Planning for SharePoint - The SharePoint Maturity Model - as presented 20 July 2011 at the Boston Knowledge Management Forum


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Planning for SharePoint - The SharePoint Maturity Model - as presented 20 July 2011 at the Boston Knowledge Management Forum

  1. 1. Planning for SharePoint: The SharePoint Maturity Model Presented at the Boston KM Forum 20 July 20117/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 1
  2. 2. Agenda• Logistics• What’s in it for me?• About Me• About My Company• Planning for SharePoint• About the SharePoint Maturity Model• About Microsoft’s SP Competencies• SMM Competency Definitions• SMM Maturity Level Definitions• The SharePoint Maturity Model - overview• Self Evaluation Matrix• The SharePoint Maturity Model – detail & case studies• Credits & Resources7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 2
  3. 3. Logistics• In Session – Questions welcome! – If you’re tweeting / live blogging, please include: • #SPMaturity • @sadalit• Post-Session – 5 pm - SIKM – evening meeting @ Naked Fish in Waltham – – 455 Totten Pond Road, Waltham, MA 024517/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 3
  4. 4. What’s In It For Me?• The Maturity Model can help you develop your strategic roadmap, and ultimately lead to: – Greater business process efficiency – A more trustworthy SP environment – Happier, more empowered users – More time for YOU • to innovate, rather than putting out fires or answering the same question over and over.• You can get a quantitative sense of your progress by re- evaluating each year.• You are helping to build a data model that will help answer larger questions about where organizations are in their SP maturity by industry, number of years of use, etc.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 4
  5. 5. About Me • Project Manager and Business Analyst focusing on SharePoint • Working with SharePoint since beta 2003 version • 50 SharePoint implementations • Microsoft Certified Technology Specialist Senior Software Engineer, BlueMetal Architects7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 5
  6. 6. About My Company • Founded by ex-Microsoft product and technology executives • Helping clients architect, build, and deploy software solutions in 4 areas: – Application Modernization – Cloud Platforms – Information Management – User Experience • Deep and broad expertise in Microsoft and related technologies. • 20 employees with over 125 years of previous experience working directly for Microsoft.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 6
  7. 7. Planning for SharePoint7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 7
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  20. 20. About the SharePoint Maturity Model• Developed in Fall 2010 for the purpose of bringing a holistic view to a SharePoint implementation, and bringing standardization to the conversation around functionality, best practices, and improvement.• Starts at 100 rather than 0• A framework rather than a formula• Typical rather than recommended• Does NOT currently cover: – Public-facing websites – Compliance and regulatory issues – Visual design and branding – Cloud/online versions of SP• Version 1 published 5 November 2010.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 20
  21. 21. About Microsoft’s SP Competencies Ribbon UI SharePoint WorkspaceBusiness Connectivity Services SharePoint MobileInfoPath Form Services Office Client & Web App IntegrationExternal Lists Standards SupportWorkflowSharePoint DesignerVisual StudioAPI Enhancements Tagging, Tag Cloud, RatingsREST/ATOM/RSS Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org BrowserPerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb Analytics Enterprise Content TypesSQL Server Integration Metadata and NavigationPowerPivot Document Sets Multi-stage Disposition Social Relevance Audio and Video Content Types Phonetic Search Remote Blob Storage Navigation List Enhancements FAST Integration Enhanced Pipeline Source: Microsoft Corp.
  22. 22. About Customizations in SharePoint• For the purposes of the Maturity Model, Customizations are defined as anything that touches the SharePoint server – i.e. the 12 hive, inetpub, or GAC (thanks Mark Miller!)• Called “Development” by some• Represented with a red line in the matrix – above the line, customization may be needed.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 22
  23. 23. Competency Definitions - CoreArea Description Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of contentPublication (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow. Multiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site),Collaboration archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow). Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focusBusiness Process include data (unstructured/structured), workflow, user security / roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization. The ability to query indexed content and return results that are ranked in orderSearch of relevance to the search query. Areas of focus include scopes, display of results, optimization, integration and connectors, and performance. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 23
  24. 24. Competency Definitions - AdvancedArea Description The human capital of the organization as represented in SharePoint by profiles,People & MySites, and community spaces (the virtual spaces that support particular areasCommunities of interest that may span or fall outside the organizational structure). Custom solutions specific to the needs of the business (traditionally served byComposites & paper forms, Excel spreadsheets and/or Access databases) which may beApplications accomplished by multiple technologies working together. Line of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. MaturityIntegration proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data. The means of viewing business data in the system. Maturity proceeds throughInsight aggregation of views, drill-down and charting, actionability, and analytics and trending. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 24
  25. 25. Competency Definitions - ReadinessArea Description The hardware and processes that support the system. Areas of focus includeInfrastructure & farm planning, server configuration, storage, backup/restore, monitoring, andAdministration updates. The human resources that support the system and the level of training withStaffing & Training which they are provided. Custom development and/or third-party products that extend the out-of-box functionality of the system. Areas of focus include development environment,Customizations management of source code, method of build and deployment, testing, and development tier. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 25
  26. 26. Maturity Level Definitions SharePoint Description Level 500 The particular area is functioning optimally and continuous improvement Optimizing occurs based on defined and monitored metrics. 400 The particular area is centrally supported, standardized, and in use across Predictable the entire organization. Governance is defined and followed. Maturation The way the particular area is leveraged is defined and/or standardized, 300 but not in use across the entire organization. Governance is defined but Defined may not be widely understood/followed. 200 The particular area is managed by a central group (often IT), but the focus Managed and definition varies by functional area, or is limited to a single area. 100 The starting point of SharePoint use. Initial7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 26
  27. 27. The SharePoint Maturity Model – 1 alongCore Concepts Maturation also occurs – this vector Level Publication Collaboration Business Process Search Power users can edit existing workflows to adapt them to changing business needs on the fly. Users Content is personalized to the user. Users understand relationship of Collaboration occurs outside the leverage data from BPM to optimize Content is shared across multiple functions tagging to search results. 500 and systems without duplication. Feedback mechanism is in place for pages and firewall – i.e. with external contributors. Automated processes process, simulate on real data, clear bottlenecks, balance work across Process exists to create content w/no results. Automated exist for de-provisioning and workloads. Users have visibility into Optimizing taxonomy. Automated tagging may be present. archiving sites. the process and can provide tagging may be used. High volumes can be handled. feedback to process improvements. Business processes extend to external users. Workflow is a component of SP- Content is monitored, maintained, some is Collaboration tools are used across based composite applications with Content types and custom targeted to specific groups. Usage is the entire organization. Email is connectivity to LOB systems. Users 400 analyzed. Digital assets are managed appropriately. If more than one doc mgmt captured & leveraged. The system supports promotion of content from have access to process analytics and audit trails. Collaboration happens in properties are leveraged in Advanced Search. Results are customized to specific needs, Predictable system is present, governance is defined. Mobile access considered. WIP to final. Mobile access considered. the context of a work item as part of a dynamic, nonlinear business may be actionable. process (the “case”). Process is considered as a whole,Maturation Site Columns/ Managed Metadata Collaboration efforts extend rather than as automating functional standardize the taxonomy. Custom content sporadically to discussion threads, tasks. Transition from procedural Search results are analyzed. 300 Types are created. Custom page layouts & site templates are configured. Approval wikis, blogs, and doc libs with versioning. Site templates are document workflow to orchestration of dynamic business process. Best bets and metadata properties are leveraged to aid process is implemented. Incoming email developed for specific needs. SharePoint is becoming the BP Defined activated for some lists/libs. Site Map is Incoming email activated for some platform, w/the introduction of 3rd the search experience. present. lists/libs. party BPM tool to support more complex business rules. Business processes are designed; Custom metadata is applied to content. Mechanism is in place for new site some custom, departmental “no- Custom scopes employed to aid 200 Templates standardized across sites. Lists used rather than static HTML. Multiple requests. Collaboration efforts are collected in document libraries code” workflows (SP Designer, Visio, or third-party tool) may be the search experience. More complex iFilters may be applied. document mgmt systems may be present (links emailed rather than implemented to handle simple Managed w/out governance around purpose. documents). business rules (decision-based Content may be federated. routing). . Business process is loosely defined. Navigation & taxonomy not formally Out of the box SharePoint workflows Out of box functionality for considered. Little to no checks on content. Out of box collaboration sites set up 100 Folder structure re-created from shared drives. Content that could be in lists is as needed without structure or organization. No formal process (approval, collect feedback) leveraged sporadically. A doclib or list query, results, and scopes; PDF iFilter installed; some additional provides a central base of operations. content sources may be Initial posted in Content Editor WP. Out of box site templates / layouts are used. exists for requesting a new site. Any workflow is document- vs. indexed. application-centric. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 27
  28. 28. The SharePoint Maturity Model – 2 – Advanced Concepts Maturation also occurs along this vector People and Composites and Level Integration Insight Communities Applications Users can edit certain profile Forms connect with LOB External data data that writes back to AD or data. New capabilities & 500 HRIS. MySites template is requirements are surfaced (partner/supplier or Analytics and trending are industry) is integrated with employed. Optimizing customized. Communities & integrated into SP. extend to external participants. downstream capabilities. Profile fields may integrate with Most of the systems that are LOB data. MySites are InfoPath forms improve the desired to be integrated, 400 centralized (only one instance user experience. Mobile are integrated. A data Items are actionable. Predictable per user). Communities flourish functionality is supported. warehouse may be under governance. integrated with SP. Custom profile fields reflect company culture; photos areMaturation updated from central source. Most critical business forms 300 MySites rolled out to all users, are online; some involve Multiple systems are Reports allow drill-down and integrated with SP. charting. Defined supported, trained. Community automated workflows. spaces connect a particular set of users. MySites rolled out to pilot Increasing use of SP lists to A single system is integrated groups or users. Out-of-box replace Excel spreadsheets 200 profiiles implemented. and paper forms. with SP (Line-of-business, Reports are aggregated document management, through customization. Managed Community spaces may be Applications are opened up etc.). piloted. to a larger group of users. Some paper forms Links to enterprise systems converted to SP list forms. Basic profile data imported posted on SP site. Printed or Existing reports are used; 100 from AD or other source. Many Excel spreadsheets, exported business data is data is brought together Access databases, paper Initial MySites host not created. stored in doc libs. AD manually. forms still stored in / linked integrated with SP profiles. to from SharePoint. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 28
  29. 29. The SharePoint Maturity Model – 3 – Readiness Concepts Maturation also occurs along this vector Infrastructure and Level Staffing & Training Customizations Administration Top-down support in place; Deployment is fully automated System health & error logs dedicated IT business analyst, via features . Source code is 500 monitored. Processes for server admin, helpdesk, training managed centrally as IP, re- archiving & de-provisioning are staff; empowered user usable and shareable. Content Optimizing in place. community. Multiple training owners understand the offerings exist. importance of QA testing. Backup/restore has been tested. Dev and QA environments are IT has more than one resource Deployment is fully automated present. Administration may be knowledgeable on the system. 400 improved via third-party tools. Requests for new functionality – solution package and scripts. Total Cost of Ownership is Predictable BLOB integration may be are tracked and prioritized. An considered. present. Performance end-user training plan is in place. considered.Maturation SP evangelized around the Number of servers is appropriate Mixed automated manual organization by individual or small to demands and scalable for deployment process - some group. Content owners from 300 future growth. Dev some functional areas are trained artifacts deployed via scripts, environment is present. Service others by following list of Defined and using the system. One IT Packs tested in QA and installed manual steps. Source control resource knowledgeable on the in a timely fashion. is centralized. system. SP evangelized to a subset of Changes are deployed from Multiple server installlation or depts or functional areas by an 200 single-server is backed up on a individual; work mainly done by one environment to another using backup/restore. Source Managed regular basis. individual or small group. control is simple file storage. Training is informal, ad-hoc. No development, or Single-server installation, development is done in 100 sometimes rogue . No plan for One pioneer or small group pilots Production. No QA / the product. Initial availability / disaster recovery. development environments. No source control. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 29
  30. 30. Data Model Examples7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 32
  31. 31. Publication Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow. Level Competency Content is personalized to the user. Content is shared across multiple functions and 500 systems without duplication. Feedback mechanism is in place for pages and taxonomy. Optimizing Automated tagging may be present. Content is monitored, maintained, some is targeted to specific groups. Usage is analyzed. 400 Digital assets are managed appropriately. If more than one doc mgmt system is present, Predictable governance is defined. Mobile access considered. Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are 300 created. Custom page layouts & site templates are configured. Approval process is Defined implemented. Incoming email activated for some lists/libs. Site Map is present. Custom metadata is applied to content. Templates standardized across sites. Lists used rather 200 than static HTML. Multiple document mgmt systems may be present w/out governance around Managed purpose. Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure 100 re-created from shared drives. Content that could be in lists is posted in Content Editor WP. Out Initial of box site templates / layouts are used.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 35
  32. 32. Publication – End User Perspective Level End User Perspective 500 I see the content that is relevant to me. Optimizing I can report a problem or make a suggestion about anything on the site. 400 I see the content that is relevant to my department or location. Predictable I know that the content is fresh and regularly maintained. 300 When I navigate around the different sites, I know what to expect at each site. Defined But I have no idea if the content is fresh or not. 200 I know how to use metadata columns. Managed Could you just post this for me? 100 I know how to publish a document in SharePoint. Initial I still get to use my network drive, right? And folders?7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 36
  33. 33. Maturity per Years of Use Publication 550 500 450 Maturity Level 400 350 350 300 300 250 272 278 266 236 243 200 150 100 1 2 3 4 6 7 9 Years of SharePoint Use7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 37
  34. 34. Publication – 100-level example Source: S. Van Buren7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 38
  35. 35. Publication – 500-level example Source: Step Two Designs Intranet Innovations 2010 – Gold Winner7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 39
  36. 36. Publication – 500-level example Source: Microsoft7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 40
  37. 37. Publication – Resources Needed Level Resources 500 • System/Business Analyst Optimizing • SharePoint Evangelist 400 • System/Business Analyst Predictable • SharePoint Configurator / Power User • SharePoint Evangelist 300 • System/Business Analyst Defined • SharePoint Configurator / Power User 200 • SharePoint Evangelist Managed • SharePoint Configurator / Power User 100 • SharePoint Configurator / Power User Initial7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 41
  38. 38. 7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 42
  39. 39. Future Plans and Improvements• Centralized system for receiving data• Mapping to vendors – services and products• Mapping to resourcing• Mapping to SP versions – Standard/Enterprise – Cloud• Operational steps to maturity in the competencies (Torben Ellert has already done this for Search – – boosting-your-sharepoint-search-maturity-level.html)7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 80
  40. 40. Upcoming Events• July 30 – SharePoint Saturday NYC – px• August 11-13 – SharePoint Saturday the Conference – Washington, DC – - #spmaturity @sadalit ©2011 Sadalit Van Buren 81
  41. 41. Call to Action• Contact me (contact info on next slide) – With Questions – With Feedback – If you’d like help assessing your SP implementation and learning more about how to get to greater SharePoint Maturity.7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 82
  42. 42. Contact InformationSadie Van Buren• Twitter: @sadalit• LinkedIn: Maturity• Twitter: @SPMaturity• – Tools, templates, and resources7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 85
  43. 43. Thank you!7/20/2011 - #spmaturity @sadalit ©2011 Sadalit Van Buren 86