Collaboration Internal and DMZ TLG Product analysisx

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Dec 4, 2013 (3 years and 4 months ago)

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Product
Analysis

[Company name]




Product name:

Collaboration Internal and DMZ

Prepared by:

Melissa Cipriani

Modified date:

1/12/2011

MDR Owner:

Click here to enter
text.

Organization
:

The Linc Group

E
-
Mail:

Melissa.cipriani@thelincgroup.com

Phone:

949
-
748
-
5036




Product: Collaboration Internal and DMZ

Note: This analysis is written for the 2007 version of SharePoint



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Table of Contents

1

PRODUCT OVERVIEW

................................
................................
................................
.....

3

1.1

Product Technology Overview

................................
................................
...............................

3

1.2

Product Requirements

................................
................................
................................
...........

4

1.2.1

Specific Functional Requirements

................................
................................
..................

5

1.2.2

Performance Product Requirements

................................
................................
.............

7

1.2.3

Development and Customer Commitment Requirements

................................
............

8

1.2.4

Compatibility Requirements

................................
................................
..........................

8

1.2.5

Physical Requirements

................................
................................
................................
...

9

1.2.6

Support and Training Requirements

................................
................................
..............

9

1.2.7

Pricing and License Requirements

................................
................................
.................

9

1.2.8

Miscellaneous Product Requirements

................................
................................
.........

10

1.3

Product Requirements Summary Prioritization Table

................................
..........................

10

2

PRODUCT FEATURES AND

BENEFITS MAP

................................
................................
......

13

3

PRODUCT SCHEDULE

................................
................................
................................
....

15

3.1

Product Schedule and Critical Milestones

................................
................................
............

15

3.2

Alpha & Beta Stage Testing Plan

................................
................................
..........................

16




Product: Collaboration Internal and DMZ

Note: This analysis is written for the 2007 version of SharePoint



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1

Product Overview

In this section, provide a general description of the product, its purpose, and
functionality.
Explain how this product fits in to the overall corporate product strategy. Include architectural
diagrams, if appropriate.

We use Microsoft Office SharePoint Server for our internal and external (DMZ) collaboration
environments. We hav
e several SharePoint Portals in each environment with a specific set of
purpose and users.
The Portals are used to provide our employees, customers, franchisees, and
vendors with a secure and robust environment in which to share information and interact o
n
different levels of business processes.

O
ur internal collaboration Portal

is used to collaborate with co
-
workers
within an office,

department
, business unit or shared

discipline
. Our external or DMZ collaboration Portals are
used to collaborate with cus
tomers, vendors, customers and other industry alliances.

Through
the Portal,
users can collaborate one to one or one to many depending on the scope and purpose
of their usage.

The capabilities of SharePoint work together to help us respond to the changi
ng needs of our
business. With SharePoint, our users can share ideas and expertise, create personalized
solutions for specific needs, and find the right business information to make better decisions.

Our organizational structure and

the many offices we ha
ve across the nation and abroad make it
necessary for a collaboration solution to exist. It is one of the most powerful solution that
differentiates us from the competition.

The key word in the use of this product is collaboration.
Employees can send in
formation in an email with attachments but that is not true collaboration.
Once information is sent in an email; it is no longer controlled and centrally managed. The
ability to have one version of information that users can always rely on is paramount t
o the
effectiveness of collaboration.

1.1

Product Technology Overview

[P
rovide a description of the technology and innovation found in the product. Also describe the
technologies that will be employed in producing the product
.]

Microsoft Office SharePoint ma
kes it easier for people to work together across business units
and offices. The ability to share documents in a library with a co
-
worker in another state or
delegate tasks to a subordinate in a different country
, are fundamentally essential to the succes
s
of any organization with multiple offices and external relationships.

SharePoint is a powerful, easy to deploy infrastructure that has helped us be more productive.
Its flexible deployment options allows us to customize the system to allow our employees

and
users to do their jobs effectively in a secure environment. With centralized administration and
Product: Collaboration Internal and DMZ

Note: This analysis is written for the 2007 version of SharePoint



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management features, we have the confidence of a controlled environment that is ready to
respond to any business need.



Built on ASP.NET framework and only

runs on Microsoft Windows Server



SharePoint Server works with Microsoft IIS web server



SharePoint
Farms can host web sites, Portals, intranets, extranets, internets, web
content management systems, search engines, wikis, blogs, social networking, business

intelligence, workflow, as well as provide a framework for web application development



SharePoint requires a database and only works with Microsoft SQL Server or SQL Server
Express database



SharePoint works with Active Director
y

for user provisi
oning and
management

1.2

Product Requirements

[I
n this section, describe the features and functions required for the product. This section lists
what the product does and reflects what the user sees or how t
hey interact with the product.]

Features

-

All
:

These featur
es are common to both our internal and external environments.



Collaboration


allows teams to work together effectively, collaborate on and publish
documents, maintain task lists, implement workflows and share information through
the use of libraries, anno
uncements, lists, etc.



Social Computing


users can share information with peers with the same interests and
expertise through the “My Site” and the use of blogs and wikis.



Enterprise Content Management


easily extends content management to every
informat
ion worker through integration with familiar tools such as the Microsoft Office
system (Word, Excel, etc.).



Business Process and Forms



SharePoint provides built in workflow templates to
automate approval, review and archiving processes. InfoPath Forms

Services, which is
part of Office SharePoint Server 2007, extends our reach to users that do not use
InfoPath by allowing them to fill out forms in a common browser or even an HTML
enabled mobile device.



Business Intelligence



provides an infrastructure
that makes it easy to for decision
-
makers to access information anytime, anywhere.
Using PerformancePoint Server,
dashboards and scorecards with direct integration from the data sources are published
for user consumption. Out of the box features like KPI

Lists and Excel Services provide
power users with an easy to deploy option.



Enterprise Search



increases productivity and reduces information overload by
providing users the ability to find relevant content in a wide range of repositories and
formats. W
ith actionable search results that respect security permissions, SharePoint
lets users go beyond documents and across repositories to unlock information, find
people, and locate expertise in the enterprise.

The use of Search Scopes and Best Bets
help narr
ow down search results further based on rules set by our organization.

Product: Collaboration Internal and DMZ

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Features


External or DMZ Only:



TLGDMZ Username Provisioning Solution


to make the process of creating and
providing user names and passwords for our external users a much user
-
friend
ly
process, an off the shelf product from Bamboo Solutions was deployed in all the DMZ
SharePoint servers. This allows users with proper rights the ability to create DMZ
domain user names and passwords for their own set of users without the assistance
fro
m the IT department. While CORP domain users can only be provisioned by the IT
staff using Active Directory, DMZ user names are generated at will by authorized users.



Sending Emails to Libraries and Lists from an External Email Account


libraries and
lis
ts in the tlgfam1 server can receive emails from a non
-
Linc email account

1.2.1

SPECIFIC FUNCTIONAL
REQUIREMENTS

[I
n the table below, replace the sample text with a list of the product features and functions.
Each product requirement should link to a market requ
irement listed in the MRD
.]


REQUIREMENT

DESCRIPTION

PR Identifier

PR.Collaboration.001


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Product: Collaboration Internal and DMZ

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Directive

Provide the requirement’s directive: a statement that describes a
facet of the product. The directive is an
instruction, guiding what
the product does or has. Directives are phrased: “Products
shall/should provide . . .”

PR.Collaboration.001


provide
s

users with a secure environment
to
collaborate on and publish documents, maintain task lists,
implement
workflows and share information through the use of
libraries, announcements, lists, etc.

PR.Collaboration.002


provide
s

users with a centrally managed
document management capabilities thereby eliminating multiple
file shares and personal hard drives; perm
issions are centrally
managed in AD and decentrally managed at the Portal/team site
level. SharePoint’s ECM include integrated records management
features that give us the ability to store and protect business
records in their final state.

PR.Collaboratio
n.003


provides search functionality that
leads
users to the information they need thereby reducing frustration
and increasing productivity

PR.Collaboration.004


provides power users (EASI) with the
ability to publish workflows using SharePoint Designer,

or
personalize OTB workflows to review documents, and enable
information management policies for document retention;
provide advocates with the ability to publish web browser forms
in the DMZ.

PR.Collaboration.005


provide power users with the ability to

publish dashboards using PerformancePoint, SQL Server
Reporting Services and Report Center, and PowerPivot; provide
users with the use of easy to deploy scorecards using KPI Lists
and Excel Services. See more information on BI in the BI Product
Analysis
document.

PR.Collaboration.006


provide all users with the ability to find
subject matter expertise

and

share information with peers of
common interest.

PR.Collaboration.007


provide authorized users with the ability
to create external user names and pas
swords and a user friendly
solution for changing and resetting passwords according to Linc
password expiration policies

Product: Collaboration Internal and DMZ

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Constraints

Provide all possible constraints or design limitations imposed on
the product, relevant to this particular product
requirement.

PR.Collaboration.001



No constraints at this time

PR.Collaboration.002



No constraints at this time

PR.Collaboration.003



at this time, Enterprise Search has not
been deployed in our SharePoint environment
; Search Scopes
and Best Bets are c
urrently in use

PR.Collaboration.004



No constraints at this time

PR.Collaboration.005



No constraints at this time; skills list are
currently being updated to make searching for SME’s easier

PR.Collaboration.006



A full blown social computing initiativ
e
has not been deployed; awaiting organizational policy and
SharePoint 2010 features

PR.Collaboration.007


No constraints at this time

MR Identifier

Provide reference to the related market requirement identifier
listed in the MRD. This is the cause for i
ntroducing this product
requirement.


1.2.2

PERFORMANCE PRODUCT
REQUIREMENTS

[L
ist the quantitative and qualitative demands placed by the user on the product. These
requirements reflect the need for certain levels of speed, usability, capacity, and scalability.

(See
the MRD for other performance requirements.
)]



Speed

o

Libraries


document, forms and picture libraries require the most bandwidth to
use and therefore, is the slowest to respond when users try to open or edit a file.
Depending on the user’s connect
ivity and PC configuration, the speed at which
libraries respond have been acceptable

o

Lists


lists such as issues log, task list, announcements, links list do not require
as much bandwidth; lists respond to users at a much faster rate

o

Pages


the speed at

which pages are rendered depends on their content; for the
most part, response has been at a very acceptable rate



Usability

o

It may be argued that the level of usability of SharePoint 2007 can be improved;
however, we are entering our seventh year of usin
g SharePoint and our users
have long acclimated to its features

o

Its features are not as intuitive to new users
;
in SharePoint 2010, the usability is
much more familiar to Microsoft Office users with features like the Ribbon,

Product: Collaboration Internal and DMZ

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o

Out of the box features are ea
sily personalized to fit the users’ needs and specific
business processes



Capacity

o

Our current SharePoint environment were deployed with default capacity settings

o

At the end of 2010,
we had some very impressive numbers reported for our Portal
usage
metrics.

Metric

Internal

External (DMZ)

Number of Hits

8.8 million

4.3 million

Bandwidth Used in MB/Day

98 mb on average/day

34 mb on average/day

Storage Used

688 gb

317 gb




Scalability

o

SharePoint’s ability to provide scalable solutions is one of its
most advantageous
strengths

o

Out of the box features can be personalized to fit different business needs and
processes

1.2.3

DEVELOPMENT AND CUST
OMER COMMITMENT REQU
IREMENTS

[P
rovide a list of the engineering demands placed by the user on the solution. These
requirements constitute the solution’s development environment. For example, for a software
product, these engineering demand include the development tools and API sets. Also include in
this section any commitments made to existing customers for specific f
eatures included in this
release
.]



Development or test environments for SharePoint are provisioned on an as needed
basis. We do not have a SharePoint dev or test box for MOSS 2007. In preparation for
our upgrade to 2010, we now have a test box for Shar
ePoint 2010.



In the use of SharePoint, what we refer to as Customers include our facilities or service
customers and our Linc Network and GHA Franchisees. Customers who opt for the use
of our Enterprise Management/Collaboration product, are given all the
features that our
employees enjoy, with the exception of access to master templates.

1.2.4

COMPATIBILITY REQUIR
EMENTS

[P
rovide a list of the conformance demands placed by the user on the solution. These can be
conditions that support the solution and constitute

the environment in which the solution will
operate. For example, for a software product, conformance demands can include operating
system platforms, GUI interfaces, and supported standards
.]



For internal users or employees:

o

Our internal users
are typica
lly employees who access the Portal using a Linc
issued PC which are configured according to the requirements and standards of
the systems our employees use

Product: Collaboration Internal and DMZ

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For external users:

o

External users are typically customers, franchisees, vendors or anyone working
on a non
-
Linc issued PC or off our network

o

The optimum configuration for using SharePoint is as follows:



=/>384K Internet speed connection



Windows XP, Vista or Windows 2007



1024 X 768+ monitor resolution



=/>Miscrosoft Office 2003 | Microsoft Office 2007 is

ideal for full Office
Suite integration



Pentium

4



1 GB Ram minimum



1.2 Gigahertz processor



Level 1 Web Browser:


Level 1 Web browsers take advantage of advanced
features provided by ActiveX controls and provide the most complete user
experience. Level 1
browsers offer full functionality on all SharePoint sites



Microsoft Internet Explorer 6.X (32 bit), or



Windows Internet Explorer 7.X (32 bit)

1.2.5

PHYSICAL REQUIREMENT
S

[I
f applicable, provide a list of market requirements that detail the solution’s desired
physical
attributes, such as size, weight, color, dimensions, and construction materials
.]



No physical requirements noted at this time

1.2.6

SUPPORT AND TRAINING

REQUIREMENTS

[L
ist the requirements that are based on implications that affect the need for user s
upport and
training structures because of the solution
.]



Support is available 24/7/365 by contacting our help desk



Issues can also be escalated to the following in this order:

o

Location Advocate or Supporter

o

Collaboration/EM Program Manager for functional
ity and usability issues

o

IT Staff for server or back end issues



Training is available and provided through:

o

Corporate University Course

o

Microsoft Training Resources

o

Enterprise Management Deployment efforts

1.2.7

PRICING AND LICENSE
REQUIREMENTS

[I
dentify pricing

and license requirements that support the requirements listed in the MRD
.]



Pricing and license requirements are handled by our IT Director



If more information is required, please contact John Denver, IT Director

Product: Collaboration Internal and DMZ

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1.2.8

MISCELLANEOUS PRODUC
T REQUIREMENTS

[List
all requirements not covered in other sections.]



None at this time

1.3

Product Requirements Summary Prioritization Table

[I
n the table below, list the prioritized requirements, as recommended by the product team. This
table can act as a quick reference guide
to the full product requirements data
.]


CATEGORY

PRIORITY

PR IDENTIFIER

DIRECTIVE

CONSTRAINTS

MR
IDENTIFIER

Collaboration

High

PR.Collaboration.001

Provide users with
a secure
environment to
collaborate on and
publish
documents,
maintain task lists,
implement
workflows and
share information
through the use of
libraries,
announcements,
lists, etc.


None at this
time


Product: Collaboration Internal and DMZ

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Enterprise
Content
Management

High

PR.Collaboration.002

Provide users with
a centrally
managed
document
management
capabilities
thereby
eliminating
multiple file
shares and
personal hard
drives;
permissions are
centrally managed
in AD and
decentrally
managed at the
Portal/team site
level.
SharePoint’s ECM
include integrated
records
management
features that give
us the ability to
store and

protect
business records
in their final state.


None at this
time


Enterprise
Search

High

PR.Collaboration.003

Provide search
functionality
across Portals,
which help lead
users to the
information they
need thereby
reducing
frustration and
increasing
productivity


At this time,
Enterprise
Search has not
been deployed
in our
SharePoint
environment;
Search Scopes
and Best Bets
are currently in
use



Product: Collaboration Internal and DMZ

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Business
Process and
Forms

High

PR.Collaboration.004

Provide power
users (EASI) with
the ability to
publish workflows
using SharePoint
Designer, or
personalize OTB
workflows to
review
documents, and
enable
information
management
policies for
document
retention; provide
advocates with
the ability to
publish web
browser forms in
the DMZ.


None at this
time


Business
Intelligence

Normal

PR.Collaboration.005

Provide power
users with the
ability to publish
dashboards using
PerformancePoint,
SQL Server
Reporting Services
and Report
Center, and
PowerPivot;
provide users with
the use of easy to
deploy scorecards

using KPI Lists and
Excel Services.
See more
information on BI
in the BI Product
Analysis
document.

No constraints
at this time;
skills list are
currently being
updated to
make searching
for SME’s
easier



Product: Collaboration Internal and DMZ

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Social
Computing

Normal

PR.Collaboration.006

Provide all users
with the ability to
find subject
matter expertise
and share
information with
peers of common
interest.

A deliberate or
pro
-
active
social
computing
initiative has
not been
deployed;
awaiting
organizational
policy and
SharePoint
2010 featur
es



External User
Provisioning

High

PR.Collaboration.007

Provide
authorized users
with the ability to
create external
user names and
passwords and a
user friendly
solution for
changing and
resetting
passwords
according to Linc
password
expiration policie
s

None at this
time



2

Product Features and Benefits Map

[I
n the table below, map the notable benefits the customer will receive to the product’s major
feature sets. This table should support the key customer benefits provided in the MRD
.]


FEATURES

ADVANTAGES

BENEFITS

Collaboration



Centrally managed internal
users



Back
-
up of data



Presence



Secure and safe
environment



Easy access to data
anytime, anywhere



Eliminates need to send
Product: Collaboration Internal and DMZ

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FEATURES

ADVANTAGES

BENEFITS

email attachments to
anyone with Portal access



Access to resources via
the
Portal or Communicator

Enterprise Content
Management



Centrally managed and shared
information



Integrated records management
features



Integration with familiar
Microsoft Office products



Eliminates multiple file
shares or personal hard
drives



Access to
information
anytime, anywhere



Gives ability to store and
protect business records in
their final state

Enterprise Search



Search functionality across
sites and Portals



Use of Search Scopes and Best
Bets



Leads users to the
information they need



Narrows down

search
results for faster and
better decisions

Business Process
and Forms



Personalized and out of the
box workflows



Fat and web browser forms



Automates business
processes which compels
standardization and
focuses participants on
tasks vs. policing
efforts



Eliminates tedious and
wasteful paper shuffling



Forms
compel process
standardization and easy
access to collected data

Business
Intelligence



Integrated features like
PerformancePoint dashboards,
SQL Reporting Services,
PowerPivot



Out of the box
features like
Excel Services, KPI lists



We can publish scorecards
that mine data directly
from the database source



Decision making process is
derived from “live” data



Out of the box features
give ease of use without
added expense

Product: Collaboration Internal and DMZ

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FEATURES

ADVANTAGES

BENEFITS

Social Computing



My Sites

lists all employees,
their skills, expertise and
interests



Share information with peers
of the same interest



Provides ability to find and
reach out to subject
matter experts across BU’s
and offices



Reduces the need to
outsource services that
may already
be available
within the organization


External User
Provisioning



Autonomy of user provisioning



User friendly password
management solution



Authorized users can give
access to their own set of
users without assistance
from IT



Users are not frustrated
when passwords need to
be reset


3

Product Schedule

[I
n this section, describe the estimated product timeline
.]

3.1

Product Schedule and Critical Milestones

[D
escribe the estimated product timeline, beginning at the start of the desi
gn and development
stage and ending with the official product launch
.]



Because our environment is already

up and running has been for a few years, when
a new group of users join our organization whether organically or through
acquisition, an Enterprise M
anagement Deployment is initiated. The schedule and
milestones are illustrated below.

Product: Collaboration Internal and DMZ

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3.2

Alpha & Beta Stage Testing Plan

Included in this deployment process is a guideline on “Creating a Collaborative
Culture”. This critical in the successful use of our

collaborative tools.

Title

Description

Communicate
objectives

Before your Evangelist or Advocate begins the EM deployment process,
your manager should communicate to your user population your
organizational objectives for deploying EM.


Prepare your use
rs by
discussing the following:

1.


Why are you deploying Enterprise Management?

2.


What value can your employees derive from EM?

3.


How does it impact their day
-
to
-
day activities? Put it a context that
is easily relatable to their world.


Establish rul
es and
expectations

Before commencing with the EM deployment process, management
must establish the rules and expectations with all your users.


Some
things to consider are:

1.


If you have a local file server, are you going to require that all users
trans
fer their files and documents onto the new Portal team site and
what point in the process are you going to require this?

2.


Are you going to require that users minimize the use of attachments
and start using links instead?

3.


Are you going to require tha
t all new hires go through the EM
training course?


Identify site
administrators

Enterprise Management by definition is the "delivery of information to
empower individuals, organizations, and systems".


An organization
who has deployed EM, specifically Sh
arePoint, can only be truly
empowered once their site administrators have been given the proper
training.


This training takes place during the hand
-
off process.


Use the
document in the link below as your guide in choosing your Site
Administrators.

Product: Collaboration Internal and DMZ

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https://tlgportal.thelincgroup.com/sites/lincware/em/EM%20Docum
ents/Deployment%20Process%20
-
%20Handoff%20Guidelines.pdf


Lead

by example

Once the site administrators are identified and trained, they must lead
by example.


Once the rules and expectations are established,
management and site administrators must be perceived as
practitioners.


For example:

1.


Send links vs. email
attachments

2.


Post discussions vs. sending emails when soliciting input from
multiple people

3.


Use meeting workspaces for recurring meetings

4.


Use an issues log to track tasks and issues

5.


When someone sends you an email attachment, upload the
docu
ment in the relevant department team site, and politely send a
link back with a note encouraging the use of links vs. email
attachments.


Decisions for the team

Some additional decisions that need to be made by the team during the
hand
-
off process are:

1.


Should the Site Collection Administrator be the only person who
have Admin rights to the main Home page?

2.


Who should be able to post Announcements on the Home Page?

3.


Who can create new team sites?

4.


Who is the Site Collection Administrator's back
-
up?

5.


Training for New Hires
-

required or not?

6.


Setting Alerts
-

minimum requirements for new hires?