building an effective sharepoint team
TRANSCRIPT
BUILDING AN EFFECTIVE SHAREPOINT TEAM.WHAT SKILLS DO YOU NEED?
Bruce TuncertanSierra Systems Group Inc.
GOLD
THANK YOU SPONSORS!RA
FFLE
SILV
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PLATINUM
Bruce TuncertanPrincipal, Solution Architect – SharePoint at Sierra Systems
INTRODUCTION
• Solution Architect specialized in Microsoft technologies specifically SharePoint. • 25 year experience in the Information Technology and working with SharePoint
since 2006.• Architected many solutions for public and private clients sized from SMEs to
large enterprises. • Carries MCITP, MCTS certifications for SharePoint and Dynamics CRM.
/in/tuncertan@tuncertan
AGENDA
The SharePoint Puzzle
Common SharePoint Questions
Getting It Right With Right People
4
1
2
3
The SharePoint Puzzle
INTRODUCTIONSoftware Adoption Models in the Enterprise
DEFINING SHAREPOINT SERVICES
Document Management
Integration
Configuration of Tools
The Right Team
FinancialModel
Change Management
TechnicalInfrastructure
Business “Why”
Support
SolutionRelevance
Scalability
Records Management
MobilityTools
Reporting
Custom Development
Executive “Why”
ExecutiveSupport
Branding
Industry Knowledge
When to Say “No” Governan
ceCaptureStrategy
What is the focus of your SharePoint environment?
Communication & Collaboration• Focused on People, News, Events• Many content owners, strict publishing rules
Document Management• Focused on documents• Strict taxonomy and customized search
Portal to LOB Applications• A single place to access all applications
Teams and Projects• Focused on providing teams and projects an
operating area for document and content storage• Loosely managed, minimal taxonomy• Governance
Information Content Management• Focused on informational content• Learn about teams and departments
POSITIONING SHAREPOINT FOR SUCCESS
Project Work
Publishing Information to Everyone
Team Communication / Work
Project Work
THREE PATTERNS
Single Site
Docs
Related
Reports
Team
KPI’s
##$
$
Communication
Site Data
Parent / Child
##$
$
Many of the Same
Every site has
an owner
THREE STYLES OF SITES
Home Page 1) Enter Search Word
2) Select Search Result
3) View Document
Home Page 1) Select Site 2) Select Document Group
3) View Document
Navigators
Know the location of, or the method to go to,
informationKnow what they are looking for, or how
to see what’s available
Searchers
FINDING INFORMATION
Search
ComplianceBrowse
Classify and structure information so that business users can easily find it in a variety of ways. Apply retention and information
management policies for legal compliance.
SearchFaceted search based on multiple
metadata criteria
BrowseBrowse through content-consumer
driven hierarchy
ComplianceCombination of classification and
metadata-based rules for retention and disposition.
Records Managers
Business Users
TAXONOMY DRIVERS
Document
Search
Report
Integrate
Automate
Retain
Secure
AttributesClient Name:Job Name: Job Code:Job Type
Job Status:Doc Type:Doc Date:
Author:
IT’S ALL ABOUT METADATA
Different Metadata profiles for different types of content.
Different Information Management Policies
Can be managed centrally in Content Type Hub
Templates and Workflows
Content Types
Groups of documents that share common metadata
Can archive the entire set of current versions of documents
Folders with Metadata
Document Sets
Hierarchical lists of tagging information
Delegated administration and role-based access via Term Groups
Synonyms and multi-lingual labels
Columns of type Managed Metadata connected to term sets
Managed Metadata
Metadata Columns and Content Types can be surfaced as search refiners for faceted search
Multiple Result Tabs
Pre-defined search driven views to aggregate data
Search
SHAREPOINT DESIGN ELEMENTS
Base: Communication and Content Strategy, Not Technology Project
Base: Business Operations Specific, Not Technology Project
Workflow Custom App.
Forms
Reports
Custom: Technology Project & Business Value Specific
STEPS TO SUCCESS (BUILD ON SOLID GROUND)
GovernanceFinite amount of
functionality that needs to be governed
Define the guideline
Define who the guideline affects
Define whether it is a policy or a
recommendation
Define whether the guideline is manually or automatically governed
Define the frequency of the governance
Governance TeamsStrategic
OperationalDevelopment
IT GovernanceBusiness Continuity, Monitoring, Storage,
Capacity Management, Performance
Application Governance
Application Lifecycle, Builds, Deployment,
Environments, 3rd Party Products, Source
Controls, Customization Options
Information Governance
Auditing, Branding, Publishing, Metadata,
Social, External Access, Permissions,
Retention
Document Templates and Site Template
Prebuilt templates and SharePoint Site for
managing governance.
Its all about Governance
Plan for the next version of SharePoint
POSITIONING SHAREPOINT FOR SUCCESS WITHIN IT
Common SharePoint Questions
Configuring the App Store Configuring Incoming E-Mail Configuring SharePoint BI (Excel services, PowerPivot, PowerView) User Profile Pictures not Syncing Slow Search Crawl Database backup management Promoting functionality between environments Replicating SharePoint for accessibility Data Storage Options
INFRASTRUCTURE
Branding Updates CQWP configuration Navigation Updates Travel Calendar Printable Phone Lists Library/List Views Creating content types (modifying taxonomy) CEWP Updates Mass uploading of content (ShareGate / AvePoint)
CONTENT
Opening documents Saving documents into SharePoint Moving documents around in SharePoint Opening Explorer view in Internet Explorer 11 Managing Tasks Creating Alerts Using Search – Refiners Connecting E-Mail to SharePoint (AvePoint / Harmon.IE)
TRAINING / USER ENGAGEMENT
Getting it Right with Right People!
• SharePoint Server Topology Audit - AvePoint / SPDocKit
• SharePoint Server Tuning
• Document Management and Taxonomy
• Search Configuration
• Backup Configuration
• Content Entry• Content
Ingestion (Kofax/Adlib)
• Out of the box Workflows
• Basic InfoPath Forms
• Creating & Managing Views
• Creating & Managing Content Types
• Modifying Navigation
• Look & Feel Enhancements
• Creating & Managing List & Libraries
• Creating & Managing Page Layouts
• Site Creation• Configuring
Web Parts• Creating Pages• Creating Alerts
• Planning• Configuring• SharePoint
Online• Account
Management
SharePoint Administration
SharePoint Content
SharePoint Enhancements
SharePoint Design
EnhancementsOffice 365 &
Windows Azure
DEALING WITH SHAREPOINT
Ad-hoc Technical Support
Training / Usage Help
SharePoint Champions
Infrastructure Services / Advice
‘Mini-Projects’Proof of
Concepts
Using the right skilled people
reduces the time to resolution
A SHAREPOINT CENTRE OF EXCELLENCE
Project Manager / Business Analyst
SharePoint Infrastructure Architect
SharePoint Collaboration Architect
SharePoint Developer
Quality Assurance
SharePoint Support
Content Manager
Application Support
SHAREPOINT “OPERATIONAL” TEAM
Project Manager / Business Analyst
- Ensures the technology supports the business need
- Runs the project- Leads change- Understand SharePoint terminology and concepts
SHAREPOINT “OPERATIONAL” TEAM
SharePoint Infrastructure Architect
- Designs the SharePoint farm(s)- Installs SharePoint properly. - Configures the servers.- Addresses bandwidth, storage, security, back-up,
redundancy and firewall requirements. - Moves environments
SHAREPOINT “OPERATIONAL” TEAM
SharePoint Collaboration Architect
- Configures SharePoint with taxonomy- Builds & brands sites- Configures workflow- Creates forms…- Works with SharePoint “out of the box”.
SHAREPOINT “OPERATIONAL” TEAM
SharePoint Developer
- Builds custom workflow and forms- Builds custom applications- Integrates SharePoint to other line of business
systems- Builds and deploy solutions from Dev to QA to Prod- Knows SharePoint object model
SHAREPOINT “OPERATIONAL” TEAM
Quality Assurance
- Tests and documents all components- Able to differentiate OOTB-Custom and tests
accordingly- Authorizes solution promotion to Production
SHAREPOINT “OPERATIONAL” TEAM
SharePoint Support
- Assists people with using SharePoint solutions- Respond to common end user questions and issues
and track to resolution- Maintain community knowledgebase- Escalate to next level of support when necessary- Adds new people / content types / security
permissions etc.
SHAREPOINT “OPERATIONAL” TEAM
Content Manager
- Own the content on their site- Ensure content is current, accurate, findable and
relevant- Ensures the security permissions properly adjusted- Complies with corporate usage guidelines and
policies- SharePoint power user
SHAREPOINT “OPERATIONAL” TEAM
Application Support
- Owns the custom developed business application- Assists people with using custom developed
SharePoint solutions- Respond to common end user questions and
issues and track to resolution- Escalate to next level of support when necessary
SHAREPOINT “OPERATIONAL” TEAM
Project Manager
/ Business Analyst
SharePoint
Infrastructure
Architect
SharePoint
Collaboration
Architect
SharePoint
Developer
Quality Assuranc
e
SharePoint
SupportContent Manager App.
Support
Ensure the technology
supports the business
need, runs the project /
leads change.
Configures the servers and installs SharePoint properly. Addresses bandwidth,
storage, security,
back up and firewall
needs. Moves environments
Configures SharePoint
with taxonomy, builds &
brands sites, configures workflow, creates
forms…works with
SharePoint “out of the
box”.
Integrates SharePoint to other line of
business systems,
builds custom
workflow / forms, builds
custom applications.
Tests and documents
all components
and authorizes
promotion to Production.
Assists people with using the system,
assists with site
evolution, adds new people /
content types etc.
Own the content on their site.
Ensure content is current,
accurate, findable and
relevant.
Owns the custom
SharePoint application.
Assists people with using the
custom app. Responds to
end user issues.
SharePointArchitect
SharePoint Developer
SharePoint Admin/Support
SHAREPOINT “OPERATIONAL” TEAM
Project Manager
/ Business Analyst
SharePoint
Infrastructure
Architect
SharePoint
Collaboration
Architect
SharePoint
Developer
Quality Assuranc
e
SharePoint
SupportContent Manager App.
Support
Ensure the technology
supports the business
need, runs the project /
leads change.
Configures the servers and installs SharePoint properly. Addresses bandwidth,
storage, security,
back up and firewall
needs. Moves environments
Configures SharePoint
with taxonomy, builds &
brands sites, configures workflow, creates
forms…works with
SharePoint “out of the
box”.
Integrates SharePoint to other line of
business systems,
builds custom
workflow / forms, builds
custom applications.
Tests and documents
all components
and authorizes
promotion to Production.
Assists people with using the system,
assists with site
evolution, adds new people /
content types etc.
Own the content on their site.
Ensure content is current,
accurate, findable and
relevant.
Owns the custom
SharePoint application.
Assists people with using the
custom app. Responds to
end user issues.
SHAREPOINT “OPERATIONAL” TEAM
IT Business SupportMon-Fri 7am-5pm
Within 1 hour response timeUp to 50 hours/month support
Phone and email supportDaily system health checks
IT Managed Support ServiceMon-Fri 7am-5pm
Within 1 hour response timeUp to 100 hours/month support
Phone and email supportDaily system health checks
Task SupportMon-Fri 7am-5pm
Within 2 hour response timeUp to 20 hours/month support
Phone and email support
GOVERNED BY AN SLA
Q&A
Thank you!Toronto Enterprise Collaboration User GroupChange Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etchttp://www.meetup.com/TSPBUG/Toronto SharePoint Business Users Grouphttp://www.meetup.com/TorontoSPUG/
Saturday July 9, 2016
See you next year!