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. Agenda Profile Legal Introduction The Process Terms

3. Jeffrey Travis 7 years working with various SharePoint versions (2003 / 2007 / 2010 / 2013) 14 years working with portals – GE, Schlumberger, Home Depot & Macy’s Product Manager Enterprise Portal Macy‘s Johns Creek, GA USA Contact jeffreytravis@hotmail.com

4. Legal Disclaimer I am not speaking on behalf of Macy's and any views/opinions are mine and not reflective of Macy's.

5. 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.

6. The Process - Assumptions This presentation will be under the following assumptions – You or your company currently have or are planning a SharePoint environment You need a process to populate it so it can begin to provide value.

7. The Process - Steps Discovery (Pre roll out) Development (Roll out) Analysis and Maintenance (Post roll out)

8. 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.

9. Discovery (continued) • Determine business needs / goal(s) of the portal / 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

10. 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

11. 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 • Leverage an Information Architect • Determine necessary Approvals / Workflows

12. 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

13. Discovery (continued)

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

15. Development

16. Security Model

21. 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

22. Terms • Information Architecture / Architect • Meta data • Taxonomy • Governance • Customization vsPersonalization • Steering Committee

23. Customization vs Personalization Customization is by the choice of the end user Personalization is based upon an attribute of the end user such as role.

24. Information Architecture / Architect The Information Architecture Institute defines Information Architecture as: The art and science of organizing and labeling web sites, intranets, online communities and software to support usability and findability.

25. Steering committee A 5-7 person committee comprised of those versed in the needs of the business and technical representation can assist in defining and driving the current and ongoing direction of your portal.

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

30. Thank you!