When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14

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Determining when to use SharePoint, build customizations that extend SharePoint, buy third party products, or to ignore SharePoint all together can be very challenging. It requires an understanding of SharePoint's strengths, weaknesses, and gaps as well as an understanding of how they apply to the business problems you are trying to solve. In this session, Richard Harbridge explores decisions other organizations have made, criteria they used to evaluate their options, lessons they learned, and how they approached these difficult decisions.

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When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14

  1. 1. #SPC14 #SPC270 @RHarbridge
  2. 2. #SPC14 #SPC270 @RHarbridge
  3. 3. From Here To Here #SPC14 #SPC270 @RHarbridge
  4. 4. #SPC14 #SPC270 @RHarbridge
  5. 5. They enable your organization to get the most out of your SharePoint investments. #SPC14 #SPC270 @RHarbridge
  6. 6. Understand SharePoint, your technology, the ecosystem and the process. #SPC14 #SPC270 @RHarbridge
  7. 7. SharePoint is easy to extend and leverage. Integrating and knowing when is key. #SPC14 #SPC270 @RHarbridge
  8. 8. With clear needs and the right questions you can select the right tool. #SPC14 #SPC270 @RHarbridge
  9. 9. Enable your organization to get the most out of your SharePoint investments. #SPC14 #SPC270 @RHarbridge
  10. 10. Solutions WE ALL WANT TO BE BETTER THAN AVERAGE… Many organizations are successful, but what about those really successful cases?
  11. 11. SOLUTIONS SHOULD BE RAPIDLY DEPLOYED & EASY TO UPDATE! Do you have the ability to provide solutions and ‘applications’ fast enough?
  12. 12. SOLUTIONS SHOULD BE AVAILABLE ANYWHERE AT ANY TIME! Remote workers should have a great experience and access to solutions.
  13. 13. 2005 2013 SOLUTIONS SHOULD WORK ON ANY DEVICE! Solutions should work on many devices (BYOD) and many form factors.
  14. 14. SOLUTIONS SHOULD MEET TODAY’S DEMANDS! What about tomorrows demands? Are you ready for those?
  15. 15. THAT MEANS YOU SHOULD LEVERAGE THE LATEST & GREATEST… It will be more and more challenging to meet expectations on legacy technology!
  16. 16. The Outcome… SharePoint Solutions are the best way to generate additional value from your SharePoint investments. From Here To Here #SPC14 #SPC270 @RHarbridge
  17. 17. What To Watch Out For… Those solutions need to be rapidly deployed, adopted, and available anywhere and on any device. From Here To Here #SPC14 #SPC270 @RHarbridge
  18. 18. They enable your organization to get the most out of your SharePoint investments. #SPC14 #SPC270 @RHarbridge
  19. 19. Understand SharePoint, your technology, the ecosystem and the process. #SPC14 #SPC270 @RHarbridge
  20. 20. Buy Pros & Cons To Build vs Buy Pros Cons Often covers most of the requirements Less flexibility and control Vendor does enhancements/upgrades Dependence on vendor delivery Build Lower total cost of ownership Locked in on cost and interoperability Pros Cons Addresses your requirements best Dependent on internal expertise/effort Full control and flexibility Higher risk of poor documentation Control over costs No economies of scale, higher costs #SPC14 #SPC270 @RHarbridge
  21. 21. Map the needs of the organization to the right technology… • • Dynamics CRM Dynamics ERP • Dynamics AX • Dynamics GP • Dynamics NAV • Dynamics SL Lync Exchange #SPC14 #SPC270 @RHarbridge
  22. 22. SharePoint has multiple options… 2013 Foundation Foundation 2010 Standard Standard Online On Site Enterprise Enterprise
  23. 23. It’s Big Ecosystem… “Worldwide more than 3.4 million developers work with “Well over 4,000 partners SharePoint & Office.” in the SharePoint ecosystem.” “There are over 1,000 products since SP2003 – there are at least 1,000 new products in development now.”
  24. 24. SharePoint Is Part Of An Overall Enterprise Technology Plan
  25. 25. Buy Pros & Cons To Build vs Buy Pros Cons Often covers most of the requirements Less flexibility and control Vendor does enhancements/upgrades Dependence on vendor delivery Build Lower total cost of ownership Locked in on cost and interoperability Pros Cons Addresses your requirements best Dependent on internal expertise/effort Full control and flexibility Higher risk of poor documentation Control over costs No economies of scale, higher costs
  26. 26. Simple Assessment Framework Do We Understand The Business Problem & Our Needs? Do We Have The Capability To Solve? Reuse Capability To Solve #SPC14 #SPC270 @RHarbridge
  27. 27. Do We Understand The Business Problem & Our Needs? Do We Have The Capability To Solve? Reuse Capability To Solve Something Out There That Matches Our Need? Will We Achieve The Capability Faster Through Purchase? Purchase? Compare Development Costs To Purchase Costs #SPC14 #SPC270 @RHarbridge
  28. 28. Are There Pieces That Can Be Purchased? Is There A Hybrid/CoDeveloped Opportunity? How complex are the interfaces? Is it manageable? Does it meet our security needs? #SPC14 Is the solution scalable? #SPC270 @RHarbridge
  29. 29. The Outcome… You need to understand what you have and what’s available and reevaluate constantly. From Here To Here #SPC14 #SPC270 @RHarbridge
  30. 30. What To Watch Out For… Each build vs buy decision should be evaluated even when it appears selfevident. From Here To Here #SPC14 #SPC270 @RHarbridge
  31. 31. Understand SharePoint, your technology, the ecosystem and the process. #SPC14 #SPC270 @RHarbridge
  32. 32. SharePoint is easy to extend and leverage. Integrating and knowing when is key. #SPC14 #SPC270 @RHarbridge
  33. 33. IT Driven #SPC14 Higher Complexity & Cost Low Complexity User Driven #SPC270 @RHarbridge
  34. 34. IT Driven #SPC14 Higher Complexity & Cost Low Complexity User Driven #SPC270 @RHarbridge
  35. 35. 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. #SPC14 #SPC270 @RHarbridge
  36. 36. Users Build Apps #SPC14 #SPC270 @RHarbridge
  37. 37. • To Replace Excel Spreadsheets • To Track Complex Input From Multiple People • To Centralize Storage and Retrieval of Content • To Provide Validation, Easy To Use Online Forms • To Reduce Duplication of Effort #SPC14 #SPC270 @RHarbridge
  38. 38. IT Driven #SPC14 Higher Complexity & Cost Low Complexity User Driven #SPC270 @RHarbridge
  39. 39. SharePoint and IT Secondary (But Important) Points:  SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. Lync Exchange I Say “SharePoint Integration” When You Probably Think Of This... #SPC14 #SPC270 @RHarbridge
  40. 40.     #SPC14 #SPC270 @RHarbridge
  41. 41. The Value Of The Office App Application Browser LOB Application Data Service Cloud Services Business Applications Files Cloud Services Business Applications Files #SPC14 #SPC270 @RHarbridge
  42. 42.     #SPC14 #SPC270 @RHarbridge
  43. 43. • • • • • • #SPC14 #SPC270 @RHarbridge
  44. 44.     #SPC14 #SPC270 @RHarbridge
  45. 45. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com #SPC14 #SPC270 @RHarbridge
  46. 46.     #SPC14 #SPC270 @RHarbridge
  47. 47. Low Complexity User Driven IT Driven #SPC14 Higher Complexity & Cost How Do We Build On SharePoint? #SPC270 @RHarbridge
  48. 48. Casual Developer Full Time Developer Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes NAPA Yes Yes Visual Studio / Lightswitch Yes Yes End User Web UI Yes SharePoint Designer Access Services InfoPath Yes Power User #SPC14 #SPC270 @RHarbridge
  49. 49. Easy To Improve? Works Across Available Devices? Anywhere? Easy To Deploy? Developer Skills Required? SharePoint OOTB “App” Yes Yes Online Yes SharePoint App Yes Yes Online Yes Yes Office App Yes Yes Online* Yes Yes Access Services Yes Yes Online Yes Search Driven App Yes Yes Online Yes InfoPath Form Yes Yes Yes #SPC14 #SPC270 @RHarbridge
  50. 50. The Outcome… SharePoint is a platform that makes it easy to extend and leverage for business challenges. From Here To Here #SPC14 #SPC270 @RHarbridge
  51. 51. What To Watch Out For… Sometimes it can be easier to start simple with a more basic solution to validate/identify needs. From Here To Here #SPC14 #SPC270 @RHarbridge
  52. 52. SharePoint is easy to extend and leverage. Integrating and knowing when is key. #SPC14 #SPC270 @RHarbridge
  53. 53. With clear needs and the right questions you can select the right tool. #SPC14 #SPC270 @RHarbridge
  54. 54. Baseline Questions Open Questions Probing Questions Closed Questions Confirmation Questions #SPC14 #SPC270 @RHarbridge
  55. 55. #SPC14 #SPC270 @RHarbridge
  56. 56. How Do We Buy rd 3 Party Products? Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  57. 57. SharePoint Migration SharePoint Permissions SharePoint Social SharePoint Workflow #SPC14 #SPC270 @RHarbridge
  58. 58. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  59. 59. Migration Process Identify Source Content To Be Migrated Determine Migration Priority Determine Ownership Of Content Analyze Existing Content (Location, Quantity, Solutions) Clean Up Content/ Content Refresh Define Content Map Assess Office 365 Environment Prepare Office 365 Environment Resolve Issues Post Migration Testing/ Validation Define Migration Schedule Migrate Content Based On Map/ Schedule Migration Preparation Assessment For Office 365 Migrations Validate Content Based On Content Map/Schedule Create New Site(s) In Office 365 Owner Review Of Content (Training Opportunity) Approved Plan Launch Efforts Launch New Site (w/ Training) Set Source Content To Read Only Review Feedback Delete Source Content That Has Been Migrated #SPC14 #SPC270 @RHarbridge
  60. 60. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  61. 61. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  62. 62. #SPC14 #SPC270 @RHarbridge
  63. 63. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  64. 64. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  65. 65. Power User IT Pro • • • • Often licensed by user. Typically lower cost. Requires manual ‘orchestration’ or management. Doesn’t support scheduling, or scripting. • Often licensed by time period or size of content being migrated. • Typically a scaled cost where larger migrations cost more. • Supports scheduling, or scripting. • Often includes comparison or reporting/assessments. #SPC14 #SPC270 @RHarbridge
  66. 66. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  67. 67. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  68. 68. • • • • • • • • What version is the product? How mature is the product? • How mature is the product’s supporting ecosystem and vendors? How extensible and customizable is the product? How user friendly and usable is the product? • How does the product handle exceptions? • For whom is the UI designed? How difficult is it to manage and administer the product? • How do you update the product? • How complex is the installation and how complex are the dependencies? • Does it support automation? (Can you batch script or automate administrative tasks?) Who else is using the tool? • What is their experience of the tool like? • Do they have similar needs? Product Applicability (Based On Product Proof Of Concepts/Demonstrations) Detailed Price Proposals (Including Estimates for Integration Costs, Support, and Training) #SPC14 #SPC270 @RHarbridge
  69. 69. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  70. 70. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  71. 71. Key Migration Steps Administrators Identify Source Content To Be Migrated Users Do You Know What Content Is Out There? No Work With Users To Understand Content Yes User Driven Clean Up? Or Admin Driven Clean Up? Clean Up! Delete Unnecessary Source Content & Versions Determine Who Owns Content User Driven Admin Driven Clean Up! Delete Unnecessary Source Content & Versions (Meaning It Can’t Be Indexed Instead) Does Source Content Need To Move? Yes No Index The Content & Define Appropriate Result Sources, Pages & Verticals (Is The Folder Structure Important?) #SPC14 Portal Solutions Migration Decisions Whitepaper w/ All Of Questions We Should Ask… #SPC270 @RHarbridge
  72. 72. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  73. 73. Buying The Right Migration Tool… Identify Our Needs Are There Practical Options OOTB? What Type Of Product Would Meet Our Needs? What Vendor Should We Use? Purchase Product Negotiate Awesome Discounts What Questions Should We Ask? How Do We Compare? #SPC14 #SPC270 @RHarbridge
  74. 74. Microsoft PinPoint! #SPC14 #SPC270 @RHarbridge
  75. 75. SharePointReviews.com #SPC14 #SPC270 @RHarbridge
  76. 76. #SPC14 #SPC270 @RHarbridge
  77. 77. #SPC14 #SPC270 @RHarbridge
  78. 78. Many vendors are not always biased, and often even when biased highlight important decision criteria/questions. #SPC14 #SPC270 @RHarbridge
  79. 79. The Outcome… With clear needs and the right questions you can select the right tool. From Here To Here #SPC14 #SPC270 @RHarbridge
  80. 80. What To Watch Out For… The hardest part of selecting the right third party tool is having the right questions. From Here To Here #SPC14 #SPC270 @RHarbridge
  81. 81. With clear needs and the right questions you can select the right tool. #SPC14 #SPC270 @RHarbridge
  82. 82. #SPC14 #SPC270 @RHarbridge
  83. 83. Enable your organization to get the most out of your SharePoint investments. #SPC14 #SPC270 @RHarbridge
  84. 84. Understand SharePoint, your technology, the ecosystem and the process. #SPC14 #SPC270 @RHarbridge
  85. 85. SharePoint is easy to extend and leverage. Integrating and knowing when is key. #SPC14 #SPC270 @RHarbridge
  86. 86. With clear needs and the right questions you can select the right tool. #SPC14 #SPC270 @RHarbridge
  87. 87. From Here To Here #SPC14 #SPC270 @RHarbridge
  88. 88. Organizers, Sponsors and You for Making this Possible.     Twitter: Blog: Email: Resources: @RHarbridge http://www.RHarbridge.com Richard@RHarbridge.com 100+ SharePoint Presentations At.. SlideShare.net/RHarbridge Great SharePoint 2013 Stories At.. Microsoft Case Studies 130+ SharePoint Standards At.. SPStandards.com 14 Additional Resource Slides Included In This Deck.. #SPC14 #SPC270 @RHarbridge
  89. 89. Sponsored by
  90. 90. Buy Pros & Cons To Build vs Buy Pros Cons Often covers most of the requirements Less flexibility and control Vendor does enhancements/upgrades Dependence on vendor delivery Build Lower total cost of ownership Locked in on cost and interoperability Pros Cons Addresses your requirements best Dependent on internal expertise/effort Full control and flexibility Higher risk of poor documentation Control over costs No economies of scale, higher costs #SPC14 #SPC270 @RHarbridge
  91. 91. Risks To Build Vs Buy #SPC14 #SPC270 @RHarbridge
  92. 92. SharePoint Permissions SharePoint Social SharePoint Workflow #SPC14 #SPC270 @RHarbridge
  93. 93. Power User IT Pro • Often licensed by server or by user. • Typically lower cost. • Focused on end user driven interaction/scenarios. • Doesn’t support scheduling, or scripting. • Often licensed in a bundle with Governance functionality. • Typically a higher cost based on additional functionality. • Often supports scheduling, or scripting. • Often includes comparison or reporting/assessments. #SPC14 #SPC270 @RHarbridge
  94. 94. Needs Questions While a resource like the migration one doesn’t always exist for this (and many other purchase decisions) you should always ask questions that validate/clarify needs. #SPC14 #SPC270 @RHarbridge
  95. 95. SharePoint Permissions SharePoint Social SharePoint Workflow #SPC14 #SPC270 @RHarbridge
  96. 96. Extending Complimenting Supplementing Replacing Ignoring/Locking Down When are people going beyond SharePoint for Social Functionality? How To Lock Down SharePoint’s Social Features #SPC14 #SPC270 @RHarbridge
  97. 97. SharePoint Permissions SharePoint Social SharePoint Workflow #SPC14 #SPC270 @RHarbridge
  98. 98. #SPC14 #SPC270 @RHarbridge
  99. 99. CONSIDER SHAREPOINT ONLINE… An excellent way to provide easier sharing & anywhere, anytime access
  100. 100. CONSIDER AZURE… SharePoint internet sites, development & test environments in Azure
  101. 101. WE CAN DRIVE BETTER RESULTS… Lync You might not be leveraging everything Microsoft can provide Exchange
  102. 102. SOLUTIONS NEED TO: - Be rapidly deployed & adopted. - Be available anywhere & anytime. - Be available on any device. - Meet expectations for today & tomorrow. More solutions that leverage SharePoint = More out of your SharePoint investment.

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