Planning For Sharepoint Success

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While generic in nature, there are some components of SharePoint (MOSS 2007) that require specific consideration, and are discussed and addressed by the interviewed subject matter experts and the included case studies.

In particular, the powerful Team Site features and easy deployment features (Site Collections) of SharePoint make it even more demanding of a rigorous plan and detailed governance model. While intranet governance provides clarity and rules: namely the titles, roles and responsibilities of its owners, managers, stakeholders and contributors.

Sadly, very few organizations actually have a well-defined governance model, and many of those have spent hundreds-of-thousands to millions of dollars on their website or intranet – amounting to extraordinary investments left to chance and execution on a whim.

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  • Planning For Sharepoint Success

    1. 1. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Toby Ward, Prescient Digital Media April 13, 2009 Planning for SharePoint Success
    2. 2. Agenda <ul><li>Overview of SharePoint – 2 minutes </li></ul><ul><li>Assessment – 3 minutes </li></ul><ul><li>Planning – 5 minutes </li></ul><ul><li>Governance – 15 minutes </li></ul><ul><li>Specific SharePoint Considerations – 15 minutes </li></ul><ul><li>Question & Answers – 15 minutes </li></ul>
    3. 3. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution + Toby Ward <ul><li>CEO, Chief Blogger, Prescient Digital Media </li></ul><ul><li>Internet & intranet management consultants </li></ul><ul><li>We build highly effective websites & intranets </li></ul><ul><li>Clients include: </li></ul>
    4. 4. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution SharePoint Overview
    5. 5. Microsoft Sharepoint Windows Sharepoint Services (WSS) ‏ <ul><li>Basic document management (DM) & collaboration </li></ul><ul><li>Free download if you have a Windows Server licence </li></ul>Microsoft Office Sharepoint Server 2007 (MOSS) ‏ <ul><li>Web development, server, and portal services platform with more advanced DM, collaboration & CMS </li></ul><ul><li>Separate server product, also requires MS SQL Server </li></ul>
    6. 6. MOSS - Six major components © 2008 Content and Code's visual representation of the SharePoint Platform
    7. 7. Source: TheCodeProject.com MOSS 2007 Services
    8. 8. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Assessment
    9. 10. Elements of Assessment Phase <ul><li>Site Assessment </li></ul><ul><li>Business / Content Management Requirements </li></ul><ul><li>Focus Groups </li></ul><ul><li>Research Review </li></ul><ul><li>Survey </li></ul><ul><li>Benchmarking </li></ul><ul><li>Usability testing </li></ul><ul><li>Accessibility testing </li></ul><ul><li>Log analysis </li></ul>
    10. 11. Key Question <ul><li>How much customization? </li></ul>
    11. 12. Source: Slideshare.net
    12. 13. Source: Hawiian Airlines
    13. 14. Source: Get More Out of Your Intranet, Corporate Executive Board, March 2009
    14. 15. Key Question <ul><li>How many groups need to create and manage their own sites? </li></ul>
    15. 16. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Planning
    16. 17. Plan or Fail <ul><li>“ Without proper architecture and governance, I can guarantee you that SharePoint will fail.” </li></ul><ul><ul><ul><li>Bob Mixon, President of Mixon Consulting </li></ul></ul></ul><ul><li>> </li></ul>
    17. 18. Perspective <ul><li>1/3 of IT projects exceed budgets and schedules by almost 100% in small to mid-size companies (Gartner)‏ </li></ul>
    18. 19. Planning Deliverables <ul><li>Strategic plan </li></ul><ul><li>Governance & Policies </li></ul><ul><li>Business case & ROI </li></ul><ul><li>Functional planning </li></ul><ul><li>Information architecture </li></ul><ul><li>Wireframes </li></ul><ul><li>Design </li></ul><ul><li>Content management plan </li></ul><ul><li>Marketing plan </li></ul>
    19. 20. Mission Statements <ul><li>Our mission is to connect people with the ultimate places to play. </li></ul><ul><li>To improve organizational effectiveness & communications by enabling employees to access timely, relevant info & applications where, when & how they need it. </li></ul>
    20. 21. Objectives & Goals - Definitions <ul><li>Goals </li></ul><ul><ul><li>Qualitative </li></ul></ul><ul><ul><li>Something worked toward, or striven for </li></ul></ul><ul><ul><li>Something toward which effort is directed </li></ul></ul><ul><li>Objectives </li></ul><ul><ul><li>Quantitative </li></ul></ul><ul><ul><li>End result of an endeavor/effort </li></ul></ul><ul><ul><li>SMART </li></ul></ul><ul><ul><ul><li>Specific, Measurable, Attainable, Realistic, Time Defined </li></ul></ul></ul>
    21. 22. Sample Objectives 14% Deliver measured return on investment (ROI) ($_ million) 43% Ensure all content is regularly reviewed for relevancy 43% Increase readership of key messages 43% Deliver a consistent look and feel across the intranet 43% Increase usability 57% Establish and maintain a strong governance structure 57% Create a simplified system for managing content 57% Improve user satisfaction 71% Improve employee productivity (reduce average clicks)
    22. 23. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Governance
    23. 24. S T R I C T LY C O N F I D E N T I A L Governance <ul><li>Governance defines an intranet’s ownership and management model. </li></ul><ul><li>Management team </li></ul><ul><li>Roles & responsibilities </li></ul><ul><li>Decision making process </li></ul><ul><li>Policies & standards </li></ul>
    24. 25. 4 Governance Models <ul><ul><li>Decentralized (most common in larger orgs.)‏ </li></ul></ul><ul><ul><ul><li>No single owner </li></ul></ul></ul><ul><ul><ul><li>Driven by policies and guidelines </li></ul></ul></ul><ul><ul><ul><li>Organic growth, sometime leading to site sprawl </li></ul></ul></ul><ul><ul><li>Centralized (more common in small orgs.)‏ </li></ul></ul><ul><ul><ul><li>Single owner (usually department)‏ </li></ul></ul></ul><ul><ul><ul><li>Bureaucratic </li></ul></ul></ul><ul><ul><ul><li>Highly controlled </li></ul></ul></ul>S T R I C T L Y C O N F I D E N T I A L
    25. 26. Governance Models <ul><ul><li>Collaborative / Federated </li></ul></ul><ul><ul><ul><li>Executive champion </li></ul></ul></ul><ul><ul><ul><li>Steering Committee / Council </li></ul></ul></ul><ul><ul><ul><li>Decentralized content ownership; central platform </li></ul></ul></ul><ul><ul><li>Hybrid, decentralized </li></ul></ul><ul><ul><ul><li>Executive champion(s)‏ </li></ul></ul></ul><ul><ul><ul><li>One business owner for home page & site structure </li></ul></ul></ul><ul><ul><ul><li>Decentralized content ownership supported by a single content management platform </li></ul></ul></ul>S T R I C T L Y C O N F I D E N T I A L
    26. 27. S T R I C T LY C O N F I D E N T I A L Editor-In-Chief Intranet Council Co-Champions CIO & VP Editorial Committee Corporate Communications Advisory Group Human Resources Medium-size Collaborative
    27. 28. IBM Intranet Governance Reviews solutions for architectural feasibility w3 ODW Steering Committee PDT PDT PDT PDT Define measurable business goals for the ODW Prioritized & validated business requirements Allocate funding & monitor progress ODW IPMT ODW Architecture Council ODW Integration Team Manager Resources Portlet Search Order Mgt System Application Personal- ization PDT ODW PO Seller’s Role-based Portlet Solution workgroups who deploy capabilities on the ODW Manages commitments, interdependencies & issues S T R I C T L Y C O N F I D E N T I A L
    28. 29. Large - Hybrid
    29. 30. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Specific SharePoint Consideratons
    30. 31. MOSS governance <ul><li>Champions – find and secure one or two c-level executives </li></ul><ul><li>Content migration – don't move over all your old content (audit & weed)‏ </li></ul><ul><li>Taxonomy – create a global information taxonomy of up to 6-8 categories </li></ul><ul><li>Business owners – ensure that each major category and site collection has a business owner </li></ul>
    31. 32. MOSS governance <ul><li>Governance team – build a governance team of the major buckets (site collections) </li></ul><ul><li>Site policy – create policies that govern the creation and use of sites, pages & content </li></ul><ul><li>Workflow – consider baking approvals into the provision (creation) of new sites & site collections </li></ul><ul><li>Auditing - for those sites that have become stale (no one has modified or read the site) archive or delete </li></ul>
    32. 33. BT SharePoint Collaboration Source: Richard Dennison, BT
    33. 34. BT SharePoint Collaboration Source: Richard Dennison, BT
    34. 35. BT SharePoint Collaboration Source: Richard Dennison, BT
    35. 36. BT SharePoint Collaboration Source: Richard Dennison, BT
    36. 37. <ul><li>Request a Team Site </li></ul><ul><li>Learn “When” & “What” to use a team site for </li></ul><ul><li>Read the Quick Reference Guide </li></ul><ul><li>Review the Team Site user guidelines </li></ul><ul><li>Checklist for establishing a new site </li></ul><ul><li>Enroll in a Team Site workshop </li></ul><ul><li>Watch a Team Site video tutorial </li></ul><ul><li>Follow a Team Site user tou r </li></ul>Transfield Team Sites Source: Intranet Innovation Awards / Transfield Services, Step Two
    37. 38. Governance - The Big Five <ul><ul><li>Strong Executive Sponsorship </li></ul></ul><ul><ul><li>Clearly Defined Goals </li></ul></ul><ul><ul><li>Funding </li></ul></ul><ul><ul><li>Grass Roots Support </li></ul></ul><ul><ul><li>Deadlines Set by Team </li></ul></ul>SharePointPlan.com © Mark Ragar Schneider 2007
    38. 39. Tiered Levels of Control <ul><li>Tightly Controlled Technical Strategy </li></ul><ul><li>Tight Control at the Widest Scope </li></ul><ul><li>Decreasing Control as the Scope Narrows </li></ul><ul><li>Broad Governance Policies </li></ul><ul><li>Maximum Tactical Freedom </li></ul>© Mark Ragar Schneider 2007
    39. 40. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Q & A
    40. 41. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution <ul><li>Reading </li></ul><ul><li>IntranetBlog.com </li></ul><ul><li>The SharePoint Report ( CMSWatch.com ) ‏ </li></ul><ul><li>www.SharePointPlan.com (Mark Schnedier)‏ </li></ul><ul><li>Learning </li></ul><ul><li>www.Microsoft.com/SharePoint/learning </li></ul><ul><li>Consulting Help </li></ul><ul><li>The SharePoint (MOSS) Plan ( PrescientDigital.com )‏ </li></ul>
    41. 42. Toby Ward, President, Prescient Digital Media [email_address] www.PrescientDigital.com www. IntranetBlog.com www.Twitter.com/TobyWard www.Twitter.com/Intranet2 www.Facebook.com (search “Intranet Global Forum”) ‏ 416.986.2226

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