Software & System Engineers Why Migrate to SharePoint 2013? Review of platform enhancements and game-changing features March 20, 2013
Agenda Vishwas Lele Introduction and Platform Vision Jason Storch Search Mobile Cost Savings SharePoint App Models Performance Enhancements Chris Miller Productivity Enhancements Workflow Access Services Business Intelligence ediscovery 2
Introduction
We've come a long way 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2013
Our bonafides http://www.appliedis.com/ideas.html
Practicing what we preach
SharePoint and Composite Solutions
Reuse Integration/ Aggregation Incremental Value Enablement Composite Solutions Platform User Empowerment The Business Case for Composite Solution Architectures
Components Containers Component Metadata Developers Business Users Security Federation Governance Componentization Capabilities Composition Semantics Composition User Experience IT Requirements Composite Solutions Platform Capability Requirements
Components Office WebParts Workflows Lists Components Metadata SharePoint UI SharePoint Designer Visual Studio Policies Quotas Componentization Capabilities Composition Semantics Composition User Experience IT Federation & Governance Requirements SharePoint App Dev Platform
Three pillars of SharePoint 2013 User Experience Web, Mobile, Office Client New capabilities BI, search, content management App Model Enhanced SharePoint ecosystem
What to expect from today s session: Discussion of key new enhancements Based on our work over the past 18 months Concrete & meaningful reasons to migrate to SP 2013 You are in great hands Chris and Jason are seasoned practitioners with extensive experience in working with clients
Who am I? Jason Storch Solution Architect responsible for AIS s Commercial SharePoint Practice Seven years SharePoint custom application development experience 15 years software development and operations experience Specializing in: SharePoint 2007, 2010, and 2013 Information Architecture User Experience Offshore Software Development Process Three active SharePoint 2013 implementations
Introduction New features in SharePoint 2013 that are compelling reasons for you to upgrade from 2010 or 2007: Search Large investment by Microsoft in Search Platform Mobile New UI and increased device support Cost Savings Changes in licensing model that make Intranet and extranet scenarios a better return on investment SharePoint App Models Add stability and governance for customizations Performance Enhancements Better scalability and speed in enterprise scenarios
Search
Search: Intranet vs. Internet Not uncommon for users to be dissatisfied with their intranet search results Users compare their intranet search to Bing or Google But this isn t a fair comparison. Why? Intranets have less data to determine relevancy/rank. Internet search engines have entire teams constantly analyzing and optimizing their algorithms.
Search Relevancy in SharePoint 2010 With SharePoint 2010 Text in the document Metadata Document size Document type Link depth
2013 Search and Usage Analytics New search ranking based on: Anchor Text (<a href= benefits.aspx >Benefits</a>) Click Distance from Authoritative Pages Search Clicks Usage counts and usage rates Social Tags Social Distance to drive people search
Improved Search Enhanced UI Document previews and enhanced user interface make results more intuitive
Improved Search Enhanced UI People Search results give access to profile and activity data directly
Improved Search Query Rules Query rules allow you to take actions based on certain keyword searches Display web parts in the results page Promotion of certain the results, content types Execution of additional searches and including them in the results
Improved Search Query Rules
Improved Search Result Types Result Types Can be associated with a Document or Content type, or documents with certain metadata Extends your enterprise taxonomy to search
Improved Search Display Templates Display Templates Associated with one or more Result Types Define how a result type search result or hover panel (if desired) are displayed. No more giant XSLT files to work with. Exist in Master Page Gallery as HTML files and are easy to customize Copy and paste existing display template and edit in any text editor All Site Columns are now automatically Managed Properties
Mobile
Mobile Trends Number of smartphones to exceed 1.82 billion in 2013 (Gartner) Worldwide business mobile devices are projected to grow from 889 million in 2012, to over 1.4 billion by 2016 (Radicati)
Mobile App Support Apps for Windows Phone 8 for Newsfeed and Office Hub Apps coming for ios soon
Mobile Browser Support Contemporary View, Classic View, Full-Screen View
Mobile Development Features Device Specific Channels allow for greater flexibility to develop interfaces specific to certain types of devices Push Notifications and SMS alerts to mobile devices Full list of supported devices: http://technet.microsoft.com/en-us/library/fp161353.aspx
Mobile Support TAP Application Proof of Concept to take an existing application work with a mobile device 100% content and jquery. No solution deployment required. Used Twitter Bootstrap for layout engine Device-specific channels enable different navigation and content for smartphones
Mobile Support Demo TAP Application New Mobile User Interface for Application touch enabled and responsive for different screen sizes
Cost Savings
Cost Savings - Search SharePoint Search and FAST are now one. In SharePoint 2010, it would have cost $75K ($25K per server, minimum three physical server deployment required to have FAST). FAST required SharePoint Enterprise and Enterprise user CALs. With SharePoint 2013, you only pay for the SharePoint Server licenses.
Cost Savings - Internet and Extranet FIS License deprecated COST of FIS was per Web Server, $50K for Enterprise or $12K for Standard Or user CALs were purchased for external users External users on SharePoint 2013 are free
Applications
Apps An Evolution of Dev in SharePoint
Apps What is a SharePoint App? SharePoint Marketplace provides a simple way to rollout updates to custom apps and add new functionality quickly
App Types Shape Description Example Immersive (all apps) Launch Page of the App Resource Tracking, Budgeting Part (optional) Provides new widgets you can add to your sites Weather, Team Mascot, Paypal Extension (optional) Add new actions for documents and items Display Document Visualization, Print to Kinkos
App Hosting Options
New App Development Skillsets SharePoint 2013 SSOM Expanded CSOM API REST API (OData, JSON, ATOM) JavaScript, jquery, jquery Plug-ins TypeScript HTML 5/CSS 3 oauth SharePoint 2010 SPOM CAML XSLT Limited CSOM MOSS 2007 SPOM CAML XSLT
CSOM/REST Support 2010 vs 2013 2010 2013 List Data List Data User Profiles User Profiles Search Search Taxonomy Feeds Publishing Sharing Workflow E-Discovery IRM Analytics BCS
SharePoint Hosted Apps Run in isolated web, security boundary SharePoint Objects like lists with full security model are available to the developer No server-side code is allowed, must be done client side with CSOM or REST
Auto Hosted Apps Only an option for Office 365 SharePoint figures out where to host the app Requires Azure account Tenancy, isolation built in Can use REST to access SharePoint data
Provider Hosted Apps Hosted in the cloud (Office 365) or your own servers With Office 365, pick a cloud provider for hosting Must write your own tenancy and isolation code to keep users from seeing each other s information. Server-side code available
Performance Improvements
Performance Improvements Minimal Download Strategy Enabled by default on any non-publishing site All requests are routed through Start.aspx Minimizes server processing, speeds up response to the user
Performance Improvements Scalability enhancements Max of 750,000 site collections vs 250,000 with SharePoint 2010 Double the sites per content database 300 to 500 content databases per farm
Performance Improvements SharePoint 2010 implemented Cobalt with Office XML formats SharePoint 2013 implements Shredded Storage Cobalt SharePoint Content Database Small 64Kb Blobs 1 Blob Blob Index
Who am I? Chris Miller Practice Manager supporting several Federal Civil programs Department of Treasury Department of Justice Department of Veterans Affairs Specialization in the softer side of IT Change Management Risk Management Training & Deployment strategies 50
Introduction Critical changes in the SharePoint 2013 platform: Productivity Enhancements: Simplified user experience with new productivity enhancements and interface based on HTML5 Workflows: Improved business process automation via decoupled /robust workflow engine Access Services: Access Services for SharePoint powered by SQL Server Business Intelligence: Improved Digital Dashboard/BI via PowerView ediscovery: Improved ediscovery and matter management All of these represent compelling migration reasons. 51
Productivity Improvements Impact of new productivity enhancements in delivering a more enriched user experience 52
SP 2013 Enriched User Experience Great strides in responding to user feedback Simplifying common actions Enriched user experience More intuitive - Drag & Drop - Sharing Greater design flexibility simplifies the design process Simpler process for designing and updating content increases enterprise participation HTML 5 framework introduces a new paradigm More empowered process owners 53
Targets of Enhancements Business Owner Workforce Developer/Support 54
Drag and Drop Feedback: Managing files is cumbersome Document upload Explorer View used for moving files within a document library Users can now drag files into the document library Files can also be moved within a document library and even between document libraries 55
Sharing made easier Feedback: Can t figure out how to share Can t tell who has permissions to what What exactly am I letting people do to my file? The new Sharing user interfaces have been designed to confidently share information 56
The Following Feedback: Managing Alerts and Notifications is not intuitive No single place to see info The Following List in the Newsfeed of the MySite page consolidates all activities People Sites Documents 57
Task Aggregation Feedback: Can t see all my assignments I was assigned what? New content aggregation features Allow aggregation of content My Tasks aggregation feature (aggregated across SharePoint sites, Project sites and Exchange) 58
Developing in SharePoint 2013 Feedback: SharePoint development is specialized Exclusively done using Microsoft's.NET and ASP.NET development stack Development model now resembles the Facebook model Standards based: CSS, HTML 5, JavaScript, OData and Oauth SharePoint API is accessible remotely via a REST API Development for SharePoint in non-microsoft development languages 59
More robust development tools Feedback: Limited tools & samples New Visual Studio Tools Create SharePoint and Office Apps Templates to support mobile development 60
Greater device flexibility Feedback: Less than ideal mobile support scenario (e.g. Authenticated users) Workarounds limit richness of Mobile UX display Device Channels allow for specific rules for inclusion based on the user s browser Device Channels associate master pages for different devices 61
Simplified site branding Design Manager allows designers to create and edit master pages and page layouts inline in the browser Designers can now work in HTML without full knowledge of SharePoint tags Design Manager converts HTML into a SharePoint master page behind the scenes and adds appropriate tags. 62
Powerful dynamic navigation Managed Navigation allows navigation to be managed through Managed Metadata Consistent navigation across site collections Possible to edit the navigation inline on the page Drag & Drop Navigation Simple URLs 63
Design Manager Feedback: Customizations require coding or far exceed general user capability Applying changes is not intuitive and requires experience SharePoint 2013 provides a wizard-driven process for making changes Empowering business users 64
Top 10 coolest productivity enhancements 1. Drag & Drop 2. Task Aggregation 3. Better Sharing 4. The Following 5. Design Manager 6. Mobile Device Support 7. Simple URLs 8. More tools in Visual Studio 9. Managed Metadata Navigation 10. Mobile Development Support 65
So what? Business Owner Reduction in Training Costs Reduced Maintenance Budget & IT Costs Improved Time to Market Empowered Net - Increased depth of Knowledgebase (Response to Human Capital Crisis) Workforce Job Satisfaction Knowledge share Increased collaboration Empowered Users Developer/Support Rapid design process Simplified Development Pattern Ease of Multi-Platform Support Platform Flexibility 66
Workflow Decoupled workflow increases business process automation scenarios and enriches composite applications 67
Workflows in SharePoint Workflows are one of the most-used features across all our federal government implementations SharePoint is uniquely appropriate to document, record human workflow solutions Developers use hosted workflows as orchestrators of complex business processes Business Process Automation is a key value add of the SharePoint platform Key workflow challenges of previous versions: Performance Extensive customization High maintenance costs 68
SharePoint Designer TBD Screenshot Vishwas to Provide 69
Workflow in SP 2013 What s changed? SharePoint 2013 has adopted the Windows Workflow Foundation 4 platform Key changes Nineteen new SharePoint workflow action types Workflows are no longer compiled into managed code assemblies In most cases no code will be written Decoupled workflow Visual Studio XAML output Workflow author is managing a file 70
SharePoint 2013 rooted in Workflow 4.0 WF 4.0 is a major rewrite of Windows Workflow and a component of SP 2013 Key Benefits of WF 4.0 Much better control over persistence Increased performance Better integration with WCF Flowchart-style workflows Ability to declare variables and parameters within a workflow program Improved Testability Throttle settings Moving workflows out of SharePoint provides for better scalability and robustness in execution Ability to declare variables and parameters 71
Mechanics of SP 2013 Workflow The SharePoint 2010 Workflow platform has been carried forward to SharePoint Server 2013 SharePoint Server 2010 Workflows will continue to work in 2013 Benefits of new platform Elastic Scale Activity / Workflow Artifact Management Tracking and Monitoring Instance Management Fully Declarative Authoring REST and Service Bus Messaging Managed Service Reliability 72
SharePoint 2013 WF 4.0 Architecture Removes Performance hits from the SharePoint farm Workflow metadata, associations and scope are still stored within the SharePoint content database 73
Access 2013 Web App
Business Intelligence Surfacing actionable data to decision makers 78
Key elements of the BI strategy Excel Services - a shared service Publish Excel 2013 workbooks on SharePoint Server PowerPivot - extends the capabilities of standard PivotTable Import data from multiple sources PowerView Greatest differentiator in the Microsoft BI stack Users can build unique Power View visualizations in SharePointhosted (Excel services) Excel files Using SharePoint 2013, data can be aggregated Sophisticated chart, map, and KPI visualizations Drill down and click-through to SharePoint-specific content. 79
80 Excel Services
81 PowerPivot
82 PowerView in SharePoint 2013
83 SharePoint Business Intelligence Center
84 Dragging Excel into dashboards
Microsoft BI in action Quick demo http://sp2013.extendedresults.com/retail/sitepages/default.aspx 85
Access Services Powered by SQL12 Most useful feature for modernizing workforce 90
Access Services Access Services is the easiest way for non-developers to build web apps Previously imported Access DBs were converted into SharePoint lists Very limited user interface With SharePoint 2013: Data is now stored in SQL Server A sophisticated and easy-to-use user interface is generated for you No developers write code to achieve this Access Web App can be promoted to the App Store (Promote Managed Adoption) 91
92 At the end of the Long Tail
93 Taking Access 2007 Database
94 Create new app and publish to App Store
95 Select App
96 Access Services Web UI
Access 2013 Desktop
Access 2013 Desktop
Access 2013 Web App
Key points Key Features: Import data from other sources Other users can navigate and manipulate the data from the browser (a.k.a. Web App) All Access data is now stored in SQL Server, which makes it easier to manage the Access data and scale the environment appropriately. Key Notes: Access Services requires SQL Server 2012 Separate SQL server is recommended to host the Access databases (Perform Capacity Planning) In Office 365, the SQL databases are created in SQL Azure. 102
e-discovery Directly addressing a key business need 103
Making lawyers happy Common misconceptions of ediscovery Not about Searching Time-contained results Preservation Disposition, Disposition, Disposition Key terms of ediscovery: Custodian not an author, owner Search Term agreed upon queries for content Lit Hold - is a stipulation requiring a company to preserve all data that may relate to a legal action 104
SharePoint in the EDRM Model Enterprise Search Scoping Early Case Assessment ediscovery 105
Discovery Center ediscovery Center site collection identification, preservation, collection, processing, and analysis 106
Search Site within Discovery Center Create a case site unique to the litigation, Information Request, FOIA, etc. 107
ediscovery Sets and Search & Export Create ediscovery set to apply Lit holds Create multiple queries against the same case, saved searches, export 108
Export package Setup exports and perform de-dups 109
Advanced search options Advanced Search 110
Setting up sources Configure sources against datasets, search against SharePoint & Exchange 111
112 Adding more sources
Seamless processes Sites Discovery Centers Export 113
Summary of benefits Case Manager Saved Searches In-Place Holds Enterprise-wide access Analytics More Content Export Responsive Material EDRM XML Support 114
Q&A