SharePoint and the User Experience

SharePoint and the User ExperienceUIE Virtual SeminarAugust 9th, 2012 Earley & Associates, Inc. | Classification: CONFIDENTIAL USE, NO REPRINTS Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Information Architecture Design Methodology Strategy,STRATEGY& VISIONN Current State Future Gap Heuristic Roadmap & Assessment State Vision Analysis Evaluation Recommendations 2 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Information Architecture Design Methodology Strategy,STRATEGY& VISIONN Current State Future Gap Heuristic Roadmap & Assessment State Vision Analysis Evaluation Recommendations Requirements& DISCOVERRESEARCH Content Audience Task Requirements & Analysis Analysis Analysis Analysis Definition Findings 2 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Information Architecture Design Methodology Strategy,STRATEGY& VISIONN Current State Future Gap Heuristic Roadmap & Assessment State Vision Analysis Evaluation Recommendations Requirements& DISCOVERRESEARCH Content Audience Task Requirements & Analysis Analysis Analysis Analysis Definition Findings Solution& DEVELOP Content Types Term Store Site Maps Use Cases, DESIGN Design & Site Column & Taxonomy & Wireframe Workflow & Documents Design Development Design Authoring 2 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Information Architecture Design Methodology Strategy,STRATEGY& VISIONN Current State Future Gap Heuristic Roadmap & Assessment State Vision Analysis Evaluation Recommendations Requirements& DISCOVERRESEARCH Content Audience Task Requirements & Analysis Analysis Analysis Analysis Definition Findings Solution& DEVELOP Content Types Term Store Site Maps Use Cases, DESIGN Design & Site Column & Taxonomy & Wireframe Workflow & Documents Design Development Design Authoring& VALIDATE Test Plan User Tagging Auto TEST Taxonomy & Execution Interface Processes Categorization 2 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Information Architecture Design Methodology Strategy,STRATEGY& VISIONN Current State Future Gap Heuristic Roadmap & Assessment State Vision Analysis Evaluation Recommendations Requirements& DISCOVERRESEARCH Content Audience Task Requirements & Analysis Analysis Analysis Analysis Definition Findings Solution& DEVELOP Content Types Term Store Site Maps Use Cases, DESIGN Design & Site Column & Taxonomy & Wireframe Workflow & Documents Design Development Design Authoring& VALIDATE Test Plan User Tagging Auto TEST Taxonomy & Execution Interface Processes Categorization Governance /& ENHANCE Governance Socialization Migration MAINTAIN Metrics Maintenance Strategy Communication Strategy Development Processes & Guidelines & Adoption & Approach 2 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

The IA Design Process• This is a conceptual representation of the IA approach roughly broken into five work streams:  Strategy and Vision  Research and Discovery  Design and Development  Testing and Validation  Maintenance and Enhancement• These are not necessarily discrete sets of activities, there is overlap• Each document icon (last column) represents a deliverable which summarizes activities in that work stream. These may be combined into a single document.• Chevrons represent tasks and activities. Not all need to be addressed or they may be addressed as parts of other tasks.• Steps are not necessarily sequential. For example, Governance and Socialization happen at all levels• Some deliverables are required as inputs for other processes. For example, Use Cases and User Scenarios are required for testing 3 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Organizing PrinciplesOrganizing Purpose When to organize at this level Exampleprinciple Organize multiple repositories Name collections according to major Human Resources Site theme or over riding concept, such as Sales collection business division or department Marketing Repository that concerns a Name sites according to activity, process North American Sales Site process, business unit or or business function Benefits collection of information around Compensation a business activity Consolidation of content types Consider libraries according to a theme, Marketing materials Document that are conceptually related process or concept. For example business Contracts & Agreements Library development/opportunities, client project Sales Collateral Consolidation of related data in List of values can be named according to Cities, Tasks, Project List row and column format field name/ column or other concept Contacts, Events Metadata field that describes an Columns are named in accordance with City, Location, Industry, attribute of a piece of content standards like Dublin core as well as Solution, Date Created, Column organization specific attributes. May be a Date Modified, Owner list of values. Collection of metadata Content types are fundamental pieces of Proposal, Project Plan, attributes that form the “is- content that can be collected and Invoice, Medical Record, Content ness” and “about-ness” of a organized according to various Presentation, Article Type piece of content. Includes characteristics. Answer “what is this rules, workflow, content thing?” lifecycles content type used to A special Multiple artifacts are collected and used to Marketing Event Document manage a collection of related generate a single output. Also used to Sales Opportunity Set documents manage processes such as the creation of documentation 4 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Other Core Architectural Concepts• Managed Metadata Service – A hierarchical collection of predefined centrally managed terms that are applied by publishers as metadata attributes for content items (new column type).  Term Store – A database that is used to house both Managed Terms and Managed Keywords.  Groups - From a taxonomy perspective, a group is a flat list or hierarchical collection of related attributes comprised of one or more Term Sets.  Term Set - A flat list or hierarchical collection of related Terms that belong to a Group.  Term - A word or phrase that can be applied by publishers and system users as metadata to content.• Views – Leveraging metadata to create different ways of looking at content stored in a list or library. Created within a list or library. 5 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Translating Concepts into Design Elements• Challenge lies in going from an abstraction to something concrete.• Many organizations are trying to “make the information easier to use” which is a broad ambiguous abstraction• Need to answer:  What information?  For whom?  Accomplishing what task?  With what information?• Many information management projects fail because they are too broad, scope is ambiguous, and outcome is not measurable.• SharePoint IA needs to start with a focus on problems and processes• May be broadened from this starting point, but cannot solve ambiguous problems 6 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Problems => Solutions• Problems are identified through interviews, surveys, working sessions• In each forum, we are making observations about the current state: how people accomplish tasks, bottlenecks in processes, problems with information access and findability, challenges around inaccurate and incomplete information• Need to translate observations about the information environment into a vision of how those issues can be resolved.• User centric IA requires that we understand the mental model of the user: the tasks they need to execute and how they go about accomplishing their work• Steps to the process:  Observe and gather data points  Summarize into themes  Translate themes into conceptual solutions  Develop scenarios that comprise solutions  Identify audiences who are impacted by scenarios  Articulate tasks that audiences execute in scenarios  Build detailed use cases around tasks and audiences  Identify content needed by audiences in specific use cases  Develop organizing principles for content 7 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

From Problems to Solution – Steps to the ProcessProcess Step Answer the following ExampleObserve and gather data What are the specific problems • We can’t locate information about policies for specialty(pain) points and challenges that users are coverage identifying? • We need to look in multiple systems to find priorSummarize into themes What are the common elements Inability to locate policy and underwriting informationhigh risk experience data when underwriting new policies in using to observations, how can areas common terminology symptoms and pains be • Different terminology is used in different systems making classified according to queries difficult overarching themes?Translate themes into Wouldn’t it be great if we We could access all policy and prior experience data acrossconceptual solutions could…? multiple systems using a single search query and return consistent results?Develop scenarios that What would a day in the life of a At a high level, describe how underwriters go about their workcomprise solutions user look like if this solution in writing policies for specialty and high risk clients. Describe were in place? each potential situation and how they would go about theirIdentify audiences who are Who are the users that are workmanagers, underwriters, sales personnel Riskimpacted by scenarios impacted?Articulate tasks that What are the tasks that need to For a given scenario, articulate tasks (research options, reviewaudiences execute in be executed in each scenario? loss history, locate supporting research, etc.)scenariosBuild detailed use cases What are the specific steps to For a single task, list the steps to execute (this level of detailaround tasks and audiences accomplish tasks? is not needed in all cases). Step 1 – log on to claim system Step 2 – search for history on the coverage type in geography,Identify content needed by What content and information is Step 3 – etc. policy information, underwriting standards, Claims data,audiences in specific use needed at each step in the actuarial tables, fraud reports, etc.cases process?Develop organizing Arrange the things they need Begin with “is-ness”. What is the nature of the information?principles for content according to process, task or Then determine “about-ness”, the additional characteristics of other organizing principle the information. How would you tell 100 documents of that type apart? 8 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Relationship of Taxonomy to Information Architecture• Taxonomy is the foundation for information architecture• Every design element in SharePoint requires a consistent set of organizing principles• If we start with the core organizing principles first, the IA is a matter of structuring these into the constraints and constructs of SharePoint elements  Site collection hierarchy - How multiple sites relate to one another, global navigation across sites  Site navigation – Organizational construct within a site, how document libraries are named and organized  Document library organization – How libraries sort, organize and view documents  Content model construction - Metadata fields (columns) that comprise content types  List definition – Values that drive fields (columns) that use controlled vocabularies  Faceted search – Metadata fields that are exposed to users to perform attribute based search. Facets depend on user context and content model  Roles for security and personalization – Types of users that have specific privileges or who may be interested in specific subjects 9 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

Structural Disambiguation of a Concept - “Sales”Organizing Concept Element Disambiguating principleprinciple You could have a collection of sites called Site collection Sales Sales“sales”. Within them you would have to further distinguish sales sites. What is the North American One possible way to consider site and difference between one sales this would be Site Sales to distinguish between regions in different Sales another? sites If we distinguished between regions at the Library Sales Brand A Sales site level, we might consider different libraries for various products The actual product names would comprise List Sales Products for Sale a sales related list Product types for A column is a metadata value. A ﬁeld Column Sales called sales does not have much meaning. Sale This may be a kind of sales Product A content type is a collection of ﬁelds. Content Type Sales What is the conceptual unit around sales? Description Product page or description. The controlled vocabulary term would be Term Sales Product Name the actual name of the product in a list Document Sales contracts A collection contains things that comprise a Sales transaction or natural grouping (process or Collection and agreements task based).10 Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

SharePoint and the User ExperienceUIE Virtual SeminarAugust 9th, 2012 Earley & Associates, Inc. | Classification: CONFIDENTIAL USE, NO REPRINTS Copyright © 2012 Earley & Associates, Inc. All Rights Reserved.

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SharePoint and the User Experience

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SharePoint and the User Experience Webinar Transcript