Griffon Solutions Introduction To Share Point Administration And Governance

World Class Web Solutions

INTRODUCTION TO SHAREPOINT

GRIFFON SOLUTIONS | WWW.GRIFFONSOLUTIONS.COM | INFO@GRIFFONSOLUTIONS.COM MARCH 9, 2009
THIS CONTENT IS LICENSED UNDER CREATIVE COMMONS 3.0 ATTRIBUTION-SHAREALIKE


Agenda

SharePoint Administration Overview


Membership and Role Providers


Logical Administration Levels


Farm Administration


Site Collection Administration


Site Administration


List and Library Administration


Workflows


The Importance of Best Practices


Governance


MARCH 9, 2009
GRIFFON SOLUTIONS | WWW.GRIFFONSOLUTIONS.COM | INFO@GRIFFONSOLUTIONS.COM


SharePoint Administration Overview

SharePoint is designed to be flexible and allow multiple ways of

authenticating and authorizing users

Authentication and Authorization uses the new standard .NET Provider

model = increases flexibility

It is also intended to offload the burden from the IT Team onto end users

– therefore it has to allow delegation of administration

The logical concepts in SharePoint – site collections, sites, lists, libraries,

and pages – can all be individually managed by non-technical people

OOTB Workflows even allow basic content approval for publishing


SharePoint manages its own groups, allowing staff to self-provision user

permissions

Information Management policies can be enforced to handle auditing

and usage, and there is full logging

MARCH 9, 2009


Membership and Role Providers

Authentication and Authorization uses the new standard .NET Provider

model – Membership and Role Providers

OOTB SharePoint uses the Active Directory providers. SharePoint can also

use Kerberos and Windows NT accounts, SQL Server database, and Web
Single SignOn (SSO).

Other Forms Based Authentication (FBA), ADAM, and LDAP integration

are possible

Configurations are done in the web.config of each application = a little

manual

In Central Administration you can set up different authentication “zones”

for a web application to support multiple authentication types (example
for an Extranet or Internet)

Shared Service Provider can import user profiles via these providers


These profiles can be added to SharePoint Groups


MARCH 9, 2009


Logical Administration Levels

The following are the major administration levels in SharePoint:


Central Administration – manage the whole farm


Shared Service Provider(s) – groups related settings like

search

Site Collection – Settings for toplevel site and all subsites


Site – Manage settings for an individual site and its elements


Page – Each page can be customized


Lists and Libraries – Permissions, metadata, and content

approval

Workspace – Documents can have workspaces (= a site)


MARCH 9, 2009


Farm Administration

A SharePoint Farm is a collection of servers connected to each other


Farm Administration manages the settings for all of these in 2 logical

levels:

Central Administration – manage the whole farm


Shared Service Provider(s) – groups related settings like search

settings or profile imports

In Central Administration you can specify the Farm Administrators


Service Accounts are used to run SharePoint services


Automatic Jobs are run on a schedule set by an administrator


Farm Admins can backup and restore entire content databases


IM Policies, Auditing, and Logging settings are specified here


MARCH 9, 2009


Site Collection Administration

Each Site Collection can have its own unique settings


Each Site Collection has its own gallery for web parts, master pages, and

site and list templates

Features can be turned on or off individually for an entire site collection


Metadata (Site Columns and Content Types) can be managed at the root


Site Collections have a recycle bin for administrators to restore

accidentally deleted content

When setting up a new site collection, you have to specify a primary and

secondary administrator

Several groups are created OOTB including Viewers, Contributors, and

Owners.

Unused site collections can be set to automatically be deleted to free up

space

MARCH 9, 2009


Site Administration

Each Site can have its own unique settings but will usually

inherit the parent site collection’s settings by default

Each Site has its own pages and lists


Features can be turned on or off individually for a site


Metadata (Site Columns and Content Types) can be managed

at the site level too

When setting up a new site, you have to specify a site owner


A site is created using a Site Definition (OOTB) OR a Site

Template (OOTB Site Def + customizations)

MARCH 9, 2009


List and Library Administration

Lists and libraries are created automatically if the site

definition or template includes them. You can always
manually add a new list or library

Security is inherited from the site level but can be

customized. Per item security is available

Users can have permission to read content in a list,

contribute to it (modify content), or manage the list settings

Views can be created or customized to show or hide list

columns

Settings on a list can include available workflows,

searchability, alerts, and RSS Feeds

MARCH 9, 2009


Workflows

OOTB Workflows can be used to handle approval and

delegation tasks

Available workflows include content publishing approval

(including for web page content) and translation

Many people use workflow created in Visual Studio,

SharePoint Designer, or a 3rd party workflow solution to
enhance the administration of SharePoint

MARCH 9, 2009


The Importance of Best Practices

“Best Practices” refers to the fact that in SharePoint there

are many ways to do something, but some ways are better
than others

Best Practices are encouraged because they avoid common

technical impediments and increase the chance of future
modifications being successful

Best Practices tend to be created by the SharePoint

community through trial and error, and require discipline to
research and apply them

Each year there is a dedicated Best Practices Conference and

many blogs speak about these and share their learning

MARCH 9, 2009


Governance

“Governance” is a Best Practice. It is considered critical to the

best use of a portal

It refers to the process of establishing and following a set of Best

Practice policies for managing a SharePoint Farm

Examples of Governance topics include: End user training and

support, establishing portal disaster recovery procedures, and
content approval and archiving guidelines

Governance is usually managed by a top-level team who help

decide what policies will be applied, and how

Governance varies for each organization as it is very Business-

focused rather than technical

Governance Lifecycle - ongoing process often predating the

creation of the SharePoint Portal and ending after the Portal’s
end of life

MARCH 9, 2009


Summary

SharePoint Administration occurs at different levels


Farm, Site Collection, Site, Page, List / Library, Workspace


Authentication and Authorization model is very flexible and

relies on native .NET Provider Model

Administrators have lots of control over permissions, look

and feel, and functionality of a portal

Workflows can be used to manage content


Best Practices are important for best results with a portal


Governance is a Best Practice that is critical to a portal’s

success

MARCH 9, 2009

Griffon Solutions Introduction To Share Point Administration And Governance

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