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How to implement SharePoint in your
organization
JOŠKO IVANKOV, EVISION




SHAREPOINT AND PROJECT CONFERENCE ADRIATICS
ZAGREB, 11/28/2012
sponsors
Agenda
• Why SharePoint implementations fail?
• How to implement SharePoint in your organization?
• Start small with…
• Big picture
• SharePoint Team
• Governance plan
• Closure
• Q&A
SharePoint poll
• Does your company/organization have SharePoint?

• Your SharePoint implementation status is:

  • Installed only (without knowing what to do next)
  • Implementation still in progress (using only part of SharePoint
    potential)
  • Implemented (using full potential of SharePoint)
  • Failed
Why SharePoint implementations fail? (1)
1. A Solution without a Specific Problem

  • Without clear understanding of the problem(s) SharePoint should
    address

  • The problem is magnified with SharePoint

  • SharePoint is implemented to „improve” collaboration, communication,
    document management record keeping in general

  • IT installs and configures the SharePoint environment and hands the
    reins over to the business users without documentation and training
Why SharePoint implementations fail? (2)
2. The Solution Doesn’t Fit the Organization

  • A technical solution can only be a success if it supports and enhances
    the way people already work

  • SharePoint implementer must work with the business groups to
    develop processes and standards that enable SharePoint
    collaboration, communication or record keeping
Why SharePoint implementations fail? (3)
3. A Lack of a Long-Term Governance Plan

  • Issue of balancing the roles of IT and the business

     • Business users view IT as unresponsive

     • IT sees the business users requesting difficult configurations and customizations
       and imposing stability risk


  • Good information governance plan can ensure users can quickly find
    relevant information and avoid issues where inaccurate information
    accumulates
Why SharePoint implementations fail? (4)
4. Skipping the Training

  • Many SharePoint implementations don’t allocate time for training and
    an initial incubation period for the business

  • Without training users can become frustrated with any new system that
    requires work changes, and small issues become big problems
Why SharePoint implementations fail? (Summary)
• These issues are challenging for IT because:

  • They are non-technical in nature and often take a great deal of time,
    compared to the comparatively comfortable task like bringing
    SharePoint farm online

  • A successful solution requires consensus at all levels of the business –
    only IT group can not alone be in the roles of business process and
    team-building consultants
How to implement SharePoint in your
organization?
• Keep it simple

• Start small

• Seek a champion

• Show the possibilities

• Solve a problem
Keep it simple (1)

• When you first introduce SharePoint to business users in your
  organization don’t use words like collaboration, document
  management, platform, …



• Describe SharePoint as tool that will help them in everyday
  work like other Office tools (Word, Excel, Outlook,…)
Keep it simple (2)
• if:
    •   Word is a tool for entering information
    •   Excel is a tool for calculating information
    •   Browser is a tool for viewing information
    •   Outlook is a tool for sending/receiving information
    •   Google/Bing is a tool for finding information


• then
    • SharePoint is the tool to do it all
What is SharePoint? (2003)
SharePoint Portal Server 2003 provides a powerful, unified portal solution for large organizations that
need to use their existing information more effectively, help their employees collaborate efficiently, and
deliver relevant content to employees, partners, and customers.

SharePoint Portal Server 2003 is a scalable and reliable platform that helps organizations:
    • Put information to work
    • Connect people and workspaces
    • Target and tailor information to users or groups
Scalability and Reliability
SharePoint Portal Server 2003 provides tools that you can use to easily deploy and manage your portal solution. Administrators can use SharePoint Portal Server 2003 to connect to and manage content resources. Additionally, administrators can use the management
interface in SharePoint Portal Server 2003 to manage, monitor, and deploy Windows SharePoint Services sites, so your organization can work quickly and effectively.
SharePoint Portal Server 2003 can meet the demanding requirements of any size organization by scaling to meet increasing demand and providing reliable, secure portal services to the organization.
SharePoint Portal Server 2003 uses a distributed server architecture based on Windows Server 2003 and Microsoft SQL Server 2000. You can cluster servers that run SharePoint Portal Server 2003 to improve availability. If one server fails, users still have uninterrupted
access to data, documents, and applications. Network Load Balancing distributes the processing load across multiple servers, which makes maintaining reliable services under peak load easier. SharePoint Portal Server 2003 uses Windows Server 2003 security to
protect your documents and information from accidental or malicious harm.
Putting Information to Work
SharePoint Portal Server 2003 helps you put information to work. Most organizations have a wealth of information that is stored in multiple formats and locations including file shares, Web sites, databases, and line-of-business applications. Tying this scattered information
together, making it easier to find, and integrating it into the life of the business is a critical challenge. SharePoint Portal Server 2003 provides a unified portal to your data and information wherever it is located, and it helps you use that information effectively and
productively.
SharePoint Portal Server 2003 provides powerful indexing and search engines to help you easily find the information you need in a wide variety of supported content sources. Additionally, you can organize information into topics and narrow searches for easy discovery.
You can also integrate your existing line-of-business applications with SharePoint Portal Server 2003 so that you can bring the enterprise and customer relationship applications that you rely on into the portal. Single sign-on further simplifies access to these applications,
enabling your employees to get more out of the information that already exists within your organization. Web Parts can provide customizable views of data as well as familiar analytical tools. By making information easy to find and putting it at your fingertips, SharePoint
Portal Server 2003 gives you more time to concentrate on your work so that you can be more productive.
Connecting People and Workspaces
Nobody works in a vacuum. Finding information and best practices is a good start, but you also need to share that information and work with other people to achieve your business goals. SharePoint Portal Server 2003 helps individuals and teams connect by facilitating
collaboration and communication across the organization. SharePoint Portal Server 2003 builds upon the foundation of Windows SharePoint Services by providing a Site Directory to aggregate, organize, and create SharePoint sites across your organization, enabling you
to build a true collaborative portal solution for your organization. Teams are able to publish new content to the portal, hel ping to preserve knowledge and expertise for the future.
SharePoint Portal Server 2003 also leverages the easy-to-use document collaboration features and moderated publishing capabilities provided by Windows SharePoint Services, including the ability to quickly create document workspaces where teams can centrally edit
and discuss documents and access previous versions. SharePoint Portal Server search enables users to connect with the experts in an organization by quickly locating people and teams, as well as documents and Web sites. This architecture is extensible, so you can
easily create solutions that match your organization's needs.
Targeting and Tailoring Information
With the flood of information people deal with every day, identifying and delivering information that is relevant to a particular user or group is a serious challenge. Frequently, important information is overlooked or sits unused in e-mail or line-of-business applications.
SharePoint Portal Server 2003 puts data, information, and knowledge into context, enabling the portal to deliver to users everything they need to do their work. With SharePoint Portal Server 2003, you can customize the portal to deliver appropriate information, news, and
applications to users based on who they are and what they do.
In addition, you can personalize your SharePoint Portal Server 2003 experience with My Sites. A "My Site" is your own personal portal with news, links, documents, applications, and other lists of information that are important to you. Your My Site also has a public view,
enabling you to share these personalized lists with coworkers.
Organizations can also deliver relevant information, news, and applications to "audiences," which are groups of people with similar roles or interests. Audience targeting enables you to improve the overall level of communication and awareness within your organization.
What is SharePoint? (2007)
                        Microsoft's       Office       SharePoint
                        Server 2007 is Microsoft's first integrated
                        server platform that aims to provide web
                        content management, enterprise content
                        services, and enterprise search, as well
                        as shared business processes and
                        business intelligence dashboarding to
                        the small/medium enterprise.
What is SharePoint? (2010)
Microsoft SharePoint 2010
The Business Collaboration Platform for the Enterprise and the Web
What is SharePoint? (2013)




Share, Organize, Discover, Build, and Manage with SharePoint.
What is SharePoint? (2013)




Share,   Organize, Discover, Build, and Manage with SharePoint.
What is SharePoint? (2013)




Share, Organize,   Discover, Build, and Manage with SharePoint.
What is SharePoint? (2013)




Share, Organize, Discover,   Build, and Manage with SharePoint.
What is SharePoint? (2013)




Share, Organize, Discover, Build, and   Manage with SharePoint.
Start small
• Use OOB features (no programming, easier/cheaper upgrade to
  the new SharePoint version)

• Find one problem which you want to solve with SharePoint

• Show how quickly SharePoint can be adapted to provide a
  solution

• But also make sure that you get board approval to use
  SharePoint as a platform to achieve the „big picture”
Start small with…

• Team / Project sites

• Document center

• Organizational units sites
Quick wins
• Multiple users can work on the same document

• Document versioning

• Check in/Check out

• Metadata

• Search (metadata & content)
TEAM / PROJECT SITES
DOCUMENT CENTER
ORGANIZATIONAL UNITS SITES
HEP d.d. Portal – Team site
HEP d.d. Portal – Document center
HEP d.d. Portal – Organizational units
sites
HEP d.d. Portal – Search (1)
HEP d.d. Portal – Search (2)
Few tips
• Consistent branding (less is more)

• Maintain navigation

• Careful with security (balancing between strict security and
  contribution, avoid item level security)

• Capacity planning (large lists, too many items in one storage
  container)
What next…
• Corporate Intranet
  • Highly designed or SharePoint look&feel

  • From start plan Intranet structure (navigation)

  • Central place for getting information and searching for information

  • Web 2.0 (blogs, tags, wiki, RSS, social networking)

  • Links to other applications
Few tips
• Content quality and quantity

• Provide information that are of general interest

• Social networking

• Put corporate Internet as browser’s default page
CORPORATE INTRANET
T-HT Enterprise Information Portal (EIP)
    • Enterprise Information Portal:
        • News publishing with different page
          layouts
        • Publications
        • Award games
        • Surveys
        • Photo galleries
        • Buy/Sell announcements
        • Stock price
        • Blogs
        • Weather forecast
        • Exchange rates
        • RSS feeds
        • Comments
        • Full text search
        • User profiles
        • My site and My profile
        • Collaboration pages
        • Functional portals
        • BPM applications
        • Time sheet, …
T-HT EIP– Photo gallery
T-HT EIP- Publications
HEP d.d. INFOHEP – Welcome page
HEP d.d. INFOHEP - Articles
Podravaka d.d. - „Super intranet”
Podravaka d.d. - „Super intranet” - My site and my
profile
Hrvatske šume, HAK, AZOP, City of Karlovac - Intranets with SharePoint look & feel
What next…
• Company Internet pages

  • Unified web platform

  • Intranet/Internet pages integration

  • Multi language support

  • Reusing knowledge/people

  • Support from community

  • SharePoint is development platform
COMPANY INTERNET PAGES
eVision web – Welcome page
eVision web - Article page
eVision web - Pop up image
eVision web - Bing maps
Microsoft WinDays Portal
WinDays9 / WinDays10
SharePoint platform

                                 Users
                                                                                                  Applications
                    Partners

                                                                        Enterprise Portal
        Employees

                                            Organizational unit sites
                                               (HR, IT, finance)               XML Web Services

                               Team sites

                                                                                                     LOB
          My site                                                                           (SAP, CRM, custom. . .)


    Enterprise ready solution which improve efficiency with
        • Unified experience – users, developers and administrators
        • Smart connecting – people, teams, applications, processes, subjects, organizations...
        • Flexible setup – bottom up, centralized, from one site to large farms
Big thing
• BPM applications using
   • OOB SharePoint Workflow
   • Third Party workflow like K2 Black Pearl (product of the year for workflow and
     business process management in 2011)…

• Business Specific Information/Document/Records management Systems
   • Office automation system (paperless office)
   • ISO Portals
   • Board sessions management system

• Many other
   •   Advanced collaboration solutions
   •   Virtual Learning platform
   •   Reporting & Data visualization
   •   Search based solutions
Before please ensure…
• Development and Testing/Quality assurance environments

• SharePoint Development team(s) / reliable vendor

• Detail functional specification

• Cooperation with business users on subject (funcionalities,
  process and expectations)

• Enough time 
BPM applications
• Travel management
• Procurement
• Invoice approval
• Product development
• Annual Leave Requests
• Employee onboarding
•…
BPM APPLICATIONS
Procurement application (T-HT)
• Solution for managing the procurement process – from
  receiving offers to signing the contract.

• Features:
    • ​all phases of the purchase process are covered
    • simplicity of the entire process
    • displays only relevant information and activities
    • leads a user through all the steps
    • easy control over all the current processes
    • job history with the information on every step
    • possibility of starting discussions or Wiki pages on
       procurement related issues
    • defining and changing the rules relevant to the
       procurement process

• Business value
    • ​collecting and processing offers
    • distribution contracting
    • registry
Procurement application – Process
workspace
Travel Management (Podravka)
• This solution is an automated business
  process for business trips, approval and travel
  warrant delegating

• Features:
    • ​overview and editing matrix for calculating per diems
    • overview and editing per diems in terms of a particular
       state
    • current exchange rate
    • vehicle amortization costs
    • editing chart of accounts for entering travel warrants
    • tasks overview of the current user


• Business value for users:
    • ​overview of corporate reports on business trips
    • overview according to departments, time periods as
       well as to cost overrun
SPECIFIC DMS/RMS APPLICATIONS
eBoard portal
Croatian Government, T-HT, Podravka, HEP, HT Mostar,…

• Intended for chairing the meetings of
  management board of a company or any
  other body that has to make a decision
  based on the documents prepared in
  advance

• Features:
   • adjustable to the corporate structure
   • paperless meetings
   • controlled and secure access to documents
   • time saving
   • access from remote locations
   • interface adjusted to a user
   • simple and fast search in terms of all the
     entered data
   • interface that can integrate with other
     systems
ISO Portal
Airport Zagreb, Gavrilović, eVision

• Solution that facilitates
  document management of the
  quality management system
  and other business
  documentation.

• The solution encompasses
  the entire process of drafting
  documents, approval,
  distribution to electronic
  signature list as well as filing
  the approved documents
Office automation system
Croatian Government, City of Zadar, VIP, HAK, HT Mostar,…


• solution for managing
  electronic documents that can
  be widely applied in public
  administration and business
  environment.
Implement search (1)
• People spend at least 1/3 of their time looking for information

• Implement search center - Internal Google/Bing

• For start use OOB functionalities of SharePoint search
   •   Document
   •   People
   •   Fileshare
   •   Business Data Search (BDC/BCS)
ENTERPRISE SEARCH
Implement search (2)
• Search based applications for specific needs using SharePoint
  advanced search capabilities:

     • SharePoint Search API

     • FAST ESP

     • FAST for SharePoint
SharePoint Team (1)
• SharePoint Executive Sponsor – manager at highest level,
  responsible for strategic positioning of SharePoint as platform
  for achieving greater business value and to communicate
  values of SharePoint at top level , final escalation arbiter

• SharePoint Steering Committee - governing body with the
  primary responsibility for achieving company's goals regard to
  the SharePoint project, made up of representatives from each
  of the companies / sectors involved in the SharePoint
  implementation.
SharePoint Team (2)
• SharePoint Business Sponsor – manage SharePoint from
  business perspective, not necessary to be IT expert ,
  responsible for internal communications, intranet portals,
  external communications and external portals

• SharePoint Farm Administrator –manage SharePoint from IT
  perspective, responsible for SharePoint stability and integrity,
  responsible for data protection, security and permissions

• SharePoint Site Collection Administrator – responsible for
  administration of all settings in particular site collection, must be
  familiar with SharePoint capabilities and have business
  requirements understanding
SharePoint Team (3)
• SharePoint Site Administrator – responsible for administration
  of single site, validation, publishing and maintain of all content
  on particular site, recommended to be experienced in
  SharePoint, but it is more important to understand business
  needs



• SharePoint Users – use SharePoint to access information,
  contribute and maintain content, they can have roles like:
  Members (contribute permission), Visitors (read permission) or
  both
SharePoint Team (4)
• SharePoint Developer – experienced with Microsoft .NET
  platform, familiar with SharePoint architecture and object model,
  be able to adapt and use SharePoint in a manner that meets
  the business requirements set by SharePoint steering
  committee and business sponsors

• SharePoint Designer – experienced with web page graphic
  design, responsible for overall look & feel of SharePoint portals,
  knowledge of HTML and CSS is required
Governance
• Governance is the set of policies, rules, responsibilities, and
  processes that guide, direct, and control how an organization's
  business divisions and IT teams cooperate to achieve business
  goals

• Governance benefits your organization by:
  • Streamlining the deployment of products and technologies (like
    SharePoint)
  • Protecting your enterprise from security threats or noncompliance
    liability
  • Helping ensure the best return on your investment in technology
    (enforcing best practices,….)
What should be governed?
• Information architecture – inconsistent use of metadata, poorly
  designed and managed storage of content, poorly designed
  navigation or presented information
• IT Service hosting SharePoint – service application architecture,
  backup & restore, managed accounts, multitenancy
• Customization policy – tools used (like SharePoint Designer),
  manage source code, development standards, testing and
  verification standards, what customizations are allowed
• Branding – ensure consistent branding (logo, themes, fonts,..)
• Training – education, materials and documentation
Governance in SharePoint
• Managing SharePoint installation in an enterprise (Goup policy)
• Site templates allowed, site collection quotas & locks
• Enable & disable SharePoint Designer
• Site collection auto-deletion
• Policies for user profiles (who can view & change user profile
  properties) and My Sites (who can create My Sites)
• Content approval, versioning
• Information rights management
• Blocked file types
• Taxonomy and managed metadata
Key takeaways
• Start Small and always solve a problem

• Work together (IT & Business)

• User adoption if Value > Change

• Implement search

• Invest in SharePoint Team

• Governance plan
questions?
JOSKO.IVANKOV@EVISION.HR

@JOSKOI
thank you.

SHAREPOINT AND PROJECT CONFERENCE ADRIATICS
ZAGREB, 11/28/2012

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How to implement SharePoint in your organization

  • 1. How to implement SharePoint in your organization JOŠKO IVANKOV, EVISION SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 11/28/2012
  • 3. Agenda • Why SharePoint implementations fail? • How to implement SharePoint in your organization? • Start small with… • Big picture • SharePoint Team • Governance plan • Closure • Q&A
  • 4. SharePoint poll • Does your company/organization have SharePoint? • Your SharePoint implementation status is: • Installed only (without knowing what to do next) • Implementation still in progress (using only part of SharePoint potential) • Implemented (using full potential of SharePoint) • Failed
  • 5. Why SharePoint implementations fail? (1) 1. A Solution without a Specific Problem • Without clear understanding of the problem(s) SharePoint should address • The problem is magnified with SharePoint • SharePoint is implemented to „improve” collaboration, communication, document management record keeping in general • IT installs and configures the SharePoint environment and hands the reins over to the business users without documentation and training
  • 6. Why SharePoint implementations fail? (2) 2. The Solution Doesn’t Fit the Organization • A technical solution can only be a success if it supports and enhances the way people already work • SharePoint implementer must work with the business groups to develop processes and standards that enable SharePoint collaboration, communication or record keeping
  • 7. Why SharePoint implementations fail? (3) 3. A Lack of a Long-Term Governance Plan • Issue of balancing the roles of IT and the business • Business users view IT as unresponsive • IT sees the business users requesting difficult configurations and customizations and imposing stability risk • Good information governance plan can ensure users can quickly find relevant information and avoid issues where inaccurate information accumulates
  • 8. Why SharePoint implementations fail? (4) 4. Skipping the Training • Many SharePoint implementations don’t allocate time for training and an initial incubation period for the business • Without training users can become frustrated with any new system that requires work changes, and small issues become big problems
  • 9. Why SharePoint implementations fail? (Summary) • These issues are challenging for IT because: • They are non-technical in nature and often take a great deal of time, compared to the comparatively comfortable task like bringing SharePoint farm online • A successful solution requires consensus at all levels of the business – only IT group can not alone be in the roles of business process and team-building consultants
  • 10. How to implement SharePoint in your organization? • Keep it simple • Start small • Seek a champion • Show the possibilities • Solve a problem
  • 11. Keep it simple (1) • When you first introduce SharePoint to business users in your organization don’t use words like collaboration, document management, platform, … • Describe SharePoint as tool that will help them in everyday work like other Office tools (Word, Excel, Outlook,…)
  • 12. Keep it simple (2) • if: • Word is a tool for entering information • Excel is a tool for calculating information • Browser is a tool for viewing information • Outlook is a tool for sending/receiving information • Google/Bing is a tool for finding information • then • SharePoint is the tool to do it all
  • 13. What is SharePoint? (2003) SharePoint Portal Server 2003 provides a powerful, unified portal solution for large organizations that need to use their existing information more effectively, help their employees collaborate efficiently, and deliver relevant content to employees, partners, and customers. SharePoint Portal Server 2003 is a scalable and reliable platform that helps organizations: • Put information to work • Connect people and workspaces • Target and tailor information to users or groups Scalability and Reliability SharePoint Portal Server 2003 provides tools that you can use to easily deploy and manage your portal solution. Administrators can use SharePoint Portal Server 2003 to connect to and manage content resources. Additionally, administrators can use the management interface in SharePoint Portal Server 2003 to manage, monitor, and deploy Windows SharePoint Services sites, so your organization can work quickly and effectively. SharePoint Portal Server 2003 can meet the demanding requirements of any size organization by scaling to meet increasing demand and providing reliable, secure portal services to the organization. SharePoint Portal Server 2003 uses a distributed server architecture based on Windows Server 2003 and Microsoft SQL Server 2000. You can cluster servers that run SharePoint Portal Server 2003 to improve availability. If one server fails, users still have uninterrupted access to data, documents, and applications. Network Load Balancing distributes the processing load across multiple servers, which makes maintaining reliable services under peak load easier. SharePoint Portal Server 2003 uses Windows Server 2003 security to protect your documents and information from accidental or malicious harm. Putting Information to Work SharePoint Portal Server 2003 helps you put information to work. Most organizations have a wealth of information that is stored in multiple formats and locations including file shares, Web sites, databases, and line-of-business applications. Tying this scattered information together, making it easier to find, and integrating it into the life of the business is a critical challenge. SharePoint Portal Server 2003 provides a unified portal to your data and information wherever it is located, and it helps you use that information effectively and productively. SharePoint Portal Server 2003 provides powerful indexing and search engines to help you easily find the information you need in a wide variety of supported content sources. Additionally, you can organize information into topics and narrow searches for easy discovery. You can also integrate your existing line-of-business applications with SharePoint Portal Server 2003 so that you can bring the enterprise and customer relationship applications that you rely on into the portal. Single sign-on further simplifies access to these applications, enabling your employees to get more out of the information that already exists within your organization. Web Parts can provide customizable views of data as well as familiar analytical tools. By making information easy to find and putting it at your fingertips, SharePoint Portal Server 2003 gives you more time to concentrate on your work so that you can be more productive. Connecting People and Workspaces Nobody works in a vacuum. Finding information and best practices is a good start, but you also need to share that information and work with other people to achieve your business goals. SharePoint Portal Server 2003 helps individuals and teams connect by facilitating collaboration and communication across the organization. SharePoint Portal Server 2003 builds upon the foundation of Windows SharePoint Services by providing a Site Directory to aggregate, organize, and create SharePoint sites across your organization, enabling you to build a true collaborative portal solution for your organization. Teams are able to publish new content to the portal, hel ping to preserve knowledge and expertise for the future. SharePoint Portal Server 2003 also leverages the easy-to-use document collaboration features and moderated publishing capabilities provided by Windows SharePoint Services, including the ability to quickly create document workspaces where teams can centrally edit and discuss documents and access previous versions. SharePoint Portal Server search enables users to connect with the experts in an organization by quickly locating people and teams, as well as documents and Web sites. This architecture is extensible, so you can easily create solutions that match your organization's needs. Targeting and Tailoring Information With the flood of information people deal with every day, identifying and delivering information that is relevant to a particular user or group is a serious challenge. Frequently, important information is overlooked or sits unused in e-mail or line-of-business applications. SharePoint Portal Server 2003 puts data, information, and knowledge into context, enabling the portal to deliver to users everything they need to do their work. With SharePoint Portal Server 2003, you can customize the portal to deliver appropriate information, news, and applications to users based on who they are and what they do. In addition, you can personalize your SharePoint Portal Server 2003 experience with My Sites. A "My Site" is your own personal portal with news, links, documents, applications, and other lists of information that are important to you. Your My Site also has a public view, enabling you to share these personalized lists with coworkers. Organizations can also deliver relevant information, news, and applications to "audiences," which are groups of people with similar roles or interests. Audience targeting enables you to improve the overall level of communication and awareness within your organization.
  • 14. What is SharePoint? (2007) Microsoft's Office SharePoint Server 2007 is Microsoft's first integrated server platform that aims to provide web content management, enterprise content services, and enterprise search, as well as shared business processes and business intelligence dashboarding to the small/medium enterprise.
  • 15. What is SharePoint? (2010) Microsoft SharePoint 2010 The Business Collaboration Platform for the Enterprise and the Web
  • 16. What is SharePoint? (2013) Share, Organize, Discover, Build, and Manage with SharePoint.
  • 17. What is SharePoint? (2013) Share, Organize, Discover, Build, and Manage with SharePoint.
  • 18. What is SharePoint? (2013) Share, Organize, Discover, Build, and Manage with SharePoint.
  • 19. What is SharePoint? (2013) Share, Organize, Discover, Build, and Manage with SharePoint.
  • 20. What is SharePoint? (2013) Share, Organize, Discover, Build, and Manage with SharePoint.
  • 21. Start small • Use OOB features (no programming, easier/cheaper upgrade to the new SharePoint version) • Find one problem which you want to solve with SharePoint • Show how quickly SharePoint can be adapted to provide a solution • But also make sure that you get board approval to use SharePoint as a platform to achieve the „big picture”
  • 22. Start small with… • Team / Project sites • Document center • Organizational units sites
  • 23. Quick wins • Multiple users can work on the same document • Document versioning • Check in/Check out • Metadata • Search (metadata & content)
  • 24. TEAM / PROJECT SITES DOCUMENT CENTER ORGANIZATIONAL UNITS SITES
  • 25. HEP d.d. Portal – Team site
  • 26. HEP d.d. Portal – Document center
  • 27. HEP d.d. Portal – Organizational units sites
  • 28. HEP d.d. Portal – Search (1)
  • 29. HEP d.d. Portal – Search (2)
  • 30. Few tips • Consistent branding (less is more) • Maintain navigation • Careful with security (balancing between strict security and contribution, avoid item level security) • Capacity planning (large lists, too many items in one storage container)
  • 31. What next… • Corporate Intranet • Highly designed or SharePoint look&feel • From start plan Intranet structure (navigation) • Central place for getting information and searching for information • Web 2.0 (blogs, tags, wiki, RSS, social networking) • Links to other applications
  • 32. Few tips • Content quality and quantity • Provide information that are of general interest • Social networking • Put corporate Internet as browser’s default page
  • 34. T-HT Enterprise Information Portal (EIP) • Enterprise Information Portal: • News publishing with different page layouts • Publications • Award games • Surveys • Photo galleries • Buy/Sell announcements • Stock price • Blogs • Weather forecast • Exchange rates • RSS feeds • Comments • Full text search • User profiles • My site and My profile • Collaboration pages • Functional portals • BPM applications • Time sheet, …
  • 35. T-HT EIP– Photo gallery
  • 37. HEP d.d. INFOHEP – Welcome page
  • 38. HEP d.d. INFOHEP - Articles
  • 39. Podravaka d.d. - „Super intranet”
  • 40. Podravaka d.d. - „Super intranet” - My site and my profile
  • 41. Hrvatske šume, HAK, AZOP, City of Karlovac - Intranets with SharePoint look & feel
  • 42. What next… • Company Internet pages • Unified web platform • Intranet/Internet pages integration • Multi language support • Reusing knowledge/people • Support from community • SharePoint is development platform
  • 44. eVision web – Welcome page
  • 45. eVision web - Article page
  • 46. eVision web - Pop up image
  • 47. eVision web - Bing maps
  • 49. SharePoint platform Users Applications Partners Enterprise Portal Employees Organizational unit sites (HR, IT, finance) XML Web Services Team sites LOB My site (SAP, CRM, custom. . .) Enterprise ready solution which improve efficiency with • Unified experience – users, developers and administrators • Smart connecting – people, teams, applications, processes, subjects, organizations... • Flexible setup – bottom up, centralized, from one site to large farms
  • 50. Big thing • BPM applications using • OOB SharePoint Workflow • Third Party workflow like K2 Black Pearl (product of the year for workflow and business process management in 2011)… • Business Specific Information/Document/Records management Systems • Office automation system (paperless office) • ISO Portals • Board sessions management system • Many other • Advanced collaboration solutions • Virtual Learning platform • Reporting & Data visualization • Search based solutions
  • 51. Before please ensure… • Development and Testing/Quality assurance environments • SharePoint Development team(s) / reliable vendor • Detail functional specification • Cooperation with business users on subject (funcionalities, process and expectations) • Enough time 
  • 52. BPM applications • Travel management • Procurement • Invoice approval • Product development • Annual Leave Requests • Employee onboarding •…
  • 54. Procurement application (T-HT) • Solution for managing the procurement process – from receiving offers to signing the contract. • Features: • ​all phases of the purchase process are covered • simplicity of the entire process • displays only relevant information and activities • leads a user through all the steps • easy control over all the current processes • job history with the information on every step • possibility of starting discussions or Wiki pages on procurement related issues • defining and changing the rules relevant to the procurement process • Business value • ​collecting and processing offers • distribution contracting • registry
  • 55. Procurement application – Process workspace
  • 56. Travel Management (Podravka) • This solution is an automated business process for business trips, approval and travel warrant delegating • Features: • ​overview and editing matrix for calculating per diems • overview and editing per diems in terms of a particular state • current exchange rate • vehicle amortization costs • editing chart of accounts for entering travel warrants • tasks overview of the current user • Business value for users: • ​overview of corporate reports on business trips • overview according to departments, time periods as well as to cost overrun
  • 58. eBoard portal Croatian Government, T-HT, Podravka, HEP, HT Mostar,… • Intended for chairing the meetings of management board of a company or any other body that has to make a decision based on the documents prepared in advance • Features: • adjustable to the corporate structure • paperless meetings • controlled and secure access to documents • time saving • access from remote locations • interface adjusted to a user • simple and fast search in terms of all the entered data • interface that can integrate with other systems
  • 59. ISO Portal Airport Zagreb, Gavrilović, eVision • Solution that facilitates document management of the quality management system and other business documentation. • The solution encompasses the entire process of drafting documents, approval, distribution to electronic signature list as well as filing the approved documents
  • 60. Office automation system Croatian Government, City of Zadar, VIP, HAK, HT Mostar,… • solution for managing electronic documents that can be widely applied in public administration and business environment.
  • 61. Implement search (1) • People spend at least 1/3 of their time looking for information • Implement search center - Internal Google/Bing • For start use OOB functionalities of SharePoint search • Document • People • Fileshare • Business Data Search (BDC/BCS)
  • 63.
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  • 77. Implement search (2) • Search based applications for specific needs using SharePoint advanced search capabilities: • SharePoint Search API • FAST ESP • FAST for SharePoint
  • 78. SharePoint Team (1) • SharePoint Executive Sponsor – manager at highest level, responsible for strategic positioning of SharePoint as platform for achieving greater business value and to communicate values of SharePoint at top level , final escalation arbiter • SharePoint Steering Committee - governing body with the primary responsibility for achieving company's goals regard to the SharePoint project, made up of representatives from each of the companies / sectors involved in the SharePoint implementation.
  • 79. SharePoint Team (2) • SharePoint Business Sponsor – manage SharePoint from business perspective, not necessary to be IT expert , responsible for internal communications, intranet portals, external communications and external portals • SharePoint Farm Administrator –manage SharePoint from IT perspective, responsible for SharePoint stability and integrity, responsible for data protection, security and permissions • SharePoint Site Collection Administrator – responsible for administration of all settings in particular site collection, must be familiar with SharePoint capabilities and have business requirements understanding
  • 80. SharePoint Team (3) • SharePoint Site Administrator – responsible for administration of single site, validation, publishing and maintain of all content on particular site, recommended to be experienced in SharePoint, but it is more important to understand business needs • SharePoint Users – use SharePoint to access information, contribute and maintain content, they can have roles like: Members (contribute permission), Visitors (read permission) or both
  • 81. SharePoint Team (4) • SharePoint Developer – experienced with Microsoft .NET platform, familiar with SharePoint architecture and object model, be able to adapt and use SharePoint in a manner that meets the business requirements set by SharePoint steering committee and business sponsors • SharePoint Designer – experienced with web page graphic design, responsible for overall look & feel of SharePoint portals, knowledge of HTML and CSS is required
  • 82. Governance • Governance is the set of policies, rules, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals • Governance benefits your organization by: • Streamlining the deployment of products and technologies (like SharePoint) • Protecting your enterprise from security threats or noncompliance liability • Helping ensure the best return on your investment in technology (enforcing best practices,….)
  • 83. What should be governed? • Information architecture – inconsistent use of metadata, poorly designed and managed storage of content, poorly designed navigation or presented information • IT Service hosting SharePoint – service application architecture, backup & restore, managed accounts, multitenancy • Customization policy – tools used (like SharePoint Designer), manage source code, development standards, testing and verification standards, what customizations are allowed • Branding – ensure consistent branding (logo, themes, fonts,..) • Training – education, materials and documentation
  • 84. Governance in SharePoint • Managing SharePoint installation in an enterprise (Goup policy) • Site templates allowed, site collection quotas & locks • Enable & disable SharePoint Designer • Site collection auto-deletion • Policies for user profiles (who can view & change user profile properties) and My Sites (who can create My Sites) • Content approval, versioning • Information rights management • Blocked file types • Taxonomy and managed metadata
  • 85. Key takeaways • Start Small and always solve a problem • Work together (IT & Business) • User adoption if Value > Change • Implement search • Invest in SharePoint Team • Governance plan
  • 87. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 11/28/2012