Janalent Sharepoint Series - Administration Management And Migration (part 2)

Janalent SharePoint

Administration Management and Migration (Part 2)

Our Name: Jăn’ə-lĕnt JANA: (Sanskrit prefix ) Sanskrit– oldest language in the eastern world

LENT: (Latin suffix) Latin – oldest language in the western world

“Knowing, understanding, knowledge, especially higher knowledge, science, wisdom; conscience, organ of intelligence or sense”.

“Full of” “One Who Does” “One who performs”

“Knowledge in this context is not belief or collected data: it is comprehension as a result of discernment and experience. It is true wisdom and understanding“.

Janalent Knowledge . Wisdom . Performance

Recognition •Microsoft Global Partner of the Year Winner 2009/10 •Microsoft Global Partner of the Year Finalist 2008/09 •Microsoft Regional Partner Award Winner FY 2009 Q1, 2, 3 and 4 •Awarded 7 Advanced Competencies, 12 specializations • • • • • • •

Advanced Infrastructure Solutions Network Infrastructure Solutions Information Worker Solutions Unified Communication Solutions Security Solutions Mobility Solutions Small Business Solutions

•Over 4 Million Exchange mailboxes deployed/migrated •Award winning Global Directory Design & Implementation

•Quest Software Platinum partner, globally-managed •NetApp Platinum Sponsor & CDP partner, globally-managed •Go-To partner for Microsoft, MCS, Quest, NetApp, & others

Customer Success Broad Sector & Industry Success    

Over 4 Million Users / Mailboxes to date Over 400 customers across all industries Deployments on five continents Global award recognition

Wrapping it up Key Take Aways… • Specialized, Industry experts

• Multi-phase solution approach

• Strategic, nimble, and creative

• Combining Hardware, Software, & Services

• Experience with over 400 similar engagements • Competitive value / pricing • Proven approach / methodology

• Unparalleled experience

Assessment & Readiness evaluation

Key Subject matter experts

• Collaboration Portal & Practicum based knowledge transfer • Increase capability breadth

• Demonstrate ROI sooner

Effective & efficient delivery

Global project experience & success

Transfer knowledge & drive next opportunity

What we learned so far … Business and Technology Drivers • • • •

Application landscape reduction Fewer support and maintenance Tighter integration into desktop application Less resources

• • • •

Reduce loss of knowledge Ability to stay competitive Increased revenues Accelerated “time to market”

What is needed at the core … • Single company driven program • Leadership support • Governance Body What is needed to get ready … • Current State Analysis • Business alignment

Design and Deploy SharePoint – Governance Body Representatives

Design and Deploy SharePoint – Governance Body Responsibilities

Functionality

Designing and Deploying SharePoint – Seek Simplicity and Standardization

Out of the Box

used by a small or selected group of users specific to a business or a process nearly 100% requirements satisfaction inflexible highest cost/user -

- used by the entire company - not specific to a business or process - 80% - 90% requirements satisfaction - limited customization - higher flexibility - lowest cost /user Cost/user

Customized application

Designing and Deploying SharePoint – Seek Simplicity and Standardization Manage “cloned” environments where possible • Infrastructure • SQL Database • Services • Web parts • Application delivery and support • Backup and recovery

Designing and Deploying SharePoint – User Policies and Service Level Agreement User Policies & Service Level Agreements are essential • Establishes success framework • Enables management • Facilitates measurement • Reduces complexity • Increases service satisfaction

Designing and Deploying SharePoint– Service Level Agreement Service Level Agreements • The SLA includes terms and conditions for:

Core Infrastructure Services: – Network Services (including DNS, AD) – Messaging (Email/IM) – HW support – Security SharePoint specific – Availability – Maintenance – Database Management – Backup and recovery

Designing and Deploying SharePoint– User Policies User Policies • Organizations and end users need to understand the boundaries so they can plan and work within them – Services Offering – Service Availability – Backup and recovery – Storage Quotas – Content, usage and retention guidelines – File Type blocking – Product limitations • Clear responsibilities for Site Owner, Site Collection Administrator and Team Site Administrator

Designing and Deploying SharePoint – A User Policy Example

Designing and Deploying SharePoint – User Involvement • Obtaining user support ensures adoption • Mirroring how employees do their jobs reduces barriers to adoption • Maintaining user participation through all phases ensures continued buy-in and support

Designing and Deploying SharePoint – Infrastructure Topology • High availability • Load Balancing • Demand based Sizing • Search and indexing • Storage

Designing and Deploying SharePoint – Bulletproof Release to Production A solid infrastructure: Development Testing Quality Assurance Staging Production

Designing and Deploying SharePoint – Bulletproof Release Management Release (to Production) Management Process • Release Request • Planning • Communications • Resources • Release Planning

Request

Communication

Resources

Release

What we learned so far … Design and Deploy • Governance • User involvement • User policies and SLA • KISS • Technology infrastructure • Topology • Database sizing and configuration • Back-up and restore • Release to production

SharePoint Management Challenges • Limited knowledge of SharePoint environment • Lack of capacity planning because of unknown shrinking storage • Poor network performance occurs because stealth usage is increasing • IT staff stretched thin because of rising support needs • Corporate compliance breaches because of unmanaged permissions

Tips and Tricks - Lessons learned from large scale deployments Content database • Ideal size • Number of team sites per content database Backup and Restore • Content database • Single site • Single document

Tips and Tricks - Lessons learned from large scale deployments • Someone deleted my document • Someone deleted my entire site • … can you install this little web part I developed for our group

What’s needed for a successful migration to a SharePoint environment? • • • •

Build a project team Identify migration targets Registration process Include owners and users and communicate

• Do not underestimate complexity, integration, and business impact • Content which violates the user, or system policy • System limitations

What’s needed for a successful migration to a SharePoint environment? • • • • •

Identify content that should not be migrated Balance manual versus automated migration Develop a migration review process Data validation after migration Coexistence during migration

• Communication, communication, communication!

Tips and Tricks - Lessons learned from a large scale migration • • • • • •

It can’t take a year to migrate! Yes it can! Up to 70 percent garbage, do not waste your space Establish “best practices” as part of the migration process Thoroughly test migration tools Leadership support Communication feedback loop

Janalent KM & SharePoint KM Solutions by ADE2 Phase Analysis and Alignment (Phase 1 and 2) • Opportunity Analysis & Readiness Assessment • KM and Business Strategy Alignment • Business Case preparation • Knowledge Capture and utilization analysis • Knowledge Mapping/Knowledge audit • Process Analysis, Design and Documentation • Functional Requirements Analysis • KM Supporting Technology and Tools Analysis Educate and Evolve (Phase 5 and 6) • Administrator and end-user training • Knowledge and IP capture training • Datacenter Operations consulting • Performance and Utilization Metrics • After action review

Design and Deploy (Phase 3 and 4) • KM Program Design • Business KM Process Flow Creation • KM system design • Taxonomy and controlled vocabulary design • Infrastructure architecture and topology • Security • Capacity planning • Storage Optimization • Business continuity/Disaster recovery • Implementation and migration • Datacenter Operations Consulting • Performance and Utilization Metrics