Site management tools
Level of Centralised
Content published to
My Sites - Employees
WHAT GOT THE BOARD ENGAGED
What are the current challengers
• Many data stores
• Unstructured data
• No governance
• No information management
• Users see Document Management as a chore
• Information Management Policy
• Enterprise Search
• Reduce risk
HIGH LEVEL APPROACH
SELECT 5 PILOT DEPARTMENTS
• 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
• Sales… they are laggards in the wine world
• Production… there is a harvest on at the predicted pilot go live.
REQUIREMENTS FROM THE
• 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
1 ½ hour
Draft of IA for
• Get CIO strategy for Office365
• Set the scene for the interview process
• Explain one again what SharePoint was
• And again…
What types of
does the department
What type of
do I create,
applications do I
use on a regularly
What tools does
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
Are there any
creation? If so how is
Who owns the
when it is in the
when it is on the
Are there any
Are you generating
reports to either
Do you create or
file types (video,
How do you typically
find documents in your
Do you navigate or
search to find
documents that you
are looking for?
• Ownership by the business
• Train the business on taxonomies, metadata, properties, columns….
• Identify common documents and their data sets
• 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
• 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.
• Information Architecture assessment
• Documented departments requirements
• Documented approach to delivery based on 2 options
• Risks and issues with approach
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
• 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
TRAIN THE LOCAL IT TEAM
Client Team with supervision and training
• Office365 PowerShell was continuously growing so knowledge was
• Lots of post deployment tasks as part of the provisioning
• Getting the client staff to understand the „why‟ for tasks
• Office365 upgrade…..
OFFICE 365 UPGRADE
• 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
• 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.
• Lack of Office365 – SharePoint Online training.