"the 3 p's of sharepoint 2013; planning, productivity, and policies" #spssv
DESCRIPTION
Why do SharePoint intranets fail? What is all the buzz about SharePoint 2013? Can I get better governance with SharePoint 2013? Come spend an hour with us while we discuss the three P's of SharePoint 2013. This session describes the importance of information architecture planning; demonstrates SharePoint 2013's new productivity enhancements including social collaboration and task aggregation and project management; presents how to push SharePoint OOTB to create even more productivity within your organization; and finally shows the new governance features using site policies.TRANSCRIPT
“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: [email protected]
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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
913-217-0211
www.ginamontgomery.com
@ginammontgomery
@acuvatesoftware
Join us right after the event at the Firehouse Grill! Socialize and unwind after our day of learning.
1765 E. Bayshore RoadEast Palo Alto, CA
Extras on Project Management*
Challenges
Publishing plan to entire team and keeping it updated
Tracking Plan versus Actual in terms of burn rate, budget and time
Milestones are project tools that allow pm’s to determine whether a project is on schedule or not
Identifying and tracking project Risks and mitigation plans for those risks
Effective project status reporting measures in place will create a focused team
Manage scope changes during the project – Change Management
Track and Resolve issues on time
Manage resources across multiple projects based on availability and skill
Project Management Journey
Excel, Word, File Shares, Email
SharePoint
Project Server
Simple to use and get started.
Works great for smaller localized teams.
No special training required
Provides great capabilities for managing your project
Works for local and distributed teams
Similar to using MS Word and Excel.
Portfolio Management
Advanced PM functionality
Knowledge of MS Project