"The 3 P's of SharePoint 2013; Planning, Productivity, and Policies" #SPSSV


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Why do SharePoint intranets fail? What is all the buzz about SharePoint 2013? Can I get better governance with SharePoint 2013? Come spend an hour with us while we discuss the three P's of SharePoint 2013. This session describes the importance of information architecture planning; demonstrates SharePoint 2013's new productivity enhancements including social collaboration and task aggregation and project management; presents how to push SharePoint OOTB to create even more productivity within your organization; and finally shows the new governance features using site policies.

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"The 3 P's of SharePoint 2013; Planning, Productivity, and Policies" #SPSSV

  1. 1. “The 3 P’s of SharePoint 2013”Gina Montgomery – VP, Business DevelopmentAcuvate Software
  2. 2. Hi, I’m Gina!Gina Montgomery, MCTS - Acuvate SoftwareVice President, Business Development – North America• Prior to Acuvate, worked for Fpweb.net, as a SharePointArchitect in global business; a Microsoft licensing specialist atSoftmart, and a Sr. Consultant for Konica Minolta’s BusinessIntelligence Group• A frequent speaker and storyteller at I.T. events, SharePointconferences, Microsoft focused events, and user groupmeetings• Co-authored ‘The Perpetual Hand’Twitter: @ginammontgomeryBlog: www.ginamontgomery.comEmail: gina.Montgomery@acuvate.com
  3. 3. LocationsKansas CityUSASloughUKHyderabad, Bangalore, Pune, Chennai, New DelhiIndiaAbout UsIncorporated in 2006300% Y-o-Y since last 3 years200+ clients worldwideValue Selling ApproachGlobal Delivery ModelAwards and RecognitionsMember ofMS SolutionBoard, 1among 45 inthe worldWinner ofSolutionPartner of theYear 2011Featured inMS VideoCase Studiesduring WPCKey Clients Key PartnersThe Hague,NetherlandsNew York CityUSA
  4. 4. Service LinesClientPortals &CollaborationBusinessProcessManagementBI & Big DataERPIntegrationMobilityCloud
  5. 5. I do it for them 
  6. 6. Tweet It!... I dare you!@ginaMmontgomery is making us go socialwith #SharePoint 2013 at #SPSSVFollow @AcuvateSoftware for more updates
  7. 7. Agenda• Why do SharePoint Intranet’s Fail?• What is SharePoint governance?• What is Information Architecture?• What are Information Management Policies?• SharePoint 2013 DEMO• Review and Questions
  8. 8. Why do SharePoint Intranet’s Fail?
  9. 9. Planning!!!• Infrastructure up and running – Check!• SharePoint Software deployed – Check!• Your users are back at work and alreadycollaborating and sharing data galore, right?– NO!Friends don’t let friends rollout SharePoint withno plan for adoption!
  10. 10. Adoption!If your users don’t know how and when to useSharePoint, they won’t!WIIFM?!Will I be more productive if I use this? Or is thisjust another demand from management that won’t helpme? I have too much work to do already!A governance plan, good information architecture, andsome adoption incentives can help your usersunderstand this.
  11. 11. Agenda• Why do SharePoint Intranet’s Fail?• What is SharePoint governance?• What is Information Architecture?• What are Information Management Policies?• SharePoint 2013 DEMO• Review and Questions
  12. 12. What is SharePoint Governance?Governance identifies lines of ownership for the business and technical teams andidentifies who is responsible for which areas of the system. The governance planalso establishes rules for appropriate use of the SharePoint environments.
  13. 13. GovernanceGovernance is a set of roles, responsibilities, and processesthat are put in place in an enterprise to guide thedevelopment and the use of a SharePoint solution. Thesetechniques should also align with the enterprise’s cultureand goals while enabling teams and individuals toeffectively collaborate and share information.Key Words:o Enableo Collaborateo Share
  14. 14. Governance for AdoptionStep 1. Establish a governing body for the usage andmanagement of SharePoint environments by:• Identifying appropriate business owners willing toprovide strategic insight and direction• Identifying appropriate IT infrastructure to provideoperational support• Creating effective support system through properchannels of escalation for end users• Establishing governing usage and maintenance policiesand procedures along the way
  15. 15. Governance 2013 tipsGetting Started with Governance in 2013What to Consider DescriptionUnused Sites What happens to unused sites?Social Policy Appropriate vs Inappropriate, Liking, Tagging,Following, etc..Site Management Site Owners need to know how sites will be managed.Are they controlled? Are they managed by the IA?Site Templates Which templates are available and how will they beused?Site Request How will users go about asking for a new site? Whatwill be included in the new site (type of template,customizations?)Change Request/Feedback Model – Support? How is support defined? To whom does the End Useraddress to get answers?Naming Conventions How will DBs, Servers, etc... be named? It should beconsistent.SharePoint Designer Governing the usage of SPD for editing/designingpages for a common look and feelEtc!!!
  16. 16. Agenda• Why do SharePoint Intranet’s Fail?• What is SharePoint governance?• What is Information Architecture?• What are Information Management Policies?• SharePoint 2013 DEMO• Review and Questions
  17. 17. What is Information Architecture?IA is your company’s way of describing, organizing anddiscovering your contentThe Information Architecture Institute describes IA as "the art and science oforganizing and labeling websites, intranets, online communities and software tosupport usability."
  18. 18. IA tends to include the following:• Navigation Structure• Metadata Strategy• Site Taxonomy• Search Strategy
  19. 19. Why should I care about IA?• Because End User Adoption relies upon this!• Usability - Sites that lack a well-thought out IAtend to become desolate. It is difficult to findinformation because the site navigation issubstandard• Site Management/Administration - A good,thought out IA will help address storagerequirements and goals.
  20. 20. Information ArchitectureIf SharePoint is difficult to use, confusing tonavigate through, and information can’t be foundquickly adoption won’t occur!
  21. 21. Agenda• Why do SharePoint Intranet’s Fail?• What is SharePoint governance?• What is Information Architecture?• What are Information Management Policies?• SharePoint 2013 DEMO• Review and Questions
  22. 22. Information Management Policies• enable you to control who can access yourorganizational information, what they can dowith it, and how long to retain it.• A policy can help enforce compliance with legaland governmental regulations or internalbusiness processes.• As an administrator, you can set up a policy tocontrol how to track documents, who hasaccess to documents, and how long to retaindocuments.http://office.microsoft.com/en-us/sharepoint-server-help/create-an-information-management-policy-for-a-site-collection-HA010099553.aspx
  23. 23. In SP2013- NEW FEATURE ALERT• Site Policy Management!!!• Taking Info Management Policies one stepfurther
  24. 24. Let’s talk about what’s new in SP2013• Even with good governance, SharePointsites can proliferate and grow out of control.• Sites are created as they are needed, butsites are rarely deleted.• If sites persist when they are no longerneeded, they require storage space and theymight be unwanted for compliance reasons.http://technet.microsoft.com/en-us/library/jj219569.aspx
  25. 25. Managing Site RetentionA Site policy allows you to specify the termsunder which to delete or close a siteautomatically. There are three options.1. Do not close or delete the site automatically2. Delete the site automatically3. Close the site automatically and delete thesite automatically
  26. 26. MOSSAICAssessment Phase 1Phase 2Phase 3Phase nStartStabilizeStandardize20 days 90 days 180 days 270 daysPlanned InfoArchBrand AlignedProvide ContentSupport UsersCreate R&R programsCollect FeedbackBusiness ProcessesIntegrate LOB appsDeliver ReportsSite MigratorFile UploaderUI TemplatesHelpdesk AppFeedback AppTop ContributorsTop VisitorsERP SurroundReporting PlatformKnowledge MgmtESS Processes AppsDept Process templatesReport AggregatorERP Integration templatesKM SolutionIdea ManagementCIO CockpitBusinessTechnology
  27. 27. demo
  28. 28. Thank You!Gina Montgomery – VP, Business DevelopmentAcuvate SoftwareGina.Montgomery@acuvate.com913-217-0211www.ginamontgomery.com@ginammontgomery@acuvatesoftware
  29. 29. Join us right after the event at the Firehouse Grill!Socialize and unwind after our day of learning.1765 E. Bayshore RoadEast Palo Alto, CA
  30. 30. Extras on Project Management*
  31. 31. ChallengesPublishing plan to entire team and keeping it updatedTracking Plan versus Actual in terms of burn rate, budget and timeMilestones are project tools that allow pm’s to determine whether aproject is on schedule or notIdentifying and tracking project Risks and mitigation plans for those risksEffective project status reporting measures in place will create afocused teamManage scope changes during the project – Change ManagementTrack and Resolve issues on timeManage resources across multiple projects based on availability and skill
  32. 32. Project Management JourneyExcel, Word,File Shares,EmailSharePointProjectServerSimple to use and getstarted.Works great for smallerlocalized teams.No special trainingrequiredProvides great capabilitiesfor managing your projectWorks for local anddistributed teamsSimilar to using MS Wordand Excel.Portfolio ManagementAdvanced PM functionalityKnowledge of MS Project