Gathering requirements and building the taxonomy share atlanta - 2013-04-11


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My presentation at SHARE 2013 in Atlanta. Talking about requirements gathering and how to understand metadata and content types in SharePoint

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  • Let’s dive right in here – Let’s get our key concept on the table.Before you start building a project, you’d better get the requirements right!Do you agree? You don’t want another cowboy project
  • Favorite phrase: If you don’t know where you’re going, any path will get you there.
  • So it’s all about the requirements, right?Except it’s not
  • Because I said so, and I’m the customer.If you don’t include my requirement, I’ll shootOne of my biggest jobs as a SharePoint BA is to manage this desire. My three rules of SharePoint:
  • Cheap: Do it!
  • Wait a sec – maybe we can think of some alternatives(Hey! Maybe it’s no longer a ‘requirement’)
  • Really? Do you really?So, what happens when the customer says “I need this”This is the “we need it all” solution – often arrived at before defining the problemDid you know that a jumbo jet has six million components? IT IS NOT A SIMPLE SOLUTIONThe “Hammer” problem
  • Build something simpler and cheaper and you’ll probably end up getting to your final destination sooner.
  • It’s hard enough to get to success, to get adoption, to build the right thing.Do you know the best way to avoid making a design error in what you build?DON’T BUILD IT IN THE FIRST PLACE!Start simple – get some success and then grow from there.
  • Bottom line: Arrive at outcomes based on business needs, not requirements
  • So, shifting gears: I’ve explained what we should not be doing. What CAN we do?
  • First: DO NOT DEMO SharePoint Confuses peopleSets unreasonable expectations
  • The focus here needs to be on pain points and outcomes: NOT RequirementsTry to stick to one team at a time3 – 8 people is ideal – up to 12-15 can work.Need to make sure you hear from everyoneDon’t let manager dominateMake SURE you get front-line workers, not just managersBook 1.5 hours – plan on an hour and a bit.People love some extra un-booked time at the end.
  • BUILD[1]
  • Note: Picture of ‘tacks’ is a visual joke – it doesn’t mean anything
  • I start my metadata workshop with the “BIG QUESTION”Everyone knows the answer to this…
  • It’s “Data about Data” as Einstein proved all those years ago
  • Thanks for coming, we’re done now…This answer helps absolutely no-one – well, maybe Einstein
  • I’m not telling yet, but…It’s an iterative process – you won’t understand it right away, but you will circle in to understanding over time.
  • The sounds that these animals make are attributes that distinguish them from each other. The sound is NOT the animal, and does not replace the animal, but if I asked even a 3 year old, which one goes ‘quack’ they could point it out to me.So now, a more serious example…
  • How do you sort your CD’s?Artist? Title? Genre? Date? Cover Colour?You have to decide up front – and stick to it, because the objects are physical
  • What if the store was full of unlabeled tin cans? How could you tell which can had the corn?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
  • Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.(Also, the fact that you may not know the language that the label was printed in could pose a problem)
  • Items are grouped by type (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to it
  • Data about dataYes, but not enough info Seth Maislin of Earley & Assoc. says it's the "Is-ness" of something:This 'is' a contract. That 'is' a pop album.For us it enables findability, policy and processFindability for locating the right documentsPolicy – records managementProcess – Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)
  • Not really this, but let’s use these creatures to understand.
  • Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
  • Did you catch the subtle change here.The taxonomy is now of your ‘X’ drive.Which is your shared drive zoo!Let me zoom in
  • Problem here is lack of governance – anyone can add any folder anywhere anytimeThis boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.
  • This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia) [But they really stole it from Xerox]
  • All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
  • A bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
  • Now we’re in great shape!This is nicely structured and labeled, just like the supermarketBUT…
  • What a mess! Now, when you have to search for a document, you have to look in the ‘tree’ and also in all the other spots where the files could be.Another issue… If your boss needs you to find all ATT consumer files across all years, you have not alternative other than clicking all the parent folders open and drilling down to the documents that you need, one at a time.
  • There is a balancing act around finding and saving. The investment you make on one side, pays off (or costs you) on the other side.
  • On the findability side (searching or browsing) [Not a ‘real’ English word]If you really need that needle, you’ll look through a lot of haystacks
  • There is an essential asymmetry to putability [Also not a real English word]: (Except that I learned them from Bill English)You can give up fairly quickly on deciding where to save something – there is always a fast and easy way out….It’s called: I’ll just put it here – I’ll remember later where I left it.
  • I’m not Carl, but let’s talk about why this works.After all, it’s the same as a directory treeThe difference is governance
  • Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
  • Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
  • [BUILD1]Explain metadata and then use this worksheet for ‘homework’SHIFT GEARS AGAIN: to talk about visual tools
  • Mind mapping is not newBeen around a long time, and used for brainstormingDEMO HERE
  • Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive such as X-Mind and freemind.
  • Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.
  • All columns (metadata) exist in the same list, even though the user is only prompted to fill-in the ones for the content type that they are using.
  • Content types cannot be used for security
  • The following slides are a sample deck that I use in workshops
  • Gathering requirements and building the taxonomy share atlanta - 2013-04-11

    1. 1. Gathering Requirements & Building the Taxonomy Tools you can use for success Ruven Gotz Avanade Produced by: Supported by:
    2. 2. My Name Is Ruven Gotz… Director, Collaboration
    3. 3. Requirements
    4. 4. Cowboy project “I’ll start coding, you go see what they want.”
    5. 5. Requirements
    6. 6. What makes something a requirement?
    7. 7. We can do that for $10
    8. 8. We can do that for $1,000,000
    9. 9. We require a jumbo solution to get to our destination
    10. 10. Except, maybe you don’t
    11. 11. My three rules of SharePoint 1. Simplicity 2. Simplicity 3. Simplicity
    12. 12. It’s the destination that matters
    13. 13. Let’s shift gears
    14. 14. DON’T demo SharePoint
    15. 15. Initial discovery workshops
    16. 16. Capture the discussion
    17. 17. Build the Taxonomy
    18. 18. Metadata Workshop:The BIG question What is Metadata?
    19. 19. Data about data
    20. 20. Questions
    21. 21. The BIG question What is Metadata? I think I get it What is I thinkOh! Now I see I get it Metadata? (Mostly)
    22. 22. To understand what are
    23. 23. We’ll use a
    24. 24. What does a cow say?
    25. 25. What does a chicken say?
    26. 26. What does a duck say?
    27. 27. What’s the difference?
    28. 28. What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984 Example from Yoav Lurie
    29. 29. Organizing Content
    30. 30. Another metaphor Adapted from the “pea soup” story by Serge Tremblay
    31. 31. Labels can help
    32. 32. Food taxonomy nirvana
    33. 33. So, what is metadata?
    34. 34. What is taxonomy? or this… Not this!
    35. 35. It’s this…
    36. 36. Carl Linnaeus (1751)
    37. 37. KingdomTaxonomy Animal Kingdom Superclass Invertebrates Vertebrates Class Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Order Suborder Squirrels Mice Porcupines Guinea Pigs Hamsters and Family Mice & Rats Voles
    38. 38. Animal KingdomThe bottom of this tree Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Hamsters Voles Gerbils Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters
    39. 39. X:Taxonomy zooShared drive Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
    40. 40. X:Taxonomy Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
    41. 41. We’ve all seen how well this works out…
    42. 42. X:Taxonomy zooShared drive Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated
    43. 43. Moving this mess to SharePoint only makes it worse
    44. 44. SharePoint Sux! SharePoint is confusing! Why?
    45. 45. What is our base metaphor for files?
    46. 46. Folders on the Mac
    47. 47. What if we saw this?
    48. 48. Better…
    49. 49. Solve it with folders!
    50. 50. Now, you hire an intern to add documents
    51. 51. Finding vs. Saving
    52. 52. Findability
    53. 53. Putability
    54. 54. The #1 rule of SharePoint Except when it makes sense to do so Never use ever folders
    55. 55. When it makes sense… Permissions assigned per folder
    56. 56. SharePoint Taxonomy
    57. 57. SharePoint Taxonomy (Metadata)Customer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile
    58. 58. Adding metadata (when uploading)
    59. 59. A SharePoint Simulation
    60. 60. Inventory worksheet“Homework”
    61. 61. Mind mapping
    62. 62. Mind Mapfrom InventoryWorksheet
    63. 63. What is metadata?
    64. 64. What is taxonomy?
    65. 65. What are content types?
    66. 66. Drug Vacation Request ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________ Manager ____ Manager ____ Approved Y/N Approved Y/N
    67. 67. Both content types in one list
    68. 68. Content types for: Workflow, Policy, Security
    69. 69. Key Points to Take Home• Simplicity, simplicity, simplicity• It’s not about requirements, but outcomes• Visual tools can have a major positive impactShare The SharePoint Conference for Business Users
    70. 70. Thank you
    71. 71. Ruven Gotz @ruveng Avanade The SharePoint Conference for Business Users Slide 72
    72. 72. Appendix: Additional Slides…Share The SharePoint Conference for Business Users Slide 73
    73. 73. SharePoint Workshop
    74. 74. Agenda• About the Project , Our Team & Goals• SharePoint Overview• Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions
    75. 75. About the Project, Our Team & GoalsAbout 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 AnalystWorkshop Goals – Set expectations – Gather your input – Keep it to an hour (+ optional half-hour for further questions)
    76. 76. SharePoint 2007 Overview Documents/tasks/calendars, blogs, wikis, e-mail integration, projectServer-based Microsoft Office management “lite,” OutlookExcel® spreadsheets and data integration, offline documents/listsvisualization, Report Center, Business Virtual Teams/Global Teamsbusiness intelligence Web Parts, Intelligence CollaborationKPIs/Dashboards PlatformOOB workflows, Business Services Enterprise Portal template, SiteWF integration, Process Workspaces, Mgmt, Portal Directory, My Sites,rich and Web forms–basedfront-ends, LOB actions, and Security, Storage, social networking, Topology, Site Modelpluggable SSO Forms privacy control Enterprise Integrated document Content Search management, records Enterprise scalability, management, and Web Management contextual relevance, rich content management with search for people and policies and workflow business data
    77. 77. SharePoint 2010 Overview Ribbon UI SharePoint WorkspaceBusiness Connectivity Services SharePoint MobileInfoPath Form Services Office Client and Office Web App IntegrationExternal Lists Standards SupportWorkflow Intranet, Extranet, Team CollaborationSharePoint Designer Tagging, Tag Cloud, RatingsVisual Studio Social BookmarkingAPI Enhancements Blogs and WikisREST/ATOM/RSS My SitesBuilding complex solutionson top of SharePoint Activity Feeds Profiles and Expertise Org BrowserPerformancePoint ServicesExcel ServicesChart Web Part Enterprise Content TypesVisio Services Metadata and NavigationWeb Analytics Social Relevance Document SetsSQL Server Integration Phonetic Search Multi-stage DispositionPowerPivot Navigation Audio and Video Content TypesBusiness Intelligence FAST Integration Remote Blob Storage Enhanced Pipeline List Enhancements Organizing Information Search
    78. 78. Department and RolePlease 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
    79. 79. 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?
    80. 80. 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.
    81. 81. 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.
    82. 82. Questions