SharePoint SaturdayBen Henderson

From the Earth to the Cloud – A California Winery Moves To Office 365 and SharePoint

BEN HENDERSON

@Ben3003 9 Years

SharePoint MCTS

Enterprise Architect

Colligo Vancouver

CIO - VISION

Latest Products

Latest Technology

Latest Services

Eliminate Risk

Retain Staff

Get Cool

Phase 1

Phase 2

60 Days

THE SHAREPOINT APPROACH

THE SHAREPOINT APPROACH

Knowledge Base

Kn

ow

led

ge M

an

ag

em

en

t

Corporate Internet(Public Access)

Content Administration

Owned by Division

Owned by Team

Site management toolsEDRM tools

Owned by individual

Owned Centrally

Department Portals

Con

ten

t M

an

ag

em

en

t

Level of Centralised Control

Owned by Department

Content published to Internet

Portal

My

Cont

ent

Team

and

Par

tner

Con

tent

Teams share knowledge

Divisional Portals

Team Sites

My Sites - Employees

Intranet landingNews

CEO BlogInfo

Directory

FAQ

WHAT GOT THE BOARD ENGAGED

Current State

Shared Folders

Outlook Folders

Personal Folders

Other Data Stores

What are the current challengers• Many data stores• Unstructured data• No governance• No information management• Users see Document Management as a chore

Current State

Shared Folders

Outlook Folders

Personal Folders

Other Data Stores

Future State

Team Site

My Site

Current State

Shared Folders

Outlook Folders

Personal Folders

Other Data Stores

Future State

Team Site

My Site

Future State

Team Site

My Site

Outlook Folders

With SharePoint• Information Management Policy• Security• Governance• Enterprise Search• Collaboration• Reduce risk• Compliance

HIGH LEVEL APPROACH

Select Pilot Department

s

Perform an information architecture assessment

Generate a base

templateTrain Deploy

SELECT 5 PILOT DEPARTMENTS

IN

• IT… because it’s IT and they are in on everything

• Friends and family… honest feedback is the best type of feedback

• Early adopters… people that are interested in using new software

• Legal & HR… large document creators

OUT

• Sales… they are laggards in the wine world

• Production… there is a harvest on at the predicted pilot go live.

REQUIREMENTS FROM THE DEPARTMENTS

• Management level buy-in

• Time for interviews to make a start on the IA

• Nomination of a couple of KEY ‘Super Users’ to become trained

• Keen attitude

ARCHITECTURE ASSESSMENT APPROACH

Questionnaire

1 ½ hour interview

Follow up email

Draft of IA for department

Follow up meeting

KICK OFF

• Get CIO strategy for Office365

• Set the scene for the interview process

• Explain one again what SharePoint was

• And again…

INTERVIEWS

What types of business document does the department typically create?

What type of business content do I create, maintain or interact with?

What Data Management systems/business applications do I use on a regularly basis?

What tools does the department use during document creation?

Is the document creation process a collaboration effort? If so, how is this accomplished? Do you have a strong relationship with another department?

Where are business document ‘works in progresses’ typically stored?

Are there any approval/review processes attached to document creation? If so how is this accomplished?

Who owns the document when it is in the document store?

Who consumers the document when it is on the store?

Are there any security needs/concerns with document management

Are you generating any legislative reports to either governmental or non-governmental agencies?

Do you create or consume special file types (video, picture, drawings, programs, etc.)?

How do you typically find documents in your document store?

Do you navigate or search to find documents that you are looking for?

RESULTS

Department overview

Roles and Responsibilities

Content Creation,

management and storage

Pro/cons

Search / Navigation

INFORMATION ARCHITECTURE

• Ownership by the business• Train the business on taxonomies, metadata, properties, columns….

• Identify common documents and their data sets• Brands• Locations• SKU

• Lots of unknowns

• “Starter for 10” issued to the departments to complete• Get an idea of whether the super users have grasped the idea• They feel like they own the definitions/architecture

SECURITY REQUIREMENTS

• Ownership on IT

• Ownership on business

• Governance issue – training and guidelines

• Lock down ‘super user’

• Open up more control to departments as they adopted the technology and showed good IM practices.

CURRENT SYSTEMS ‘ACTUALLY’ BEING USED

ADVANTAGES OF THOSE SYSTEMS

DELIVERABLES

• Information Architecture assessment• Documented departments requirements• Documented approach to delivery based on 2 options• Wireframes• Risks and issues with approach

PHASE 2 – THE BUILD OUT

• Template approach to creation of department sites

• Create the template and deploy through PowerShell• Already good knowledge of PowerShell in the company and keen to expand

knowledge.

• Site provisioning process created for manual steps post deployment• Large amount of manual steps due to differences between departments that

couldn’t be done through a template

TRAIN THE LOCAL IT TEAM

Create template

Test deployment

Create post configuratio

n tasks

Deploy department Test

Prepare Machines

Walkthrough PowerShell

Perform post configuration

tasksTest

Our Team

Client Team with supervision and training

CHALLENGES

• Office365 PowerShell was continuously growing so knowledge was sometimes week.

• Lots of post deployment tasks as part of the provisioning

• Getting the client staff to understand the ‘why’ for tasks

• Office365 upgrade…..

OFFICE 365 UPGRADE

Upgrade Sites

Train Support

Train Super Users

Upgrade site

template

CURRENT STATE

• 5 departments live and in pilot phase

• Requirements coming in from other departments all the time

• Business Applications being assessed to be SharePoint projects

• Knowledge ramp-up happening within IT team

• Gathering continuous improvement plan

• Working with Colligo tools to ease adoption• iPad access• Email Integration• Offline working

CHALLENGES

• SharePoint decided as the solution before requirements been gathered.

• Lack of SharePoint knowledge on the floor.

• SharePoint seen as the tool that will solve all their problems.

• Lack of understanding about how much time and effort needs to be put into a successful deployment even of a cloud solution.

• Change in leadership team halfway through project.

• Impending office365 upgrade.

• Large amount of post deployment tasks due to the approach taken.

• Constant requirements coming in from business team wanting applications to be built, now.

CHALLENGES

• Lack of Office365 – SharePoint Online training.