Changing SharePoint IA from 2003 to o365
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SharePoint has come a long way ahead from 2003 to O365. With every updated version drastic changes are introduced and all for good. Consequently, SharePoint Governance and IA Strategy also changed to adapt to the latest version. However there is no Out of the Box way to implement correct and efficient Governance and IA with any of the version. Moreover, all five versions of SharePoint are been used in the market at the moment. My presentation will cover the changes and adaptability of Governance and IA right from the oldest son 2003 to the newly born and energetic daughter O365.
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Changing SharePoint IA from 2003 to o365
- 8. SP 2003 (Portal and CMS) SP 2007 (Portal, CMS and BPM) SP 2010 (Portal, CMS, BPM, Integration and BI) SP 2013 (Portal, CMS, BPM, Integration, BI, Social and Mobility) O365 (SharePoint and More) SP 2016 (Talk to Bruno
- 12. “Everything available to me, at all the time and at all devices”
- 13. 1. A Ton of stuff to manage. 2. The one pager.
- 14. Well ! How many of you have gone through the upgradation of SharePoint?
- 15. • Teams are overwhelmed. • In a structured organisation 24% of their time goes in searching for the information. • 38% of time they spent in duplicating the work. • 64% of team members don’t know how to find the information. • 80% of team members don’t know where to access the information in first 5 seconds. • And the numbers keep adding up ….. Reference: AIIM.org (Association for Information and Image Management)
- 18. “More audience tighter the governance”
- 20. • Form Governance Committee • Associate it to various business groups • Define roles and responsibilities • Determine measurable objectives • Establish periodic review process guided by governance policies to exercise governance over the Intranet platform. • Establish a clearly defined Governance Support Model • Form a Governance Framework/lifecycle which will be followed iteratively. • Form a Change Management Function and integrate it into the Strategy Team.
- 21. Who is leading the charge ?
- 26. Navigation: The pathway to information or how information is presented. • Page Layout • Search • Global Navigation • Local Navigation
- 37. • Hybrid (Sensitive data On Premises Generic Data On Cloud) • Rich Custom Application should stay On Prem. • Extranet on cloud. • Generic Data (SLAs, Policies, Guidelines etc. )
- 38. • Architecture Policies and Standards • Documents • Pages
Editor's Notes
- HM: How is everyone doing ? Sounds like that this is the last session on Saturday. The Lazy Arvo! Welcome to O365 Saturday Adelaide. Now How to adapt with changing SharePoint Governance and Information Architecture from 2003 to O365. What the heck is this you must be thinking that I am going to cover the ShaePoint history of past 12 Years. Well its true we are going to talk about in next 70 Minutes. The good 70 minutes of this cosie room. But in a very lighter way and will make fun. My Name is Harsh Mishra I am a SharePoint Enterprise Architect, Business Analyst and Quality Analyst with an extensive ICT services and customer facing background. Driven with passion for business, process and technology having more than 11 years of experience in managing, designing, developing and implementing software solutions for various domains including Utility, Telecommunication, Finance, Bulk Commodity Management, Grain and Mining Industries I am originally from India and spent most of the time in East coast of United States during various phases of my life (Hence I call myself Yankee !). I have worked with some of the giant corporates such as Alcatel-Lucent Inc., Citigroup Inc., and AT&T Inc. in US, France and India, and have love/hate relationship with SharePoint from 2003. Which eventually converted into a perfect wedding with the evolution of SharePoint 2013 and O365 :-). That’s a quick 30 sec introduction of myself.
- -- Governance Conversation Here we are going to talk about some strategic Governance Points: What do we expect from Governance What are the questions that we need to ask ourselves around governance Evolution of SharePoint and challenges associated with it. And most importantly why we need to think about all this ????
- HM: Now I have talked enough about myself. Now we are going to talk about a bit of yourself in next few slides.
- HM: What we all expect from SharePoint, from beginning to O365. Like this pretty picture from Microsoft that says that SharePoint from 2003 to O365 is all governed. But the reality is different. SharePoint has come a long way ahead from 2003 to O365. With every updated version drastic changes are introduced and all for good. Consequently, SharePoint Governance and IA Strategy also changed to adapt to the latest version. However there is no Out of the Box way to implement correct and efficient Governance and IA with any of the version. Moreover, all five versions of SharePoint are been used in the market at the moment. This presentation will cover the changes and adaptability of Governance and IA right from the oldest son 2003 to the newly born and energetic daughter O365
- -- How do I know where to store my document or content. 1. Can I upload the document to the prettiest site. 2. Or shall I create my own site to upload my document. 3. Or shall I tweet, use Yammer or what is yammer. And so on,. The fact is SharePoint OOTB is a system or tool to store unstructured information and that why OOTB it doesn’t come with the governance. And that’s why you all are here today to get that OOMPH to get that strategic focus on Governance.
- HM: A different question, More on Roles and Responsibilities: How many of you are IT Pros, Quality Managers, Information Managers, Business Managers, and Finally the End Users. -- Emphasise on End Users. We are all End Users -- Emphasise on SharePoint being a business application rather then IT application. Now this is whole new chapter and we will talk about this in detail in a second.
- HM: This means at this given time we have 5 versions of SharePoint existing in the business. Where am I going to store the information, which one is better etc. Explain every version of SharePoint: With 2013, It got bigger and Better and essentially a tear 1 Business Application, Or an Intranet on steroids. Now again with 2016, five different versions of SharePoint, lot of migration, lot of management and strategy. -- Demo Office 365 SharePoint Booth.
- HM: -- Highlight the fact that all the extensibility is now going to the cloud. That is a lot of change and needs some serious strategy. So the game changes once again.
- -- How many have a strategy in place -- How many have a Governance Plan in Place, If no contact and we design it for you. : Joke. Strategy by definition is a very stressful thing. -- Pitch the Jeniffer Joke of controlling her child to highlight stress. -- And now with the ever changing technology specially cloud, its going to get complex but is it going to be tougher or easier lets see.
- HM: Highlight a Hotel Example, before they use to ask Do you need Wifi, but now they ask how many devices are you connecting to Wifi.
- This is misleading. Nobody can articulate the governance journey. As a consultant highlight all the poor governance example with all the companies I have worked with.
- HM: It is never be an application upgrade. Its about adapting the SharePoint according to your business model. -- Planning Governance, -- Defining Information Architecture, -- Correcting mistakes -- Adapting to new technology. -- Take advantage of new technology -- Still maintain the old essense., -- Change Management -- Transition My goodness I am going to Hawai ,,,,,
- The reason why it was implemented is not the reason why you are using. And that’s the reason Governance is always a challenge.
- -- Explain the portal and team sites rule.
- Business Performance: -- Business Performance will improve significantly with effective Business Management System. Its policies and processes. -- This drives governance. -- Essentially the thumb rule is to inherit the organisational governance to SharePoint Governance. Encourage Standards and Consistency: -- Review departments and divide them in logical groups. -- Identify common information -- After analysing lesson learnt logs provide best practises Provide Services and Solutions: -- at every level from Users to Teams to Business.
- -- Periodic Review Process can be AUTOMATED by creating a action list. -- Governance Framework – Setting up the starting point for all three taxonomies
- HM: Now who is leading the charge of your SharePoint Governance. Most of the people don’t know who is the leading the charge. Again comes back to roles and responsibility. Highlight the concept of Governance group.
- Perfect example: Sushi, how many people here love to eat sushi. The most simple dish to look at but the most complex dish to prepare. When we look at the policies and when we look at the guidance when we look at the enforcement this should be the key.
- HM: Highlight the white points on the screen. Give the example of Dyson Vacume that this is been tried atleast 280 times to get the final version and joke about Dyson hand dryer. Finally conclude on the concept of learn from your mistakes.
- -- Some examples to structure information. -- You should know where to find before searching. -- Arranging the information.
- HM: Highlight the example of Project Management FrameWork.
- -- Apps are not strategic. -- Apps are Sticky tapes not solutions. -- Highlight the concept of Kwizcom webpart to filter your document . -- So in business concept we need to build solution and buy apps as needed. -- Put governance around it, always remember where the apps store the data. Specially for international firms. -- Highlight Concept of declarative artifacts
- HM: From 2003 to 2010 above mentioned principles will easily fit. 2010- Highlight the basic blocks. 2013: We look Mobil, Hybrid, Social 2016: Basics and Pillars are largely going to be same. (again talk to Bruno )
- -- To incorporate and make provisions for this is super tricky.
- HM: 1. What we need a team to deliver here. If we stick with our Strategy Group, Reference Group, and Working Group. And we can still Govern this beast.
- -- HM: Mobil is an imperative source of SharePoint Governance to cover the Mobile. So we got to consider mobile.
- HM: With Governance everyone has to be inline. If you one individual who goes out and don’t follow it will spread and turns all the Reds Blue.
- HM: Some arms are blue, some heads are blue this way it will transform in a complete non governed manner.
- HM: Highlight about governance adaptability, Which one of these company has reached the fastest. one million subscriber mark Then Click and show the stats. -- Now this slide has nothing to do with SharePoint. With this pyramid you can see that the facebook and foursquare have set the foundation. -- Subsiquent to when this slide is created an app called PARASCOPE came out. It’s a live vedio broadcasting webapps. They got the million subsceiber in 10 Days 10 Days. Now bring it back to SharEPoint Context. -- I am going to focus on SharePoint Strategy based on the pillars mentioned before. And this is important so start small and build. Keep it simple.
- Every enterprise is unique and should determine the best way to implement its own governance plan. The following are suggested stages of a governance implementation for your enterprise to consider: A quick Run Through Determine initial principles and goals It starts from forming a governance committee, overall goal definition of Key Executives this will form The Governance Body Governance Body should initially develop a governance vision, policies, and standards that can be measured to track compliance and to quantify the benefit to the enterprise. Determine teams: Teams that define and enforce policies, roles, and responsibilities associated with a SharePoint solution (The good starting point is the Stakeholder table in BRD, however it will be used at the implementation level). Measurable objectives can be developed according to the policies. (Implement capability to analyse and report on Intranet usage). This should be inline with the Organisation’s process model For example, at this stage, the initial corporate metadata taxonomy could be determined along with the initial IT service offerings. The initial principles, goals, and standards should be published and publicized. This exercise will also help in defining the cross pollination between the processes. Which eventually helps in creating the common Term Groups. (Not relevant to publishing area) 2. Classify Business Information Identify Taxonomy, and Folksonomy to build Term Sheets. 3. Develop Associated Processes: As per Step 1. start building governance processes by engaging respective teams. 4. Develop an education strategy: The governance policies that you determine must be publicized to your enterprise, and you should have ongoing education and training plans. Note that this includes training in the use of Office SharePoint Server and training in the governance standards and practices. For example, your IT department could maintain a frequently asked questions (FAQ) page on its Web site to respond to questions about its Office SharePoint Server service offerings. Your business division could provide online training that describes the implementation and use of the document management system in the enterprise. Education: first targeted at intranet authors, standards, guidelines (phase 2 == collaboration) 5. Develop an ongoing plan Because successful governance should be ongoing, the governance body should meet regularly. Ongoing activities include incorporating new requirements in the governance plan or re-evaluating and adjusting governing principles or standards and continuous auditing. Conflicts may need to be resolved as competing needs arise, such as between your IT department and one or more business divisions. Your governance body should report regularly to its executive sponsors to promote accountability and to help enforce compliance across the enterprise. Keep in mind that, although this sounds laborious, the goal is to increase the return on your investment in Office SharePoint Server, maximize the usefulness of your Office SharePoint Server solution, and increase the productivity of your enterprise. NOW… what do we mean by an ongoing plan? Not a single plan, that’s for sure.
- HM: I am excited to come next year and hear the success stories of your governance and its adaption. Using the concepts mentioned on these slides.
- -- Good Bye Note: Off course I want you stay in touch so please connect using the information disoplayed. Feel free to send me the email or connect on the Linked Please evaluate this session from the Kiosk outside. If you loved it my name is Harsh Mishra if you hate it my name is Russel Brand Thankyou very much see you around,. And enjot the spring.