This document provides guidance on implementing Microsoft SharePoint for end users. It discusses SharePoint licensing options and costs, best practices for the implementation process, common usage scenarios, and tips for improving the user experience. The key steps outlined are to identify target users and use cases, form an implementation team including power users, educate end users, start with a small pilot, and establish a testing environment to validate changes before production.

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

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

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

5. 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

6. 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

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

8. 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!

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

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

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

12. 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

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

14. 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

15. 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

16. 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

17. 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

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

19. 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

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

21. 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

22. Installation completed

23. 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!

24. 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

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

26. 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!

27. 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

28. 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

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

30. 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

31. A typical way to start SharePoint implementation? 

32. 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

33. Planning content types
Project
Corporate
document
Account Type

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

35. Content type structure - example

36. Alternative view…

37. Integration with LOB system (no BDC)
Report
CRM system

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

39. Content type search example

40. 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

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

42. 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!

43. 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

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

45. UX – Navigation

46. UX – Navigation (2)

47. Interface improvements (3)

48. KPIs for WSS

49. KPIs for WSS(2)

50. Calculated columns

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