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SPSToronto - Build It and They Will Come: SharePoint User Adoption

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Everyone has seen the movie Field of Dream where a farmer sacrifices part of his cash crops to builds baseball field. It just so happens after he built it numerous famous baseball players come back from the beyond to play baseball and people come from all around the world to watch and in turn the farmer became rich for charging admission, food, beverages, etc.

SharePoint 2013 and building user adoption share a lot of the same concepts and overall goals to ultimately come out with the same end result. Lots and lots of people from all around the company start utilizing SharePoint and all its features and functionality. In this session you will see first-hand information from a company that I have been working with since they had 2007, 2010 and now 2013. I will review the project and all the steps taken to increase user adoption.
• Discovery Sessions
• Governance
• Build & Implementation
• Migration
• Next Steps

To prove the success of the overall project I will show various statistics from the previous versions and SharePoint 2013. We will also take a look at some additional successes that have come from this upgrade and increase in user adoption.

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SPSToronto - Build It and They Will Come: SharePoint User Adoption

  1. 1. Build It and They Will Come: SharePoint 2013 User Adoption Stacy L. Deere-Strole
  2. 2. GOLD Thank You Sponsors! RAFFLESILVER PLATINUM
  3. 3. Survey’s & Social Best @SPSTORONTO EVER!! @SLDEERE and User Adoption Rocks @spstoronto http://spbuzz.it/spsto2015-evals
  4. 4. Fun Facts Yankee Stadium – 1.5B Great American Ballpark – 290M Citi Field – 900M Nationals Park – 611M Chase Field – 354M Marlins Park – 550M Safeco Field – 518M PNC Park – 216M Turner Field – 209M Oakland Coliseum – 25.5M Angel Stadium – 24M Dodger Stadium – 23M Fenway Park – 650K Wrigley Field – 250K SharePoint Environment Build Ranges: 12,000 – 150,000
  5. 5. Agenda • The History • Where Did We Start? • Project Kick-off? • Discovery • Recommend & Build • More Statistics • Following Up • Initiatives
  6. 6. Where Did We Start? • Initial Meeting – Introductions – Review Scope of Project – Learn Company Culture – Learn How They Communicate – Provide Governance Template – Agreement to “Step out of your comfort zone”!
  7. 7. Where Did We Start? Central Admin, App & WFE SQL Very lower user adoption & understanding of SharePoint
  8. 8. Where Did We Start?
  9. 9. Project Kick-Off • Identify & Approve Timelines • Review Process for Discovery Sessions – Who to Invite – Types of Questions – Ensuring Interaction – The Promises!! – Follow-Ups • Tour the Company • Formal Communication Plan • Executive Sponsor MeetingInvolvement • Getting to know the company & business
  10. 10. Project Team • Identify Team & Roles – Executive Sponsor – Project Manager – IT Support – Site Owners – Consulting Team Get to know and bond with team members. Learn their strengths & weaknesses…
  11. 11. Discovery • Getting Honest Responses • Provide leading questions… • When they state “I wish it could do x” let them know it can. If time at end of day I’ll show you. • Discuss Full Project Involvement • Executive Sponsor – Step In show support • Communication • SDPS Assessment
  12. 12. What Did We Discover
  13. 13. Discoveries Nobody Trusts The Data Duplication of All Major Processes Duplication of Data No Standardizations (Browsers, etc.) No SLA’s of any kind Really only use the site for forms… Graphic Request – Not a true request No Formal Training No Governance No Understanding of AutomationForms Don’t Trust Reporting Location inability to utilize tools Aware there are better ways… Communication seemed to be a bad word Contributor Permissions to All Sites Nobody Aware of Permission Issues
  14. 14. 2010 Statistics 78% 38,301 Page Views
  15. 15. SharePoint 2010 Portal
  16. 16. Site Architecture
  17. 17. Site Architecture http://portal.domain.com/sites/budgets 973a1a1b-7721-4ad3-83a0-1a36a191359f http://portal.g-a- c.com/sites/ budget 2010 Budget Notes 5e5068f4-f632-4773-b46d- 5afe6e2135aa 2010 Budget Notes http://portal.g-a-c.com/ sites/budget/2010 Notes Accounting 1af8a936-550b-4ad5-b78f- 6eec29e80acf Accounting http://portal.g-a- c.com/sites/ budget/ACCTG Creative 6b2752dd-8df8-45ec-b685- 52d286466864 Creative http://portal.g-a- c.com/sites/ budget/Creative Design 8594a909-db46-46df-8789- bbfaab8bf00d Design http://portal.g-a- c.com/sites/ budget/Design Executive e88cded3-edf8-416b-b862- 8efb216d7517 Executive http://portal.g-a- c.com/sites/ budget/Executive HR 5b823e2c-38b5-427e-83f3-037261821774 HR http://portal.g-a- c.com/sites/ budget/HR International OPS 0628a2d3-2c08-4315-80d6- 7e480da066fc International OPS http://portal.g-a- c.com/sites/ budget/IntlOPS IT 29352108-c8cd-4dbd-befd-db6912e86590 IT http://portal.g-a- c.com/sites/ budget/IT Licensing 5d1dfbcb-312d-40a6-bf19- d248da0dede7 Licensing http://portal.g-a- c.com/sites/ budget/licensing Marketing a4a5692b-f9dd-414d-97ce- b147a5095aa2 Marketing http://portal.g-a- c.com/sites/ budget/marketing Marketing2 204cd067-181f-4fe7-ab92- db1239be604c Marketing2 http://portal.g-a-c.com/ sites/budget/Marketing2 MEXICO 51130554-b6c5-46d7-b2ff- 01c513ccada2 MEXICO http://portal.g-a- c.com/sites/ budget/MEXICO Outlet Store c653b893-673f-4434-995a- c2550d81eae5 Outlet Store http://portal.g-a-c.com/ sites/budget/ OutletStore PD 01cdf263-d893-4f84-96e4-1686860fa575 PD http://portal.g-a- c.com/sites/ budget/PD PD Exec 57d12236-7a9d-419f-bf91- 87093eb7a27b PD Exec http://portal.g-a- c.com/sites/ budget/PDExec Sales ec1e6feb-fc23-4abc-af24-576d023ebae7 Sales http://portal.g-a- c.com/sites/ budget/Sales Executive 191612fa-b2dc-4cbc-85e1- e566b39bd061 Executive http://portal.g-a-c.com/ sites/budget/Sales/ Executive Mass df28d52b-99a9-4953-afd6-46496d525af1 Mass http://portal.g-a-c.com/ sites/budget/Sales/Mass Specialty 46550f71-db79-43ae-bc7a- 112df00082bb Specialty http://portal.g-a-c.com/ sites/budget/Sales/ Specialty Target 11bb8547-663b-4ca9-bdca- 509c00ac910f Target http://portal.g-a-c.com/ sites/budget/Sales/ Target Wal-Mart 8fcb6e8f-aa41-48ce-b1dc- 52de7f8c8c49 Wal-Mart http://portal.g-a-c.com/ sites/budget/Sales/ walmart Sample Room f8325088-f8ca-409f-8d83- 2b9a9d2cbbf8 Sample Room http://portal.g-a- c.com/sites/ budget/Sample WHSE / Production c4da495a-f3a9-449a-a0a2- 425bb44512e8 WHSE / Production http://portal.g-a-c.com/ sites/budget/WHSE
  18. 18. Site Architecture http://portal.domain.com
  19. 19. 147
  20. 20. Search Statistics All Sources Local People Local Sites Still missing full AD Integration
  21. 21. “The historical sense involves a perception, not only of the pastness of the past, but of its presence” ― T.S. Eliot, Four Quartets “Disregard for the past will never do us any good. Without it we cannot know truly who we are.” ― Syd Moore Quotes Keeping Us Moving Forward
  22. 22. I HAVE ALL THIS INFORMATION… NOW WHAT???
  23. 23. Here’s where the fun and the hard work pays off.
  24. 24. New Architecture Role Descriptions Web Front End Servers Hosts web pages, web services and web parts necessary to process requests served by the farm Office Web Apps Server A separate server product that can serve SharePoint farms for viewing and editing, and can provide preview functionality in search results Service Application Server Provides the service features of SharePoint such as Central Administration, Search, User Profiles & Managed Metadata SQL 2012 Database Servers Stores content and service data. Databases can be clustered or mirrored for failover protection Service Application Server, Central Admin SQL 2012 Database Server Web Front End Server Office Web Apps Workflow Server
  25. 25. DesignDecisions
  26. 26. DesignDecisions
  27. 27. In-Line with Building a Baseball Stadium
  28. 28. Sites, Navigation, Databases Oh My! • Web Applications • Site Collections • Navigation • Content Databases • Managed Metadata • Quotas
  29. 29. The Source Home 06b75501-bdbc-4afd-b11d- 5b7c88714b75 Home http://thesource.g-a- c.com Business Intelligence Cetner f2e53537-e847-499b-8cea- 6132cc06de1f Business Intelligence Cetner http://thesource.g- a-c.com/reports/BI Center Document Centerb6d971fd- 0d82-47c4-aa3f-995011e8e160 Document Center http://thesource.g- a-c.com/docs/ DocCenter IT Knowledge Base 39167935- e8d6-4908-8ffe-889c413c20ae IT Knowledge Base http://thesource.g- a-c.com/support/ itkb Report Center b55d5a26-6fcf- 4ff4-8638-ad4ea229e9bf Report Center http://thesource.g- a-c.com/reports/ reportctr Resource Centerfdaa6b74- f937-4dad-95e4-b62ce5dc6346 Resource Center http://thesource.g- a-c.com/resources/ ResourceCtr Search Center 5bdae6ee-2744- 4e7b-a81c-f5804a92f4a4 Search Center http://thesource.g- a-c.com/sites/ searchcenter
  30. 30. Team Sites Team 82e0be0d-de19-44b6-89a6- 610af309062e Team http://team.g-a-c.com Accounting f5917c3b-5b66- 46e1-b6a2-b189282f0fc3 Accounting http://team.g-a- c.com/dept/ Accounting Budgets 4de8c4ce-9ad4-4116- b462-ec40bf518392 Budgets http://team.g-a- c.com/exec/ Budgets Design a6636a0e-24ae-4933- 9abd-322075e6f920 Design http://team.g-a- c.com/dept/Design Director Information 671eceeb- 2ae1-4440-948a-45f24648e37f Director Information http://team.g-a- c.com/exec/ DirectorInfo Executive Dashboards 5c50aa8a-6058-4e40-bcfe- a003d8ce0ee1 Executive Dashboards http://team.g-a- c.com/exec/ dashboards Human Resources 5c7d819e- 3b57-4b29-914b- e6b5729a9e56 Human Resources http://team.g-a- c.com/dept/HR IT 5a94e22b-2766-4831-9137- 508fe4afe1fa IT http://team.g-a- c.com/dept/IT Licensing a3536825-5bf4-48a0- a4f2-ef823ea7cae5 Licensing http://team.g-a- c.com/dept/ licensing Marketing 9e9ee1be-f36d- 41f6-a03d-c38ca9a58519 Marketing http://team.g-a- c.com/dept/ Marketing Operations 8f07a421-1d2e-4d77- 8b70-cfef65d472d5 Operations http://team.g-a- c.com/dept/ operations OPS Information 56d62519- ed81-40eb-8aed-d17f405147c8 OPS Information http://team.g-a- c.com/dept/ operations/Ops Product Development cf7b8752-a681-4f3d-8cea- f0a97936e412 Product Development http://team.g-a- c.com/dept/ ProductDev QualityAssurance e0f1d5bf- cba7-41a6-8882-60d6109c8001 QualityAssurance http://team.g-a- c.com/dept/QA Sales cba7bc55-8fdc-4277- bf74-9f19b17efbba Sales http://team.g-a- c.com/dept/Sales Sample Department 47d93d74- 60fd-4505-b2dc-f0d9a8604cc5 Sample Department http://team.g-a- c.com/dept/ Samples Strategic Planning 12d20b4f- 388c-4ad4-8164-e67ae6d94f18 Strategic Planning http://team.g-a- c.com/exec/ strategicplanning Training 1bdd620f-6eac-4791- 93a4-2ab6d424e3b5 Training http://team.g-a- c.com/dept/ Training
  31. 31. 17
  32. 32. Site Architecture & Topology
  33. 33. “This Totally Goes Against Our Culture!” ― Anonymous Quotes Killing a Project Before it Starts
  34. 34. The Source
  35. 35. Usage Statistics (8 Months) The Source Usage Month Hits Unique Users 2014-02 55 2 2014-03 3695 416 2014-04 7243 1077 2014-05 7115 1317 2014-06 7950 1320 2014-07 384 56 2014 -08 0 0 2014 – 09 21468 859 Design Usage Month Hits Unique Users 2014-02 50 6 2014-03 117 24 2014-04 170 52 2014-05 171 72 2014-06 220 84 2014-07 3 2 Marketing Usage Month Hits Unique Users 2014-02 21 2 2014-03 86 26 2014-04 100 50 2014-05 206 67 2014-06 294 99 2014-07 8 4 2014 -08 0 0 2014 – 09 166 46 Resource Center Usage Month Hits Unique Users 2014-09 4453 454 2014-10 2082 231 2014-11 596 68 2014-12 961 143 2015-01 930 119 2015-02 553 78 2015-03 1802 150 2015-04 9366 666
  36. 36. Usage Statistics (1Year) Resource Center Usage Month Hits Unique Users 2014-09 4453 454 2014-10 2082 231 2014-11 596 68 2014-12 961 143 2015-01 930 119 2015-02 553 78 2015-03 1802 150 2015-04 9366 666 2015-05 6121 557 2015-06 9345 722 2015-07 14266 867 2015-08 18741 903 2015-09 5916 490 2014-09 4453 454 Marketing Usage Month Hits Unique Users 2014-09 166 46 2014-10 113 29 2014-11 41 7 2014-12 92 20 2015-01 50 17 2015-02 21 7 2015-03 68 19 2015-04 173 67 2015-05 161 53 2015-06 191 66 2015-07 187 72 2015-08 259 74 2015-09 165 52 2014-09 166 46
  37. 37. Usage Statistics (1Year) The Source Usage Month Hits Unique Users 2014-09 4453 454 2014-10 2082 231 2014-11 596 68 2014-12 961 143 2015-01 930 119 2015-02 553 78 2015-03 1802 150 2015-04 9366 666 2015-05 6121 557 2015-06 9345 722 2015-07 14266 867 2015-08 18741 903 2015-09 5916 490 2014-09 4453 454
  38. 38. Never Forget to Follow-Up • Training • Developers, End Users & Site Administrators • Governance • Phase 2 (Backlog) • Communication • Responsibilities & Roles • Provide Tools
  39. 39. Now What? Automation is a Directive Internet Site Convertion to SharePoint Technology Standardization Selling Product Online!! Governance All Locations are Equal Going Mobile Additional Environments
  40. 40. Feedback • Training Still Needed • Accessing & Getting too Information much easier. • Navigation • Has Elevated Communication • Has Elevated Performance • Excited about Automation • IT & Strategic Planning are more plugged into the Organization & our needs • Critical Date Calendar has really drawn departments closer together.
  41. 41. Great American Ballpark
  42. 42. User Adoption Quick Win Corporate Directory  Skill Searching  Specialize for your organization  Get to know your co-works  Meeting Preparation  Company & Team Bonding  System Integration (HR Systems, AD, CRM, etc.)
  43. 43. Out of the Box By Default • Full Name • Title • Department
  44. 44. Customized Corporate Directory! Template Includes: • Extension • Mobile Phone • Position • Location • Email Address
  45. 45. My Thank You Building a Corporate Directory in Under 10 Minutes – http://spmindmelt.focalpointsolutions.co/sharepo int-corporate-directory-in-under-10-minutes- woot/ – Item_Person_Updated: – Item_Person_Updated2:
  46. 46. Different Views
  47. 47. GOLD Thank You Sponsors! RAFFLESILVER PLATINUM
  48. 48. Thank you! Toronto Enterprise Collaboration User Group Change Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etc http://www.meetup.com/TSPBUG/ Toronto SharePoint Business Users Group http://www.meetup.com/TorontoSPUG/ Saturday July 9, 2016 See you next year! http://spbuzz.it/spsto2015-evalshttp://spbuzz.it/spsto2015-evals
  49. 49. Survey’s & Social Best @SPSTORONTO EVER!! @SLDEERE and User Adoption Rocks @spstoronto http://spbuzz.it/spsto2015-evals
  50. 50. 51 Stacy Deere-Strole @sldeere www.linkedin.com/in/stacydeere/ BLOG: http://spmindmelt.focalpointsolutions.co COMPANY: http://focalpointsolutions.co sdeere@focalpointsolutions.cohttps://www.facebook.com/focalpointsolutions

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