Best Practices To Boost Your SharePoint Implementation
57
Best scenarios to boost your SharePoint implementation Toni Frankola Perpetuum Mobile d.o.o., Croatia http://www.sharepointusecases.com http://www. endusersharepoint.com http://twitter.com/tonifrankola
-
Upload
toni-frankola -
Category
Technology
-
view
7.352 -
download
4
description
Your organization has deployed SharePoint as the ultimate collaboration platform that will solve all your problems in a blink of an eye. However you, as the content owner, are still struggling with end users and all the SharePoint features. In this session we are going to discuss tools you have at hand and simple and effective scenarios you can implement on your portal. These will help end-users to perform day-to-day operations with ease and to boost the overall SharePoint adoption. Language: English Session Level: Intermediate
Transcript of Best Practices To Boost Your SharePoint Implementation
Best scenarios to boost your SharePoint implementation
Toni FrankolaPerpetuum Mobile d.o.o., Croatiahttp://www.sharepointusecases.comhttp://www.endusersharepoint.comhttp://twitter.com/tonifrankola
Croatia, Europe
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Quick poll
• My company is:A. Microsoft Partner companyB. Small-Medium business (up to 500 employees)C. Enterprise (more than 500 employees)
Quick poll (2)
• SharePoint – implementation status:A. Not installedB. Implemented, but still »work in progress«C. Completed
Quick poll (3)
• We are using:A. SharePoint Services 3.0B. SharePoint StandardC. SharePoint Enterprise
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
The dark project reality
Succeeded32%
Late/Over budget44%
Cancelled24%
Source: CHAOS Summary 2009, Standish Group
What about my SharePoint project?
The problem
10% - SharePoint technology
90% - SharePoint Content and People
SharePoint planning / requirements
• Find out what are the requirements• Requirements gathering before installation
• Find features that you really need:• Not every enterprise requires MOSS Enterprise• Build vs. Buy (www.sharepointreviews.com)
SharePoint - Lego® approach
• 1... • 2... • 3...
SharePoint - Lego® approach (2)
• Take small steps• Simple collaboration and lists
• Education is not enough• They must use it
• Customize SharePoint for your »child« age
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
SharePoint as you see it
SharePoint as End user sees it
Recommended reading
EndUserSharePoint.com
• http://endusersharepoint.com• http://endusersharepoint.com/STP - Q&A
UX – Navigation
Simple clean interface
Author: James Milne
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Eat your own dog food
• SharePoint team should publish a blog• How-to guides• Information about new features• Anything SharePoint relegated
• Document SharePoint installations wiki
Eat your own dog food (2)
Trick – Information push
• End users prefer to be notified via email• Push info via »Alert me«
• Subscribe their AD group• They will not be able unsubscribe
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Automated Knowledge base
Automated Knowledge Base (2)Apply this rule after the message arrives from Microsoft Support and contains Re: in the subject forward to [email protected]
Automated Knowledge Base - Benefits
• Everybody can learn from communication• New employees included
• Available even when you are Out of office• Please note: Available with Exchange
• SharePoint Search indexes all the solutions
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Eat your own dog food (3)
• SharePoint Issue tracking on SharePoint• Start on top of Microsoft Templates
• Expand as needed• Email integration• Workflows• Custom reporting
Source: http://endusersharepoint.com
Issue statusActive Resolved Closed
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
SharePoint as self-service HR portal
• WIN-WIN situation• HR Ideas
(some available as Microsoft Templates)• Annual leaves• Expense • Employee training• Employee activities• Employee benefits• Hiring and firing• Lending libraries
HR application »ingredients«
• OOTB WSS• A workflow tool
• Security, approvals, calculations...• My recommendation: Use Nintex Workflow 2007
• Managers looove lazy approval
• Keep it simple• Try to use simple web forms instead of InfoPath• Make rich UIs with JQuery
Workflow benefits
• Cut approval times shortened• From days to within 1 business hour
• Reports show you bottlenecks
Nintex view
HR Portal
HR Portal (2)
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Project Management Scenario
• Resource: SharePoint for Project Management book
• Implement SharePoint for your PMO• PMs love to control stuff
How might your site look like?
Web Parts
• Project Info
• Tasks by Workflow
• Calendar aggregation
• Milestones
Web Parts (2)
• Navigation
At PMO Level
•Reports•Documents•Milestones•TasksProject 1
•Reports•Documents•Milestones•TasksProject 2
•Reports•Documents•Milestones•TasksProject 3
•Reports•Documents•Milestones•TasksProject 4
• Reports• Documents• Milestones• Tasks
PMO
At PMO Level
Aggregating information from subsites
• Aggregating data• CQWP (SharePoint only)• Lightning Tools• Bamboo solutions PMO
P3
P2
P1...
...
Advanced Meta-data structure
• Meta data that has:• Many-to-many relationships• Hierachies Customer > Invoice > Invoice Product• Report data
• Best practice:• Use your own database
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
Internal Phonebook Scenario
• Benefits:• OOTB functionality• Simple to use• Access 2007 for printing• Connect to Outlook• Sync to your Mobile device
• Bamboo > snyc with User Profiles
Internal Phonebook Scenario (2)
• Printing with Access 2007 (OOTB)
• Search Contacts as you type (check my blog)
Contents
1. IT Projects
2.SharePoint UX
3.(s) Project
Documentation
4. (s) Automated
KB
5.(s) Help Desk
UX
6.(s) HR Portal
7.(s) PMIS
8.(s) PhoneBook
9.(s) Search
The importance of Search
Number of searches per day
Professional Workers 20
Structured Task Workers 18
Average hours per Week spent Searching 9,5
Annual Cost of an Inability to Find Information $5.3 million*
* Per 1000 employees
Sources: Versus – Windows Live Enterprise Search, Dec 2006;IDC – Content Technologies Search Study, 2004-2005;Forrester – The Forrester Wave, Enterprise Search Platforms, 2006.
Quick wins
• Search as you Type by Jan Tielens
• Customer: Toni, please remove all other searches, we will use this one from now on.
Toni Frankolahttp://www.sharepointusecases.comhttp://twitter.com/tonifrankola
Thank you!
