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Gathering Requirements & Building the Taxonomy Tools you can use for success

Ruven GotzAvanade

MicrosoftSharePoint

MVP3rd year

Number of Children:

3

A decade(!)with SharePoint

Have flown

225k milesIn past 3 years

Presented at

40+Events over the Past 3 Years

My Name Is Ruven Gotz…

Director, Collaboratio

n

Requirements

Cowboy project

“I’ll start coding, you go see what they want.”

Requirements

What makes something a requirement?

We can do that for $10

We can do that for $1,000,000

We require a jumbo solution to get to our destination

Except, maybe you don’t

My three rules of SharePoint

1. Simplicity2. Simplicity3. Simplicity

It’s the destination that matters

Let’s shift gears

DON’T demo SharePoint

Initial discovery workshops

Slideshare.net/ruveng

Capture the discussion

Build the Taxonomy

Metadata Workshop:The BIG question

What is Metadata?

Data about data

Questions

The BIG question

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

To understand what are

‘Meta’ for?

We’ll use a

Metaphor

What does a cow say?

What does a chicken say?

What does a duck say?

What’s the difference?

What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984

Example from Yoav Lurie

Organizing Content

Another metaphor

Adapted from the “pea soup” story by Serge Tremblay

Labels can help

Food taxonomy nirvana

http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289

So, what is metadata?

or this…Not this!

What is taxonomy?

It’s this…

Carl Linnaeus (1751)

Taxonomy Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Superclass

Class

Order

Suborder

Family

Kingdom

The bottom of this treeAnimal

Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

TaxonomyX:

Production Sales & Marketing

Marketing

Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile

Sales Web Design Newsletter Social

Shared drive zoo

TaxonomyX:

Production Sales & Marketing

Marketing

Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile

Sales Web Design Newsletter Social

We’ve all seen how well this works out…

TaxonomyX:

Production Sales & Marketing

Marketing

Major Hospitals Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile Colleges

Big Small

Sales Web Design Newsletter Social

Shared drive zoo

Moving this mess to SharePoint only makes it worse

SharePoint Sux! SharePoint is confusing! Why?

What is our base metaphor for files?

Folders on the Mac

What if we saw this?

Better…

Solve it with folders!

Now, you hire an intern to add documents

Finding vs. Saving

Findability

Putability

The #1 rule of SharePoint

Never use folders

Except when it makes sense to do soever

When it makes sense…Permissions assigned

per folder

SharePoint Taxonomy

SharePoint Taxonomy (Metadata)

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

Adding metadata (when uploading)

A SharePoint Simulationhttp://bit.ly/sps-sample-files

Inventory worksheet“Homework”

Mind mapping

Mind Mapfrom InventoryWorksheet

What is metadata?

What is taxonomy?

What are content types?

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ____ Approved Y/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ____ Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ____ Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ____ Approved Y/N

Vacation Request

Drug Reimbursement

Both content types in one list

Content types for: Workflow, Policy, Security

Share The SharePoint Conference for Business Users

Key Points to Take Home

• Simplicity, simplicity, simplicity• It’s not about requirements, but outcomes• Visual tools can have a major positive impact

Thank you

Share The SharePoint Conference for Business Users Slide 72

Ruven Gotz @ruvengAvanade

ruven.gotz@avanade.comspinsiders.com/ruveng

http://bit.ly/sps-sample-files

Share The SharePoint Conference for Business Users Slide 73

Appendix: Additional Slides…

SharePoint Workshop

Agenda

• About the Project , Our Team & Goals• SharePoint Overview • Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions

About the Project, Our Team & Goals

About this Project– Determine the requirements and scope for a SharePoint implementation at ABC Corp.

Our Team– Alison Andrews – Project Manager– Bob Baker – Technical Architect– Carol Conrad – SharePoint Analyst– Don Drummond – Infrastructure Analyst

Workshop Goals– Set expectations– Gather your input– Keep it to an hour (+ optional half-hour for further questions)

SharePoint 2007 Overview

Collaboration

Portal

SearchEnterpriseContentManagement

BusinessProcess

andForms

BusinessIntelligence

Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams

Enterprise Portal template, Site Directory, My Sites, social networking, privacy control

Enterprise scalability, contextual relevance, rich search for people and business data

Integrated document management, records management, and Web content management with policies and workflow

OOB workflows, WF integration, rich and Web forms–based front-ends, LOB actions, pluggable SSO

Server-based Microsoft Office Excel® spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards

Platform Services

Workspaces, Mgmt,Security, Storage,

Topology, Site Model

SharePoint 2010 Overview Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportIntranet, Extranet, Team Collaboration

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsOrganizing Information

Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced PipelineSearch

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSBuilding complex solutions on top of SharePoint

Communities

Search

Sites

Composites

ContentInsights

Department and Role

Please introduce yourself:• Name• Department• What is your role within your department?• How do you interact with technology to do

your job?• How does the current technology help you

(or hinder you) from doing your job?

Document Collaboration

• Do you work on documents with others?– How do you collaborate (e-mail, shared drive) ?

• What document types do you create?– Which programs do you use?

• Do your documents require multiple reviews and edits? Is approval required?– How do you implement the required workflow?

• How do you get the final information out to the audience that needs it?– Do you publish PDF’s? – How are they distributed/posted?

Document Storage and Search

• Can you find the documents that you need, when you need them?– Does your shared drive folder hierarchy work well?– How long does it take to find a document? At what point do you give

up?• When you create a document, do you know where it should be

saved?– Are documents saved in more than one location to ease retrieval?

• Does search work well?– What features would you like to see in search that would make it

better for you and your team.

Compliance, Records Management & Off-line

• Do you have any regulatory requirements that you need to meet?– ISO 9000– Sarbanes-Oxley – Bill 198

• How are records management policies implemented?– Are there specific policies for document retention and destruction.

• Do you have a need for off-line access?– Do you travel off-site for your work– Do you need to work when you are disconnected from the network.

Questions