employee directory on sharepoint 2013
DESCRIPTION
In this session you will learn how many companies adopt SharePoint as a portal or intranet, but they miss out on the “social” features it offers. Learn how to bonify your SharePoint experience using user profiles in order to build a rich staff directory. With MySites and User Profile Synchronization, you are not so far from that goal ! A presentation by Louis-Philippe ValléeTRANSCRIPT
Showcase your Employees with a Complete Enterprise Directory
Built On SharePoint 2013
Louis-Philippe ValléeScrum Master & Analyst for [email protected]
November 23rd, 2013
Thank you to all of our Sponsors!!
Louis-Philippe Vallée
SCRUM MASTERSHAREPOINT ANALYST
[email protected]@valleelp
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WHO
Is this guy?
Relevant projectIntranet for Radio-CanadaIntranet for La Coop FédéréeWeb site for Laval city
On goingIntranet for IntactIntranet for Agropur
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WHO
Is this guy?
Louis-Philippe Vallée
1. Actual way of doing thing2. [Game] Keep / Don’t keep3. Intranet in SharePoint 2013
1. Basic concepts2. Some goals3. Demystify My Sites
4. [Demo] Enterprise directory1. User Profile Synchronization2. People search3. Org Chart4. Pros & Cons
5. Concrete examples6. Keys to success7. Questions
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SESSION
Enterprise directory in SharePoint 2013
PLAN
Employee directory with SharePoint 2013
Employee directory with SharePoint 2013 | 6
Actual way of doing thingEmployee directory
People print a sheet with a list of phone extensions
You can call a machine and say the name of the person you want to reach
Paper Notes
VoIP vocal recognition
Charming receptionist
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Actual way of doing thingEmployee directory
A solution as been implemented to allow a people search
Sometime this page is a static list updated manually
Custom solution
Employee directory with SharePoint 2013
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Actual way of doing thingEmployee directory
People search other employee through outlook
Outlook
People search other employees through Lotus Notes
Lotus Notes
Employee directory with SharePoint 2013
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Actual way of doing thingEmployee directory
Org chart
?
Search by
expertise ? Maintenanc
e ?
Employee directory with SharePoint 2013
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Actual way of doing thingEmployee directory
KEEP DON’T KEEPWhat is working in your
current employee directory ?
What would you improve ?
What are your frustration with it ?
5 minutes
Employee directory with SharePoint 2013
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Actual way of doing thingEmployee directory
SharePoint 2013=
A solution
Employee directory with SharePoint 2013
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Concepts
Collaboration with your team
Publication of content/news to the employees
Publication
Collaboration
Search
Search for content using metadata
Search for people
User
Intranet in SharePoint 2013
Employee directory with SharePoint 2013
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Some of the goals
Put the user in the middle of the SharePoint experience
Work together to get things done
The user gets the information that HE cares about
Make sure people stay active and engaged
THE FIRST STEP TO THIS IS YOUR EMPLOYEE
DIRECTORY !
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2
3
4
Intranet in SharePoint 2013
Employee directory with SharePoint 2013
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Demystify MySitesIntranet in SharePoint 2013
User Profile
My SiteEmployee directory with SharePoint 2013
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Demystify MySites
My Profile
News feed
About
General info
My Site SkyDrive ?
Team Site per user
User is site collection admin
Skydrive in the suite bar
Before
Groove 2007
Workspace 2010
Installed with Office 2013
Available standalone
Intranet in SharePoint 2013
Employee directory with SharePoint 2013
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Enterprise directorySharePoint 2013
DEMO
Employee directory with SharePoint 2013
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Enterprise directorySharePoint 2013
You control :
Employee directory with SharePoint 2013
which fields should be editable by the user
which fields are synchronized from your AD
visibility on each profile property
PROS CONS
Powerfull search engine Expensive if you are not planning on having also an intranet on SharePoint ($)
Synchronyzed with AD Your Active Directory is probably not clean enough at
the moment !
Profiles open the possibilities for personalization of your
intranet
If done wrong, it can bring more pain than gain.
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Enterprise directorySharePoint 2013
Employee directory with SharePoint 2013
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Client 1 – Financial companyConcrete exemples
1750
employeesProfiles info
Name
Spoken Langage
Title
Expertise profile
No yet
Exemple:
Investment case for mines in Africa:
Search the directory for « mine » expertise to get help on this case
SharePoint 2007
Employee directory with SharePoint 2013
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Client 1 – Financial companyConcrete exemples
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HOW DID THEY PROCEED ?
Gave it a name : « NICENAME »
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2 Big publicity • Corporate news• Paper
announcement• Flyers
3 Take pictures of every employee on lunch breaks (over 2 weeks)
FREE APPLES !
Employee directory with SharePoint 2013
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Client 1 – Financial companyConcrete exemples
1
CONSIDERATIONS
Security & Legal
User cannot change his picture in his profile
Using people’s access card photo is not legal
Maintenance on the profiles
Done by administrative assistants
Active Directory
Already clean with separation of Employees and Consultants
Employee directory with SharePoint 2013
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Client 1 – Financial companyConcrete exemples
1
RESULTS
ADOPTIONOVER 2 WEEKS
85%
5 DAYS
OF WORK INCLUDING BRANDING
1 MONTH
PROJECTSTART TO END
Employee directory with SharePoint 2013
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Client 2 – Media companyConcrete exemples
6000 employésSharePoint
2013
2
Issues
Multiple geographic locations
Impossible to bring photographer
Users must update they own profile
Problem:
User can put inappropriate photos !
Solution
Development of a feature to « Report » photos anonymously
Employee directory with SharePoint 2013
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Client 2 – Media companyConcrete exemples
2
HOW DID THEY PROCEED ?
Configure User ProfileSynchronization
1
2 Every week, a draw is made upon people that have completed their profileEx: Gift cards
3 Profile are self provisioned
4 Add the people search in the existing intranet
Employee directory with SharePoint 2013
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Client 2 – Media companyConcrete exemples
2
CONSIDERATIONS
Gouvernance
Once every 2 month, a SharePoint admin has to make a check on all the photos, looking for inapropriate content
Organization Chart
No translation on the Title
Solutions :
• Have biligual title ; (Title EN / Titre FR)
• The user puts his title in his langage
• Not possible to add a new field in this scenario (other system are using the title field)
Employee directory with SharePoint 2013
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Radio-CanadaConcrete exemples
12000 employees
SharePoint 2010
3
Issues
Multiple geographic location
Data from Multiple Directory
MySite already used and branded
Title FR and office only available in eDirectory
Problem:
SharePoint cannot synchronize from 2 different Directory provider (AD + eDirectory)
Solution
Synchronization on AD
External content type to complete the missing informations in the user profile
Employee directory with SharePoint 2013
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Radio-CanadaConcrete exemples
3
CONSIDERATIONS
Localization
Mapping of the office name from the address of the user
Offices and rooms searchable
When you search in the directory
• you see the office name of the user (in the good language)
• you also find offices related to your search
A click on the office presents the office information
Needed to be the same as their old system (Oracle) that was already working correctly
« If it aint broken, don’t fix it »
Employee directory with SharePoint 2013
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Radio-CanadaConcrete exemples
3
Employee directory with SharePoint 2013
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KEYS TO SUCCESSEnterprise Directory
Do you really need a enterprise directory ?
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Focus small at firstOnly telephone number search is a good
startCleaning your Active Directory is a little
project by itself
Branding is important for Adoption & Retention
Make sure the profiles are completeFor the launch : MAKE IT BIG !
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Employee directory with SharePoint 2013
Join us for SharePint today!
Date & Time: Nov 23rd, 2013 @6:00 pmLocation: The Observatory Pub,
Algonquin Student’s Association
Address: A-170 on Algonquin CampusParking: No need to move your car!*
Site: http://www.algonquinsa.com/ob.aspx
*Please drive responsibly! We are happy to call you a cab
Remember to fill out your evaluation forms to win some great prizes!
&
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ANY
QUESTIONS ?
Employee directory with SharePoint 2013