1. Tried and True Process to Ensure Business Value with Your SharePoint Deployment
Jeffrey Travis
United States - EST
April 16th /17th, 2014

2. Agenda
Profile
Legal
Introduction
The Process
Terms

3. Jeffrey Travis Product Manager Enterprise Portal Macy‘s
Jeffrey Travis
Product Manager
Enterprise Portal
Macy‘s
Johns Creek, GA
USA
7+ years working with various SharePoint versions (2003 / / 2010 / 2013)
14+ years working with portals – GE, Schlumberger, Home Depot & Macy’s
Contact

4. Legal Disclaimer
I am not speaking on behalf of Macy's and any views/opinions are mine and not reflective of Macy's.

5. Build it, and they will come.
Not always.
Simply "having an enterprise portal" does not add business value any more than "having a Web site" does. To be truly valuable, a portal solution must help users quickly and easily access the information and services they need.
Enterprise portals can deliver measurable business value by increasing productivity, reducing costs, and improving communication. But, achieving these benefits requires a thoughtful strategy and a disciplined approach that combines planning, collaboration, and technology. The planning phase is critical to realizing the full potential of your SharePoint deployment.
This high level presentation will outline what it takes to ensure that SharePoint will provide business value for your enterprise and will focus primarily on an area the business can control - the content side.

6. The Process - Assumptions
This presentation will be under the following assumptions –
You or your company currently have or are planning a SharePoint environment
You need a process to populate it so it can begin to provide value.

7. The Process - Steps Discovery (Pre roll out) Development (Roll out)
Analysis and Maintenance (Post roll out)

8.
Discovery
Whether you are starting a new portal implementation, or have an existing intranet or portal, prior to developing anything it is critical that you perform a discovery phase.
User’s needs change over time so they need to be confirmed.

9. Discovery (continued)
Discovery (continued)
Determine business needs / goal(s) of the portal / site
What are current pain points in the company / my team?
What do users need to do their jobs better / faster / quicker?
Determine Roles / Personas
Business needs for each role
Use cases by role
Determine tasks for each role
User’s needs change over time so they need to be confirmed.

10. Discovery (continued)
Content
Conduct content inventory (site collections, sites, pages, web parts, documents, links, apps, etc)
Content update or add frequency (Daily, Weekly, Monthly, Yearly)
Retention policies (based on business need, Legal, company policy)
Standardize naming convention
Versioning / Publishing (prevents nameofileV4.docx)
Establish security model
Who will maintain the site (Site Owners, Contributors)
Who can do what - Read/Contribute/Edit/Delete (down to the line item if needed) – use and trust AD and SP Groups as much as possible

11. Discovery (continued)
Content (continued)
Establish content types / metadata
Look for similarities (reports, announcements, meeting notes, forms, policies, Knowledge base article, etc.- use card sorting or similar if needed)
Tie retention policies to content types
Leverage an Information Architect
Determine necessary Approvals / Workflows

12. Discovery (continued)
Discovery (continued)
Consumption
Review usage analytics from prior internet/portal if they are available
Content mapping / Map roles & tasks to content
Customization vs Personalization
Frequency of use
Rank need by role
Determine necessary audiences
If you had a prior portal or intranet, and if you can tell who used what content that helps even more

13. Discovery (continued)
Discovery (continued)
If you had a prior portal or intranet, and if you can tell who used what content that helps even more

14. Where is our site? Notice we have not created a site yet.
Failing to plan, is planning to fail.

15. Development www.sp24conf.com
If you had a prior portal or intranet, and if you can tell who used what content that helps even more

16. Security Model

21. SharePoint, more than CMS.
If you have not already, after this presentation I highly suggest viewing the "What is SharePoint? by Jasper Oosterveld“
Also, additional reading for the technical side of SharePoint “Developing SharePoint Applications”

22. Terms Information Architecture / Architect Meta data Taxonomy
Governance
Customization vs Personalization
Steering Committee

23. Customization vs Personalization
Customization is by the choice of the end user
Personalization is based upon an attribute of the end user such as role.

24. Information Architecture / Architect
The Information Architecture Institute defines Information Architecture as:
The art and science of organizing and labeling web sites, intranets, online communities and software to support usability and findability.

25. Steering committee
A 5-7 person committee comprised of those versed in the needs of the business and technical representation can assist in defining and driving the current and ongoing direction of your portal.

29. ...the anchor will pick some of them up!
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Questions?
...the anchor will pick some of them up!

30. Thank you!