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SPTechCon
The SharePoint
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Meet Joe
Hi!
At Joe’s Company…
Decision Makers don’t have
Enough Information
The CFO needs to Reduce Costs
IT Services Struggles to Keep Up
People Are Having Trouble
Finding What They Need
And
So Joe has an Idea!
Since…
Awesome! Not as awesome.
And Everyone in Joe’s Company
uses Microsoft Office…
SharePoint is the Perfect Fit!
What is SharePoint?
to IT Services?
What is SharePoint
#SPSMI @RHarbridge
The Main Point of Implementing SharePoint:
 SharePoint eventually allows Business Users to
develop and...
#SPSMI @RHarbridge
When I Say “SharePoint Integration”
You Probably Think Of This...
Secondary (But Important) Points:
 S...
#SPSMI @RHarbridge
The Reality:
 IT struggles with supporting another technology.
SharePoint and IT
Information
Search
Collaboration
ManagementControl
Process
InformationInformationInformationInformation
IT Information Ove...
Information
Search
Collaboration
Management
Control
ProcessForms Services
Business
Intelligence
Personalization
Records
Ma...
to the Business?
What is SharePoint
SharePoint f-Laws
f-Law 1: The more comprehensive the definition of governance is,
the less it will be understood by all
f...
f-Law 4: Most stated governance objectives are
platitudes – they say nothing but hide behind
words - If you cannot reasona...
Back On Track
to the Business?
What is SharePoint
Prioritize and Plan
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Processes
Enhance
Governance
Model
...
Map Solutions to Objectives
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Process...
SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driv...
Map the needs of the
organization to the right
technology…
Perform in depth product
comparisons and evaluations
Like this
one…
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involveme...
Foundation
Standard
Enterprise
SharePoint has Multiple Options
2007
2010
Online
On Site
It’s Big Ecosystem
It’s not just a
feature to feature comparison
People
Process
Technology
So Joe does all that good
research and…
SharePoint is a part of his overall
Enterprise Technology Plan
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There are big risks that are
almost always realized when you
don’t have it!
SharePoint Sprawl
“First I added three floors but then the house
looked ungainly, like a mushroom," he said. "So
I added a...
Quality Deterioration
Risk: Did not ensure that content quality
is maintained for the life of the portal.
Risk: Did not consistently provide a high
quality user experience.
Frustration Failure
Priority Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Legacy Ap...
Ineffective Use of Time/Resources
Risk: Did not ensure that the portal
strategy is aligned with business
objectives so tha...
It’s not just about insuring
against or mitigating those risks!
Without effective governance
organization, performance, and
capability are significantly
reduced.
What does
that mean?
Without Governance
Executing Governance
With Governance
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How do we start?
Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Solutions/T...
The Strategy Teams
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team...
Business
IT
Decentralized
Centralized
Business Strategy Team
Sample Representative Interests
Executive Sponsor
Knowledge M...
Define, Prioritize and Plan
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team...
Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Re...
Map Solutions to Objectives
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Process...
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involveme...
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classific...
Information Architecture and Governance Areas
Above The Line versus Below The Line
Permanent central portal
- Few authors/...
The Tactical Teams
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team...
The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
infrastructure...
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Ser...
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team...
The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
objectiv...
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including...
Deployment Process/Policies
Extremely Important! Ensure
you have clear schedules and
ownership.
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team...
The Tactical Support Team
Role: Provide support of the
SharePoint applications and
platform. Sample Representative Interes...
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User...
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search...
Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help...
Measure Support
Learn and use data to be proactive.
Sample Support Flow
Consultants, MS
and Vendors
Tier 5
Tier 4
Tier 3
Tier 2
Tier 1 End Users
Site Owner
Site Collection
Ad...
Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!
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IS
Use them.
Governance Checklist
TechNet, Community and More..
are
Use them.
No Single “Approach”
Projects
Tasks
Communities
Practices
ITIL Framework
COBIT Framework
SharePoint Deployment and Governance
using COBIT 4.1
Chennault & Strain
http://www.amazon.com/SharePoint-Deployment-Govern...
Microsoft Operations Framework (MOF)
SharePoint Maturity Model
Sadalit van Buren
http://sharepointmaturity.com
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What makes something a requirement?
We can do that for $10
We can do that for
$1 Million
We require a jumbo solution to get to
our destination
We require a jumbo solution to get to
our destination
Sometimes, you do need this
It’s the destination that matters:
The outcome
Kitchen sink projects
Your project will change over time
Unexpected things happen
More than half of “required” features
never get used
Result of a kitchen sink project
Shift gears
SharePoint chicken & egg problem
DON’T demo
SharePoint
Initial discovery
workshop
SharePoint Workshop
Agenda
• About the Project , Our Team & Goals
• SharePoint Overview
• Department and Role
• Document Collaboration
• Docum...
About the Project, Our Team & Goals
About this Project
– Determine the requirements and scope for a SharePoint
implementat...
SharePoint 2007 Overview
Collaboration
Portal
Search
Enterprise
Content
Management
Business
Process
and
Forms
Business
Int...
SharePoint 2010 Overview
Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client and Office Web App Integration
Sta...
Department and Role
Please introduce yourself:
• Name
• Department
• What is your role within your department?
• How do yo...
Document Collaboration
• Do you work on documents with others?
– How do you collaborate (e-mail, shared drive) ?
• What do...
Document Storage and Search
• Can you find the documents that you need, when you
need them?
– Does your shared drive folde...
Compliance, Records Management
& Off-line
• Do you have any regulatory requirements that you need to
meet?
– ISO 9000
– Sa...
Questions
OK to demo
SharePoint
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What is
Metadata?
The BIG
Question
Data about data
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it
The BIG
Question
What’s a
Let’s use a
What does a cow say?
What does a chicken say?
What does a duck
say?
The sounds these animals make are
attributes that distinguish them
Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
Not this!
or this…
What is Taxonomy?
Carl Linnaeus
(1751)
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Priv...
As we’ve already seen: This always works out great
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Major
Hospitals
Commercial Industrial Government Healthcare
Lab...
Moving this mess to SharePoint
makes it worse
SharePoint Sux
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
Folders for Security
Permissions assigned
per folder
Folders in SP2010 – They’re back!
• Combine metadata and folders
• Best of both worlds
A SharePoint Taxonomy (Navigation)
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
...
Adding Metadata (when uploading)
A SharePoint Simulation
What is metadata?
What is Taxonomy?
What are content types?
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y...
Both Content Types in One Library
Content Types
for:
Workflo
w,
Policy,Security
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Same Page
Abstract
Concrete
Mind Mapping Demonstration
IBIS mapping demonstration
http://www.cognexus.org/
What is Card Sorting?
“Card sorting is a great, reliable,
inexpensive method for finding
patterns in how users would expect
to find content or f...
What are the types of card sort?
Open & Closed
Open card sorting process
Gerbil
Results
Gerbil
But not always what you expect
Ford
Gerbil
But not always what you expect
Ford
Gerbil
Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_
spreadsheet_template
Back On Track
Navigation
workshops
Navigational Map
Document inventory workshops
The Inventory Worksheet
Build the Taxonomy
Build Mind Map (based on inventory worksheet)
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Wireframing Workshops
Balsamiq
Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative
News and Announceme...
Balsamiq DEMO
Wireframing Tip!
Don’t Forget Consistency
Each Page Design Should Be Consistent
Consistency Across
User Environments
Modify Provisioned
Sit...
Business Process Workshops
Visio 2010 Demo
Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipment and Room Reserva...
Roadmap
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What is the best approach to use
when working with SharePoint?
ITERATIVE
APPROACH
Why Iterative?
 SharePoint is a very large platform.
 It takes time to understand SharePoint.
 SharePoint is great for ...
Opportunistic driven learning
Image from Paul Culmsee
Opportunistic driven learning
Image from Paul Culmsee
Visualizing Timelines
An easy way to create shared
understanding of the impact
estimates make on projects.
Visualizing Existing Timelines
A great way to take existing
project timelines and set
stakeholder expectations
or communic...
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The
Importance
of Making
Good
Information
Architecture
Decisions
SharePoint Containment Hierarchy
Documents, Items and Pages
Folders and Document Sets
Libraries and Lists
Sites
Site Colle...
SharePoint Containment Hierarchy
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Folders and Document Set...
Site Collection or Site (Subsite)?
OR
Site Collection
Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
Site Collection 1 Site Collection 2
Webparts &
Aggregation
Webparts &
Aggregation
Masterpage...
When To Use A Site Collection
Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Group Z
Collection Adm...
Recommended Approach
Bob Mixon on SharePoint 2007 Site Collections
SharePoint Permissions
AD Groups or SharePoint Groups?
OR
Advantages Disadvantages
SharePoint
Group
• Not reliant on AD (if your AD is
a mess)
• Distributed ownership and
managemen...
Item Level
Permissions
“Item Level”
Permissions
Web Level
Permissions
Targeted
Code
New in SharePoint 2010
SPRoleAssignmentCollection.AddToCurrentScopeOnly
Purpose of a List?
• To Replace Excel
Spreadsheets
• To Track Complex Input
From Multiple People
• To Centralize Storage a...
One List or Multiple Lists?
OR
When To Use a Single List
• You want to simplify viewing the same set of
items.
(When dispersed across many lists it requi...
When To Use Multiple Lists
• You don’t expect people to need summaries of
the items together.
(When dispersed across many ...
Advanced Uses Of Lists
One Library or Multiple Libraries?
OR
When To Use a Single Library
• You want to simplify viewing the same set of
documents.
(When dispersed across many librari...
When To Use Multiple Libraries
• You don’t expect people to need summaries of
the documents together.
(When dispersed acro...
List and Content Type Tip!
Default Content Types and
Metadata Values
Navigating with Metadata Tip!
Navigating with Metadata, not Folders
Set up with Library Settings
Configure Setttings
Filters the list
Document Routing Tip!
Content Organizer and Routing
Configure the router
Configure settings
Create Rules
Create/Modify Rules
Use the Drop-off Library
Add a document
Enter Metadata
Detour: 2010 Metadata
Back to Drop-off library
Your document was moved
Rules don’t apply…
… it doesn’t get moved
Folder or Metadata?
OR
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
What’s wrong with folders?
• Deep structures hard to
navigate
• Finding stuff is hard
• Figuring out where to put
stuff is...
What’s the alternative?
What’s the alternative?
Metadata = No more folders
• Filtering
• Views
Really? No more folders? Ever?
• What situations would you use folders?
• Subdivide large libraries/lists
• Security/Permi...
Downsides of Metadata
• No free lunch (there is pain here)
• Awful architectural choices to make
– Multiple site collectio...
Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy for users
(they only s...
Folders and Default Values
The Sales document library
Drill down into Military folder
Drill down into Air-to-Ground
Add a new document here
Note: Some metadata prefilled
How did we do that?
• Library tab
• Library settings
Column default value settings
Select a folder and set defaults
• Note folder inheritance
Set the default value
in SharePoint 2010
• Managed Metadata Service
• Share Metadata across site collections
• Multilingual Metadata (big gotcha...
Term Store Management
Adding Terms
Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for Tagging checked”
Term Store Manager
• Painful & Slow
• Needs a better way
• I created a ‘toy’ to try out some ideas
• http://bit.ly/ruveng-...
CSV file for Import to Term Store
To Sum Up…
• SharePoint 2007
– Folders BAAAAD!
– Never use them
– Except when the situation warrants
• SharePoint 2010
– F...
Folder or Document Set?
OR
Folders vs. Document Sets
Document Sets vs Folders
Document Sets
Document Sets vs Folders
Folders and Default Values
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document
Library
Document
Folder
Document
Document
Folder Folder Document
Document
Set
Document
...
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Introducing multiMEGA Industries
The world’s leading supplier of Missiles, Produce and Soap
They Want A SharePoint Intranet!
Find and Involve Stakeholders
Educate Stakeholders
Define and Prioritize Objectives
Initial Discovery
Workshop
Map Solutions to Objectives
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Process...
Roadmap
Information Architecture and Governance Areas
Above The Line versus Below The Line
Permanent central portal
- Few authors/...
Navigation
Workshops
Document Inventory Workshops
Build Mind Map (based on inventory worksheet)
Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipment and Room Reserva...
Business Process Workshops
Structured Approach for Navigation
Original Concept – 5 Steps to Structure SharePoint Sites
Wireframing Workshops
Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative
News and Announceme...
Identify Key Pages
Mockup Key Pages
Setup Your Governance Teams
Implement the steps
• Find the stakeholders
• Establish steering committee
• Determine the goals of the project (no platit...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
Make it easier to work with
Make it easier to work with
Powerful Columns You Probably Didn’t Know About
Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea
IBIS Dialog Mapping
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hou...
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence an...
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
OVERCONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
LESS CONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
90% Confident
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
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SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Tec...
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect
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SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect

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SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect

  1. 1. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Practical Tools and Techniques for the SharePoint Information Architect #SPTechCon @rharbridge @ruveng Facilitated By: Richard Harbridge and Ruven Gotz
  2. 2. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Who am I?
  3. 3. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Ruven Gotz Toronto @ruveng spinsiders.com/ruveng ruveng@navantis.com
  4. 4. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Goal is Success
  5. 5. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SharePoint is huge
  6. 6. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference With many Moving parts
  7. 7. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The people stuff is complex
  8. 8. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference How do we build the best solution?
  9. 9. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference How do we define the problem?
  10. 10. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference We are here to share some ideas
  11. 11. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference … and give you some tools
  12. 12. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Still not easy
  13. 13. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Proven success
  14. 14. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Take Away: Confidence
  15. 15. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Take Away: Improved Communication 17
  16. 16. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Take Away: Knowledge You Can Use 18
  17. 17. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Our Goal Today… From Here To Here
  18. 18. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  19. 19. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Won’t Cover (In Depth) Today: 1. Records Management (and Information Policies) 2. Search Architecture and Considerations 3. Planning For Multiple Languages 4. Column Decisions (Choice Column vs Managed Metadata Column vs Lookup Column etc…) 5. Audience Targeting
  20. 20. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1.What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  21. 21. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What is SharePoint?
  22. 22. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What is SharePoint? Why does your organization use SharePoint? Step 1: Please Fill Out The Fields… Step 2: Give This Sheet To Someone Close By Step 3: We Will Collect Your Responses
  23. 23. Meet Joe Hi!
  24. 24. At Joe’s Company…
  25. 25. Decision Makers don’t have Enough Information
  26. 26. The CFO needs to Reduce Costs
  27. 27. IT Services Struggles to Keep Up
  28. 28. People Are Having Trouble Finding What They Need And
  29. 29. So Joe has an Idea!
  30. 30. Since… Awesome! Not as awesome.
  31. 31. And Everyone in Joe’s Company uses Microsoft Office…
  32. 32. SharePoint is the Perfect Fit!
  33. 33. What is SharePoint?
  34. 34. to IT Services? What is SharePoint
  35. 35. #SPSMI @RHarbridge The Main Point of Implementing SharePoint:  SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement. SharePoint and IT
  36. 36. #SPSMI @RHarbridge When I Say “SharePoint Integration” You Probably Think Of This... Secondary (But Important) Points:  SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. SharePoint and IT
  37. 37. #SPSMI @RHarbridge The Reality:  IT struggles with supporting another technology. SharePoint and IT
  38. 38. Information Search Collaboration ManagementControl Process InformationInformationInformationInformation IT Information Overload
  39. 39. Information Search Collaboration Management Control ProcessForms Services Business Intelligence Personalization Records Management Information Search Collaboration ManagementControl Process IT Platform Benefits
  40. 40. to the Business? What is SharePoint
  41. 41. SharePoint f-Laws f-Law 1: The more comprehensive the definition of governance is, the less it will be understood by all f-Law 2: There is no point in asking users who don’t know what they want, to say what they want f-Law 3: The probability of project success is inversely proportional to the time taken to come up with a measurable KPI f-Law 4: Most stated governance objectives are platitudes – they say nothing but hide behind words f-Law 5: Confidence is the feeling that you have until you understand the problem http://www.cleverworkarounds.com/vid/Paul%20keynote/Player.html (1 hour talk)
  42. 42. f-Law 4: Most stated governance objectives are platitudes – they say nothing but hide behind words - If you cannot reasonably disagree with an objective, or measure it, then it is a platitude Platitudes: • “Collaboration will be encouraged” • “A best-practice collaboration platform” • “To provide the best collaborative experience for our users” Non-platitudes: • “We are proving that we can grow the organisation while reducing email volumes and centralising document storage” • “By building communities of practice, we prove that we can reduce information overload and allow our users to find the right expertise”
  43. 43. Back On Track
  44. 44. to the Business? What is SharePoint
  45. 45. Prioritize and Plan
  46. 46. Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Centralize Knowledge and Resources Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0 Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2 Automate and Improve Business Processes Governance – 1 Redundancy – 1 Enhance Governance Model Redundancy – 1 Reduce Redundancy and Improve Efficiency Ensure Clear Priorities Objective Weight Importance Centralize 5 35.71% Collaboration 0 0% Improve BP 2 14.29% Governance 3 21.43% Redundancy 4 28.57%
  47. 47. Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  48. 48. SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  49. 49. Map the needs of the organization to the right technology…
  50. 50. Perform in depth product comparisons and evaluations
  51. 51. Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  52. 52. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
  53. 53.  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications.  … SharePoint will be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.  … SharePoint will not be…
  54. 54. Foundation Standard Enterprise SharePoint has Multiple Options 2007 2010 Online On Site
  55. 55. It’s Big Ecosystem
  56. 56. It’s not just a feature to feature comparison People Process Technology
  57. 57. So Joe does all that good research and…
  58. 58. SharePoint is a part of his overall Enterprise Technology Plan
  59. 59. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Within an overall enterprise technology plan SharePoint and it’s solutions meet specific business needs.
  60. 60. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… “Technology provides no benefits of its own; it is the application of technology to business opportunities that produces ROI.” – Robert McDowell
  61. 61. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2.Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  62. 62. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Why Do I Need Effective Governance?
  63. 63. There are big risks that are almost always realized when you don’t have it!
  64. 64. SharePoint Sprawl “First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…” He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the city's richest man. Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.
  65. 65. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.
  66. 66. Risk: Did not consistently provide a high quality user experience. Frustration Failure
  67. 67. Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Legacy Application Integration 1 Governance Planning 1 Put Out Server Room Fires 1 Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.
  68. 68. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.
  69. 69. It’s not just about insuring against or mitigating those risks!
  70. 70. Without effective governance organization, performance, and capability are significantly reduced. What does that mean?
  71. 71. Without Governance
  72. 72. Executing Governance
  73. 73. With Governance
  74. 74. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome You can now communicate why Governance is important/required.
  75. 75. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.
  76. 76. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Building The Governance Teams
  77. 77. How do we start?
  78. 78. Recommended Governance Teams There are typically 5 teams for SharePoint Governance:  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  79. 79. The Strategy Teams
  80. 80. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  81. 81. Business IT Decentralized Centralized Business Strategy Team Sample Representative Interests Executive Sponsor Knowledge Management Information/Technology Services Finance Sales and Marketing Human Resources Legal and Compliance Operations People Development and Training Administration Role: Provide strategic insight, direction and prioritization for the portal.
  82. 82. Define, Prioritize and Plan
  83. 83. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  84. 84. Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security People Development and Training CommunicationsTip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
  85. 85. Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives should be more specific – Example purposes only.
  86. 86.  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications.  … SharePoint will be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform. SharePoint will not be…
  87. 87.  Defining Clear Objectives and Priorities  High Level Solutions Definition and Ownership  High Level Platform Classification  Communication Planning and Management  Resource/Capability Management  Expectation Management Strategic Responsibilities
  88. 88. Information Architecture and Governance Areas Above The Line versus Below The Line Permanent central portal - Few authors/Many readers Departmental Portlets Projects & Workspaces My Sites Communication Portal • Central navigation • Central taxonomy • Divisional stakeholders • Enterprise search Personal Collaboration •Local taxonomies •Local search Departmental portlets • Departments • Resources • Business Processes - Few authors/Many readers Semi Structured Team sites - Multiple authors Blogs, bios, Social Central Portal IncreasingStrictnessofGovernance
  89. 89. The Tactical Teams
  90. 90. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  91. 91. The Tactical Operations Team Role: Provide operational (IT- related) support and maintenance for the system infrastructure Sample Representative Interests Infrastructure Active Directors Networking Servers and Environments Quality Assurance Security Databases They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.
  92. 92.  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule Operations Responsibilities
  93. 93. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  94. 94. The Tactical Development Team Role: Customize/configure, personalize, and leverage SharePoint to achieve business objectives. Sample Representative Interests SharePoint Designer Visual Studio Source Control Quality Assurance Webparts TemplatesThis team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.
  95. 95.  Objectives/Priorities  Branding Guide  SharePoint Designer Policy  Workflow Policy  Development Standards (Including OOTB vs Custom)  Development Environment Policy  Testing Requirements  Deployment Process, Policies, and Schedule Development Responsibilities SharePoint Standards Online
  96. 96. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.
  97. 97. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  98. 98. The Tactical Support Team Role: Provide support of the SharePoint applications and platform. Sample Representative Interests Support and HelpDesk People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization CoachingCreates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.
  99. 99.  Objectives/Priorities  Site Classification and Platform Classification  Site Provisioning Process/Questionnaire  User Expectations Agreement  Roles and Responsibilities  Support Agreement(s)  Training and Communication Plans  MySite Policies (Pictures)… Support Responsibilities
  100. 100.  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Responsibilities SharePoint Standards Online
  101. 101. Multiple Tiers for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help (You can’t know everything)
  102. 102. Measure Support Learn and use data to be proactive.
  103. 103. Sample Support Flow Consultants, MS and Vendors Tier 5 Tier 4 Tier 3 Tier 2 Tier 1 End Users Site Owner Site Collection Administrator Help Desk Security Environment Third Party Support SharePoint Administrator SharePoint Developer SharePoint Architect Consultative Support
  104. 104. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!
  105. 105. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.
  106. 106. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  107. 107. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Governance Resources
  108. 108. IS Use them.
  109. 109. Governance Checklist
  110. 110. TechNet, Community and More..
  111. 111. are Use them.
  112. 112. No Single “Approach” Projects Tasks Communities Practices
  113. 113. ITIL Framework
  114. 114. COBIT Framework
  115. 115. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
  116. 116. Microsoft Operations Framework (MOF)
  117. 117. SharePoint Maturity Model Sadalit van Buren http://sharepointmaturity.com
  118. 118. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome There is a ton of material out there to support you.
  119. 119. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.
  120. 120. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference 1. Understand The Need For Governance 2. Build Your Governance Teams 3. Understand How SharePoint Is/Should Be Used 4. Develop/Practice Guidance and Policies 5. Return to Step 2 and Repeat Steps 2 through 4 6. You Have Perfect Governance Steps to Effective Governance… You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
  121. 121. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3.Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  122. 122. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Requirements Definition and Mapping
  123. 123. What makes something a requirement?
  124. 124. We can do that for $10
  125. 125. We can do that for $1 Million
  126. 126. We require a jumbo solution to get to our destination
  127. 127. We require a jumbo solution to get to our destination
  128. 128. Sometimes, you do need this
  129. 129. It’s the destination that matters: The outcome
  130. 130. Kitchen sink projects
  131. 131. Your project will change over time
  132. 132. Unexpected things happen
  133. 133. More than half of “required” features never get used
  134. 134. Result of a kitchen sink project
  135. 135. Shift gears
  136. 136. SharePoint chicken & egg problem
  137. 137. DON’T demo SharePoint
  138. 138. Initial discovery workshop
  139. 139. SharePoint Workshop
  140. 140. Agenda • About the Project , Our Team & Goals • SharePoint Overview • Department and Role • Document Collaboration • Document Storage and Search • Compliance, Records Management & Off-line • Questions
  141. 141. About the Project, Our Team & Goals About this Project – Determine the requirements and scope for a SharePoint implementation at ABC Corp. Our Team – Alison Andrews – Project Manager – Bob Baker – Technical Architect – Carol Conrad – SharePoint Analyst – Don Drummond – Infrastructure Analyst Workshop Goals – Set expectations – Gather your input – Keep it to an hour (+ optional half-hour for further questions)
  142. 142. SharePoint 2007 Overview Collaboration Portal Search Enterprise Content Management Business Process and Forms Business Intelligence Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Enterprise scalability, contextual relevance, rich search for people and business data Integrated document management, records management, and Web content management with policies and workflow OOB workflows, WF integration, rich and Web forms– based front-ends, LOB actions, pluggable SSO Server-based Microsoft Office Excel® spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model
  143. 143. SharePoint 2010 Overview Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Intranet, Extranet, Team Collaboration Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Organizing Information Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Search PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Intelligence Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Building complex solutions on top of SharePoint
  144. 144. Department and Role Please introduce yourself: • Name • Department • What is your role within your department? • How do you interact with technology to do your job? • How does the current technology help you (or hinder you) from doing your job?
  145. 145. Document Collaboration • Do you work on documents with others? – How do you collaborate (e-mail, shared drive) ? • What document types do you create? – Which programs do you use? • Do your documents require multiple reviews and edits? Is approval required? – How do you implement the required workflow? • How do you get the final information out to the audience that needs it? – Do you publish PDF’s? – How are they distributed/posted?
  146. 146. Document Storage and Search • Can you find the documents that you need, when you need them? – Does your shared drive folder hierarchy work well? – How long does it take to find a document? At what point do you give up? • When you create a document, do you know where it should be saved? – Are documents saved in more than one location to ease retrieval? • Does search work well? – What features would you like to see in search that would make it better for you and your team.
  147. 147. Compliance, Records Management & Off-line • Do you have any regulatory requirements that you need to meet? – ISO 9000 – Sarbanes-Oxley – Bill 198 • How are records management policies implemented? – Are there specific policies for document retention and destruction. • Do you have a need for off-line access? – Do you travel off-site for your work – Do you need to work when you are disconnected from the network.
  148. 148. Questions
  149. 149. OK to demo SharePoint
  150. 150. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Using workshops, facilitation and by engaging the business you will define, prioritize, and phase SharePoint requirements.
  151. 151. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Without clear requirements, prioritization and the right expectations being set SharePoint projects won’t scale well.
  152. 152. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4.Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  153. 153. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Understanding Metadata (and how to explain it to others)
  154. 154. What is Metadata? The BIG Question
  155. 155. Data about data
  156. 156. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
  157. 157. What’s a
  158. 158. Let’s use a
  159. 159. What does a cow say?
  160. 160. What does a chicken say?
  161. 161. What does a duck say?
  162. 162. The sounds these animals make are attributes that distinguish them
  163. 163. Example from Yoav Lurie • Prince • Pop/Rock • 1984
  164. 164. Adapted from the “pea soup” story by Serge Tremblay
  165. 165. What is our Base Metaphor for files?
  166. 166. What if we saw this?
  167. 167. Better…
  168. 168. Solve with folders
  169. 169. Hire an intern
  170. 170. What is metadata?
  171. 171. This is metadata!
  172. 172. Not this! or this… What is Taxonomy?
  173. 173. Carl Linnaeus (1751)
  174. 174. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy
  175. 175. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Superclass
  176. 176. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Class
  177. 177. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Order
  178. 178. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Suborder
  179. 179. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Family
  180. 180. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Subfamily
  181. 181. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Genus
  182. 182. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Species
  183. 183. Shared Drive Zoo X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Sales Web Design Newsletter Social Taxonomy
  184. 184. As we’ve already seen: This always works out great
  185. 185. Shared Drive Zoo X: Production Sales & Marketing Marketing Major Hospitals Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Colleges Big Small Sales Web Design Newsletter Social
  186. 186. Moving this mess to SharePoint makes it worse
  187. 187. SharePoint Sux
  188. 188. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  189. 189. Folders for Security Permissions assigned per folder
  190. 190. Folders in SP2010 – They’re back! • Combine metadata and folders • Best of both worlds
  191. 191. A SharePoint Taxonomy (Navigation)
  192. 192. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
  193. 193. Adding Metadata (when uploading)
  194. 194. A SharePoint Simulation
  195. 195. What is metadata?
  196. 196. What is Taxonomy?
  197. 197. What are content types?
  198. 198. Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
  199. 199. Both Content Types in One Library
  200. 200. Content Types for: Workflo w, Policy,Security
  201. 201. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Shared Understanding of Metadata’s Importance and Usage to Improve ‘Findability’ and Information Utility.
  202. 202. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… People Must Understand The Value Of Metadata, Or They Will Reject The Idea.
  203. 203. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Practical Applications of Mind Mapping
  204. 204. Same Page
  205. 205. Abstract
  206. 206. Concrete
  207. 207. Mind Mapping Demonstration
  208. 208. IBIS mapping demonstration http://www.cognexus.org/
  209. 209. What is Card Sorting?
  210. 210. “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
  211. 211. What are the types of card sort? Open & Closed
  212. 212. Open card sorting process Gerbil
  213. 213. Results Gerbil
  214. 214. But not always what you expect Ford Gerbil
  215. 215. But not always what you expect Ford Gerbil
  216. 216. Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template
  217. 217. Back On Track
  218. 218. Navigation workshops
  219. 219. Navigational Map
  220. 220. Document inventory workshops
  221. 221. The Inventory Worksheet
  222. 222. Build the Taxonomy
  223. 223. Build Mind Map (based on inventory worksheet)
  224. 224. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Using visual tools provides shared understanding, which is a crucial driver of shared commitment to a goal.
  225. 225. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Workshops become much more interactive; hone your meeting facilitation skills to retain control and obtain value
  226. 226. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Wireframing, and Process Mapping
  227. 227. Wireframing Workshops
  228. 228. Balsamiq
  229. 229. Common Intranet Components Component Name Purpose Message from the President/Owner/Founder Informative News and Announcements Informative Blog Updates Informative Wiki Updates Informative System Status Informative Upcoming Events/Calendar Informative New Hires/Arrivals Informative Employee Anniversaries/Milestones/Years of Service Informative Recent Departures/Retirements Informative Videos Informative Photos Informative Podcasts Informative Stock Quotes Informative Stock Chart? Informative Weather Informative World Clocks/Office Time Informative Employee Spotlight Informative Contacts Informative Recent Discussions Informative Quick Links/Shortcuts/ Navigation Site Map Navigation Tag Cloud Navigation Search Box (Employee Search, Intranet Search, Etc) Navigation Polls Feedback Provide Feedback Feedback Component Name Purpose Email This Page Sharing Print This Page Sharing Search Tips Informative New Job Openings/Postings Informative Quick Start to Services Navigation How do I/Training/Learning Materials Informative Advertisements Informative New Messages/Notes Informative Availability Dashboard Informative Upcoming Calls/Web Meetings Informative Recent Questions and Recent Answers Informative Community Spotlight/Highlight Informative Site/Department/Team Spotlight/Highlight Informative Inspiring Quote Informative Highlighted/Urgent/Past Due Tasks Informative Most Viewed Content Informative Most Recently Contributed Content Informative Recently Added Projects Informative Survey Feedback Bookmarked Content Informative Top Searches Informative Discounts (Organizational for Retail) Informative Sales Goals Informative Visitors/People Out Of Office Informative Phone List Informative
  230. 230. Balsamiq DEMO
  231. 231. Wireframing Tip!
  232. 232. Don’t Forget Consistency Each Page Design Should Be Consistent Consistency Across User Environments Modify Provisioned Site (or Templates) Based on Need
  233. 233. Business Process Workshops
  234. 234. Visio 2010 Demo
  235. 235. Common Intranet Processes • Absence Reporting and Vacation Scheduling • Expense Reimbursement • Equipment and Room Reservation and Management • Meeting Planning and Management • Policy Review and Approval • Booking Travel • Interview Management and Hiring Processes • Training Sign Up and Management • Event Planning • Change Request Management • Timecard/Time Tracking • Product Planning • Help Desk Ticket Management • Compliance Support • Contacts Management • Inventory Tracking • Lending Tracking • Sales Lead Pipeline
  236. 236. Roadmap
  237. 237. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Time Challenges in SharePoint Projects
  238. 238. What is the best approach to use when working with SharePoint?
  239. 239. ITERATIVE APPROACH
  240. 240. Why Iterative?  SharePoint is a very large platform.  It takes time to understand SharePoint.  SharePoint is great for rapid prototyping, and for proof of concept work.  It ensures there is enough time to review, adjust, and communicate.
  241. 241. Opportunistic driven learning Image from Paul Culmsee
  242. 242. Opportunistic driven learning Image from Paul Culmsee
  243. 243. Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.
  244. 244. Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.
  245. 245. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Using an Iterative Approach keep learning impact in mind, use Visio Timelines to foster shared understanding and commitment.
  246. 246. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Expectation is the timeline killer. If everyone has the same expectations then the timeline is never ‘off’.
  247. 247. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5.Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  248. 248. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Making Information Architecture Decisions
  249. 249. The Importance of Making Good Information Architecture Decisions
  250. 250. SharePoint Containment Hierarchy Documents, Items and Pages Folders and Document Sets Libraries and Lists Sites Site Collections Databases Web Applications Servers Farm What we care about from an information architecture perspective.
  251. 251. SharePoint Containment Hierarchy Metadata Item Documents, Events, Pages, Custom Item, Image, etc. Folders and Document Sets Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Site Collections
  252. 252. Site Collection or Site (Subsite)? OR
  253. 253. Site Collection
  254. 254. Site Collection
  255. 255. When To Use A Site Collection
  256. 256. When To Use A Site Collection
  257. 257. When To Use A Site Collection
  258. 258. When To Use A Site Collection
  259. 259. When To Use A Site Collection
  260. 260. When To Use A Site Collection
  261. 261. When To Use A Site Collection Site Collection 1 Site Collection 2 Webparts & Aggregation Webparts & Aggregation Masterpages & Page Layouts Masterpages & Page Layouts Search Across Site Collection Boundaries Navigation Navigation
  262. 262. When To Use A Site Collection Group A Group B Group C Collection Admin A Collection Admin B Group Y Group Z Collection Admin Y Collection Admin Z Site Collection 1 Site Collection 2
  263. 263. Recommended Approach Bob Mixon on SharePoint 2007 Site Collections
  264. 264. SharePoint Permissions
  265. 265. AD Groups or SharePoint Groups? OR
  266. 266. Advantages Disadvantages SharePoint Group • Not reliant on AD (if your AD is a mess) • Distributed ownership and management options • Managed by users • Can be managed by the SharePoint Object Model • Members of these groups are visible to users in SharePoint. • Only used in SharePoint • Managed by (potentially) untrained users • One more place to manage security (independent of AD) • Cannot contain another SharePoint group as a member. Active Directory Group • Managed by domain administrators • Available in many systems • Centralized management and easier removal • Difficult to determine permissions assigned to people • Requires lots of planning • Members of these groups are not visible in SharePoint. • User can only be a member of 1024 AD groups (recursively). SharePoint Groups vs AD Groups
  267. 267. Item Level Permissions
  268. 268. “Item Level” Permissions
  269. 269. Web Level Permissions
  270. 270. Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly
  271. 271. Purpose of a List? • To Replace Excel Spreadsheets • To Track Complex Input From Multiple People • To Centralize Storage and Retrieval of Content • To Provide Validation, Easy To Use Online Forms • To Reduce Duplication of Effort
  272. 272. One List or Multiple Lists? OR
  273. 273. When To Use a Single List • You want to simplify viewing the same set of items. (When dispersed across many lists it requires additional effort to aggregate the lists). • You want to search for items in the same location. (When dispersed across many lists it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. • You want to receive consolidated updates on the collection of items (alerts or RSS).
  274. 274. When To Use Multiple Lists • You don’t expect people to need summaries of the items together. (When dispersed across many lists it requires additional effort to aggregate the lists). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated updates (alerts or RSS).
  275. 275. Advanced Uses Of Lists
  276. 276. One Library or Multiple Libraries? OR
  277. 277. When To Use a Single Library • You want to simplify viewing the same set of documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You want to search for documents in the same location. (When dispersed across many libraries it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. • You want to receive consolidated updates on the collection of documents (alerts or RSS).
  278. 278. When To Use Multiple Libraries • You don’t expect people to need summaries of the documents together. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated updates (alerts or RSS).
  279. 279. List and Content Type Tip!
  280. 280. Default Content Types and Metadata Values
  281. 281. Navigating with Metadata Tip!
  282. 282. Navigating with Metadata, not Folders
  283. 283. Set up with Library Settings
  284. 284. Configure Setttings
  285. 285. Filters the list
  286. 286. Document Routing Tip!
  287. 287. Content Organizer and Routing
  288. 288. Configure the router
  289. 289. Configure settings
  290. 290. Create Rules
  291. 291. Create/Modify Rules
  292. 292. Use the Drop-off Library
  293. 293. Add a document
  294. 294. Enter Metadata
  295. 295. Detour: 2010 Metadata
  296. 296. Back to Drop-off library
  297. 297. Your document was moved
  298. 298. Rules don’t apply…
  299. 299. … it doesn’t get moved
  300. 300. Folder or Metadata? OR
  301. 301. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  302. 302. What’s wrong with folders? • Deep structures hard to navigate • Finding stuff is hard • Figuring out where to put stuff is even harder • Stuck with a rigid structure • Search is not the silver bullet
  303. 303. What’s the alternative?
  304. 304. What’s the alternative?
  305. 305. Metadata = No more folders • Filtering • Views
  306. 306. Really? No more folders? Ever? • What situations would you use folders? • Subdivide large libraries/lists • Security/Permissions This is a favourite of mine • Ease of use for users Really? No more folders?Really?
  307. 307. Downsides of Metadata • No free lunch (there is pain here) • Awful architectural choices to make – Multiple site collections • Good Practice • Bad for Metadata • Maintenance headache – Can be mitigated • Define at top level if possible
  308. 308. Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)
  309. 309. Folders and Default Values
  310. 310. The Sales document library
  311. 311. Drill down into Military folder
  312. 312. Drill down into Air-to-Ground
  313. 313. Add a new document here
  314. 314. Note: Some metadata prefilled
  315. 315. How did we do that? • Library tab • Library settings
  316. 316. Column default value settings
  317. 317. Select a folder and set defaults • Note folder inheritance
  318. 318. Set the default value
  319. 319. in SharePoint 2010 • Managed Metadata Service • Share Metadata across site collections • Multilingual Metadata (big gotcha ) • Hierarchical Metadata • Navigate via Metadata (already discussed) • Keywords/Folksonomy (Out of scope today) • Folders can assign default metadata (already discussed)
  320. 320. Term Store Management
  321. 321. Adding Terms
  322. 322. Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”
  323. 323. Term Store Manager • Painful & Slow • Needs a better way • I created a ‘toy’ to try out some ideas • http://bit.ly/ruveng-mmts – Article links to other solutions (Excel)
  324. 324. CSV file for Import to Term Store
  325. 325. To Sum Up… • SharePoint 2007 – Folders BAAAAD! – Never use them – Except when the situation warrants • SharePoint 2010 – Folders GOOOOD! – Never use them – Except when the situation warrants
  326. 326. Folder or Document Set? OR
  327. 327. Folders vs. Document Sets Document Sets vs Folders
  328. 328. Document Sets Document Sets vs Folders
  329. 329. Folders and Default Values
  330. 330. Folders vs. Document Sets Document Sets vs Folders
  331. 331. Folders vs. Document Sets Document Sets vs Folders
  332. 332. Folders vs. Document Sets Document Sets vs Folders
  333. 333. Folders vs. Document Sets Document Sets vs Folders
  334. 334. Folders vs. Document Sets Document Sets vs Folders
  335. 335. Folders vs. Document Sets Document Library Document Folder Document Document Folder Folder Document Document Set Document Folder Folder Document Set Document Document
  336. 336. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome You need to understand all of the SharePoint objects, their limitations, and their benefits to make effective decisions.
  337. 337. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… There is always a trade off and all information architecture decisions should be constantly re-evaluated.
  338. 338. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6.Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks
  339. 339. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Putting it all Together (a case study approach)
  340. 340. Introducing multiMEGA Industries The world’s leading supplier of Missiles, Produce and Soap
  341. 341. They Want A SharePoint Intranet!
  342. 342. Find and Involve Stakeholders
  343. 343. Educate Stakeholders
  344. 344. Define and Prioritize Objectives
  345. 345. Initial Discovery Workshop
  346. 346. Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  347. 347. Roadmap
  348. 348. Information Architecture and Governance Areas Above The Line versus Below The Line Permanent central portal - Few authors/Many readers Departmental Portlets Projects & Workspaces My Sites Communication Portal • Central navigation • Central taxonomy • Divisional stakeholders • Enterprise search Personal Collaboration •Local taxonomies •Local search Departmental portlets • Departments • Resources • Business Processes - Few authors/Many readers Semi Structured Team sites - Multiple authors Blogs, bios, Social Central Portal IncreasingStrictnessofGovernance
  349. 349. Navigation Workshops
  350. 350. Document Inventory Workshops
  351. 351. Build Mind Map (based on inventory worksheet)
  352. 352. Common Intranet Processes • Absence Reporting and Vacation Scheduling • Expense Reimbursement • Equipment and Room Reservation and Management • Meeting Planning and Management • Policy Review and Approval • Booking Travel • Interview Management and Hiring Processes • Training Sign Up and Management • Event Planning • Change Request Management • Timecard/Time Tracking • Product Planning • Help Desk Ticket Management • Compliance Support • Contacts Management • Inventory Tracking • Lending Tracking • Sales Lead Pipeline
  353. 353. Business Process Workshops
  354. 354. Structured Approach for Navigation Original Concept – 5 Steps to Structure SharePoint Sites
  355. 355. Wireframing Workshops
  356. 356. Common Intranet Components Component Name Purpose Message from the President/Owner/Founder Informative News and Announcements Informative Blog Updates Informative Wiki Updates Informative System Status Informative Upcoming Events/Calendar Informative New Hires/Arrivals Informative Employee Anniversaries/Milestones/Years of Service Informative Recent Departures/Retirements Informative Videos Informative Photos Informative Podcasts Informative Stock Quotes Informative Stock Chart? Informative Weather Informative World Clocks/Office Time Informative Employee Spotlight Informative Contacts Informative Recent Discussions Informative Quick Links/Shortcuts/ Navigation Site Map Navigation Tag Cloud Navigation Search Box (Employee Search, Intranet Search, Etc) Navigation Polls Feedback Provide Feedback Feedback Component Name Purpose Email This Page Sharing Print This Page Sharing Search Tips Informative New Job Openings/Postings Informative Quick Start to Services Navigation How do I/Training/Learning Materials Informative Advertisements Informative New Messages/Notes Informative Availability Dashboard Informative Upcoming Calls/Web Meetings Informative Recent Questions and Recent Answers Informative Community Spotlight/Highlight Informative Site/Department/Team Spotlight/Highlight Informative Inspiring Quote Informative Highlighted/Urgent/Past Due Tasks Informative Most Viewed Content Informative Most Recently Contributed Content Informative Recently Added Projects Informative Survey Feedback Bookmarked Content Informative Top Searches Informative Discounts (Organizational for Retail) Informative Sales Goals Informative Visitors/People Out Of Office Informative Phone List Informative
  357. 357. Identify Key Pages
  358. 358. Mockup Key Pages
  359. 359. Setup Your Governance Teams
  360. 360. Implement the steps • Find the stakeholders • Establish steering committee • Determine the goals of the project (no platitudes!) • “Requirements” Gathering Workshops • Roadmap and Timelines • Defining personas (who is our audience or audiences) • Card sorts • Navigation workshops • Wireframing workshops • Business process workshops • Document and Taxonomy workshops Governance
  361. 361. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome A well planned information architecture approach will lead to better results.
  362. 362. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Iterative improvements are necessary and should leverage a model like the one we just walked through.
  363. 363. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7. Information Architecture Tips and Tricks 1. Platform For Solutions That Achieve Business Objectives 2. Effective Teams, Patterns, And Practices Are Critical 3. Requirements Need To Be Carefully Considered 4. Shared Understanding And Shared Commitment Are Key 5. Every Decision Is More Effective With More Information 6. Practice And Experience Really Help 7. There Is So Much Out There You Can Use To Help Practical SharePoint IA Review…
  364. 364. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What We Will Cover Today: 1. What Is SharePoint? 2. Understanding SharePoint Governance 3. Requirements Definition and Mapping 4. Visualizing and Communicating SharePoint Concepts 5. Making Information Architecture Decisions 6. Case Study Approach (Implementing SharePoint IA) 7.Information Architecture Tips and Tricks
  365. 365. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Information Architecture Tips and Tricks
  366. 366. Make it easier to work with
  367. 367. Make it easier to work with Powerful Columns You Probably Didn’t Know About
  368. 368. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  369. 369. IBIS Dialog Mapping
  370. 370. Giving Estimates Two Simple Tricks For Making Better Estimates Never Give a Single Number 6 Hours! At least 2 hours… 4 hours maybe? How Long Will X Take You? 16? Way too much. 8 Tops. I better pick something in between… Forgotten/Not Shared Now That We Have Our Magic Number
  371. 371. Always Give Ranged Estimates Two Simple Tricks For Making Better Estimates Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
  372. 372. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates 2-8
  373. 373. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result OVERCONFIDENT
  374. 374. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result LESS CONFIDENT
  375. 375. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result 90% Confident
  376. 376. Give 90% Confident Ranged Estimates Two Simple Tricks For Making Better Estimates 2-8 Hours! Within Range =
  377. 377. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome There are many ways that we can improve usability of SharePoint and as a result improve our Information Architecture.
  378. 378. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Tips and Tricks are not enough to ensure successful Information Architecture.
  379. 379. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Full Name Email Address Role(s) IT Pro Developer End User Architect Biz Analyst Helps us understand where your experience with SharePoint has been and what roles were contained in our workshop audience. Allow Us To Keep In Touch And Send You SharePoint Information Architecture Resources Would you recommend this workshop to a colleague or friend?
  380. 380. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What did you like best or what did you find useful? What was missing or what would you have liked to see?
  381. 381. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact us:  Twitter: @ruveng & @rharbridge  Blogs: spinsiders.com/ruveng & rharbridge.com  Email us: ruveng@navantis.com & richard@rharbridge.com  Resources: http://www.PracticalIntranet.com

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