The Seven Most ImportantSharePoint Success Factors Presented By: Richard Harbridge #SPSTC @RHarbridge
Who am I? • Exceedingly Wealthy • Polymath Scientific Genius • Incredible Inventor & Innovator • Controls Mystical Powers • An Absolute Monarch With Diplomatic Immunity
The Biggest ReasonsUnderstanding the Non TechnicalSharePoint Projects Fail?Is necessary to avoid poor… Shared Understanding of Requirements/Needs Knowledge around Limitations of the Software (When to use it/When not to) Estimation of Effort and Schedule Accuracy
What are some ways we can convince IT Services?#SPSTC @RHarbridge
SharePoint and IT The Main Point of Implementing SharePoint: SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement.#BPC11 @RHarbridge
SharePoint and IT Secondary (But Important) Points: SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. When I Say “SharePoint Integration” You Probably Think Of This...#BPC11 @RHarbridge
SharePoint and IT The Reality: IT struggles with supporting another technology.#BPC11 @RHarbridge
Explain Information Overload Search Process Collaboration Information Information Information Control Management#SPSTC @RHarbridge
Explain Platform Benefits Search Records Collaboration Management Search Personalization Process Collaboration Management Information Information Business Control Intelligence Control Management Forms Services Process#SPSTC @RHarbridge
What is the most important thing to Decision Makers?#SPSTC @RHarbridge
What are some ways we can convince Decision Makers?#SPSTC @RHarbridge
Add Value (Decision Makers) The Biggest Point to Share is: SharePoint can help achieve business objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making. The Reality: Business Objectives are often not specific enough to be achievable. It takes time and investment to reach the point all managers and executives want.#SPSTC @RHarbridge
SharePoint Solutions (Evolution) Business Information Collaboration Business Intelligence Driven Driven Process Driven Driven Reporting Workflow/ Communication Collaboration Auditing Dashboards *Super Simplified#SPSTC @RHarbridge
The OutcomeJoe has achieved momentum and buy in.
What to watch out for…Joe must carefully manage expectations and maintain the momentum.
Evaluating With Discounted Cash Flow Show expected cost and return over multiple time periods. Remember to ‘discount’ values to account for cost of capital impact and the fact $5 dollars today is worth less than $5 in the future.
Evaluating with Real Options Analysis#SPSTC @RHarbridge
Evaluating with Monte Carlo Analysis#SPSTC @RHarbridge
There are different ways of calculating ROI This is kind of boring…#SPSTC @RHarbridge
There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return#SPSTC @RHarbridge
1. For Prioritization The Simplest ROI Formula Ever Estimated Valueit!I can Even do Estimated Difficulty#SPSTC @RHarbridge
1. For Prioritization Examples I have a difficult requirement. It’s an 8 in difficulty (out of 10). I have an easy requirement. It’s a 2 in difficulty (out of 10). The expected value of the difficult requirement is 4 (out of 10). The expected value of the easy requirement is 6 (out of 10). Estimated Value Estimated Difficulty#SPSTC @RHarbridge
2. To Improve Return ROI (traditionally) Measures Financial Impact#SPSTC @RHarbridge
2. To Improve Return ROI analysis often misses non-financial impact’ or ‘increased potential’ Improved Relationships Website/Intranet Visitors Improved Know-How Improved Morale Improved Skills User Complaints Positive Word of Mouth Increased Innovation Connections Click-throughs Employment Applications Comments Negative Word of Mouth Better Reputation#SPSTC @RHarbridge
2. To Improve Return Example of Non-Financial Measurement#SPSTC @RHarbridge
Teamwork is KeyThere are typically 5 teams for SharePoint Governance: Business Strategy Team Initiatives/Technical Strategy Team Tactical Teams: Tactical Operations Team Tactical Development Team Tactical Support Team#SPSTC @RHarbridge The 5 Teams You Need For Effective SharePoint Governance
Alternative TeamsIf the organization or implementation is small enough you mightonly need to start with two and break them apart as youmature/grow. Strategy Team Tactical Team Business Operations Technical Development Support#SPSTC @RHarbridge
Identify patterns.Plan for patterns.Execute patterns.
No Single “Approach” Projects Communities Tasks Practices#SPSTC @RHarbridge
Governance Outcomes Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business)
SharePoint will be… Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement. Our primary unified application delivery platform. Our primary workflow/business process automation platform. Our intranet and communication center for internal corporate communications. … SharePoint will not be… Our (external) web content management platform. Our primary document management platform. Our contact management platform. …#SPSTC @RHarbridge
Operations Outcomes Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule#SPSTC @RHarbridge
Development Outcomes Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements Deployment Process, Policies, and Schedule#SPSTC @RHarbridge SharePoint Standards Online
Support Outcomes Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…#SPSTC @RHarbridge
Support Outcomes User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPSTC @RHarbridge SharePoint Standards Online
Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, formal Functional Areas governance Department Site – “Public”“PRIVATE” SITES: Open Some control,to business group Department Team Site – “Private” some formalmembers governanceTEAM SITES: Generally open Looser control, Project/Initiative Team Sites less formalto team members governance Personal Sites– My Sites #SPSTC @RHarbridge
Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping, and for proof of concept work. It ensures there is enough time to review, adjust, and communicate.#SPSTC @RHarbridge
Opportunistic Driven Learning#SPSTC @RHarbridge Image from Paul Culmsee
Opportunistic Driven Learning#SPSTC @RHarbridge Image from Paul Culmsee
Know your team and needs Developers(s) Administrators(s) Architect(s) Business Analyst(s) Project Manager(s) Site Administrator(s) Super Users(s) Trainer(s)#SPSTC @RHarbridge
Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)#SPSTC @RHarbridge
The OutcomeThe SharePoint Implementation continues to grow, expand and provide more value.
What to watch out for… You need to plan support for newwork/requests otherwise people will lose confidence.
Success Factors…1. Understanding the ‘Why’ & Making a Decision Understand Business Needs and Map to Them2. Achieving Buy In and Setting Expectations Share Alignment, Vision and3. Determining and Supporting ROI Return More Use Measurements to Improve and4. Implementing Successful Governance Use Team Work And Execute With Patterns5. ApproachingLeverage Everyone, and Respond Be Iterative, and Supporting SharePoint6. ImprovingValue Adoption Share the User and Successes7. Planning your Capabilityand Growth Manage for New Work and Priorities
Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blogs: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com