Employee Directory on SharePoint 2013
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Employee Directory on SharePoint 2013

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In this session you will learn how many companies adopt SharePoint as a portal or intranet, but ...

In this session you will learn how many companies adopt SharePoint as a portal or intranet, but
they miss out on the “social” features it offers. Learn how to bonify your SharePoint experience
using user profiles in order to build a rich staff directory. With MySites and User Profile
Synchronization, you are not so far from that goal !

A presentation by Louis-Philippe Vallée

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  • At the end of the day, please ensure your evaluation is signed and handed in for door prizes. The draw takes place in Room 102A.
  • Questions as we goEveryonecanbenefit + I don’t know everything !
  • Whati’mmissing ?
  • XMIND
  • That’s the dream of everycompanyBut I aminterested in the same goals
  • http://www.sharepointconfig.com/2013/05/how-to-create-a-simple-sharepoint-2013-people-directory/
  • http://www.sharepointconfig.com/2013/05/how-to-create-a-simple-sharepoint-2013-people-directory/
  • Secretaries us this directory dailyPHASE 2 :Transferfrom Lotus Note to SharePointAdd phone number + geographical location (personalization)
  • Don’t go their if youdon’t have a supportwithinyourcompanyNo need to implement the intranet personalizationat firstIf people don’tlikeit, theywon’t come backSameMake sure the communication / marketing people are withyou on this one !

Employee Directory on SharePoint 2013 Employee Directory on SharePoint 2013 Presentation Transcript

  • November 23rd, 2013 Showcase your Employees with a Complete Enterprise Directory Built On SharePoint 2013 Louis-Philippe Vallée Scrum Master & Analyst for SharePoint GSoft louis-philippe.vallee@gsoft.com
  • Thank you to all of our Sponsors!!
  • WHO Is this guy? Louis-Philippe Vallée SCRUM MASTER SHAREPOINT ANALYST louis-philippe.vallee@gsoft.com @valleelp |3
  • WHO Is this guy? Louis-Philippe Vallée Relevant project Intranet for Radio-Canada Intranet for La Coop Fédérée Web site for Laval city On going Intranet for Intact Intranet for Agropur |4
  • SESSION PLAN Enterprise directory in SharePoint 2013 1. Actual way of doing thing 2. [Game] Keep / Don’t keep 3. Intranet in SharePoint 2013 1. Basic concepts 2. Some goals 3. Demystify My Sites 4. [Demo] Enterprise directory 1. 2. 3. 4. User Profile Synchronization People search Org Chart Pros & Cons 5. Concrete examples 6. Keys to success 7. Questions Employee directory with SharePoint 2013 | 5
  • Employee directory Actual way of doing thing VoIP vocal recognition Paper Notes  You can call a machine and say the name of the person you want to reach  People print a sheet with a list of phone extensions Charming receptionist Employee directory with SharePoint 2013 | 6
  • Employee directory Actual way of doing thing Custom solution  A solution as been implemented to allow a people search  Sometime this page is a static list updated manually Employee directory with SharePoint 2013 | 7
  • Employee directory Actual way of doing thing Outlook Lotus Notes  People search other employee through outlook  People search other employees through Lotus Notes Employee directory with SharePoint 2013 | 8
  • Employee directory Actual way of doing thing Employee directory with SharePoint 2013 | 9
  • Employee directory Actual way of doing thing KEEP What is working in your current employee directory ? 5 minutes DON’T What would you improve ? KEEP What are your frustration with it ? Employee directory with SharePoint 2013 | 10
  • Employee directory Actual way of doing thing SharePoint 2013 = A solution Employee directory with SharePoint 2013 | 11
  • Intranet in SharePoint 2013 Concepts Use r Publicatio n  Publication of content/news to the employees Collaboratio n Searc h  Search for content using metadata  Search for people  Collaboration with your team Employee directory with SharePoint 2013 | 12
  • Intranet in SharePoint 2013 Some of the goals 1 Put the user in the middle of the SharePoint experience 2 Work together to get things done 3 The user gets the information that HE cares about 4 Make sure people stay active and engaged THE FIRST STEP TO THIS IS YOUR EMPLOYEE DIRECTORY ! Employee directory with SharePoint 2013 | 13
  • Intranet in SharePoint 2013 Demystify MySites User Profile My Site Employee directory with SharePoint 2013 | 14
  • Intranet in SharePoint 2013 Demystify MySites My Profile News feed About General info My Site Team Site per user User is site collection admin Skydrive in the suite bar SkyDrive ? Before Groove 2007 Workspace 2010 Installed with Office 2013 Available standalone Employee directory with SharePoint 2013 | 15
  • SharePoint 2013 Enterprise directory DEMO Employee directory with SharePoint 2013 | 16
  • SharePoint 2013 Enterprise directory You control : visibility on each profile property which fields should be editable by the user which fields are synchronized from your AD Employee directory with SharePoint 2013 | 17
  • SharePoint 2013 Enterprise directory PROS CONS Powerfull search engine Expensive if you are not planning on having also an intranet on SharePoint ($) Synchronyzed with AD Your Active Directory is probably not clean enough at the moment ! Profiles open the possibilities for personalization of your intranet If done wrong, it can bring more pain than gain. Employee directory with SharePoint 2013 | 18
  • 1 Concrete exemples Client 1 – Financial company 750 employees SharePoint Profiles info 2007 Name Exemple: Spoken Langage Title Expertise profile No yet Investment case for mines in Africa: Search the directory for « mine » expertise to get help on this case Employee directory with SharePoint 2013 | 19
  • 1 Concrete exemples Client 1 – Financial company HOW DID THEY PROCEED ? 1 Gave it a name : « NICENAME » FREE APPLES ! 3 2 Big publicity • Corporate news • Paper announceme • Flyers Take pictures of every employee on lunch breaks (over 2 weeks) Employee directory with SharePoint 2013 | 20
  • 1 Concrete exemples Client 1 – Financial company CONSIDERATIONS Security & Legal User cannot change his picture in his profile Using people’s access card photo is not legal Maintenance on the profiles Done by administrative assistants Active Directory Already clean with separation of Employees and Consultants Employee directory with SharePoint 2013 | 21
  • 1 Concrete exemples Client 1 – Financial company RESULTS 85% ADOPTION OVER 2 WEEKS 5 DAYS 1 MONTH PROJECT START TO END OF WORK INCLUDING BRANDING Employee directory with SharePoint 2013 | 22
  • 2 Concrete exemples Client 2 – Media company 6000 employés SharePoint Issues 2013 Multiple geographic locations Impossible to bring photographer Users must update they own profile Problem: User can put inappropriate photos ! Solution Development of a feature to « Report » photos anonymously Employee directory with SharePoint 2013 | 23
  • 2 Concrete exemples Client 2 – Media company HOW DID THEY PROCEED ? 1 Configure User Profile Synchronization 3 2 Every week, a draw is made upon people that have completed their profile Ex: Gift cards Profile are self provisioned 4 Add the people search in the existing intranet Employee directory with SharePoint 2013 | 24
  • 2 Concrete exemples Client 2 – Media company CONSIDERATIONS Gouvernance Once every 2 month, a SharePoint admin has to make a check on all the photos, looking for inapropriate content Organization Chart No translation on the Title Solutions : • Have biligual title ; (Title EN / Titre FR) • The user puts his title in his langage • Not possible to add a new field in this scenario (other system are using the title field) Employee directory with SharePoint 2013 | 25
  • 3 Concrete exemples Radio-Canada 12000 employees Issues Multiple geographic location Data from Multiple Directory MySite already used and branded Title FR and office only available in eDirectory SharePoint 2010 Problem: SharePoint cannot synchronize from 2 different Directory provider (AD + eDirectory) Solution Synchronization on AD External content type to complete the missing informations in the user profile Employee directory with SharePoint 2013 | 26
  • 3 Concrete exemples Radio-Canada CONSIDERATIONS Localization « If it aint broken, don’t fix it » Mapping of the office name from the address of the user Offices and rooms searchable When you search in the directory • you see the office name of the user (in the good language) • you also find offices related to your search A click on the office presents the office information Needed to be the same as their old system (Oracle) that was already working correctly Employee directory with SharePoint 2013 | 27
  • 3 Concrete exemples Radio-Canada Employee directory with SharePoint 2013 | 28
  • Enterprise Directory KEYS TO SUCCESS Do you really need a enterprise 2 directory ? at first Focus small 1 Only telephone number search is a good start Cleaning your Active Directory is a little project by 3 itself Branding is important for Adoption & Retention 4 Make sure the profiles are 5 complete For the launch : MAKE IT BIG ! Employee directory with SharePoint 2013 | 29
  • Remember to fill out your evaluation forms to win some great prizes! & Join us for SharePint today! Nov 23rd, 2013 @6:00 pm The Observatory Pub, Algonquin Student’s Association Address: A-170 on Algonquin Campus Parking: No need to move your car!* Site: http://www.algonquinsa.com/ob.aspx Date & Time: Location:
  • ANY QUESTIONS ? Employee directory with SharePoint 2013 | 31