SharePoint Planning: A Labyrinth of Choices

Copyright © 2015 Earley Information Science1 Copyright © 2015 Earley Information Science
SharePoint Planning:
A Labyrinth of Choices
V4
Presented by: David J Pileggi Jr.
David.Pileggi@earley.com
SharePoint Saturday New York

Copyright © 2015 Earley Information Science2
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Introduction

The Real Introduction
• Computer Science degree from University of Central
Florida
• Professionally working in the IT industry for 12 years
• Working specifically with SharePoint for last 9 years
• Taught several SharePoint 101 classes
• Designed SharePoint solutions for more than 30
Companies Ranging from Regional to Global
• Member of Boston SharePoint Users Group
• Avid Alpha/Beta tester SharePoint and otherwise

Setting Expectations
• Why vs. How
• Clarity
– Hardest Level 100 you will attend… EVER!
– Why your early choices can steer your outcome awry
• Direction
– I hope to direct you safely away from common pitfalls
– Give an appreciation for the choices made to build your SharePoint
environment and what they could define later on
• Confidence
– Stories to give confidence
– Understanding the decisions you make to be able to take you on the
solution you have targeted

Foreword
Welcome to the choose your own
adventure, “The Case of the
SharePoint Deployment.” This story
is filled with interesting twists and
turns. The greatest thing is you will
be able have your own adventure.
Don’t read the book like a typical
book. At the base of each page you
will have a choice to make. That
choice will tell you which page to turn
to continue your adventured. Have
fun and remember there is no right or
wrong way. Or is there?
Goals of this Presentation
•Try to walk through many of the
main decisions a company may come
across
•Talk about as many good practices
as possible
•When we choose the wrong path,
we will talk about why the choice led
to that point
•Make this both informative as well as
enjoyable (Lets face it getting a lot of
information without entertainment
value can be trying)

Find the Why
Your company hears about this
SharePoint “Thing.” It sounds like a
good idea. You and a bunch of co-
workers are standing around the
water cooler talking about it.
“Hey Sarcastic Sally, how is the
paper your working on.”
“As good as an ulcer,” Sally retorted.
“Did you hear about that program
called SharePoint?”
“Stop smiling, the light shinning off
your teeth is going to blind me. Yeah,
it sounds cool.”
“Maybe we should look at the
business problems it could solve
before we move forward with it?” you
ask yourself out loud.
Sarcastic Sally scoffs. “It’s a cool
application, let’s just move forward.
You are such a worry wart.”
Go to page 21 if you agree with Sally
Go to page 37 if you want to follow
your own idea

The Problems of No Why
Your SharePoint environment is
installed and takes a life of its own,
causing chaos and mayhem
everywhere in your company. You
are blamed for the IT nightmare and
sent to a small town in Idaho to flip
burgers.
THE END

SharePoint Champion? Hot or Not?
You shoot back, “No, I think it will be a
good idea to figure out the business
problems we want to solve for the
company.”
“Like what?” asks Jeff from accounting.
Sally and you watch him drain half the
water cooler bottle of its contents into his
water bottle. “Well, Sally already gave us
one. She is having trouble collaborating
with her team. The paper they are working
on isn’t as easy as it should be. So
collaboration is a big one I would think.”
“Oh, sorry to hear that Sally, but we
have our own problems,” Jeff informed us.
“How so?” Sally inquired.
“Well, we have all of these reports we
are forced to do, but they are so time
consuming, I don’t have time to do what I
am supposed to do.” Jeff wrinkled his
nose.
“The enterprise version of SharePoint
has Excel Services and BI capabilities,” I
offered. “That could be another business
problem we could solve initially.”
“Do you have an executive sponsor?”
Jeff wondered.
“We are IT, why would we need that?”
Sarcastic Sally snapped.
“To get funding and support.” Jeff said
defending himself.
Go to Page 13 if you want to get an
executive sponsor.
Go to Page 25 if you agree with Sally

Oh no you didn’t!
Oh no, SharePoint has been
considered a rogue project. Lack of
funding has landed us in trouble. We
are forced to use an old Commodore
64 and two TRS 80’s to try and build
the environment. The project and
idea has died before it could even go
forward. A walk to the water cooler
for you and Sally is now known as
the Walk of Shame.
THE END

Which way do I go? Which way do I go?
A dream team is put together with
Sally and yourself as a part. A month
of careful planning and work on the
governance document. You and Sally
are commissioned with researching
the install routine by creating a test
environment.
Sally is getting impatient and suggest
to do the Stand Alone Install. There
are two other potentials. What do
you want to do?
Go to page 17 for the Cloud
Go to page 33 for Host in House

Virtual vs. Physical: News at 11
You leave Sally to regain your
senses. As you walk down the hall,
you run into Eddie who was known as
‘Crazy’ Eddie from the infrastructure
team. He greets you in as if he’s
talking through his nasal passage.
“Your going to build this SharePoint
environment completely virtual right?
Going virtual is the way to go. Woot!”
To slowly back away and go physical
Go to page 3
To use a hybrid model go to page 23
To go “totally’ virtual go to page 55

What Install Path to Choose
A dream team is put together with
Sally and yourself as a part. A month
of careful planning and work on the
governance document. You and Sally
are commissioned with researching
the install routine by creating a test
environment.
Sally is getting impatient and suggest
to do the Stand Alone Install. There
are two other potentials. What do
you want to do?
Go to page 17 for Stand Alone Install
Go to page 33 for Full Install

Stand Alone… Really?
You have chosen a very limited
installation. You will only have 2GB
of space to contend with in the
environment, but you figure by the
time the company needs to upgrade
the environment to be able to expand
on the space SharePoint’s value will
be known.
You have become a underground
hero for the ability to flip the switch
on a wizard. Giver yourself an atta-
boy.
THE END

Governance… Boundaries
“I guess I have to agree with you Jeff, but
where are we going to find an executive
sponsor? That is going to take forever.”
You wince at the thought of trying to
approach the “High C’s.”
“Jackie, my boss will probably jump at
the chance. She is the CFO and knows
how painful the reports are. Being in
control of the money, I am sure she will find
a way to fund the project as well.
Especially if you throw in pretty charts and
graphs.” Jeff laughed. Apparently he
doesn’t understand body language,
because both Sally and mine would have
told him Jackie was right behind him.
“I heard that!” she exclaimed. Jeff
jumped almost spilling his water bottle.
Fortunately Jackie was grinning. “He is
right though, I live on
charts and graphs. I will be happy to
sponsor this project as long as our
needs are on the top of the list.
When can you get the application
installed? The sooner or the better.”
“Well, we should probably put
together a governance document to
keep this thing in control,” Sally
suggested.
“That is going to take a while isn’t
it?” Jackie pouted a bit.
Go to Page 27 if you decide to keep Jackie
happy and install right away
Go to Page 5 if you decide Sally is right

No Governance = No Good
Your SharePoint environment is up
and running for several months. Best
practices were not hit for the install,
but trying to keep Jackie happy you
pushed forward. Once released to
the end users the application known
as SharePoint became a scary beast
of untold proportions that could not
be controlled. Welcome to the IT
nightmare.
THE END

Space! The Final Frontier… It’s Cheap?
The databases you inherited are
behemoth! No quota’s in the wild
west does not work. When you ask
some of the infrastructure team if
they were concerned, their answer
was, “No! Space is cheap now!” Not
a great answer to be sure, not to
mention a DR nightmare if as you
recall when walking into a downed
environment.
Enforce quotas on the new farm Go
to page 19
Try to use Site Pruning Go to page
23

Not in my house!
You have begun an exciting journey,
the governance document you
helped put together has given you
direction. You have begun to put
together a solid farm. There is a lot
more ahead of you, yet your
confidence is steadfast. Time to turn
to configurations.
To use all the out of box
configurations Go to page 19
To customize your configurations go
to page 23

Security! Walk this stuff out, please!
Things are coming together nicely,
but one thing you need to do is try
and stop the wild west mentality of
the company. The security is looser
than a hippy convention in the middle
of an unused pasture. Everyone has
admin rights to everything. Oh yeah,
that has got to go, but to what level?
Back to the governance committee.
Wild West Rules! Go to page 75
Introduce the Sheriff Go to page 81

Bite Sizes is Good
Sally walks in exasperated. “These
people are going to drive me to go
professional in lawn darts!”
“What’s wrong?” you ask.
“They want everything happen at the
release. That’s a week away and
they keep adding new functionality
they find on the internet!”
Go with the phased approach Go to
page 29
Do everything to make everyone
happy page 37

Potential Evils
You are greeted at the door on you
first day working at Acme Anvil by the
CIO. You find it a little odd until he
starts speaking. “We are happy you
joined our team! Our SharePoint
person left 2 weeks ago and
SharePoint has been down for the
last business week!”
You suddenly get that nasty bile
feeling in the back of your throat.
Battle stations! Go to page 81
Run to Canada… go to page 43

After the Fact
You realize you have just stepped
into a huge mess. You just came to
at your desk. Apparently you fainted
just walking in the front door.
Apparently this happened a lot to the
previous SharePoint admin because
the security guard at the front desk
carried smelling salts on him at all
times. Never a good sign.
You weigh your options. You can try
to just keep the environment up and
running, keep it from crashing, and
sustain the status quo or take the
initiative to fix the problems. This bull
is a lot bigger than the company you
dealt with. Where do you even
begin?
Try to just keep your head above
water Go to page 51
Take the bull by the horns Go to page
57

Information Architecture? Taxonomy?
Finding things in the current
environment… yeah right! When you
first came to this company, you
casually browsed SharePoint, or at
least tried. There was no direction,
no rhyme or reason for links,
navigation or sites. What a disaster.
Your eye is still twitching. The
governance committee is going to
breathe a sigh of relief when this is all
done.
Bring a solution to the governance
committee Go to page 71
Leave the mess alone Go to page 93

Folksonomy vs. Taxonomy
You didn’t realize the level of tempers
that would be raised during the
meeting you were holding to try and
gather facts for the SharePoint
environment. Folksonomy!
Taxonomy! Tastes Great! Less Filling!
Really people? This could get ugly.
Go with Taxonomy Go to page 91
Choose Folksonomy go to page 55
Be a Rainmaker by going Hybrid Go
to page 107

Is there a Librarian in the house?
Ok, the battle of Folksonomy and
taxonomy has finished, but now there
is a void with the solution your
company has chosen to work with. A
gate keeper who understands words
and grouping of those words. Not to
mention Search needs a watcher too.
Both could fall in the same job, but a
librarian? How do you move
forward?
Request for a resource requisition Go
to page 95
Try to take it on yourself to maintain
Go to page 31

Talent Up
You have finished the first phase of
your SharePoint deployment. End
users are foaming at the mouth to get
onto your farm and play. Solutions
released are being celebrated and
used. Rumors of your success has
gone outside the walls of your
corporation. You receive an email
from Acme Anvils down town. They
want you to work for them!
Continue to work here Go to page 57
Work for Acme Anvils Go to 73

Migration is Good
You are approached by multiple
people in the cafeteria. Despite the
fact the SharePoint environment had
been down, they are all clamoring
they want to upgrade to SharePoint
2010. The same people that were
complaining from the time you
walked in the door until you brought
SharePoint back on-line.
Approach the governance board
about a upgrade/migration Go to
page 33
Continue to try and work with the
current version Go to page 67

Calling all cars!
Things have been going very well,
now is the time to release the new
and improved SharePoint
environment to the company. One
thing is needed though.
Communication! Time to call on your
champion and corporate
communications tag team. You sit
back and breathe a sigh of relief. Its
been a long road, but you survived!
The End

What we do – Help organizations make information more findable, valuable and
usable through taxonomy, metadata, information architecture
Earley Information Science Overview

Events and Communities
• Taxonomy CoP – http://bit.ly/Taxonomy-CoP
• IA Experts - http://bit.ly/IA-Experts
Linked In
• SharePoint IA Group:
http://tech.groups.yahoo.com/group/SharePointIACoP/
• Taxonomy Group:
http://finance.groups.yahoo.com/group/TaxoCoP
• Search Group:
http://tech.groups.yahoo.com/group/SearchCoP
Yahoo

31
Find more on our
website:
www.earley.com/k
nowledge
Looking for
more info on
taxonomy &
information
architecture?

Upcoming E&A
Webinars
Topic Date
Lost and Found Through Trial and
Error - Search Lessons Learned
09/24/14
1:00 to 2:00pm ET
Six Critical Success Factors for
Managing Your SharePoint ECM
Program
09/25/14
1:00 to 2:00pm ET
Check out our website for registration:
http://www.earley.com/training-webinars

Q&A

Final notes and resources

35
Contact:
David J Pileggi Jr.
Senior Consultant
David.pileggi@earley.com
www.earley.com
• Customer Service Systems
• Product Information Management
• Knowledge Management Portals
• Master Product Taxonomy
• Omnichannel Information Integration
• Digital Asset Management
Enterprise Taxonomy
and Information
Architecture for:
@DavidPileggi
Thank you !

SharePoint Planning: A Labyrinth of Choices

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