h ow to make s hare p oint a s uccess by antonio segovia

HOW TO MAKE SHAREPOINT A SUCCESS

By Antonio Segovia

BIO SharePoint Architect at DSS, Inc.

President of the South Florida SharePoint Users Group http://sharepointFL.com

Independent SharePoint Consultant http://piscus.elance.com

Contact Info: piscus@gmail.com Twitter: _Piscus_

GOAL FOR TODAY

Common Sense

Common

Practice

Identify key factors to make SharePoint a success within the organization

WHAT IS SHAREPOINT?

Microsoft SharePoint is a software platform that provides intranet portals, document & file management, collaboration, social networks, extranets, websites, search, business intelligence, workflows, etc.

IS IT SHAREPOINT THE ONLY OPTION?

WHAT TOOL SHOULD I CHOOSE?

How does the company currently collaborate?

Are you currently using a content management tool?

What are you trying to accomplish?

What do you want to use it for?

Who is it going to use it?

What is the end-user knowledge level of the tool?What is the cost? Supported? Dedicated resources?

Can it be integrated with other systems?

CHOICE PATH

MICROSOFT

SHAREPOINT EDITIONS

$35k

$45k

SHAREPOINT 2013 EDITIONS

SharePoint Foundation

SharePoint Standard

SharePoint Enterprise

SharePoint Online (Office 365)

No Enterprise Search No BI ALL included No BI

No BI No Public Internet Portals

No Auditing

No Social Tags or bookmarks

No Excel, Access, PowerPoint, Word, Visio, InfoPath Services

No Editing for public internet site

No Public Internet Portals

No Backup/Restore

No Excel, Access, Powerpoint, Word, Visio, Infopath Services

SOCIAL COLLABORATION

SHAREPOINT IS NOT BEING USED TO ITS MOST POTENTIAL IF…

Emails with attached files are sent within the company

People cannot find what they are looking for Newsletters are sent as pdf by email Assigning tasks on an Excel file Writing forms on a Word or Excel Document IT is in control of site permissions and

content

REASONS WHY SHAREPOINT FAILS AT MOST COMPANIES

Strategy plan

Architect

ure

Design

Governance plan

Taxonomy Plan

End-user

training

Communication

STRATEGY PLAN

Set a goal Start small Identify initial resources: in home? Consultant? Pilot program Have a roadmap

Revisit Strategy Plan

GOVERNANCE PLAN

Identify stakeholders (roles, title and names) Meet regularly Follow the roadmap Strategy plan transforms in Governance Plan Disaster Recovery Plan End User Training Upgrade path Who is going to support SharePoint? Who is going to admin SharePoint? Who will be managing the site?

GOVERNANCE PLAN (CONTINUED)

Branding?

Hire new resources?

GOVERNANCE PLAN (CONTINUED) Regarding documents:

Where do the documents currently reside? What application(s) are used to access them? Who needs access to these documents? (Review answer,

documents targeted to all employees can be on a central Portal, documents targeted to a select group of employees could on a Group Team Site, or on a restricted access sub area of a central Portal).

Will the documents require unique user permission assignments? Will the documents need automatic version numbering? Will the documents need an approval process before being

posted for all users to see? Are there any old or archived documents that need to be

available as well to users? Do Archived documents need to be available for search only and

not collaboration and browsing? What is the standard Internet browser? What version of Office are we using?

GOVERNANCE PLAN (CONTINUED) Search:

Do the users only need to search contents located on the site? Do the users need to search other sites, file shares, external

databases, and/or documents? Do the users need to have the ability to narrow their search

results via selecting topics to search or by using keywords or best bets?

Features: Do they have requirements to use Business Intelligence

viewers? Do they have document retention / archive plans and if so

what are they? Do they need to provide methods where existing forms can be

filled online? Do they need to automate any process (workflows)? What information do they want recorded about people, and do

want people to have their own sites?

TAXONOMY PLAN

Easy Navigation: No more than 3 clicks Users will NOT remember the URL Keep it simple

ARCHITECTURE DESIGN Technical Team: Infrastructure Design High Availability

Data Integration Branding or customization Third Party Tools Disaster Recovery

END USER TRAINING

#1 reason why SharePoint fails within an organization

People resist to change: “I hate SharePoint” Create End User Training Site: Productivity

Hub Provide “Lunch and Learn” 1 hour training Off site vs on site training Practice with example

COMMUNICATION

Encourage the usage of SharePoint Take advantage of the social collaboration Rewarding program Weekly Reminders Announce new features, Did you know, How

to… On going effort. Do not stop.