Managing the SharePoint disruption : Ensuring the business gain exceeds the business pain

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In many organisations, SharePoint is a disruptive technology: it’s no longer business-as-usual for managers, for users or for IT. SharePoint shines a spotlight on everything that’s good and bad about …

In many organisations, SharePoint is a disruptive technology: it’s no longer business-as-usual for managers, for users or for IT. SharePoint shines a spotlight on everything that’s good and bad about your company’s business processes, project management, change management, information management policies, and IT service delivery. In this presentation, AvePoint’s Vice President, Garth Luke, shares the lessons learned and common themes from thousands of organisations, large and small - from IT Professionals, Managers, Developers, End - users and CIOs around the globe. This comprehensive discussion will highlight the business, cultural and technical impact of SharePoint on an organisation - the business values and the “gotchas.” You’ll learn the steps you can take to plan for and implement SharePoint as a platform that will support a dynamic enterprise. You will take away a framework within which to understand and communicate the role of SharePoint in your organisation, a punch list of issues to consider in your planning and deployment and an understanding of the business, technical, cultural and procedural components of a successful SharePoint implementation.

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  • You will have your standard projects that deliver core functionality
  • But as you go, you experiment, try new things
  • Some will work… some wont 
  • Build a good policy and security/governance model

Transcript

  • 1. Johannesburg, South Africa, Feb 2012Managing the SharePoint Disruption: Ensuring the Business GainExceeds the Business PainGarth Luke – AvePoint, Inc.GM / VP of Sales
  • 2. Garth Luke - Today Vice President of Sales, AvePoint, Inc. General Manager, AvePoint Australasia, South Africa  Based in Santa Clara, CA, USA (The Heart of Silicon Valley)  Sales (Channel, Direct)  Marketing  Technical Pre-Sales  Support (AU Only)
  • 3. Garth Luke - History Vice President of Sales, AvePoint, Inc. General Manager, AvePoint Australasia, South Africa  Over 15 years experience in the technology sector  Started with Microsoft in 1996. Enjoyed the following roles:  Consultant  DB Admin  Programmer  Project Manager  IT Manager  Product Manager  Has experience talking to CXO, Director, Global Architects in EMEA, North America, ANZ.  Extensive knowledge of ECM, SQL Server, Web Dev, and I.T. Infrastructure Management  @GarthLuke on Twitter  LinkedIn
  • 4. AvePoint Corporate Overview Global Leader – SharePoint Governance & Management • Founded and Debuted in 2001 • Worlds Largest SharePoint-Exclusive Research & Development Team with 1,000 Employees (600+Specialized in R&D) • Worlds Largest Provider of Enterprise-Class Governance and Infrastructure Management SolutionsExperienced • 25 Offices, 13 Countries in 5 Continents & 8000+ Customers • Depth-Managed, Microsoft Certified Partner • Comprehensive SharePoint Governance & Management Platform Invested • Offering True 24 x 7 Support - Microsoft Certified Technicians © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
  • 5. One Platform. One Install. All your SharePointManagement needs. Business Users Solutions Applications Process DocAve Global Manager Organizations
  • 6. The growth of SharePoint ECM Custom Apps More Valuable B.I Work Flow Automation Enterprise Search Collab Content Dump More Complex
  • 7. How is SharePoint“disruptive”
  • 8. We can’t get anythingdelivered becausethey keep addingrequirements
  • 9. We can’t keep up withthe demand…
  • 10. We can’t get enoughfunding…
  • 11. They don’tunderstand…
  • 12. My boss doesn’tunderstand…
  • 13. We don’tunderstand…
  • 14. SharePoint shines aspotlight oneverything that’swrong with us
  • 15. How do you managethis disruption?
  • 16. The answer lies inthe questions…
  • 17. Slide 19
  • 18. WHERE are we going?Understand enterprise strategy
  • 19. Vision Slide 21
  • 20. Why SharePoint?Align SharePoint with your enterprise strategy
  • 21. Deliver strategic valueSharePoint doesn’tmatter.Business matters.
  • 22. Alignment Slide 24
  • 23. Where & Why: Strategy & Alignment • What is the enterprise strategy? • How does SharePoint fit into the enterprise strategy?
  • 24. WHAT are we doing?Define the requirements for each solution
  • 25. Deliver a SolutionSharePoint doesn’tmatter.The Solution matters.
  • 26. WHAT? • What are we doing? – Define the solution from a business perspective • Requirements – Who is behind each requirement – How does it support the business objective of the solution • Categorize requirements – Required vs. Desired – Now vs. Next Time vs. Never • Metrics – How do we know/Measure it worked?
  • 27. What: Requirements• What are we doing?• Why are we doing it?• Who is behind requirements?• How do we know it worked?
  • 28. HOW do we do it?Establish a process for delivering solutions
  • 29. A Discipline of the 4 D’s Define• Define the problem – Requirements & measurements• Design the solution – Each decision based on Define requirements Deploy Design• Develop the solution Validate Design – Build in iterations – Validation Develop• Deploy the solution• Delegate to operations• Do it again! Develop
  • 30. How: Process• What is our process?• How do we manage it?
  • 31. WHO does it?Define roles, responsibilities and accountability
  • 32. Define Roles & Responsibilities• Who gathers requirements?• Who determines the solution?• Who builds the solution?• Who deploys the solution?• Who manages the project?
  • 33. WHO is involved? • Identify your constituencies – Business user – IT • Who drives SharePoint and – Developer why? – Security • Who is impacted by – Finance SharePoint? – HR • Understand the dynamics of – Executive and between each of these – Legal groups – Project manager
  • 34. Who: People Matter• Who is on the project team?• Does the team have the skills?• Who are other constituents?• What matters to them?
  • 35. SharePoint SharePointChampion SharePoint Executive Champion Champion SharePoint Helping advise on the direction of the Look and feel, “The brand”, ensuring a Graphic Strategic strategy. Advise on all projects, constant look and feels between Advisor Artists investments and skill sets platforms and ensure ease of use. Design the farm / solution Understand the business, the business SharePoint architectures; Follow industry best Business needs and challenges, and help build Architects practices; Advanced troubleshooting; Analysts projects that can deliver to the final approval on testing business SharePoint Guide all projects to success, follow the Making sure that change management hardline of project delivery best Change becomes a full time exercise and make Project Managers practices Champions sure user adoption happens smoothly Manage the ongoing day to day upkeep SharePoint Market the platforms and the SharePoint of the Farms and assets of the Farms applications to the business as part of Administrators Platform from the application level upwards Marketer the business strategy To ensure and execute process SharePoint SharePoint Ensure users and management have oriented testing mechanisms in order Testers Trainer the skills to deliver to deliver flawless deployment Someone that can drive the SharePoint Build custom applications that fall in SharePoint initiative internally, get people talking, line with projects solve and that deliver Community Developer institute innovation and feed back to to business needs the Business analysts
  • 36. Setup to Succeed! Utilize core, in-house operational support resources Managed services (outsource / offshore) Automated 3rd Party Tools CORE SKILL Governance Committee
  • 37. WHEN are we doing it?Commit to ongoing, continuous improvement
  • 38. Long term commitment to innovatingand improving Failure = “SharePoint is our project for 2012” • This is an ongoing journey • Step by step • Evolutionary process • Budget for 2012, 13, 14, 15?
  • 39. Build a culture of innovation! •Being dedicated to building a culture that strives to use technology to solve business problems: • Information from the field (Provide better, faster decisions) • Mobilizing our workforce (Giving people the tools to do work anywhere, anytime) • People location (Being able to locate people who have mobile devices) • Mobile Lawyers (Cutting down on paper in a case. Being able to get access to your information faster) • Extranet (Ability to collaborate with people external to the Organization) • Glass-Paned View (Access to information from one central place *How many other ways could the be to use SharePoint to solve Business Problems? 100s?
  • 40. Deliver a Trusted ServiceSharePoint matters.
  • 41. Build A Platform Users Can TrustArchitect SharePoint as aplatform that happens todeliver the first solution
  • 42. Build A Platform Users Can TrustOptimize the service for theorganization rather thanproduce what is easy, cheap,or expedient for this project
  • 43. When: Continuous Improvement• Is there a long-term commitment to SharePoint?• Is there an understanding of steps and evolution versus deployment?
  • 44. Managing the SharePoint Disruption • WHERE: Enterprise strategy • WHY: Alignment of SharePoint with enterprise strategy • WHAT: The Solution – Focus fanatically on requirements • HOW: Business Process – Establish a process for introducing change • WHO: Roles & Responsibilities – Ensure you have the right skills on the team – Understand your audiences and address their concerns • WHEN: Continuous Improvement – Design and implement a trusted platform
  • 45. What is SharePoint governance
  • 46. What is governance? Governance defines thepeople, processes, policies and technologies that deliver a service
  • 47. BUSINESSGOVERNANCE Slide 57
  • 48. BUSINESS PeoplePolicy Process Technology Slide 58
  • 49. Accountability Slide 59
  • 50. Quality Slide 60
  • 51. RestrictionsSlide 61
  • 52. AppropriatenessSlide 62
  • 53. Discoverability Slide 63
  • 54. Compliance
  • 55. Storage
  • 56. Resources • TechNet – Governance resource center • http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx – Microsoft Operations Framework • http://technet.microsoft.com/en-us/solutionaccelerators/dd320379 • SharePoint Adoption Kit • http://sharepoint.microsoft.com/iusesharepoin • ADDITIONAL RESOURCES • Questions & Answers • Please submit your evaluations!
  • 57. Questions
  • 58. Garth LukeAvePoint, IncGarth.Luke@AvePoint.com@GarthLuke (Twitter) Slide 68