Tried and True Process to Ensure Business Value with Your SharePoint D eployment

1. Tried and True Process to Ensure Business Value with Your SharePoint Deployment Jeffrey Travis United States - EST April 16th /17th, 2014

2. Jeffrey Travis 8 years working with various SharePoint versions (2003 / 2007 / 2010 / 2013) 15 years working with portals – GE, Schlumberger, Home Depot & Macy’s Product Manager Enterprise Portal Macy‘s Johns Creek, GA USA Contact jeffreytravis@hotmail.com

3. Build it, and they will come. Not always. Simply "having an enterprise portal" does not add business value any more than "having a Web site" does. To be truly valuable, a portal solution must help users quickly and easily access the information and services they need. Enterprise portals can deliver measurable business value by increasing productivity, reducing costs, and improving communication. But, achieving these benefits requires a thoughtful strategy and a disciplined approach that combines planning, collaboration, and technology. The planning phase is critical to realizing the full potential of your SharePoint deployment. This high level presentation will outline what it takes to ensure that SharePoint will provide business value for your enterprise and will focus primarily on an area the business can control - the content side.

4. The Process This presentation will be under the assumption you have stood up a SharePoint environment but now need a process to populate it so it can begin to provide value. Discovery (Pre roll out) Development (Roll out) Analysis and Maintenance (Post roll out)

5. Discovery Whether you are starting a new portal implementation, or have an existing intranet or portal, prior to developing anything it is critical that you perform a discovery phase. • Why do you need a portal? • What are the goals of the portal?

6. Discovery (continued) • Determine business needs / goal(s) of the site • What are current pain points in the company / my team? • What do users need to do their jobs better / faster / quicker? • Determine Roles / Personas • Business needs for each role • Use cases by role • Determine tasks for each role

7. Discovery (continued) • Content • Conduct content inventory (site collections, sites, pages, web parts, documents, links, apps, etc) • Content update or add frequency (Daily, Weekly, Monthly, Yearly) • Retention policies (based on business need, Legal, company policy) • Standardize naming convention • Versioning / Publishing (prevents nameofileV4.docx) • Establish security model • Who will maintain the site (Site Owners, Contributors) • Who can do what - Read/Contribute/Edit/Delete (down to the line item if needed) – use and trust AD and SP Groups as much as possible

8. Discovery (continued) • Content (continued) • Establish content types / metadata • Look for similarities (reports, announcements, meeting notes, forms, policies, Knowledge base article, etc.- use card sorting or similar if needed) • Tie retention policies to content types • Determine necessary Approvals / Workflows

9. Discovery (continued) • Consumption • Review usage analytics from prior internet/portal if they are available • Content mapping / Map roles & tasks to content • Customization vs Personalization • Frequency of use • Rank need by role • Determine necessary audiences

10. Discovery (continued) • Consumption • Review usage analytics from prior internet/portal if they are available • Content mapping / Map roles & tasks to content • Customization vs Personalization • Frequency of use • Rank need by role • Determine necessary audiences

11. Development • Consumption • Review usage analytics from prior internet/portal if they are available • Content mapping / Map roles & tasks to content • Customization vs Personalization • Frequency of use • Rank need by role • Determine necessary audiences

12. Security Model

13. Where is our site? Notice we have not created a site yet. Failing to plan, is planning to fail.

19. SharePoint, more than CMS. If you have not already, after this presentation I highly suggest viewing the "What is SharePoint? by Jasper Oosterveld“ Also, additional reading for the technical side of SharePoint “Developing SharePoint Applications” http://msdn.microsoft.com/en-us/library/ff648591.aspx

20. Terms • Information Architecture / Architect • Meta data • Taxonomy • Governance

24. Questions? Post your questions in the chat... ...the anchor will pick some of them up!

25. Thank you!