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SharePoint Saturday
Ben Henderson
From the Earth to the Cloud – A California Winery Moves To Office 365 and SharePoint
BEN HENDERSON
@Ben3003 9 Years
SharePoint MCTS Enterprise Architect
Colligo Vancouver
CIO - VISION
Latest
Products
Latest
Technology
Latest
Services
Eliminate Risk
Retain Staff
Get Cool
Phase 1
Phase 2
60 Days
THE SHAREPOINT APPROACH
THE SHAREPOINT APPROACH
KnowledgeManagement
Corporate Internet
(Public Access)
Content Administration
Owned by
Division
Owned by
Team
Site managem...
WHAT GOT THE BOARD ENGAGED
Current
State
Shared
Folders
Outlook
Folders
Personal
Folders
Other Data
Stores
What are the cu...
Current
State
Shared
Folders
Outlook
Folders
Personal
Folders
Other Data
Stores
Future
State
Team Site
My Site
Current
State
Shared
Folders
Outlook
Folders
Personal
Folders
Other Data
Stores
Future
State
Team Site
My Site
Future
State
Team Site
My Site
Outlook
Folders
With SharePoint
• Information Management Policy
• Security
• Governance
• E...
HIGH LEVEL APPROACH
Select Pilot
Departments
Perform an
information
architecture
assessment
Generate a
base
template
Train...
SELECT 5 PILOT DEPARTMENTS
IN
• IT… because it‟s IT and they are in on everything
• Friends and family… honest feedback is...
REQUIREMENTS FROM THE
DEPARTMENTS
• Management level buy-in
• Time for interviews to make a start on the IA
• Nomination o...
ARCHITECTURE ASSESSMENT
APPROACH
Questionnaire
1 ½ hour
interview
Follow up
email
Draft of IA for
department
Follow up
mee...
KICK OFF
• Get CIO strategy for Office365
• Set the scene for the interview process
• Explain one again what SharePoint wa...
INTERVIEWS
What types of
business document
does the department
typically create?
What type of
business content
do I create...
RESULTS
Department
overview
Roles and
Responsibilities
Content
Creation,
management
and storage
Pro/cons
Search /
Navigati...
INFORMATION ARCHITECTURE
• Ownership by the business
• Train the business on taxonomies, metadata, properties, columns….
•...
SECURITY REQUIREMENTS
• Ownership on IT
• Ownership on business
• Governance issue – training and guidelines
• Lock down „...
CURRENT SYSTEMS „ACTUALLY‟
BEING USED
ADVANTAGES OF THOSE SYSTEMS
DELIVERABLES
• Information Architecture assessment
• Documented departments requirements
• Documented approach to delivery...
PHASE 2 – THE BUILD OUT
• Template approach to creation of department sites
• Create the template and deploy through Power...
TRAIN THE LOCAL IT TEAM
Create
template
Test
deployment
Create post
configuration
tasks
Deploy
department
Test
Prepare
Mac...
CHALLENGES
• Office365 PowerShell was continuously growing so knowledge was
sometimes week.
• Lots of post deployment task...
OFFICE 365 UPGRADE
Upgrade
Sites
Train
Support
Train
Super
Users
Upgrade
site
template
CURRENT STATE
• 5 departments live and in pilot phase
• Requirements coming in from other departments all the time
• Busin...
CHALLENGES
• SharePoint decided as the solution before requirements been gathered.
• Lack of SharePoint knowledge on the f...
CHALLENGES
• Lack of Office365 – SharePoint Online training.
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
SharePoint Saturday Redmond Presentation
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SharePoint Saturday Redmond Presentation

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From the Earth to the Cloud – A California Winery Moves To Office 365 and SharePoint #SPSRED #SharePoint

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SharePoint Saturday Redmond Presentation

  1. 1. SharePoint Saturday Ben Henderson From the Earth to the Cloud – A California Winery Moves To Office 365 and SharePoint
  2. 2. BEN HENDERSON @Ben3003 9 Years SharePoint MCTS Enterprise Architect Colligo Vancouver
  3. 3. CIO - VISION Latest Products Latest Technology Latest Services Eliminate Risk Retain Staff Get Cool
  4. 4. Phase 1
  5. 5. Phase 2 60 Days
  6. 6. THE SHAREPOINT APPROACH
  7. 7. THE SHAREPOINT APPROACH
  8. 8. KnowledgeManagement Corporate Internet (Public Access) Content Administration Owned by Division Owned by Team Site management tools EDRM tools Owned by individual Owned Centrally Department Portals ContentManagement Level of Centralised Control Owned by Department Content published to Internet Portal Teams share knowledge Divisional Portals Team Sites My Sites - Employees Intranet landing News CEO Blog Info Directory FAQ
  9. 9. WHAT GOT THE BOARD ENGAGED Current State Shared Folders Outlook Folders Personal Folders Other Data Stores What are the current challengers • Many data stores • Unstructured data • No governance • No information management • Users see Document Management as a chore
  10. 10. Current State Shared Folders Outlook Folders Personal Folders Other Data Stores Future State Team Site My Site
  11. 11. Current State Shared Folders Outlook Folders Personal Folders Other Data Stores Future State Team Site My Site
  12. 12. Future State Team Site My Site Outlook Folders With SharePoint • Information Management Policy • Security • Governance • Enterprise Search • Collaboration • Reduce risk • Compliance
  13. 13. HIGH LEVEL APPROACH Select Pilot Departments Perform an information architecture assessment Generate a base template Train Deploy
  14. 14. SELECT 5 PILOT DEPARTMENTS IN • IT… because it‟s IT and they are in on everything • Friends and family… honest feedback is the best type of feedback • Early adopters… people that are interested in using new software • Legal & HR… large document creators OUT • Sales… they are laggards in the wine world • Production… there is a harvest on at the predicted pilot go live.
  15. 15. REQUIREMENTS FROM THE DEPARTMENTS • Management level buy-in • Time for interviews to make a start on the IA • Nomination of a couple of KEY „Super Users‟ to become trained • Keen attitude
  16. 16. ARCHITECTURE ASSESSMENT APPROACH Questionnaire 1 ½ hour interview Follow up email Draft of IA for department Follow up meeting
  17. 17. KICK OFF • Get CIO strategy for Office365 • Set the scene for the interview process • Explain one again what SharePoint was • And again…
  18. 18. INTERVIEWS What types of business document does the department typically create? What type of business content do I create, maintain or interact with? What Data Management systems/business applications do I use on a regularly basis? What tools does the department use during document creation? Is the document creation process a collaboration effort? If so, how is this accomplished? Do you have a strong relationship with another department? Where are business document „works in progresses‟ typically stored? Are there any approval/review processes attached to document creation? If so how is this accomplished? Who owns the document when it is in the document store? Who consumers the document when it is on the store? Are there any security needs/concerns with document management Are you generating any legislative reports to either governmental or non-governmental agencies? Do you create or consume special file types (video, picture, drawings, programs, etc.)? How do you typically find documents in your document store? Do you navigate or search to find documents that you are looking for?
  19. 19. RESULTS Department overview Roles and Responsibilities Content Creation, management and storage Pro/cons Search / Navigation
  20. 20. INFORMATION ARCHITECTURE • Ownership by the business • Train the business on taxonomies, metadata, properties, columns…. • Identify common documents and their data sets • Brands • Locations • SKU • Lots of unknowns • “Starter for 10” issued to the departments to complete • Get an idea of whether the super users have grasped the idea • They feel like they own the definitions/architecture
  21. 21. SECURITY REQUIREMENTS • Ownership on IT • Ownership on business • Governance issue – training and guidelines • Lock down „super user‟ • Open up more control to departments as they adopted the technology and showed good IM practices.
  22. 22. CURRENT SYSTEMS „ACTUALLY‟ BEING USED
  23. 23. ADVANTAGES OF THOSE SYSTEMS
  24. 24. DELIVERABLES • Information Architecture assessment • Documented departments requirements • Documented approach to delivery based on 2 options • Wireframes • Risks and issues with approach
  25. 25. PHASE 2 – THE BUILD OUT • Template approach to creation of department sites • Create the template and deploy through PowerShell • Already good knowledge of PowerShell in the company and keen to expand knowledge. • Site provisioning process created for manual steps post deployment • Large amount of manual steps due to differences between departments that couldn‟t be done through a template
  26. 26. TRAIN THE LOCAL IT TEAM Create template Test deployment Create post configuration tasks Deploy department Test Prepare Machines Walkthrough PowerShell Perform post configuration tasks Test Our Team Client Team with supervision and training
  27. 27. CHALLENGES • Office365 PowerShell was continuously growing so knowledge was sometimes week. • Lots of post deployment tasks as part of the provisioning • Getting the client staff to understand the „why‟ for tasks • Office365 upgrade…..
  28. 28. OFFICE 365 UPGRADE Upgrade Sites Train Support Train Super Users Upgrade site template
  29. 29. CURRENT STATE • 5 departments live and in pilot phase • Requirements coming in from other departments all the time • Business Applications being assessed to be SharePoint projects • Knowledge ramp-up happening within IT team • Gathering continuous improvement plan • Working with Colligo tools to ease adoption • iPad access • Email Integration • Offline working
  30. 30. CHALLENGES • SharePoint decided as the solution before requirements been gathered. • Lack of SharePoint knowledge on the floor. • SharePoint seen as the tool that will solve all their problems. • Lack of understanding about how much time and effort needs to be put into a successful deployment even of a cloud solution. • Change in leadership team halfway through project. • Impending office365 upgrade. • Large amount of post deployment tasks due to the approach taken. • Constant requirements coming in from business team wanting applications to be built, now.
  31. 31. CHALLENGES • Lack of Office365 – SharePoint Online training.

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