SharePoint Site Collection Administrators Network Community of Practice

April 2013

2

Agenda

• Background

• A Climate of Change

• Business Case

• CoP Operations

• CoP Facilitation

• Site Set-up

• Membership

• Business Value

• Key Benefits

• Critical Success Factors

• Lessons Learned

• Backup

3

Collaboration & Knowledge Bases

New Computers, Software &

Connectivity

Records Management & Information Management Principles

A Climate of Change

Hardware and

Software Information

Management

Knowledge

Management

Multiple simultaneous changes

• Corporate Information and Records Management Guidance

• Personal to Shared Storage

• Desktops to Laptops

• Upgraded software

• eMail migration from Lotus Notes to Outlook

• Shift in connectivity paradigms

• Global rollout of SharePoint

• One standard collaboration platform centrally managed

• Lotus Notes Collaboration databases migration to SharePoint

4

Business Case

• Big Picture: Create an integrated environment for IM/KM

• Global changes created the need for rapid and effective adoption

• Infrastructure set up, site designs, use case scenarios, WIIFM and benefits

• Complexity servicing vastly different user groups: office based personnel, manufacturing plants and field operations

• Implement a Network to support Site Collection Administrators:

• Central group for collaboration, sharing and learning about SharePoint

• Flexible to the needs of different business lines

• Adaptive to membership needs, experiences and growth

• Global availability with meetings in time zones

• Develop and promote best practices

5

CoP Facilitation • Site Administration

• CoP is facilitated and maintained by the Knowledge Management group within IT

• Two facilitators share the responsibilities for leading the community

• Discussion Board Monitoring

• An average of ~100 new discussion board posts are added each month

• CoP facilitators confirm all questions have been answered

• Allow the team or community members an opportunity to reply first

• If no reply has been posted after 24 hours, a facilitator replies or finds a SME to reply

• Capture and promote valuable content

• The facilitators identify valuable content and promote it to a shared area for reuse

• Weekly Meetings

• Facilitators schedule and lead weekly CoP meetings to share tips, highlight features, best practices, success stories, use cases and important changes

• Weekly meetings are scheduled two times in the North America / Europe time zone and once in Asia Pacific time zone to accommodate time zones and technical limitations with virtual meetings

6

iSCAN Home Page

Multiple navigation

options for important

content areas

Most recent

announcements on

home page

Tip highlighted on

home page

automatically rotates

weekly

Search scoped to

iSCAN and end

user SharePoint site

Link to Success

Stories

Most recent

discussion board

topics and iSCAN

member highlighted

on home page

7

SCA Reference Library

8

SCA Reference Library

Topic Overview

Links to external

sites

Filtered views of

content on

iSCAN site for

each topic –

No duplicated

content!

9

SCA Journey

10

iSCAN Member Growth

0

500

1000

1500

2000

2500

3000

Start 2010 2011 2012 2013

iSCAN Members

iSCAN Members

11

Key Benefits

• Greater uptake of application

• ~8000 site collections rolled out globally from 2010-2012

• Single collaboration platform adds consistency across the corporation

• Consistent communication and information

• Learning and sharing of business use cases across membership

• CoP contributed to the success of the SharePoint 2010 upgrade

• Improved management of change before, during and after upgrades

• Multiple sessions on a weekly basis to cover

• New features

• Upgrade process

• Potential issues

• Migration pre-planning

• 2-week Preview Period for SCAs

• Members tested sites and identified issues prior to upgrade

• SCAs and SP2010 project team addressed issues to effect a seamless upgrade

12

Critical Success Factors

• Tied to Business Needs and Drivers

• Management & Business Support

• Recognize the business value

• Dedicated resources to establish and maintain the CoP

• Promote and encourage business line SCAs to participate

• Enthusiastic Community Facilitators

• Engage membership

• Ensure accurate and adequate content

• Active Collaborative Membership

• Many to many collaboration vs. one way

• One Centralized CoP vs. Multiple Business Line Specific CoPs

• Consistent message

• Communication vehicle

• Cross-organizational SCAs connect and learn from each other

13

Lessons Learned

• CoP Membership & Administration

• Make it easy for people to join and keep it open to all employees interested in SharePoint site administration

• Look for ways to recognize members for their contributions

• Send new members a Welcome email introducing the group and how to use the site

• Use a SharePoint list to manage membership and distribution lists

• CoP Team Site Design

• Spend time upfront planning and designing your site

• Use consistent categorization throughout the site to simplify content aggregation and usability

• Offer multiple ways to navigate content (i.e. by topic, by resource type)

• Provide a monitored discussion board for users to ask and share information

• Highlight recent activity and new content on the home page

14

Lessons Learned

• CoP Meetings

• Standardize the format of the meetings to stay on topic and be more productive

• Repeat the meetings more than once per week to meet time zone, scheduling and/or manage number of attendees

• Highlight success stories

• Offer different meetings for varying levels of experience (i.e. SharePoint 101, Advanced Topics)

• Engage membership in meeting topics and presentations

15

Backup

16

SharePoint Solution Center

17

iSCAN Tips & Tricks

18

iSCAN Tips & Tricks