Managing and Implementing Microsoft ® SharePoint 2010 Projects Geoff Evelyn Published with the authorization of Microsoft Corporation by: O’Reilly Media, Inc. 1005 Gravenstein Highway North Sebastopol, California 95472 Copyright © 2010 Geoff Evelyn. Complying with all applicable copyright laws is the responsibility of the user. All rights reserved. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without express written permission of O’Reilly Media, Inc. Printed and bound in the United States of America. 1 2 3 4 5 6 7 8 9 LSI 5 4 3 2 1 0 Microsoft Press titles may be purchased for educational, business or sales promotional use. Online editions are also available for most titles (http://my.safaribooksonline.com). For more information, contact our corporate/institutional sales department: (800) 998-9938 or corporate@oreilly.com. Visit our website at microsoftpress.oreilly.com. Send comments to mspinput@microsoft.com. Microsoft, Microsoft Press, ActiveX, Excel, FrontPage, Internet Explorer, PowerPoint, SharePoint, Webdings, Windows, and Windows 7 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product and company names mentioned herein may be the trademarks of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are ctitious, and no association with any real company, organization, prod- uct, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the author’s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the author, O’Reilly Media, Inc., Microsoft Corporation, nor their respective resellers or distributors, will be held liable for any damages caused or alleged to be caused either directly or indirectly by such information. Acquisitions and Development Editor: Kenyon Brown Production Editor: Kristen Borg Production Services: Octal Publishing, Inc. Technical Reviewer: Troy Lanphier Indexing: Seth Maislin Cover: Karen Montgomery Illustrator: Robert Romano 978-0-735-64870-8 To Kaye, Fifi, and Skye, the three most important people in my life. To Max the dog, who sadly passed away early this year, this book is in remembrance of you. v Contents at a Glance Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 2 SharePoint 2010 Project Mantra . . . . . . . . . . . . 13 Chapter 3 Content of Your SharePoint 2010 Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Chapter 4 SharePoint Planning and Control: Start As You Mean to Go . . . . . . . . . . . . . . . . . . 67 Chapter 5 Building Your SharePoint 2010 Team . . . . . . . . 87 Chapter 6 Gathering the Resources for SharePoint Implementation . . . . . . . . . . . . . . . . . . . . . . . . . 113 Chapter 7 The Business of SharePoint Architecture . . . . 129 Chapter 8 SharePoint Customization . . . . . . . . . . . . . . . . 137 Chapter 9 SharePoint Governance . . . . . . . . . . . . . . . . . . . 149 Chapter 10 SharePoint Configuration Management . . . . 161 Chapter 11 Making Sure SharePoint Meets User Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Chapter 12 Producing the System Specification . . . . . . . . 189 Chapter 13 Planning and Implementing the SharePoint One-Stop Shop . . . . . . . . . . . . . . . . . . . . . . . . . . 213 Chapter 14 Releasing SharePoint to the Client . . . . . . . . . 221 Chapter 15 SharePoint Is Implemented, Now What? . . . . 235 vii Table of Contents Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xv Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xvii Conventions and Features Used in This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Text Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Design Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Project Planning in SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Adopting Project Governance in SharePoint Is Vital . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 How Does SharePoint 2010 Help Project Management?. . . . . . . . . . . . . . . . . . . . . . . . . 4 What Is Project Governance in Relation to Content Management Systems?. . . . . . . . 5 Project Management of SharePoint Provides Project Governance . . . . . . . . . . . . . . . . 6 A Historical Perspective on Project Governance with SharePoint. . . . . . . . . . . . . . . . . . . . . . . 8 Failed Scenarios: When SharePoint Isn’t Implemented Properly . . . . . . . . . . . . . . . . . . 8 Perspectives of Project Governance: What Is Wrong with Scenarios 1 Through 4 . . . 9 Project Governance Can Be Set Only by Establishing a Client SharePoint Context . 10 What This Book Is About . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 What This Book Is Not About . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Chapter 2 SharePoint 2010 Project Mantra . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 What Is the SharePoint 2010 Project Mantra? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Your First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Know Your SharePoint 2010 Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Collaboration Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Search and Management Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Content Management Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Business Intelligence Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Platform Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: www.microsoft.com/learning/booksurvey/ What do you think of this book? We want to hear from you! viii Table of Contents Engage the Right People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Ask the Right Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 How to Perform an Effective SharePoint 2010 Implementation . . . . . . . . . . . . . . . . . . . . . . . 26 Negotiate an Appropriate Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Deciding What Not to Do Is As Important As Deciding What to Do . . . . . . . . . . . . . . . . . . . 29 Avoid Biting Off More Than You Can Chew . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Renegotiate the Scope If Necessary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Avoid Having to Whittle Your Scope Down to Nothing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Your Best Project Tool Is Your Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Chapter 3 Content of Your SharePoint 2010 Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Before You Get Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Create the SharePoint 2010 Quality Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Project Organization and Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Risk Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Subcontract Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Design and Development Life Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Configuration Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Verification and Validation Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Acceptance and Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Introducing the SharePoint Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Project Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Milestones and Deliverables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 External Dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Assumptions and Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Work Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 The Plan Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 The Build Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 The Operate Phase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Program Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 How to Establish a Program Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Resource Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Chapter 4 SharePoint Planning and Control: Start As You Mean to Go . . . . . . . . . . . . . . . . . . . . 67 All SharePoint 2010 Projects Must Be Planned and Controlled to Ensure Success . . . . . . . 69 The Project Manager’s Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Both Project Manager and Technical Authority Are Essential. . . . . . . . . . . . . . . . . . . . 70 The SharePoint 2010 Architect Is Approved by the Project Manager and Technical Authority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Other Authorities Required Within the Project Organization. . . . . . . . . . . . . . . . . . . . 72 A Review Must Be Held Before Acceptance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Table of Contents ix Prepare the Plans During the Startup Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 The SharePoint 2010 Project Plan Is Used to Monitor Progress and Control All Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Tasks Must Be Planned to Meet the Delivery Schedule . . . . . . . . . . . . . . . . . . . . . . . . . 75 Management of Resources Is the Key to Success . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 The Standard Filing Structure Ensures Good Document Access. . . . . . . . . . . . . . . . . . 77 The SharePoint 2010 Quality Plan Will Define Who Does What and How . . . . . . . . . 77 Key Procedures for SharePoint 2010 Design Development . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Do You Understand the Customer Requirements? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 All Client Loan Items Must Be Controlled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Create a Record of All Technical Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 All Technical Work Requires at Least One Review! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Prove the Product Meets the Customer Requirements . . . . . . . . . . . . . . . . . . . . . . . . . 81 Manage the Configuration of SharePoint 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Chapter 5 Building Your SharePoint 2010 Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 What Is the Terms of Reference Document, and Who Creates It? . . . . . . . . . . . . . . . . . . . . . 88 Project Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Project Manager Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 SharePoint Architect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 SharePoint Architect Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 SharePoint 2010 Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 SharePoint Administrator Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 The SharePoint 2010 One-Stop Shop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 One-Stop Shop Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Interfaces: Teams in the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Role of the Teams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Business Analysts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Business Analyst Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Information Analysts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Information Analyst Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Interfaces: Consultants from Outside the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Terms of Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Developers: Are They Needed in a SharePoint Implementation Project?. . . . . . . . . 104 Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Testers—Quality Assurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Education and Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 . Glance Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 2 SharePoint 2 010 Project Mantra . . . . . . . . . . . . 13 Chapter 3 Content of Your SharePoint 2 010 . 18 9 Chapter 13 Planning and Implementing the SharePoint One-Stop Shop . . . . . . . . . . . . . . . . . . . . . . . . . . 213 Chapter 14 Releasing SharePoint to the Client . . . . . . . . . 2 21 Chapter. . 16 1 Chapter 11 Making Sure SharePoint Meets User Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 5 Chapter 12 Producing the System Specification . . . . . . . . 18 9 Chapter