Maximize Your Sharepoint Investments


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  • Title Month Year
  • Maximize Your Sharepoint Investments

    1. 1. Maximize your SharePoint Investment Atul Totre Microsoft/Collaboration Practice Director, West Region
    2. 2. Agenda <ul><li>Introduction </li></ul><ul><li>Steps to avoid false starts in your SharePoint-based initiatives </li></ul><ul><li>Achieving optimum Value from your SharePoint investments </li></ul><ul><li>Why architecture and strategy is so important in SharePoint projects </li></ul><ul><li>Role of Governance and how to establish Governance for SharePoint </li></ul><ul><li>Q&A session about material presented </li></ul>
    3. 3. Leveraging the SharePoint Platform <ul><li>People use SharePoint for a number of reasons: </li></ul><ul><ul><li>Collaboration </li></ul></ul><ul><ul><li>Portal </li></ul></ul><ul><ul><li>Document Management </li></ul></ul><ul><ul><li>Web Content Management </li></ul></ul><ul><ul><li>Records Management </li></ul></ul><ul><ul><li>Forms Server </li></ul></ul><ul><li>SharePoint can help: </li></ul><ul><ul><li>Improve productivity </li></ul></ul><ul><ul><li>Accelerate business processes </li></ul></ul><ul><ul><li>Promote collaboration </li></ul></ul><ul><ul><li>Improve communication </li></ul></ul><ul><ul><li>Reduce redundancy </li></ul></ul><ul><ul><li>Open the channel between the executive team and the enterprise </li></ul></ul><ul><ul><li>Influence the adoption of best business practices </li></ul></ul>
    4. 4. Portfolio Examples Technology Implementation Services
    5. 5. Topics 4 Establish Governance 2 Maximize Value 3 Strategize and Architect appropriately 1 Avoid False Starts
    6. 6. How to avoid False Starts? <ul><li>Identify the actual problem </li></ul><ul><ul><li>What business and IT pain points do you need to solve or address? </li></ul></ul><ul><ul><li>What is the end goal for your SharePoint implementation? </li></ul></ul><ul><ul><li>Have you thought about its future state? </li></ul></ul><ul><li>Align with your business case </li></ul><ul><ul><li>Who is your audience? Employees, customers, partners? </li></ul></ul><ul><ul><li>What value are you hoping to achieve? </li></ul></ul><ul><ul><li>Are your IT and business strategies aligned? </li></ul></ul><ul><li>Validate actual requirements </li></ul><ul><ul><li>Don’t make it just an IT driven project, involve appropriate business users early and often </li></ul></ul><ul><ul><li>Prototype to validate key use cases and functional and technical areas of ambiguity or risk </li></ul></ul><ul><ul><li>Collaborate to flush out details and set right expectations </li></ul></ul>1 Avoid False Starts 2 Maximize Value 3 Strategize & Architect appropriately 4 Establish Governance
    7. 7. Identify the Actual Problem(s) Do you need to… <ul><li>Facilitate internal and/or external collaboration amongst your stakeholders (employees, partners, vendors)? </li></ul><ul><li>Create workflow-driven business applications rapidly to allow business users to increase productivity? </li></ul><ul><li>Address web content management needs for your internet sites so that you can quickly deploy updates? </li></ul><ul><li>Enable decision-making capabilities at the operational and strategic levels by providing high-quality information and reporting solutions? </li></ul><ul><li>Improve role-based secure access to business data, content and processes for functional users? </li></ul><ul><li>Enable an “Enterprise Cloud” that isolates users/systems from the underlying complexity of disparate systems? </li></ul><ul><li>Lead the creation of standardized, auditable and regulated content aggregation, discovery and consumption? </li></ul><ul><li>Reduce the delays and costs incurred because of lack of availability of timely information in a given business context? </li></ul>Internet Presence Sites Information Portal Sites Executive Dashboards Business Applications
    8. 8. Align with Your Business Case <ul><li>Empower employees </li></ul><ul><ul><li>Faster, better decision-making </li></ul></ul><ul><ul><li>Find critical business information quickly and easily </li></ul></ul><ul><ul><li>Connect people to each other and the information they need when they need it </li></ul></ul><ul><li>Increase productivity </li></ul><ul><ul><li>Faster, better search </li></ul></ul><ul><ul><li>Easier, effortless collaboration </li></ul></ul><ul><ul><li>Familiar, intuitive Web-based interface </li></ul></ul><ul><li>Improve efficiency </li></ul><ul><ul><li>Reduce time-consuming business functions </li></ul></ul><ul><ul><li>Automate approvals and workflows </li></ul></ul><ul><ul><li>Simplify access to information, applications and systems </li></ul></ul><ul><li>Improve customer satisfaction </li></ul><ul><ul><li>Enable access to timely, accurate customer information </li></ul></ul><ul><ul><li>Reduce customer wait times, improve service quality </li></ul></ul><ul><li>Build stronger, closer relationships </li></ul><ul><ul><li>Provide convenient, secure access to relevant business information </li></ul></ul><ul><ul><li>Enable high value online communication </li></ul></ul><ul><ul><li>Promote loyalty and improve level of interaction </li></ul></ul><ul><li>Deliver rapid access to dynamic business information </li></ul><ul><ul><li>Ensure information accuracy </li></ul></ul><ul><ul><li>Enforce standard procedures </li></ul></ul><ul><ul><li>Share best practices </li></ul></ul><ul><ul><li>Do more with less </li></ul></ul>Assess what is driving your priorities:
    9. 9. Validate Requirements <ul><li>Collaborate to understand requirements </li></ul><ul><ul><li>Work together with business units to understand usability and workflow requirements </li></ul></ul><ul><ul><li>Communicate and set proper expectations </li></ul></ul><ul><ul><li>Involve your Infrastructure group - you need a secure and scalable platform to host it once created </li></ul></ul><ul><li>Create a rapid low-cost Prototype </li></ul><ul><ul><li>This is your drawing board to flush out any gaps in requirements </li></ul></ul><ul><ul><li>Can be done even in Visio </li></ul></ul><ul><ul><li>Helps bring everyone concerned on board </li></ul></ul><ul><ul><li>Addresses any usability and user experience issues </li></ul></ul><ul><li>Understand governance requirements </li></ul><ul><ul><li>Who can add content, who can contribute and who can see the content? How and when should content expire? </li></ul></ul><ul><ul><li>Who needs cross-departmental visibility for specific content/files? </li></ul></ul><ul><ul><li>How does content get securely accessed within access boundaries? </li></ul></ul>
    10. 10. Maximize Value <ul><li>Think beyond your Intranet or Collaboration site </li></ul><ul><ul><li>What about Partner Collaboration? </li></ul></ul><ul><ul><li>Is there a need for a Customer Portal? </li></ul></ul><ul><ul><li>Can it help with your integration needs? </li></ul></ul><ul><li>It can be an Information Hub </li></ul><ul><ul><li>Deliver information from various sources </li></ul></ul><ul><ul><li>Deliver contextualized and connected information </li></ul></ul><ul><ul><li>Single window of business operation </li></ul></ul><ul><li>Business Applications Platform </li></ul><ul><ul><li>Workflow-enabled business applications </li></ul></ul><ul><ul><li>Line of Business Integration </li></ul></ul><ul><ul><li>Services-driven application portals </li></ul></ul><ul><li>Key Benefits for using a common platform: </li></ul><ul><li>Common experience for users across applications, reduced training </li></ul><ul><li>Common support platform for development and infrastructure team </li></ul>1 Avoid False Starts 2 Maximize Value 3 Strategize & Architect appropriately 4 Establish Governance
    11. 11. Think beyond your Intranet <ul><li>Extranets and Internets </li></ul><ul><li>Business Applications </li></ul><ul><li>Reporting Applications </li></ul><ul><li>Internal System Integration </li></ul><ul><li>Enterprise Mash-Ups </li></ul>
    12. 12. SharePoint as an Information Hub Enterprise Information Hub Product Information Hub Transaction Information Hub Data Architecture Service Architecture Authentication and Role Based Authorization Support and Assistance Functionality Interfaces Localization Unified User Interface Framework Executives IT Employees Customers Partners Vendors Others Business Rules Data Rules Information Management Relationship Management Customers and Partners Finance & Revenue Recognition User Governance
    13. 13. Business Applications Platform <ul><ul><li>Workflow-enabled business productivity solutions </li></ul></ul><ul><ul><li>Use SharePoint as an Integrated Application development and delivery platform </li></ul></ul><ul><ul><li>Leverage other tools such as Project Server, Forms server, InfoPath to accelerate other enterprise needs </li></ul></ul>Opportunity and Order management in Sales Force Explorer Application <ul><ul><li>Integrate web-parts based architecture to create reusable and modular applications, delivered incrementally </li></ul></ul><ul><ul><li>Integrate with MS Office 2007 </li></ul></ul>
    14. 14. Architecture and Design is critical <ul><li>Architect & Design to suit your end-goal </li></ul><ul><ul><li>Do you want to create an Internal portal to be accessed by Employees alone? Will external partners need to access it? </li></ul></ul><ul><ul><li>Do you know the requirements of your Information Blueprint? </li></ul></ul><ul><ul><li>Don’t think in Silos or you will end up with Siloed systems </li></ul></ul><ul><li>Design for the Future, Build for Now. </li></ul><ul><ul><li>Create blueprints for business, systems and infrastructure </li></ul></ul><ul><ul><li>Blueprints can be implemented incrementally </li></ul></ul><ul><ul><li>Start with Short Term Goals but have Long Term Vision </li></ul></ul><ul><li>Keep overall Strategy in mind </li></ul><ul><ul><li>Know what is coming ahead of the curve and then plan </li></ul></ul><ul><ul><li>SharePoint adoption is viral so it will spread before you know it </li></ul></ul><ul><ul><li>Strategy-driven planning and implementation will help you roll out your system in a controlled manner </li></ul></ul>1 Avoid False Starts 2 Maximize Value 3 Strategize & Architect appropriately 4 Establish Governance
    15. 15. Design for Information Blueprint <ul><li>Think about different Information Worlds </li></ul><ul><ul><li>Internal </li></ul></ul><ul><ul><ul><li>Employees/ Departments </li></ul></ul></ul><ul><ul><ul><ul><li>HR, IT, Legal, Sales etc </li></ul></ul></ul></ul><ul><ul><li>External </li></ul></ul><ul><ul><ul><li>Partners/Customers </li></ul></ul></ul><ul><li>Think about sharing between the Information Worlds </li></ul><ul><ul><li>Internal Content like Product brochures shared with partners </li></ul></ul><ul><ul><li>Marketing campaigns collaboration with partners </li></ul></ul><ul><ul><li>Customer feedback system or focus group portals </li></ul></ul><ul><li>Systems will host these information worlds </li></ul><ul><ul><li>Design a system which will enable the information worlds and relationship between them </li></ul></ul><ul><ul><li>Create interfaces and services for consumption </li></ul></ul><ul><ul><li>Systems architecture and Infrastructure architecture need to be planned according to these needs </li></ul></ul>
    16. 16. Information Architecture <ul><li>Information Aggregation </li></ul><ul><ul><li>What are the different sources of information? Structured and Non-structured? </li></ul></ul><ul><ul><li>How can you contextually map the information? </li></ul></ul><ul><ul><li>How can you securely access it and shape it? </li></ul></ul><ul><li>Information Management </li></ul><ul><ul><li>How to organize disparate types of information? </li></ul></ul><ul><ul><li>What are the role-based and need-based access and usage requirements? </li></ul></ul><ul><ul><li>Where is the Context and how to gel it with Content? </li></ul></ul><ul><li>Information Presentation and Discovery </li></ul><ul><ul><li>How do users interact with the information and consume the information within their business processes? </li></ul></ul><ul><ul><li>What are the information search/browse requirements? </li></ul></ul><ul><ul><li>What are the usability-specific characteristics? </li></ul></ul>
    17. 17. Information Architecture Considerations   Permanent Central Portal Enterprise Search Enterprise Browse Corporate Business Taxonomy With Divisional Stakeholders Per User Ad Hoc Self Service w/ Life Cycle Management Permanent Division Portals Business Process Management Division News Group Reporting & Scorecards Semi Structured Group, Team, Project Sites and Workspaces Blogs, bios Social networking
    18. 18. Establish Governance- critical for success 1 Avoid False Starts 2 Maximize Value 3 Strategize & Architect appropriately 4 Establish Governance <ul><li>Governance as important as Architecture </li></ul><ul><ul><li>Multiple farms or systems with different governance needs </li></ul></ul><ul><ul><li>Plan and design the farm as per governance needs </li></ul></ul><ul><ul><li>Governance affects sharing, visibility and access </li></ul></ul><ul><li>Create a Governance Model </li></ul><ul><ul><li>Wider the audience, tighter the governance needs </li></ul></ul><ul><ul><li>Create a communication plan </li></ul></ul><ul><ul><li>Use SharePoint workflows to enforce governance </li></ul></ul><ul><li>Setup SharePoint Program Mgmt Office </li></ul><ul><ul><li>Common vision and version of enterprise taxonomy </li></ul></ul><ul><ul><li>Enables consistent cross-fertilization of SharePoint projects </li></ul></ul><ul><ul><li>Provides effective information asset management and project lifecycle management </li></ul></ul>
    19. 19. Governance Model <ul><ul><li>Create the following table which shows: </li></ul></ul><ul><ul><ul><li>SharePoint Farms and Web Applications </li></ul></ul></ul><ul><ul><ul><li>Corresponding level of governance </li></ul></ul></ul><ul><ul><ul><li>Owners for accountability </li></ul></ul></ul><ul><ul><li>Create a Hierarchical governance model in the elaboration phase which shows: </li></ul></ul><ul><ul><ul><li>Content Types (controlled, ad-hoc) </li></ul></ul></ul><ul><ul><ul><li>Content lifecycle (short-lived, permanent) </li></ul></ul></ul><ul><ul><ul><li>Governance levels (loose governance, no governance, high governance) </li></ul></ul></ul>
    20. 20. Sample Governance Framework <ul><li>Map of all SharePoint initiatives </li></ul><ul><ul><li>Project business metrics and linkage to corporate metrics </li></ul></ul><ul><ul><li>Key processes </li></ul></ul><ul><ul><li>Key constituents </li></ul></ul><ul><ul><li>Key content accessed and created </li></ul></ul>Tool to analyze and communicate key attributes of all existing and new initiatives at a glance and in context of the business Project Guidelines <ul><li>Project-level guidelines to which all SharePoint initiatives must adhere </li></ul><ul><ul><li>Creation of initiative profile </li></ul></ul><ul><ul><li>Linkage to corporate business objectives </li></ul></ul><ul><ul><li>Consistency with technical direction </li></ul></ul><ul><ul><li>Developer’s Guidelines </li></ul></ul><ul><ul><li>Implementation and Configuration Guide </li></ul></ul><ul><li>Ensure alignment of all SharePoint initiatives </li></ul><ul><ul><li>New initiatives: develop guidelines </li></ul></ul><ul><ul><li>Existing initiatives: identify gaps and action plans to close them </li></ul></ul>Implementation Checklist <ul><li>Implementation considerations for all SharePoint initiatives </li></ul><ul><ul><li>Approach to content/information creation and retrieval </li></ul></ul><ul><ul><li>Approach to taxonomy </li></ul></ul><ul><ul><li>Approach to storage/repository (SharePoint Architecture) </li></ul></ul><ul><li>Ensure best approach to SharePoint initiatives is taken </li></ul><ul><ul><li>New initiatives: develop considerations </li></ul></ul><ul><ul><li>Existing initiatives: identify gaps and action plans or rationale </li></ul></ul>Initiative Map Activity Purpose
    21. 21. Setup PMO for Governance PMO Benefits: Enables broad & intuitive access to assets <ul><li>Guide and interpreter that helps: </li></ul><ul><li>Map solutions to business problems </li></ul><ul><li>Connect like initiatives </li></ul><ul><li>Find and understand tools and assets </li></ul><ul><li>Get help from skilled people </li></ul><ul><li>Content </li></ul><ul><li>Best practices documents and processes </li></ul><ul><li>Initiative documentation and learnings </li></ul><ul><li>Educational information </li></ul><ul><li>Reusable </li></ul><ul><li>Assets </li></ul><ul><li>Project plans </li></ul><ul><li>Style guides </li></ul><ul><li>Taxonomies </li></ul><ul><li>Use cases </li></ul><ul><li>Workflows </li></ul><ul><li>Code </li></ul><ul><li>Communities </li></ul><ul><li>Discussion Boards </li></ul><ul><li>Alerts </li></ul><ul><li>Collaboration </li></ul><ul><li>Team Archive </li></ul><ul><li>Tools </li></ul><ul><li>Project justification </li></ul><ul><li>Project planning </li></ul><ul><li>Methodology </li></ul><ul><li>Provides help to: </li></ul><ul><li>Business Units </li></ul><ul><li>Departments </li></ul><ul><li>PM’s </li></ul><ul><li>Information Systems </li></ul><ul><li>People Finder </li></ul><ul><li>Initiative owners </li></ul><ul><li>Experts </li></ul><ul><li>Skilled resources </li></ul><ul><li>Codifies knowledge </li></ul><ul><li>Helps navigate and manage complexity </li></ul><ul><li>Ensures continuity (with ongoing support of the PMO) </li></ul>PMO
    22. 22. PMO Benefits: Helps Identify and Mitigate Risk Risk Impact <ul><li>The risks result from these missing links: </li></ul><ul><li>Insight into the rapidly changing SharePoint landscape and its application to business problems </li></ul><ul><li>Integrated view of SharePoint projects across business units </li></ul><ul><li>Active management of business assets </li></ul><ul><li>SharePoint-specific processes and methodologies </li></ul><ul><li>Lost opportunities </li></ul><ul><li>Lower business impact </li></ul><ul><li>Slower time to value </li></ul>Misalignment of Initiatives Lack of Integrated Planning for Ongoing Management <ul><li>Higher cost of ongoing operation </li></ul>Missed Synergies, Overlaps and Dependencies <ul><li>Lower business impact </li></ul><ul><li>Inefficient and ineffective implementation and management </li></ul>Inconsistent and Ineffective User Experience <ul><li>Low user adoption </li></ul><ul><li>Lower productivity </li></ul><ul><li>Lower brand value </li></ul>Lack of Planning for Continuous Improvement <ul><li>Lower business impact </li></ul><ul><li>Obsolescence </li></ul>Under-Leveraged Business and Technology Assets <ul><li>Inefficient and ineffective implementation and management </li></ul><ul><li>Slower time to market </li></ul>