building an effective sharepoint team

BUILDING AN EFFECTIVE SHAREPOINT TEAM.WHAT SKILLS DO YOU NEED?

Bruce TuncertanSierra Systems Group Inc.

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Bruce TuncertanPrincipal, Solution Architect – SharePoint at Sierra Systems

INTRODUCTION

• 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.comsharepointtidbits.blogspot.com

AGENDA

The SharePoint Puzzle

Common SharePoint Questions

Getting It Right With Right People

4

1

2

3

The SharePoint Puzzle

INTRODUCTIONSoftware Adoption Models in the Enterprise

DEFINING SHAREPOINT SERVICES

Document Management

Integration

Configuration of Tools

The Right Team

FinancialModel

Change Management

TechnicalInfrastructure

Business “Why”

Support

SolutionRelevance

Scalability

Records Management

MobilityTools

Reporting

Custom Development

Executive “Why”

ExecutiveSupport

Branding

Industry Knowledge

When to Say “No” Governan

ceCaptureStrategy

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

POSITIONING SHAREPOINT FOR SUCCESS

Project Work

Publishing Information to Everyone

Team Communication / Work

Project Work

THREE PATTERNS

Single Site

Docs

Related

Reports

Team

KPI’s

##$

$

Communication

Site Data

Parent / Child

##$

$

Many of the Same

Every site has

an owner

THREE STYLES OF SITES

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,

informationKnow what they are looking for, or how

to see what’s available

Searchers

FINDING INFORMATION

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.

SearchFaceted search based on multiple

metadata criteria

BrowseBrowse through content-consumer

driven hierarchy

ComplianceCombination of classification and

metadata-based rules for retention and disposition.

Records Managers

Business Users

TAXONOMY DRIVERS

Document

Search

Report

Integrate

Automate

Retain

Secure

AttributesClient Name:Job Name: Job Code:Job Type

Job Status:Doc Type:Doc Date:

Author:

IT’S ALL ABOUT METADATA

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

SHAREPOINT DESIGN ELEMENTS

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

STEPS TO SUCCESS (BUILD ON SOLID GROUND)

GovernanceFinite 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 TeamsStrategic

OperationalDevelopment

IT GovernanceBusiness 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

POSITIONING SHAREPOINT FOR SUCCESS WITHIN IT

Common SharePoint Questions

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

INFRASTRUCTURE

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)

CONTENT

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)

TRAINING / USER ENGAGEMENT

Getting it Right with Right People!

• 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

EnhancementsOffice 365 &

Windows Azure

DEALING WITH SHAREPOINT

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

A SHAREPOINT CENTRE OF EXCELLENCE

Project Manager / Business Analyst

SharePoint Infrastructure Architect

SharePoint Collaboration Architect

SharePoint Developer

Quality Assurance

SharePoint Support

Content Manager

Application Support

SHAREPOINT “OPERATIONAL” TEAM

Project Manager / Business Analyst

- Ensures the technology supports the business need

- Runs the project- Leads change- Understand SharePoint terminology and concepts

SHAREPOINT “OPERATIONAL” TEAM

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

SHAREPOINT “OPERATIONAL” TEAM

SharePoint Collaboration Architect

- Configures SharePoint with taxonomy- Builds & brands sites- Configures workflow- Creates forms…- Works with SharePoint “out of the box”.

SHAREPOINT “OPERATIONAL” TEAM

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

SHAREPOINT “OPERATIONAL” TEAM

Quality Assurance

- Tests and documents all components- Able to differentiate OOTB-Custom and tests

accordingly- Authorizes solution promotion to Production

SHAREPOINT “OPERATIONAL” TEAM

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.

SHAREPOINT “OPERATIONAL” TEAM

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

SHAREPOINT “OPERATIONAL” TEAM

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

SHAREPOINT “OPERATIONAL” TEAM

Project Manager

/ Business Analyst

SharePoint

Infrastructure

Architect

SharePoint

Collaboration

Architect

SharePoint

Developer

Quality Assuranc

e

SharePoint

SupportContent 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.

SharePointArchitect

SharePoint Developer

SharePoint Admin/Support

SHAREPOINT “OPERATIONAL” TEAM

Project Manager

/ Business Analyst

SharePoint

Infrastructure

Architect

SharePoint

Collaboration

Architect

SharePoint

Developer

Quality Assuranc

e

SharePoint

SupportContent 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 “OPERATIONAL” TEAM

IT Business SupportMon-Fri 7am-5pm

Within 1 hour response timeUp to 50 hours/month support

Phone and email supportDaily system health checks

IT Managed Support ServiceMon-Fri 7am-5pm

Within 1 hour response timeUp to 100 hours/month support

Phone and email supportDaily system health checks

Task SupportMon-Fri 7am-5pm

Within 2 hour response timeUp to 20 hours/month support

Phone and email support

GOVERNED BY AN SLA

Q&A

Bruce Tuncertan - Sierra Systems Group Inc.

/in/tuncertan@tuncertan

BruceTuncertan@SierraSystems.comsharepointtidbits.blogspot.com

Thank you!Toronto Enterprise Collaboration User GroupChange Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etchttp://www.meetup.com/TSPBUG/Toronto SharePoint Business Users Grouphttp://www.meetup.com/TorontoSPUG/

Saturday July 9, 2016

See you next year!