SHARE Atlanta Workshop - Practical tools and techniques for the share point ia and ba

#Share4Biz @RHarbridge @RuvenG

Practical Tools and Techniques for the SharePoint Business Analyst & Information Architect

#Share4Biz @Rharbridge @RuvenG

Facilitated By: Richard Harbridge & Ruven Gotz


Partner Technology Advisor

With Microsoft

Microsoft SharePoint Certifications

9

4750+ Personal Connections On LinkedIn

# Of Wins

850+In League Of Legends

Presented At

85+Events In The Past 3 Years

Presented

140+Sessions Or Workshops In The Past 3 Years

Former Microsoft Virtual Technology Solution Professional (V-TSP)

My Name Is Richard Harbridge…

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book


MicrosoftSharePoint

MVP3rd year

Number of Children:

3

2300+ Twitter followers

Have flown

225k milesIn past 3 years

Presented at

40+Events over the Past 3 Years

My Name Is Ruven Gotz…

Director, Collaborati

on


What We Will (Try To) Cover Today:

Morning Focus:1. Why is SharePoint IA so difficult?2. Visualizing and Communicating SharePoint Concepts

Afternoon Focus:3. Making SharePoint IA Decisions4. Information Architecture Tips and Tricks


Why is SharePoint BA/IA so difficult?


SharePoint is huge…

Communities

Search

Sites

Composites

ContentInsights


The people stuff is complex…


It started out simple


Then it grew


Then it got TOTALLY out of control!!


Decision Makers Cant Seem To Agree…

Not as much as a kitten picture rotator!

We need a records management solution!


The CFO Watches Costs Increase

Actually that requires a third party product..

Easy! Just need to customize one thing…

That requires enterprise CALs…


IT Services Can’t Support The Flood Of New Requests


Shared UnderstandingOf Objectives

#Share4Biz @RHarbridge @RuvenGConcept Courtesy of Andrew Jolly

1 2

34

5

6 7 8 910

Abundance Of Helpful Data1. Area Map2. Our Direction3. Our Route4. Points Of Interest5. Our Route Risks6. Upcoming Action7. Distance/Time To Goal8. Estimated Duration9. Current Speed/Limit10. Current Road

The Destination Matters

What If We Haven’t Identified Our Destination/Goal?

http://www.linkedin.com/in/andrewjolly


Identifying Our Objectives


Abstract Objectives (Platitudes)

These are not good objectives!


In Canada we learn this right after hockey appreciation in grade school.


We would like to automate and improve our

‘paper based’ ‘legal’ ‘contract mngmt’’

‘contract rview’ processes. Specifically we would

like to ‘imprv request rspnse time’ by…


Legal Contract Solutions

• Contract Review Workflow• Request Contract Review Form• Integration with ClientDB• Client Contracts Site


Prioritizing Objectives Requires Understanding Value And Difficulty


The Simplest Prioritization Formula Ever…

Estimated Value

Estimated Difficulty


Prioritization Example I have a difficult solution. It’s an 8 in difficulty (out of 10).

I have an easy solution. It’s a 2 in difficulty (out of 10).

The expected value of the difficult solution is 4 (out of 10).

The expected value of the easy solution is 6 (out of 10).

Estimated ValueEstimated Difficulty


Centralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency

Centralize Knowledge and Resources

Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0

Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy –

2

Automate and Improve Business Processes

Governance – 1 Redundancy – 1

Enhance Governance Model

Redundancy – 1

Reduce Redundancy and Improve Efficiency

Paired Comparison Matrix

Objective Weight Importance

Centralize 5 35.71%Collaboration 0 0%Improve BP 2 14.29%Governance 3 21.43%Redundancy 4 28.57%


Prioritize and Plan S.M.A.R.T. Objectives


The Right ApproachTo Achieving Objectives


What is the best approach to use when working with SharePoint?


ITERATIVE APPROACH


Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping,

and for proof of concept work. It ensures there is enough time to

review, adjust, and communicate.


How people think it works…

Image from Paul Culmsee


How it really works…

Image from Paul Culmsee


SharePoint Solutions (Evolution)

*Super Simplified

Communication

Collaboration

Workflow/ Auditing

Reporting

Dashboards

Information Driven

Collaboration Driven

Business Process Driven

Business Intelligence Driven


SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx


Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate communications.

…

SharePoint will be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

…

SharePoint will not be…


Foundatio

n

Standard

Enterprise

SharePoint has Multiple Options

2007

2010

Online

On Site


It’s Big Ecosystem


Requirements Definition and Mapping


What makes something a requirement?


We can do that for $10


We can do that for $1 Million


The Power Of Zero $$ Change Orders


SharePoint chicken & egg problem


DON’T demo SharePoint


Understand Their Workload & Identify Challenges

Communities

Search

Sites

Composites

ContentInsights


OK to demo SharePoint


Simple Scenarios Are Your Best Friend


When To Demo SharePoint When you need help scoping requirements and

managing expectations. When you need help building awareness. When validating requirements and solution approaches. When you want to get people excited!

When Not To Demo SharePoint When you haven’t identified any of the audiences needs. When you aren’t familiar with the tool/feature set being

demonstrated.


How do you scale this?

Send a questionnaire/survey before/after…

You have three primary goals:• Get people excited enough to respond in the

survey/questionnaire.• Evangelize a better way of doing things.• Better understand people’s needs/pain points.


Visualizing and Communicating IA Concepts

What is the ‘content’?

What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984

Example from Yoav Lurie


Adapted from the “pea soup” story by Serge Tremblay

#Share4Biz @RHarbridge @RuvenGhttp://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289

http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289


What is our Base Metaphorfor files?


What if we saw this?


Better…


Solve with folders


Hire an intern


This is metadata!


The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever


Folders for Security

Permissions assigned per folder


Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

Metadata


Adding Metadata (when uploading)


A SharePoint Simulation


What are content types?


Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________


Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________


Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________


Vacation Request

Drug Reimbursement


Both Content Types in One Library


Content Types for:

Workflow,

Policy,Security


Tools For TheInformation Architect


Mind Mapping Demonstration


Navigation workshops


Navigational Map


Navigation Systems• Global navigation• Local navigation• Breadcrumbs/Up One Level Control• Contextual navigation• Supplemental navigation– Sitemap

– A-Z Index

– Guides


IBIS mapping demonstration

http://www.cognexus.org/


What is Card Sorting?


“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer

http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0


Why use Card Sorting?• Card sorting can help you identify trends– Do the users want to see the information grouped

by subject, process, business group, or information type?

– How similar are the needs of the different user groups?

– How many potential main categories are there?• What should those groups be called?


Types of Card Sorting• Open Card Sorting– Participants are given cards showing site content

with no pre-established groupings.

• Closed Card Sorting– Participants are given cards showing site content

with an established initial set of primary groups.


Open card sorting process

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat


Results

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

PetsCars


But not always what you expect

Ford Ferrari

Rolls Royce

Honda

SnakeGerbil

Mouse

Dog

Cat

ScaryCute Domestic European

Japanese


But not always what you expect

FordFerrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

LuxuryAnimal

s Regular


Analysis

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template




Advantages of Card Sorting• Simple• Cheap• Quick to execute• Established• Involves users• Provides a good foundation


Disadvantages of Sorting• Does not consider users’ tasks• Results may vary • Analysis can be time consuming• May capture “surface” characteristics only


Document inventory workshops


Analyze Existing Content• What type of content is it?

• How is the content organized today?

• What is the purpose of the content?

• Who is the author of the content?

• What format is the content in?

• Who uses the content?

• Where is the content currently located?


Use Survey Tools!

Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful.

If you expect many responses use a survey tool instead.


The Inventory Worksheet

Ruven Gotz

This needs to be expanded


Build Mind Map (based on inventory worksheet)


• Document Name• Document Purpose (Summary Description)• Primary Document File Type (doc, xls, pdf, etc)

• While it may be other possible to have multiple file types for a single identified document for the scope we should limit this to the primary/expected file type.

• Primary Owner• There are three ways to approach this. Based on the organizations need (and the scope) I am

recommending only going down to potentially role (though this can be intensive in regards to time/effort).• Which ‘department’ or business unit owns this?

• What ‘user role’ owns this?• Who are the users who typically (by name) own this?

• Primary Origin (Received from)• We could identify other origins, but based on the scope I don’t think this would be feasible for

the first phase.• Primary Destination (Sent to)

• We could identify other destinations but based on the scope I don’t think this would be feasible.• Privacy Classification

• Keep this simple. Confidential, Public, etc – this combined with owner should allow the organization to pinpoint higher risk/complicated privacy/permission scenarios.

• Estimated Existing Volume• How many of these documents (high level) does the organization expect exist?

• Estimated Creation Frequency• How often do these documents get created?

• Notes/Remarks


Wireframing, andProcess Mapping


Wireframing Workshops

I used to hate wireframing!

A useless wireframe

Way too much work

Erik Swenson

Balsamiq: Just right


Balsamiq


Common Intranet ComponentsComponent Name PurposeMessage from the President/Owner/Founder InformativeNews and Announcements InformativeBlog Updates InformativeWiki Updates InformativeSystem Status InformativeUpcoming Events/Calendar InformativeNew Hires/Arrivals InformativeEmployee Anniversaries/Milestones/Years of Service InformativeRecent Departures/Retirements InformativeVideos InformativePhotos InformativePodcasts InformativeStock Quotes InformativeStock Chart? InformativeWeather InformativeWorld Clocks/Office Time InformativeEmployee Spotlight InformativeContacts InformativeRecent Discussions InformativeQuick Links/Shortcuts/ NavigationSite Map NavigationTag Cloud NavigationSearch Box (Employee Search, Intranet Search, Etc) NavigationPolls FeedbackProvide Feedback Feedback

Component Name PurposeEmail This Page SharingPrint This Page SharingSearch Tips InformativeNew Job Openings/Postings InformativeQuick Start to Services NavigationHow do I/Training/Learning Materials InformativeAdvertisements InformativeNew Messages/Notes InformativeAvailability Dashboard InformativeUpcoming Calls/Web Meetings InformativeRecent Questions and Recent Answers InformativeCommunity Spotlight/Highlight InformativeSite/Department/Team Spotlight/Highlight InformativeInspiring Quote InformativeHighlighted/Urgent/Past Due Tasks InformativeMost Viewed Content InformativeMost Recently Contributed Content InformativeRecently Added Projects InformativeSurvey FeedbackBookmarked Content InformativeTop Searches InformativeDiscounts (Organizational for Retail) InformativeSales Goals InformativeVisitors/People Out Of Office InformativePhone List Informative


Balsamiq DEMO


Business Process Workshops


Visio 2010 Demo


Common Intranet Processes• Absence Reporting and Vacation Scheduling• Expense Reimbursement• Equipment and Room Reservation and Management• Meeting Planning and Management• Policy Review and Approval• Booking Travel• Interview Management and Hiring Processes• Training Sign Up and Management• Event Planning• Change Request Management• Timecard/Time Tracking• Product Planning• Help Desk Ticket Management• Compliance Support• Contacts Management• Inventory Tracking• Lending Tracking• Sales Lead Pipeline


Roadmap


Questions? Ideas? Feedback? Contact us:

Twitter: @RuvenG & @RHarbridge

Blogs: spinsiders.com/RuvenG & RHarbridge.com

Email us: [email protected] & [email protected]

Slides: http://www.SlideShare.net/RHarbridge

http://www.SlideShare.net/RuvenG

Thank You For Joining Us This MorningOrganizers, Sponsors and You for Making this Possible.

http://www.rharbridge.com/

mailto:[email protected]


http://www.slideshare.net/RHarbridge



http://www.slideshare.net/RuvenG


MakingInformation Architecture

Decisions


The Importance of Making Good Information Architecture Decisions


Governance and IA?

Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Animated Slide Provider: Susan Hanley


Recommended Approach

Richard Harbridge

Map to Governance Pyramid

Marcy Kellar’s Publishing Cheat Sheet

SHARE 2012 | 119http://www.thesharepointmuse.com/2011/12/lesson-learned-when-you-need-to-use-publishing-in-sharepoint/comment-page-1/

Bonus: Richard Harbridge’s Site Collection and Site Guidance Documenthttp://www.rharbridge.com/wp-content/uploads/2010/08/SharePoint-2013-Site-Collection-and-Site-Recommendations.docx

http://www.rharbridge.com/wp-content/uploads/2010/08/SharePoint-2013-Site-Collection-and-Site-Recommendations.docx






SharePoint Containment Hierarchy

What we care about from an information architecture perspective.


SharePoint Containment Hierarchy


Site Collection or Site (Subsite)?

OR


Site Collection


When To Use A Site Collection



Site Collection 1 Site Collection 2

Webparts &Aggregation

Webparts &Aggregation

Masterpages & Page Layouts

Masterpages & Page Layouts

Search Across Site Collection Boundaries

Navigation Navigation



Group A

Group B

Group C

Collection Admin A

Collection Admin B

Group Y

Group Z

Collection Admin Y

Collection Admin Z

Site Collection 1 Site Collection 2


Purpose of a List?• To Replace Excel

Spreadsheets

• To Track Complex Input From Multiple People

• To Centralize Storage and Retrieval of Content

• To Provide Validation, Easy To Use Online Forms

• To Reduce Duplication of Effort


One List or Multiple Lists?

OR


When To Use a Single List• You want to simplify viewing the same set of

items. (When dispersed across many lists it requires additional effort to aggregate the lists).

• You want to search for items in the same location.(When dispersed across many lists it requires additional effort to configure search scopes).

• You want to easily apply consistent versioning, approval, metadata or form settings.

• You want to receive consolidated updates on the collection of items (alerts or RSS).


When To Use Multiple Lists• You don’t expect people to need summaries of

the items together.(When dispersed across many lists it requires additional effort to aggregate the lists).

• You need to apply different versioning, approval, metadata, or form settings.

• You want to distribute management of versioning, metadata, workflows or form settings.

• You do not need to receive consolidated updates (alerts or RSS).


Advanced Uses Of Lists


Calendar or Calendar View? Capabilities Calendar list Calendar view

Supports direct creation and editing of calendar entries. Yes No

Supports calendar overlays and group calendars. Yes Doesn't apply

Supports future dates without requiring creation of a stub. Yes No

Can view future dates once 'stubs' are created in the library or list. Doesn't apply Yes

List or library updates affect the calendar. No YesCalendar updates affect the list or library. Yes Not typically

Simplest option if you already have a list that includes a date option. Yes

http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554



One Library or Multiple Libraries?

OR


When To Use a Single Library• You want to simplify viewing the same set of

documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries).

• You want to search for documents in the same location.(When dispersed across many libraries it requires additional effort to configure search scopes).

• You want to easily apply consistent versioning, approval, metadata or form settings.

• You want to receive consolidated updates on the collection of documents (alerts or RSS).


When To Use Multiple Libraries• You don’t expect people to need summaries of

the documents together.(When dispersed across many libraries it requires additional effort to aggregate the libraries).

• You need to apply different versioning, approval, metadata, or form settings.

• You want to distribute management of versioning, metadata, workflows or form settings.

• You do not need to receive consolidated updates (alerts or RSS).


What Can You Do With A Document?

New/Upload

New Document

Upload Document

Upload Multiple Documents

New Folder

Collaborate

Edit Document

Check Out/Check In/Discard Check Out

E-mail a Link

View Version History

Alert/Notify Me

Manage

Edit Document/Folder Metadata (Title, Name, etc)

Manage Document Permissions

Delete Document/Folder

Re-Order Documents/Folders (Explorer View/Move

Documents/Copy Documents)

Download a Copy


Require Check Out or Don’t?

OR


How do we do it?

• Library tab• Library settings


Require Check Out?


Require Check Out?

Not Enabled By Default


Require Check Out?

When enabled bulk uploading or explorer view additions are checked out by default. Pro?


Require Check Out?

Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.


Require Check Out?

You cannot edit multiple documents in datasheet view.


Require Check Out?

Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.


Require Check Out?

Workflows and code must check the file out before being able to update it/it’s metadata.


Require Check Out?

When required check out is enabled ‘storing files to local drafts’ is an enabled option.


Require Check Out?

Co-Authoring is disabled on libraries where check out is required.


• Office 2007 and Office 2010 let’s the user know it is being used by someone else.

• This eventually times out. (15 mins on XP – 60 mins on Vista/Win7)

• Other formats don't notify user.

Don’t Require Check Out?


Require Check Out?• You do not need to co-author documents.• You do not need to bulk update metadata.• There is typically a high number of people

updating the documents in this library.• Updates are made frequently to the same

documents by different people.


• You do need to co-author documents.• You do need to bulk update metadata.• There are few people updating documents

in this library.• Updates are not made frequently to the

same documents by different people.

Don’t Require Check Out?


List and Content Type Tip!


Default Content Types and Metadata Values


Navigating with Metadata Tip!


Navigating with Metadata, not Folders


Set up with Library Settings


Configure Setttings


Filters the list


Document Routing Tip!


Content Organizer and Routing


Configure the router


Configure settings


Create Rules


Create/Modify Rules


Use the Drop-off Library


Add a document


Enter Metadata


Detour: 2010 Metadata


Back to Drop-off library


Your document was moved


Rules don’t apply…


… it doesn’t get moved


Folder or Metadata?

OR


The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever


What’s wrong with folders?

• Deep structures hard to navigate

• Finding stuff is hard• Figuring out where to put

stuff is even harder• Stuck with a rigid structure• Search is not the silver

bullet


What’s the alternative?


Metadata = No more folders

• Filtering• Views


Really? No more folders? Ever?

• What situations would you use folders?• Subdivide large libraries/lists• Security/Permissions This is a favourite of mine

• Ease of use for users

Really? No more folders?Really?


Downsides of Metadata

• No free lunch (there is pain here)• Awful architectural choices to make– Multiple site collections• Good Practice• Bad for Metadata

• Maintenance headache– Can be mitigated • Define at top level if possible


Folders for easy permissions

• Create folder• Set permissions• Create view

without folders• Easy for users

(they only see what they are supposed to)


Folders and Default Values


The Sales document library


Drill down into Military folder


Drill down into Air-to-Ground


Add a new document here


Note: Some metadata prefilled


How did we do that?

• Library tab• Library settings


Column default value settings


Select a folder and set defaults

• Note folder inheritance


Set the default value


in SharePoint 2010

• Managed Metadata Service• Share Metadata across site collections• Multilingual Metadata (big gotcha )• Hierarchical Metadata• Navigate via Metadata (already discussed)• Keywords/Folksonomy (Out of scope today)• Folders can assign default metadata

(already discussed)


Term Store Management


Adding Terms


Turn off “Available for Tagging”

• Add sub elements: Proposal, Quote, Invoice• Leave “Available for Tagging checked”


Term Store Manager

• Painful & Slow• Needs a better way• I created a ‘toy’ to try out some ideas• http://bit.ly/ruveng-mmts– Article links to other solutions (Excel)

http://bit.ly/ruveng-mmts


CSV file for Import to Term Store


To Sum Up…• SharePoint 2007– Folders BAAAAD!– Never use them– Except when the situation warrants

• SharePoint 2010– Folders GOOOOD!– Never use them– Except when the situation warrants


Folder or Document Set?

OR


Folders vs. Document Sets

Document Sets vs Folders





Document Sets






Folders and Default Values



Document Library

Document

Folder

Document

Document

Folder Folder Document

Document Set

Document

Folder

Folder

Document Set

Document

Document


Special Mention: SharePoint 2013 Document Set Improvements

• Support for OneNote notebooks• Document set icon in search results• Folders supported

– Also for default documents set for document set

• Support for easier aggregation– CBS & CBQ web parts understands document sets

• Better developer support– Client side and Server side API improvements

• Versioning improvements*– Capture full document set as version

• Search directly in document set


Sites vs Pages?

• See this great whitepaper by Susan Hanley and Scott Jamison

http://www.microsoft.com/download/en/details.aspx?id=12500





Conversation Options in SharePoint 2013

Conversations_in_SharePoint2013.pdf

http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Conversations_in_SharePoint2013.pdf


Information Architecture Tips and Tricks


Incorporate Feedback PlanningCouldn’t Find What You Were Looking For? Let Us Know (On Search Pages)

Intranet Design or Improvement Contests

Want More? Give Users a Bookmark Feature and Analyze User Bookmarks

Do You Like The New Homepage Design? Click I Like It or Leave A Note!(Simple front end code/webparts means users don’t even have to go to the ribbon.)

Blog New Features/Changes and Encourage Comments

Provide Feedback Button & Custom List

How about a site review process where you encourage feedback?


Make it easier to work with



Powerful Columns You Probably Didn’t Know About

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Powerful-Columns-You-Probably-Didn%E2%80%99t-Know-About.aspx



Why Leveraging SharePoint Blog Features for News is a Great Idea

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Why-Leveraging-SharePoint-Blog-Features-for-Intranet-News-is-a-Great-Idea.aspx


Choice vs Lookup Column

• Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf

http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf






Giving Estimates

Two Simple Tricks For Making Better Estimates

Never Give a Single Number

6 Hours!

At least 2 hours… 4 hours maybe?

How Long Will X Take You?

16? Way too much. 8 Tops.I better pick something in between…

Forgotten/Not Shared Now That We Have Our Magic Number

http://www.rharbridge.com/?p=426


Always Give Ranged Estimates


Ranged Estimates Help Communicate Confidence and Set Expectations

2-8 Hours!



Are You Confident In That Range?


2-8





ORWithin RangeActual Result

OVERCONFIDENT






LESS CONFIDENT






90% Confident



Give 90% Confident Ranged Estimates


2-8 Hours!

Within Range

=



Visualizing Timelines

An easy way to create shared understanding of the impact estimates make on projects.


Visualizing Existing Timelines

A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.


IBIS Dialog Mapping


Adoption Curve Of Systems• If you say that SharePoint will

solve all issues quickly you will fail

• There is ALWAYS a loss of productivity

• It’s the number one reason that executive support is needed

Courtesy of Michal Pisarek

Assess Current Maturity

Sadalit van Burenhttp://www.sharepointmaturity.com/

http://www.sharepointmaturity.com/


Typical workers produce 3+ GB of data per year.

30% of a typical workers day is spent searching for information.

In a 1,000 employee company lost productivity costs approximately $5 million a year.

Public Statistics can help…

Source: “The Enterprise Workplace,” IDC, 2005

Source: IDC, 2003

Source: “Hidden Costs of Information Work,” IDC, 2006


Statistics within the Organization are better.

20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.

4 out of 5 of our workers do not know that we have an employee disaster relief fund.

Currently we pay for full licensing on 7 different enterprise document management solutions.

Source: “Support Review Q4,” IT, 2012

Source: “HR Employee Benefits Survey,” HR, 2012

Source: “Financial Audit of Licensing Costs,” Finance, 2012


Productivity Hub


IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.


SharePoint Permissions


AD Groups or SharePoint Groups?

OR


Advantages DisadvantagesSharePoint Group

• Not reliant on AD (if your AD is a mess)

• Distributed ownership and management options

• Managed by users• Can be managed by the

SharePoint Object Model• Members of these groups are

visible to users in SharePoint.

• Only used in SharePoint• Managed by (potentially)

untrained users• One more place to manage

security (independent of AD)• Cannot contain another

SharePoint group as a member.

Active Directory Group

• Managed by domain administrators

• Available in many systems• Centralized management and

easier removal

• Difficult to determine permissions assigned to people

• Requires lots of planning• Members of these groups are

not visible in SharePoint.• User can only be a member

of 1024 AD groups (recursively).

SharePoint Groups vs AD Groups


Item Level Permissions

Best Practi ces For Using Fine-Grained Permissions Whitepaper

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=8176a682-45e9-4d28-b161-5aac4056ed53


“Item Level” Permissions




Web Level Permissions




Targeted Code


New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly



Do you have a Taxonomy Strategy?


Do you have a Support Strategy?

SharePoint Standards Online

http://www.spstandards.com/




Do you have a Staffing Strategy?

Building A SharePoint Team





Implemented LegalContracts Solution!

Have we achieved our objective?

Implemented SharePoint!


A Lesson Courtesy Of The Mars Rover

Primary among the mission's scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.


Have We Achieved Our Goal?

Concept Courtesy of Andrew Jolly


Launch Minded People Think…

Pre Launch Launch

Don’t blow up!

Pre Launch Launch Flight Landing

Post Launch People Think…Have we succeeded in gaining adoption?

Have we achieved our objectives?

What are our objectives?

How will we achieve them?

Don’t blow up!

What feedback are we getting?

How should we adjust our

trajectory?


Back to our friend the Mars Rover…


Have We Achieved Our Goal?


Achieved Primary Objective



How Important Was Launch?


Launch

How many people understood how much was involved in planning for launch?

How many people understood how much was involved after launch?

Post Launch



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Thank You For Joining Us This AfternoonOrganizers, Sponsors and You for Making this Possible.

http://www.rharbridge.com/






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SHARE Atlanta Workshop - Practical tools and techniques for the share point ia and ba

Technology

Transcript of SHARE Atlanta Workshop - Practical tools and techniques for the share point ia and ba