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1. Mission Impossible? Help me Kill the File Servers, Public Folders, Notes, etc… and migrate to SharePoint.
2. 8+ Year SharePoint Veteran
5 Years in MS IT
2 Years in SharePoint Product Team
SharePoint Consultant and Trainer
6 Years @ TechEd Global
Loves to travel and eat weird things Who is Joel Oleson?
3. Agenda The Scene… End User Confusion
Goals
Requirements
Platform Break Down:
File Shares
Public Folders
Notes, etc…
Q & A
5. Introduction Growing Demands of the Business, CIOs, Architects, & Admins
Shrinking budgets
Regulatory compliance & legal liability issues
Data Needs to Be Consolidated and Managed
Information stored in email, shares, desktops, legacy apps is a key enterprise asset
They need to be shared & “findable” for reuse
6. Is this what your job feels like?
7. The Scene – End User Platform Confusion Workers faced too many choices for storing content
Content type
Audience
Purpose
Stage of Document Readiness
Accessibility
8. Or a chicken with it’s head CUTOFF?
9. Today’s IT Info Challenges
10. SharePoint Strategy
12. Recession Proof Goals These three pillars of common SharePoint project goals can help you in establishing concrete examples for your deployment.
First, is there financial reasons why you are deploying SharePoint? Are you trying to remove legacy applications already providing similar functionality? Are you trying to optimize existing business processes?
Second, standards can be enforced both in brand, style, and even in business processes.
Third, are you trying to build a new service to provide functionality not previously there. From Wikis, to my sites, and collaborative web applications, SharePoint site provisioning can be an empowering experience for everyone including freeing up resources in IT to help focus on optimization. Building a service will both help IT to scale, but also better define what is being provided to the business allowing them to focus their efforts in a manageable and scalable way.These three pillars of common SharePoint project goals can help you in establishing concrete examples for your deployment.
First, is there financial reasons why you are deploying SharePoint? Are you trying to remove legacy applications already providing similar functionality? Are you trying to optimize existing business processes?
Second, standards can be enforced both in brand, style, and even in business processes.
Third, are you trying to build a new service to provide functionality not previously there. From Wikis, to my sites, and collaborative web applications, SharePoint site provisioning can be an empowering experience for everyone including freeing up resources in IT to help focus on optimization. Building a service will both help IT to scale, but also better define what is being provided to the business allowing them to focus their efforts in a manageable and scalable way.
13. CIO Storage Vision (Utopia?)
14. Groups and Process Flow
15. Direction
17. Platforms with PurposeReduce the Overlap SharePoint Products & Technologies
Office Collaboration Word, Excel, PPT
Document & Form (XML) Libraries
Workspaces, Versioning & History
Presence & Membership
Surveys, Events, Team Calendars, Link Lists File Server (DFS)
Large Files
Large or Streaming Media Files – WMV, JPG, PNG
Databases, MDB, PST,
Archives: Logs, evts, Excel Calc, Dat
Executables, Scripts, Tools and Product Distribution
19. File Server TypesSharePoint
20. File Server TypesFile Server
21. Files by File Group on Disk in TBFile Server
22. File Server Top 10 Files by Count Sampling of 50 File Servers - 7.3 TB across 29 Million Files
23. File Server Top Files on Disk by Storage Size
24. SharePoint Top 10 File Types Sampling of SharePoint Farm - 2 TB - 2.5 Million Files
25. File Share (SMB) Network Utilization Only at 256 is Utilization impacting the time to loadOnly at 256 is Utilization impacting the time to load
26. SharePoint Network Utilization Utilization is significant up through 2MBUtilization is significant up through 2MB
27. Latency vs. Bandwidth Network Tolerance High tolerance for latency, loves bandwidth and utilization can play a factor.High tolerance for latency, loves bandwidth and utilization can play a factor.
28. Windows StorageNew File Server Features Better Windows Quotas
Microsoft Cluster Service (great w/ SANs & Virtual Server)
Domain & Stand Alone DFS
Site Costing
R2: DFSR, RDC
Client Side Cache (Offline features)
Volume Snapshots & Shadow Copy Restore
29. Structured and Unstructured Data
30. Public Folder Visualization
31. Myth #1 – Manage Email in Mailbox Folders Advantages of Using Mailbox to Manage Email
Information workers find it convenient Email feels safe
Email documents to themselves to store them in Exchange
Drag-and-drop files & emails into Outlook folders > PSTs
PSTs can provide offline access
PSTs can get around inbox size limits
32. SharePoint VS. Email Why Use SharePoint to Manage Email?
Centralize content on company servers
Supports sharing of email content across the enterprise
Body & attachment become searchable & reusable
Advantages of version control & history
Improved knowledge management
What is Microsoft IT Doing?
.MSG/.EML files = Top 10 File Type
33. Email Tips Tips & Tricks
Use content types to specify retention policies on content
.MSG files open in Outlook
Use custom metadata to improve “findability”
Don’t dump email into SharePoint
Storage nightmare
Users must decide which content is important
Metadata and decisions must be made when stored
34.
Are Public Folders Dead?
35. Myth – Public FoldersAre Dead No Need for Confusion…
February 20, 2006 – public folders may not be in next release
March 31, 2008 – public folders will be in next major release
36.
The Exchange Team Will Include Public Folders in the Next Version & Support Them for a Minimum of 10 Years: However, They DoStrongly Recommend SharePoint for Most Scenarios…
37. SharePoint vs. Public Folder Why SharePoint Instead of Public Folders?
Functionality overlap between Public Folders & SharePoint
Public Folders are in maintenance mode
Microsoft is investing heavily in SharePoint development
38. Real World at MS… What is Microsoft IT Doing?
Moving more content to SharePoint
Archiving and age limits on nearly all folders
No Net New without an exception…
Replication disabled to eliminate duplicate storage
Locking new folders down to exception-based requests
New provisioning requests pointed to SharePoint
Distribution list archiving most common exception
39. Public Folder Realities… Common Issues with Public Folders
Heavy time investment for Exchange Administrators
Common Concerns
Control
Performance
Scale & storage issues
Support
Duplicate File Shares and SharePoint
Security and privacy concerns
“Public” social dumping grounds an HR issue (pictures & music)
40. Tip #2 – Notes Migrations are simple to complex
41. Notes: Consider SharePoint for Applications Migrating from Lotus Notes?
Mail migration: it’s a no-brainer, Exchange
Application migration: strongly recommend SharePoint
Tips & Tricks
If you plan to customize SharePoint sites & site templates, look at Features & Solutions
Consider Third party tools to fill offline or replication gaps
Notes to SharePoint migrations: applications + email in Outlook
Works online & offline
42. Balance Flexibility with Control
43. Tips and Tricks Design
Design for list scalability (more on this later)
Bad Design: a folder called “Keep” or “Backup”
Good Design: a folder called “Legal Hold”
Use content types to set retention policies
Know what you are doing - it’s easy to end up with a mess
Test in preproduction environment first
Develop good workflows to manage new list requests
Design with support, search, and life cycle in mind
44. Flat Lists Don’t Scale
45. Default List Page Load is Inefficient
46.
With SharePoint, It’s Best to Limit the Number of Items in One List and/or Use Views, Folders, & Queries to Improve Performance
47. Scale Tips What is Microsoft IT Doing?
Set up scan to find lists > 3000 items
Read their whitepaper: “SharePoint Performance Optimization”
Tips & Tricks
Use Folders to break up content, < 2000 items per folder
Indexed Columns for quicker retrieval
Search Queries
Most efficient method of retrieval
49. More details… Further Reading on Performance & Scale Issues
“Working with Large Lists in Office SharePoint Server 2007” by Steve Peschka, Microsoft
testing to determine the performance of large SharePoint lists under different loads & modes of operation
“Plan for software boundaries (Office SharePoint Server)” on Microsoft TechNet
performance & capacity limits of SharePoint, & guidelines for acceptable performance
50. SUCCESS Comes from continual care and nurturing
You don't get business benefit once from SharePoint, it is a platform for continual innovation and business improvement
SUCCESS Comes from continual care and nurturing
You don't get business benefit once from SharePoint, it is a platform for continual innovation and business improvement
51. Pop Quiz (Scenarios & wrap up)What platform would you use? Linked Excel Workbooks
AutoCAD
Multi linked files (xp3)
Self Extracting Executable
Small database (mdb)
Large PPT (80MB)
Installation files for corporate installation of WinZip
CSV
Shared Calendars
Discussion
Survey
Corporate Video CEO Media presentation
52. Quest SharePoint Migration Tools
Public Folder Migrator
File Share Migrator
Notes Migrator
SharePoint 2003 to 2007 (Content Migration)
Quest Webparts (Designed for Rich Quick App Deployment with No Code)
Coming soon…
SharePoint 2007 to 2007 (for Restructuring)
Erooms
More at http://www.quest.com/sharepoint Announcing…
53. Cheers!