Scaling ECM on SharePoint 2010Garth Luke – AvePoint GM / VP

Garth Luke

• Over 14 years experience in technology sector• Helped accelerate delivery of AvePoint’s

solutions to global market and promote global SharePoint adoption (USA, EMEA, APAC)

• Extensive knowledge of SQL, web development, and I.T. infrastructure management

• @GarthLuke on Twitter

Vice President of Sales, and General Manager, AvePoint : Australia, New Zealand, South Africa

Garth Luke : GM / VP of Sales

AvePoint, Inc

Garth.Luke@AvePoint.com

@GarthLuke (Twitter)

AvePoint: Who We Are

Global Leader -- Microsoft® SharePoint

Infrastructure Management

“Clearly AvePoint is making the most of both Microsoft technology and the Microsoft Partner Network in its quest to create a profitable business.”

– Jon Roskill, Microsoft Corporate Vice President, Worldwide Partner Group© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior

written consent of AvePoint, Inc.

Business Users

Solutions Applications

OrganizationsDocAve Global Manager

MigrationVendor A Integration

Vendor B ManagementVendor C

ProtectionVendor D

Reporting Vendor E

OptimizationVendor F

Process

One Platform. One Install. All your SharePoint Management needs.

Agenda

• SharePoint Trending Re: ECM• SharePoint Human Capital for real world ECM• Governance and its effect on ECM Architecture• Information Management vs Architecture• How to design Architecture for real Business need• SharePoint Governance Controls• Scaling SharePoint Storage for ECM

The growth of SharePointM

ore

Valu

able

More Complex

Content Dump

Collab

B.I

Custom Apps

Enterprise Search

Work Flow Automation

ECM

Insert / Header & Footer to change

Other companies growth with SharePoint?

9

ECM

Custom Applications

B.I / Reporting

Workflow Automation

Collaboration

Content Dump

EnterpriseSearch

Ch

evr

on

Sie

me

ns

Sh

ell

Sa

nto

s

Wo

od

sid

e E

ne

rgy

BA

E S

yste

ms

Pe

psi

Ve

rizo

n

eB

ay

Fo

x M

ed

ia

Company

SharePoint Support

Resources

Chevron ~140

Shell100+

Wells Fargo200

Pepsi 6-8Managed Service

eBay~25

Verizon 10-22

Fox Media 9-20

Who is involved?

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

• Identify your constituencies– Business user– IT– Developer– Security– Finance– HR– Executive– Legal

– Project manager

• Who drives SharePoint and why?

• Who is impacted by SharePoint?

• Understand the dynamics of and between each of these groups

SharePoint Champion

SharePoint Strategic Advisor

SharePoint Architects

SharePoint Project

Managers

SharePoint Administrators

SharePoint Testers

SharePoint Developer

SharePoint Champion

Graphic Artists

Business Analysts

Change Champions

SharePoint Platform Marketer

SharePointTrainer

Community

SharePoint Executive Champion

Design the farm / solution architectures; Follow industry best practices; Advanced troubleshooting; final approval on testing

Guide all projects to success, follow the hardline of project delivery best practices

Helping advise on the direction of the strategy. Advise on all projects, investments and skill sets

Manage the ongoing day to day upkeep of the Farms and assets of the Farms from the application level upwards

To ensure and execute process oriented testing mechanisms in order to deliver flawless deployment

Build custom applications that fall in line with projects solve and that deliver to business needs

Understand the business, the business needs and challenges, and help build projects that can deliver to the business

Making sure that change management becomes a full time exercise and make sure user adoption happens smoothly

Look and feel, “The brand”, ensuring a constant look and feels between platforms and ensure ease of use.

Market the platforms and the applications to the business as part of the business strategy

Ensure users and management have the skills to deliver

Someone that can drive the SharePoint initiative internally, get people talking, institute innovation and feed back to the Business analysts

Staffing Requirements for ECM Systems

Balanced Skill Sets

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

Utilize core, in-house operational support resources

Managed services (outsource / offshore)

Automated 3rd Party Tools

Governance Committee

CORE SKILL

What is SharePoint governance?

“

”

Governance defines the people, processes, policies and

technologiesthat deliver a service

What is governance?

Governance Defines• Service management

– IT assurance (SLAs : BackUp, Restore, HA, DR)• Information management

– Security & compliance (Policy for Permissions, Access, compliance)

• Information architecture– Content hierarchy, metadata (Changes Made & how)

• … among other things

Does governance affect farm architecture ?

• You cannot architect a farm without governance input

• You cannot create a governable service without a solid architecture

• Governance policies drive– Farms– Web applications– Content databases– Site collections– Sites, lists, libraries & folders

Just a few examples

• “My team in [Location] must be able to collaborate locally”– Create a separate farm for users in [Location]

• “Only my engineering group should be able to upload large AutoCAD drawings”– Create a separate web application for large docs

• “I need to ensure our HR department’s content is secured”– Create a separate site collection for HR

Requirements for ECM Systems

• System must be:– Able to Integrate with current infrastructure– Scalable– Flexible/Extensible– Usable/Encourage Adoption

• System must allow for efficient: – Capture– Content Storage – Access and Delivery– Preservation (Records Management)– Management

18 © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

Information Architecture vs. Management Information Architecture

• Organize and describe content– Metadata– Structure– Relationships

• Inputs– Knowledge Management team– Librarians– Content owners– Subject matter experts (SMEs)

• Outcomes– Site map (navigation)– Taxonomy– Search– Targeting (audiences)

Management

• Manage the content & service– Access levels (permissions)– Lifecycle– Storage

• Inputs– Information management policies– IT usage policies– Regulatory environment– SLAs

• Outcomes– Access levels– Records management– Compliance– Performance

Requirements lead to a distributed architecture for ECM

Management controls and scopesFarm

Web Application Service ApplicationZone

Content DB

Site collection

Top-level site

List/Library

[Folder]

Item / Document

Sub site Sub site

Service Application

Configuration and

Data

Data Storage

SLAs

Blocked File

TypesSSL

Ownership

(Full Control)

SharePoint Service Isolation

Quotas

Features

Security Permissions

Features

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRITNew Product

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

New Product

Security Permissions

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRITNew Product

Features

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

New Product

Site collection

Quota

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

Content DB

Storage Management

New Product

Site collection

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

Content DB

NEWPROD

Maximum Upload Size

New Product

Site collection

Requirements lead to a distributed architecture

Farm

COLLAB Service AppZone

Content DB

Site collection

Departments

List/Library

[Folder]

Item / Document

Engineering HRIT

Content DB

NEWPROD

Farm

Service Isolation

New Product

Site collection

Requirements lead to a distributed architecture

Site Collections Examples

Site CollectionsFarm

TEAMS Service AppZone

Content DB

Site collection

Departments

Engineering HRIT

Site CollectionsFarm

TEAMS Service AppZone

Content DB

Site collection

IT

Site collection

Engineering

Site collection

HR

Site CollectionsFarm

EXTRANET Service AppZone

Content DB

Site collection

Clients

Client A Client CClient B

Site CollectionsFarm

TEAMS Service AppZone

Content DB

Site collection

IT

Site collection

Engineering

Site collection

HR

Governance Controls: Farms• Code isolation

– Dev / Test / Staging / Production• Access

– Public-facing web site– Extranet in Cloud: Partners & Customers

• Geoperformance– Collaboration farm(s) with team sites

• Feature and process isolation– Enterprise SharePoint farm with intranet and enterprise services

• Enterprise services: search, metadata, social (User Profiles, My Sites)

– Premium farm(s) for custom applications

We don’t have a test farm? No… You don’t have a production farm!

Governance Controls: Site Collections

• Ownership• Administration• Quotas• Locks• SharePoint Designer restrictions• Features• Sandbox Solutions• Search settings• Audit settings• User & group management

Multiple scopes

Governance Controls: Content Databases

• Storage Management– Location of database– Redundancy– Backup SLAs– Recovery SLAs– Remote BLOB Storage (RBS) with FILESTREAM

provider• PowerShell delegation

Scaling SharePoint Storage for ECM performance

Growing ECM Systems

• Problem begins with initial migration

• Need data for legal retention

• SLAs still cover ALL SharePoint content

Dat

a in

SQ

L Se

rver

Year 0 Content

Year 1Collaboration

Year 2Development

Year3ECM

Active Content Stale Content

© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

RBS Test Environment Specs

Test Environment Servers:

• 4-5 Web Servers (Web Front End servers) running SharePoint 2010SP1,

• 1 Visual Studio 2010 Load Test Controller,

• 6 Visual Studio 2010 Load Agents,

• 1 SQL server running SQL 2008R2

• 2 Media Servers running Windows 2008R2 SP1.

RBS Performance Results As RBS removes some I/O operations from SQL Server, the overall CPU load that SQL Server generates with BLOBs going directly to RBS is significantly less than the same workload running against a native SQL Server BLOB store.

RBS Reduces SQL Server CPU Usage

RBS Relieves SQL Lock Pressure:

RBS Reduces the Read Test Time for a Mixed Workload

RBS Reduces the Write Test Time for a Mixed Workload

RBS Increases SharePoint Scalability

RBS Improves the File Download Time

RBS Improves the File Upload Time

SharePoint Backup and Recovery

Binary File (OS / SharePoint)

System Configurations

Externalised Data (BLOB)

SharePoint Configurations

Customisations

Content• Content DB

• Search Index

• Web Application

• Site Collection

• Site

• List/Library

• Folder

• Item/Document

• Version

• Metadata

• Central Admin DB

• Config DB

• Hive

• GAC

• Gallery

• Site

Definition

• Solutions

• Cust.

Features

• IIS Metabase

• IIS Settings

• Web.Config

• InetPub

• Monitor SharePoint’s health globally• Protect valuable SharePoint assets• Simplify Restore process

Monitor Health and ensure global protection

Join us right after the event at Firehouse Grill for a free drink, kindly provided by AvePoint and Rackspace! 1765 East Bayshore Road East Palo Alto, CA 94303 (Next to Nordstrom Rack). Drinks to be provided by…..

Don’t Forget SharePint