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Introduction to Intranet Planning


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In this session we explore the different elements that you need to oversee when you are planning a Intranet for your company. We will discuss the different intranet approaches we can follow based on they way you want to engage with your end users. Learn the difference between communication portal and collaboration team site in order to establish an Intranet framework able to scale business needs.

Published in: Software, Technology, Education
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Introduction to Intranet Planning

  1. 1. SharePoint Saturday Gulf Saturday, April 12th ,2014 Live Online #SPSGulf Our Sponsors:
  2. 2. Haaron Gonzalez • Consultant • Lead Solution Architect at Hershey Technologies • Independent Consultant & Trainer in Mexico • Microsoft MVP • ASP/ASP.NET (2004 – 2008) • SharePoint Server (2009 until now) • Speaker/Community • Mexico SharePoint User Group • San Diego SharePoint User Group • Staff at Microsoft TechEd • Blogger since 2005
  3. 3. SharePoint it’s awesome
  4. 4. SharePoint Farm Deployment Implementation Roadmap • WITH GREAT POWER THERE MUST ALSO COME--GREAT RESPONSIBILIT Y! -Stan Lee
  5. 5. Intranet Planning • Solution Architecture • Solution Architecture • Logical Architecture • Site Branding • Page Layout • Site Theme • Site Architecture • Term Store & Metadata • Content Types • Site Columns • Site Templates • Site Hierarchy • Site Components • Web Parts • Workflows • etc Intranet Planning Solution Architecture Site Branding Information Architecture Site Components
  6. 6. Solution Architecture Solution Architecture it’s a diagram shows the different SharePoint components and artifacts that will be part of the Intranet. Is the farm on premise or online Are we going to use Site Collection or Web Site approach What overall components and artifacts we will use to build the entire Intranet portal This diagram shows all the Intranet framework components of our Intranet
  7. 7. Solution Architecture Diagram for On Premise Internet Explorer XXXX Intranet Portal Host Named Site Collection View XXXXX Employee SharePoint 2013 On Premise Top Level Web Site Content Types Site Columns Lists / External List Document Libraries Page LayoutsPages Content Query Web Parts & XSLT Search User Profile Task Management Task Management Business Connectivity Services Collaboration Team Site Teams Manage Metadata Projects Services Themes Master Pages Site Templates Services http://zzzz. yyyyy.comSolutions XXXX Term Store Services Applications Communication PublishingSite Departments Collaboration Team Site Collaboration Team Site Collaboration Team Site Collaboration Project Site Collaboration Project Site Collaboration Project Site Collaboration Project Site Communication PublishingSite Communication PublishingSite Collaboration SearchSite Collaboration Document Site Collaboration Team Site Collaboration Team Site Collaboration Team Site Collaboration Team Site Collaboration Team Site Collaboration Team Site External Content Types
  8. 8. Solution Architecture or SharePoint Online Internet Explorer XXXX Intranet Portal Site Collection View XXXX Employee Office 365 SharePoint Online Services XXXX Term Store Search User Profile Task Management Task Management Business Connectivity Services Manage Metadata Services Applications /teams Collaboration Team Site Teams Collaboration Team Site Collaboration Team Site Collaboration Team Site Projects Collaboration Project Site Collaboration Project Site Collaboration Project Site Collaboration Project Site /sites Services Collaboration SearchSite Collaboration Document Site Collaboration Team Site Collaboration Team Site Solutions Collaboration Team Site Collaboration Team Site Collaboration Team Site Collaboration Team Site /(root) Content Types Site Columns Lists Document Libraries Page LayoutsPages Content Query & Search Web Parts Themes Master Pages Communication Portal Departments Communication Portal Communication Portal Communication Portal Content Type Hub Site Collection Manage Path Service Applications
  9. 9. Departments Logical Architecture • Represent the intranet approach that we will use to define how the hierarchy and artifacts will be structured • Is the intranet people oriented? • Is the intranet department oriented? • Is the intranet service oriented? Communication Portal (Green) o Is a public site inside the corporate Intranet, we use this site to allow departments and corporate share general purpose information without exposing any private or specific content. The access to those sites are read only access and only few people can create and publish pages. Collaboration Team Site (Orange) o Is a private team site that allows team members of a specific department or project collaborate and work together with content in a secure and private way, team members can upload content and work with collaboration tools.
  10. 10. Logical Architecture People Oriented Intranet My Teams My Forms My Profile My Projects My Metrics
  11. 11. Logical Architecture Department Oriented Intranet Department 1 Department 2 Department 3 Department 4 Department 5
  12. 12. Logical Architecture Service Oriented Intranet Departments Teams Projects Services Solutions
  13. 13. Branding Solution • People is attracted to user experience • Your company has a brand • Lets create a corporate communication and collaboration experience for our employees • Master Pages • Page Layouts
  14. 14. Master Page • Repeatable content • Header with top level navigation • Footer with social links • Search box • SharePoint features and global links • Social links
  15. 15. Page Layout • Main Page Layout • 3 regions of content for the main landing page • Define the layout and web part zones of the page
  16. 16. Page Layout • Section Page Layout • 2 regions of content for a section or sub site main page
  17. 17. SharePoint Third Party Branding Solution Providers • Don’t create the branding solution • Buy it from a third party company like • m • • Hire a UX SharePoint consulting company like • •
  18. 18. Information Architecture • An effective IA entails the deliberate organization of information in an enterprise to maximize the information’s usability and manageability. • Provide people with the right information in a simple manner • Define clear an intuitive structure • Provide consistency The components of Site IA are: Site Metadata Site Columns Site Content Types Site Templates Site Structure
  19. 19. Site Metadata • Manage Metadata • It’s a service for storing Terms and use those terms to Tag content • The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents • We can create Terms in a hierarchy up to 7 nested levels • Companies use this to describe strategic terms or business topics that content can be related to • SharePoint offers a lot of features for Tagging and provide some knowledge management features
  20. 20. Site Metadata • Manage Metadata features • Tag button • Tag Profile Page • Tag Search Refiners • Manage Metadata Navigation and Filtering • Content Query Web Part Manage Metadata Filtering
  21. 21. Site Columns • Site columns are data type definitions at site collection level, they are centrally managed and can be used to reference a data value on any a list or library in the site collection.
  22. 22. Site Column - Examples Name Type Group Description Topic Manage Metadata Intranet Columns Column that reference the Topic Term Store Department Choice Intranet Columns List of departments Policy Type Choice Intranet Columns Regulatory, Internal, Miscellaneous Procedure Type Choice Intranet Columns Operational, Instruction, Manual, Recovery Form Type Choice Intranet Columns Request, to be determine. Report Type Choice Intranet Columns Production, Imaging, Financial, Compliancy Summary Text Intranet Columns General information column. Review Date Date Intranet Columns Review date. Publication Date Date Intranet Columns Publication date.
  23. 23. Site Content Types • Content Types are data structures that represent a business entity, they group Site Columns. • Content Types represent the different types of information and content existing on a site. • Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows. • Content Type support inheritance so you can re-use and extend settings In order to provide meaning to the content stored in the Intranet we need to define a set of Content Types that make sense to your business in order to provide a consistent approach for the type of content that the Intranet will support today and tomorrow.
  24. 24. Site Content Types - Examples Name Description Policy A policy is a guiding principle used to set direction in an organization. It should be used as a guide to decision making under a given set of circumstances within the framework of objectives, goals and management philosophies as determined by senior management. Procedure A procedure is a particular way of accomplishing something. It should be designed as a series of steps to be followed as a consistent and repetitive approach or cycle to accomplish an end result. Once complete, you will have a set of established methods for conducting the business of your organization, which will come in handy for training, process auditing, process improvement, or compliance initiatives. Form An electronic document that users can enter data into and print. Report A report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. Reports within PEIWC can be findings documents from analysis, white- papers and research documents, strategic plans, or data driven automated reports.
  25. 25. XXXX Document Title Author Created By Created On Topic (Manage Metadata) XXXX Policy Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date XXXX Procedure Title Author Created By Created On Topic (Manage Metadata) Procedure Type: Choice Summary: Plain Text Review By Date: Short date XXXX Form Title Author Created By Created On Topic (Manage Metadata) Form Type: Choice Summary: Plain Text XXXX Report Title Author Created By Created On Topic (Manage Metadata) Report Type: Choice Summary: Plain Text Publication Date Site Content Types - Examples
  26. 26. Site Content Types - Examples
  27. 27. Site Templates • Team Site Template offers a set of tools for allowing team members to collaborate and communicate internally. • The template create a boiler plate set of tools that we can reuse in order to promote consistency between sites and functionality Team Site Template Lists Announcements Contacts Calendar Content Types Common Calendar Event Event Links Issues Libraries Documents Content Types PEI Proceudre PEI Policy PEI Form PEI Report Views By Content Type By Author Pictures Discussions
  28. 28. Site Templates
  29. 29. Intranet (Home) Teams •Team 1 •Team 2 •Team 3 •Team 4 Departments •Department 1 •Department 2 •Department 3 Projects •Project Site 1 •Project Site 2 Services •Search •Training •Help •Communities Solutions •Solution 1 •Solution 2 •Solution 3 Site Architecture • Site Hierarchy represents the different groups of sites that comprise the Intranet Portal.
  30. 30. Site Components
  31. 31. Site Components • Web Parts • Try to use OOB Web Parts • Content Query Web Part for rollup data in one Site Collection • Content Search Web Part for Rollup data between Site Collections
  32. 32. Site Components • Web Parts • Make sure to use Web Parts that mean something to our people
  33. 33. Haaron Gonzalez • Questions!
  34. 34. Our Sponsors: SharePoint Saturday Gulf #SPSGulf Thank You!