SharePoint in the City: Houston

Kickoff: Introduction to our Internal SharePoint Implementation

SharePoint in the City: San Antonio

RACKSPACE® HOSTING | WWW.RACKSPACE.COM

#SPHouston

About us…

Connect with Us!

https://twitter.com/sharepoint911

https://plus.google.com/103035237693787020406/posts

https://www.facebook.com/SharePointAtRackspace

https://twitter.com/sharepoint911

https://plus.google.com/103035237693787020406/posts

https://www.facebook.com/SharePointAtRackspace


#SPHouston

About me…

@jennifermason


#SPHouston

Let’s Keep in Touch!

Email [email protected]

Twitter @jennifermason

Blog http://JenniferAnnMason.com

mailto:[email protected]

http://jenniferannmason.com/


#SPHouston

Play Along at Home!!

•Free SharePoint 2013 Trial– http://sharepoint.rackspace.com/free-sharepoint-2013

• Great way to access the new features in 2013 without having to set up your own test environment!

http://sharepoint.rackspace.com/free-sharepoint-2013


#SPHouston

My Job Description

• I work with users at Rackspace to answer the question.......

”Wouldn’t it be great if we could do

{enter thing here}, yeah it would be

great! Can you please go do

{enter thing here}”


#SPHouston

THE END TO END

ENGAGEMENT

MODEL

7


Session 1:

Overview of Our Internal 2013 Implementation


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In This Session….

• How are we using SharePoint 2013 Internally?

• Our Farm Configuration

• Our “Stuff”

• Our General Approach for Implementation


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Our Roadmap

•Where we started…..

•Where we are at….– Current Farm Configuration

– Current Solutions

•Where we are going……


Quick Wins

The Power of Low Hanging Fruit!


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Strategic Deals


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Interactive Onboarding


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Department Information Pages


Session 2:

Real World Solution Overview:

Using SharePoint to Manage the Strategic Proposals Process


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In This Session…..

Using SharePoint to Manage the Strategic Proposals Process


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The Process

1. Identify the Business Problem

2. Gather Information

3. Design the Solution

4. Building the Solution

5. Managing the Solution


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Business Problem

•Need a single place to…..– Store Re-Usable Content

– Track Current Progress and Deliverables

– Provide Instructions to Team Members

– Share Content During the Proposal Process


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Current State

• Solution

– File Server

– Email

• Pain Points

– Lost Data

– Lots of Required Maintenance

– Security Management

– Single Point of FailureThe Symptoms

Disorganization

Loss of Previous History

Rework with Each Proposal


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Gather Information

• Remove all technology from the conversation and map out the following:

– Who will use the system?

– What do they need to do?

• Our Primary Users

– Proposal Managers

– Rackers Contributing to the Proposal


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Design the Solution

• The business user that we were working with didn’t have much SharePoint experience, so we took the following approach:

1. Build a very simple shell SharePoint solution to help them get started. Our main goal was to provide a “single location for all content”

2. Regroup on ideas that flow from the presentation of the prototype.

3. Finalize Requirements and build a phased implementation approach


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Building the Solution


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Managing the Solution

•We want to make it easy to work with, so we are doing the following…..– Creating a Standard Template for all Proposals

– Planning a Phase 2 to add Improvements!


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Phase 2 Ideas


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Transition to Phase 2

• It is all about baby steps! Here are the things we are doing now to move to the next phase of the project:

1. Give the team time to review how they want to structure the content. They like the idea of “buckets” but now they need to define them

2. Restructure the site content (will utilize ShareGate for this)

3. Provide Updated Training to the Team


Session 3:


Using SharePoint to Build an Interactive Onboarding Experience


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Interactive Onboarding Experience


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The Process







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Business Problem

•Need a single place to…..– Direct Managers to Content to Share with New Hires

– Provide Instructions to New Hires about Orientation

– Share Content During the Orientation Week


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Current State

• Solution

– File Server

– Email

• Pain Points

– Lost Data


– Security Management

– Single Point of Failure for Absent Coordinator (email)

The Symptoms

Disorganization

Frantic Last Minute Planning

Students Can’t Access Data

Rework with Each Session


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Gather Information





– HR Administrators who Manage Orientation Sessions

– Presenters who Teach The Sessions

– Students who Attend the Sessions


#SPHouston

Design the Solution

• The business user that we were working with didn’t have much SharePoint experience, so we took the following approach:

1. Build a very simple shell SharePoint solution to help them get some visual grounding to what could be done.

2. Regroup on ideas that flow from the presentation of the prototype.

3. Finalize Requirements and build a phased implementation approach


#SPHouston



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My Tips & Tricks

• Promoted Links

• Workflows that Populate HTML for Rollup


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My Tips & Tricks

• Connected Web Parts


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•We want to make it easy to work with, so we are doing the following…..– Creating a Standard Template for all Sessions

– Creating Specific Landing Pages to Deliver Role-Based Content

– Training the HR Admins to Add Content / Users / Manage Permissions

– 3 to 6 Month Roll Out Period to allow for flexible requirements and template adjustments


Session 4:


Using SharePoint to Build a Departments Information Portal


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Department Pages


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The Process







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Business Problem

•Need a single place to…..– Provide Rackers with Updates (Newsletters)

– Allow Rackers to Submit Requests to our Department


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Current State

• Solution

– PDF Newsletters (emailed)

– Email Requests

• Pain Points

– Lost Data


– Single Point of Failure for Absent Team Member (email)The Symptoms

Disorganization

Lost Requests / Data

Compliance Audit Re-Work


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Gather Information





– All Rackers

– “No Training Required” is a huge requirement of our users!


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Design the Solution

• The solutions we were designing needed to be easily managed and maintained by the specific groups:

1. Must be Simple to Maintain

2. Must Require No Training to Use It

3. Must be Flexible for Future Changes

4. Must be able to Build it Quickly


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#SPHouston


•We want to make it easy to work with, so we are doing the following…..– Creating an Updated Version based on Pages & Rollups

– Used IT Resources to Automate Process Via InfoPath Form


Session 5:

Adoption, Governance, Training and Migrations - Oh My! -Implementing SharePoint in the Real World


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Our Journey……


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Our Environment

•Test that became Production

•Multiple Environments

•New Environments Discovered Daily

•Constant Workforce Adjustments


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Options for Moving Forward

• Option 1: “Clean Up” the Current State

• Option 2: Create “Clean” Environment & Migrate

• A Balancing Act

– Risk / Reward

– Effort / Return

– Creation / Maintainability


Our Plan


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A Clean Start

•Key Areas of Concern:–Supportability

–Sustainability & Reliability

–Security

–Empowerment

–Training


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Our Current Status

•Wins– Strong Excitement for SharePoint

Internally

– Several Enterprise Wide Solutions

– Introduction with Onboarding

– Empowered Users

•Future Improvements– Additional Training for Site Admins

– Additional Resources (Creative Outsourcing)

– Additional Branding & Site Designs

– Advanced Solutions (Forms, Workflows)


#SPHouston

Thanks for Coming!

• We hope today’s event was very informative for you and your team!

• We will be following up with an event survey tomorrow am and we greatly appreciate any feedback you have for us!

SharePoint in the City: Houston

Business

Transcript of SharePoint in the City: Houston