"the 3 p's of sharepoint 2013; planning, productivity, and policies" #spssv

“The 3 P’s of SharePoint 2013”Gina Montgomery – VP, Business Development

Acuvate Software

Hi, I’m Gina!Gina Montgomery, MCTS - Acuvate SoftwareVice President, Business Development – North America

• Prior to Acuvate, worked for Fpweb.net, as a SharePoint Architect in global business; a Microsoft licensing specialist at Softmart, and a Sr. Consultant for Konica Minolta’s Business Intelligence Group

• A frequent speaker and storyteller at I.T. events, SharePoint conferences, Microsoft focused events, and user group meetings

• Co-authored ‘The Perpetual Hand’

Twitter: @ginammontgomeryBlog: www.ginamontgomery.com Email: gina.Montgomery@acuvate.com

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Incorporated in 2006

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@ginaMmontgomery is making us go social with #SharePoint 2013 at #SPSSV

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Agenda

• Why do SharePoint Intranet’s Fail?

• What is SharePoint governance?

• What is Information Architecture?

• What are Information Management Policies?

• SharePoint 2013 DEMO

• Review and Questions

Why do SharePoint Intranet’s Fail?

Planning!!!

• Infrastructure up and running – Check!

• SharePoint Software deployed – Check!

• Your users are back at work and already

collaborating and sharing data galore, right?

– NO!

Friends don’t let friends rollout SharePoint with

no plan for adoption!

Adoption!

If your users don’t know how and when to use SharePoint, they won’t!

WIIFM?!

Will I be more productive if I use this? Or is this just another demand from management that won’t help me? I have too much work to do already!

A governance plan, good information architecture, and some adoption incentives can help your users understand this.

Agenda

• Why do SharePoint Intranet’s Fail?

• What is SharePoint governance?

• What is Information Architecture?

• What are Information Management Policies?

• SharePoint 2013 DEMO

• Review and Questions

What is SharePoint Governance?

Governance identifies lines of ownership for the business and technical teams and

identifies who is responsible for which areas of the system. The governance plan

also establishes rules for appropriate use of the SharePoint environments.

Governance

Governance is a set of roles, responsibilities, and processes that are put in place in an enterprise to guide the

development and the use of a SharePoint solution. These techniques should also align with the enterprise’s culture

and goals while enabling teams and individuals to effectively collaborate and share information.

Key Words:

o Enable

o Collaborate

o Share

Governance for Adoption

Step 1. Establish a governing body for the usage and management of SharePoint environments by:

• Identifying appropriate business owners willing to provide strategic insight and direction

• Identifying appropriate IT infrastructure to provide operational support

• Creating effective support system through proper channels of escalation for end users

• Establishing governing usage and maintenance policiesand procedures along the way

Governance 2013 tipsGetting Started with Governance in 2013

What to Consider DescriptionUnused Sites What happens to unused sites?

Social Policy Appropriate vs Inappropriate, Liking, Tagging, Following, etc..

Site Management Site Owners need to know how sites will be managed. Are they controlled? Are they managed by the IA?

Site Templates Which templates are available and how will they be used?

Site Request How will users go about asking for a new site? What will be included in the new site (type of template, customizations?)

Change Request/Feedback Model – Support? How is support defined? To whom does the End User address to get answers?

Naming Conventions How will DBs, Servers, etc... be named? It should be consistent.

SharePoint Designer Governing the usage of SPD for editing/designing pages for a common look and feel

Etc!!!

Agenda

• Why do SharePoint Intranet’s Fail?

• What is SharePoint governance?

• What is Information Architecture?

• What are Information Management Policies?

• SharePoint 2013 DEMO

• Review and Questions

What is Information Architecture?

IA is your company’s way of describing, organizing and discovering your content

The Information Architecture Institute describes IA as "the art and science of organizing and labeling websites, intranets, online communities and software to

support usability."

IA tends to include the following:

• Navigation Structure

• Metadata Strategy

• Site Taxonomy

• Search Strategy

Why should I care about IA?

• Because End User Adoption relies upon this!

• Usability - Sites that lack a well-thought out IA tend to become desolate. It is difficult to find information because the site navigation is substandard

• Site Management/Administration - A good, thought out IA will help address storage requirements and goals.

Information Architecture

If SharePoint is difficult to use, confusing to

navigate through, and information can’t be found

quickly adoption won’t occur!

Agenda

• Why do SharePoint Intranet’s Fail?

• What is SharePoint governance?

• What is Information Architecture?

• What are Information Management Policies?

• SharePoint 2013 DEMO

• Review and Questions

Information Management Policies

• enable you to control who can access your organizational information, what they can do with it, and how long to retain it.

• A policy can help enforce compliance with legal and governmental regulations or internal business processes.

• As an administrator, you can set up a policy to control how to track documents, who has access to documents, and how long to retain documents.

http://office.microsoft.com/en-us/sharepoint-server-help/create-an-information-management-policy-for-a-site-collection-HA010099553.aspx

In SP2013- NEW FEATURE ALERT

• Site Policy Management!!!

• Taking Info Management Policies one step

further

Let’s talk about what’s new in SP2013

• Even with good governance, SharePoint sites can proliferate and grow out of control.

• Sites are created as they are needed, but sites are rarely deleted.

• If sites persist when they are no longer needed, they require storage space and they might be unwanted for compliance reasons.

http://technet.microsoft.com/en-us/library/jj219569.aspx

Managing Site Retention

A Site policy allows you to specify the terms

under which to delete or close a site

automatically. There are three options.

1. Do not close or delete the site automatically

2. Delete the site automatically

3. Close the site automatically and delete the

site automatically

MOSSAIC

Assessment Phase 1

Phase 2

Phase 3

Phase n

Start

Stabilize

Standardize

20 days 90 days 180 days 270 days

Planned InfoArchBrand AlignedProvide Content

Support UsersCreate R&R programsCollect Feedback

Business ProcessesIntegrate LOB appsDeliver Reports

Site MigratorFile UploaderUI Templates

Helpdesk AppFeedback AppTop ContributorsTop Visitors

ERP SurroundReporting PlatformKnowledge Mgmt

ESS Processes AppsDept Process templatesReport Aggregator

ERP Integration templatesKM SolutionIdea ManagementCIO Cockpit

Business

Technology

demo

Thank You!Gina Montgomery – VP, Business Development

Acuvate Software

Gina.Montgomery@acuvate.com

913-217-0211

www.ginamontgomery.com

@ginammontgomery

@acuvatesoftware

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