SP Business Suite Deployment Kick-off

SharePoint / Microsoft Office/ 365 Intranet Portal Department Portals CRM IT HR Employee Self Service Service Requests PROJECTS SharePoint / Microsoft Office/ 365

Objectives Understand what is required of your team Understand the deployment process Understand the overall solution Use SPMP resources as productively as possible Understand your expectations and high level requirements

Preparation Setup / Provide Healthy SharePoint Platform / Environment On-Premise Server, Enterprise SharePoint 2010 SP 2 SharePoint 2013 SPMP needs Site Collection Administrator permission SharePoint Configuration Enable Sandbox Solutions Turn-on Incoming and Outgoing email IMPORTANT – Direct Access to Site Collection In the Cloud – Office 365 / Third Party Site Collection Created We need SharePoint user ID with Site collection administrator permissions Where to install Suite (site collection, level) Options (if you are not ready) SharePoint Health Check (partner) SharePoint Managed Services (partner)

What we expect of you Appoint an Administrator A point person who will coordinate deployment and own the applications overall Need to be a SharePoint Business Power User Understand SharePoint at a business level Know how to navigate SharePoint, create sites, lists, libraries, manage permissions. Training required: 4 hours of video training (see SPMP web site under Resources>Training>Power User Training) http://www.spmarketplace.com/power-user-training.html Basic SharePoint administration Setup users, permission groups and maintain them Work with Microsoft on Office 365 issue for support Capacity management Work with us to create a realistic deployment project plan Set priorities for deployment of departments / areas Provide Content – data, documents, etc. Provide testing

Using your paid for hours wisely What is covered under Quick Start Deployment Meetings – this meeting, requirements meetings, review meetings Installation of the modules Setup of the modules Basic Configuration – Configuration work sheets – field changes, report views etc. What is not covered (can seriously impact a productive deployment) SharePoint Training SharePoint Administration Data, document Migration In depth customizations – workflows, etc. What you get with in your Quick Start 3+ hours of installation (for suites), then 2 hours per module 3 generic department templates are included Where it can go wrong installs on bad SharePoint environments Lack of SharePoint knowledge Mass quantity of single emails

Installation Need direct access – preferred or Online Meeting (burns hours) Existing or new Site Collection Upload solutions in Gallery Activate solutions Create Additional Permission Groups (not end-user groups) SPMP Admin – SP Marketplace Site Administrators : Full Control Managers – Management staff for approval processes : Contribute [Dept] Staff – IT/HR/etc dept staff to manage requests and dept content : Contribute HR Approvers – Used in HR site for HR staff who approve HR requests : Contribute Create Sites Basic Setup Navigation – Menus, links etc. Initial Users – Admin

Deployment Project Develop Overall Phased Deployment Plan Define Intranet Structure – Modules, departments Prioritize modules/departments Intranet Employee Self-Service IT HR Projects Branding Project is tracked on a Deployment Site in your environment Review Meeting every 2 weeks or sooner if needed Both you and SPMP have deliverables that will impact the project timeline

Understand The Structure, Use a Phased Approach Best Practices by Design 3 level structure make it easy for employees to use it Department portals use consistent layout Drill down design for access to more detail at lower levels Department Intranet Home Service Requests Documents Portal Forms Portal Organization Employee Departments Communities Divisions or Groups 1 2 3 4

Branding / Skin Consult your branding person (often Marketing) Session with SPMP to get basic look and feel requirements Logo Corporate colors SPMP will provide a couple of templates to choose from We have to configure and purchase templates so we need to limit it to 2 iterations Apply Branding to Suite Branding can be used beyond SPMP Suite if desired

Configuration at Module Level Meet with each department and get objectives and requirements What functions to use or not use How to interact with existing systems Keep it simple to start, you can add more later SPMP Configuration worksheet Capture your specific requirements We can power through many configurations in a short time if you use this. Once initial configuration is done, we will review with team Get any data in from existing systems (not part of package) Determine need for additional customizations and document Scope of additional customization hours

Design Notes: Roll – based Design Role based design Roles – Employee, Department Staff, Manager, Group Manager, Final Approver Manager defined in Employee Directory (also override in forms) Staff and Final Approvers defined by Group membership Role based design applied Navigation – top and left menus provide for audiences Portals Each dept site (e.g. HR, IT) & Department (template) sites have employee / end-user portals Employee – redirect to employee portal page (or customer for customer service) Department Staff is not redirected but sees the full site Service Request forms – Employee see General Tab, Department Staff see all tabs. Can customize forms further for Tab or field level Security Not using specific function? – Just hide the navigation for it.

Service Request based Modules IT Support, HR, Departments, Facilities, Customer Service. Employee Staff Redirect

Design: Approval Workflows Time-off, Time-Sheets, Expense Reports, Purchase Requests Out of the Box – Easy to use approval system Multiple levels of approval in the Departments list (ESS & HR) Fill out what applies, leave the rest empty

Service Request Flow Intranet Portal Department Portals CRM IT HR Employee Self Service Service Request Flow Service Requests

Employee Information Designed to leverage Office 365 and/or SharePoint Profile information Core source of Employee information – SharePoint Profiles (which may come from AD) Profile information Sync Utility – tools to build initial lists and update periodically Employee Directory – Organization access to Employee information In the Intranet Portal Search, browse or group employee information for collaboration Built using the User Info Sync tool Can add non-SP or AD employee info HR. Employee List – Confidential information in the HR. Module Not shared with organization Can also be sync’d with SharePoint profile information Can be populated from HRIS or Payroll system

Continuous Improvement Conduct Periodic Reviews with Departments Data level – are they capturing the data needed? Business Measurement – Dashboards and Reports New capabilities – new lists, libraries and views? Application Updates New features in forms New web parts New SharePoint features to use Add new custom applications Same look and feel, integrated with your suite Contact SP Marketplace for a Quote.

Support and Maintenance Getting Support: Email – support@ Customer Portal SPMP site/Support Call 888 218 5560 Resources: Doc tutorials What is included: Support for issues or problems with the applications Bug fixes Questions about implementation Question about customizations (related to the application) What is not included: SharePoint administration (on-premise or Office 365) Office 365 administration SharePoint knowledge How do I add an user or group? How do I add a field? How do I change a list view? Data Migration Updates New versions – update jQuery libraries, web parts and limited application function You will not lose any configurations or customizations