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SharePoint Roles and Responsibilities

Aug. 12, 2008 | Category WSS, MOSS, SharePoint

If you spend any time in MOSS 2007 these days you will learn very quickly that the product is an extremely large platform. Along with the tremendous size of the technology comes a set of roles and responsibilities that are being disbursed to existing staff, including non IT personnel. What most companies don’t realize (and by companies I mean the executive management staff of these companies) is that they are adding workload to these individuals. In most cases these individuals are already working a full work week, and now they are responsible for supporting SharePoint, whatever that means. So in an effort to help these individuals understand what is involved in supporting SharePoint I have broken down the basic roles and responsibilities. Perhaps this can be used to help educate the companies as to what is takes to support SharePoint.

Support functions from Legacy IT group
Hardware acquisition & integration
Networking Switching and Routing
Server Admin, server OS deployment
Security Admin Active Directory etc
DBA Admin – SQL / Oracle

SharePoint Systems Staff
Systems Hardware (computing technology, chip sets, bios configuration)
Systems Software (knowledge of OS, Microsoft licensing)
Systems Networking (routing, DNS, co-hosting, communications)
Systems Server Admin (general server operation, backup, COOP)
Systems Security Admin (AD, Windows Server authentication security)
Systems SQL DBA (SQL server stack, other DB interface)
 
Infrastructure Owners
SharePoint Server Farm Admin (central administration, AD,site collections, shared services)
SharePoint WFE Server Admin(IIS, DNS, AD)
SharePoint Index Server Admin(index server)
SharePoint SQL Server Admin (content database)
SharePoint SQL Other Server Admin(SQL server,
 
Logical Owners
SharePoint Web Application Admin (administration)
SharePoint Site Collection Admin (administration, central administration)
SharePoint SQL Admin (backup planning, data space calculation and planning DB interface and size for DB)
SharePoint Content Admin (administration)
SharePoint Business Analyst (modeling hierarchy for organization collaboration)
SharePoint Designer (hierarchy of organization for usability of site collections)
SharePoint Architect (logical organization modeling, taxonomy site collections)
SharePoint Senior Developer (understands conceptually ALL the product functionality and how it all works and can do many types of “it”)
SharePoint Developer (coder specialist – able to implement Features, C#, VB, .NET Framework, ASP .NET, etc
 
Business Owners/users
SharePoint Site Administrator (Add Users, Manage Permissions, Edit Pages, Create Lists/Libraries)
SharePoint Site Contributor (Add/Update/Edit/Approve/Delete Content)
SharePoint Site User (Add/Update/Delete Content)

SharePoint Training for End Users

Aug. 11, 2008 | Category WSS, MOSS, SharePoint

Since I have been working with SharePoint 2007 (over 2 years now) I have had so many clients tell me how their training budgets have been cut and that they are having to do all their end user training by meeting with the users one-on-one or by answering phone calls. Although I understand the many reasons for budget cuts – I don’t understand how management and executives cannot see that doing end user training on an individual or needs bases is so expensive. They are now allocating their IT resources (which are usually paid at higher salaries) to perform the training. So, in the end, they are actually costing the company more money, not less. But, this is a point I know I am not going to win, so in an effort to provide solutions instead of just complaining about circumstances, I have compiled this list of end user training video. I hope this is a list of resources you will add to your company intranet so you can get back to geeking out.

Document libraries I: Introduction to sharing files
What a library is, where you get one, and how you share files with others.

Document libraries II: All about checkout
What checkout is, and why it’s important to use it.

Document libraries III: Work with version history
How to go back in time and look at past versions of a file. Also, how to restore a file to a past version.

Document libraries IV: Tips and tricks
Timesaving tips that will make you a power user of SharePoint libraries.

Document libraries V: How to download a library
How to download a bunch of library files so that you can use them on the road.

SharePoint calendars I: Make the most of your team calendar
What a calendar on a SharePoint site is, where you get one, and how you share it with others.

SharePoint calendars II: Connect a SharePoint calendar to Outlook
How to connect a calendar on a SharePoint site to your own Outlook.

SharePoint calendars III: Create your own calendar
How to create a calendar on a SharePoint site.

SharePoint calendars IV: Tips and tricks
Timesaving tips that will help you get the most out of your calendar on the SharePoint site and in Outlook.

Workflows I: Basics you should know
Get to know what workflows are all about, and, learn how to run the Approval workflow.

Workflows V: Handy tips for tasks
Nifty tricks you’ll want to know about, like how to mix your worklfow tasks into your Outlook To-Do Bar.

Workflows II: Collect feedback for a file
How to send a file out for review using SharePoint — not e-mail attachments.

Workflows III: Collect digital signatures for a file
How to prepare for and use the Collect Signatures workflow, which lets you collect signatures for Word 2007 and Excel 2007 files.

Creating Workplaces and Sharing Info on Long-Term Projects
Run time: 00:13:25
Create sites where you can share and store information.
256k | 750k

How to Sync PowerPoint 2007 Presentations with SharePoint Server 2007
Run time: 00:03:49
How to add slides to a SharePoint Slide Library and get those files off of the library later.
256k | 750k

Managing Documents in SharePoint Server 2007
Run time: 00:02:06
Introduction to SharePoint Server 2007.
256k | 750k

Versioning with SharePoint Server 2007
Run time: 00:01:23
How to use versioning to revert documents back to file versions saved during previous work sessions.
256k | 750k

Working Offline SharePoint Server 2007
Run time: 00:02:02
How to create an offline copy in outlook to work on when not connected to the network.
256k | 750k

Using SharePoint Server 2007 with OneNote 2007
Run time: 00:05:14
Using Synchronized Notebooks so you can edit one set of notes on multiple computers.
256k | 750k

Integrating SharePoint Server and the 2007 Office System
Run time: 00:06:16
Use Excel Services to publish information out to Excel Web Access.
256k | 750k

Picking Your Port Number for SharePoint Web Applications

Jul. 30, 2008 | Category SharePoint, Misc

You have the ability to pick a port number for any of your SharePoint Web applications. Unfortunately, in doing so you can also end up taking a port that is already assigned or in use by another application. Here is a list of all of the TCP/IP port numbers and what service uses the port number. It is an excellent resource - but you need to make sure you pick the right port to begin with as Microsoft does not support changing the port once it is assigned.

Sacramento SharePoint Users Group

Jul. 24, 2008 | Category WSS, MOSS, SharePoint

Today was the kickoff of our Sacramento SharePoint Users Group. It has been six months in the making, three separate WSS hosting companies, various tech support calls, and lots of learning. Thanks to everyone who participated in today’s meeting. I am looking forward to our next meeting, and will be updating the Web site with all the necessary information to attend. If you are interested in participating please send me an email.

How to configure POP3 to test email settings in MOSS without Exchange Server

Jun. 26, 2008 | Category MOSS, SharePoint, Misc

I can’t tell you how many times I’ve been working in a virtual environment and simply need to test some MOSS features, like alerts, but I don’t have the ability, or simply don’t want to go through the hassle of installing Exchange Server. So I figured out how to setup a POP3 service that I can use in my Virtual PC images to test these great feature.

Step 1: You need to install the POP3 service

a.  Go to Control Panel, Add/Remove Programs

b . Click Add/Remove Windows Components on the left hand side

c. Select Email Services (don’t check the checkbox) and click Details…

d. Select the checkbox for Pop3 Service and click OK

e. Click Next to install

Step 2: You need to configure the POP3 Service

a. Go to Administrative Tools, POP3 Service

b. Select your Server on the left pane

c. Click New domain on the right pane

d. Add a domain name (for this example I used the same domain name as my server domain) and click OK

e. Your new domain will display in the left pane under the server

f. Click the new domain and click Add Mailbox

g. Enter the name and password for each mailbox and click OK

h. Select the POP3 Service on the left pane

i. Select the server in the right pane

j. Click Start POP3 service

k. Close the POP3 Service window

Step 3: You need to configure your email client. In this example I am using Outlook 2007

a. Start Outlook2007 and start the wizard by clicking Next until you are prompted to enter data

b. Click the checkbox “Manually configure server settings or additional server types” and click Next

c. Select Internet E-mail and click Next

d. Enter the information (this should match the information you entered in Step 2 above)

e. Click Test Account Settings

f. Click OK and then Next

g. The last step may require you to activate Outlook if this is your first use of the product.

Viola!