Empowering SharePoint Users in a Blue Chip Organization - SharePoint Evolution Conference 2013 Jamie McAllister COM706

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SharePoint MVP Jamie McAllister presents a case study that details the costs, benefits, and challenges when allowing end users to create their own no-code solutions using SharePoint and familiar Office tools.Case study that details the costs, benefits, and challenges when allowing end users to create their own no-code solutions using SharePoint and familiar Office tools.SharePoint MVP Jamie M

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Empowering SharePoint Users in a Blue Chip Organization - SharePoint Evolution Conference 2013 Jamie McAllister COM706

  1. 1. Empowering SharePoint Users ina Blue Chip OrganizationCOM706Jamie McAllister
  2. 2.  Jamie McAllister, MVP, MCT blue-infinity, Geneva, Switzerland www.b-i.com http://www.the-north.com/sharepoint @JMcAllisterCH
  3. 3. Introduction - MeSenior SharePoint Consultant Business Analysis Design Development Training End User Solution Advocate
  4. 4. Agenda What Are End User Solutions? Client and Opportunity Proposed Approaches to EUS The Good, The Bad, And The Ugly Lessons Learned Are End User Solutions For You? Thinking About The Future
  5. 5. What Are End User Solutions? End User Solutions Are No Code, No Script, No Custom CSS Produced Through ConfigurationX
  6. 6. What Are End User Solutions? End User Solutions Are; Page and Web Part Manipulation InfoPath, Excel, Access, andPerformancePoint Services Utilizing Familiar Tools Often Already Paid For! Licensing InPlace! SharePoint Designer Is Free
  7. 7. What Are End User Solutions? Corresponds To Composites/Developer SectionOf SharePoint Wheel Beware Of “The Wall” – These Solutions HaveLimits!© 2012 Jamie McAllister
  8. 8.  End User Solutions Are Not ForEveryone!–Not For Every Organization–Not For Every Person!–End User Solutions Are A MinorityPastimeUser Limitations
  9. 9.  Visualisation Business Intelligence Business Logic Paperless Business ProcessesWhat Can EUS Do?
  10. 10.  Replace Talent ManagementSpreadsheet Visualizing Data Business Intelligence Legacy Content Management Ad-hoc Solutions e.g. Room BookingsReal EUS Examples?
  11. 11. InfoPath 2013 Validation Formatting “Views” Repeating Sections (Form Library Only) Data Connections© 2013 Jamie McAllister
  12. 12. Access Services Publish an Access Database toSharePoint Data stored in SQL Server, and Formsbecome Cloud Friendly HTML/CSS/JS Some limitations but utilises tables, queries,forms, macros, and reports Performance much improved over 2010 Very Powerful and potentially quick results Users do not need to have MS Access Generally available in O365 Subscriptions© 2013 Jamie McAllister
  13. 13. Excel Services Publish an Excel Workbook to SharePoint Users do not need to have Excel to view data Data becomes Read Only – no onlineediting Displays excel data without revealing formulainvolved Performance needs to be assessed Suited to providing information for reportsand Graphs© 2013 Jamie McAllister
  14. 14. Excel Services© 2013 Jamie McAllister
  15. 15. Excel Services© 2013 Jamie McAllister
  16. 16. Visio Services Display a Visio Diagram in SharePoint Users do not need to have Visio to viewdiagram (but no online editing) Diagrams can be bound to SP or BCS dataand show near real time updates Suited to providing visual representations ofstatus, figures, navigation, buildings orGeographic Maps, Org Charts, Server Farms Off-topic -> Can be used to sketchWorkflows (Visio Premium along with SPD)© 2013 Jamie McAllister
  17. 17. Visio Services© 2013 Jamie McAllister
  18. 18. Visio Services© 2013 Jamie McAllister
  19. 19. PerformancePoint Services Enterprise-wide Business Intelligencesolutions for performance monitoring Scorecards Key Performance Indicators (KPIs) Filters Strategy Map PerformancePoint Dashboards© 2013 Jamie McAllister
  20. 20. PerformancePoint Services© 2013 Jamie McAllisterScorecardFiltersDashboardStrategy Map
  21. 21. Governance Any Type Of Solution Needs Governance Stability Of Platform Future Upgrades Supportability End User Solutions Are Often Not Allowed Default Governance Stance = Not Allowed Considered “Easier And Safer” Not To Do It© 2012 Jamie McAllister
  22. 22. SharePoint Governance SpectrumAnarchyand ChaosEmpoweredUsersTotalLockdown
  23. 23. Governance Cost/Benefit Analysis Is Usually Not Done Benefit vs. Support Costs Justification For Extra Support Resources? These Technologies Are Designed ToEmpower End Users These Features Are Already Paid For! Can We Afford Not To Allow End UserSolutions? Who Really Knows What The BusinessNeeds?© 2012 Jamie McAllister
  24. 24. What About The Case Study?
  25. 25. Case Study Disclaimer Personal Perspective – Treat as Opinionsof a SharePoint professional Large Blue Chips in mind Worked for ≈ 20 Organizations forSharePoint related projects Some lessons / anecdotes likely to comefrom a variety of sources! (But it‟d be ashame to leave them out)
  26. 26. Client HQ In Western Europe Blue Chip 10k‟s Employees Worldwide Competitive Business Landscape Risk Averse Information Systems Culture Global Workforce but Centralized IS Dept
  27. 27. Opportunity (Technology) SharePoint 2010 Intranet – On Premises Enterprise Features Available Centralized Information Systems Dept. Limited Projects Initiated Per Year
  28. 28. Opportunity (Business) Willingness To Roll Up Sleeves! Leverage User Skills Use SharePoint Potential Business Advantage Potential – RapidResponse, Tactical, Disposable?
  29. 29. The Problem Lock Down in Place [But] No Policy Defined Limited Governance Overall Support Costs Perceived to be Escalating
  30. 30. Proposed Approaches to EUS Banning Of All EUS Rapid Reaction Team Billing After Initial Ticket Time Expires Training And End User Certification Statement Of Support Limitations
  31. 31. Proposed Approaches to EUS Banning Of All End User Solutions
  32. 32. Proposed Approaches to EUS Rapid Reaction Team Billing After Initial Ticket Time Expires
  33. 33. Proposed Approaches to EUS Training And End User Certification Statement Of Support Limitations
  34. 34. Politics Surrounding EUS Barriers Primarily Information SystemsInspired Budget Dogma Vested Interests
  35. 35. Adopted Approach to EUS Banning Of All EUS Rapid Reaction Team Billing After Initial Ticket Time Expires Training And End User Certification Statement Of Support Limitations
  36. 36. Adopted Approach to EUS Specific Tools and Services– InfoPath Designer and Web Forms– Office Integration– MS Access (Discouraged)– JavaScript (Unsupported) Centrally Controlled (∴Non-EUS)– SharePoint Designer– Coded Solutions– Services (Visio, Access, Excel)
  37. 37. The Good, The Bad & The Ugly
  38. 38. The Good Prompt Solutions Specific Solutions Opportunities Seized? Farm Safety Utilizes Familiar Tools
  39. 39. The Bad Support Repeatability Unmeasured Cost Branding IS Support Efforts Ignored
  40. 40. The Ugly User Intransigence – Colored Links!! Brittle Upgrade
  41. 41. Lessons Learned Demonstrate Solutions To RealProblems, Not Technological Features– Identify And Address Business Pain Points Often Cost Can Be Calculated MoreEasily Than Benefit– Difficult Doesn‟t Mean Impossible– See „defining measurable outcomes‟ onhttp://bit.ly/nGN0w2 (Andrew Woodward-21Apps) Prepare Arguments To AddressCommon IS Dogma / Vested Interests
  42. 42. Lessons Learned Demonstrate Something Visual! Swim Carefully In Politically ChargedWaters Training Is A Tough Sell (Some Orgs) Have An Elevator Pitch Prepared Small Scale Tactical Solutions Are Best If The Business Wants It, It‟ll Happen
  43. 43. Are EUS Suitable For You? Are Users Up To It? Is The Company Culture StronglyAgainst? Is Training And Support Available? Are Licenses In Place? Security Concerns? Regulatory And Compliance Issues?
  44. 44. Are EUS Suitable For You? Solution To Be Replicated And UsersIn Many Places = Not EUS Can Existing IS Meet Most Or AllBusiness Needs? Are Costs Tracked Within The Org? Will Your Business Benefit?
  45. 45. Thinking About The Future Upgrade–How To Smooth The Path To Upgrade Support–How Does Knowledge Get Handed Over?–Can IS Help (Especially Remotely)?
  46. 46. Thinking About The Future SharePoint Designer A WorryingExample InfoPath “is our integrated formssolution for the foreseeable future” –SharePoint Team Blog Some common elements e.g. Chartsneed these features in SP2013
  47. 47. Summary What Are End User Solutions? Client and Opportunity Proposed Approaches to EUS The Good, The Bad, And The Ugly Lessons Learned Are End User Solutions For You? Thinking About The Future
  48. 48. Thank you for attending!Visit the Blog @www.the-north.com/sharepointIW409, IW410, IW412, IW413, IW415

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