General Mills - SharePoint Best Practices Conference 2013

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  • There needs to be defined and engaged ownership to determine project priorities, governance, platform offerings, etc.Choose some features to deploy ion phase 1 and work from that to determine additional demand. As was mentioned in multiple sessions, start small and grow where needed.Staffing – What is going to take to do the project, and then support it. Most importantly, as features or demand increases, how will the incremental support and assistance be handled. Plan for this before the demand is there. (Example: SP 2007 < 5,000 site 10 servers, etc. SP 2010 74 servers (+ 39 Dev VMs) 28,000 sites
  • ROI is relative to the audience. Make sure the metrics and measures you use make sense to them. IT: Number of sites, users, database size, server uptime (some of the things I showed earlier)User: Time to create a site, time and ability to share content, understanding, acceptance (generally harder to measure, likely more important) , but time saved, dollars saved, other apps not purchased, etc. may pull more weight
  • General Mills - SharePoint Best Practices Conference 2013

    1. 1. May 2013Making Good Choices: General Mills SharePointJourney
    2. 2.  Me – Background and why I’m here General Mills – SharePointPast, Present, Future Best Practices for SharePoint Projects1. Start: Buy-In, Business Value, What are wegetting?2. Plan: Objectives & Governance3. Deliver: Usability & Features4. Ongoing: Training, Adoption, Support, Road Map Key Features @ General Mills QuestionsOverview - Topics
    3. 3. Who is General Mills? One of the largest food companies in the world Marketing in over 100 countries on six continents Half of 39,000 employees work outside the US Head-quarters in Minneapolis, MN
    4. 4. Who is General Mills?
    5. 5. General Mills – SharePointTimeline2001 2003 2007 2010 2011 2012 2013 2014 FutureSharePoint 2001 – WHQ Doc ManagementSharePoint 2003 – US Manufacturing Plant PortalsSharePoint 2007 – Global ECM, Sites, PortalsSharePoint 2010 - ECMSharePoint 2010 – FAST SearchSharePoint 2010 - SocialSharePoint 2013
    6. 6. General Mills - SharePoint2011 2012 2013SharePoint 2007 Sites 8,470 13,865 4,697SharePoint 2010 Sites 0 794 3,115Project Server Sites 0 0 12,545Supply Chain Sites 0 0 451Communities/Social Sites 0 489 668My Sites 829 5,439 6,338Total Sites 9,299 20,584 27,814SharePoint 2007 Servers 13 19 13SharePoint 2010 Servers 14 38 45FAST Servers 2 21 29Total Enterprise Servers 29 78 87FAST Indexed Items 970,547 5,915,125 7,956,885CorpSystems21%[CATEGORYNAME][PERCENTAGE]International16%GCOM/CI15%ITQ14%SupplyChain10%BOTG/Sales6%Sites by Business Area
    7. 7.  Understanding of what is being done ECM – More than document management Social – More than Facebook for the Company Search – SharePoint or FAST is not EnterpriseSearch Ensure understanding of the investment Deployments are several phases Active and engaged ownership Staffing, Staffing, Staffing1. Start: Leadership Understanding
    8. 8.  What’s the business value? How will ROI be determined? Ensure the demand is there What defined business requirements will be met? What application will be delivered as a part of thisproject? What training or additional knowledge is required? Will business users take the time to adopt it? What are we getting? What does it do? Why should I use it? Is this replacing an existing system orapplication?1. Start: Business Value/ROI
    9. 9.  What pieces will be available and when? ECM – Enterprise Content Management Collaboration, Social Features Search Others: BCS, Access Services, ExcelServices, Power View, Custom ApplicationDevelopment Communicate what will/will not be available If feature x isn’t available, what other optionsshould users consider?2. Plan: Objectives & Governance
    10. 10.  Define logical architecture Use of the platform will determine the best model Web Applications - Publishing site, teamsites, communities Uptime requirements, user types (employees vs.contractors or vendors) Key Learnings: Avoid deep structures based on organization Logical architecture needs to be “logical” One approach may not fit all scenarios2. Plan: Objectives & Governance
    11. 11. 2. Plan: “Logical” Architecture•Team Site: Basic out-of-box site with a General Mills master page.Purpose: Facilitate sharing content with members of a team or project.Share•Portal Site: Basic out-of-box portal site with custom General Millsmaster page – flexible design that can be modified. Purpose: Shareinformation with an audience or host multiple sites.Portal•Social Site: NewsGator Community. Purpose: A community to allowmembership and sharing with a cross functional or shared interestgroup.Connect•SharePoint site: Hybrid or Composite Applications. Purpose: Use forsites with custom workflow or other SharePoint Designerrequirements.Solutions•SharePoint Site: Everything that doesn’t fit into the containers definedabove. Purpose: Open container for custom code, defined ownershipmodels and geographical models.Custom
    12. 12.  Define physical architecture (farm structure) Usage scenarios Out of Box (Team Sites) SharePoint Designer (Publishing Sites) Custom Code (Solutions, Custom Web Applications) Up-time requirements – Patching windows User types/licensing – Employees, vendors, etc. Watch Out: Costs to add a server…2. Plan: Physical Architecture
    13. 13. 2. Plan: Physical ArchitectureBase SharePointsites – Share(Team Sites) andPortal (PortalSites), Intentionhere is to stay inout-of-box state.Includes allcustom codedeployments, socialplatform, hybridapps (Solutions).Manufacturinglocations withunique up-timerequirements.Projectsrequiring capitalfund mgmt. UsesProject Server2010 also.External Accessenables vendorsand partners aplace to sharecontent.CoreContentCustomCodeSupplyChainProjectServerExternalAccess2 PRD, 2 QA, 1 DEV 2 PRD, 2 QA, 1 DEV 2 PRD, 2 QA, 1 DEV 2 PRD, 2 QA, 1 DEV 2 PRD, 2 QA, 1 DEVShared ServicesFAST Search for SharePoint2 PRD, 2 QA, 1 DEV14 PRD, 5 QA, 2 DEVFAST Search3 PRD, 3 QA, 2 DEVSharePoint 2010 Farm Architecture
    14. 14.  Governance Users and platform features What authority will users have for their sites? What features will be available and where? Content Life Cycle Provisioning – How are sites created and who can createthem? Retention – How are sites and content items cleaned up? Fences of SharePoint Site Owner Test Sub Web Governance Site Quotas2. Plan: Objectives & Governance
    15. 15. 2. Plan: Fences of SharePoint•Sub Webs: 2 x 5 (2 Sub Levels, 5 Total Sub Sites) - Quota: 30 GB•Requirements: Pass Site Owner Test, No other approvalShare•Sub Webs: 3 x 10 (3 Sub Levels, 10 Total Sub Sites) - Quota: 30 GB•Requirements: Pass Site Owner Test, Manager NotificationPortal•Sub Webs: 2 x 5 (2 Sub Levels, 5 Total Sub Sites) - Quota: 30 GB•Requirements: Pass Site Owner Test & Connect Community OwnerTraining. Approval required by Connect Community Admin.Connect•Sub Webs: Varies – Quota: Varies (Max 150 GB)•Requirements: Pass Site Owner Test, Consultation from SPTeam, Defined and Accepted Support PlanSolutions•Sub Webs: Varies – Quota: Varies (Max 150 GB)•Requirements: Pass Site Owner Test, Ongoing consultation from SPTeam and Solution Manager, Defined and Accepted Support PlanCustom• Security – Allowed Groups, Default Security, Best Practices• Awareness – Site types, intended usage, limitations and support• Requirements – What’s responsibilities do site owners have?Site Owner Test
    16. 16.  Give people a tool set they can understand Avoid - “SharePoint can do everything” People use SharePoint for what they know Provide examples of how others are using it Keep things close to out-of-box Weight the benefits and costs of custom Don’t create multiple ways to accomplish thesame tasks3. Deliver: Usability & Features
    17. 17.  Promote the platform Document and promote success stories Ensure people have the training they need to useit Training comes in many forms If you build it, they might come Users need see the value to them and their role Users follow the past of least resistance ROI and value measurements are relative4. Ongoing: Adoption & Training
    18. 18.  Beware of the power user Power user boundaries Examples – Workflows, Site Designs Support User and Platform Support Ensure you have a plan for the future What input channels are available for userfeedback? If feature x isn’t available now, will it ever be? What future features will be necessary to add? Staffing Plan Incremental resources for features and versions4. Ongoing: Support & Road Map
    19. 19.  Site Provisioning Enterprise Search Site Catalog – Ties sites together… External Access Sites and FBA SharePoint Center of Excellence Site SharePoint Connect CommunityKey Features @ General Mills
    20. 20. May 2013Questions?

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