Posts Tagged ‘Intranet’

Sharepoint Environment Assessment Questionnaire

 Sharepoint Environment Assessment Questionnaire

The questionnaire is designed to assess the existing Sharepoint environment for Support transition and to collect key Information to propose the right support model for the transition

1.    Business

  • What is the primary business objective of the Sharepoint environment? (What needs of your business are met by the existing system – Communication, Collaboration, Knowledge Management, Enterprise Content Management, Document Management, Dashboards, Complete Intranet Solution, Extranet for suppliers, customers etc?)
  • Please share the status of all ongoing and planned activities for Sharepoint (Development, migration and upgrade)?
  • Please enlist the sites that are most critical to business?

 

2.    Sharepoint

  • What is the level of custom development on current Sharepoint environment? Please provide documentation.
  • Is there any custom development done by any other 3rd Party vendor? Do you have the source code, business requirements, design document, installation guidelines, and test cases for the changes?

 

  • Please provide us with the following statistics
    1. Total users for each Sharepoint Site on Production (Top level)
    2. Number of Top level sites
    3. What is the size of Content DB?
    4. What is the peak site usage in last one month?
  • Please share the Backup and Recovery Process?

3.    Infrastructure

 

  • Please provide details or preferably Physical and Logical Architecture Diagrams for Production, Staging and Development Environment

(Farm Topology, deployment diagrams, Virtual environment, Sharepoint version details, Directory Services)

  • Please enlist all Integration points (Interfaces) with LOB and other applications/ Software (Ex: imaging solution)
  • Please give a brief about all Web Applications and SSPs in scope.
  • Please provide the list of all 3rd party software (BPM, Search, Analytics, and BI – integrated to Sharepoint) installed?
  • Is any sort of load balancing done for the intranet?
  • Is there any mirroring done on Sharepoint DBs?

 

4.    Portals

  • Please share the brief about the most critical sites (in scope) on existing environment?
  • Please share the Site map.

 

5.            Content management

  • Please enlist the main kind of content (Text content, Documents, Images, flash, Audios, Videos, other formats)
  • Is there any other Content Management or Document management tool in place along with Sharepoint?

 

 

6.    Security

  • Are there any secured sites? (Using SSL, encryption)
  • What is the current Authentication mechanism? (Windows Authentication, Forms based Authentication or Kerberos, AD, LDAP )

 

7.    Team

  • Who is supporting the existing environment? Please provide existing SLA and priorities for incident management.
  • Please give a brief about team structure for Support (OS, Hardware, SQL server, Security, Exchange server, Sharepoint)
  • Do you have a distributed development team across multiple locations/geographies? Please provide details.
  • Do you have a distributed team of site owners?

 

8.    Support

  • What is the Support Type (L1, L2 or L3) expected?
  • Please provide the call flow process. Find below a sample process flow.

 

Call Flow Process / Diagram

 

Call flow

Call flow

 

 

  • Who is expected to make calls to Microsoft for support?
  • Is it expected to interact with end users for Support?
  • What are the support hours (time zones) and SLAs expected? What support coverage are you looking? (24*7, 16*5, or 8*5 ..)

 

Service Hours 

The below calendar defines the times that the SLA clock starts and stops (excluding P  0): –

 

Day Start  hours(EST) End hours(EST)
Monday    
Tuesday    
Wednesday    
Thursday    
Friday    

 

 

  • Do you have any system in place for Incident Management that is expected to use? If yes, please give details.
  • Please explain the Incident classification criteria. Find below the sample classification

 

 

     
  Definition Response Time from time of Incident Log Fix Time from time of Incident Log
P0 Impact on All Users /Risk to Business Continuity 10 mins Stay with it
P1 Impact on All Users /Secondary system down    
P2 Impact on Site or Dept / Significant problem preventing satisfactory operation    
P3 Impact on single User    
P4 Service Request/Advice required    
R5 Service Request/Planning    
R10 New starters/requisitions/supplies/bookings    

  

  • What is the mode of communication for Support (Email only, Incident management, Phone, Pager)?

 

  • What is the scope of proposed SLA? Please select one of the following.
    1. Large enhancement including custom development (20 person days or more)
    2. small enhancement in existing code ( Less than 20 person days)
    3. Trouble shooting existing development
    4. Admin support

 

  • Please share the SLAs/ OLAs with existing vendors for 3rd party software, Infrastructure, Exchange Server, Security, SQL Server, OS and hardware.
  • It is assumed that content and configuration DB of all Sharepoint sites are in scope for support. Please confirm?
  • Please confirm if following is out of scope for Sharepoint Support
  1. OS level support like Server Performance Management, Memory Management, Disk Space and SQL Server Uptime.
  2. Installation, Implementation, Deployment of any Software
  3. Design, Development, Implementation or any issue on Development and Test servers.
  4. Evaluation of any Software, Tool and Processes and Results
  5. Design, Development and Implementation of Proof of Concepts
  6. Development and Enhancements of 3rd Party Products
  7. Environment Management / Infrastructure Support
  8. Platform Troubleshooting
  9. Application Migration & Upgrades
  10. Optimizing search for website or any other design changes to website

 

 

  • Are there any development or migration projects that are currently in progress? What support is given to these projects by existing (Portal, or Sharepoint) support teams?
  • Is there any repository for knowledge documents, Incident Logs, RCA (Root cause Analysis)?

 

  • Please provide us with the following Support statistics (priority wise)
    1. Total calls logged for Sharepoint in last 1 month, 3 month and 6 months.
    2. How many Priority 1 calls were logged in last 1 month, 3 month and 6 months?
    3. Details about past SLA adherence,
    4. Summary of support tickets with case open age

 

  • Are there any alerting/ reporting requirements?

            (Daily Checklist, weekly report, performance monitoring report etc)

 

  • What are the Configuration management process/ guidelines?

 

Configuration management is a critical process responsible for identifying, controlling, and tracking all versions of hardware, software, documentation, processes and procedures of the information technology (IT) organization.

 

  1. Hardware
  2. Software
  3. Licensing
  4. Processes and Documentation

 

 

  • What is Change Management process?

 

Change Management is responsible for ensuring logging and control of all changes to managed components and, where appropriate, rejecting changes which do not meet standards at verification and changes that are deemed impractical following assessment.

 

Companies generally have a change management window when they allow the change requests to be deployed during a “Change Window” ensuring least impact on end users.

 

 

  • Are there user training requirements for educating the users about the sites. Need for webinars, training material, FAQs etc to facilitate the rollout and ongoing changes to the sites

Are you using your Sharepoint fully?

Are you using your Sharepoint platform fully?

No.. I guess. Thats why you are here reading this post. Don’t worry you are not alone. You are now a part of million strong family struggling with this question and that includes me also. I may not be able to answer your question but would try my best to give you some pointers for the way ahead.

In my last 5 years of experience with Sharepoint, I have seen customers coming back to me with the same expression and same question… “I think we are underutilizing our Sharepoint Environment. We know we can achieve more than that..but we don’t how to do it. Please help in creating a roadmap and provide us training of what Sharepoint is capable of?”

Well..before I answer that question, I would like you to tell me what you have been using Sharepoint for? Following are the most common Sharepoint groups you’ll find.

1. A department wide Intranet site for file sharing and collaboration and basic search

2. You have implemented it as Enterprise level Intranet and Knowledge Management system. Custom Home Page, limited Portal features, Knowledge Repository, collaboration tools (task management, project management ), My Site functionality

3. You have implemented Enterprise search, Outlook Integration, are using basic Reporting and Dashboards (KPIs and Report template), and Business forms using Infopath, Web 2.0 features like RSS, Blogs etc

Now if you can relate to user group 1, you can jump onto level 2 and 3 with some dedicated and organized efforts. One suggestion I always give to my customers is “Stick to what Sharepoint has given OOTB”. 80-20 rule is here to stay i.e. keep your custom development to a bare minimum. The more you explore you would find that you can do a lot with web parts like content query and Business data webparts.

If you belong to user group 3 category, you deserve kudos for atleast touching the most publicized features of MOSS ( darn!! I should start using Sharepoint again).  Having implemented it all, I am sorry to say that you have seen just the tip of the iceberg. Your implementation is still few miles away from what you can call an “Integrated workplace”. What else you can explore

  • RIA features – Give your implemetation a magic touch with Silverlight
  • Records Management
  • Extranet Implementation
  • Forms based Authentication
  • CRM Integration
  • Integration with other LOB systems
  • Groove Integration
  • Live Communicator for Chat
  • Dashboards and Reporting using SSAS and SSRS
  • SaAS – Sharepoint as a service 

Apart from technical front, there are many things on a ‘softer’ side that you can get a lion’s share in your plan

  • A better Governance Model
  • Revisit existing Information Architecture
  • Usability engineering
  • Business Continuity and Disaster Recovery
  • User Training

 One thing to remember is that ease of using Sharepoint is also its nemesis. So before you take any action do a lot of planning and Impact analysis.