Measurably Successful SharePoint

Transcription

1 Measurably Successful SharePoint NGAGE is for measuring and driving wide-scale User Adoption of SharePoint 2013 and for continuous improvement in the quality of User Experience. It also delivers extensive Site Traffic and Search Analytics - while serving as an auditing resource for Governance, Risk and Compliance requirements. It can also be extended to track usage of Yammer, HP WorkSite and virtually any Custom or Third Party application. NGAGE generates a Data Warehouse combining a rich profile of each user with a time-stamped record of their every interaction with SharePoint It makes this data available through a comprehensive set of Microsoft PerformancePoint dashboards and reports that are simple to explore, manipulate and export. In fact, NGAGE is the only Enterprise Analytics solution built exclusively using Microsoft technologies: it is itself a secure, on-premises SharePoint Service Application - and uses the Microsoft BI stack to deliver a great, self-service analytics experience through SharePoint Business Intelligence Centers. Monitor and drive the success of SharePoint implementation, change management, communication, training and compliance programs. Report adoption trends and identify hot spots and black holes of targeted behaviors at global, departmental, manager and individual level and by any other available User Property. Track and improve the quality of the user experience in terms of search results, navigation, page loading speeds and errors. Extensible to track adoption of Yammer, HP WorkSite and virtually any custom or third party application. NGAGE INTELLIGENCE, INC Peachtree Road NE, Suite 400, Atlanta GA United States Tel: Pavilion Drive, Northampton Business Park, NN4 7PA United Kingdom Tel: +44 (0)

2 Big picture. Deep insight Enterprise Analytics is for understanding and improving how people and technology are working together. Why is that important? Because that s what determines the performance of a modern organization. Because the value of any investment in technology is only ever a function of how well and how widely it is adopted by its target user population. And because, while contemporary technologies may bring great benefits they can also bring reputational, legal and commercial risks. To understand and improve how people and technology are working together. Within this document you will find information on the scope, granularity and accessibility of the data that NGAGE captures. You ll find descriptions of its 6 dashboards, 20 universal KPIs and its c.50 standard reports that really are simple to explore, manipulate and export. Also some basic architectural information. because that s what determines the performance of a modern organization But this is a dynamic application that needs to be seen in action to be fully appreciated. Because, unlike tools rooted in digital marketing, NGAGE is built for Enterprise Analytics. It provides the big, enterprise-wide picture of how and where technologies are (and are not) being used by Authenticated Users. And yet you re never more than a couple of clicks away from the deep insights that allow you to intervene quickly and accurately.

3 Rich Behavioral and Performance Data NGAGE is a comprehensive Enterprise Analytics solution for SharePoint 2013 On Premises environments. It harvests a wide range of behavioral and performance data using a number of different techniques and resources including IIS logs and with Custom Event Receivers tracking changes in SharePoint Lists and Document Libraries. It also maintains a rich, accurate definition of your Authenticated User Population and your SharePoint infrastructure through its daily User Profile and Farm Topology Synchronization Services. All this granular data is merged, cleaned and loaded into a SQL Server Data Warehouse and, ultimately, made available through Microsoft PerformancePoint dashboards. Tracked Contribute Behaviors Site Document Page Discussion Asset Blog Announcement Contact Link Picture/Media Folder List List Field Custom List Item Survey Create, Move, Delete, Check In, Check Out New, Update, Reply, Delete Post, Comment, Comment Delete New New, Delete New, Completed Tracked Consume Behaviors Page View Document Download Search OnSite, Enterprise Tracked Connect Behaviors Visited a My Site Updated User Profile Follow People Search Like, Unlike Rating - 1-5* Adoption Measures User Population Unique Users Adoption Rates First Time Users Repeat Users People, Content, Sites, Tags, Unfollow Inactive Users Inactive User Rate Behavior Count Behavior Rate Behavior Change % Authenticated User Properties User ID Display Name Office Location Manager Division Department Job Title Hire Date Address Other Dimensions and Measures Hits/Tracked Media Hits Errors/Tracked HTTP Codes Search Terms, Types and Results Search Execution and Elapsed Time Item Loading Speeds Data Transfer Click Sources/Destinations Page View Duration Session Duration Daily Usage Patterns Browser/Operating System/Hardware Content Databases IP Address Sites and Content Reporting Farm Web Application Site Collection Site Template Type Site Name Site URL List Content Type File Type Item Name/URL Query String Practice Custom Fields Street Address PO Box City State Country Zip Code

4 Comprehensive, Self-Service Reporting NGAGE does a good job of collecting granular usage and performance data from SharePoint But its value is realized in the way this data is surfaced in its out-of-the box dashboards and reports and how easy these are to explore, manipulate and export. The credit for that goes primarily to Microsoft PerformancePoint Services. We chose it as our reporting tool because it s powerful if you want to dig deep and get creative. And because it s simple to use if you don t. And when you want something that PerformancePoint can t deliver, you can create additional reports using Power View, SQL Server Reporting Services or any Microsoft SSAS compatible tool. Reporting Suites NGAGE ships with two Reporting Suites: The Master Reporting Suite provides designated super users unlimited access to the Single Source of The Truth of how SharePoint is being used and experienced by your authenticated users. The Site Owner Reporting Suite provides access to data only in relation to sites of which the user is the Administrator or a member of its Site Owner Security Group. Dashboards Each suite provides a number of dashboards comprising Filters, KPI Scorecards and Reports. Master Reporting Suite Site Owner Reporting Suite Behavioral Dashboard User Experience Search Analysis Item Analysis Data Resource Site Summary

5 Filters All the reports and KPI scorecards within these dashboards can be scoped to any combination of Date, User, Behavior and/or Site using the simple, drop-down Filters which are variously available. Note that, in an improvement over the 2010 edition, Filters in PerformancePoint 2013 are searchable. Date: Reports/KPIs can be scoped to a specific year (to date), quarter, month or day Date From/To: Reports can be scoped any date range (Item Analysis Dashboard only) User by Department: Reports/KPIs can be scoped by the departmental hierarchy retrieved from Active Directory's "Department" field. User by Manager: Reports/KPIs can be scoped by the organizational hierarchy retrieved from Active Directory's "Manager" field. Site by Type: Reports/KPIs can be scoped by the custom or standard SharePoint Site Template used to provision the site. Site: Reports/KPIs can be scoped by SharePoint topology to Farm, Web Application, Site Collection, Site or Sub-Site levels Behavior: Reports/KPIs can be scoped to a specific SharePoint feature or behavior or to another tracked application/feature KPIs Both Reporting Suites ship with a set of user adoption and user experience KPI Scorecards. Each KPI within each scorecard will show three values and a traffic light indicator of performance. Actual - This is the value for the KPI appropriate to how you have set the filters. Target - This is the value for the KPI produced by those same filter settings, except that it is for the previous equivalent time period. i.e. if July is selected in the Date filter, the Target will show the previous month s (June) value. If 7th May is selected, the Target will show the previous day s (6th May) value. Change % - This is the percentage change in the value of the KPI from the Target period to the Actual period. RED - The metric has worsened by 10% or more. AMBER - The metric is stable within +/- 10%. GREEN - The metric has improved by 10% or more.

6 Behavioral Dashboard This is essentially the home page within the Master Reporting Suite. It comprises 6 Filters, 4 KPI Scorecards and 20 wholly drillable Reports. Reports These reports will all be scoped to the selected combination of Date, Site, User and Behavior Filter settings. Note that a Top or Bottom Report is simply one that has been pre-filtered to present a small set of headline results: it s simple to modify or clear the filter. Also that the measures and dimensions included in these default reports can removed and/or supplemented with other calculations that are made available through the Select Measures feature. Contribute o Additions/Changes to SharePoint Lists and Libraries (Documents, Pages, Discussions, Blogs etc.) Connect o Updated My Site User Profile, People Search, Follow, My Site Visits, Likes, Ratings Consume o Total Search Count, Page View Count, Document Download Count Active Users Trend by Behavior Type o Date, Contribute, Connect, Consume Site Creations o Date, Site Template Type Site Deletions o Site Type, Deleted Date, Site URL Top Sites by Behavior o Active User count, Contribution Count, Adoption Rate, Page View Count Behavior by Site Type o Behavior Count, Site Template Type Bottom Sites by Behavior o Site is Deleted (Y/N), Deleted Date, Active Users, Page View Count, Document Download Count, Contribution Count Top Pages o Page View Count, Visitor Count, Ave Time on Page (sec), Page View Error Count, Mb Transferred, Media Hit Count Top Downloads o Item, Document Download Count, Visitor Count, Avg Document Download Time (sec), Document Download Error Count, Mb Transferred Top Media Hits o Media Hit Item, Media Hit Count, Media Hit Error Count, Media Hit Mb Transferred Top Search Terms o Search Text, Total Search Count, Average Search Results Count Top Contributors o User Name, Department, Behavior Count Top Visitors o User Name, Department, Job Title, Page View Count, Document Download Count Top Proactive Contributions (e.g. new discussion thread, new document, blog post) o Behavior Type, Behavior Count, Active Users Top Supportive Contributions (e.g. editing or rating documents, blog comments, discussion replies) o Behavior Type, Behavior Count, Active Users Top Item Types o File Type Group (Web Page, Document, Presentation, Spreadsheet ), File Extension Top Media Hit Types o Media Hit Item Type Group (Image ), File Extension Top Departments o Department, Visitor Count, Page View Count, Document Download Count, Contributions

7 User Experience Dashboard Whatever you re trying to achieve with SharePoint, you risk falling short if you don t deliver a consistently high quality user experience. The NGAGE User Experience Dashboard puts you in control with rich reporting and root cause analysis around Errors, Page/Document Downloading speed trends and much more. With NGAGE, there s no longer a reliance on anecdotal feedback. For example, it s simple to compare the real experiences of users across different office locations. With a couple of clicks you can even make sense of the experience of one user on one particular day across any or all sites right down to item level. The dashboard comprises 5 Filters and 12 Reports. Reports Note that Top, Slowest and Fastest Reports are simply ones that have been pre-filtered to present a small set of headline results; it s simple to modify or clear the filter. Error Trend o Month, Document Download Error Count, Page View Error Count, Media Hit Error Top Errors o Server Response Status Code, Server Response Group (Client/Server Error), Error Count Description, Total Error Count, Page View Error Count, Document Download Error Speed Trend o Month, Avg Page Download Time, Avg Document Download Time Search Speed Trend o Avg Search Execution Time (ms), Avg Search Elapsed Time (ms) Site Hourly Daily Usage Pattern o Hour, Page View Count Top Browsers o Browser Name, Browser Version, Page View Count, Avg Page Load Time (sec), Visitor Count Count, Media Hit Error Count Top Error Items o Error Item URL, Total Error Count Slowest Pages, Fastest Pages o Page URL, Avg Page Load Time (sec), Avg Page View Kb Sent, Page View Count Slowest Downloads, Fastest Downloads o Item URL, Avg Document Download Time (sec), Avg Document Download Kb Sent, Document Download Count Peak User Activity o Busiest Time of Day, Busiest Day of Week, Busiest Date

8 Search Analysis Dashboard The Search Analysis dashboard provides a KPI Scorecard highlighting performance and adoption trends across all available Search types. The 6 reports provide unique analytics in relation to both On Site and Enterprise Searches with every metric being drillable down to unique user/search term level. The quality of the Search experience is pivotal to the success of any ambitious SharePoint implementation. From within the Master Reporting Suite the Search Analysis dashboard provides the big picture of how various segments of your organization are engaging with Search. Meanwhile, Site Owners get to track on site Search terms and activity levels that might suggest a requirement for additional content or improved navigation to existing content. Reports Top Search Terms o Search Text, Total Search Count, Total User Count, Avg Search Results Count Rising Search Terms o Search Text, Total Search Count, Search Count Change %, Total User Count, User Count Change % Failed Search Terms o Top Search Types o Search Trend o Search Text, Failed Search Count, User Count Search Type, Total Search Count, Search Count Change %, User Count Total Search Count, On Site Search Count, Enterprise Search Count, People Search Count, Failed Search Count Search Speed Trend o Average Search Elapsed Time (ms), Average Search Execution Time (ms)

9 Item Analysis Dashboard This dashboard is for deep analysis of user behavior and experience in relation to specific Pages and Documents over specific time periods. It comprises 3 Filters and 8 Reports. Unlike the other dashboards, these Filters allow for the selection of an individual Item and any date range. Reports Usage Trend o Date, Total Item View Count Hourly Daily Usage Pattern o Hour, Page View Count Click Sources o Source Site Name, Source Page URL, Total Item View Count, Avg Time on Target Page (sec) Click Destinations o Destination Site Name, Destination Page URL, Total Item View Count, Avg Time on Target Page (sec) Page Performance o Target Page/Whole Site Comparison: Page View Count, Visitor Count, Avg Time on Page (sec), Avg Page View kb sent, Avg Page Load Time (sec), Page View Error Count File Download Performance o Document Download Count, Visitor Count, Avg Document Download kb sent, Avg Document Download Time (sec), Document Download Error Count Top Browsers For This Item o Browser Name, Browser Version, Page View Count, Visitor Count Top Users o User Name, Location, Department, Job Title, Visit Count, Page View Count, Page View Errors, Avg time on Page (sec)

10 Data Resource Dashboard This dashboard is unique to the Master Reporting Suite. It is a convenient start point for building bespoke reports and for accessing point data very quickly. It provides 5 Filters and 3 Reports Reports Behavior Trend o Month, All Behavior Count Active Users Trend o Month, Active User Count Site Statistics o Web App/Site Collection/Site Name, Active Users Consume, Active Users Contribute, Page View Count, Page View Error Count, Document Download Count, Document Download Error Count, Media Hot Count, Media Hit Error Count, Contribution Count, Total Search Count, Mb Transferred

11 Site Summary This dashboard is unique to the Site Owner Reporting Suite. It provides immediate insight into the performance of the selected Site/Site Collection at many levels. It comprises 4 Filters, 3 KPI scorecards and 16 PerformancePoint reports. Reports Active Users Trend o Period, Active User Count Behavior Trend o Period, Total Behavior Count Users by Behavior Type o Consume/Contribute Consume o Page View Count, Document Download Count, Search Count Contributions by Nature o Proactive Contribution Count, Supportive Contribution Count Top Pages o Page View Count, Visitor Count, Ave Time on Page (sec), Page View Error Count, Mb Transferred, Media Hit Count Top Downloads o Item, Document Download Count, Visitor Count, Avg Document Download Time (sec), Document Download Error Count, Mb Transferred Top Media Hits o Media Hit Item, Media Hit Count, Media Hit Error Count, Media Hit Mb Transferred Top Search Terms o Search Text, Total Search Count, Average Search Results Count Top Contributors o User Name, Department, Behavior Count Top Visitors o User Name, Department, Job Title, Page View Count, Document Download Count Top Proactive Contributions (e.g. new discussion thread, new document, blog post) o Behavior Type, Behavior Count, Active Users Top Supportive Contributions (e.g. editing or rating documents, blog comments, discussion replies) o Behavior Type, Behavior Count, Active Users Top Content Types o File Type Group (Web Page, Document, Presentation, Spreadsheet ), File Extension Top Media Hit Types o Media Hit Item Type Group (Image ), File Extension Top Departments o Department, Visitor Count, Page View Count, Document Download Count, Contributions

12 Architecture NGAGE for SharePoint 2013 is a Microsoft SharePoint business intelligence solution built for installation in on-premises SharePoint 2013 deployments. It is a SharePoint Farm Solution (WSP), deployed as a Service Application and makes use of the various SharePoint server roles. The NGAGE Service Application provisioning process creates a custom SQL server database on the SharePoint SQL Server. The Behavior/Meta Data database stores user and organization details, configuration Meta Data and a history of contributions made in SharePoint or other tracked applications. User information can be imported from Active Directory (plug-in included) or any other user store (simple development, typically <1 day) via a SharePoint Timer Job. The NGAGE Data warehouse stores all user, organization and behavioral data from the NGAGE database as well as merged and aggregated data from other data sources including IIS logs. SQL Server Integration Services (SSIS) is used to clean and load the data into the data warehouse. SQL Server Analysis Services Enterprise Edition (SSAS) is used to provide an advanced Cube data layer.

13 NGAGE Configuration / Management NGAGE is managed through custom application pages added to SharePoint Central Administration. Both Farm and Web Application scoped features are used to deploy core functionality to the SharePoint Farm. PowerShell is recommended where Farms are large or feature customization is required. The NGAGE Service Application integrates into the SharePoint Administration framework to facilitate automated backups as part of your standard Farm backup. No additional steps are required to back up the Contribution database or the Service Application. List Tracking NGAGE tracks usage of a host of standard SharePoint lists including Announcements, Blogs, Contacts, Custom Lists, Document Libraries, Discussions, Lists, Sites, Surveys and Wikis. Item tracking typically covers Add, Edit/Update, Check-In and Check-Out and is achieved using asynchronous event receivers to ensure there is no impact on either the user experience or server performance. SharePoint Timer Jobs A number of timer jobs run nightly to update less frequently changing data such as Users and Farm / Site Topology. These timer jobs can be scheduled to suit the customer s environment. PLUGS Custom and Third Party Application Tracking Custom and third party web applications can also be tracked by NGAGE using a number of methods including its on-board REST-based PLUGS functionality. By configuring application specific meta-data and including a call to the NGAGE Logging Web Service, application usage data can be exposed in the reporting dashboards.

14 Reporting Suites NGAGE Standard reports are delivered through SharePoint PerformancePoint Services dashboards. These dashboards are deployed to SharePoint Business Intelligence Center Site Collections and rely on the PerformancePoint Service Application (and Secure Store Application) being provisioned. PerformancePoint is a SharePoint Enterprise Edition feature. It is important to emphasize the openness of NGAGE in terms of reporting. PerformancePoint is currently the optimal dashboarding/reporting tool available and it has a number of powerful and unique features, such as Decomposition Tree. But, as this graphic aims to convey, the NGAGE data warehouse and cube are available for interrogation by any number of other tools that, for some use cases, will be more appropriate. NGAGE INTELLIGENCE, INC Peachtree Road NE, Suite 400, Atlanta GA United States Tel: Pavilion Drive, Northampton Business Park, NN4 7PA United Kingdom Tel: +44 (0)