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Building an effective sharepoint team

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You have adopted Microsoft SharePoint in your organization and have end users requesting tools and applications in SharePoint. Is SharePoint really the solution? Now you need the ‘SharePoint Person’! That is the person who is the solution architect, information architect, infrastructure architect, administrator, developer and support analyst all rolled into one. What technical skills will that person or team need to have to be successful in building and supporting SharePoint Solutions. You will learn the types of SharePoint requests that can be received from end users based on a decade of experience in building SharePoint solutions, and link them to the skillets that are required by your SharePoint team. You will also understand the skills required to support and maintain an effective Microsoft SharePoint environment.

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Building an effective sharepoint team

  1. 1. Bruce Tuncertan Sierra Systems Group Inc.
  2. 2. GOLDRAFFLESILVE R PLATINU M
  3. 3. Bruce Tuncertan Principal, Solution Architect – SharePoint at Sierra Systems • Solution Architect specialized in Microsoft technologies specifically SharePoint. • 25 year experience in the Information Technology and working with SharePoint since 2006. • Architected many solutions for public and private clients sized from SMEs to large enterprises. • Carries MCITP, MCTS certifications for SharePoint and Dynamics CRM. /in/tuncertan @tuncertan BruceTuncertan@SierraSystems.com sharepointtidbits.blogspot.com
  4. 4. The SharePoint Puzzle Common SharePoint Questions Getting It Right With Right People 4 1 2 3
  5. 5. The SharePoint Puzzle
  6. 6. Software Adoption Models in the Enterprise
  7. 7. Document Management Integrati on Configuration of Tools The Right Team Financial Model Change Management Technical Infrastructure Business “Why” Support Solution Relevance Scalability Records Management Mobil ity Tools Reportin g Custom Development Executive “Why” Executive Support Branding Industry Knowledge When to Say “No” Governan ce Capture Strategy
  8. 8. What is the focus of your SharePoint environment? Communication & Collaboration • Focused on People, News, Events • Many content owners, strict publishing rules Document Management • Focused on documents • Strict taxonomy and customized search Portal to LOB Applications • A single place to access all applications Teams and Projects • Focused on providing teams and projects an operating area for document and content storage • Loosely managed, minimal taxonomy • Governance Information Content Management • Focused on informational content • Learn about teams and departments
  9. 9. Project Work Publishing Information to Everyone Team Communication / Work Project Work
  10. 10. Single Site D oc s Relat ed Repo rts Tea m KPI’ s # # $ $ Communicati on Site Data Parent / Child # # $ $ Many of the Same Every site has an owner
  11. 11. Home Page 1) Enter Search Word 2) Select Search Result 3) View Document Home Page 1) Select Site 2) Select Document Group 3) View Document Navigators Know the location of, or the method to go to, information Know what they are looking for, or how to see what’s available Search ers
  12. 12. Search ComplianceBrowse Classify and structure information so that business users can easily find it in a variety of ways. Apply retention and information management policies for legal compliance. Search Faceted search based on multiple metadata criteria Browse Browse through content-consumer driven hierarchy Compliance Combination of classification and metadata-based rules for retention and disposition. Records Managers Business Users
  13. 13. Docume nt Searc h Repor t Integra te Autom ate Retai n Secur e Attributes Client Name: Job Name: Job Code: Job Type Job Status: Doc Type: Doc Date: Author:
  14. 14.  Different Metadata profiles for different types of content.  Different Information Management Policies  Can be managed centrally in Content Type Hub  Templates and Workflows Content Types  Groups of documents that share common metadata  Can archive the entire set of current versions of documents  Folders with Metadata Document Sets  Hierarchical lists of tagging information  Delegated administration and role-based access via Term Groups  Synonyms and multi- lingual labels  Columns of type Managed Metadata connected to term sets Managed Metadata  Metadata Columns and Content Types can be surfaced as search refiners for faceted search  Multiple Result Tabs  Pre-defined search driven views to aggregate data Search
  15. 15. Base: Communication and Content Strategy, Not Technology Project Base: Business Operations Specific, Not Technology Project Workflow Custom App. Forms Reports Custom: Technology Project & Business Value Specific
  16. 16. Governance Finite amount of functionality that needs to be governed Define the guideline Define who the guideline affects Define whether it is a policy or a recommendation Define whether the guideline is manually or automatically governed Define the frequency of the governance Governance Teams Strategic Operational Development IT Governance Business Continuity, Monitoring, Storage, Capacity Management, Performance Application Governance Application Lifecycle, Builds, Deployment, Environments, 3rd Party Products, Source Controls, Customization Options Information Governance Auditing, Branding, Publishing, Metadata, Social, External Access, Permissions, Retention Document Templates and Site Template Prebuilt templates and SharePoint Site for managing governance. Its all about Governance Plan for the next version of SharePoint
  17. 17. Common SharePoint Questions
  18. 18.  Configuring the App Store  Configuring Incoming E-Mail  Configuring SharePoint BI (Excel services, PowerPivot, PowerView)  User Profile Pictures not Syncing  Slow Search Crawl  Database backup management  Promoting functionality between environments  Replicating SharePoint for accessibility  Data Storage Options
  19. 19.  Branding Updates  CQWP configuration  Navigation Updates  Travel Calendar  Printable Phone Lists  Library/List Views  Creating content types (modifying taxonomy)  CEWP Updates  Mass uploading of content (ShareGate / AvePoint)
  20. 20.  Opening documents  Saving documents into SharePoint  Moving documents around in SharePoint  Opening Explorer view in Internet Explorer 11  Managing Tasks  Creating Alerts  Using Search – Refiners  Connecting E-Mail to SharePoint (AvePoint / Harmon.IE)
  21. 21. Getting it Right with Right People!
  22. 22. • SharePoint Server Topology Audit - AvePoint / SPDocKit • SharePoint Server Tuning • Document Management and Taxonomy • Search Configuration • Backup Configuration • Content Entry • Content Ingestion (Kofax/Adlib) • Out of the box Workflows • Basic InfoPath Forms • Creating & Managing Views • Creating & Managing Content Types • Modifying Navigation • Look & Feel Enhancements • Creating & Managing List & Libraries • Creating & Managing Page Layouts • Site Creation • Configuring Web Parts • Creating Pages • Creating Alerts • Planning • Configuring • SharePoint Online • Account Management SharePoint Administration SharePoint Content SharePoint Enhancements SharePoint Design Enhancements Office 365 & Windows Azure
  23. 23. Ad-hoc Technical Support Training / Usage Help SharePoint Champions Infrastructure Services / Advice ‘Mini-Projects’ Proof of Concepts Using the right skilled people reduces the time to resolution
  24. 24. Project Manager / Business Analyst SharePoint Infrastructure Architect SharePoint Collaboration Architect SharePoint Developer Quality Assurance SharePoint Support Content Manager Application Support
  25. 25. Project Manager / Business Analyst - Ensures the technology supports the business need - Runs the project - Leads change - Understand SharePoint terminology and concepts
  26. 26. SharePoint Infrastructure Architect - Designs the SharePoint farm(s) - Installs SharePoint properly. - Configures the servers. - Addresses bandwidth, storage, security, back-up, redundancy and firewall requirements. - Moves environments
  27. 27. SharePoint Collaboration Architect - Configures SharePoint with taxonomy - Builds & brands sites - Configures workflow - Creates forms… - Works with SharePoint “out of the box”.
  28. 28. SharePoint Developer - Builds custom workflow and forms - Builds custom applications - Integrates SharePoint to other line of business systems - Builds and deploy solutions from Dev to QA to Prod - Knows SharePoint object model
  29. 29. Quality Assurance - Tests and documents all components - Able to differentiate OOTB-Custom and tests accordingly - Authorizes solution promotion to Production
  30. 30. SharePoint Support - Assists people with using SharePoint solutions - Respond to common end user questions and issues and track to resolution - Maintain community knowledgebase - Escalate to next level of support when necessary - Adds new people / content types / security permissions etc.
  31. 31. Content Manager - Own the content on their site - Ensure content is current, accurate, findable and relevant - Ensures the security permissions properly adjusted - Complies with corporate usage guidelines and policies - SharePoint power user
  32. 32. Application Support - Owns the custom developed business application - Assists people with using custom developed SharePoint solutions - Respond to common end user questions and issues and track to resolution - Escalate to next level of support when necessary
  33. 33. Project Manager / Business Analyst SharePoint Infrastruct ure Architect SharePoint Collaborati on Architect SharePoint Developer Quality Assurance SharePoint Support Content Manager App. Support Ensure the technology supports the business need, runs the project / leads change. Configures the servers and installs SharePoint properly. Addresses bandwidth, storage, security, back up and firewall needs. Moves environments Configures SharePoint with taxonomy, builds & brands sites, configures workflow, creates forms…works with SharePoint “out of the box”. Integrates SharePoint to other line of business systems, builds custom workflow / forms, builds custom applications. Tests and documents all components and authorizes promotion to Production. Assists people with using the system, assists with site evolution, adds new people / content types etc. Own the content on their site. Ensure content is current, accurate, findable and relevant. Owns the custom SharePoint application. Assists people with using the custom app. Responds to end user issues. SharePoint Architect SharePoint Developer SharePoint Admin/Support
  34. 34. Project Manager / Business Analyst SharePoint Infrastruct ure Architect SharePoint Collaborati on Architect SharePoint Developer Quality Assurance SharePoint Support Content Manager App. Support Ensure the technology supports the business need, runs the project / leads change. Configures the servers and installs SharePoint properly. Addresses bandwidth, storage, security, back up and firewall needs. Moves environments Configures SharePoint with taxonomy, builds & brands sites, configures workflow, creates forms…works with SharePoint “out of the box”. Integrates SharePoint to other line of business systems, builds custom workflow / forms, builds custom applications. Tests and documents all components and authorizes promotion to Production. Assists people with using the system, assists with site evolution, adds new people / content types etc. Own the content on their site. Ensure content is current, accurate, findable and relevant. Owns the custom SharePoint application. Assists people with using the custom app. Responds to end user issues.
  35. 35. IT Business Support Mon-Fri 7am-5pm Within 1 hour response time Up to 50 hours/month support Phone and email support Daily system health checks IT Managed Support Service Mon-Fri 7am-5pm Within 1 hour response time Up to 100 hours/month support Phone and email support Daily system health checks Task Support Mon-Fri 7am-5pm Within 2 hour response time Up to 20 hours/month support Phone and email support
  36. 36. Q&A
  37. 37. Bruce Tuncertan - Sierra Systems Group Inc. /in/tuncertan @tuncertan BruceTuncertan@SierraSystems.com sharepointtidbits.blogspot.com
  38. 38. 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!

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