Tutorial: Business-Critical SharePoint by Ben Curry - SPTechCon

BUSINESS CRITICAL SHAREPOINT WORKSHOP

Platform Strategy. Governance. ECM. Information Architecture. BCSP. BPM. Business Alignment. Usability. ROI. LoB. SoR. SoE. What do these really mean and where do you start?

• Founding Partner of Summit 7 Systems, Inc.

• Summit 7 Systems Lead Architect• Six time Microsoft® MVP for SharePoint

Server• CISSP, Microsoft Certified Trainer, CCNA,

MCITP: SharePoint Server• Author of several SharePoint books by

Microsoft PRESSS• Master SCUBA Diver Trainer• [email protected]

BEN CURRY, MANAGING PARTNER

curryben http://summit7systems.com/blogs/author/ben-curry/

» Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.

» Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.

» Top 1% of Microsoft Partners Worldwide» Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over

930% per year.»~ 50% of Technical Staff hold US Government SECRET Clearances.»Service Disabled Veteran Owned Small Business (SDVOSB).

Summit 7 systems is a premier provider of consulting and implementation services specializing on the Microsoft SharePoint Platform and FAST Enterprise Search.

» Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.

» Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.

» Top 1% of Microsoft Partners Worldwide» Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over

930% per year.»~ 50% of Technical Staff hold US Government SECRET Clearances.»Service Disabled Veteran Owned Small Business (SDVOSB).

OUR BACKGROUND

SERVICESSharePoint QuickStartInformation Architecture and Governance DevelopmentUpgrade and MigrationBranding and Design (User Experience)Web Content Management Design and DeploymentSharePoint SearchCustom Workflow or Web Part DevelopmentInfoPath Forms and WorkflowsPerformance Baselines and Best Practices OptimizationMapping Business Process to Software PlatformsCloud Services Design and ProvisioningRemote Support ContractsCompliance Quickstart

SOFTWARE PLATFORMSFAST Enterprise SearchSharePoint 2007SharePoint 2010 SharePoint 2013Office PlatformSitecore

SOLUTION AREASSharePoint Platform SolutionsEnterprise SearchEnterprise Content ManagementInternet / Web Content ManagementExtranet SolutionsIntranet SolutionsBusiness Process ManagementEnterprise Project ManagementExchange Server

SERVICESSharePoint QuickStartInformation Architecture and Governance DevelopmentUpgrade and MigrationBranding and Design (User Experience)Web Content Management Design and DeploymentSharePoint SearchCustom Workflow or Web Part DevelopmentInfoPath Forms and WorkflowsPerformance Baselines and Best Practices OptimizationMapping Business Process to Software PlatformsCloud Services Design and ProvisioningRemote Support ContractsCompliance Quickstart

SOFTWARE PLATFORMSFAST Enterprise SearchSharePoint 2007SharePoint 2010 SharePoint 2013Office PlatformSitecore

SOLUTION AREASSharePoint Platform SolutionsEnterprise SearchEnterprise Content ManagementInternet / Web Content ManagementExtranet SolutionsIntranet SolutionsBusiness Process ManagementEnterprise Project ManagementExchange Server

PLATFORMS, SOLUTIONS & SERVICES

COMMERCIAL PAST PERFORMANCEMEDICAL/PHARMA FINANCE ENERGY/CHEMICAL EDUCATION MANUFACTURING

University of Utah Medical Center

St Jude Children’s Research Hospital

Nektar Therapeutic

Pfizer

OneWest Bank

BBVA Compass

WellPoint

Bank Independent

Otter Tail Power

Nova Chemicals

Champion Technologies

QuikTrip

Kraton

Kentucky Community and Technical College

System

Texas A&M University, Qatar

UNC-Charlotte

Escola de Sao Paulo, Macau, China

Hawker-Beechcraft

Kimberly-Clark

Coca Cola Bottling Consolidated

SC Johnson

Nucor Steel

STATE & LOCAL PAST PERFORMANCEMINNESOTA

DEPARTMENT OF TRANSPORTATION

ALABAMA MEDICAID

KENTUCKY COMMUNITY & TECHNICAL COLLEGE SYSTEM

GALVESTON COUNTY, TEXAS

CITY OF CHARLOTTE,

NORTH CAROLINA

COUNTY OF SANTA CLARA, CALIFORNIA

1 Year

902TS Professional Services Contract

Holder

SharePoint 2007 to BPOS-Dedicated SharePoint 2010

Migration

Business Data Catalog

Development

14 Months

AvePoint DocAve Architecture,

Implementation and Support

Operations and Maintenance

through AnchorPoint

Strategy and GovernanceEmployee Portal

SharePoint 2007 to SharePoint 2010 Migration

SharePoint 2010 to SharePoint 2013 Migration

Business Process Automation

Project Management Office

SiteCore Web Content Management

Operations and Maintenance through AnchorPoint

18 Months

SharePoint 2007 to SharePoint 2010

Migration

SharePoint 2010 Public Farm

Branding, Custom Development and Website Buildout

Operations and Maintenance through

AnchorPoint

4 Months

SharePoint 2010 Extranet

Requirements, Planning and

Design

8 Months

SharePoint 2010 Requirements,

Design and Implementation

FEDERAL PAST PERFORMANCE

REDSTONE TEST CENTER

MISSILE DEFENSE AGENCY

SPACE AND MISSILE DEFENSE

COMMAND

NATO MEADS MANAGEMENT

AGENCY

DEPARTMENT OF VETERANS AFFAIRS

INTERNAL REVENUE SERVICE

Sub to ERC and Bering Straits Information Technology

22 Months

Information Architecture Development

System Stabilization

SharePoint 2010 Migration

Sub to Boeing, SRA International and

Trident Group

10 Months

Information Architecture Development

SharePoint Logical and Physical Architecture

Dashboarding and Business

Intelligence

Sub to ASD

2 Months

Custom Workflow Development

SharePoint Branding and UX

Sub to KAI Global

5 Months

SharePoint and K2 Workflow

Development / Troubleshooting

Sub to Dell / Quest Software

9 Months

Quest SharePoint Toolset

Requirements, Design and

Implementation

Sub to Dell / Quest Software

9 Months

SharePoint 2007 to SharePoint 2010

Migration

125M licenses 65,000 customers>700,000 developers

Why we care…The fastest growing Microsoft server in company history

67% have deployed org-wide

Customer Pain Points

Business-critical data stuck in siloed systems

Inefficient processes among disconnected

teams

Business users with no direct access to vital

data

Different vertical applications used by

different teams

AGENDA

What is Business Critical SharePoint (BCSP) ?Why do I want BCSP and what are the challenges?Understanding Your Platform Decision PathsBCSP Technical ArchitectureBCSP Conceptual DesignBCSP Logical Architecture

11

UNDERSTANDING YOUR DECISION PATHS

SOLUTION REQUIREMENTS VARY DEPENDING ON ROLE:

E

BPM Naturals

TechnologistsNeed resilient

technical architecture that’s cost

efficient and maintainable

Solution Buyers Need resolution

of a specific industry or horizontal

process problem

Executive Buyers care about STRATEGIC IMPACT and understand the role of process as an enabler of better CUSTOMER ENGAGEMENT

Janet – CEO“Customer Satisfaction

and experience is important”

Mr. Chang – VP Sales

“Time to Revenue is killing me”

Jim – CIO“Standardization is

key,but so is flexibility”

DECISION PATHS

Is SharePoint directly supporting executive

strategy?

• Process Improvement• Operational Efficiency• Customer Onboarding &

Sustainment• Sales and Delivery• Claims Processing

Is SharePoint critical to your daily business

operations?

• Critical content management

• Web Site• Business Intelligence

Portal• Case Management / BPM

Platform

ECMSocial/CollabSearch

WHAT IS BUSINESS CRITICAL SHAREPOINT?

SharePoint IS your critical

business platform

SharePoint is an

application layer for

other critical business platforms

SharePoint is integrated with other

critical business systems

BIWCM

ECMBPMWCM

Social/CollabBI

Search

EC

M/B

PM

Searc

h&

Socia

l

BC

S/P

P

ORGANIZATIONS RECEIVE INFORMATION IN MANY KINDS OF DOCUMENTS

CUSTOMER SERVICECorrespondenceNew accounts

Address changesService requests

Inquiries

SALESNew ordersContractsProposalsForecasts

CORPORATECorrespondence

LitigationContracts

Regulatory Documents

HRApplication forms

Resumes/CVsBenefits forms

Healthcare forms

FINANCIALSInvoices

Cash receiptsTax documents

Proofs of deliveryExpense accounts

AND…Insurance claimsLoan applicationsAccident reportsPatient records

PoliciesProofs of residence

WHY BUSINESS CRITICAL SHAREPOINT?Lower licensing and maintenance costs than traditional “BIG ECM” systemsRich client Integration

› Mobile, Desktop, Cloud, Collaboration

Re-use of technology› Use existing knowledge and lessons learned for Collaborative, mid-

range SharePoint implementations

Leverage existing skills and education› Single Business Critical Platform for

• ECM, WCM, BPM, BI and Social› Lowers cost of maintenance by re-use of skills and support

18

BCSP 101• Deliberate, purpose-built SharePoint platform• Communicate with the business and fully understand

their requirements• Decide what part of the stack will be business critical

› Web Content Management› BPM / Case Management› Document Management/ECM› Social/Collaboration› Project Management› Extranet

Cloudy?

CHALLENGES OF IMPLEMENTING STRATEGIC SHAREPOINTHigher cost than often perceived…but:

› Truth: Still much less than classic “BIG ECM” systems

Migration from legacy systems can be difficult and expensiveProfessional Services costs rarely change

› But HUGE savings in licensing, software maintenance

› Much more robust and flexible software platform

20

Governance and Security

Usability and Adoption

Colla

bora

tio

n a

nd

Soci

al

Bu

sin

ess

Pro

cess

Man

ag

em

en

tEn

terp

rise

C

on

tent

Man

ag

em

en

t &

Searc

h

Insi

gh

ts a

nd

C

om

posi

tes

THE SHAREPOINT DILEMMA

Top-Down (Business Executive Support)

Bottom-Up (Business User or IT Driven)

Sta

rt S

mall

Sta

rt B

ig

Full Scope ProjectsStrategy alignment w/information

architecture, governance, taxonomy, process management, ECM

Records Management Small to Mid-size Projects

Departmental/Division ECM Performance and Capacity Mgmt

Collaboration & Social

Enterprise SearchEnterprise Content Management

Migration & Upgrades

Executive Pet Projects Process Improvement

CMO / PMO Sales & Delivery

Customer OnboardingECM Migration

Electronic Health Records / SOX Compliance

• Commitment by single authority or very small group of individuals

• Make their project “shine” to gain credibility to move bigger

• Team or Department level commitment

• Work to find Top Down/Start Small Pet Project to move up

• Work to generalize adoption to move bigger

• Commitment usually based on global, strategic needs.

• Unusual to have SharePoint defined as strategically necessary by CEO

• Know your place. It’s usually not here.

• Must be some level of commitment by the organization to enable system-wide usage of SharePoint features

• Bear in mind- you have higher visibility than you think

BALANCING ACT

WHY BUSINESS CRITICAL SHAREPOINT?

Lower licensing and maintenance costs than traditional “BIG ECM” systemsRich client Integration

› Mobile, Desktop, Cloud, Collaboration

Re-use of technology› Use existing knowledge and lessons learned for

Collaborative, mid-range SharePoint implementations

Leverage existing skills and education› Single Business Critical Platform for

• ECM, WCM, BPM, BI and Social› Lowers cost of maintenance by re-use of skills and support

24

CHALLENGES OF SELLING STRATEGIC SHAREPOINTHigher cost than often perceived…but:

› Truth: Still much less than classic “BIG ECM” systems

Migration from legacy systems can be difficult and expensiveProfessional Services costs rarely change

› But HUGE savings in licensing, software maintenance

› Much more robust and flexible software platform

25

SHAREPOINT IS AN INDUSTRY LEADER

SharePoint

Site/Portal

Search

ECM

Business Insights

Composite Applications

Communities/

Social

ECM

• Real Scalability• Real Resilience• Robust ECM Features• Improved Records

Management

GARTNER GAPS

SharePoint has no BPM or Case Management natively

› Only workflow

SharePoint has limited permissions, roles, business rules, and auditing capability

› DeliverPoint, AvePoint and ControlPoint

Limited geographic replicationEasy RBS

27

PLATFORM GAPS (CONT’D)

Backup and RestoreMigrationGovernance

28

BPM FOR “ROUTINE” BUSINESS PROCESSESRoutine Processes

Process is well-defined upfront, i.e. at “design time”

Will run from start to finish as designed

Decision logic is specified clearly in business rules

Rule evaluation is automated

Embedded processes are invoked according to design

Execution can only follow the steps specified by the process designer(s)

BUT SOME PROCESSES CANNOT BE SET IN STONE...

A

B

D

BudgetRoleDataCostResource

C

BPM FOR “UNPREDICTABLE” BUSINESS PROCESSES

Unpredictable Processes BPM can handle unpredictable work

BPM provides ‘process fragments’ available to choose from

Relevant fragments are chosen by a case worker when case is “in-flight”

Selection not mandated in advance

“Standard” path can be overridden

Case Workers can create “ad-hoc” tasks not pre-defined

Routine and Unpredictable processing is combined to meet the case’s goal

31

SENSE AND RESPOND

BPM Software has evolved beyond “command and control”

Pre-defined processes

Little or no worker discretion

Highly controlled

Can be easily automated

Employee Admin

Invoicing

Purchasing

Customer Service Provisioning

Claim Processing

Complaint Management

Helpdesk

Underwriting

Investigation Management

New Product Development

Placement

COMMAND AND CONTROL

Each case is different

Involves human judgement and discretion

Involves knowledge workers

Goal driven

UNPREDICTABLE PROCESSESROUTINE PROCESSES

More Agile Processes Productivity for Knowledge Workers Case-by-case Responsiveness to

Customers Faster Time-to-Market Short Process Improvement Cycle Empowerment of Workforce

Consistency of Execution Enforcement of Policy Compliance to Regulation Productivity through standardization Visibility of Standard Process Automation of Work Flow

CONCEPTUAL DESIGN

Aligning with and supporting the Business

UNDERSTANDING THE STAKEHOLDERS

•Identify the stakeholders•Group Stakeholders•Understand their needs as a group•Target each group for their respective stakeholder groupings•People within each group often perform very similar tasks no matter the job

Content Consumers

Content ProducersContent Managers/Owners

STAKEHOLDER QUESTIONS

Purpose• Why does this process exist?• What is the purpose of this process?• What is the outcome?

Outputs• What product does this process make?• What are the outputs of this process?• At what point does this process end?

Customers• Who uses the products from this

process?• Who are the customers of this process?

Inputs/Suppliers• Where does the information or

material you work on come from? Who are your suppliers?

• What do they supply?• Where do they affect the process

flow?• What effect do they have on the

process and on the outcome?

Process steps• What happens to each input?• What activities take place?

COMMUNICATE, COMMUNICATE, COMMUNICATE!

TRY AN OFFLINE CLIENT FOR STAKEHOLDER ADOPTION

Take the guesswork out of DM› Client compatibility issues› “OHS”, “PEBCAK”, and ID10T errors

Can addresses SLA concernsReduces perceived latency

BALANCING STAKEHOLDER NEEDS

Top Down

Influence

Bottom Up

Influence

Business Needs(top down)

Employee Needs(bottom up)

Structure Aggregation/Reporting needs are inefficient.

Need to know where to store their stuff

Consistency Same repetitive process Consistent Navigation, and user experiences

Integrity Data must be good Trust that “your” information will still be there when you get back

Usability Easy to find information Easy to store and find information

Adaptability ROI that snowballsTechnology is flexible to accommodate future pain points

Want a system that works for them the way “they” work

The key is to find the right balance…

IDENTIFY CRITICAL COMPONENTS OF BCSP

Scan & CaptureEnterprise Content ManagementBusiness Process Management / Case ManagementWeb Content ManagementService Applications such as BCS, Excel Services, PerformancePoint, User Profiles/Social, and Enterprise Search

39

RESILIENCY…NOT JUST HIGH-AVAILABILITY

RESILIENCY

Not just High AvailabilitySharePoint has big advantage over “other” big ECM solutionsLogical Architecture can be resilient…Technical Architecture can be resilient…Conceptual model will be resilientSharePoint can adapt to changing requirements while preserving it’s core purpose

› preserving adaptive capacity

…But only if the core purpose and design is kept simple

FLEXIBILITY AND ADAPTABILITY

Parts can be de-coupled from the wholeSegmented/Isolated SLAs within a single technology platform

› Same staff› Same 3rd party products› Shared knowledge and learning

Cloud and Hybrid-cloud enabled

Dysfunction in the business surfaces as dysfunction in SharePoint…but

Summit 7 Systems gets the blame!

Caution: As we move deeper in the business side, there is moreRoom for finger-pointing and “blame the consultants”

* Capturing and communicating Risks and Issues reduces the blame game.

High-level Fundamentals

INFORMATION ARCHITECTURE 101

ECM STORAGE HIERARCHY

ECM SUCCESS

•People• Taxonomy• Bi-directional Influencers• Consideration of stakeholder needs

•Process• Easy to start• Easily Repeatable• Manageable• Flexible

• Encourage improvements• Adaptable to future needs

•Technology• Custom Code• Enterprise Search• Multi-MMS Environment

ECM

Process

People

Technology

LEVERAGING TECHNOLOGY AND PROCESS

•Competing Needs• Business =

Standardization• Employee = Freedom

•Meet in the middle• Freedom with

constraint•Technology and Process play referee

Governance Driven

(taxonomy)

User Driven(Folksonomy)

managed metadata

Structured Data

Unstructured Data

CRITICAL INFORMATION ARCHITECTURE SUCCESS FACTORS

Clear Definition as to Current and Future StateOpen Architecture that is covering all stakeholder and business basesClearly defined Governance roles and responsibilitiesArchitecture accommodates small and large business projects across regional and organizational boundariesSystem and Enterprise VisibilitySustainment process that lowers the total cost of ownershipSolid monitoring and CooP StrategyConsider tiered logical architectureConsider tiered services architecture

Projects 2

EXAMPLE TIERED LOGICAL ARCHITECTURE

https://critical

ManagedMetadata 1

LegalCustomer

OnboardingClaimsSale

sMarketin

g

/sites/

Building Maintenance

IT 1

Projects 1IT 2

Ben Mark Sabrina

https://MySites

Newsfeed

Content

Profile

/sites/

/site/

Managed Metadata 2

PerformancePoint

BCS

Secure Store

http://teams

http://extranet

User ProfilesConsider Moving

To the Cloud

Enterprise Search

Human Resource

s

Employee Portal

BI Portal

Partner

Vendor

Vendor

Projects 2

EXAMPLE ONE-SIZE ARCHITECTURE

https://portal

ManagedMetadata 1

LegalCustomer Onboardin

gClaims

Sales

Marketing

/sites/


IT 1

Projects 1IT 2

CEO Mark Sabrina

https://MySites

Newsfeed

Content

Profile

/sites/

/site/

Managed Metadata 2

PerformancePoint

BCS

Secure Store

http://teams

http://extranet

User Profiles

Enterprise Search

Human Resource

s

Employee Portal

BI Portal

Partner

Vendor

Vendor

Human Resource

s

Enterprise Search

Employee Portal

Customer Onboarding

CEO


EXAMPLE ONE-SIZE ARCHITECTURE

https://portal

ManagedMetadata 1

Customer Onboardin

g

/sites/

CEO

https://MySites

/sites/

/site/

Managed Metadata 2

http://teams

User Profiles

Enterprise Search

Human Resource

s

Employee Portal

Human Resource

s

Enterprise Search

Employee Portal

Customer Onboarding

CEO


GOVERNANCE STRATEGY

GOVERNANCE

Mitigates Organizational Risk› Ensures executive support› Enforceable policies

Consider technical governance plan for farmConsider Site Owner/SC Admin governance plan

› Don’t create one “uber” governance plan!

GOVERNANCE STRATEGY

Governance Needs• Communication• Support• Training

Targeted Audience Communication

Social Community

Hubs

End-user

Site Coll.

Admin

GOVERNANCE HUBS

Site Owner Social Hub

End User Social Hub

TECHNICAL GOVERNANCE COMMITTEE

•New Server Farm (ConfigDB)•Disaster Recovery, Coop, and service level changes

•Web application additions•Web application Policies additions or deletions•New Service Applications•3rd Party Products•Custom Code•Records and Policy Changes•Any high level information architecture modifications

•Site collection structure template changes•Track system enhancement requests

Key Decisions

Governance Committee

SP Team

Project Owner Business Critical Stakeholders

BA LeadCritical Process Owners

BPM Lead ECM Lead

CRITICAL SUCCESS FACTORS

•Clear Definition as to Current and Future State•Open Architecture that is covering all stakeholder and business bases•Architecture accommodates small and large business projects across regional and organizational boundaries•System and Enterprise Visibility•Sustainment process that lowers the total cost of ownership

A Real World Approach for Implementation Success

INTEGRATING CAPTURE / CAPTURE-ENABLED BPM

Amount of important documents still archived in paper form*

THE CHALLENGE OF PAPER

* CNN Tech – March 2010 ** AIIM, November 2010*** The Independent – October 2010

62%

Organizations that have deployed content capture** 16%

Pages printed from mobile devices in 2010***

12 billion

MAKE EACH PROCESS CONNECTED, SECURE & COMPLIANT

Simplicity for the user

Single chain of custody

Images processed inflight

One set of business rules

Central administration

Full monitoring & reporting

SHAREPOINT IS IN THE BIG LEAGUES

CUSTOMER SERVICECorrespondenceNew accounts

Address changesService requests

Inquiries

SALESNew ordersContractsProposalsForecasts

CORPORATECorrespondence

LitigationContracts

Regulatory Documents

HRApplication forms

Resumes/CVsBenefits forms

Healthcare forms

FINANCIALSInvoices

Cash receiptsTax documents

Proofs of deliveryExpense accounts

AND…Insurance claimsLoan applicationsAccident reportsPatient records

PoliciesProofs of residence

CLASSIFICATION AND EXTRACTION1. Document automatically classified as a

timesheet2. Based on classification, correct data is

automatically extracted3. Text can be machine generated or

handwritten

4. Converted to PDF and imported to SharePoint

5. Column data populated automatically

6. Additional data extracted into a tab delimited file for ERP

PROCESS AUTOMATION IN SHAREPOINTContent Organizer Rules

› Set rules that act on content placed in the drop-off library

› Rules are triggered based on column data populated by Kofax

SharePoint Workflow› Automatically trigger workflows

upon creation of new document types

› Make decisions based on column data populated by Kofax

CAPTURE-ENABLED BPM VALUE PROPOSITION

Reduce costs through touch-less processingSpeed processing through automated processing Increase information & data qualityMake content smarter and more actionableEnhance compliance & governanceAutomate what were previously paper intensive processesEnable knowledge workers and reallocate resources as processes are streamlinedRealize an easily quantified ROI of less than 1 year

BCSP TECHNICAL ARCHITECTURE

Thoughtful requirements, design, implementation, and operational support

68

ENVIRONMENTAL CONSIDERATIONS

SharePoint is only as robust and resilient as the environmental dependencies of the platform:• Storage• Network• Database• Authentication• Monitoring and platform Analytics• Virtualization and physical hardware• Hosting / Cloud Provider SLAs• Perimeter security and remote access providers

WEB APPLICATION ARCHITECTURE: OVERVIEW

70

SiteCollection

SiteCollection

SiteCollection

SiteCollection

http://portal.contoso.com

ContentDatabase

ContentDatabase

ContentDatabase

WEB APPLICATION ARCHITECTURE: RESILIENCE AND ROBUSTNESS

71

SiteCollection

SiteCollection

SiteCollection

SiteCollection

http://portal.contoso.com

ContentDatabase

ContentDatabase

ContentDatabase

SQL Server

Web Servers

SERVICE APPLICATION ARCHITECTURE: OVERVIEW

73

ServiceApplication

Service Machin

e Instanc

e

Service Machine Instance

Service Application Proxy

Web Application

Service InstanceService Instance

SQL Database

Discovery & Requirements

FIRST RULE IN DISCOVERY:DON’T MAKE ASSUMPTIONS

Does your dog bite?

No? Ok…ouch!! I thought you said your dog didn’t bite?!!

“That’s not my dog”

EXISTING SYSTEMS AND DOCUMENTS

•Project Management Plan•Process Improvement Plan•File / Records Plan•ECM Platforms and Governance Plans•Collaboration Platforms•Workflow / BPM Products•BI products•Executive Vision and Strategy (look around on the walls...)•Other systems' governance plans•Organizational Chart for your company/organization•Any outside sources that have already been identified as integration needs•List of applications/file types•Employee Responsibility and Usage Policy

INFORMATION ARCHITECTURE DISCOVERY

•Know Your Audience• Create discovery templates for at least three

audiences:1. Stakeholders / Moneybelts2. Business Managers and Users3. Information Technologists

DISCOVERY – KNOW YOUR AUDIENCE

Executive Question: “Is a shared understanding of the problem more important than setting strategic goals?”

Business User Question: “Do you guys 'wing it' or do you have a defined process“

Both questions drive discovery of the same design principle:

Do we have a defined strategy for building the collaborative model?


Culture•Why?

• Any technology implementation that doesn’t align with corporate culture will most likely FAIL.


Culture•How?

• What do you do for fun?• How long have you worked here?• What drives you crazy about your job?• What do you love about your job?


Collaboration & Communication Paths•Why?

• Usability• Governance• Security


Collaboration & Communication Paths•How?

• What are your best sources of information outside of your team?

• By percentages, how much of your daily interaction is with: Your Team or Department / The Entire Organization / Outside the Organization

• Where is your team located?


Processes and Enterprise Content Management•Rarely can we separate the two

• Almost all content is tied to a process• Map the process and you’ll know how to manage

the content


Governance•Why?

• Confidentiality• Service Levels• Operational Efficiency• Usability


Governance•How?

• Who authorizes access to content?• How are processes patterned and managed?• Do you have an SLA?• Who will manage what?• Is this policy enforceable?

(IF NOT – Throw it out!!)

COMPLIANCE USUALLY WINS

•Regardless of the impact to effective collaboration, compliance usual over-rides common sense

• Oops, I meant to say priorities!

APPROACH TO SUCCESS

Define Success!Engineer for those who careAlign with a strategic initiativeExpand executive support through tech re-useQuickly identify Point vs. Enterprise SolutionCommunicate, Communicate, Communicate!

Awareness->Desire->Knowledge->Ability->Retention

Tutorial: Business-Critical SharePoint by Ben Curry - SPTechCon

Documents

Transcript of Tutorial: Business-Critical SharePoint by Ben Curry - SPTechCon