HOW TO MAKE SHAREPOINT A SUCCESS By Antonio Segovia BIO SharePoint Architect at DSS, Inc. President of the South Florida SharePoint Users Group Independent SharePoint Consultant http://sharepointFL.com http://piscus.elance.com Contact Info: [email protected] Twitter: _Piscus_ GOAL FOR TODAY Identify key factors to make SharePoint a success within the organization Common Sense Common Practice 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 Excel, Access, Powerpoint, Word, Visio, Infopath Services No Backup/Restore 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 Taxonomy Plan 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.