The Art of SharePoint Success European SharePoint Best Practice Conference Symon Garfield SharePoint Practice Lead April 2009 Microsoft Agile Resourcing

Who am I? Symon Garfield Strategic Technology Consultant SharePoint Practice Lead for ICS Solutions MBA; MCSD; MCTS; Prince2; IT Architect Email: [email_address] Facebook, Linked-in, SharePoint User Group UK; Twitter @symon_garfield

Symon Garfield

Strategic Technology Consultant

SharePoint Practice Lead for ICS Solutions

MBA; MCSD; MCTS; Prince2; IT Architect

Email: [email_address]

Facebook, Linked-in, SharePoint User Group UK; Twitter @symon_garfield

Why am I here? To explore the Art of SharePoint Success!

To explore the Art of SharePoint Success!

What am I going to talk about? Introductions What is ‘SharePoint Success’ anyway? The Art of SharePoint Success Strategic and Economic Justification Implementation People, Power and Politics Governance

Introductions

What is ‘SharePoint Success’ anyway?

The Art of SharePoint Success

Strategic and Economic Justification

Implementation

People, Power and Politics

Governance

Introductions

Who are you? Exhibitors? Speakers? Consultants? End user organisations? In the wrong session?

Exhibitors?

Speakers?

Consultants?

End user organisations?

In the wrong session?

Who are ICS Solutions? Over 1000, vetted, Microsoft professionals UK’s largest pool of SharePoint expertise MS Gold Partner for 10yrs Specialise in SharePoint, BizTalk, .NET, Full range of business & technology consulting services On-shore / Offshore development options ShareWorkz intranet & extranet accelerator components

Over 1000, vetted, Microsoft professionals

UK’s largest pool of SharePoint expertise

MS Gold Partner for 10yrs

Specialise in SharePoint, BizTalk, .NET,

Full range of business & technology consulting services

On-shore / Offshore development options

ShareWorkz intranet & extranet accelerator components

Who are our clients?

The UK’s No. 1 SharePoint Partner 300 SharePoint Experts The UK’s Largest Pool Technical Resource 115 SharePoint Projects More Projects than any other UK Partner 8 years SharePoint Experience UK’s founding SharePoint Partner 6000 SharePoint Education Courses Most attendees of any UK centre

What is ‘SharePoint Success’ anyway?

Understanding the risks The Chaos Report (1995) on IT project failure rates 37% projects cancelled before completion 52% cost 186% of original estimates 16% completed on time, budget and spec

The Chaos Report (1995) on IT project failure rates

37% projects cancelled before completion

52% cost 186% of original estimates

16% completed on time, budget and spec

Some common reasons for failure Lack of top level executive support Poorly defined requirements Poorly defined objectives Lack of planning Lack of Governance Lack of user involvement

Lack of top level executive support

Poorly defined requirements

Poorly defined objectives

Lack of planning

Lack of Governance

Lack of user involvement

New challenges Business Intelligence Business Forms Search Content Management Collaboration Portal Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model

The changing role of IT

What is SharePoint Failure?

What is SharePoint Success? SharePoint is a long term, value adding strategic asset

SharePoint is a long term, value adding strategic asset

The Art of SharePoint Success

Strategic & Economic Justification (Business Case)

How businesses measure ROI How important is Intranet ROI? Do you measure Intranet ROI

How to measure ROI “ Appraising the value of corporate Intranet and Portal investments is, at best, an imperfect science. In fact most analysts contented that precise ROI measurement is not possible due to an intranet’s expansive and far reaching nature.” (Ward 2005)

“ Appraising the value of corporate Intranet and Portal investments is, at best, an imperfect science. In fact most analysts contented that precise ROI measurement is not possible due to an intranet’s expansive and far reaching nature.” (Ward 2005)

What’s the ROI?

Business Case 2.0

Clear objectives? Business Intelligence Search Records Management Document Management An Intranet / Web site / Extranet Business Forms

Business Intelligence

Search

Records Management

Document Management

An Intranet / Web site / Extranet

Business Forms

Clear objectives? “ In essence, staff want to work better together, to share knowledge, to work informally, to communicate, to connect across boundaries and to innovate. They want to move from a set of happy families defined by organisational structure to a networked community ”. (SharePoint Client requirements documentation)

“ In essence, staff want to work better together, to share knowledge, to work informally, to communicate, to connect across boundaries and to innovate. They want to move from a set of happy families defined by organisational structure to a networked community ”.

(SharePoint Client requirements documentation)

Clear objectives Increase market share by 5% within 6 months Reduce operating costs by 10% in 12 months

Increase market share by 5% within 6 months

Reduce operating costs by 10% in 12 months

Have we got a plan? “ Achieving business value with SharePoint investments requires methodical strategic planning to minimise risk and maximise potential benefits ” Source: Forrester Research, “ SharePoint success will take a village ”

“ Achieving business value with SharePoint investments requires methodical strategic planning to minimise risk and maximise potential benefits ”

What’s your strategy? (Morten, Nohria, Tierney 1999)

Types of Collaboration (Bank)

Building a SharePoint business case Quantitative Qualitative Primary Reduced costs Improved quality Reduced time to market Cost avoidance Consolidation ROI / TCO / NPV / IRR Employee satisfaction benchmarking Secondary Industry case studies Journals & published research Industry analysts Professional bodies Software vendors Previous experience of employees / management

Reduced costs

Improved quality

Reduced time to market

Cost avoidance

Consolidation

ROI / TCO / NPV / IRR

Employee satisfaction benchmarking

Industry case studies

Journals & published research

Industry analysts

Professional bodies

Software vendors

Previous experience of employees / management

Implementation

Solution Development Methods Agile / Adaptive Spiral / Iterative Waterfall / Linear

Small incremental steps MySite May 09 Sept. 09 Dec 09 March 10 Teams Possible Timeline Functionality Workspaces Communities

Implement Services not Stuff Central Portal

Requirements gathering

People, Power and Politics

90% People, 10% Technology

Politics “ The greatest barrier to Intranet success is politics. Technology, budget, and skill-set are all secondary barriers. The Intranet is a political football.” (Ward 2008)

“ The greatest barrier to Intranet success is politics. Technology, budget, and skill-set are all secondary barriers. The Intranet is a political football.”

(Ward 2008)

No such thing as an IT Project, there are only Change projects

Guiding principles The idea is perceived to have more value than the current system The idea is compatible with existing values, past experiences and current needs The idea is not overly complex The idea is testable before implementation The idea results in positive measurable improvements

The idea is perceived to have more value than the current system

The idea is compatible with existing values, past experiences and current needs

The idea is not overly complex

The idea is testable before implementation

The idea results in positive measurable improvements

Understand the technology adoption process Knowledge : First knowledge of the solution Persuasion : Forming an attitude to the solution Decision : Deciding to adopt of reject the solution Implementation : Implementation of the new idea Confirmation : Confirmation of the decision

Knowledge : First knowledge of the solution

Persuasion : Forming an attitude to the solution

Decision : Deciding to adopt of reject the solution

Implementation : Implementation of the new idea

Confirmation : Confirmation of the decision

Elements of a user adoption strategy Communicate the Vision Design and usability Promotion Prototypes and pilots Small incremental steps Visible, top-level executive support Training

Communicate the Vision

Design and usability

Promotion

Prototypes and pilots

Small incremental steps

Visible, top-level executive support

Training

Governance

What is SharePoint Governance? the set of policies, roles, responsibilities and processes that are established in an enterprise to guide, direct, and control how the organisation uses SharePoint Products and Technologies to achieve goals. It resolves ambiguity; mitigates conflict; covers design and usage; and provides a framework to measure success.

the set of policies, roles, responsibilities and processes that are established in an enterprise to guide, direct, and control how the organisation uses SharePoint Products and Technologies to achieve goals. It resolves ambiguity; mitigates conflict; covers design and usage; and provides a framework to measure success.

What needs to be Governed?

Who does Governance? “ The biggest ownership mistake involving large multi-disciplinary intranets is appoint a single department such as IT or Communications as the sole governing body of the system.. An Intranet has so many facets that it is next to impossible to run properly with a single owner, whether it be a person or a department” (Ward 2007)

“ The biggest ownership mistake involving large multi-disciplinary intranets is appoint a single department such as IT or Communications as the sole governing body of the system.. An Intranet has so many facets that it is next to impossible to run properly with a single owner, whether it be a person or a department” (Ward 2007)

Summary

The Art of SharePoint Success Strategic and Economic Justification Implementation People, Power and Politics Governance

Strategic and Economic Justification

Implementation

People, Power and Politics

Governance

Questions?

Thank you Microsoft Agile Resourcing