SharePoint Adoption and Governance

@chrysalisbts

presented by

Andy Hopkins & Dave [email protected]

[email protected]

11/14/2015

SharePointAdoption & Governance

Business Value Realization

@chrysalisbts

Who are you?

• Name

• Title

• Company

• What is your level of familiarity with SharePoint?

• What challenges are you facing?

• What do you hope to get out of today’s session?

Welcome & Introductions

@chrysalisbts

Welcome & Introductions

Chrysalis | Business Technology Solutions

• Bridging the divide between Business Transformation objectives & IT Solution infrastructure

• Business Process Optimization,

• IT Strategy, Architecture, Governance,

• Project & Portfolio Management

• Mentoring, Training

Dave Healey, Managing Partner

• 20 years industry experience

• Knowledge & Information Mgmt

• Microsoft Corporation

• Accenture (InnovaPost)

Andrew Hopkins, Principal Consultant

• 22 years industry experience

• Enterprise Information Management

• Microsoft Corporation

• Lexis Nexus

Presentation Team

• BI and Performance Management,

• ECM, Access, Search, Content Delivery

• Mobile Enablement

• Managed Services and Support

@chrysalisbtsSource: Microsoft Corporation Internal Research, 2011

Organizational Performance OptimizationSharePoint is a powerful enabler, but falls short

SharePointAdoption

BusinessValue

KeyCapabilities

AdaptiveEffectiveEstablishedRudimentary

• Insight In-Context• Improved

Decision Making• Increased Agility

• Integration• Composite and

Industry Applications

Business Solutions

• Broaden Adoption• Drive Compliance• Reduce multiple system

maintenance costs

• Content Management• Social Computing• Enterprise-Class Search• Business Intelligence

Broad Adoption

• Productivity Gains• Effective Teaming• Lightweight

Project Management

• Team Collaboration• Document Management• Search

Initial DeploymentPre-Deployment

• Inconsistent Teaming• Ad-hoc Collaboration• Informal, Inefficient

Processes• Significant IP & Legal Risk

• File shares• Email• USB Drive• Cloud shares

Business Value RealizationPerformanceMaturity

• Non-systematic, non-periodic and reactive

• Stable and repetitive

• Internally efficient and continuously improving

• Externally efficient and dynamic

@chrysalisbtsSource: Microsoft Corporation Internal Research, 2011

Where Does Your Organization Fit?SharePoint as enabler of business strategy, value creation and ongoing process improvement

SharePointAdoption

BusinessValue

KeyCapabilities

AdaptiveEffectiveEstablishedRudimentary

• Insight In-Context• Improved

Decision Making• Increased Agility

• Integration• Composite and

Industry Applications

Business Solutions

• Broaden Adoption• Drive Compliance• Reduce multiple system

maintenance costs

• Content Management• Social Computing• Enterprise-Class Search• Business Intelligence

Broad Adoption

• Productivity Gains• Effective Teaming• Lightweight

Project Management

• Team Collaboration• Document Management• Search

Initial DeploymentPre-Deployment

• Inconsistent Teaming• Ad-hoc Collaboration• Informal, Inefficient

Processes• Significant IP & Legal Risk

• File shares• Email• USB Drive• Cloud shares

Business Value RealizationPerformanceMaturity

• Non-systematic, non-periodic and reactive

• Stable and repetitive

• Internally efficient and continuously improving

• Externally efficient and dynamic

@chrysalisbts

0 10 20 30 40 50 60 70 80

Other

Software Is Deployed

Successful Implementation

Highly Effective Usage

How is Success Defined?Business perspective on Return on Investment

Source: TSIA / Neochanges / Sand Hill Group

Highly Effective Usage

Successful Implementation

Software Is Deployed

Other

@chrysalisbts

Process Alignment

Organizational Change

Software Functionality

Effective User Adoption

Delivering On Effective UsageValue is realized through utilization

Source: TSIA / Neochanges / Sand Hill Group

Effective UserAdoption 69%

Software Functionality 18%

@chrysalisbts

0 10 20 30 40 50 60

Technology Capabilities

Technology Integration

Business Process Integration

Organizational or Employee Issues

Barriers to Value RealizationProcesses, culture and people issues

Source: Cisco Systems Momentum Research Group

@chrysalisbts

Influencing User AdoptionUnlocking SharePoint ROI

Outcome

20% to 30% Cost Savings

Start with…

• Business ProcessesAdd…

• Business Application

Outcome

6% - 9% Cost Increase

Start with…

• Business ApplicationAdd…

• Business Process

Source: Cisco Systems Momentum Research Group

@chrysalisbts

“Technology provides no benefit of it’s own;it is the application of technology to business

opportunities that produces ROI.”

– Robert McDowell, MicrosoftIn Search of Business Value

@chrysalisbts

“So why is SharePoint Adoption Lagging?”

– Dave Healey

@chrysalisbts

SharePoint Vision

@chrysalisbts

Balancing Empowerment & Control

@chrysalisbts

Business User Perspective?

Effective UserAdoption 69%

@chrysalisbts

UNLOCKING SHAREPOINT ROISHIFTING OUR PERSPECTIVE ON TECHNOLOGY PROJECTS

Successful SharePoint

@chrysalisbts

Performance Enablers

Technology Up Solution Strategy“We deployed it” success metric

Solution Strategy

Improvement Techniques

@chrysalisbts

Process Out Solution Strategy“It’s been implemented” success strategy

Solution Strategy



Transition Management

Objectives & Business Case

@chrysalisbts

User Centered, Scenario Driven Solution Strategy“Effective usage” success metrics

Solution Strategy





@chrysalisbts

Governance Adoption

Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value



@chrysalisbts

• Do executives understand the value SharePoint will bring to the organization?• SharePoint is a Business Platform

• Lack of understanding of how SharePoint can deliver business value is the culprit

• Executives want the benefits, but fail to make the investments that are necessary

• Find Your Executive Champion

Executive SponsorshipKey to long term success

@chrysalisbts

Define Objectives & Business CaseIdentify and quantify business benefits

Platform Technology Assessment

Initiative Exploration & Technical Validation

Initiative Validation & Improvement Impact

Initiative Strategy & Launch Timeline

Business Case Development

Phase Zero: to provide the necessary information to either support or disprove a business case hypothesis that an attractive opportunity exists for a particular improvement initiative to positively impact the performance of the organization.

@chrysalisbts

• New SharePoint implementation:Where do you start and where are you going?

• Scope may vary…

• Building on an existing deployment:Current State vs Desired State?

• Review readiness ofexisting environment

SharePoint Road Mapping ExerciseDeveloping the release strategy

@chrysalisbts

• Don’t be overwhelmed

• Staged deployment based on road mapping and tied to business impact

• Ensure champions and influencers are involved early

Walk, Jog, RunPlan for phased development and deployment

@chrysalisbts

Governance Adoption




@chrysalisbts

Transition ManagementPlanned, predictable, scalable

• Transition Management:A structured approach to change in individuals, teams and organizations that enable the change from current state to desired state

• Consider change capacity

• Include Executive

Communicate

Gather FeedbackTraining

People

Process

Tools

@chrysalisbts

Governance Adoption




@chrysalisbts

• Governance is not a one time event• Governance = Communication• Establish Governance Board

(SharePoint Oversight Committee)• Consider organizational representation thoughtfully• Communicate participation protocols

• Balance control and empowerment• Underpins training strategy• Accept feedback, adapt

• Integrate, Evolve• Adjunct to overall IT Governance• Build your plan, work the plan

Governance PlanCarefully designed to ensure adoption

@chrysalisbts

• Focus varies by platform maturity and Capability Roadmap

• Governance = Planning

• Some Decisions will be easy

• Compliance, Infrastructure

• Others will evolve

• Governance = Operations

• Policy Driven, Day to Day Ops

Governance Planning and Execution

@chrysalisbts

• Do not underestimate resource requirements and training needs

• SharePoint teams often built from internal resources Administrators• Developers• Architects• Business Analysts• Business (SharePoint) Administrators• Business Users

• Consider training needs and modes

Resources and Skillsets

@chrysalisbts

Governance Adoption




@chrysalisbts

• Involve the business

• SharePoint is a Business Platform by and for users

• Design the plan to empower users

• How to participate in governance board

• How to request new capabilities

• How to develop a business case

• Communicate!

Governance is InclusiveAdoption strategies

@chrysalisbts

• Involve business decision makers in design• Build awareness and understanding of platform

capabilities and support needs

• Business perspective reflected in taxonomy• Improve usability and information findability

• Engage in UX and Conference Room Pilots• Develop ownership and commitment to success

• Communicate with and through your business advocates

Involve Leadership in Information ArchitectureAdoption strategies

@chrysalisbts

• Training cannot be an afterthought

• Work the roadmap to anticipate training requirements

• Provide documentation

• FAQs, docs, wikis, status and schedule, contact

• Relevant training approach, mode

• Don’t forget to train on process change

• Communicate timeline and expectations

Document, Deliver, TrainAnticipate and prepare for readiness

@chrysalisbts

&

@chrysalisbts

presented by

Dave [email protected]

(206) 734-9414

SharePoint Adoption and Governance

Technology

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