SPS EVENT
KANSAS CITY
2013
Gathering Requirements
and Building the
Taxonomy
Ruven Gotz - Avanade
Thank You for being a part of
SharePoint Saturday Kansas City!
• Please turn off all electronic devices or set
them to vib...
Thanks to our Sponsors!!!
​

​

​

​

​

​

​

​

​

​

​

​

​

​

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@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
Ruven Gotz
Buy the Book (or Kindle):
http://amzn.to/JnxlcC
SPS EVENT
KANSAS CITY
2013
Gathering Requirements
and Building the
Taxonomy
Ruven Gotz - Avanade
What makes something a requirement?

© 2013 Ruven Gotz
We can do that for $10
We can do that for $1 Million

© 2013 Ruven Gotz
We require a jumbo solution to get to our destination
© 2013 Ruven Gotz
We require a jumbo solution to get to our destination
Sometimes, you do need this
It’s the destination that matters: The outcome

© 2013 Ruven Gotz
Kitchen sink projects

© 2013 Ruven Gotz
Your project will change over time

© 2013 Ruven Gotz
Unexpected things happen
More than half of “required” features never get used
Result of a kitchen sink project
Shift gears

© 2013 Ruven Gotz
SharePoint chicken & egg problem

© 2013 Ruven Gotz
Based on real-world experience

© 2013 Ruven Gotz
Take away: Tools YOU can use

© 2013 Ruven Gotz
© 2013 Ruven Gotz
Remaining Agenda

© 2013 Ruven Gotz
DON’T demo SharePoint

© 2013 Ruven Gotz
Initial discovery workshop

© 2013 Ruven Gotz
SharePoint Workshop
Agenda
•
•
•
•
•
•
•

About the Project , Our Team & Goals
SharePoint Overview
Department and Role
Document Collaboration
...
About the Project, Our Team & Goals
About this Project
• Determine the requirements and scope for a SharePoint
implementat...
SharePoint 2007 Overview
Server-based Microsoft
Office Excel®
spreadsheets and data
visualization, Report
Center, business...
SharePoint 2010 Overview
Business Connectivity Services
InfoPath Form Services
External Lists
Workflow
SharePoint Designer...
Department and Role
Please introduce yourself:
• Name
• Department
• What is your role within your department?
• How do yo...
Document Collaboration
• Do you work on documents with others?
• How do you collaborate (e-mail, shared drive) ?

• What d...
Document Storage and Search
• Can you find the documents that you need, when you
need them?
• Does your shared drive folde...
Compliance, Records Management & Off-line
• Do you have any regulatory requirements that you
need to meet?
• ISO 9000
• Sa...
Questions

© Ruven Gotz 2013
NEW: Innovation Games
AKA: Collaborative Play

© 2013 Ruven Gotz
Cover story game

© 2013 Ruven Gotz
An example

© 2013 Ruven Gotz
Roadmap

© 2013 Ruven Gotz
OK to demo SharePoint

© 2013 Ruven Gotz
© 2013 Ruven Gotz
Same Page
Abstract
Concrete
Mind Mapping Demonstration

© 2013 Ruven Gotz
Back on track
Navigation workshops

© 2013 Ruven Gotz
Navigational Map

© 2013 Ruven Gotz
Document inventory workshops

© 2013 Ruven Gotz
Explain Metadata

© 2013 Ruven Gotz
Document Inventory Worksheet

© 2013 Ruven Gotz
Build the Taxonomy

© 2013 Ruven Gotz
Document Inventory Taxonomy Map

© 2013 Ruven Gotz
Wireframing Workshops
Balsamiq

© 2013 Ruven Gotz
Business Process Workshops

© 2013 Ruven Gotz
My Goals for You

© 2013 Ruven Gotz
Ruven Gotz
Tools Mentioned:
-

Mindjet MindManager
Balsamiq Mockups
BizAgi Entry Level
Microsoft Visio

@ruveng
spinsiders...
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
SPS Kansas City - Gathering requirements and building taxonomy - November 2013
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SPS Kansas City - Gathering requirements and building taxonomy - November 2013

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  • Because I said so, and I’m the customer.If you don’t include my requirement, I’ll shootOne of my biggest jobs as a SharePoint BA is to manage this desire. My three rules of SharePoint: Simplicity, simplicity, simplicity
  • Go for it!
  • Wait a sec – maybe we can think of some alternatives(Hey! Maybe it’s no longer a ‘requirement’)
  • So, what happens when the customer says “I need this”This is the “we need it all” solution – often arrived at before defining the problemThe “Hammer” problem
  • So, what happens when the customer says “I need this”This is the “we need it all” solution – often arrived at before defining the problemThe “Hammer” problem
  • Think about alternatives:Is it close by?
  • How fast do I need to get there – who needs to come with me
  • Is a less flexible but more cost-effective solution already out there
  • Is the destination specialized and particularly hard to get to?
  • Maybe we need to really think outside the box
  • Simple is not ALWAYS the best solution: There are times when a complex and expensive solution is the only way to get the required destination
  • Bottom line: Arrive at outcomes, not requirements
  • The other problem with requirements is that you only have one time to mention them, so you want ALLLLL of them to be met.So, you put everything in that you can think of…SharePoint lets you be ‘agile’Start with the three rules: Simplicity/Simplicity/SimplicityIdeas from: PragPub Feb 2011 – Pragmatic ProgrammersWay of the Agile Warrior - by Jonathan Rasmusson
  • But the reality is that most requirements never get used as designed because the landscape changes under your feet.
  • And this causes you to change course, sometimes even before that ‘required’ item is even finished being built or tested.
  • Leading to a bunch of rusty tools lying around that cause trouble for years.e.g. what happens when you need to upgrade or migrate? Someone has to chip the rust off to see if this stuff is even useful anymore
  • The result is wasted money
  • So, shifting gears: I’ve explained what we should not be doing. What CAN we do?
  • What would you like SharePoint to do?Well, what can it do?Tons! Let me show youWhat do I need that for?Well, it depends… what do you want it for?Well, it LOOKS cool – sure: I want it.
  • I’m going to share the tools and techniques that I have built up out of painful experience.
  • My goal for you: Ability to move forward confidently, knowing that you have increased your chances of delivering a solution that really works for your customers.
  • Favorite phrase: If you don’t know where you’re going, any path will get you there.
  • Discovery, Road-mapping, Navigation, Document Inventory/Taxonomy, Wireframing, Business Process
  • But First: DO NOT DEMO SharePoint Confuses peopleSets unreasonable expectations
  • The focus here needs to be on pain points and outcomes: NOT RequirementsTry to stick to one team at a time3 – 8 people is ideal – up to 12-15 can work.Need to make sure you hear from everyoneDon’t let manager dominateMake SURE you get front-line workers, not just managersBook 1.5 hours – plan on an hour and a bit.People love some extra un-booked time at the end.
  • The following slides are a sample deck that I use in workshops
  • If you are lucky, you can take the results of these workshops and create a roadmap for a phased, rational approach to SharePoint deployment. Push HARD to do this step.Summarize workshop resultsBuild Gap AnalysisIdentify dependenciesLay out a timeline (not a project plan at this point)
  • Use their language, colors, logoShow ‘day in the life’ type scenario
  • A little detour into shared understanding
  • To achieve success, you need shared commitmentTo get that, you need to get to shared understandingSing from the same song-book: Get onto the same pageIf this area really interests you, speak to Ant Clay of 21 Apps – they run the SharePoint IA Master Class
  • What is this a picture of?With a lot of experience, training or imagination, you may figure something out – but the concept is ABSTRACT
  • This is something that people understand and agree on.It is concreteVisual tools can help make the abstract into the concrete
  • MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
  • Now lets get back on-track
  • Site navigation/Menus
  • Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
  • First, I do a presentation about what metadata is to a collection of groupsGive them homeworkThen, bring them back to build taxonomy: This needs to be done with just one group at a time
  • Folders/Folders/FoldersShow a familiar tool – Excel – to simulate a document library
  • This is the homework for the stakeholders: Go and examine your files and, for each type of document, list the potential metadata that may be used.
  • Note: Picture of ‘tacks’ is a visual joke – it doesn’t mean anything
  • This taxonomy map is built interactively with the client based on the homework that they’ve done
  • What is wireframing?Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
  • This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
  • Even without building an automated workflow, it’s essential to understand the business process of your customers.Use BizAgi (which is free to download) or Visio 2010 to map these processes.
  • Solve the Chicken and Egg problemAvoid the pain of past mistakesGive you tools that you can learn that will make your projects go better.
  • SPS Kansas City - Gathering requirements and building taxonomy - November 2013

    1. 1. SPS EVENT KANSAS CITY 2013 Gathering Requirements and Building the Taxonomy Ruven Gotz - Avanade
    2. 2. Thank You for being a part of SharePoint Saturday Kansas City! • Please turn off all electronic devices or set them to vibrate • If you must take a phone call, please do so in the hall • Wi-Fi is available, you will need your Guest ID/password (at registration desk) • Feel free to tweet and blog during sessions. Remember to follow @SPSKC and tag #whattheheck in your tweets!
    3. 3. Thanks to our Sponsors!!! ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​
    4. 4. @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com Ruven Gotz
    5. 5. Buy the Book (or Kindle): http://amzn.to/JnxlcC
    6. 6. SPS EVENT KANSAS CITY 2013 Gathering Requirements and Building the Taxonomy Ruven Gotz - Avanade
    7. 7. What makes something a requirement? © 2013 Ruven Gotz
    8. 8. We can do that for $10
    9. 9. We can do that for $1 Million © 2013 Ruven Gotz
    10. 10. We require a jumbo solution to get to our destination
    11. 11. © 2013 Ruven Gotz
    12. 12. We require a jumbo solution to get to our destination
    13. 13. Sometimes, you do need this
    14. 14. It’s the destination that matters: The outcome © 2013 Ruven Gotz
    15. 15. Kitchen sink projects © 2013 Ruven Gotz
    16. 16. Your project will change over time © 2013 Ruven Gotz
    17. 17. Unexpected things happen
    18. 18. More than half of “required” features never get used
    19. 19. Result of a kitchen sink project
    20. 20. Shift gears © 2013 Ruven Gotz
    21. 21. SharePoint chicken & egg problem © 2013 Ruven Gotz
    22. 22. Based on real-world experience © 2013 Ruven Gotz
    23. 23. Take away: Tools YOU can use © 2013 Ruven Gotz
    24. 24. © 2013 Ruven Gotz
    25. 25. Remaining Agenda © 2013 Ruven Gotz
    26. 26. DON’T demo SharePoint © 2013 Ruven Gotz
    27. 27. Initial discovery workshop © 2013 Ruven Gotz
    28. 28. SharePoint Workshop
    29. 29. Agenda • • • • • • • About the Project , Our Team & Goals SharePoint Overview Department and Role Document Collaboration Document Storage and Search Compliance, Records Management & Off-line Questions © Ruven Gotz 2013
    30. 30. About the Project, Our Team & Goals About this Project • Determine the requirements and scope for a SharePoint implementation at ABC Corp. Our Team • • • • Alison Andrews Bob Baker Carol Conrad Don Drummond – Project Manager – Technical Architect – SharePoint Analyst – Infrastructure Analyst Workshop Goals • Set expectations • Gather your input • Keep it to an hour (+ optional half-hour for further questions) © Ruven Gotz 2013
    31. 31. SharePoint 2007 Overview Server-based Microsoft Office Excel® spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards OOB workflows, WF integration, rich and Web forms– based front-ends, LOB actions, pluggable SSO Business Intelligence Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Collaboration Virtual Teams/Global Teams Business Process and Forms Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model Enterprise Integrated document management, records management, and Web content management with policies and workflow Content Management Portal Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Search Enterprise scalability, contextual relevance, rich search for people and business data © Ruven Gotz 2013
    32. 32. SharePoint 2010 Overview Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Building complex solutions on top of SharePoint PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Intelligence Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Search Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Intranet, Extranet, Team Collaboration Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Organizing Information © Ruven Gotz 2013
    33. 33. Department and Role Please introduce yourself: • Name • Department • What is your role within your department? • How do you interact with technology to do your job? • How does the current technology help you (or hinder you) from doing your job? © Ruven Gotz 2013
    34. 34. Document Collaboration • Do you work on documents with others? • How do you collaborate (e-mail, shared drive) ? • What document types do you create? • Which programs do you use? • Do your documents require multiple reviews and edits? Is approval required? • How do you implement the required workflow? • How do you get the final information out to the audience that needs it? • Do you publish PDF’s? • How are they distributed/posted? © Ruven Gotz 2013
    35. 35. Document Storage and Search • Can you find the documents that you need, when you need them? • Does your shared drive folder hierarchy work well? • How long does it take to find a document? At what point do you give up? • When you create a document, do you know where it should be saved? • Are documents saved in more than one location to ease retrieval? • Does search work well? • What features would you like to see in search that would make it better for you and your team. © Ruven Gotz 2013
    36. 36. Compliance, Records Management & Off-line • Do you have any regulatory requirements that you need to meet? • ISO 9000 • Sarbanes-Oxley – Bill 198 • How are records management policies implemented? • Are there specific policies for document retention and destruction. • Do you have a need for off-line access? • Do you travel off-site for your work • Do you need to work when you are disconnected from the network. © Ruven Gotz 2013
    37. 37. Questions © Ruven Gotz 2013
    38. 38. NEW: Innovation Games AKA: Collaborative Play © 2013 Ruven Gotz
    39. 39. Cover story game © 2013 Ruven Gotz
    40. 40. An example © 2013 Ruven Gotz
    41. 41. Roadmap © 2013 Ruven Gotz
    42. 42. OK to demo SharePoint © 2013 Ruven Gotz
    43. 43. © 2013 Ruven Gotz
    44. 44. Same Page
    45. 45. Abstract
    46. 46. Concrete
    47. 47. Mind Mapping Demonstration © 2013 Ruven Gotz
    48. 48. Back on track
    49. 49. Navigation workshops © 2013 Ruven Gotz
    50. 50. Navigational Map © 2013 Ruven Gotz
    51. 51. Document inventory workshops © 2013 Ruven Gotz
    52. 52. Explain Metadata © 2013 Ruven Gotz
    53. 53. Document Inventory Worksheet © 2013 Ruven Gotz
    54. 54. Build the Taxonomy © 2013 Ruven Gotz
    55. 55. Document Inventory Taxonomy Map © 2013 Ruven Gotz
    56. 56. Wireframing Workshops
    57. 57. Balsamiq © 2013 Ruven Gotz
    58. 58. Business Process Workshops © 2013 Ruven Gotz
    59. 59. My Goals for You © 2013 Ruven Gotz
    60. 60. Ruven Gotz Tools Mentioned: - Mindjet MindManager Balsamiq Mockups BizAgi Entry Level Microsoft Visio @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com Download this deck from slideshare.net/ruveng Download sample files: http://bit.ly/sps-sample-files
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