SharePoint for End Users
Shortcuts to success
Toni Frankola
Perpetuum Mobile d.o.o.
http://www.sharepointusecases.com
http://twitter.com/tonifrankola

Quick poll
• My company is:
A. Microsoft Partner company
B. Small-Medium business (up to 500 employees)
C. Large business (more than 500 employees)

Quick poll (2)
• SharePoint – implementation status:
A. Not installed
B. Implemented, but work still in progress
C. Completed

Contents
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

Licensing
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

Licensing
Windows SharePoint Services 3.0
SharePoint Server 2007 Standard
SharePoint Server 2007 Enterprise

Licensing - prices
• Windows SharePoint Services 3.0
• Free
• SharePoint Server 2007 – Standard
• Server: $4424
• Per user (CAL): $94
• SharePoint Server 2007 – Enterprise
• Price same as for Standard
• + for each user (CAL): $75
• Enterprise licensing models!

Windows SharePoint Services 3.0
• Features:
• Team collaboration sites
• Document Management
• Contacts, Tasks, Calendars
• Blogs, Wikis
• Basic Project Management
• Basic Search

SharePoint 2007 - Standard
• All WSS features and the following:
• Enterprise Search
• Web Content Management
• Records Management
• Portal Management
• Personalization (My Site)

SharePoint 2007 - Enterprise
• Features of Standard but also the following:
• Business Data Catalog
• BI and Excel Services
• InfoPath Web Forms
• Performance Point

Licensing – best practices
• Match edition to your needs
• Consult your licensing partner for best price
and licensing model
• Choose the right edition – best options:
1. The higher edition
2. 3rd party products
3. Custom development

Quick poll (3)
• We are using:
A. SharePoint Services 3.0
B. SharePoint Standard
C. SharePoint Enterprise

Office 2003
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

SharePoint 2007 with Office 2003
Application / Feature Office 2003 Office 2007
Word
Automatically updating properties NO YES
Write a blog post NO YES
Outlook
Synchronize items NO*
YES
(one way only)
Synchronize document libraries NO YES
Excel
Publishing Excel files as web pages NO YES
PowerPoint
Working with Slide Library NO YES
15

Best practices for Office 2003
• Do you need new features?
• Install Office prior to SharePointa
• Budget: Training end users for new Office
• Beware: You will need Office 2007 eventually

16

SharePoint Designer 2007
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

SharePoint Designer 2007
• Required for every implementation
• FREE as of April 1st 2009.
• Administration, design, workflows…

SharePoint team
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

SharePoint team – best practices
1. System administrator
2. Developer or “developer”
3. Consultant or “consultant”
4. Power users
5. End user/business user

What to do with your SharePoint?
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

Installation completed

Implementation – best practices
• Admin: “It’s installed go play with it!”
• Beep! Wrong! Horror!
• Questions:
• Who is going to use it?
• For what it is going to be used?
• How it will be used?
• You must have a buy-in from end users
• You are looking for usage scenarios!

Buy-in, what’s that?
• Recognize organizations’ problems
• Solve these step-by-step
• Cooperate with end users
• Start small (pilot for small group of users)
• Please note: SharePoint
implementation is not a single
project

For end users
• Educate them
• Make their job easier
• SharePoint that is not used by end users is not
in production!

Implementation – best practices
• Form an evangelist team
• Support team
• Apply an evolution model for your SharePoint
• Caution: SharePoint could grow out of
control!
• Solution: Governance plan!

Implementation – best practices (2)
• Give control only to educated
power users
• They are content owner
• It is their responsibility
• They should define structure
• You define rules
• Automate

Typical usage scenarios
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

Scenarios
• Typical ones:
• Managing (search) project documentation
• HR processes
• Help Desk management
• Contracts in legal department
• Replace paper based approvals and routing
• Central phonebook

Information architecture
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

A typical way to start SharePoint implementation? 

SharePoint is (not)designed for following
• Supported files:
• “Collaboration” documents
• NOT supported files:
• Databases
• Backups
• Files larger then 100MB
• Reports (dumps) and stuff
• Archives
• Executables

Planning content types
Project
Corporate
document
Account Type

Content types structure
Project
Corporate
document
Account Type
Report
Memo
Spec.

Content type structure - example

Alternative view…

Integration with LOB system (no BDC)
Report
CRM system

Integration with LOB system (no BDC)(2)
• Soon to be released to codeplex

Content type search example

Testing environment
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

Testing environment
• You must have a testing env.
• Make a copy of real env.
• Virtual
• Example:

Testing environment – best practices
• Same edition, SPs and features (test and
production)
• Run IT on a Virtual Hard Disk (demos and stuff)
• Test everything on test first!

Tricks and advices for best UX
3.
1. 2.
SharePoint
Licensing Office 2003
Designer
5.
6. 4.
What to do
Scenarios Team
with SP?
7. 8.
9.
Information Testing
UX
architecture environment

End User SharePoint.com
• http://endusersharepoint.com
• http://endusersharepoint.com/STP - Q&A

UX – Navigation

UX – Navigation (2)

Interface improvements (3)

KPIs for WSS

KPIs for WSS(2)

Calculated columns

Calculated columns (2)
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Thank you!
Toni Frankola
http://www.sharepointusecases.com
http://twitter.com/tonifrankola