SP Business Suite Deployment Kick-off

Intranet Portal

EmployeeSelf Service

PROJECTS

ServiceRequests

SharePoint / Microsoft Office/ 365

Agenda

• Objectives• Preparation and Training• Installation• Develop a Plan• Define Skin / Branding• Introduce Concept to Organization• Prioritize Modules• Configuration at the Module Level• On-going Improvements• Support

Objectives

• Set and meet organization expectations• Gain acceptance of entire organization • The collaboration platform (SharePoint / Office)• Your Intranet / Self-Service infrastructure

• Make it easy for employees to do business• Provide productivity improvements for department(s) staff• Create a visibility and measurement for Management• Use SPMP resources as productively as possible

Preparation

• Setup / Provide Healthy SharePoint Platform / Environment• On-Premise

• Foundation, Server, Enterprise• SharePoint 2010 SP 2• SharePoint 2013• SPMP needs Site Collection Administrator permission• SharePoint Configuration

• Enable Sandbox Solutions• Turn-on Incoming and Outgoing email

• IMPORTANT – Direct Access to Site Collection

• In the Cloud – Office 365 / Third Party• SharePoint 2013 preferred• SPMP needs Site Collection Administrator permission

• Where to install Suite (site collection, level)

• Options• SharePoint Health Check (partner)• SharePoint Managed Services (partner)

• Appoint an Administrator – Take SharePoint training (www.Lynda.com)

Training Required

• Application Administrator• SharePoint Power User

Need to know: Basic understanding of SharePoint sites, libraries, lists, views and page editing. Also

user permissions.Understand Application portal site structures, forms, and chart web parts.

• End-usersBasic Navigation and use of libraries and lists.

• Tools available: www.spmarketplace.com/training.html, Customer Portal

Installation

• Need direct access – preferred or Online Meeting (burns hours)• Existing or new Site Collection• Upload solutions in Gallery• Activate solutions• Create Permission Groups• Create Sites• Basic Setup• Navigation – Menus, links etc.• Initial Users – Admin

• Review with Administrator

Develop a Plan

• Develop Overall Deployment Plan• Determine what areas / departments will be needed• Branding• Prioritize modules• Intranet• Employee Self-Service• IT• HR• Projects

• Set a time-line – (use Project Tracker?)• Introduction program for Department management• Detailed Configuration by module – Configuration Worksheets• Beta cycle for each module – the go production.

Branding / Skin

• Consult your branding person (often Marketing)• Session with SPMP to get basic look and feel requirements• Logo• Corporate colors, look from External Site

• SPMP will provide a couple of templates to choose from• We have to configure and purchase templates so we need to

limit it to 2 • iterations

• Apply Branding to Suite• Branding can be used beyond SPMP Suite if desired

Introduce Concept to Organization

• Get Top Management buy-in• Central point for communications / employee services• Reduce manual processes and walk-in / email requests• Visibility into what Service Department Productivity• Allow employees to focus on business rather than admin

• Introduce Concept to Departments• Watch out for “Department Blinders”, looking from

department out rather than employee view• Do not try and replace core systems if embedded deeply,

work with those.• Educate on the Department Portal Concept

• Create a demonstration for the Organization• Create a video or demo site.

Prioritize Modules

• Don’t “boil the ocean”, do a progressive deployment• Suggested Approach• Intranet Portal – to show power / collaboration / look and

feel• Assign a content person

• IT Support – because you are in control of that• Department Portals – pick a couple to deploy• HR and ESS – most productive for employees• Project Tracker – when you want, goes across

departments• CRM (Suite A) – Treat as a separate deployment

• Work with each department closely• Use Configuration Worksheets

Configuration at Module Level

• With suite you get a predefined number of hours with the package. Use it well and you can get much done!• Installation, Branding and 2 hours configuration per module

• Meet with each department and get objectives and requirements

• Keep it simple to start, you can add more later• SPMP Configuration worksheet• We can power through many configurations in a short time if

you use this.• Once initial configuration is done, we will review with team• Get any data in from existing systems (not part of

package)• Final tweaks and then roll-out.

Module Notes

• Role based design• Roles – Employee, Department Staff, Manager, Group Manager, Final Approver• Manager defined in Employee Directory (also override in forms)• Staff and Final Approvers defined by Group membership

• Role based design applied• Navigation – top and left menus provide for audiences• Portals

• Each portal has two views – Employee and Staff• Employee – redirect to employee portal page (or customer for customer service)• Department Staff is not redirected but sees department portal

• Forms• Service Request forms – Employee see General Tab, Department Staff see all tabs.• Can customize forms further for Tab or field level Security

• Not using specific function – do not delete function, just hide navigation.

Service Request Flow

Intranet Portal

EmployeeSelf Service

Service Requests

Service Request based Modules

• IT Support, HR, Departments, Facilities, Customer Service.

Employee

Staff

Redirect

Continuous Improvement

• Conduct Periodic Reviews with Departments• Data level – are they capturing the data needed?• Business Measurement – Dashboards and Reports• New capabilities – new lists, libraries and views?

• Application Updates• New features in forms• New web parts• New SharePoint features to use

• Add new custom applications• Same look and feel, integrated with your suite• Contact SP Marketplace for a Quote.

Support and Maintenance

• What is included:1. Support for issues or problems with the applications2. Bug fixes3. Questions about implementation4. Question about customizations (related to the application)

• What is not included:1. SharePoint administration (on-premise or Office 365)2. Office 365 administration3. SharePoint knowledge

1. How do I add an user or group?2. How do I add a field?3. How do I change a list view?4. Data Migration

• Updates1. New versions – update jQuery libraries, web parts and limited application function2. You will not lose any configurations or customizations

Getting Support:

• Email – support@• Customer Portal• SPMP site/Support• Call 888 218 5560

Resources:

• Customer Portal• Doc• tutorials