Axceler Controlpoint Can Farm Administrators & Business Analysts coexist? Andrew Beeson Senior Web...
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Transcript of Axceler Controlpoint Can Farm Administrators & Business Analysts coexist? Andrew Beeson Senior Web...
Axceler ControlpointCan Farm Administrators & Business Analysts coexist?
Andrew BeesonSenior Web ArchitectFinancial Affairs Information Technology
Our Goal Today…Show you how our we use Axceler’s Controlpoint to:
• Increase end-user adoption
• Reduce demands on the overall Sharepoint infrastructure
• Ease the difficulties involved with administration
• Manage permissions & security actions and reporting
• Enforce governance policies automatically
• Support a centralized or decentralized model for Sharepoint management
• Boost our Sharepoint’s value and productivity
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Who are we?
• The Financial Affairs division of the University of Alabama
• Primary departments (1200+)
• Financial Affairs Information Technology (18, 15+, 70+)
• 2000+ internal and external Sharepoint users
Andrew BeesonBirmingham Sharepoint Users Group March 2012
The Team
Our Administration
End Users (without them we wouldn’t have a portal)
Functional Department Administrators (FDA)
Network, Server & DB administrator
Project Manager
Developer
Sharepoint Farm Administrator
Functional Department Administrators • Business analysts• Evangelists, educators • End user support• They translate End User requirements into action
Andrew BeesonBirmingham Sharepoint Users Group March 2012
How the years have flown by…
Sharepoint 2003 (7, 2)• Collaboration• Content Management• Security• Portal (Intranet, Extranet)Construction project program management, Business Administration, PMs, GCs, A/Es.
Sharepoint 2007 (2, 8)• Search• Business processes management• Infopath Form Services, Workflow• Governance• Business IntelligenceFAITBIS, UAPD Virtual Precinct, Emergency Preparedness, Building & Campus Info RepositoryEHS, FEMA and so on.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Understanding the ‘Why’ and Making a Decision
Richard Harbridge : http://www.RHarbridge.com
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Sharepoint Success Factors
Decision Makers don’t have Enough Information
Andrew BeesonBirmingham Sharepoint Users Group March 2012
People Are Having Trouble Finding What They Need
And
Andrew BeesonBirmingham Sharepoint Users Group March 2012
And Everyone in Joe’s Company uses Microsoft Office…
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Map the needs of the organization to the right
technology…
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Perform in depth product comparisons and evaluations
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Like this one…
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
Andrew BeesonBirmingham Sharepoint Users Group March 2012
This is important as Microsoft alone has a quite a few…
• Dynamics AX• Dynamics CRM• Dynamics GP• Dynamics NAV• Dynamics POS• Dynamics RMS• Dynamics SL
Andrew BeesonBirmingham Sharepoint Users Group March 2012
It’s not just a feature to feature comparison
Andrew BeesonBirmingham Sharepoint Users Group March 2012
So Joe does all that good research and…
Andrew BeesonBirmingham Sharepoint Users Group March 2012 Andrew BeesonBirmingham Sharepoint Users Group March 2012
SharePoint is a part of his overall Enterprise Technology Plan
Andrew BeesonAndrew BeesonBirmingham Sharepoint Users Group March 2012
The Outcome
Within the overall enterprise technology plan, SharePoint meets specific business
needs.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Richard Harbridge : http://www.RHarbridge.com
Achieving Buy In and Setting Expectations
Richard Harbridge : http://www.RHarbridge.com
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Sharepoint Success Factors
Perceptions Impact Motivation• Acceptance• Curiosity• Hunger• Family• Honour• Idealism• Independence• Order
• Physical Activity• Power• Attractiveness• Saving• Social Contact• Status• Security
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Two Key Groups Must Buy In and Have The Right Expectations
IT Services Decision Makers
Andrew BeesonBirmingham Sharepoint Users Group March 2012
What is the most important thing to IT Services?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
What are some ways we can convince IT Services?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
The Main Point of Implementing SharePoint:
SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
SharePoint and IT
Andrew BeesonBirmingham Sharepoint Users Group March 2012
When I Say “SharePoint Integration” You Probably Think Of This...
When I Say “SharePoint Integration” You Probably Think Of This...
Secondary (But Important) Points:
SharePoint’s integration with technologies you already use and it’s extendibility are invaluable.
SharePoint and IT
Andrew BeesonBirmingham Sharepoint Users Group March 2012
The Reality:
IT struggles with supporting another technology.
SharePoint and IT
Andrew BeesonBirmingham Sharepoint Users Group March 2012
What is the most important thing to Decision Makers?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
What are some ways we can convince Decision Makers?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Add Value (Decision Makers)The Biggest Point to Share is:
SharePoint can help achieve business objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.
The Reality:
Business Objectives are often not specific enough to be achievable.
It takes time and investment to reach the point all managers and executives want.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Map Solutions to ObjectivesCentralize Knowledge and Resources
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
Adjust Site Structure and Taxonomy
Migrate File Shares Create Dashboards Implement Workflow Solutions
Configure Search Services
Branding
Direct Relationship Indirect Relationship
* Objectives/solutions should be more specific – Example purposes only.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
SharePoint Solutions (Evolution)
*Super Simplified
Andrew BeesonBirmingham Sharepoint Users Group March 2012
The Outcome
Joe has achieved momentum and buy in.
Joe must carefully manage expectations and maintain the
momentum and report against it.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Richard Harbridge : http://www.RHarbridge.com
Richard Harbridge : http://www.RHarbridge.com
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Determining and Supporting ROI
Sharepoint Success Factors
Show expected cost and return over multiple time periods.
Remember to ‘discount’ values to account for cost of capital impact and the fact $5 dollars today is worth less than $5 in the future.
Evaluating With Discounted Cash Flow
There are really only two ways of using ROI
1. For Prioritization1. For Prioritization
2. To Improve Return2. To Improve Return
The Simplest ROI Formula Ever
Estimated Value
Estimated DifficultyEven I can do it!
1. For Prioritization1. For Prioritization
ROI analysis often misses 'non-financial impact’ or ‘increased
potential’
Website/Intranet Visitors
Increased Connections
User Complaints Improved Morale Improved Skills
Improved Know-How
Innovation
Better Reputation
Employment ApplicationsClick-throughs
Comments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return2. To Improve Return
The Outcome
Joe is measuring effort effectively to better prioritize or to improve
return on investment.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Richard Harbridge : http://www.RHarbridge.com
Implementing Successful Governance
Richard Harbridge : http://www.RHarbridge.com
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Sharepoint Success Factors
Without effective governanceorganization, performance, and
capability are significantly reduced.
What does that mean?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Teamwork is KeyThere are typically 5 teams for SharePoint Governance:
Business Strategy Team
Initiatives/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
The 5 Teams You Need For Effective SharePoint Governance
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Alternative TeamsIf the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
Tactical Team Operations
Development
Support
Strategy Team Business
Technical
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Identify patterns.Plan for patterns.Execute patterns.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
No Single “Approach”
ProjectsProjects
TasksTasks
CommunitiesCommunities
PracticesPractices
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)
Objectives/Priorities (Tech/Business)
Governance Outcomes
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…
SharePoint will be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
…
SharePoint will not be…
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Objectives/Priorities
Disaster Recovery Plan
Storage and Quota Policies
Monitoring Plans
Maintenance Plans
Service Level Agreements
Security Policies
Deployment Process, Policies, and Schedule
Operations Outcomes
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Objectives/Priorities
Branding Guide
SharePoint Designer Policy
Workflow Policy
Development Standards (Including OOTB vs Custom)
Development Environment Policy
Testing Requirements
Deployment Process, Policies, and Schedule
Development Outcomes
SharePoint Standards OnlineSharePoint Standards OnlineAndrew BeesonBirmingham Sharepoint Users Group March 2012
Support Outcomes
SharePoint Standards OnlineSharePoint Standards OnlineAndrew BeesonBirmingham Sharepoint Users Group March 2012
“PUBLIC” SITES: Open to all employees“PUBLIC” SITES: Open to all employees
TEAM SITES: Generally open to team membersTEAM SITES: Generally open to team members
Tightly controlled,
formal governance
Looser control, less formal governance
Some control, some formal governance
“PRIVATE” SITES: Open to business group members
“PRIVATE” SITES: Open to business group members
Define Governance Control Levels
Andrew BeesonBirmingham Sharepoint Users Group March 2012
The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related
Processes
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Richard Harbridge : http://www.RHarbridge.com
Approaching and Supporting SharePoint &
End user adoption
Richard Harbridge : http://www.RHarbridge.com
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Sharepoint Success Factors
What is the best approach for SharePoint Implementations?
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Why Iterative? SharePoint is a very large platform.
It takes time to understand SharePoint.
SharePoint is great for rapid prototyping, and for proof of concept work.
It ensures there is enough time to review, adjust, and communicate.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Opportunistic Driven Learning
Image from Paul Culmsee
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Image from Paul Culmsee
Opportunistic Driven Learning
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Multiple Tiers for Escalation(You can’t know everything)
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Measure SupportLearn and use data to be proactive.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Diversify Support resources/mediums
Axceler Controlpoint
Books and Manuals
Online MSDN
TechNet
Blogs
Cheat Sheets
One on One
Classroom Training
Forums
Help
Etc
Andrew BeesonBirmingham Sharepoint Users Group March 2012
IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.Download and install the ‘lunch’ and learn module - an interesting idea.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
RESPONDYou never want to give the IT busy signal, or support busy
signal.
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Richard Harbridge : http://www.RHarbridge.com
Sharepoint Success Factors
Andrew BeesonBirmingham Sharepoint Users Group March 2012
We use Axceler Controlpointto manage our Sharepoint Success Factors
• Understand the ‘Why’ and Make Decisions
• Achieving Buy In and Setting Expectations
• Determining and Supporting ROI
• Implementing Successful Governance
• Approaching and Supporting SharePoint & End user adoption
• TO RESPOND !
• Increase end-user adoption of Sharepoint
• Reduce demands on the overall Sharepoint infrastructure
• Ease the difficulties involved with Sharepoint administration
• Manage permissions & security actions and reporting
• Enforce governance policies automatically
• Support a centralized or decentralized model for Sharepoint management
• Boost our Sharepoint’s value and productivity
In closing …
Andrew BeesonBirmingham Sharepoint Users Group March 2012
Questions? Ideas? Feedback? Contact me:
Twitter: @AndrewBeesonLinkedin: http://www.linkedin.com/pub/andrew-beeson/6/790/bb5Email: [email protected]:
Richard Harbridge : www.RHarbridge.comAxceler : info.axceler.com/Blog/ctl/all-posts/Christian Buckley : www.buckleyplanet.comPaul Culmsee : www.cleverworkarounds.com
Thank You Organizers, Sponsors and You for supporting the Birmingham Sharepoint Users group and making this presentation possible.
Andrew BeesonBirmingham Sharepoint Users Group March 2012