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SHAREPOINTPRACTICAL IT STRATEGIES FOR ENTERPRISE COLLABORATION /// MAY 2009

GOVERNANCE

Quantifying the Success ofYour SharePoint Governance PolicyJustify the time and expense of creating a governancedocument by showing what SharePoint has accomplishedin your organization. BY BRIEN M. POSEY

MANAGEMENT

How toMonitor YourSharePoint EnvironmentSharePoint’s services are tightly integrated, so creating a multi-dimensional monitoring strategy is a must to ensure the entiresystem’s availability. BY SHAWN SHELL

IMPLEMENTATION

Integrating DocumentManagementSystems IntoMOSS 2007Make SharePoint 2007 your primary document management systemand keep your existing content. Learn three approaches for documentmanagement systems integration. BY AGNES MOLNAR

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MORE THAN EVER, organizations are asking their IT shops to defend projects thatrequire any sort of investment. You know that you need a SharePoint gover-nance document, but how do you justify allocating time and resources to itwhen both are in short supply?It may not be easy, but it’s necessary. Get some valuable pointers from

Microsoft MVP Brien M. Posey on how to build top-level support for SharePointgovernance in “Quantifying the Success of Your SharePoint Governance Policy.”Have you considered making Microsoft Office SharePoint Server 2007 your

primary document management system? If so, what will you do with your oldsystem? You could migrate all of the content from it, or you could leave thatsystem in place and integrate its content into your new SharePoint environment.SharePoint MVP Agnes Molnar walks you through some options in “Integrat-

ing Document Management Systems Into MOSS 2007.”As SharePoint becomes a critical component within your enterprise, you’ll

need to keep tabs on it to make sure that it’s meeting its potential. The biggestmistake that SharePoint administrators make is monitoring only SharePoint.They forget that SharePoint has a lot of moving parts. So keeping an eye onSharePoint means checking all of its components—such as Active Directoryand SQL Server. Read “How to Monitor Your SharePoint Environment” by Share-Point guru Shawn Shell for tips on developing a multidimensional strategy thatwill keep SharePoint alive and well.How is your installation going? Got any SharePoint tips to share? Send me an

email at [email protected]. �

2 SharePoint May 2009

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Justifying SharePoint GovernanceBY CHRISTINE CASATELLI

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Cathleen Gagne, Editorial Director, [email protected] Casatelli, Editor, [email protected], Copy Editor, [email protected] Koury,Art Director of Digital Content, [email protected] Brown, Publisher, [email protected] Larkin, Senior Director of Sales, [email protected]

TechTarget, 117 Kendrick Street, Needham, MA 02494; www.techtarget.com©2009 TECHTARGET.ALL RIGHTS RESERVED.

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MORE ORGANIZATIONS are starting torealize the importance of having asolid SharePoint governance policy inplace. As such, it is becoming morecommon for them to invest a signifi-cant amount of time and resourcesinto making sure that their SharePointgovernance documents thoroughlyaddress their organizations’ needs.But whenever you put a lot of time

and money into a project, it becomesjust a matter of time before someoneasks whether or not the project wasworth the investment.Quantifying the success of your

SharePoint governance policy is notan easy task, but it has an importantpurpose. Even before the current eco-nomic downturn, many organizationsthought of their IT departments as anexpense rather than an asset.With companies laying off employ-

ees in record numbers, it’s a bad thingwhen any employee is not considered

to be an asset. Although you may notbe able to completely shed this unfairimage of IT, you definitely don’t wantto draw attention to the departmentby making bad business decisions.When someone from top manage-

ment asks you why 200 man-hoursand $5,000 in legal costs went intoproducing a SharePoint governancedocument, you had better have agood answer.So how do you justify the resources

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»GOVERNANCE++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Quantifying the Success of YourSharePoint Governance PolicyJustify the time and expense of creating a governance documentby showing what SharePoint has accomplished in yourorganization. BY BRIEN M. POSEY

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Quantifying thesuccess of your Share-Point governance policyis not an easy task,but it has an importantpurpose.

that went into producing your Share-Point governance document? Andhow can you quantify your gover-nance policy’s success? There are noeasy answers, but there are severalangles that you may be able to usewith senior management.

Regulatory compliance. If yourorganization is subject to any of thevarious federal regulations pertainingto information management, thendefending your SharePoint gover-nance plan is easy. Just make surethat the document addresses regula-tory issues. You can use the argumentthat you did what was required by

law. Enough said.

Legal protection. SharePoint gover-nance plans often include an accept-able use policy. Having such a policyin place may offer your company adegree of legal protection if anemployee were to upload somethingillegal to a document library. You maybe able to make the argument thatthe fines and legal fees associatedwith getting caught with illegal mate-rial would far outweigh the cost ofcreating a governance document.

Fewer help desk calls. If your goalis to be able to quantify the success


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ManagementSystems IntoMOSS 2007 It’s the Law

Here are some of the many regulations that cover SharePoint usage:

� Sarbanes-Oxley Act applies to accounting information in spreadsheets.

� Health Insurance Portability and Accountability Act applies to protectedhealth information related to treatment, payment and operations activities.

� North American Electric Reliability Corporation Cyber Security Standardsapplies to critical cyber assets, such as network topologies and operationalprocedures.

� Gramm-Leach-Bliley Act applies to financial information that commonlyoccurs in customer databases and spreadsheets.

� The Payment Card Industry Data Security Standards applies to credit carddata stored, processed or accessed in any way through the SharePoint sys-tem. —SEARCHWINIT.COM

of your governance plan by compar-ing the cost of producing a SharePointgovernance document against thereturn on investment, then the bestplace to start may be at your organi-zation’s help desk.A governance policy typically dic-

tates the acceptable use of Share-Point resources, and it usuallyrequires employees to use documentlibraries in a uniform, specified man-ner. Once employees begin to interactwith SharePoint in a uniform mannerthat is proven to work, you may see adecrease in help desk calls.Various research firms have pro-

duced estimates as to how mucheach help desk call ultimately costsan organization in terms of resourcesused, lost productivity and things like

that. You may be able to use thesefigures to justify the costs that wentinto producing the SharePoint gover-nance document. Even if the reduc-tion in the number of help desk calls

hasn’t offset the cost of the gover-nance document, you may be able toshow evidence of substantial savingsover the long term.

Better use of resources. A Share-Point governance policy typicallystates what the SharePoint serverscan and cannot be used for. Becausea server has a finite amount of diskspace and CPU power, such a policycan help ensure that the server isbeing used in the intended manner.This can save an organization moneyin the long run because using serverresources responsibly adds time to itsuseful life and keeps you from havingto upgrade or replace the server assoon.

Continuity of business. Althoughmost medium-sized and large busi-nesses have a disaster recovery policythat addresses continuity of business,SharePoint-specific disaster recoveryprocedures can and should be docu-mented as well. SharePoint documentlibraries often contain critical data,and there is a cost associated withlosing that data or with the serverbeing down for an extended period oftime. You may be able to justify thecosts of creating a governance docu-ment by explaining that the docu-ment creation process forced the ITdepartment to develop detailed con-tingency plans that will save the com-pany money if a disaster ever strikes.


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ManagementSystems IntoMOSS 2007 Once employees

begin to interact withSharePoint in a uniformmanner that is provento work, you may seea decrease in helpdesk calls.

In a lot of ways, the justification fora governance document is a lot likethe justification behind implementingSharePoint in the first place. If yourorganization is using SharePoint, youmust have had some good reasonsfor employing it. If those rationalesworked before, they will probablywork now.Maybe your organization needed

a good content management tool, ormaybe it needed individual depart-ments to be able to create websiteson the fly. Whatever the reason,somebody used it as a justificationfor implementing SharePoint.You may be able to use similar

reasoning to justify your SharePointgovernance document.For instance, you might be able to

say that the organization invested alot of money in a SharePoint deploy-ment in order to accomplish a specificgoal. Your governance document en-sures that you remain focused on thatgoal, and it will prevent your Share-Point resources from being squan-

dered on unimportant projects.A SharePoint governance document

probably will not contribute directlyto a company’s bottom line, so try to

focus on areas in which having thedocument helps to save costs. Youmay also be able to focus on waysthe document may be able to insulatethe organization from the fallout fromvarious legal situations. Ultimately,it can be really tough to quantify theresults of your SharePoint governancepolicy, so you may have to get cre-ative. In the end, it will be worth theeffort. �


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ABOUT THE AUTHOR

BrienM. Posey has received Microsoft's Most Valuable Professional award five times forhis work withWindows Server, IIS, file systems/storage, and Exchange Server. He has servedas CIO for a nationwide chain of hospitals and healthcare facilities and was once a networkadministrator for Fort Knox.

The justification for agovernance document isa lot like the justificationbehind implementingSharePoint in the firstplace.

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AS SHAREPOINT BECOMES a more criticalcomponent of your infrastructure, italso becomes a service that needs tobe more closely monitored to ensureits availability. But many organiza-tions mistakenly try to treat Share-Point like other application servers,such as SQL Server. The reality is thatSharePoint can be incredibly morecomplicated.The most common misconception

is that it’s SharePoint that you have tomonitor. This false belief will lead mostoperations personnel to overlook thefact that SharePoint is really a combi-nation of services that act together.Because these services are tightlyintegrated, your monitoring strategyneeds to be multidimensional.So what do you monitor? Start with

SharePoint’s core dependencies.SharePoint is dependent on servic-

es that provide different functions tothe core SharePoint services. If any of

these core dependencies fails, it willcause SharePoint to cease workingand seriously degrade your Share-Point farm’s ability to service clients.Above all, you need to ensure that allof the following services are availableand that SharePoint is able to lever-age them:

1. Windows:Without Windows,SharePoint wouldn’t work at all. Sothat means you must be vigilant andmonitor all event logs to ensure thatthe OS is performing as expected.Event logs can be a great indicatorthat patches haven’t been appliedbecause errors in the event log willoften point to issues with yourSharePoint infrastructure.

2. Active Directory:Whether youuse forms-based authentication orActive Directory for authenticatingusers, Active Directory is a require-

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How toMonitor YourSharePoint EnvironmentSharePoint’s services are tightly integrated, so creating amultidimensional monitoring strategy is a must to ensurethe entire system’s availability. BY SHAWN SHELL

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ment for server-to-server communi-cation. SharePoint uses several serv-ice accounts and needs to communi-cate with AD to validate thecredentials it uses for those accounts.The critical accounts include theSharePoint service account and thesearch account. SharePoint applica-tions may also have unique accounts.If SharePoint is unable to authenti-

cate these accounts, the farm will

come screeching to a halt prettyquickly. If you use AD for yourauthentication provider, it alsobecomes a critical source of profiledata and will leverage the searchaccount to periodically gather thatdata, adding it to SharePoint’s profilestore.

3. SQL Server: Everything in Share-Point is stored in a SQL database. As


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SQL Server maintenance is keyto peak SharePoint performanceContrary to popular belief, SQL Server is not a self-healing system. Properand regular database maintenance is essential to keeping it running at peakperformance. SQL Server 2005 and SQL Server 2008 have an easy-to-useGUI that can be used to set up your database maintenance plans with no cod-ing required.In order to create your SharePoint maintenance plan, connect to the SQL

Server using the SQL Server Management Studio and bring up the objectexplorer. Under theManagement Folder you will see Maintenance Plans.Right-clicking onMaintenance Plans and selecting NewMaintenance Planwill bring up the editor.When setting up a basic maintenance plan, two objects will give you the

most bang for the buck: the Reorganize Index Task and Update StatisticsTask. Add those into your SharePoint maintenance plan and set up the Reor-ganize Index Task to run first by dragging the green arrow from that object tothe Update Statistics Task object. Fix the settings within the objects to yourserver and instance, as well as your SharePoint database or databases. It'seasier to simply select All User Databases and schedule the maintenanceplan to run weekly or monthly as you see fit. —SEARCHWINIT.COM

a result, if SQL Server ceases to func-tion, SharePoint will quickly follow.So you must ensure that SQL Serveris not only functional but that theSharePoint Web Front End can com-municate with it as well. Make surethe service accounts that SharePointuses have the appropriate access tothe various databases—primarily theSharePoint_Config database and sec-ondarily the content databases asso-ciated with eachWeb application.

4. Internet Information Server(IIS): SharePoint is aWeb-basedapplication server. It relies on theIIS configuration and on the servicebeing fully operational. Dependingon the complexity of your SharePointenvironment, IIS will be configuredwith one or more application poolsand one or more IIS websites.There may not be a one-to-one

relationship between an applicationpool and website, but central admin-istration and the Shared ServicesProvider will probably have dedicatedapplication pools—or at least theyshould in a production environment.Other Web applications, like yourmain portal site or your My Sitesapplication, may or may not havededicated application pools. This isespecially true if you have “extended”Web applications.Take care to map out the relation-

ships and the corresponding applica-tion pool identities. Keeping tabs on

their status and response to requestswill be key to ensuring SharePoint isavailable to your end users.Beyond dependent services, there

are a number of direct SharePointcomponents that are worth monitor-ing. Like dependent services, all ofthe following are more or lessrequired for SharePoint’s operation:

SharePoint’s Timer Service. The“automatic” things that SharePointdoes really aren’t all that automatic.In fact, many of the processes thatoccur in a SharePoint environmentare the result of the Timer Serviceand the related timer jobs definedin central administration.The Timer Service is a trueWin-

dows service that is responsible forinitiating this job. It generally runs

every five minutes, but it could shutdown or become inoperable for afew different reasons. Most oftenit’s the result of some authenticationproblem with the identity it uses.


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SharePoint is a Web-based application server.It relies on the IISconfiguration and onthe service being fullyoperational.

This is a service that you shouldmonitor. If it’s not running, it’s notlikely to be noticed immediately, butwhen users don’t get their alerts,you’ll get calls.

SharePoint Search. Even withWSS,SharePoint has a search service run-

ning. TheWSS search and the add-onMOSS search are used for indexingcontent as well as importing profiledata. If these services are inoperableor inconsistently available, you’ll

almost immediately begin seeingissues with your farm, ranging fromevent log entries to inoperable searchto your profile imports failing.If you want to keep your users

happy and SharePoint hummingalong, create a program for monitor-ing the items identified here. Whathasn’t been addressed are applica-tions built on SharePoint or key add-on tools like backup and recovery pro-grams. All of these elements shouldalso be monitored. Talk to you ven-dors to understand how these com-ponents can be included in your mon-itoring program.

SharePoint Content Databases.There’s a known performance limitfor SharePoint’s content databases.In general, you shouldn’t let thesedatabases exceed 100 GB. Your sitewon’t come crashing to a halt if youexceed that limit, but you will beginto notice performance degradation.Content databases are associatedwith an application, and you can havemultiple data. �


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ABOUT THE AUTHOR

Shawn Shell is the founder of Consejo Inc., a consultancy based in Chicago that specializes inWeb-based applications, employees and partner portals, as well as enterprise content manage-ment. He has spent more than 20 years in IT, with the last 10 focused on content technologies.Shell is a co-author of Microsoft Content Management Server 2002: A Complete Guide (Addison-

Wesley) and the lead analyst/author on the CMSWatch SharePoint Report 2009.

Even with WSS,SharePoint has a searchservice running. TheWSS search and theadd-on MOSS searchare used for indexingcontent as well asimporting profile data.

IF YOU USE SharePoint, you’re probablyfamiliar with its document manage-ment functions—opening, creatingand uploading documents, versionand permission management, contenttypes and so on. Because of its docu-ment management capabilities, manyadministrators are looking to makeMicrosoft Office SharePoint Server2007 (MOSS 2007) their primarydocument management system(DMS).If you are one of them, be sure to

conduct a business system analysisbefore you deploy a MOSS 2007document library. The analysis willtell you what to do with your previousdocument management system. Per-haps you should migrate all of its con-tent, or perhaps you want to leave theold system in place and integrate itscontent in the new SharePoint envi-ronment.Although migration is a valid

option, consider an integrated option.When choosing integration, first askyourself what you’ll need to integrate.Documents are more than simplefiles. Their file format—such as.doxc,

.txt or .pdf—content and metadataare also important. Decent DMS soft-ware handles those parts and makesthem available to end users.Also determine what type of inte-


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Integrating DocumentManage-ment Systems IntoMOSS 2007Make SharePoint 2007 your primary document management systemand keep your existing content. Learn three approaches for documentmanagement systems integration. BY AGNES MOLNAR

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Because of itsdocument managementcapabilities, manyadministrators arelooking to make MOSS2007 their primarydocument managementsystem.

gration will best meet your businessneeds. Document management sys-tems integration methods fall intoone of the three following categories:

eDocuments and metadata arestored in the external system, andyou just need a way to presentthem within the SharePoint inter-face.

r External documents come fromdifferent places—for example,from file sharing or an externaldatabase—and its metadata isstored in SharePoint lists.

tDocuments are stored in Share-Point libraries, but there’s anexternal database for metadata.

Using the frame integrationmethod. Sometimes you just needa simple way to present yourWeb-based document management sys-tem within MOSS 2007. If that’s thecase, use the frame integrationmethod.To do so, insert a Page ViewerWeb

Part that has an iFrame and have thesource point to your old integratedWeb-based document managementsystem. Using frame integrationallows you to integrate systems with-out any custom development. Never-theless be careful because in thiscase you have to maintain at leasttwo systems simultaneously—Share-

Point and the external DMS—and youmay encounter some issues with, forinstance, permission management.

Integrating external documentswith metadata stored in SharePointlists. There are many document man-agement systems, but all of them arebuilt on several types of documentstorage: file system and custom data-base, among others. These types of

storage are responsible for storingand organizing the documents andmaking them available to the DMSsystems.If you decide to keep your external

document management system inplace, use its external document stor-age and connect it to SharePoint listitems that contain the metadata.Documents and metadata in Share-Point lists are linked to its externaldata source.The simplest way to connect docu-

ments to an external data source is tochoose the Hyperlink column in the


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If you need muchstronger integrationbetween the documentsand their metadata,third-party SharePointproducts can help.

metadata list that links to the relateddocuments. But if you need muchstronger integration between the doc-uments and their metadata, third-party SharePoint products can help.

Integrating SharePoint documentlibraries with external metadata.Because MOSS 2007 has strong

document management capabilities,many IT departments use it as a fulldocument management system. But,if you need complex data connec-tions, try installing a relational data-base and integrating it into the docu-ment libraries.This approach is much easier than

using lookup fields and other Share-


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What Is the Frame Integration Method?This type of SharePoint integration is not a “real” official methodology butrather a generic way of presenting an existingWeb-based application withinthe SharePoint interface using the Page ViewerWeb Part. This approach,under the covers, inserts an iFrame—hence the name—into aWeb Part pagewith the source pointing to your “integrated”Web application.

WHERE ITWORKS� in applications that don’t offer radically different interfaces from theSharePoint interface that wraps it.

� when you want to present a portion of some application that can operateindependently.

� with simple menu interfaces that launch otherWeb interfaces. It makesSharePoint the launch point but doesn’t restrict the user to operating insideof the SharePoint interface.

WHERE IT DOESN’TWORK� in applications that are incompatible with iFrame elements.� with complicated multi-interfaceWeb applications.� in applications that don’t have aWeb interface.

This approach works well for stop-gap measures to drive traffic to SharePointand when only a simple integration is necessary or possible. More complicat-ed interfaces don’t generally work. —SEARCHWINIT.COM

Point tricks for integrating. To connectdocuments with their external meta-data, try using Business Data Catalogcolumns to integrate. You can alsoapply some custom code, such ascustom fields or Web Parts, if needed.The more SharePoint-based prod-

ucts you deploy, the more benefitsyou’ll receive. Whatever integration

method you choose, know this: Thereis no silver bullet, and no one knowsthe right answer to all DMS integra-tion issues. The three methods out-lined here can work in several busi-ness environments and meet differentbusiness needs. Conducting a thor-ough business analysis will showyou which method to use. �


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ABOUT THE AUTHOR

AgnesMolnar is a Microsoft Office SharePoint Server MVP and has been working with Mi-crosoft technologies and SharePoint since 2001. She founded L&M Solutions, her own Share-Point consultant company in Hungary. She's been working as senior consultant and solutions ar-chitect and has led numerous SharePoint implementations for Central European companies.

Visit her SharePoint blog: http://dotneteers.net/blogs/aghy/

Choosing Document LibrariesWhen it comes to document management systems, the document librariesare much stronger than external tools for the following reasons:

� When using content types, you can differentiate your documents from eachother and make your system easy to extend.

� SharePoint’s out-of-the-box version management capabilities provide aneasy way to manage every minor and major item.

� The built-in Document Information Panel lets you manage document prop-erties in Office applications such asWord or Excel. You can also customizethe information to fit special requirements. You can, for example, divide thefields into separated groups or insert a company logo into the panel.

� SharePoint’s workflow capabilities let you implement even complex busi-ness processes related to the stored documents.

With document libraries, SharePoint’s built-in permission managementcapability enables you to administer all content accessibility.

http://dotneteers.net/blogs/aghy/

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