July 24, 2014presented by… Matt EshlemanSteve Longenecker

Community IT Innovators Webinar Series

Taking Another Look At SharePoint

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About Community IT

Community IT Innovators partners with nonprofits to help them solve their strategic & day-to-day IT challenges.

Strategic Proactive approach so you can make IT decisions that support your mission and grow with you

Collaborative Team of over 40 staff who empower you to make informed IT choices

Invested We are committed to supporting your mission, and take care of your IT network as if it were our own

Nonprofit focus Worked with over 900 nonprofits since 1993

Presenters

Steve Longenecker, Project Manager

slongenecker@communityit.com

@CommunityIT

Matt Eshleman, Chief Technology

Officer meshleman@communityit.com

@meshleman

Agenda

I. General Overview

II. SharePoint Online as a File Server

Replacement

III. The Community IT Pilot

IV. Reflections

V. Questions

1. CITI’s WSS 2.0 site.

2. WSS 3.0 vs. MOSS 2007

3. SharePoint Foundation 2010

4. SharePoint Online

SharePoint Evolution

From Wikimedia Commons, Author: Fiestoforo

1.Intranet portal

2.Document Management

3.Extranet portal

4.Internet Sites (It’s a

CMS, too!)

5.Software Framework

Jack of All Trades, Master of None?

http://en.wikipedia.org/wiki/Microsoft_SharePoint

From Wikimedia Commons, Author: Colin M.L. Burnett

Why SharePoint?

• Empower end users

• Browser based

• Remotely accessible

• Part of the Microsoft Office ecosystem

• Microsoft Office 365 Marketplace

• Almost unlimited storage

capacity

• Office 2013 and Windows 8.1

provide synchronized local

access

• Versioning

• Office Online

• Improved Search

SharePoint as a File Server

Comparing the file share and Office 365 SP

File Server Office 365 SharePoint

Share -> Folder -> Subfolder -> File Library -> Folder and/OR MetaData -> File

Reliable versioning means “Save As” with a new name

Automatic Versioning (once you’ve turned it on)

Local use automatically “locks” document Check In and Check Out

Only one person can edit at a time Office Online allows multiple simultaneous editing

No reasonable file size limit 2 GB file size limit

Straightforward local access, remote access can be tough

Logon to browser from anywhere and/or sync a library with Office 2013.

Set up your top level “root” folder structure and hope for the best.

Set up your SP architecture – sites, libraries, meta data. Still hope for the best, but also plan ongoing adjustment

• Setting up a SharePoint site in Office 365 is easy.

• Adding a Library for files is a piece of cake

• Making SharePoint useful, or – even harder – as

useful as it can be, particularly in the long term,

is much harder.

• We need to do requirements gathering, to elicit

staff buy in, to do training, etc.

SharePoint is an Information System, Not a Technology Project

1. “Forklift”

your entire

file server

to SP

Replacing a File Server: 2 Approaches

Replacing a File Server: 2 Approaches

2. Leave your current server as an

archive. Create new Libraries for

new files going forward.

Things to Plan

• Who is responsible for SharePoint governance?

• Who is your SharePoint champion?

• What sites/libraries do you need? Who are the owners of

your sites?

• How does information move between sites/libraries?

• What metadata do you want to apply across your site

collection?

• Plan for change – don’t try to get it exactly right at the

outset.

• Don’t overbuild, especially initially.

• How are you going to bring users along?

Started from scratch with three use

cases:

• Projects

• Network Managers

• Information Systems Consulting

The Community IT Pilot

• Pilot users assess general usability of the

solution

• Trial different file/folder organization

approaches

• Test different sharing requirements

• Determine accessibility with MacOS and/or

older versions of MS Office.

• Assess magnitude of change management

required

Pilot Goals

• Remote access is great

• Tags provide greater flexibility for file

organization

• Search is powerful

• Design process can be fun

• Word Online is intriguing

• DocuSign App is promising

Wins

• Need to plan for backup, retention & archiving

• Browser designed for one at a time file manipulation

• DocuSign App sporadically doesn’t work

• Boot strap approach has made for slow progress.

• Without a URL link, finding SP data is sometimes hard.

• Sharing outside the organization has sometimes been

difficult.

Reality Check

Recommendations

• Acknowledge the complexity

• Recognize that it is an Information Systems Project

• Start with a clean slate

• Start small & incorporate lessons learned

• Appoint a SharePoint Administrator

• Dump the file server: Why we moved to the SharePoint Online

cloud

• 5

Critical Steps to Planning your SharePoint Information

Architecture

• Why I use SharePoint

For further reading

Upcoming Webinar

Thursday August 28 4:00 – 5:00 PM EST

Cloud Migration PlanningMethodologies and Approaches

Johan Hammerstrom & Steve Longenecker

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