BANK SHAREPOINT INTRANET IMPLEMENTATION

Scott Suine

AGENDA

• Where it begun

• How we got started

• Why SharePoint 2007

• How we did it

• What do we have now

• What’s next

SITUATION

• Disparate intranet, centrally content managed, bottleneck

• Rarely used

• Inconsistent look and feel

• No useful usage analytics

• No search engine

• Lacked any collaborative focus

WHAT WAS THE PROBLEMIssue

Intranet content freshness (% of pages with relevant and have up to date content)

30% up to date

Intranet user adoption (% of user accessing the intranet)

50% adoption

Inability to find information from the intranet (Number of calls placed to help desk for Intranet related questions per year)

13,865 helpdesk calls

/month

Length of time to update existing content and post new content(Time taken to prepare, execute, test and implement changes)

2 to 3 days

Length of time to create new sites (Time taken to prepare, execute, test and implement the changes)

20+ days

Intranet OPEX(Expenses charged by CMS / EDS / IBM teams)

$$$$

Intranet technology maturity 7+ years old

Issue Today Target Action Plan

Intranet content freshness 30% up to date

80% up to date

• Distributed content authoring and publishing• Automated review and approval process• Analytics for content quality review

Intranet user adoption 50% adoption

80% adoption

• Users can rate content• Authors receive immediate feedback• New modern look and feel & navigation• Ability to personalise and target elements of the intranet to reflect business

unit and individual needs

Inability to find information from the intranet 13,865 helpdesk calls

4,158by70%

• Empower Help desk to post a current and live dynamic list of top 10 requests / replies on intranet

• Single integrated intranet Search with best bets and rating system.

Length of time to update existing content and post newsletters

2 to 3 days 5 min • Distributed content self-authoring and publishing

Length of time to create new sites 20+ days 0-2 days • Distributed content self-authoring and publishing• Support provided for extra capability needed• Delegated sub-site creation

Intranet OPEX funded by IT $$$$$ $$ • Drive cost model to a per user service charge• Bulk of the cost decentralised to groups

Intranet technology maturity 7+ years old Current and leading

• Build the intranet as a collaboration platform using Web 2.0 tools: blogs, vodcast, podcast, etc

• Provide tools and services expected by Generation Y employees (increase employee attraction and retention)

12 Months

WHY SHAREPOINT (2007)

• The bank has invested heavily in Microsoft Technologies

• Key Phase 1 requirements delivered largely by out of the box functionality/or minimal development effort

• Large Pool of .Net developers to tap into

• Significant cost savings compared to other comparable products in the bank (EMC)

• Development platform – future growth

• Product can service broader Bank Collaboration strategy

8

A;z

WorkingBetterTogetherWorkingBetterTogether is a set of online services offering a high performance workplace fostering Collaboration, communication and knowledge sharing between all individuals, workgroups and the enterprise

People Professional Profile

Enterprise Search

Business Process Management

Intranet

Knowledge Reference Base

Ideation

Document Management

Community

Teamspace

Real-time Collaboration

SocialNetworking

Personal Portal

Enforc

ed

content &

approval

Collegial G

overnance

Self Govern

ance

Virtual Team Meeting

People Professional Profile

Contact details, skills set, system knowledge, professional

interests and people network

Live

Business Process MgmtInternal eForms with approval

workflows, status and automated service provisioning

Live

CommunitySelf-content authoring, threaded

discussions and blogs to foster business/social interests sharing

Live

IdeationIdeas capture, sharing and voting to foster innovation /

brainstorming

Live

IntranetA group-wide information repository relevant to all

employeesLive

Enterprise SearchOne unified search finding relevant information across

various group-wide repositories

July

201

0

Knowledge BaseRepositories of governed

bank-wide information

Live

Document ManagementSecured document repository

offering sharing, versioning, and taxonomy features.Ju

ne 2

010

Virtual Team SpaceTeam-based workspaces for

sharing information such as lists, calendars, slide libraries,

etc.

Live

Virtual Team MeetingWeb-based voice / video

conference with whiteboard, polling & share desktop features

Pilo

t

Personal PortalAn employee customised and

personalised gateway to relevant information and tools

TB

A

Real Time CollaborationTools providing real time multi-

party communication and collaboration

Social NetworkingOnline communities for sharing

social and personal interests with colleagues

TB

A

Live

HOW WE DID IT• Proof of concept – With assistance from CSG and Microsoft, developed a proof of concept to

demonstrate publishing capabilities of SharePoint to all stakeholders.

• Communicate complete strategy broadly to drive home the big picture.

• Deliver first phase quickly < 3months – high profile areas of the Intranet. Group Content, IT

• Use this success & benefits realisation to entice other Business Units to migrate across.

• Complete migration of entire Intranet to SharePoint within 12 months.

• Build a shared eco-system – components developed for one business unit area available to all on the platform.

• Bring new capabilities – Blogging, Video Casting, online real time polling, Integrated Search

• Cost++ model – Annual operational costs used to support and a maintain, enhance and innovate

• On going support and a sales focus to continue to drive adoption.

• Regular and streamline release cycle – Currently bi-monthly.

WHERE ARE WE NOW

• June 2010

• 98% of sites migrated across to the SharePoint platform

• 250+ authors across the business publishing content on a daily basis

• Strong governance model in place to ensure right content right place and always relevant an up to date.

• Fresh useful content, highly rated, strong business ownership

• Lower Cost to Operate. Cost Recovery from the Business

• Content and People Search, Personal Profiles, Group Knowledge Base, Form Driven Applications

CHALLENGES

• Author adoption – • It’s IT’s job!..

• I don’t have time for this!

• Text editor is difficult to use

• Adoption of Web 2.0 tools – you build it…they won’t come

• Archiving

GROUP KNOWLEDGE

• Migrated 8 separate knowledge repositories into one Centralised Knowledge base for all Bank staff

• Contains Reference, Policy and Product Information

• Audience Targeted Material

FUSION

• People Profile

• What I do..

• Skills

• Experience

• Micro-blogging

FORM DRIVEN APPLICATIONS

• SharePoint as a development platform

• Workflow, InfoPath Forms

• BDC for aggregation of data from core systems

• Rapid development and deployment cycles, low cost

• Role based portals

WHAT’S NEXT• Complete migration of remaining sites – decommission old infrastructure• Deploy Fast SharePoint 2010 Enterprise Search – take search beyond

the Intranet – Go Live July 2010• Commence migration to SharePoint 2010• Move functionality integrate custom built functionality with 2010, in some

case migrate to 2010 functionality ie. micro-blogging, page rating, predicative search

• Build on the Social Media elements of SharePoint – enhance user profiles and role based dashboards

• Build on Form Driven Applications – BDM – Form design and workflow to the business

QUESTIONS

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