Machiavelli (not exactly )It must be considered that there is nothing moredifficult to carry out nor more doubtful of success normore dangerous to handle than to initiate a newSharePoint project; for the project team has enemies inall those who profit by the old portal, and onlylukewarm defenders in all those who would profit bythe new portal; this lukewarmness arising partly fromthe incredulity of mankind who does not truly believein anything new until they actually have experience ofit.
Agenda• About the Project , Our Team & Goals• SharePoint Overview• Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions
About the Project, Our Team & GoalsAbout this Project• Determine the requirements and scope for a SharePointimplementation at ABC Corp.Our Team• Alison Andrews – Project Manager• Bob Baker – Technical Architect• Carol Conrad – SharePoint Analyst• Don Drummond – Infrastructure AnalystWorkshop Goals• Set expectations• Gather your input• Keep it to an hour (+ optional half-hour for further questions)
SharePoint 2007 OverviewCollaborationPortalSearchEnterpriseContentManagementBusinessProcessandFormsBusinessIntelligenceDocuments/tasks/calendars, blogs,wikis, e-mail integration, projectmanagement “lite,” Outlookintegration, offline documents/listsVirtual Teams/Global TeamsEnterprise Portaltemplate, SiteDirectory, MySites, socialnetworking, privacycontrolEnterprisescalability, contextualrelevance, rich search forpeople and business dataIntegrated documentmanagement, recordsmanagement, and Webcontent management withpolicies and workflowOOB workflows,WF integration,rich and Web forms–basedfront-ends, LOBactions, pluggable SSOServer-based Microsoft OfficeExcel® spreadsheets and datavisualization, Report Center,business intelligence WebParts, KPIs/DashboardsPlatformServicesWorkspaces, Mgmt,Security, Storage,Topology, Site Model
SharePoint 2010 Overview Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportIntranet, Extranet, Team CollaborationTagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg BrowserEnterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsOrganizing InformationSocial RelevancePhonetic SearchNavigationFAST IntegrationEnhanced PipelineSearchPerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness IntelligenceBusiness Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSBuilding complex solutionson top of SharePoint
Department and RolePlease 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 hinderyou) from doing your job?
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? Isapproval required?• How do you implement the required workflow?• How do you get the final information out to the audiencethat needs it?• Do you publish PDF’s?• How are they distributed/posted?
Document Storage and Search• Can you find the documents that you need, when you needthem?• Does your shared drive folder hierarchy work well?• How long does it take to find a document? At what point do yougive up?• When you create a document, do you know where it shouldbe saved?• Are documents saved in more than one location to easeretrieval?• Does search work well?• What features would you like to see in search that would makeit better for you and your team.
Compliance, Records Management & Off-line• Do you have any regulatory requirements that you need tomeet?• ISO 9000• Sarbanes-Oxley – Bill 198• How are records management policies implemented?• Are there specific policies for document retention anddestruction.• 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 thenetwork.
The Simplest Prioritization Formula Ever…Estimated ValueEstimated Difficulty
Prioritization Example I have a difficult solution. It’s an 8 in difficulty (out of 10). I have an easy solution. It’s a 2 in difficulty (out of 10). The expected value of the difficult solution is 4 (out of 10). The expected value of the easy solution is 6 (out of 10).Estimated ValueEstimated Difficulty
THE MAGIC OF METADATAChapter 3If it walks like a duck, quacks like a duck, looks like aduck, it must be a duck.—Proverb
This is a Meta-Presentation• Two Goals and a Meta Goal:• Understand metadata• How it applies to taxonomy• How it applies to content types• Understand why it matters in SharePoint• Meta Goal• Educate you• Give you tools to educate YOUR stakeholders
The bottom of this tree AnimalKingdomInvertebrates VertebratesMammalsPredators Primates Whales RodentsSquirrels MiceMice & RatsHamsters andVolesReal HamstersShort-taileddwarf hamstersDjungariandwarfhampstersRoborovskiHamsterLong-taileddwarf hamstersVoles GerbilsPorcupines Guinea PigsFish Amphibians Reptiles Birds
Taxonomy X:ProductionSales &MarketingMarketingCommercial Industrial Government HealthcareLabs HospitalsPrivate PublicLargeUrbanNotAssociatedUniversityRuralMedium SmallClinics MobileSales Web Design Newsletter SocialShared drive zoo
Taxonomy X:ProductionSales &MarketingMarketingCommercial Industrial Government HealthcareLabs HospitalsPrivate PublicLargeUrbanNotAssociatedUniversityRuralMedium SmallClinics MobileSales Web Design Newsletter Social
Key Points to Take Home• Metadata takes a while to understand• Use of metaphors can help• Use of visual tools can help a LOT• Much more than technology, it’s governance that makes thedifference• Folders are bad, except when they’re not
“Card sorting is a great, reliable,inexpensive method for findingpatterns in how users would expectto find content or functionality.”- Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
What are the types of card sort?Open & Closed
Steering committeeSHARE 2012 | 278The job of the steering committee includes:• Establishing vision and strategy,• Creating and managing the portal roadmap,• Synchronizing the vision across businessunits,• Acting as champions within individualbusiness units as well as enterprise wide,• Defining success factors and keyperformance indicators and measuring results,• Procuring and allocating the intranet budget,• Reviewing and tracking intranet projectbudgets,• Providing operations team oversight.
Operations TeamSHARE 2012 | 279The operations team is a partnership betweenIT and business owners of the portal. Its job isto communicate and cooperate to ensure thatthe portal runs smoothly and efficiently. Theteam members have to work together tobalance the needs of IT for control andmanageability and the needs of the businessforresponsiveness, reliability, performance, andflexibility. The team as a group doesn’thave specific roles and responsibilities; thoseare dictated by their individual roles furtherdown in thehierarchy.
IT ManagerSHARE 2012 | 280The IT manager is responsible for the physicalinfrastructure as well as operational aspects ofthe SharePoint service, including:• Hardware service and upgrades,• System assurance (uptime, performance,availability, security, disaster recovery,system updates and upgrades, monitoring),• Development or procurement andsubsequent deployment of new features,• Help desk, second-level support,• Training and coaching (Optional: In manyorganizations, this is owned by other groups),• Key member of the operations team and thegovernance committee.
Editor in ChiefSHARE 2012 | 281The editor in chief (sometimes called the portalowner) is the person responsible for thecontent that appears on the site. His or herresponsibilities include:• Approving overall content on the site,ensuring consistency of look, feel, tone,style (words and pictures), and overall sitequality,• Taking ownership of the home page,including approving content that appearsthere, ensuring it is fresh and accurate,• Nurturing and supporting the internalSharePoint community,• Leading communications efforts (letting thecompany know of new features orchanges to the portal),• Being a key member of the operations teamand governance committee.
Site Owner/Section OwnerSHARE 2012 | 282The responsibilities of these owners include:• Maintaining quality for the content in thissection or site,• Ensuring that high-risk(confidential/inappropriate) material is notexposed on the portal,• Ensuring that existing content is updated asrequired,• Ensuring that content is removed from thesite if it is out of date, expired, orotherwise no longer relevant (while adheringto the records management policy),• Remaining aware of content in other areas toensure consistency and to ensurethat duplicate content does not existelsewhere,• Ensuring that published content adheres tostyle policies.
Content ApproverSHARE 2012 | 284This role is not usually assigned to a separateperson; the section owner may be theapprover of content for the sites containedwithin that section. Or a site owner may be theapprover for subsites. In some cases, wherethere are legal or other high-risk issues, theremay be approvers assigned from the legal orother departments. The responsibilities of theapprover include:• Checking that content is factually correct,• Providing oversight to ensure that high-risk(confidential/inappropriate) materialis not exposed on the portal,• Ensuring that content follows corporate policies forstyle and content,• Being responsible for timely approval (not being abottleneck),• Ensuring that metadata has been properly entered,• Ensuring content is posted to the correct location.
Content OwnerSHARE 2012 | 285The content owner may be the same person asthe site owner, or that person may just beresponsible for a subset of content within aparticular area of a site.There is a lot of overlapping responsibility hereThat is because at every level, people have anabsolute responsibility to ensure the qualityand impact (safety and risk) of the contenton the site. As we move up the responsibilityhierarchy, each level can catch issues missedby the layer below.See P 195 for details here
Content AuthorSHARE 2012 | 286The next layer is where the actual work getsdone: authoring. Content authors areresponsible for:• Creating content,• Ensuring content adheres to corporatepolicies,• Ensuring that high-risk(confidential/inappropriate) material is notexposed on the portal,• Ensuring that appropriate metadata areproperly and completely entered,• Ensuring that the content is placed in thecorrect location within the site.
Visitors/ReadersSHARE 2012 | 287Finally, we get to the layer of those who haveno hand in the creation, approval, ormanagement of content: the readers. And yet,within an organization, you must putresponsibility into the hands of readers tonotice and point out material that isinaccurate, out of date, or that could put theorganization at risk. You have to enable thereaders to report issues by making it easy forthem to do so. There should be a link on eachpage to report issues or at least to contact thepage owner (every page must displaywho the owner of that page is).
What are wicked problems?• You don’t really understand the problem until you’vedeveloped the solution• You don’t know when you’ve accomplished your goal• Solutions are not right or wrong, they are just better orworse• Every wicked problem is unique• Every solution to a wicked problem is a one-shotoperation• You are dealing with social complexity
SharePoint Containment HierarchyDocuments, Items andPagesFolders and DocumentSetsLibraries and ListsSitesSite CollectionsDatabasesWeb ApplicationsServersFarmWhat we care about from aninformation architectureperspective.
When To Use A Site CollectionSite Collection 1 Site Collection 2Webparts &AggregationWebparts &AggregationMasterpages& Page LayoutsMasterpages& Page LayoutsSearch Across Site Collection BoundariesNavigation Navigation
When To Use A Site CollectionGroup AGroup BGroup CCollection Admin ACollection Admin BGroup YGroup ZCollection Admin YCollection Admin ZSite Collection 1 Site Collection 2