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How to implement SharePoint in your organization


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Speaker: Joško Ivankov;
SharePoint has a large number of options, which is great because it covers a lot functionality, but it also presents a problem in choosing the right functionality for a particular purpose, and also the order of implementation. In this session, based on our practical experience in many implementations of intranet (T-HT, Podravka, HEP, Zagreb airport…) and business applications on SharePoint, we will propose the best way for the introduction of SharePoint in your organization. You will find out quick wins in implementing SharePoint that users will love, and how to set up the basic structure and integration for future (sure) growth of SharePoint implementation.

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How to implement SharePoint in your organization

  1. 1. How to implement SharePoint in yourorganizationJOŠKO IVANKOV, EVISIONSHAREPOINT AND PROJECT CONFERENCE ADRIATICSZAGREB, 11/28/2012
  2. 2. sponsors
  3. 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. 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. 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. 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. 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. 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. 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. 10. How to implement SharePoint in yourorganization?• Keep it simple• Start small• Seek a champion• Show the possibilities• Solve a problem
  11. 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. 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. 13. What is SharePoint? (2003)SharePoint Portal Server 2003 provides a powerful, unified portal solution for large organizations thatneed to use their existing information more effectively, help their employees collaborate efficiently, anddeliver 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 groupsScalability and ReliabilitySharePoint 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 managementinterface 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 uninterruptedaccess 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 toprotect your documents and information from accidental or malicious harm.Putting Information to WorkSharePoint 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 informationtogether, 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 andproductively.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, SharePointPortal Server 2003 gives you more time to concentrate on your work so that you can be more productive.Connecting People and WorkspacesNobody 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 facilitatingcollaboration 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 youto 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 editand 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 caneasily create solutions that match your organizations needs.Targeting and Tailoring InformationWith 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, andapplications 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. 14. What is SharePoint? (2007) Microsofts Office SharePoint Server 2007 is Microsofts 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. 15. What is SharePoint? (2010)Microsoft SharePoint 2010The Business Collaboration Platform for the Enterprise and the Web
  16. 16. What is SharePoint? (2013)Share, Organize, Discover, Build, and Manage with SharePoint.
  17. 17. What is SharePoint? (2013)Share, Organize, Discover, Build, and Manage with SharePoint.
  18. 18. What is SharePoint? (2013)Share, Organize, Discover, Build, and Manage with SharePoint.
  19. 19. What is SharePoint? (2013)Share, Organize, Discover, Build, and Manage with SharePoint.
  20. 20. What is SharePoint? (2013)Share, Organize, Discover, Build, and Manage with SharePoint.
  21. 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. 22. Start small with…• Team / Project sites• Document center• Organizational units sites
  23. 23. Quick wins• Multiple users can work on the same document• Document versioning• Check in/Check out• Metadata• Search (metadata & content)
  25. 25. HEP d.d. Portal – Team site
  26. 26. HEP d.d. Portal – Document center
  27. 27. HEP d.d. Portal – Organizational unitssites
  28. 28. HEP d.d. Portal – Search (1)
  29. 29. HEP d.d. Portal – Search (2)
  30. 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. 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. 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. 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. 35. T-HT EIP– Photo gallery
  36. 36. T-HT EIP- Publications
  37. 37. HEP d.d. INFOHEP – Welcome page
  38. 38. HEP d.d. INFOHEP - Articles
  39. 39. Podravaka d.d. - „Super intranet”
  40. 40. Podravaka d.d. - „Super intranet” - My site and myprofile
  41. 41. Hrvatske šume, HAK, AZOP, City of Karlovac - Intranets with SharePoint look & feel
  42. 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. 44. eVision web – Welcome page
  45. 45. eVision web - Article page
  46. 46. eVision web - Pop up image
  47. 47. eVision web - Bing maps
  48. 48. Microsoft WinDays PortalWinDays9 / WinDays10
  49. 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. 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. 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. 52. BPM applications• Travel management• Procurement• Invoice approval• Product development• Annual Leave Requests• Employee onboarding•…
  54. 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. 55. Procurement application – Processworkspace
  56. 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. 58. eBoard portalCroatian 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. 59. ISO PortalAirport 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. 60. Office automation systemCroatian 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. 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. 63. Implement search (2)• Search based applications for specific needs using SharePoint advanced search capabilities: • SharePoint Search API • FAST ESP • FAST for SharePoint
  64. 64. 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 companys goals regard to the SharePoint project, made up of representatives from each of the companies / sectors involved in the SharePoint implementation.
  65. 65. 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
  66. 66. 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
  67. 67. 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
  68. 68. Governance• Governance is the set of policies, rules, responsibilities, and processes that guide, direct, and control how an organizations 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,….)
  69. 69. 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
  70. 70. 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
  71. 71. 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