Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Toby Ward, Prescient Digital Media April 13, 2009 Planning for SharePoint Success

Agenda Overview of SharePoint – 2 minutes Assessment – 3 minutes Planning – 5 minutes Governance – 15 minutes Specific SharePoint Considerations – 15 minutes Question & Answers – 15 minutes

Overview of SharePoint – 2 minutes

Assessment – 3 minutes

Planning – 5 minutes

Governance – 15 minutes

Specific SharePoint Considerations – 15 minutes

Question & Answers – 15 minutes

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution + Toby Ward CEO, Chief Blogger, Prescient Digital Media Internet & intranet management consultants We build highly effective websites & intranets Clients include:

CEO, Chief Blogger, Prescient Digital Media

Internet & intranet management consultants

We build highly effective websites & intranets

Clients include:

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution SharePoint Overview

Microsoft Sharepoint Windows Sharepoint Services (WSS) ‏ Basic document management (DM) & collaboration Free download if you have a Windows Server licence Microsoft Office Sharepoint Server 2007 (MOSS) ‏ Web development, server, and portal services platform with more advanced DM, collaboration & CMS Separate server product, also requires MS SQL Server

Basic document management (DM) & collaboration

Free download if you have a Windows Server licence

Web development, server, and portal services platform with more advanced DM, collaboration & CMS

Separate server product, also requires MS SQL Server

MOSS - Six major components © 2008 Content and Code's visual representation of the SharePoint Platform

Source: TheCodeProject.com MOSS 2007 Services

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Assessment

Elements of Assessment Phase Site Assessment Business / Content Management Requirements Focus Groups Research Review Survey Benchmarking Usability testing Accessibility testing Log analysis

Site Assessment

Business / Content Management Requirements

Focus Groups

Research Review

Survey

Benchmarking

Usability testing

Accessibility testing

Log analysis

Key Question How much customization?

How much customization?

Source: Slideshare.net

Source: Hawiian Airlines

Source: Get More Out of Your Intranet, Corporate Executive Board, March 2009

Key Question How many groups need to create and manage their own sites?

How many groups need to create and manage their own sites?

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Planning

Plan or Fail “ Without proper architecture and governance, I can guarantee you that SharePoint will fail.” Bob Mixon, President of Mixon Consulting >

“ Without proper architecture and governance, I can guarantee you that SharePoint will fail.”

Bob Mixon, President of Mixon Consulting

>

Perspective 1/3 of IT projects exceed budgets and schedules by almost 100% in small to mid-size companies (Gartner)‏

1/3 of IT projects exceed budgets and schedules by almost 100% in small to mid-size companies (Gartner)‏

Planning Deliverables Strategic plan Governance & Policies Business case & ROI Functional planning Information architecture Wireframes Design Content management plan Marketing plan

Strategic plan

Governance & Policies

Business case & ROI

Functional planning

Information architecture

Wireframes

Design

Content management plan

Marketing plan

Mission Statements Our mission is to connect people with the ultimate places to play. To improve organizational effectiveness & communications by enabling employees to access timely, relevant info & applications where, when & how they need it.

Our mission is to connect people with the ultimate places to play.

To improve organizational effectiveness & communications by enabling employees to access timely, relevant info & applications where, when & how they need it.

Objectives & Goals - Definitions Goals Qualitative Something worked toward, or striven for Something toward which effort is directed Objectives Quantitative End result of an endeavor/effort SMART Specific, Measurable, Attainable, Realistic, Time Defined

Goals

Qualitative

Something worked toward, or striven for

Something toward which effort is directed

Objectives

Quantitative

End result of an endeavor/effort

SMART

Specific, Measurable, Attainable, Realistic, Time Defined

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)

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Governance

S T R I C T LY C O N F I D E N T I A L Governance Governance defines an intranet’s ownership and management model. Management team Roles & responsibilities Decision making process Policies & standards

Governance defines an intranet’s ownership and management model.

Management team

Roles & responsibilities

Decision making process

Policies & standards

4 Governance Models Decentralized (most common in larger orgs.)‏ No single owner Driven by policies and guidelines Organic growth, sometime leading to site sprawl Centralized (more common in small orgs.)‏ Single owner (usually department)‏ Bureaucratic Highly controlled S T R I C T L Y C O N F I D E N T I A L

Decentralized (most common in larger orgs.)‏

No single owner

Driven by policies and guidelines

Organic growth, sometime leading to site sprawl

Centralized (more common in small orgs.)‏

Single owner (usually department)‏

Bureaucratic

Highly controlled

Governance Models Collaborative / Federated Executive champion Steering Committee / Council Decentralized content ownership; central platform Hybrid, decentralized Executive champion(s)‏ One business owner for home page & site structure Decentralized content ownership supported by a single content management platform S T R I C T L Y C O N F I D E N T I A L

Collaborative / Federated

Executive champion

Steering Committee / Council

Decentralized content ownership; central platform

Hybrid, decentralized

Executive champion(s)‏

One business owner for home page & site structure

Decentralized content ownership supported by a single content management platform

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

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

Large - Hybrid

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Specific SharePoint Consideratons

MOSS governance Champions – find and secure one or two c-level executives Content migration – don't move over all your old content (audit & weed)‏ Taxonomy – create a global information taxonomy of up to 6-8 categories Business owners – ensure that each major category and site collection has a business owner

Champions – find and secure one or two c-level executives

Content migration – don't move over all your old content (audit & weed)‏

Taxonomy – create a global information taxonomy of up to 6-8 categories

Business owners – ensure that each major category and site collection has a business owner

MOSS governance Governance team – build a governance team of the major buckets (site collections) Site policy – create policies that govern the creation and use of sites, pages & content Workflow – consider baking approvals into the provision (creation) of new sites & site collections Auditing - for those sites that have become stale (no one has modified or read the site) archive or delete

Governance team – build a governance team of the major buckets (site collections)

Site policy – create policies that govern the creation and use of sites, pages & content

Workflow – consider baking approvals into the provision (creation) of new sites & site collections

Auditing - for those sites that have become stale (no one has modified or read the site) archive or delete

BT SharePoint Collaboration Source: Richard Dennison, BT

BT SharePoint Collaboration Source: Richard Dennison, BT

BT SharePoint Collaboration Source: Richard Dennison, BT

BT SharePoint Collaboration Source: Richard Dennison, BT

Request a Team Site Learn “When” & “What” to use a team site for Read the Quick Reference Guide Review the Team Site user guidelines Checklist for establishing a new site Enroll in a Team Site workshop Watch a Team Site video tutorial Follow a Team Site user tou r Transfield Team Sites Source: Intranet Innovation Awards / Transfield Services, Step Two

Request a Team Site

Learn “When” & “What” to use a team site for

Read the Quick Reference Guide

Review the Team Site user guidelines

Checklist for establishing a new site

Enroll in a Team Site workshop

Watch a Team Site video tutorial

Follow a Team Site user tou r

Governance - The Big Five Strong Executive Sponsorship Clearly Defined Goals Funding Grass Roots Support Deadlines Set by Team SharePointPlan.com © Mark Ragar Schneider 2007

Strong Executive Sponsorship

Clearly Defined Goals

Funding

Grass Roots Support

Deadlines Set by Team

Tiered Levels of Control Tightly Controlled Technical Strategy Tight Control at the Widest Scope Decreasing Control as the Scope Narrows Broad Governance Policies Maximum Tactical Freedom © Mark Ragar Schneider 2007

Tightly Controlled Technical Strategy

Tight Control at the Widest Scope

Decreasing Control as the Scope Narrows

Broad Governance Policies

Maximum Tactical Freedom

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Q & A

Strictly Confidential © 2009 Prescient Digital Media Not For Distribution Reading IntranetBlog.com The SharePoint Report ( CMSWatch.com ) ‏ www.SharePointPlan.com (Mark Schnedier)‏ Learning www.Microsoft.com/SharePoint/learning Consulting Help The SharePoint (MOSS) Plan ( PrescientDigital.com )‏

Reading

IntranetBlog.com

The SharePoint Report ( CMSWatch.com ) ‏

www.SharePointPlan.com (Mark Schnedier)‏

Learning

www.Microsoft.com/SharePoint/learning

Consulting Help

The SharePoint (MOSS) Plan ( PrescientDigital.com )‏

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