So You're Building an Intranet

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7 Αυγ 2012 (πριν από 8 χρόνια και 11 μήνες)

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So You’re Building an Intranet

Becky Bertram

Independent SharePoint Consultant, SharePoint Server MVP

With contributions from Mike Henthorn

Covenant Technology Partners, St.

Project Planning

Evaluating Scope and Granularity

Stakeholder = person footing the bill

Important to prove business value and ROI

This person is sometimes more concerned with dollars
and cents than usability. Usability must translate into
cost savings.

user = person using the system once it’s build

This person doesn’t care how much the system cost.
They care if it helps them do their job better.

May not have an eye on the big picture. May wish they
could post pictures of their pets on their My Site more
than whether the site saves the company money.

Stakeholders vs. End Users

Important to get input from both stakeholders and
users (but not necessarily at the same time).

Stakeholders have final say in what gets built, but
they must understand needs of their users.

Find representatives throughout your organization
who know their business processes for their
particular area/department.

Find tech
savvy “champions” who are excited about
technology and are not afraid of change.

Steering Committee

Users either love or hate what they currently have,
but it will serve as their frame of reference.

It’s important to get people to dream, whether that
means giving them hope that something better is out
there, or opening their eyes that there might be a
better way of doing things than they have done
things for the last decade.

A key to getting them to dream is to show what’s
possible. Demoing gives people more understanding
than talking about SharePoint’s features.

The Curse of the Past

When working with stakeholders, they might
continually whine or lament that the new system
lacks what either their current system does, or some
system they worked with at another job.

Set the expectation that SharePoint is not
, Fill

Sell SharePoint, but don’t oversell it. It won’t do their
laundry or buy their groceries. It’s a tool, and it can be
customized for their needs.

The Curse of the Past, Continued

Import for everyone to feel heard. Take a note of

they wish to see.

Begin a process of group prioritization.

If this is done as a group, everyone gets a vote. If the
loudest person insists on a priority, but it becomes
apparent it’s only important to them when it comes to
the voting process because it only gets their one vote,
it’s hard for them not to understand if it doesn’t get

Primarily stakeholder(s) get a greater vote than
everyone else. Dems da berries.

Requirements Gathering

Create a matrix of: costly, important, cheaper,
unimportant. Prioritize the requirements along this


Costly and important

Costly and less important

Less costly but more

Less costly and less

A house needs a foundation before you can hang the

When calculating “important” things, think about
things that cannot be easily changed once you start
your implementation.

How users authenticate

Number of site collections

Retention policies

Base content types

Server location (hosted or on

First Things First

Easier to start with limited functionality and add it
later. Too much functionality too early:

ncreases the chances that users are overwhelmed and
quickly disregard the whole system

Increases the chances that users don’t know how to use
the system properly and make mistakes, causing
frustration and limited usage of system.

Because of increased complexity, causes increased
maintenance for site and farm administrators, who are
new to this system as well.

Better to start with limited functionality with a
strategy for expanding functionality later.

Starting Small

People hate change, by and large

To get people excited about using the new system, work
to get their “buy
in” earlier than later. Do it

building the system. Don’t present them with a shiny new
system and than be disappointed when they don’t care
about your pet project.

Ways to get buy

Periodic updates on project’s status. Perhaps this is in an e
mail, a newsletter, etc. Prepare people for this new change
that will happen.

Periodic demonstrations of new functionality

Solicit feedback during the process

Encouraging Adoption

…they will not necessarily come.

A SharePoint site must present users with a better way of doing
their job than they do it now.

No Outlook = no e
mails at work.

No SharePoint = business as usual (i.e. e
mailing documents, e
discussion threads, etc.)

People will NOT voluntarily add meaningful content to the site if
they are not assigned it as a part of their meaningful job tasks.
Make sure people understand this is a priority and not just “one
more thing” they have to do. (Wikis, blogs, discussion boards seem
like a great idea until no one uses them. )

If You Build It…

Planning your Site

This has an effect on a number of things:


Server load



How many people need training?

How many people will need to be administering the
content on the site?

How will you find your “champions”?

Number of Users

How many logical sites will be built? The
smaller the granularity, the greater the

You might need one public facing site

You might need one intranet portal homepage

You might need 5 departmental sites

You might need 100 team sites

You might need 300 My Sites

Scope and Frequency

Object model, navigation, browser tools, only work
within one site collection. Better user experience
when one site collection is used.

Monster big site collection = monster big database =
bad disaster recovery scenario

Reasons for splitting site into site collections:

Smaller DB sizes, i.e. faster backup and restore scenario
per DB.


Expiration and deletion

Number of Site Collections

My Sites (Quota, permissions, OOTB)

Project or team sites (Quota, expiration)

Ad hoc sites (Quota, expiration)

heavy sites (Database size)

When do multiple site collections
make sense?

Will your site need to support more than one

Will the infrastructure team need to install language

Will you be using site variations?

How will the translation process work?

lingual Sites

Ad Hoc: Nearly anyone can create a site, create lists, add or
remove content, etc.

Controlled content creation: SharePoint Administrators,
Site Administrators put in place to limit who gets to create
or modify content.

Publishing sites: Greatest level of control; usually only
Content Owners are given permission to create content;
page templates are pre

Spectrum of Control

Ad Hoc


Advantage of enabling Publishing in your site:
branded look and feel, more pleasant Web

Disadvantage of Publishing: meant for public facing
Web sites, primarily. Can be inconsistent user
experience if Publishing pages used for news stories
while list views are used for lists, etc.

Blended approaches:

Publishing and collaboration are layered in the same site

Publishing in one site collection, collaboration split off in
another area of the site

Publishing or No Publishing, that is
the question

Benefit of SharePoint is that it allows for distributed
use and maintenance.

For it to be effective, responsibility must be

How much centralized control do you want to cede in
order to encourage distributed ownership?

Depends on job responsibility or initiatives of end users

Maybe means making a distinction between “official”
and “unofficial” content. (Workflows, or publishing vs.
publishing sites.)


Think task over org chart

People come to a page or a site because they are trying
to accomplish something

Logical structure is also tied to security

Key to effective content management is creating
multiple ways to retrieve the same data

Metadata, metadata, metadata:

Sorting, grouping, filtering on lists

Relevant search terms for data retrieval

Content queries

Site Organization

Columns: At the global level, emphasize search
ability and
ability. At the list level, emphasize sorting,
filtering, grouping, etc.

Content Types: Can be used for workflows and policies, as
well as a collection of columns or document templates.

Global vs. local

Fewer the better

Take advantage of content type inheritance

Base content type at the top

Inherited content type at the list level

Content Types and Metadata

Custom Search Scopes and/or Search Tabs

Customized Advanced Search page

Customized Results

Customized Refinement Panel

Canned Searches


Approval workflows

Sequential or parallel

Who’s in the workflow groups?

Are you using a Records Center? Are you archiving
content? Do you need to set up routing rules?

Are you implementing expiration policies on your


Social media components can be implemented independently of
one another.

Personal Features

Memberships, such as SharePoint sites and distribution
lists; Colleagues, such as the My Colleagues list and colleagues
recommendations; My Links; My Personalization links, such as
personalization site pinning; and User profile properties

Create Personal Site

a My Site Web site, which includes a personal, private
My Home page and a public My Profile page

Use Social Features

social tags, Note Board, and ratings.


Social Media

Each user’s My Site is a new site collection. Possible to
make changes to a site collection before it’s created.
Doubles the effort or more to make changes to existing
site collections after the fact, as well as provide for
changes in new sites to be created in the future.

How does management feel about My Sites? Do they see it
as “wasting time”?

How will you monitor the content that people publish? Are
there policies in place if someone misuses their My Site?

Storage space estimate and quotas should be in place
before enabling.

My Sites

How will you get content from your existing site (if
you have one) into your new site?

What’s the process of scrubbing data before bringing
it over?

Migration options:



party tool

Content Migration

Audience targeting is not the same as security

Do you want to target content to specific audiences?

Can make users more interested in the site because they
only see relevant content

Can also anger people if they want to see content and
feel like they were excluded in any way

What are the rules for setting up those audiences?

Will content owners take the time to actually target

Audience Targeting

Planning your Infrastructure

On premises

Hosting Company



How many servers of which type? (Web front end,
application server, database server)

Do you have a development environment? Staging?

Is your hardware virtualized or not?

Will you be extending the site’s availability outside
the firewall?

Alternate access mappings

VPN access

Will you be applying security certificates to the site?

Server Architecture

If you’re hosting in
house, do you need to order more

Do you have
the appropriate software

What will the URL(s) for your site be?

Plan Ahead

Server 2010 supports authentication methods that were
included in previous versions and also introduces token
authentication that is based on Security Assertion Markup Language
(SAML) as an option

Supported authentication


based authentication

SAML token





What is right for me?

Classic mode

This is the same as used in 2007

Kerberos is still used

No support for Forms or SAMAL Token


What am I doing

Who is my customer

Authentication cont.

What is supported under each Authentication Mode

mode or Claims







Claims Only

authentication (using)


database or other

or third
party membership and role

SAML token
authentication (using)



Windows Live

party identity


Authentication cont.

Best Practice Guidance


Only if you have a need for one of the following




Use it if you don’t have a need for the above

Important: Classic
mode web application’s can be
converted to Claims with PowerShell but, Claims
cannot go back to

Authentication cont.

Authentication = Are you who you say you are

Authorization = What do you have permission to see
and do?

Who has permission to do what in your site?

Does everyone get to edit everyone’s content, or do
people get to only edit content within their own

Does everyone have permission to view everyone else’s


If users are being stored in Active Directory, which system will be
used as the user identity management location?

SharePoint 2010 now allows for SharePoint to read or to update
AD info.

Will users update their own personal profile info?

Who will maintain the user groups?

Adding people to SharePoint groups directly is not very scalable
but works for smaller environments (of several hundred users).
Benefit: SharePoint administrators don’t need to contact IT
people every time a change is made

Simply adding an AD group to a SharePoint group means users
are managed within AD. This is helpful if you already have a
system for managing users in AD. It’s also more scalable, and
ultimately, allows AD to be used for what it’s intended: user

User Management

Are there external systems you want to connect to?

How will you authenticate with them?

Will you use the BCS?

Are you using additional applications like SQL Server
Reporting Services, or Microsoft Project? Does this
affect your authentication requirements?

Are you wanted to install any third party SharePoint
products, such as imaging/scanning plug
ins, server
management tools, etc.?

External Systems and Applications

Ad hoc site creation

Delegated site creation

Centralized site creation

Sites defined by a feature, site template or definition

Request form for new sites

Site Creation

What is the disaster recovery SLA?

in products or third party products?

Where are the backups being stored?

Physical Media?

Cloud Storage?

Disaster Recovery

Planning Customization and

What skillset do you have to build and maintain your
solution in

Are you planning on building your solution in
or outsourcing the development to someone else?

If so, how will you maintain the application after it has
been built?



Code can be stored in a code
repository, providing better
disaster recovery

Repeatability; code can be tested in one environment,
propagated to next

Does not customize content


Requires SharePoint developers

Requires investment in development tools (Visual Studio) and
development hardware.

Bottom line: Good approach for enterprise solutions.

SharePoint Development


Easy to use. Don’t have to be super
technical to use it.

Little development effort. Cheap way to create a nice


Making changes directly to content database

Must make changes directly to production database

Cannot test changes in lower environment. Changes must be
made again in production, all over again

Customizes content

Bottom line: Good for small sites with limited technical
expertise on staff, provided a good disaster recovery plan is
in place.

SharePoint Designer

Investing in People

“Train the Trainer”

“Champion” or site administrator trains others in
department; delegated training

Online or contextual training

learns, etc.


What type of team do you have to support the

What type of SharePoint administration training needs
to take place before taking over the day to day
management of the system?

Administration Needs

Who is responsible for the ongoing support of the
site, once the initial training has been completed?

Are you going to use an existing Help Desk/ticketing

Are current Help Desk folks prepared to support

Is there an SLA in place for resolving issues?

Ongoing Support

Wrap Up

How are you going to celebrate the
launch of a FANTASTIC intranet site that
knocks everyone’s socks off?

Where’s the Party?

SharePoint Server 2007 Best Practices

Bill English

Microsoft Press

Association for Information and Image

Helpful Resources

This is a time to ask questions, or to share
with others in the room about your own
experiences of building an intranet.

What worked?

What didn’t?

Questions and Answers