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How Many Sites Do I Need?!?!

  SharePoint Saturday Virginia Beach
            Mike Oryszak
        http://www.mikeoryszak.com

            January 7, 2012
About Me


 •   Practice Manager with Intellinet
 •   Microsoft SharePoint Server MVP
 •   Dev and Architect with MS stack since 1996
 •   Working with SharePoint since 2002
 •   Raleigh-Durham, NC Area since 1998

 • Contact Info
     –   Blog - http://www.mikeoryszak.com
     –   Twitter - @Next_Connect
     –   Email – nextconnect@live.com
     –   LinkedIn - http://www.linkedin.com/in/michaeloryszak
Session Overview


 •   Understanding SharePoint’s Structure
 •   Site Topology Options
 •   Planning Scenarios
 •   Wrap-up and Questions
Support our Sponsors
How Many Sites Do I Need?!?!

UNDERSTANDING SHAREPOINT’S
STRUCTURE
Understanding SharePoint’s Structure
Series of Containers
Understanding SharePoint’s Structure
Site Collections


  • A Site Collection Contains
      –   One or more Webs
      –   Web Part Gallery
      –   Global (Top) Navigation
      –   Site Collection Features
      –   Quota Management
      –   Web Analytics Reports
      –   SharePoint Security Groups


  • Backups
      – Full fidelity backup
      – Can be fully backed up including security, versions,
        workflows, etc
      – Can be restored to other farms in most cases
Understanding SharePoint’s Structure
Web or Sub-Site


 • A Web / Sub-Site Contains
      – Lists & Libraries
      – Web Features


 • Backups
      – Can export content (documents, list items)
      – Cannot backup security, versions, workflows
How Many Sites Do I Need?!?!

SITE TOPOLOGY OPTIONS
Site Topology Options
Two Extremes – Deep versus Flat


 • Deep Site Topology
Site Topology Options
Two Extremes – Deep versus Flat


 • Flat Site Topology
Site Topology Options
Creating Site Collections


  • When to create Site Collections
      – Governance dictates quotas and security to be
        maintained by an administrator
      – Large amounts of content (30+ GB); divide it into
        multiple site collections
      – Unique or new type of content
Site Topology Options
Hurdles With Lots/Multiple Site Collections


  • Navigation Maintained At Site Collection
      – Global nav across site collections requires customization


  • Themes/MasterPages Maintained At Site Collection
      – May need to be applied to each site collection separately
      – Formal packaged customizations may be required


  • Content Query Web Part (CQWP)
      – Can only aggregate content within a site collection


  • Workflows
      – Workflows limited to content and data within site collection
Site Topology Options
Creating Sub-sites


  • When to create a sub-site
      – Content maintained by existing site collection admin
      – Related to existing content
      – Quotas are not used (Bad - )
Site Topology Options
Hurdles With Too Few Site Collections


  • Navigation Can Get Cluttered
      – More tabs than horizontal space and too much info


  • Quotas Ineffective
      – Storage reports no longer effective or meaningful


  • SharePoint Security Groups Get Cluttered
      – If default 3 groups are created for each site, can have
        100s of SharePoint Security Groups


  • Backups Fail
      – Backups fail because of too much content, no recovery
Site Topology Options
Recommendations


 • Find the Appropriate Balance
 • Organize Content Based on…
     – Site Administrator -> Who is the administrator?
     – Governance Plan -> Quotas, Policies
     – Amount of Content -> Smaller sites easier to backup
       and restore
     – Importance of Content -> Isolate critical content
     – Type of Content -> Intranet, Team Sites, Applications,
       Enterprise Content/Document Management
How Many Sites Do I Need?!?!

PLANNING SCENARIOS
Planning Scenarios
Feedback and


 • How are you using it?

 • What problems are you having?

 • How can you improve things?
Questions?
Resources

• SharePoint Site Topology Planning
  –   http://www.mikeoryszak.com/sharepoint/sharepoint-site-topology-planning



• Site Topology Planning & Taxonomies
  –   http://www.mikeoryszak.com/sharepoint/site-topology-planning-and-taxonomies


• Planning & Architecture for Sites – Technet
  –   http://technet.microsoft.com/en-us/library/cc261834.aspx

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How Many Sites Do I Need? (SPSVB)

  • 1. How Many Sites Do I Need?!?! SharePoint Saturday Virginia Beach Mike Oryszak http://www.mikeoryszak.com January 7, 2012
  • 2. About Me • Practice Manager with Intellinet • Microsoft SharePoint Server MVP • Dev and Architect with MS stack since 1996 • Working with SharePoint since 2002 • Raleigh-Durham, NC Area since 1998 • Contact Info – Blog - http://www.mikeoryszak.com – Twitter - @Next_Connect – Email – nextconnect@live.com – LinkedIn - http://www.linkedin.com/in/michaeloryszak
  • 3. Session Overview • Understanding SharePoint’s Structure • Site Topology Options • Planning Scenarios • Wrap-up and Questions
  • 5. How Many Sites Do I Need?!?! UNDERSTANDING SHAREPOINT’S STRUCTURE
  • 7. Understanding SharePoint’s Structure Site Collections • A Site Collection Contains – One or more Webs – Web Part Gallery – Global (Top) Navigation – Site Collection Features – Quota Management – Web Analytics Reports – SharePoint Security Groups • Backups – Full fidelity backup – Can be fully backed up including security, versions, workflows, etc – Can be restored to other farms in most cases
  • 8. Understanding SharePoint’s Structure Web or Sub-Site • A Web / Sub-Site Contains – Lists & Libraries – Web Features • Backups – Can export content (documents, list items) – Cannot backup security, versions, workflows
  • 9. How Many Sites Do I Need?!?! SITE TOPOLOGY OPTIONS
  • 10. Site Topology Options Two Extremes – Deep versus Flat • Deep Site Topology
  • 11. Site Topology Options Two Extremes – Deep versus Flat • Flat Site Topology
  • 12. Site Topology Options Creating Site Collections • When to create Site Collections – Governance dictates quotas and security to be maintained by an administrator – Large amounts of content (30+ GB); divide it into multiple site collections – Unique or new type of content
  • 13. Site Topology Options Hurdles With Lots/Multiple Site Collections • Navigation Maintained At Site Collection – Global nav across site collections requires customization • Themes/MasterPages Maintained At Site Collection – May need to be applied to each site collection separately – Formal packaged customizations may be required • Content Query Web Part (CQWP) – Can only aggregate content within a site collection • Workflows – Workflows limited to content and data within site collection
  • 14. Site Topology Options Creating Sub-sites • When to create a sub-site – Content maintained by existing site collection admin – Related to existing content – Quotas are not used (Bad - )
  • 15. Site Topology Options Hurdles With Too Few Site Collections • Navigation Can Get Cluttered – More tabs than horizontal space and too much info • Quotas Ineffective – Storage reports no longer effective or meaningful • SharePoint Security Groups Get Cluttered – If default 3 groups are created for each site, can have 100s of SharePoint Security Groups • Backups Fail – Backups fail because of too much content, no recovery
  • 16. Site Topology Options Recommendations • Find the Appropriate Balance • Organize Content Based on… – Site Administrator -> Who is the administrator? – Governance Plan -> Quotas, Policies – Amount of Content -> Smaller sites easier to backup and restore – Importance of Content -> Isolate critical content – Type of Content -> Intranet, Team Sites, Applications, Enterprise Content/Document Management
  • 17. How Many Sites Do I Need?!?! PLANNING SCENARIOS
  • 18. Planning Scenarios Feedback and • How are you using it? • What problems are you having? • How can you improve things?
  • 20. Resources • SharePoint Site Topology Planning – http://www.mikeoryszak.com/sharepoint/sharepoint-site-topology-planning • Site Topology Planning & Taxonomies – http://www.mikeoryszak.com/sharepoint/site-topology-planning-and-taxonomies • Planning & Architecture for Sites – Technet – http://technet.microsoft.com/en-us/library/cc261834.aspx