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20120228 The SharePoint Maturity Model - How Far Along Are You? SPTechCon SF 2012

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  • 1. The SharePoint Maturity Model – How Far Along Are You? Presented at SPTechCon San Francisco 28 February 20122/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 1
  • 2. Agenda / LogisticsAGENDA LOGISTICS• What’s in it for you? • In Session• Overview of the – Questions welcome! SharePoint Maturity – If you’re tweeting / live Model blogging, please include:• Detail & case studies • #SPMaturity• Call to Action • @sadalit• Upcoming Events• Contact Info • Post-Session – Please fill out your evaluation2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 2
  • 3. What’s In It For You?In the Session• Gain a holistic sense of SharePoint as a platform & how you’re using it• Benchmark against others via data and case studiesBack at Work• Use the tool to get your report• Build the organization’s strategic roadmap• Gain a quantitative sense of progress by re-evaluating each year.• Contribute to a data model that will help answer larger questions about where organizations are in their SP maturity by industry, number of years of use, etc.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 3
  • 4. About Me • Project Manager and Business Analyst focusing on SharePoint • Working with SharePoint since beta 2003 version • 50+ SharePoint implementations • Microsoft Certified IT Pro Content Architect -2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 4#sptechcon
  • 5. 2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 5#sptechcon
  • 6. 2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 6#sptechcon
  • 7. 2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 7#sptechcon
  • 8. 2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 8#sptechcon
  • 9. What It Is:A model that incorporates both solution and readiness competencies. Core Advanced Readiness People & Publication Infrastructure Communities Composites & Staffing & Collaboration Applications training Business Process Integration Customizations Search Insight2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 9
  • 10. Maturity Level Definitions SharePoint Description Level 500 The competency is functioning optimally and continuous improvement Optimizing occurs based on defined and monitored metrics. ROI is demonstrable. The competency is centrally supported, standardized, and implemented 400 across the entire organization. Governance is defined and understood / Predictable followed. Maturation The way the competency is implemented is defined and/or standardized, 300 but not in use across the entire organization. Governance is defined but Defined may not be widely understood / followed. ROI is considered. 200 The competency is managed by a central group (often IT), but the focus Managed and definition varies by functional area, or is limited to a single area. 100 The starting point of SharePoint use. Initial2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 11
  • 11. The SharePoint Maturity Model – 1 alongCore Concepts Maturation also occurs – this vector Level Publication Collaboration Business Process Search Power users can edit existing workflows to adapt them to changing business needs on the fly. Users Content is personalized to the user. Users understand relationship Collaboration occurs outside the leverage data from BPM to optimize Content is shared across multiple functions of tagging to search results. 500 and systems without duplication. Feedback mechanism is in place for pages and firewall – i.e. with external contributors. Automated processes process, simulate on real data, clear bottlenecks, balance work across Process exists to create content w/no results. Automated exist for de-provisioning and workloads. Users have visibility into Optimizing taxonomy. Automated tagging may be present. archiving sites. the process and can provide tagging may be used. High volumes can be handled. feedback to process improvements. Business processes extend to external users. Workflow is a component of SP- Content is monitored, maintained, targeted Collaboration tools are used across based composite applications with Content types and custom to specific groups. Usage is analyzed. the entire organization. Email is connectivity to LOB systems. Users properties are leveraged in 400 Digital assets are managed appropriately. If more than one doc mgmt system is captured & leveraged. The system supports promotion of content from have access to process analytics and audit trails. Collaboration happens in Advanced Search and/or refiners. Results are Predictable present, governance is defined. Mobile access considered. WIP to final. Mobile access considered. the context of a work item as part of a dynamic, nonlinear business customized to specific needs, may be actionable. process (the “case”). Process is considered as a whole,Maturation Site Columns/ Managed Metadata Collaboration efforts extend rather than as automating functional standardize the taxonomy. Custom content sporadically to discussion threads, tasks. Transition from procedural Search results are analyzed. 300 Types are created. Custom page layouts & site templates are configured. Approval wikis, blogs, and doc libs with versioning. Site templates are document workflow to orchestration of dynamic business process. Best bets and metadata properties are leveraged to aid process is implemented. Incoming email developed for specific needs. SharePoint is becoming the BP Defined activated for some lists/libs. Site Map is Incoming email activated for some platform, w/the introduction of 3rd the search experience. present. Some content targeted to groups. lists/libs. party BPM tool to support more complex business rules. Business processes are designed; Custom metadata is applied to content. Mechanism is in place for new site some custom, departmental “no- Custom scopes employed to aid 200 Templates standardized across sites. Lists used rather than static HTML. Multiple requests. Collaboration efforts are collected in document libraries code” workflows (SP Designer, Visio, or third-party tool) may be the search experience. More complex iFilters may be applied. document mgmt systems may be present (links emailed rather than implemented to handle simple Content may be federated. Managed w/out governance around purpose. documents). business rules (decision-based Search Center created. routing). . Business process is loosely defined. Navigation & taxonomy not formally Out of the box SharePoint workflows Out of box functionality for considered. Little to no checks on content. Out of box collaboration sites set 100 Folder structure re-created from shared drives. Content that could be in lists is up as needed without structure or organization. No formal process (approval, collect feedback) leveraged sporadically. A doclib or query, results, and scopes; PDF iFilter installed; some additional list provides a central base of content sources may be Initial posted in Content Editor WP. Out of box site templates / layouts are used. exists for requesting a new site. operations. Any workflow is indexed. document- vs. application-centric. 2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 1
  • 12. The SharePoint Maturity Model – 2 – Advanced Concepts Maturation also occurs along this vector People and Composites and Level Integration Insight Communities Applications Users can edit certain profile Forms connect with LOB External data data that writes back to AD or data. New capabilities & 500 HRIS. MySites template is requirements are surfaced (partner/supplier or Analytics and trending are industry) is integrated with employed. Optimizing customized. Communities & integrated into SP. extend to external participants. downstream capabilities. Profile fields may integrate with Most of the systems that are LOB data. MySites are InfoPath forms improve the desired to be integrated, 400 centralized (only one instance user experience. Mobile are integrated. A data Items are actionable. Predictable per user). Communities flourish functionality is supported. warehouse may be under governance. integrated with SP. Custom profile fields reflectMaturation company culture; photos are updated from central source. Most critical business forms 300 MySites rolled out to all users, are online; some involve Multiple systems are Reports allow drill-down and integrated with SP. charting. Defined supported, trained. Community automated workflows. spaces connect a particular set of users. MySites rolled out to pilot Increasing use of SP lists to A single system is integrated groups or users. Out-of-box replace Excel spreadsheets 200 profiiles implemented. and paper forms. with SP (Line-of-business, Reports are aggregated document management, through customization. Managed Community spaces may be Applications are opened up etc.). piloted. to a larger group of users. Some paper forms Links to enterprise systems converted to SP list forms. Basic profile data imported posted on SP site. Printed or Existing reports are used; 100 from AD or other source. Many Excel spreadsheets, exported business data is data is brought together Access databases, paper Initial MySites host not created. stored in doc libs. AD manually. forms still stored in / linked integrated with SP profiles. to from SharePoint. 2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 2
  • 13. The SharePoint Maturity Model – 3 – Readiness Concepts Infrastructure and Level Staffing & Training Customizations Administration Top-down support in place; Deployment is fully automated System health & error logs dedicated IT business analyst, via features . Source code is 500 monitored. Processes for server admin, helpdesk, training managed centrally as IP, re- archiving & de-provisioning are staff; empowered user usable and shareable. Content Optimizing in place. community. Multiple training owners understand the offerings exist. importance of QA testing. Backup/restore has been tested. Dev and QA environments are IT has more than one resource Deployment is fully automated present. Administration may be knowledgeable on the system. 400 improved via third-party tools. Requests for new functionality – solution package and scripts. Total Cost of Ownership is Predictable BLOB integration may be are tracked and prioritized. An considered. present. Performance end-user training plan is in place. considered.Maturation SP evangelized around the Number of servers is appropriate Mixed automated manual organization by individual or small to demands and scalable for deployment process - some group. Content owners from 300 future growth. Dev some functional areas are trained artifacts deployed via scripts, environment is present. Service others by following list of Defined and using the system. One IT Packs tested in QA and installed manual steps. Source control resource knowledgeable on the in a timely fashion. is centralized. system. SP evangelized to a subset of Changes are deployed from Multiple server installlation or depts or functional areas by an 200 single-server is backed up on a individual; work mainly done by one environment to another using backup/restore. Source Managed regular basis. individual or small group. control is simple file storage. Training is informal, ad-hoc. No development, or Single-server installation, development is done in 100 sometimes rogue . No plan for One pioneer or small group pilots Production. No QA / the product. Initial availability / disaster recovery. development environments. No source control. 2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 3
  • 14. Self Evaluation Matrix Publication Collaboration Business Search People & Composites & Integration Insight Infrastructure Staffing & Customizations Process Communities Applications & Admin. Training599 500 Optimizing500499 400 Predictable400399 300 Defined300299 200200 Managed199 100 Initial100 Date of Assessment 1/29/11 Years the organization has used SharePoint 7 Current SP Version (year + standard or enterprise if known) SP 2010 Enterprise # of users organization-wide 50 # of IT staff supporting SharePoint (combine part-timers & 2.5 include vendors if they are a regular part of your team) Organization’s Industry Professional Services 2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 22
  • 15. New Online Assessment Application www.spmaturity.com2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 23
  • 16. Detail and Case Studies2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 24
  • 17. Publication Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow. Level Competency End User Perspective Content is personalized to the user. Content is shared I see the content that is relevant to me. 500 across multiple functions and systems without duplication. I can report a problem or make a suggestion about anything Feedback mechanism is in place for pages and taxonomy. Optimizing Automated tagging may be present. on the site. Content is monitored, maintained, targeted to specific I see the content that is relevant to my department or 400 groups. Usage is analyzed. Digital assets are managed location. appropriately. If more than one doc mgmt system is Predictable present, governance is defined. Mobile access considered. I know that the content is fresh and regularly maintained. Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are created. Custom When I navigate around the different sites, I know what to 300 page layouts & site templates are configured. Approval expect at each site. process is implemented. Incoming email activated for some Defined lists/libs. Site Map is present. Some content targeted to But I have no idea if the content is fresh or not. groups. Custom metadata is applied to content. Templates 200 standardized across sites. Lists used rather than static I know how to use metadata columns. HTML. Multiple document mgmt systems may be present Could you just post this for me? Managed w/out governance around purpose. Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure re-created from 100 shared drives. Content that could be in lists is posted in I know how to publish a document in SharePoint. I still get to use my network drive, right? And folders? Initial2/28/2012 - #spmaturity @sadalit WP. Out of box site templates / layouts are Sadalit Van Buren Content Editor #sptechcon ©2010 - 2012 26 used.
  • 18. Publication Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow. Level Competency End User Perspective Content is personalized to the user. Content is shared I see the content that is relevant to me. 500 across multiple functions and systems without duplication. I can report a problem or make a suggestion about anything Optimizing Automated tagging may be present. Dynamic and personalized Feedback mechanism is in place for pages and taxonomy. on the site. Content is monitored, maintained, targeted to specific I see the content that is relevant to my department or 400 groups. Usage is analyzed. Digital assets are managed location. appropriately. If more than one doc mgmt system is Predictable present, governance is defined. Mobile access considered. I know that the content is fresh and regularly maintained. Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are created. Custom 300 Standardized and Targeted the different sites, I know what to When I navigate around page layouts & site templates are configured. Approval expect at each site. process is implemented. Incoming email activated for some Defined lists/libs. Site Map is present. Some content targeted to But I have no idea if the content is fresh or not. groups. Custom metadata is applied to content. Templates 200 standardized across sites. Lists used rather than static I know how to use metadata columns. HTML. Multiple document mgmt systems may be present Could you just post this for me? Managed w/out governance around purpose. Static and unorganized Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure re-created from 100 shared drives. Content that could be in lists is posted in I know how to publish a document in SharePoint. I still get to use my network drive, right? And folders? Initial2/28/2012 - #spmaturity @sadalit WP. Out of box site templates / layouts are Sadalit Van Buren Content Editor #sptechcon ©2010 - 2012 27 used.
  • 19. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 28
  • 20. Publication – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 31#sptechcon
  • 21. Publication – 500-level example Source: Microsoft2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 33
  • 22. Collaboration Multiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site), archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow). Level Competency End-User Perspective Collaboration occurs outside the firewall – i.e. with 500 external contributors. Automated processes exist for I can collaborate with external Optimizing de-provisioning and archiving sites. contributors. Collaboration tools are used across the entire 400 organization. Email is captured & leveraged. Work is I can collaborate using my mobile device. Predictable promoted from WIP to Final which is leverageable. Mobile access considered. Collaboration efforts extend sporadically to discussion 300 threads, wikis, blogs, and doc libs with versioning. Site I can use different collaboration tools or Defined templates are developed for specific needs. site templates based on what I need. Mechanism is in place for new site requests. There is a standard way for me to request 200 Collaboration efforts are collected in document a new site. I email links rather than Managed libraries (links emailed rather than documents) attachments. Out of box collaboration sites set up as needed without 100 structure or organization. No formal process exists for We have a team site for the work we’re Initial requesting a new site. doing.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 34
  • 23. Collaboration Multiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site), archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow). Level Competency End-User Perspective Collaboration occurs outside the firewall – i.e. with 500 Outside the can collaborate with external external contributors. Automated processes exist for I firewall Optimizing de-provisioning and archiving sites. contributors. Collaboration tools are used across the entire 400 organization. Email is captured & leveraged. Work is I can collaborate using my mobile device. Predictable promoted from WIP to Final which is leverageable. Mobile access considered. 300 Cross-enterprise and Ifuller functionality Collaboration efforts extend sporadically to discussion can use different collaboration tools or threads, wikis, blogs, and doc libs with versioning. Site Defined templates are developed for specific needs. site templates based on what I need. Mechanism is in place for new site requests. There is a standard way for me to request 200 Collaboration efforts are collected in document a new site. I email links rather than Managed libraries (links emailed rather than documents) attachments. 100 Team-centric, mostlyhave astorage for the work we’re We doc team site Out of box collaboration sites set up as needed without structure or organization. No formal process exists for Initial requesting a new site. doing.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 35
  • 24. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 36
  • 25. Collaboration – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 38#sptechcon
  • 26. Collaboration– 400-level example Source: Nielsen Norman Intranet Design Annual 20102/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 39
  • 27. Business Process Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security / roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization. Level Competency End-User Perspective Power users can edit existing workflows to adapt them to Managers have a business process dashboard that allows changing business needs on the fly. Users leverage data them to see all work in progress as well as trends in demand. from BPM to optimize process, simulate on real data, clear 500 bottlenecks, balance work across workloads. Users have Processes are goal-driven with associated service level agreements. Operational data about the process is Optimizing visibility into the process and can provide feedback to examined regularly by business analysts for potential process improvements. Business processes extend to improvements. external users. We monitor business activities to understand what’s Workflow is a component of SP-based composite applications happening and identify potential hot spots. with connectivity to LOB systems. Users have access to 400 process analytics and audit trails. Collaboration happens in I went from using 7 different applications to a single one in order to get my work done. I can access my work from any Predictable the context of a work item as part of a dynamic, nonlinear browser-based environment, including those on mobile business process (the “case”). devices. Process is considered as a whole, rather than as automating functional tasks. Transition from procedural document We understand the need to automate processes to improve 300 workflow to orchestration of dynamic business process. how work gets done. The workflow can recognize me or my SharePoint is becoming the BP platform, w/the introduction role, and fill in information about me (“my manager”). Defined of 3rd party BPM tool to support more complex business Process work is assigned to roles, not people rules. Business processes are designed; some custom, We use simple workflows for tasks like approvals within our 200 departmental “no-code” workflows (SP Designer, Visio, or department. I initiate tasks or report their completion in third-party tool) may be implemented to handle simple Managed SharePoint. business rules (decision-based routing). . Business process is loosely defined. Out of the box SharePoint workflows (approval, collect feedback) leveraged There are workflows in SharePoint? What is a workflow? 100 sporadically. A doclib or list provides a central base of I know how to route a document for approval within Initial operations. Any workflow is document- vs. application- SharePoint 40 centric.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren
  • 28. Business Process Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security / roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization. Level Competency End-User Perspective Power users can edit existing workflows to adapt them to Managers have a business process dashboard that allows changing business needs on the fly. Users leverage data them to see all work in progress as well as trends in demand. from BPM to optimize process, simulate on real data, clear 500 Analytics drive continuous improvements bottlenecks, balance work across workloads. Users have Processes are goal-driven with associated service level agreements. Operational data about the process is Optimizing visibility into the process and can provide feedback to examined regularly by business analysts for potential process improvements. Business processes extend to improvements. external users. We monitor business activities to understand what’s Workflow is a component of SP-based composite applications happening and identify potential hot spots. with connectivity to LOB systems. Users have access to 400 process analytics and audit trails. Collaboration happens in I went from using 7 different applications to a single one in order to get my work done. I can access my work from any Predictable the context of a work item as part of a dynamic, nonlinear browser-based environment, including those on mobile business process (the “case”). devices. Applications consolidated,We understand the need to automate processes to improve processes automated Process is considered as a whole, rather than as automating functional tasks. Transition from procedural document 300 workflow to orchestration of dynamic business process. how work gets done. The workflow can recognize me or my SharePoint is becoming the BP platform, w/the introduction role, and fill in information about me (“my manager”). Defined of 3rd party BPM tool to support more complex business Process work is assigned to roles, not people rules. Business processes are designed; some custom, We use simple workflows for tasks like approvals within our 200 departmental “no-code” workflows (SP Designer, Visio, or department. I initiate tasks or report their completion in third-party tool) may be implemented to handle simple Managed SharePoint. business rules (decision-based routing). . Business process is loosely defined. Out of the box There are workflows in are workflows in SharePoint? SharePoint? SharePoint workflows (approval, collect feedback) leveraged There What is a workflow? 100 sporadically. A doclib or list provides a central base of I know how to route a document for approval within Initial operations. Any workflow is document- vs. application- SharePoint 41 centric.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren
  • 29. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 43
  • 30. Business Process – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 45#sptechcon
  • 31. Business Process – 300-level example Source: Nielsen Norman Group Intranet Design Annual 20102/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 46#sptechcon
  • 32. Business Process – 500-level example Source: Global3602/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 47#sptechcon
  • 33. Search The ability to query indexed content and return results that are ranked in order of relevance to the search query. Areas of focus include scopes, display of results, optimization, integration and connectors, and performance. Level Competency End-User Perspective Users understand relationship of tagging to Information finds me, based on the preferences 500 search results. Automated tagging may be Optimizing Content finds me based on the preferencesbetter I (and others) I set. The more I tag, the I set used. High volumes can be handled. will be able to find. Content types and custom properties are Advanced Search helps me filter content before 400 leveraged in Advanced Search and/or refiners. I search for it. I can refine before and after Predictable Results customized to specific needs, may be searching. actionable. 3rd-party product may be used. The definitive item in my search results is Search results are analyzed. I can filter queries and results Best bets and 300 metadata properties are leveraged to aid the marked with a little star. We see where there Defined are gaps in the content & have process for search experience. creating content to fill gaps. Custom scopes and iFilters employed to aid the 200 search experience. Content may be federated. I can use SharePoint to search the intranet and Managed our shared drives at the same time. Search Center created. Out of boxuse keywordquery, results, and I functionality for search and don’tcan’t find anything. from results. 100 I expect much scopes; some additional content sources may Initial There’s Search in SharePoint?2/28/2012 - #spmaturity indexed. #sptechcon be @sadalit ©2010 - 2012 Sadalit Van Buren 48
  • 34. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 50
  • 35. Search – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 52#sptechcon
  • 36. Search – 400-level example (query) Source: Nielsen Norman Intranet Design Annual 20102/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 53#sptechcon
  • 37. Search – 300-level example (results) Source: Vancity, at SPC112/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 54#sptechcon
  • 38. Search – 400-level example (results) Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 55#sptechcon
  • 39. Search – 400-level example (query) Source: SurfRay2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 56
  • 40. People and Communities The human capital of the organization as represented in SharePoint by profiles, MySites, and community spaces (the virtual spaces that support particular areas of interest that may span or fall outside the organizational structure). Level Competency End-User Perspective Users can edit certain profile data that writes back 500 to AD or HRIS. MySites template is customized. When I want to find an expert resource, I can search the Optimizing Communities / conversations extend to external profiles. External users can participate in affinity groups. participants. Profile fields may integrate with LOB data. MySites I can subscribe to the things I’m interested in and the 400 are centralized (only one instance). Communities content will find me. My profile is automatically updated Predictable flourish under governance. Notion of subscription – with business data (e.g. projects I’ve worked on). to groups, topics, people. Org chart is dynamic. Custom profile fields reflect company culture; 300 photos are updated from central source. We have a company FaceBook, and community sites where Defined MySites rolled out to all users, supported, trained. employees come together based on affinity. Community spaces connect a particular set of users. MySites rolled out to pilot groups or users. Out-of- 200 box profiles implemented. Community spaces may I hear we’re getting this thing called MySites. Managed be piloted. Basic profile data imported from AD or other source. 100 MySites host not created. Manually-created org I can see information about other users like email address Initial and telephone number. chart is published in SP.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 58
  • 41. People and Communities The human capital of the organization as represented in SharePoint by profiles, MySites, and community spaces (the virtual spaces that support particular areas of interest that may span or fall outside the organizational structure). Level Competency End-User Perspective Users can edit certain profile data that writes back 500 to AD or HRIS. MySites template is customized. When I want to find an expert resource, I can search the Optimizing Unified Community Experience participate in affinity groups. Communities / conversations extend to external profiles. External users can participants. Profile fields may integrate with LOB data. MySites I can subscribe to the things I’m interested in and the 400 are centralized (only one instance). Communities content will find me. My profile is automatically updated Predictable flourish under governance. Notion of subscription – with business data (e.g. projects I’ve worked on). to groups, topics, people. Org chart is dynamic. Custom profile fields reflect company culture; 300 Availability of tools enterprise-wide and community sites where photos are updated from central source. We have a company FaceBook, Defined MySites rolled out to all users, supported, trained. employees come together based on affinity. Community spaces connect a particular set of users. MySites rolled out to pilot groups or users. Out-of- 200 box profiles implemented. Community spaces may I hear we’re getting this thing called MySites. Managed be piloted. 100 Individual Needs Basic profile data imported from AD or other source. MySites host not created. Manually-created org I can see information about other users like email address Initial and telephone number. chart is published in SP.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 59
  • 42. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 60
  • 43. People and Communities – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 62
  • 44. People and Communities – 500-level example Source: Microsoft, at SPC112/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 64
  • 45. People and Communities – 500-level example2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 65
  • 46. People and Communities – 400-level example Source: EA, at SPC112/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 66
  • 47. People and Communities – 400-level example Source: EA, at SPC112/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 67
  • 48. Composites and Applications Custom solutions specific to the needs of the business (traditionally served by paper forms, Excel spreadsheets and/or Access databases) which may be accomplished by multiple technologies working together. Level Maturity Level Definition Competency The particular area is functioning optimally Forms connect with LOB data. New capabilities & 500 and continuous improvement occurs based requirements are surfaced & integrated into Optimizing on defined and monitored metrics. downstream capabilities. The particular area is centrally supported, 400 standardized, and in use across the entire InfoPath or ASPX forms may involve custom code. Predictable organization. Governance is defined and Mobile functionality is supported. followed. The way the particular area is leveraged is Most critical business forms are online; some 300 defined and/or standardized, but not in involve automated workflows. “No-code” InfoPath Defined use across the entire organization. forms improve the user experience. The particular area is managed by a central Increasing use of SP lists to replace Excel 200 group (often IT), but the focus and spreadsheets and paper forms. Applications are Managed definition varies by functional area. opened up to a larger group of users. Some paper forms converted to SP list forms. Many 100 The starting point of SharePoint use. Excel spreadsheets, Access databases, paper forms Initial still stored in / linked to from SharePoint.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 68
  • 49. Composites and Applications Custom solutions specific to the needs of the business (traditionally served by paper forms, Excel spreadsheets and/or Access databases) which may be accomplished by multiple technologies working together. Level Maturity Level Definition Competency The particular area is functioning optimally Forms connect with LOB data. New capabilities & 500 Seamless integration with are surfaced & integrated into and continuous improvement occurs based requirements LOB data Optimizing on defined and monitored metrics. downstream capabilities. The particular area is centrally supported, 400 standardized, and in use across the entire InfoPath or ASPX forms may involve custom code. Predictable organization. Governance is defined and Mobile functionality is supported. followed. The way the particular area is leveraged is Departmental Adoption forms are online; some Most critical business 300 defined and/or standardized, but not in involve automated workflows. “No-code” InfoPath Defined use across the entire organization. forms improve the user experience. The particular area is managed by a central Increasing use of SP lists to replace Excel 200 group (often IT), but the focus and spreadsheets and paper forms. Applications are Managed definition varies by functional area. opened up to a larger group of users. Some paper forms converted to SP list forms. Many 100 Replacement of a few key apps databases, paper forms The starting point of SharePoint use. Excel spreadsheets, Access Initial still stored in / linked to from SharePoint.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 69
  • 50. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 70
  • 51. Composites & Applications – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 72#sptechcon
  • 52. Composites & Applications – 400-level example Source: Nielsen Norman Intranet Annual 20102/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 73#sptechcon
  • 53. Integration Line of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. Maturity proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data. Level Maturity Level Definition Competency The particular area is functioning optimally 500 and continuous improvement occurs based External data (partner/supplier or industry) is Optimizing integrated with SP. on defined and monitored metrics. The particular area is centrally supported, Most of the systems that are desired to be 400 standardized, and in use across the entire integrated, are integrated. A data warehouse may Predictable organization. Governance is defined and be integrated with SharePoint. followed. The way the particular area is leveraged is 300 defined and/or standardized, but not in use Multiple systems are integrated with SharePoint. Defined across the entire organization. The particular area is managed by a central A single system is integrated with SharePoint (in 200 group (often IT), but the focus and definition addition to Active Directory and search content Managed varies by functional area. sources). Links to enterprise systems posted on SP site. 100 The starting point of SharePoint use. Printed or exported business data is stored in doc Initial libs.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 74
  • 54. Integration Line of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. Maturity proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data. Level Maturity Level Definition Competency The particular area is functioning optimally 500 External data (partner/supplier or industry) is Most systems integrated and continuous improvement occurs based Optimizing integrated with SP. on defined and monitored metrics. The particular area is centrally supported, Most of the systems that are desired to be 400 standardized, and in use across the entire integrated, are integrated. A data warehouse may Predictable organization. Governance is defined and be integrated with SP. followed. The way the particular area is leveragedsystems integrated Some is 300 defined and/or standardized, but not in use Multiple systems are integrated with SharePoint. Defined across the entire organization. The particular area is managed by a central A single system is integrated with SharePoint (in 200 group (often IT), but the focus and definition addition to Active Directory and search content Managed varies by functional area. sources). Links to enterprise systems posted on SP site. 100 Links to other systems business data is stored in doc The starting point of SharePoint use. Printed or exported Initial libs.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 75
  • 55. Integration – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 76
  • 56. Integration – 400-level example Source: Nielsen Norman Intranet Annual 20102/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 77
  • 57. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 78
  • 58. Insight The means of viewing business data in the system. Maturity proceeds through aggregation of views, drill-down and charting, actionability, and analytics and trending. Level Maturity Level Definition Competency The particular area is functioning optimally 500 and continuous improvement occurs based Analytics and trending are employed. Optimizing on defined and monitored metrics. The particular area is centrally supported, 400 standardized, and in use across the entire Items are actionable. Predictable organization. Governance is defined and followed. The way the particular area is leveraged is 300 defined and/or standardized, but not in use Reports allow drill-down and charting. Defined across the entire organization. The particular area is managed by a central 200 group (often IT), but the focus and definition Reports are aggregated through customization. Managed Excel Services may be used. varies by functional area. 100 The starting point of SharePoint use. Existing reports are used; data is brought together Initial manually.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 79
  • 59. Insight The means of viewing business data in the system. Maturity proceeds through aggregation of views, drill-down and charting, actionability, and analytics and trending. Level Maturity Level Definition Competency The particular area is functioning optimally 500 I can see what’sAnalytics to happen. employed. and continuous improvement occurs based going and trending are Optimizing on defined and monitored metrics. The particular area is centrally supported, 400 standardized, and in use across the entire Items are actionable. Predictable organization. Governance is defined and followed. The way the particular area is leveraged is 300 I can see what’s happening and charting. defined and/or standardized, but not in use Reports allow drill-down Defined across the entire organization. The particular area is managed by a central 200 group (often IT), but the focus and definition Reports are aggregated through customization. Managed Excel Services may be used. varies by functional area. 100 The starting point of SharePointIuse. can see what happened. used; data is brought together Existing reports are Initial manually.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 80
  • 60. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 81
  • 61. Insight – 100-level example Source: S. Van Buren2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 82#sptechcon
  • 62. Insight – 400-level example2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 83#sptechcon
  • 63. Insight – 400-level example Source: Sue Hernandez2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 84#sptechcon
  • 64. Infrastructure & Administration The hardware and processes that support the system. Areas of focus include farm planning, server configuration, storage, backup/restore, monitoring, and updates. Level Maturity Level Definition Competency The particular area is functioning optimally and System health & error logs monitored. 500 continuous improvement occurs based on Processes for archiving & de-provisioning are in Optimizing defined and monitored metrics. place. Disaster Recovery plan is in place. Backup/restore has been tested. Dev and QA The particular area is centrally supported, environments are present. Administration may 400 standardized, and in use across the entire be improved via third-party tools. BLOB Predictable organization. Governance is defined and integration may be present. Performance followed. Users trust the system. considered. The way the particular area is leveraged is Number of servers is appropriate to demands 300 defined and/or standardized, but not in use and scalable for future growth. Dev Defined across the entire organization. Remote access is environment is present. Service Packs tested in available. QA and installed in a timely fashion. The particular area is managed by a central 200 group (often IT), but the focus and definition Multiple server installlation or single-server is Managed backed up on a regular basis. varies by functional area. 100 The starting point of SharePoint use. Single-server installation, sometimes rogue . Initial No plan for availability / disaster recovery.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 85
  • 65. Infrastructure The hardware and processes that support the system. Areas of focus include farm planning, server configuration, storage, backup/restore, monitoring, and updates. Level Maturity Level Definition Competency The particular area is functioning optimally and System health & error logs monitored. 500 continuous improvement occurs based on Processes for archiving & de-provisioning are in Optimizing Planning and improvements based on monitoring defined and monitored metrics. place. Disaster Recovery plan is in place. Backup/restore has been tested. Dev and QA The particular area is centrally supported, environments are present. Administration may 400 standardized, and in use across the entire be improved via third-party tools. BLOB Predictable organization. Governance is defined and integration may be present. Performance followed. Users trust the system. considered. The way the particularEnvironment is area is leveraged maintained and scalable Number of servers is appropriate to demands 300 defined and/or standardized, but not in use and scalable for future growth. Dev Defined across the entire organization. Remote access is environment is present. Service Packs tested in available. QA and installed in a timely fashion. The particular area is managed by a central 200 group (often IT), but the focus and definition Multiple server installlation or single-server is Managed backed up on a regular basis. varies by functional area. Reactionary support; not considered mission-critical 100 The starting point of SharePoint use. Single-server installation, sometimes rogue . Initial No plan for availability / disaster recovery.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 86
  • 66. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 87
  • 67. Staffing and Training The human resources that support the system and the level of training with which they are provided.Level Maturity Level Definition Competency The particular area is functioning optimally and Top-down support in place; dedicated IT business 500 continuous improvement occurs based on analyst, server admin, helpdesk, training staff; Optimizing empowered user community. Multiple training offerings defined and monitored metrics. exist. The particular area is centrally supported, IT has more than one resource knowledgeable on the 400 standardized, and in use across the entire system. Requests for new functionality are tracked and Predictable organization. Governance is defined and prioritized. An end-user training plan is in place. Rollout followed. strategy implemented. The way the particular area is leveraged is SP evangelized around the organization by individual or 300 defined and/or standardized, but not in use small group. Content owners from some functional areas Defined are trained and using the system. One IT resource across the entire organization. knowledgeable on the system. Rollout strategy defined. The particular area is managed by a central SP evangelized to a subset of depts or functional areas by 200 group (often IT), but the focus and definition an individual; work mainly done by individual or small Managed varies by functional area. group. Training is informal, ad-hoc. 100 The starting point of SharePoint use. One pioneer or small group pilots the product. Initial2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 88
  • 68. Staffing and Training The human resources that support the system and the level of training with which they are provided.Level Maturity Level Definition Competency The particular area is functioning optimally and Top-down support in place; dedicated IT business 500 continuous improvement occurs based on and Dedicated staff analyst, server admin, helpdesk, training staff; appropriate training Optimizing empowered user community. Multiple training offerings defined and monitored metrics. exist. The particular area is centrally supported, IT has more than one resource knowledgeable on the 400 standardized, and in use across the entire system. Requests for new functionality are tracked and Predictable organization. Governance is defined and prioritized. An end-user training plan is in place. followed. 300 Some dispersed The way the particular area is leveraged is content ownershiporganization byfunctional areas SP evangelized around the small group. Content owners from some individual or defined and/or standardized, but not in use are trained and using the system. One IT resource Defined across the entire organization. knowledgeable on the system. The particular area is managed by a central SP evangelized to a subset of depts or functional areas by 200 group (often IT), but the focus and definition an individual; work mainly done by individual or small Managed varies by functional area. group. Training is informal, ad-hoc. 100 The starting point of SharePoint use.One dedicatedpioneer or small group pilots the product. One hero Initial2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 89
  • 69. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 90
  • 70. Customizations Custom development and/or third-party products that extend the out-of-box functionality of the system. Areas of focus include development environment, management of source code, method of build and deployment, and development tier. Level Maturity Level Definition Competency The particular area is functioning optimally Deployment is fully automated via features . 500 and continuous improvement occurs based Source code is managed centrally as IP, re-usable Optimizing on defined and monitored metrics. and shareable. The particular area is centrally supported, Deployment is fully automated – solution package 400 standardized, and in use across the entire and scripts. Total Cost of Ownership is Predictable organization. Governance is defined and considered. Requirements fully vetted; SMEs fully followed. test the customizations. Mixed automated manual deployment process - The way the particular area is leveraged is 300 defined and/or standardized, but not in use some artifacts deployed via scripts, others by Defined following list of manual steps. Source control is across the entire organization. centralized. Staging mirrors Production. The particular area is managed by a central Changes are deployed from one environment to 200 group (often IT), but the focus and definition another using backup/restore. Source control is Managed varies by functional area. simple file storage. Buy vs. Build is evaluated. No development, or development is done in 100 The starting point of SharePoint use. Production. No QA / development environments. Initial No source control.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 91
  • 71. Customizations Custom development and/or third-party products that extend the out-of-box functionality of the system. Areas of focus include development environment, management of source code, method of build and deployment, and development tier. Level Maturity Level Definition Competency The particular area is functioning optimally Deployment is fully automated via features . 500 and continuous improvement occursdeployment, managed source codeIP, re-usable Fully automated based Source code is managed centrally as Optimizing on defined and monitored metrics. and shareable. The particular area is centrally supported, Deployment is fully automated – solution package 400 standardized, and in use across the entire and scripts. Total Cost of Ownership is Predictable organization. Governance is defined and considered. followed. Mixed automated manual deployment process - The way the particular area is automated Mixed leveraged is / manual deploymentscripts, others by 300 defined and/or standardized, but not in use some artifacts deployed via Defined following list of manual steps. Source control is across the entire organization. centralized. The particular area is managed by a central Changes are deployed from one environment to 200 group (often IT), but the focus and definition another using backup/restore. Source control is Managed varies by functional area. simple file storage. No development, or development is done in All OOB or Developing in Production 100 The starting point of SharePoint use. Production. No QA / development environments. Initial No source control.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 92
  • 72. Maturity per Years of Use2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 93
  • 73. 2/28/2012 - #spmaturity @sadalit ©2010 - 2012 Sadalit Van Buren 94#sptechcon
  • 74. Call to Action• Fill out the session evaluation• Fill out the SMM self-assessment! – www.sharepointmaturity.com – your name & company name will remain anonymous• Contact me (contact info on next slide) – With Questions – With Feedback – If you’d like help assessing your SP implementation and learning more about how to get to greater SharePoint Maturity.2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 96
  • 75. Thank You!Sadie Van Buren• Twitter: @sadalit• LinkedIn: http://www.linkedin.com/in/sadalitSharePoint Maturity• Twitter: @SPMaturity• http://www.sharepointmaturity.com – Tools, templates, and resources2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 98