Maximizing Business Value From Share Point

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A governance presentation at the June 2008 Regional SharePoint Users Conference in D.C.

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Maximizing Business Value From Share Point

  1. 1. Maximizing Business Value from SharePoint : A Management and Governance Perspective By Gary Vaughan Senior SharePoint Advisor, Worldwide Information Network Services, Inc. (WINS) Regional SharePoint Users Conference Dulles, Va., 6/28/08
  2. 2. Problem <ul><li>Chaos? ( Gartner, Forrester, CMS Wire ) </li></ul><ul><li>Challenge: “go from unmanaged to managed environment” (Kraft) </li></ul><ul><li>Key Questions: </li></ul><ul><ul><li>Will SP work? </li></ul></ul><ul><ul><li>Will users use it? </li></ul></ul><ul><ul><li>Are results worth the investment? </li></ul></ul><ul><li>Problem is more managerial than technical </li></ul>
  3. 3. The Blind Men and the Software Platform: What is SP? CMS Portal Web Site Wiki, Blog Team Space! Looks like an elephant to me …!!?? A “Toy”… and my “Turf”!! USER
  4. 4. Potential of MOSS <ul><li>A platform rather than an app </li></ul><ul><li>“ Peeling the onion” re functionality & governance </li></ul><ul><li>SP limits: not CMS OOB, “just add water”… </li></ul><ul><li>Just because MOSS can do it, doesn’t mean you should! (e.g. records management?) </li></ul><ul><li>Automate old (Katrina, Red Cross) vs. reengineer new (reorg, Christian Aid) </li></ul><ul><li>Road maps, Case studies, PM tools, ref’s </li></ul>
  5. 5. Many actors in SharePoint… Developers Administrators Bosses Users <ul><li>Know code </li></ul><ul><li>Magicians </li></ul><ul><li>Money no object! </li></ul><ul><li>Know app </li></ul><ul><li>Traffic cops </li></ul><ul><li>Keep up with demand! </li></ul><ul><li>Know “system” </li></ul><ul><li>“ Operators” </li></ul><ul><li>More with less! </li></ul><ul><li>Know their job </li></ul><ul><li>Share- what ? </li></ul><ul><li>Where’s the light switch…now! </li></ul><ul><li>the bureaucracy- </li></ul>
  6. 6. What is governance? <ul><li>Definitions </li></ul><ul><li>Rules, roles & responsibilities </li></ul><ul><li>How to best deliver this “message” </li></ul><ul><li>Balance organic growth & structure </li></ul><ul><li>Reinforcing elements in governance </li></ul><ul><li>Various contexts and scenarios </li></ul>
  7. 7. Tiering of Governance
  8. 8. Microsoft “Technical” Checklist <ul><li>Project, operations management </li></ul><ul><li>Development, configuration </li></ul><ul><li>Infrastructure </li></ul><ul><li>Operational concerns </li></ul><ul><li>Education and training </li></ul><ul><li>Navigation, taxonomy and search </li></ul><ul><li>Need to get beyond technology and “evangelism” …& toward management </li></ul>
  9. 9. SP Implementation Principles <ul><li>Forging a diverse team is critical </li></ul><ul><li>Business process trumps IT </li></ul><ul><li>Phasing is key – with lots of planning up front </li></ul><ul><li>SP is not alone – factor in alternatives and legacy (be practical) </li></ul><ul><li>Implementation is organic , user-driven… </li></ul><ul><li>But , you need a framework , discipline (mgt) </li></ul><ul><li>Let the Force be with you! </li></ul>
  10. 10. Strategic Planning <ul><li>Vision </li></ul><ul><li>Legacy and alternatives </li></ul><ul><li>Target apps and audience </li></ul><ul><li>Culture of organization </li></ul><ul><li>Infrastructure </li></ul><ul><li>Examples: FAA, DAI </li></ul>
  11. 11. Communications and Training <ul><li>Forge a team (harness diversity) </li></ul><ul><li>Do pilots (formal, informal) </li></ul><ul><li>Train to task (a spectrum) </li></ul><ul><li>Make your “pitch” (“marketing”) </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Pilots (learn from WSS) </li></ul></ul><ul><ul><li>Teamwork and momentum </li></ul></ul>
  12. 12. Management <ul><li>Executive support: </li></ul><ul><ul><li>passive and active </li></ul></ul><ul><ul><li>get it in writing and publicize </li></ul></ul><ul><li>Target limited resources </li></ul><ul><ul><li>do cost/benefit analysis (transparency) </li></ul></ul><ul><ul><li>“ guide” deployment to best return </li></ul></ul><ul><li>Draft a timeline with milestones </li></ul><ul><li>Project management tools </li></ul><ul><li>Share your success </li></ul>
  13. 13. Road Maps <ul><li>McKesson Corp “Rock Star” advice </li></ul><ul><ul><li>Charts phases of growth </li></ul></ul><ul><ul><li>Treats SP as a “business” that is managed </li></ul></ul><ul><ul><li>Different tactics for different groups (politics) </li></ul></ul><ul><li>GCN RFP checklist for collaboration software </li></ul><ul><li>4 steps from SUGNOVA governance white paper </li></ul><ul><li>Fit these models to your organization! </li></ul>
  14. 14. Takeaways <ul><li>SP part of Web 2.0 revolution </li></ul><ul><li>Many “cooks” required; adoption takes time </li></ul><ul><li>SP can fail without governance, management </li></ul><ul><li>Requires unprecedented planning/teamwork </li></ul><ul><li>Go beyond the MSFT Governance Checklist </li></ul><ul><li>Road maps can help (a conscious process) </li></ul><ul><li>SP and MOSS still evolving in the “real world” </li></ul>
  15. 15. Key Management References <ul><li>Microsoft SP Governance Checklist </li></ul><ul><li>Topic Overview: MOSS 2007, Forrester </li></ul><ul><li>Case studies: INEGI help desk (Mexico) </li></ul><ul><li>Hanley web site (vision, metrics) </li></ul><ul><li>Crossing the chasm (book, Moore) </li></ul><ul><li>McKesson Road Map ( viz alpha list ) </li></ul><ul><li>Feedback on our SUGNOVA Governance White Paper! </li></ul>
  16. 16. Thank you! <ul><li>Gary Vaughan, Senior SharePoint Advisor </li></ul><ul><li>Office of eDiplomacy, State Department </li></ul><ul><li>WINS </li></ul><ul><li>Email: [email_address] , </li></ul><ul><li>Web: </li></ul><ul><li>www.winsnetworks.com (WINS) </li></ul><ul><li>www.state.gov/m/irm/c23839.htm (eDiplomacy) </li></ul><ul><li>http://www.developmentex.com/member/glvconsulting (Gary Vaughan site/blog) </li></ul>

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