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An SDLC for SharePoint

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A methodology for designing, implementing and managing Microsoft SharePoint collaboration software based on the System Development Life Cycle.

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An SDLC for SharePoint

  1. 1. An SDLC for SharePoint A management model for implementation success By Gary Vaughan Worldwide Information Network Systems, Inc. (WINS) SharePoint Saturday Baltimore UMBC, Baltimore, MD July 25, 2009
  2. 2. SharePoint Challenges <ul><li>SharePoint: power, scope, adaptability </li></ul><ul><li>Need to move beyond governance </li></ul><ul><li>Get SP to work , by addressing 5 questions : </li></ul><ul><ul><li>WHY? (business case) </li></ul></ul><ul><ul><li>WHAT? (functionality) </li></ul></ul><ul><ul><li>WHEN? (rollout priorities) </li></ul></ul><ul><ul><li>WHO? (stakeholders) </li></ul></ul><ul><ul><li>HOW MUCH? (budget) </li></ul></ul>
  3. 3. The Need for a SharePoint SDLC* <ul><li>Management vs. IT challenge </li></ul><ul><li>SharePoint SDLC born of: </li></ul><ul><ul><li>PMI Project Management Standards </li></ul></ul><ul><ul><li>Knowledge Management goals </li></ul></ul><ul><ul><li>Lessons from SP Best Practice </li></ul></ul><ul><li>My background and perspective… </li></ul><ul><li>Focus: SharePoint for large WANs </li></ul>* System Development Life Cycle
  4. 4. A Value-driven Approach <ul><li>Measurable Organizational Value* </li></ul><ul><ul><li>Enterprise strategy leads IT (not reverse) </li></ul></ul><ul><ul><li>Identify value: better, faster, cheaper, do more </li></ul></ul><ul><ul><li>Cost/benefit measured over time </li></ul></ul><ul><li>Collaboration always a net benefit? </li></ul><ul><li>Example: Documentum and pharma needs </li></ul>* Source : Jack Marchewka, Information Technology Project Management , 2009
  5. 5. SharePoint Skills <ul><li>Technicians </li></ul><ul><li>SP Developer </li></ul><ul><li>SP Administrator </li></ul><ul><li>SP Trainer/Help Desk </li></ul><ul><li>Network Administrator </li></ul><ul><li>Graphic Artist </li></ul><ul><li>Usability Expert </li></ul><ul><li>Users </li></ul><ul><li>SP Deployment Manager </li></ul><ul><li>Business Unit Manager </li></ul><ul><li>CIO </li></ul><ul><li>Champions (site owners) </li></ul><ul><li>HQ vs field; LOB vs HR, FIN… </li></ul><ul><li>KM, BPR advocates </li></ul>SharePoint is a “Swiss Army Knife”..so are the needed skills! N.B. Organizational change management, politics …and leadership!
  6. 6. Source of SharePoint Skills Develop in-house vs. outsource SP skills
  7. 7. Traditional SDLC Approaches <ul><li>Generic SDLC vs. “viral” development (wiki) </li></ul><ul><li>Waterfall, CMM (formal, controlled) </li></ul><ul><li>Agile, SCRUM (informal, learning) </li></ul><ul><li>PROs and CONs…but is SDLC followed? </li></ul><ul><li>Tendency for “closed” SDLC within IT shop </li></ul><ul><li>Need a more organic approach for SharePoint </li></ul>
  8. 8. SharePoint Planning Tools <ul><li>Microsoft SP governance, best practices (English) </li></ul><ul><li>Re-release of SharePoint Deployment Planning Services by Microsoft </li></ul><ul><li>General “road maps” ( McKesson PPT ) </li></ul><ul><li>Metrics: </li></ul><ul><ul><li>Native SP reporting </li></ul></ul><ul><ul><li>Add-on metrics: Google Analytics , Axceler </li></ul></ul><ul><ul><li>User business value: Susan Hanley measures </li></ul></ul><ul><li>Need an enterprise SDLC methodology… </li></ul>
  9. 9. SDLC “Cycle” for SharePoint <ul><li>PROGRAM MGT </li></ul><ul><li>- Project Mgt </li></ul><ul><li>- G overnance </li></ul>
  10. 10. SharePoint and the “Big Picture” Source : McKesson Corp, Paul Miller and Aaron Rafus: “How SharePoint can Make you a Rock Star,” Microsoft SharePoint Conference 2008
  11. 11. Implementing the SDLC <ul><li>More inter-dependent “baskets” than phases </li></ul><ul><li>Not a clean start – “baggage,” competition </li></ul><ul><li>Mix of control and “letting go” (Agile) </li></ul><ul><li>SDLC can take years (FAA, Red Cross) </li></ul><ul><li>Need management at 3 levels: </li></ul><ul><ul><li>Program (enterprise) </li></ul></ul><ul><ul><li>Project (IT) </li></ul></ul><ul><ul><li>Product Governance (MS) </li></ul></ul>
  12. 12. Program Management <ul><li>Senior management driver ( business vision) </li></ul><ul><li>A governance committee or PMO </li></ul><ul><li>Diverse actors to support SP: IT, HR, BPR… </li></ul><ul><li>Value of communicating across stovepipes </li></ul><ul><li>Key measures: coordination, business value </li></ul><ul><li>Lesson: Value of goals and milestones </li></ul>
  13. 13. Project Management <ul><li>IT Department does SP deployment </li></ul><ul><li>Focus on technology, deliverables (deploy!) </li></ul><ul><li>Ability to control detailed project plan (WBS) </li></ul><ul><li>Removed from users, enterprise resources </li></ul><ul><li>Key measures: number of sites, content uploaded, type functionality enabled </li></ul><ul><li>Lesson: CCB can extend IT’s reach </li></ul>
  14. 14. Product Governance <ul><li>Policies (transparency, confidentiality) </li></ul><ul><li>Roles, responsibilities and hierarchy </li></ul><ul><li>Processes: site requests, CCB, users groups </li></ul><ul><li>Parameters: maximum list size, prohibited file types, etc. (per Microsoft) </li></ul><ul><li>Expressed in FAQs, training, guidance </li></ul><ul><li>Lesson : Map governance to your organization </li></ul>
  15. 15. 1. Assessment <ul><li>Business Requirements, “pain points” </li></ul><ul><li>IT Vision and policy (“culture”!) </li></ul><ul><li>WSS vs. MOSS; Alternatives; Add-ons; Outsourcing </li></ul><ul><li>Resource planning, cost/benefit, timing </li></ul><ul><li>Examples: consulting business development </li></ul><ul><li>How does SP fit your enterprise environment? </li></ul>
  16. 16. 2. Infrastructure <ul><li>Existing hardware (servers, work stations) </li></ul><ul><li>Telecom network (latency, enhancements) </li></ul><ul><li>Legacy software environment (plus AD, SQL) </li></ul><ul><li>Planning global deployments ( Oleson article ) </li></ul><ul><li>Example: Christian Aid ( MS case study ) </li></ul><ul><li>Infrastructure shapes your deployment. </li></ul>
  17. 17. 3. Design <ul><li>“ Road map”: sequence, priorities, actors </li></ul><ul><li>Value of “Concept Pilots” (Arlington County) </li></ul><ul><li>Taxonomy, hierarchy, info architecture </li></ul><ul><li>SP branding and templates </li></ul><ul><li>Enterprise governance (adapt MS Checklist ) </li></ul><ul><li>Example: Famine Early Warning System </li></ul><ul><li> </li></ul><ul><li>Planning is necessary, but it evolves… </li></ul>
  18. 18. 4. Installation <ul><li>Server farm(s) established on network(s) </li></ul><ul><li>Topology, configuration, testing </li></ul><ul><li>Site provisioning process </li></ul><ul><li>Back-up…Migration…Integration </li></ul><ul><li>Functionality rollout (mobile, MySites, portal….) </li></ul><ul><li>Example: D.C. member associations </li></ul><ul><li>Pace your hectic IT deployment! </li></ul>
  19. 19. 5. Administration <ul><li>Creation/management of web applications </li></ul><ul><li>Monitoring server resources, performance </li></ul><ul><li>Service packs, bugs, upgrades </li></ul><ul><li>Backing up, recovery, storage </li></ul><ul><li>Migrating legacy data </li></ul><ul><li>Risk management (AD, extranet, SLAs) </li></ul><ul><li>Examples: Red Cross vs. Mitre </li></ul><ul><li>Manage SharePoint at many levels! </li></ul>
  20. 20. 6. Support <ul><li>“ Marketing”, Training, Help Desk </li></ul><ul><li>User groups (peer best practices, recognition) </li></ul><ul><li>Refining search </li></ul><ul><li>“ Deep dive pilots”: Extranet, WF, field </li></ul><ul><li>Change management (communications!) </li></ul><ul><li>Examples: FAA (KM), USDA (CRM) </li></ul><ul><li>A sliding scale of user training and support </li></ul>
  21. 21. Next steps: mid-deployment <ul><li>Formalize PM discipline in SP unit </li></ul><ul><li>Get top management more engaged </li></ul><ul><li>Piggy-back on existing initiatives (BPR) </li></ul><ul><li>Innovate training and support, broaden adoption </li></ul><ul><li>Compare real implementation vs. ideal plan </li></ul>
  22. 22. Next Steps: pre-deployment <ul><li>Write down requirements, vision </li></ul><ul><li>Check if MOSS is the answer (alternatives?) </li></ul><ul><li>Ask legacy vendors for their “road maps” </li></ul><ul><li>Get a free SDPS (if MS customer) </li></ul><ul><li>Do a quick lessons survey </li></ul><ul><li>Do a “concept pilot” </li></ul>
  23. 23. Resources <ul><li>Books: </li></ul><ul><ul><li>MOSS Best Practices (Curry, English) </li></ul></ul><ul><ul><li>Crossing the Chasm (Moore) </li></ul></ul><ul><li>Online: </li></ul><ul><ul><li>MS best practice resource site </li></ul></ul><ul><ul><li>PMI project management standards </li></ul></ul><ul><ul><li>Agile Project Management: Re-thinking PMBOK, CMM, ISO 9000 and Other Standards ( Frame) </li></ul></ul><ul><ul><li>Draft SUGDC White Paper: A System Development Life Cycle for SharePoint (Vaughan) </li></ul></ul><ul><ul><li>Mindjet ap for SP site mapping [video] (Miller) </li></ul></ul>
  24. 24. Contact Information <ul><li>Contact Info: </li></ul><ul><ul><li>Gary Vaughan </li></ul></ul><ul><ul><li>SharePoint Governance Advisor, Office of eDiplomacy, State Department </li></ul></ul><ul><ul><li>Firm: Worldwide Information Network Services (WINS) </li></ul></ul><ul><ul><li>email: [email_address] </li></ul></ul><ul><ul><li>My LinkedIn profile </li></ul></ul>

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