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SharePoint Adoption and Governance

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Delivering successful SharePoint implementations can be challenging and far too many suffer from a less than desired ROI.

Successful SharePoint is best thought of as a team sport requiring cooperation and partnership between the business, IT and end-user communities collaborating to balance the need for governance, process and adoption.

This session is designed to help teams responsible for the success of SharePoint discusses proven methods and best practices for driving adoption while enabling and supporting governance requirements. It will highlight strategies for:

• Establishing an effective cross organization SharePoint team,
• Aligning SharePoint solutions to organizational goals and priorities,
• Engaging executive sponsors, stakeholders, and SharePoint champions,
• Planning end-user training, and communications, and
• Managing the technology platform and governance plan on an ongoing basis.

Published in: Technology
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SharePoint Adoption and Governance

  1. 1. @chrysalisbts presented by Andy Hopkins & Dave Healey andyh@chrysalisbts.com dhealey@chrysalisbts.com 11/14/2015 SharePoint Adoption & Governance Business Value Realization
  2. 2. @chrysalisbts Who are you? • Name • Title • Company • What is your level of familiarity with SharePoint? • What challenges are you facing? • What do you hope to get out of today’s session? Welcome & Introductions
  3. 3. @chrysalisbts Welcome & Introductions Chrysalis | Business Technology Solutions • Bridging the divide between Business Transformation objectives & IT Solution infrastructure • Business Process Optimization, • IT Strategy, Architecture, Governance, • Project & Portfolio Management • Mentoring, Training Dave Healey, Managing Partner • 20 years industry experience • Knowledge & Information Mgmt • Microsoft Corporation • Accenture (InnovaPost) Andrew Hopkins, Principal Consultant • 22 years industry experience • Enterprise Information Management • Microsoft Corporation • Lexis Nexus Presentation Team • BI and Performance Management, • ECM, Access, Search, Content Delivery • Mobile Enablement • Managed Services and Support
  4. 4. @chrysalisbtsSource: Microsoft Corporation Internal Research, 2011 Organizational Performance Optimization SharePoint is a powerful enabler, but falls short SharePoint Adoption Business Value Key Capabilities AdaptiveEffectiveEstablishedRudimentary • Insight In-Context • Improved Decision Making • Increased Agility • Integration • Composite and Industry Applications Business Solutions • Broaden Adoption • Drive Compliance • Reduce multiple system maintenance costs • Content Management • Social Computing • Enterprise-Class Search • Business Intelligence Broad Adoption • Productivity Gains • Effective Teaming • Lightweight Project Management • Team Collaboration • Document Management • Search Initial DeploymentPre-Deployment • Inconsistent Teaming • Ad-hoc Collaboration • Informal, Inefficient Processes • Significant IP & Legal Risk • File shares • Email • USB Drive • Cloud shares Business Value RealizationPerformance Maturity • Non-systematic, non-periodic and reactive • Stable and repetitive • Internally efficient and continuously improving • Externally efficient and dynamic
  5. 5. @chrysalisbtsSource: Microsoft Corporation Internal Research, 2011 Where Does Your Organization Fit? SharePoint as enabler of business strategy, value creation and ongoing process improvement SharePoint Adoption Business Value Key Capabilities AdaptiveEffectiveEstablishedRudimentary • Insight In-Context • Improved Decision Making • Increased Agility • Integration • Composite and Industry Applications Business Solutions • Broaden Adoption • Drive Compliance • Reduce multiple system maintenance costs • Content Management • Social Computing • Enterprise-Class Search • Business Intelligence Broad Adoption • Productivity Gains • Effective Teaming • Lightweight Project Management • Team Collaboration • Document Management • Search Initial DeploymentPre-Deployment • Inconsistent Teaming • Ad-hoc Collaboration • Informal, Inefficient Processes • Significant IP & Legal Risk • File shares • Email • USB Drive • Cloud shares Business Value RealizationPerformance Maturity • Non-systematic, non-periodic and reactive • Stable and repetitive • Internally efficient and continuously improving • Externally efficient and dynamic
  6. 6. @chrysalisbts 0 10 20 30 40 50 60 70 80 Other Software Is Deployed Successful Implementation Highly Effective Usage How is Success Defined? Business perspective on Return on Investment Source: TSIA / Neochanges / Sand Hill Group Highly Effective Usage Successful Implementation Software Is Deployed Other
  7. 7. @chrysalisbts Process Alignment Organizational Change Software Functionality Effective User Adoption Delivering On Effective Usage Value is realized through utilization Source: TSIA / Neochanges / Sand Hill Group Effective User Adoption 69% Software Functionality 18%
  8. 8. @chrysalisbts 0 10 20 30 40 50 60 Technology Capabilities Technology Integration Business Process Integration Organizational or Employee Issues Barriers to Value Realization Processes, culture and people issues Source: Cisco Systems Momentum Research Group
  9. 9. @chrysalisbts Influencing User Adoption Unlocking SharePoint ROI Outcome 20% to 30% Cost Savings Start with… • Business Processes Add… • Business Application Outcome 6% - 9% Cost Increase Start with… • Business Application Add… • Business Process Source: Cisco Systems Momentum Research Group
  10. 10. @chrysalisbts “Technology provides no benefit of it’s own; it is the application of technology to business opportunities that produces ROI.” – Robert McDowell, Microsoft In Search of Business Value
  11. 11. @chrysalisbts “So why is SharePoint Adoption Lagging?” – Dave Healey
  12. 12. @chrysalisbts SharePoint Vision
  13. 13. @chrysalisbts Balancing Empowerment & Control
  14. 14. @chrysalisbts Business User Perspective? Effective User Adoption 69%
  15. 15. @chrysalisbts UNLOCKING SHAREPOINT ROI SHIFTING OUR PERSPECTIVE ON TECHNOLOGY PROJECTS Successful SharePoint
  16. 16. @chrysalisbts Performance Enablers Technology Up Solution Strategy “We deployed it” success metric Solution Strategy Improvement Techniques
  17. 17. @chrysalisbts Process Out Solution Strategy “It’s been implemented” success strategy Solution Strategy Improvement Techniques Performance Enablers Transition Management Objectives & Business Case
  18. 18. @chrysalisbts User Centered, Scenario Driven Solution Strategy “Effective usage” success metrics Solution Strategy Improvement Techniques Objectives & Business Case Performance Enablers Transition Management
  19. 19. @chrysalisbts Governance Adoption Planning for Highly Effective Usage A predictable, repeatable approach to realizing ongoing business value Transition Management Objectives & Business Case
  20. 20. @chrysalisbts Governance Adoption Planning for Highly Effective Usage A predictable, repeatable approach to realizing ongoing business value Transition Management Objectives & Business Case
  21. 21. @chrysalisbts • Do executives understand the value SharePoint will bring to the organization? • SharePoint is a Business Platform • Lack of understanding of how SharePoint can deliver business value is the culprit • Executives want the benefits, but fail to make the investments that are necessary • Find Your Executive Champion Executive Sponsorship Key to long term success
  22. 22. @chrysalisbts Define Objectives & Business Case Identify and quantify business benefits Platform Technology Assessment Initiative Exploration & Technical Validation Initiative Validation & Improvement Impact Initiative Strategy & Launch Timeline Business Case Development Phase Zero: to provide the necessary information to either support or disprove a business case hypothesis that an attractive opportunity exists for a particular improvement initiative to positively impact the performance of the organization.
  23. 23. @chrysalisbts • New SharePoint implementation: Where do you start and where are you going? • Scope may vary… • Building on an existing deployment: Current State vs Desired State? • Review readiness of existing environment SharePoint Road Mapping Exercise Developing the release strategy
  24. 24. @chrysalisbts • Don’t be overwhelmed • Staged deployment based on road mapping and tied to business impact • Ensure champions and influencers are involved early Walk, Jog, Run Plan for phased development and deployment
  25. 25. @chrysalisbts Governance Adoption Planning for Highly Effective Usage A predictable, repeatable approach to realizing ongoing business value Transition Management Objectives & Business Case
  26. 26. @chrysalisbts Transition Management Planned, predictable, scalable • Transition Management: A structured approach to change in individuals, teams and organizations that enable the change from current state to desired state • Consider change capacity • Include Executive Communicate Gather FeedbackTraining People Process Tools
  27. 27. @chrysalisbts Governance Adoption Planning for Highly Effective Usage A predictable, repeatable approach to realizing ongoing business value Transition Management Objectives & Business Case
  28. 28. @chrysalisbts • Governance is not a one time event • Governance = Communication • Establish Governance Board (SharePoint Oversight Committee) • Consider organizational representation thoughtfully • Communicate participation protocols • Balance control and empowerment • Underpins training strategy • Accept feedback, adapt • Integrate, Evolve • Adjunct to overall IT Governance • Build your plan, work the plan Governance Plan Carefully designed to ensure adoption
  29. 29. @chrysalisbts • Focus varies by platform maturity and Capability Roadmap • Governance = Planning • Some Decisions will be easy • Compliance, Infrastructure • Others will evolve • Governance = Operations • Policy Driven, Day to Day Ops Governance Planning and Execution
  30. 30. @chrysalisbts • Do not underestimate resource requirements and training needs • SharePoint teams often built from internal resources Administrators • Developers • Architects • Business Analysts • Business (SharePoint) Administrators • Business Users • Consider training needs and modes Resources and Skillsets
  31. 31. @chrysalisbts Governance Adoption Planning for Highly Effective Usage A predictable, repeatable approach to realizing ongoing business value Transition Management Objectives & Business Case
  32. 32. @chrysalisbts • Involve the business • SharePoint is a Business Platform by and for users • Design the plan to empower users • How to participate in governance board • How to request new capabilities • How to develop a business case • Communicate! Governance is Inclusive Adoption strategies
  33. 33. @chrysalisbts • Involve business decision makers in design • Build awareness and understanding of platform capabilities and support needs • Business perspective reflected in taxonomy • Improve usability and information findability • Engage in UX and Conference Room Pilots • Develop ownership and commitment to success • Communicate with and through your business advocates Involve Leadership in Information Architecture Adoption strategies
  34. 34. @chrysalisbts • Training cannot be an afterthought • Work the roadmap to anticipate training requirements • Provide documentation • FAQs, docs, wikis, status and schedule, contact • Relevant training approach, mode • Don’t forget to train on process change • Communicate timeline and expectations Document, Deliver, Train Anticipate and prepare for readiness
  35. 35. @chrysalisbts &
  36. 36. @chrysalisbts presented by Dave Healey dhealey@chrysalisbts.com (206) 734-9414

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