. If users don’t want to use the site, they won’t use it any more than is absolutely necessary. To get the full value out of SharePoint, it must be a place that users go to make their lives easier. Good governance can help achieve that goal. Governance OF the Users In this book, we will explore the concept of governance as it applies to a business’s use of the SharePoint family of products. We assume the reader is familiar to some degree with the concepts of web sites, collaboration, and portals as they apply to SharePoint. SharePoint provides a platform for creating, storing, and retrieving information. This information is generically referred to as content and it can take many forms such as documents, calendars, lists, and web sites. The features of SharePoint allow users within an organization to collectively or individually create content and publish it for others to use. By making this information quick and easy to find, categorize, and organize, SharePoint can provide a lot of business value. SharePoint is also a very extensive product that contains many features that can cause problems if not used correctly. Establishing a SharePoint Server 2010 environment is reasonably simple, but maintaining it and controlling it in a way that maximizes its benefits to the users and the business is not. SharePoint consists of many interrelated subsystems and services such as Search, Content Management, Record Management, PerformancePoint Services, and so on. SharePoint also serves as a platform for integrating www.it-ebooks.info CHAPTER 1 ■ A SHAREPOINT MANIFESTO 2 and delivering other Microsoft products such as Dynamics, Project Server, and SQL Server Reporting Services. Additionally, there are numerous third-party vendors that provide SharePoint-based products to provide solutions for backup and recovery, data archiving, image management, and many other things. With all of these potential features available, it is reasonable to assume that not all of them will be appropriate for your environment. One of the most important decisions to be made when delivering a SharePoint-based solution is to determine which of the supported features should be made available to the end users and which should not. The most common mistake made by organizations when they adopt SharePoint is to install the product and tell their users to “go ahead and use it.” This approach can cause many problems, but the two most common are the following: 1. No one uses the system because they don’t really know what it can do for them. 2. Users begin dumping huge amounts of data into SharePoint with no organiza- tion or categorization. By governing the features available to users, the goal is not to prevent the use of certain features, but to encourage the use of those features that are of most value to the organization. Governance BY the Users If we are honest with ourselves, most of us have to admit that we do not like people telling us what we can and cannot do. On the other hand, we like to be in control. An effective governance team must include the people who will be using the system if they are to feel that they have any say in the running of the system. It must also include the IT professionals responsible for installing, configuring, and maintaining the infrastructure that supports it. Finally, the executives and managers responsible for funding the system and insuring that it is returning value to the business must also have a seat at the table. Building an effective governance team is the first step in building a truly collaborative environment for end users. Governance FOR the Users A SharePoint solution will only be successful if people use it. This seemingly trivial statement is the key to understanding why governance is critical. If your users consider the SharePoint services provided to be a hindrance to their everyday tasks, they will quickly abandon the system and it will fall into disuse. Effective governance should include plans to drive adoption and training of users as well as ensuring that the system is meeting their needs and making their jobs easier. In organizations that successfully adopt SharePoint, it quickly becomes an invaluable tool that grows to support every aspect of the business. In this book we will examine how to create just such an environment. Everything you do in governing the SharePoint environment should drive a productive, stress-free user experience. Finding What You Need in This Book SharePoint governance covers a lot of ground because SharePoint is such an extensive product line. Fortunately, not everyone involved in the governance of a SharePoint solution needs to be intimately familiar with the technical details of the platform. This book is divided into different parts that are targeted to different audiences. www.it-ebooks.info CHAPTER 1 ■ A SHAREPOINT MANIFESTO 3 Part I: Establishing Governance The first part of this book will introduce the concepts and processes involved in creating and implementing a governance strategy for your organization. Anyone involved in the governance of the system should be familiar with these concepts. These are general business concepts that do not include a great deal of technical detail. Chapter 2: SharePoint Governance Overview This chapter introduces the conceptual framework used throughout the rest of the book. It will define key terms and divide the process of governance into manageable pieces. We will start by defining a set of terms and establishing what our goals are in creating a governance plan. SharePoint implementations often encounter similar challenges. We will look at these and consider ways to overcome them. Finally, we will discuss the need to match the policies used in your situation to the purpose of the site and the culture of your organization. Chapter 3: The Planning Process This chapter covers the steps required to set the scope of the governance effort and develop a high-level governance plan. This includes identifying the roles and responsibilities of everyone involved and establishing a team to ensure that the plan is implemented effectively. This team will need to include management, IT, and end-user personnel to ensure that all plans are realistic, supported, and targeted to the needs of the users. Chapter 4: Implementing and Maintaining Controls This chapter covers the process of implementing a good governance plan. This involves mapping the services to be provided to the features of the SharePoint platform. Creating a robust system requires taking the end user’s goals and feedback into account before, during, and after deployment of the solution. Implementing a sustainable, flexible, long-term solution requires planning for security, upgrades, enhancements, and any other changes that may affect the organization’s use of the system. Chapter 5: User Training and Adoption SharePoint sites are designed to be very intuitive out of the box, but to fully leverage the power of SharePoint, some end-user training is required. Users can be classified into three distinct groups: casual users, power users, and site owners. Each of these groups requires a different level and type of training. One of the most common reasons for failed SharePoint deployments is a lack of understanding on the part of the end users. People will not use features they do not understand or are not aware of. Part II: Information Technology Governance This section covers governance from the point of view of the IT organization responsible for implementing and maintaining the system. IT Governance is centered on controlling the installation and maintenance of the servers and software that make up the solution. This includes configuring and securing all of the services to be provided to end users. Effective IT governance prevents the proliferation of unmanaged sites and services and provides for a stable user experience. www.it-ebooks.info CHAPTER 1 ■ A SHAREPOINT MANIFESTO 4 Chapter 6: Types of SharePoint Sites The level of governance required for a site depends on the purpose of the site and the nature of the information to be created and managed. This chapter examines the common types of sites deployed in a SharePoint environment and discusses the policies and controls that are appropriate to each. Chapter 7: Services and Deployment This chapter discusses the techniques used to deploy and manage services in a SharePoint environment. Services such as Search and Content Management are discussed in some detail. We also discuss the use of asset classification taxonomies, security, and quotas to protect the system from chaos and outside intrusion. Chapter 8: Managing Operations Once a system is deployed it is critical that it be monitored and managed effectively. This chapter discusses the different types of SharePoint farm configurations along with the types of monitoring that need to be performed. Planning for security and capacity requirements is also covered. Part III: Information Management This section examines information management (also known as information architecture) as it applies to SharePoint. Information management is concerned with organizing the information stored within the SharePoint sites so that it can be used to generate the greatest value. Concepts covered include taxonomies, audiences, legal and compliance issues, search, site navigation, and the user interface. The purpose of information management is to classify, protect, and deliver business data in a way consistent with the goals of the business. Chapter 9: Information Architecture Overview Information architecture refers to organizing and categorizing the information stored in the SharePoint content databases. This chapter provides a primer on the concepts associated with designing and managing the information within a set of SharePoint sites. Topics covered will include site hierarchies, metadata, and taxonomies. Chapter 10: Delivering Information Once data has been created, classified, and stored in the site, the users need the ability to find and access that information. This chapter discusses the features in SharePoint that support the creation of metadata used for audience targeting and finding information with Search. There is also a discussion of the social media features in SharePoint and a detailed conversation of security as it relates to information discovery and security trimming. Chapter 11: The User Interface This chapter deals with the presentation of information within SharePoint sites. SharePoint content is organized into hierarchies of sites, each consisting of several pages and other types of content items. www.it-ebooks.info CHAPTER 1 ■ A SHAREPOINT MANIFESTO 5 Navigation controls (also known as Menus) are used to traverse this hierarchy. Designing rich navigation and a pleasing overall site appearance often drives the user’s perception of the site. This chapter covers the design aspects of branding sites including themes, master pages, and page layouts. Part IV: Application Management While SharePoint comes with many sophisticated features, any major SharePoint implementation will require some customization or enhancement. This can include anything from minor changes such as creating custom lists or color themes to extensive rebranding or code development. Application management allows the organization to control the way potentially harmful functionality is tested and deployed without threatening the stability of the system. Applications to be managed can include SharePoint itself, other Microsoft Server products, non-Microsoft SharePoint enhancements, and custom developed functionality. Chapter 12: Customizations and Tools Customizing SharePoint sites consists of many facets that all need to be managed. From the branding of the site to the introduction of new content and functionality, these updates must be created and deployed in a way that maintains the look and stability of the system. This chapter discusses several of these tools and when they are appropriate. Establishing policies and controls around customizations is a key to proper governance. Chapter 13: Packaging Solutions and Sandboxing When developing new functionality for deployment on the SharePoint platform, there are different means for packaging the artifacts involved. This chapter discusses the best practices around deploying custom features to SharePoint and managing the updates to these packages. One of the most important features involved in the deployment of custom functionality in SharePoint 2010 is the sandbox service that runs such code in a protected environment. We discuss when use of the sandbox is and is not appropriate. Chapter 14: Application Lifecycle Management This chapter discusses Application Lifecycle Management (ALM) as it applies to custom SharePoint solutions. We discuss source and configuration control as well as the environments used to develop, test, and deploy these solutions. Topics covered include best practices for source control, test environments, issue tracking, and upgrades. Part V: Appendixes The final section contains a set of resources you can use to jumpstart your organization’s SharePoint governance effort. This includes online resources, document templates, and checklists. Appendix A: Online Resources This appendix contains numerous links to business, technical, and product information on the Internet. Links to valuable sites and blogs devoted to IT, Information, and Application architecture on the SharePoint platform are also provided. www.it-ebooks.info [...]... the SharePoint product your organization is using, you will have different optional services to choose from Here are some examples: • SharePoint 2010 Foundation Services • • Client Object Model • SharePoint Designer Support • • Business Connectivity Services Security Sandboxed Solutions SharePoint 2010 Server Standard Edition • Audience Targeting • Search 9 www.it-ebooks.info CHAPTER 2 ■ SHAREPOINT GOVERNANCE. .. www.it-ebooks.info CHAPTER 2 ■ SHAREPOINT GOVERNANCE OVERVIEW IT Governance Governing a SharePoint solution from an Information Technology perspective is probably the most obvious segment SharePoint is a family of extensive, complex software products, after all The first interactions most organizations have with SharePoint are within the realm of the IT department IT governance refers to all the activities... ASP.NET MS SharePoint 2010 Foundation is an ASP.NET application that is installed on top of this set of components The MS SharePoint 2010 Server products contain additional features that are built on the SharePoint Foundation Additional application components are then deployed at the top layer of the stack Figure 2-4 Application layers in SharePoint 14 www.it-ebooks.info CHAPTER 2 ■ SHAREPOINT GOVERNANCE. .. business processes, preferences, and working culture SharePoint is a widely varied product with many features that can be productive, useful, confusing, or annoying depending on the needs of the system’s users and how those features are leveraged 7 www.it-ebooks.info CHAPTER 2 ■ SHAREPOINT GOVERNANCE OVERVIEW The two most common mistakes when establishing governance are to implement too much governance. .. effective SharePoint governance is governance OF the users, BY the users and FOR the users! 6 www.it-ebooks.info CHAPTER 2 ■■■ SharePoint Governance Overview In this chapter, we will introduce the conceptual framework used throughout the book and define the terminology used to describe and govern SharePoint solutions By the end of this chapter, you will understand the purpose and process of governance. .. effective governance committee • When to begin the process of communicating with the rest of the organization • How to structure the governance team’s outputs into policies, standards, and procedures • How to document these procedures so that they can benefit the users going forward • How to create feedback mechanisms that will enable the end-user community to provide ideas for improving the site and its governance. .. develop SharePoint solutions These include • SharePoint Designer 2010: This application is used to create content and data structures within SharePoint It can also be used to customize business process workflows and the user interface • InfoPath Designer 2010: This tool is used to create intelligent forms that can be used on the site to collect and present business information • Visual Studio 2010: This... create these artifacts and provide support and maintenance for them once they are in production There are additional roles that IT staffers may play in governance for the portal IT Project Managers are well suited to leading and coordinating the processes of the governance team Even if a project manager isn’t leading the governance team, they will need to be involved in any non-trivial implementation or... planning process to As a result, its lifecycle will mirror the processes used to govern it 18 www.it-ebooks.info CHAPTER 2 ■ SHAREPOINT GOVERNANCE OVERVIEW Figure 2-6 Planning process flow Before you can deploy any hardware or software for your portal, you have to establish why you are building it and what you hope to get out of this process You will gather requirements and resources for the project... Another common problem comes down from management A SharePoint portal is never a “fire and forget” project Management must buy in to the idea that this is a product that will be maintained and upgraded continuously throughout its lifetime Implementation The last category of common pitfalls that befall many SharePoint installations are problems of implementation This refers to all of the processes that . organize, SharePoint can provide a lot of business value. SharePoint is also a very extensive product that contains many features that can cause problems. organize, SharePoint can provide a lot of business value. SharePoint is also a very extensive product that contains many features that can cause problems