Copyright © 2015 Earley Information Science1 Copyright © 2015 Earley Information Science
SPS BostonCase Study: Earley Migration to O36510/1/2015
Presented byPileggi, DavidSenior ConsultantEarley Information Science
Twitter: @DavidPileggi
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Introduction
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The Real Introduction
• Computer Science degree from University of Central Florida
• Professionally working in the IT industry for 12 years
• Working specifically with SharePoint for last 10 years
• Taught several SharePoint 101 classes
• Designed SharePoint solutions for more than 30 companies
ranging from regional to global
• Member of the Boston SharePoint User’s Group
• Avid alpha/beta tester SharePoint and otherwise
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Agenda
• Setting Expectations
• The Earley story: Why we chose O365
• The use cases: User-centric design
• The tough decisions
• What we did well
• The rest of the journey
• Your Q&A
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Setting Expectations
• University classroom setting
• The story is still unfolding
• What are you looking for?
• Why is this relevant?
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The Earley StoryWhy We Chose O365
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Compelling Reasons to Migrate
IT SupportServer MaintenancePatchingDisaster Recovery
ExtranetSimple solution for external invitations
Highly secure
Access to:DelveVideoSkype for Business
Digital Workplace
Improved Collaboration
Distributed UsersDevice Mobility
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The Story
• SP2010 was 2nd implementation after MOSS
• Use cases: Project sites, methodologies, templates, archive
SharePoint 2010
• Single site collection• Role-based security • More metadata &
classification
SharePoint 2013 On-prem • Goal: Showcase
• Rich solution for intranet/extranet
• Support marketing, sales, delivery and executive mgt. processes
O365 SharePoint
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Designing the Right SharePoint Solution
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Key Approach: User-centered Design
• Previous SharePoint implementations had become less relevant to our users over time
– SharePoint was a document repository but not “business-critical”– Users perceived it took “extra effort” to put things in SharePoint– Loads of content uploaded, not all of it relevant (bigger haystack)– Hard drives still served as the “personal repository” for some
• WIIFM: – Give the users more of what they want and need
• Collaboration on work processes• Make compliance easier and automatic
– Less is more: Get out of my way• Let me do more without an Admin (e.g. add a Customer to the list)• Just the facts: Ask for only key metadata
• This time: Focus on users, core business processes
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The IT Environment
Rich & varied SaaS infrastructure for business operations:
– O365: Collaboration and content management
– GoToMeeting: Virtual meetings and webinars
– Salesforce.com: CRM, sales management, customer
development, business development
– Hubspot: Marketing automation, email, webinar, website
– Drupal: Public website, blogs
– Other SaaS platforms (finance, HR, etc.)
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observe summarize conceive develop identify audiences
define tasks
build use cases
identify content organize
User-Centric Approach (top-down)
Requirements Processes
content audit taxonomy metadata content models
mental models
site maps & navigation wireframes
Earley Information Science Methodology:
Content-Centric Approach (bottom-up)
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Core Use Case: Sales Operations
Sales Requirements:• Collaborative proposal
development between delivery SMEs, sales and management
• “System of Record” for documents, with salesforce.com for business process management and CRM
• Contracts, proposals & SOWs published for finance, legal, delivery and management teams
Key Features:• Proposal Center was designed
and tested by the sales team
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Core Use Case: Marketing Team
Marketing Requirements:• Collaborative marketing content
development between SMEs and the marketing team
• Manage all branding elements – templates, design guidelines, messaging
• Share reference collateral with delivery, sales for on-going outreach and client engagement
Key Features:• Digital workspace for campaign
development, project/task mgt. and a structured document library
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Core Use Case: Delivery Consultants
Delivery Needs:
• Project sites were already in use for SOWs, contracts, key contacts, artifacts, working documents, deliverables
• Improved findability to avoid reinventing the wheel
• Share reference collateral with delivery, sales for on-going outreach and engagement
Key Features:
• Updated project sites with improved IA for findability
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The Tough Decisions
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Approach
• Not just a simple migration of the old site
• Create new value for our teams
• Practice what we preach
• Focus on user-centered design and core IA
• Make it a showcase for our teams and our clients
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Timing
• Sense of Urgency: We need it to run our business
• SharePoint migration should finish “yesterday”
• Skype for Business Whenever
• New ideas NOW
• Yammer… Who?
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Lessons Learned: Cost & Time
• Can take twice as long when doing it in-house with limited resources – people have “day jobs” with
higher priority (e.g. being billable, closing deals)
• More than one individual – business SMEs during design
– consensus on taxonomy & IA
• Budget time & overhead budget for an internal team– It’s a project
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Cutting Corners
• Don’t do it!• Kills progress• Costs more money
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Planning
• It’s a pebble… It’s a rock… It’s a mountain!• Sure I can do that… oh wait… billable
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What We Did Well
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Taxonomy
• Our wheel house
• Oh by the way –
Public facing web site
• Getting it right the
first time
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Security
• Security centric solution
• Intranet
• Extranet
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Governance
• Project sites creation
• Adding to the Taxonomy
• Taxonomy is iterative
– Seeing it on paper vs.
working with it daily
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Migration
• Selected ShareGate
• Understand
strengths/weaknesses
Choose Migration tool
• Mapped from the
ground up
• Treated each site as
a mini-project
Re-Organize• Content owners remap
• Migrate to new
locations
Migration
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The Rest of the Journey
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Search Community
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Questions and Answers
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Thank you!
For more information …
Please bring your business card after the Q&A– I’ll email you the latest version of these slides
– I’ll invite you to our SharePoint webinars
– I’ll answer any questions that I didn’t answer just now
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EIS – Digital Workplace works with market-leading organizations
to overcome content chaos.
Ensure your enterprise digital workplace considers how people, systems, content and context intersect
to transform operational performance.
Realize your digital experience vision.
Earley Information Science (EIS)
A trusted information integrator
Founded – 1994 Headquarters – Boston, MA
www.earley.com
David J Pileggi JrSenior Consultant
774-364-2815David J Pileggi Jr.
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