Understanding SharePoint Roles


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  • You should note that the IT Pro and Dev groups are INSIDE the User group. Anyone who’s doing IT Pro or Developer work should also be users and understand the basic capabilities of SharePoint in order to do their jobs effectivelyTechNet, MSDN, NBSP.com, etc…
  • Don’t let this list scare you, all of these aren’t necessary for success on all projects, but they could be involved in most projects depending on how complex the solution needs to be. I don’t have an ‘Architect’ on the list… If the teams have matured in what they are doing with SharePoint, an architect will only be needed sparingly and can be an external part-time resource rather than a full-time role. If use of SharePoint is broad and deep, a full time architect may be needed – kind of a ‘Sr. BA’ or SharePoint solution specialist…
  • Don’t let this list scare you, all of these aren’t necessary for success on all projects, but they could be involved in most projects depending on how complex the solution needs to be. I don’t have an ‘Architect’ on the list… If the teams have matured in what they are doing with SharePoint, an architect will only be needed sparingly and can be an external part-time resource rather than a full-time role. If use of SharePoint is broad and deep, a full time architect may be needed – kind of a ‘Sr. BA’ or SharePoint solution specialist…
  • We’re getting better at this… has been a challenge for a while…
  • Typical examples are Marketing or HR when it’s an intranet, etc…
  • Now, you’d think this would be a given… but not always the case.Roles/resources – Some of this is general PM resource management, some of it requires understanding SharePoint
  • On premises vs. cloud and hybrid… Role doesn’t go away, it just changes. Cloud still requires IT Pro management, integration with systems, initial configuration, patch and upgrade awareness, etc. Hybrid requires even more.
  • Infrastructure / ServersOn Premises, Cloud, HybridLoad balancingDNSActive Directory What get synchedNeed new fields?What info comes from AD vs. other systemsWhat data in AD needs to get cleaned up (previously under the covers, now will be available via profiles and search)In-bound email to lists/librariesSQL ServerEstablished best practicesData planning / disk and storage planning / SANNew SharePoint-specific practicesBackup and disaster recovery needs
  • Also overlaps with ‘Consultant’ role… how do business needs translate into SharePoint platform solutionsMore on ‘Consultant’ vs. BA.
  • This is a session all itself… all the different approaches, skills, etc…Can be compartmentalized for out-sourcingNeeded within specific areas like search, forms, deploying branding
  • Can be costly – crawl, walk, run… Be aware of all the effort that MS has already put into the platformMobile as wellMust be deployed using development techniques
  • Realistically NO ONE has all the skills needed to do everything in SharePoint. The broader the skill base, the shallower they are in general.
  • If we as SharePoint professionals do more to understand the users’ needs and deliver on those needs – user adoption and success rates will riseCulture – are they ‘searchers’ or ‘clickers’ when it comes to navigation and finding things? Do they do well with new technologies and approaches?
  • With 2013 some of these areas have changed – SPD, InfoPath’s future, etc… and they’re looking for direction.
  • IT mgmt.HRMarketingComplianceSecurityCould be initiated before SharePoint is implemented, but rarely the caseUsually pulled together once SharePoint is in the process of being implemented or after the fact
  • All the big search engines are constantly being updated to be more effective… the same is expected internally now as wellGeographically dispersed data…Watching search stats and adding new keywords, etc… Make users more effective
  • Have a blog post coming on this soon…
  • Building a new intranet is a great time to re-architect content/information. Many times content that should be on team/collaboration sites are out there… Other times content that should be widely available is locked down in other sites…
  • Understanding SharePoint Roles

    1. 1. 0UnderstandingSharePoint RolesWes Preston
    2. 2. 1Abstract• An introduction to the roles necessary forimplementing SharePoint. Differentiating betweenroles, identifying the responsibilities andimportance of each role and how roles worktogether. Come gain an understanding of whereyou fit and what the gaps are in your staffingimplementation. Learn how roles and needs changeover the course of an implementation, project orplatform life-cycle as well as the differencesbetween on-premises, cloud and hybrid scenariosand specific business needs(BI, Intranet, Search, etc…).
    3. 3. 2Housekeeping• Follow SharePoint Saturday Twin Cities on Twitter#SPSTC• Stop by and thank our sponsors for making thisevent possible!• Fill out evaluations on Guidebook.
    4. 4. 3Wes Preston• Owner / Principal Consultant - TrecStone• Based in Minneapolis, MN• MVP – SharePoint Server• MCITP – SharePoint Admin 2010• MCTS - SharePoint 2010, Config.• MCTS - WSS 3.0 and MOSS Config.• http://www.idubbs.com/blog• Twitter: @idubbs
    5. 5. 4Outline• Roles and Responsibilities• How they work together• Role evolution over time / maturity• On premises, Cloud, Hybrid• Gaps in staffing an implementation• Project and platform lifecycle• Specific scenarios and needs (Intranet, etc…)
    6. 6. 5Traditional ‘Buckets’• The three most common roles, buckets, groups thatare recognized by Microsoft and the community• MSDN vs. TechNet• nbsp.com, etc.• Starting to see someBusiness / DecisionMaker targeting…UsersIT Pros Developers
    7. 7. 6Take Note…• A ‘role’ does not always equal a job / position• Don’t worry. You don’t need someone staffing all of thisright away. You aren’t going to blow your whole budgetout of the water… but you should be thinking aboutthese roles for growth• Implement the ‘Crawl, Walk, Run’ approach.• Get the basics up and running• Many of the roles can overlap with existing resources to getstarted• Just keep resources and roles in mind as it matures
    8. 8. 7Some Roles…• Executive ‘Champion’• Platform owner(mgmt./team)• Project Manager• IT Pro• Partner IT groups/owners• Business Analyst• Developer• Designer• QA / QC• Platform team
    9. 9. 8But wait, there’s more…• Executive ‘Champion’• Platform owner(mgmt./team)• Project Manager• IT Pro• Partner IT groups/owners• Business Analyst• Developer• Designer• QA / QC• Platform team• User• Power User• Site Collection Admin• Governance Committee• Help Desk• Trainers• Information Architect• Search Administrator• HR / Legal / Compliance
    10. 10. 9Roles, Needs, and Skill Gaps• Driven by business needs to be able to deliverappropriate solutions• Initial needs and gaps will be identified by PM andPlatform owners• Can be managed by using ‘Crawl, Walk, Run’approach – out of box or simple solutions may becreated without deep knowledge, but deepersolutions will need more experienced resources
    11. 11. 10Core Roles
    12. 12. 11Executive ‘Champion’• The need: Pave the way to success• Needs to provide company direction and buy-in tothe platform• Define and communicate how the platformaddresses company initiatives, directives andpriorities• Direct IT and business to work together• Integration with other platforms• Replacement of other platforms
    13. 13. 12Platform Owner• Typically an IT manager that has other platformsand responsibilities as well• Development, Server groups, etc.• Provides priorities when SharePoint ‘to do’ liststarts growing (usually pretty quickly)• Determines staffing needs and alignment• Role sometimes assigned to non-IT when the needis initially business-driven, but ultimately changeshands back to IT
    14. 14. 13Project Manager• SharePoint platform success is dependent on not tryingto do too much at once• Break the effort into manageable chunks• General / Initial implementation (hardware, etc.)• Each business solution• Setting up day-to-day operations• Identify and assign the right resources/roles to eachproject or phase• Nice to have PMs with SharePoint familiarity, but notrequired
    15. 15. 14IT Pro• Configure and manage servers and farm• Service configuration• Patching: Windows server and SharePoint• Working with SQL and integrated servers for patching• Manage Backup and disaster recovery plans/solutions• Migration• On premises vs. cloud and hybrid• Typically comes from existing server mgmt. groups, but needs tobe defined by company priorities… what is their priority whenthere is an outage, issue, etc. to be resolved and do you haveenough resources to manage what can turn into a companycritical platform (SharePoint) when it starts as something lessimportant – typical SharePoint evolution within a company.
    16. 16. 15Partner IT Groups• SharePoint touches a LOT of other systems andneeds to play well with others…• Servers and network infrastructure• Active Directory• SQL Server• BI / SQL Reporting Services• Yammer / Social• Outlook / Office – integration capabilities
    17. 17. 16Business Analyst• Same for SharePoint as they should be doing foranything else – understand the business needs andrequirements• Understand the current process, what works, what doesn’t.• Works to understand the need and document it• Works with the Platform team, architects, power usersand developers to define how the solution isdelivered/developed*trending towards ‘consultant’ or ‘architect’ role…
    18. 18. 17Developer• Required for any customization – which comes in manyshapes and forms…• Extending the platform with custom solutions• Apps (2013), solutions, features, workflow, UI/Branding, CSR• Typically .NET developers picking up SharePoint skills• Need to understand the OOB capabilities• Additional object model for SharePoint• New processes and best practices• On premises vs. cloud deployments are different andhave different approaches and limitations
    19. 19. 18Designer• User Interface (UI), User Experience (UX)• Use the same core web design methods as well asSharePoint-specific implementations of design• Apply corporate styles and standards• Applying design to the SharePoint platform• Define themes / custom looks
    20. 20. 19Quality Assurance / Control• Similar to traditional role, but still necessary forcustomizations, configurations• Extremely important for regression testing assystem changes and configuration can have far-reaching implications
    21. 21. 20What about an ‘Architect’?• Everyone has a different definition…• Someone who crosses more than one role• Someone with a holistic view and approach to what theplatform is being used for• A high level view of what the platform capabilities are• With or without the ability to actually implement all of them• Know when SharePoint is NOT the answer
    22. 22. 21Platform Team• Led by Platform Owner with a mix of full time, parttime and consulting resources• IT Pro, Dev, Design, BA, PM• May include an ‘Architect’ to lead approach decisions• Plans solutions and approaches (how are team sitesarchitected, requested, managed, etc. )• Manages user requests• Creating site collections• Initial security of sites until can be delegated to SCAs• Taking Help Desk calls until can be handed off totraditional support methods
    23. 23. 22Extended Roles
    24. 24. 23User• Users don’t care about the tool as much as gettingtheir job done• SharePoint is just another tool to them• User adoption is a big topic because it’s historicallybeen done poorly• Generally, the more communication and trainingthat is made available to them, the more successfulthey are.• Understanding the ‘culture’ of the organization willhelp target their needs as well
    25. 25. 24User… more…• User types will also be defined and refined as theplatform within an organization evolves:• Content managers• Intranet content• Records management• Content management• Reviewers and approvers• Request management• Etc…
    26. 26. 25‘Power’ User• Users with the interest and aptitude to learn moreabout what the SharePoint platform has to offer• Pre-2013, these were folks trying outSPD, workflow processes, InfoPath, calculatedfields, connected web parts, etc. Lots of options upto and into development topics• Start by giving them options to understand as muchabout the OOB capabilities as they can.• Lists, Views, Apps, SPD workflows, etc…
    27. 27. 26Site Collection Admin• Start out as the administrative contact – the bridgefrom a business team to the SharePoint team.• As governance is put in place and user skills rampup, more responsibilities are decentralized from theSP team to business teams and their site or webadministrators• Permissions• Sub webs• Lists and libraries, Web parts, apps, etc…• Requires some training on specific tasks andgovernance guidelines
    28. 28. 27Governance Committee• A place for IT and business users to meet and shapehow the platform is used within the organization• Define the platform governance / decisions:• Privacy – Is people search enabled? What fields arevisible? Are profile pictures allowed? Are they centrallycontrolled or can users upload…• How will company branding be applied within theintranet, team sites, project sites, the extranet, etc…• LOTS more…
    29. 29. 28Help Desk• If your organization has a help desk, they need tobe aware of what’s coming when you roll outSharePoint.• Get specific knowledge articles in their system• Get communication and escalation paths in place• Be as proactive as possible
    30. 30. 29Trainers• Internal or external trainer resources• Internally developed or purchased curriculums• Need to be a part of the governance plan fortraining users• May eventually evolve to including ‘train thetrainer’ and community training if properlyfacilitated• Be a part of the solution design conversations toassist with training and roll-out
    31. 31. 30Information Architect /Librarian• Traditionally undervalued by organizations becausethey haven’t seen the ROI on well-planned andmanaged data and content• Looks at business needs from the data perspectiveand usually helps produce a better solution• Managed metadata• Keywords, Taxonomy, folksonomy• Minimizes data redundancy and improvesconsistency across the enterprise• Impacts searching and reporting
    32. 32. 31Search Administrator• Necessity is impacted by how much search plays a partin your implementation• Are your users ‘clickers’ or ‘searchers’• Do you have search-based applications?• May manage best bets and keywords• How much content do you have?• How do different types of content need to be surfaced?• What search refiners are needed by users?• Do you have multiple farms or content that requirefederation to be searched effectively?
    33. 33. 32HR, Legal, Compliance• Initially part of a governance team/committee sothey are aware of the platform and what it mightbe impacting• Provide input on intranet and extranet content andmanagement• Provide input on content and records managementpolicies
    34. 34. 33Other Notes
    35. 35. 34Filling the gap• Internal training… Just figure it out as you go• Hiring new resources, bringing in temporaryresources• Skilling up your existing resources• Approaches and strategies are a topic for nexttime…
    36. 36. 35Project and Platform Lifecycles• Project management of solutions may be simplified byplatform team expertise and developing processes• Over time more ‘power’ users will be identified as useradoption and maturity continue• Power users will take on basic solution building• Site Collection Admin roles will take on more maturityas users mature, governance and training are put inplace• Training needs will evolve as users mature and buildcommunity support solutions (forums, etc…)
    37. 37. 36Take Note…• When you can, be aware of everyone’s ‘hammer’• Strengths• ‘Go-To’ technologies and platforms• Experience and background• These aren’t bad, but they will bias decisions…• Because you can provide solutions in SharePointwith a wide variety of approaches, bias comes intoplay
    38. 38. 37Scenarios
    39. 39. 38Intranet• Scenario: Intranet as a first implementation withSharePoint• Learning curves will be happening for everyone• Executive Champion/Sponsor – the effort needs tobe driven by the business• Platform owner – May be just getting up to speedon the platform, requirements, staffing, etc…• HR and Marketing will have LOTS of influence.Reasonable expectations need to be established
    40. 40. 39Intranet• IT Pro• Build, configure and manage the farm• Up front effort, but can change to lower operationallevel effort over time• Needs to work with partner IT groups• Developer• Create customized solutions• Specific, finite needs and projects can be identified• Designer• Initial branding• Usually not a long-term resource
    41. 41. 40Intranet• Project Manager – Intranet solutions are usuallylarge enough projects and typically combined withinitial platform deployments that PMs are required• Governance Committee – Start to identifyquestions for a committee and potentialparticipants• Users – Consumers: What are their needs?• Users – Content managers, Reviewers, Approvers• Business Analysts – What’s working, what’snot, what’s missing with the current intranet?
    42. 42. 41Intranet• Help Desk – Very high level knowledgearticles, system availability, contact information• Search Administrator – Try to forecast searchterms, watch search stats and tweak best bets andkeywords• Information Architect – What information belongswhere? Does it belong in the intranet? (even if itwas before, it might not…)
    43. 43. 42Others ?• What other scenarios would you like to talkthrough?• Collaboration sites: teams, projects• Search applications / solutions• Business Intelligence• Dashboards• Request management• My Sites• Extranet• Mobile• ?
    44. 44. 43Questions
    45. 45. 44Thank you!