SharePoint for End Users
         Shortcuts to success
Toni Frankola
Perpetuum Mobile d.o.o.
http://www.sharepointusecases...
Quick poll
• My company is:
  A. Microsoft Partner company
  B. Small-Medium business (up to 500 employees)
  C. Large bus...
Quick poll (2)
• SharePoint – implementation status:
  A. Not installed
  B. Implemented, but work still in progress
  C. ...
Contents
                                        3.
            1.             2.
                                    Shar...
Licensing

                                             3.
                 1.             2.
                            ...
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
  • Pe...
Windows SharePoint Services 3.0
• Features:
  •   Team collaboration sites
  •   Document Management
  •   Contacts, Tasks...
SharePoint 2007 - Standard
• All WSS features and the following:
  •   Enterprise Search
  •   Web Content Management
  • ...
SharePoint 2007 - Enterprise
• Features of Standard but also the following:
  •   Business Data Catalog
  •   BI and Excel...
Licensing – best practices
• Match edition to your needs
• Consult your licensing partner for best price
  and licensing m...
Quick poll (3)
• We are using:
  A. SharePoint Services 3.0
  B. SharePoint Standard
  C. SharePoint Enterprise
Office 2003

                                               3.
                   1.             2.
                      ...
SharePoint 2007 with Office 2003

Application / Feature                  Office 2003          Office 2007
Word
Automatical...
Best practices for Office 2003
• Do you need new features?
• Install Office prior to SharePointa

• Budget: Training end u...
SharePoint Designer 2007

                                                   3.
                       1.             2.
 ...
SharePoint Designer 2007
• Required for every implementation
• FREE as of April 1st 2009.
• Administration, design, workfl...
SharePoint team

                                                   3.
                       1.             2.
          ...
SharePoint team – best practices
1. System administrator
2. Developer or “developer”
3. Consultant or “consultant”
4. Powe...
What to do with your SharePoint?

                                                   3.
                       1.         ...
Installation completed
Implementation – best practices
• Admin: “It’s installed go play with it!”
  • Beep! Wrong! Horror!
  • Questions:
     • ...
Buy-in, what’s that?
• Recognize organizations’ problems
• Solve these step-by-step
  • Cooperate with end users
• Start s...
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

 ...
Implementation – best practices (2)
         • Give control only to educated
             power users
         •   They ar...
Typical usage scenarios

                                                    3.
                        1.             2.
...
Scenarios
• Typical ones:
  •   Managing (search) project documentation
  •   HR processes
  •   Help Desk management
  • ...
Information architecture

                                                    3.
                        1.             2....
A typical way to start SharePoint implementation? 
SharePoint is (not)designed for following
• Supported files:
  • “Collaboration” documents
• NOT supported files:
  •   Da...
Planning content types

                   Project




                   Corporate
                   document


        ...
Content types structure
                        Project




                        Corporate
                        docu...
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.
      ...
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 D...
Tricks and advices for best UX

                                                     3.
                         1.       ...
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)




  =TEXT(Created,quot;dd mmm yyquot;)
Thank you!
Toni Frankola
http://www.sharepointusecases.com
http://twitter.com/tonifrankola
WinDays 2009 - SharePoint For End Users - Shortcuts To Success
WinDays 2009 - SharePoint For End Users - Shortcuts To Success
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WinDays 2009 - SharePoint For End Users - Shortcuts To Success

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* Best practices for content owners
* Planning and organizing SharePoint lab in a virtual environment
* Organizing a “SharePoint team”
* Planning your sites with Mind Manager
* Simple, easy, effective use cases and scenarios you could deploy to your intranet site
* Creating KPIs on top of Windows SharePoint Services
* Using simple web parts and scripts to change SharePoint UI: collapse quick launch, adjust a web part size automatically, add menu items, create preview panes and much more

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WinDays 2009 - SharePoint For End Users - Shortcuts To Success

  1. 1. SharePoint for End Users Shortcuts to success Toni Frankola Perpetuum Mobile d.o.o. http://www.sharepointusecases.com http://twitter.com/tonifrankola
  2. 2. Quick poll • My company is: A. Microsoft Partner company B. Small-Medium business (up to 500 employees) C. Large business (more than 500 employees)
  3. 3. Quick poll (2) • SharePoint – implementation status: A. Not installed B. Implemented, but work still in progress C. Completed
  4. 4. 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
  5. 5. 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
  6. 6. Licensing Windows SharePoint Services 3.0 SharePoint Server 2007 Standard SharePoint Server 2007 Enterprise
  7. 7. 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!
  8. 8. Windows SharePoint Services 3.0 • Features: • Team collaboration sites • Document Management • Contacts, Tasks, Calendars • Blogs, Wikis • Basic Project Management • Basic Search
  9. 9. SharePoint 2007 - Standard • All WSS features and the following: • Enterprise Search • Web Content Management • Records Management • Portal Management • Personalization (My Site)
  10. 10. SharePoint 2007 - Enterprise • Features of Standard but also the following: • Business Data Catalog • BI and Excel Services • InfoPath Web Forms • Performance Point
  11. 11. 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
  12. 12. Quick poll (3) • We are using: A. SharePoint Services 3.0 B. SharePoint Standard C. SharePoint Enterprise
  13. 13. 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
  14. 14. 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
  15. 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
  16. 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
  17. 17. SharePoint Designer 2007 • Required for every implementation • FREE as of April 1st 2009. • Administration, design, workflows…
  18. 18. 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
  19. 19. SharePoint team – best practices 1. System administrator 2. Developer or “developer” 3. Consultant or “consultant” 4. Power users 5. End user/business user
  20. 20. 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
  21. 21. Installation completed
  22. 22. 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!
  23. 23. 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
  24. 24. For end users • Educate them • Make their job easier • SharePoint that is not used by end users is not in production!
  25. 25. 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!
  26. 26. 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
  27. 27. 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
  28. 28. Scenarios • Typical ones: • Managing (search) project documentation • HR processes • Help Desk management • Contracts in legal department • Replace paper based approvals and routing • Central phonebook
  29. 29. 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
  30. 30. A typical way to start SharePoint implementation? 
  31. 31. 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
  32. 32. Planning content types Project Corporate document Account Type
  33. 33. Content types structure Project Corporate document Account Type Report Memo Spec.
  34. 34. Content type structure - example
  35. 35. Alternative view…
  36. 36. Integration with LOB system (no BDC) Report CRM system
  37. 37. Integration with LOB system (no BDC)(2) • Soon to be released to codeplex
  38. 38. Content type search example
  39. 39. 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
  40. 40. Testing environment • You must have a testing env. • Make a copy of real env. • Virtual • Example:
  41. 41. 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!
  42. 42. 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
  43. 43. End User SharePoint.com • http://endusersharepoint.com • http://endusersharepoint.com/STP - Q&A
  44. 44. UX – Navigation
  45. 45. UX – Navigation (2)
  46. 46. Interface improvements (3)
  47. 47. KPIs for WSS
  48. 48. KPIs for WSS(2)
  49. 49. Calculated columns
  50. 50. Calculated columns (2) =TEXT(Created,quot;dd mmm yyquot;)
  51. 51. Thank you! Toni Frankola http://www.sharepointusecases.com http://twitter.com/tonifrankola

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