WinDays 2009 - SharePoint For End Users - Shortcuts To Success

SharePoint for End UsersShortcuts to success

Toni FrankolaPerpetuum Mobile d.o.o.http://www.sharepointusecases.comhttp://twitter.com/tonifrankola

Quick poll

• My company is:A. Microsoft Partner companyB. Small-Medium business (up to 500 employees)C. Large business (more than 500 employees)

Quick poll (2)

• SharePoint – implementation status:A. Not installedB. Implemented, but work still in progressC. Completed

Contents

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

Licensing

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

Licensing

Windows SharePoint Services 3.0

SharePoint Server 2007 Standard

SharePoint Server 2007 Enterprise

Licensing - prices

• Windows SharePoint Services 3.0• Free

• SharePoint Server 2007 – Standard• Server: $4424• Per user (CAL): $94

• SharePoint Server 2007 – Enterprise• Price same as for Standard• + for each user (CAL): $75• Enterprise licensing models!

Windows SharePoint Services 3.0

• Features:• Team collaboration sites• Document Management• Contacts, Tasks, Calendars• Blogs, Wikis• Basic Project Management• Basic Search

SharePoint 2007 - Standard

• All WSS features and the following:• Enterprise Search• Web Content Management• Records Management• Portal Management• Personalization (My Site)

SharePoint 2007 - Enterprise

• Features of Standard but also the following:• Business Data Catalog• BI and Excel Services• InfoPath Web Forms• Performance Point

Licensing – best practices

• Match edition to your needs• Consult your licensing partner for best price

and licensing model

• Choose the right edition – best options:1. The higher edition2. 3rd party products3. Custom development

Quick poll (3)

• We are using:A. SharePoint Services 3.0B. SharePoint StandardC. SharePoint Enterprise

Office 2003

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

15

SharePoint 2007 with Office 2003

Application / Feature Office 2003 Office 2007WordAutomatically updating properties NO YESWrite a blog post NO YESOutlookSynchronize items NO*

(one way only) YES

Synchronize document libraries NO YESExcelPublishing Excel files as web pages NO YES

PowerPointWorking with Slide Library NO YES

16

Best practices for Office 2003

• Do you need new features?• Install Office prior to SharePointa

• Budget: Training end users for new Office

• Beware: You will need Office 2007 eventually

SharePoint Designer 2007

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

SharePoint Designer 2007

• Required for every implementation• FREE as of April 1st 2009.• Administration, design, workflows…

SharePoint team

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

SharePoint team – best practices

1. System administrator2. Developer or “developer”3. Consultant or “consultant”4. Power users5. End user/business user

What to do with your SharePoint?

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

Installation completed

Implementation – best practices

• Admin: “It’s installed go play with it!”• Beep! Wrong! Horror!• Questions:

• Who is going to use it?• For what it is going to be used?• How it will be used?

• You must have a buy-in from end users• You are looking for usage scenarios!

Buy-in, what’s that?

• Recognize organizations’ problems• Solve these step-by-step

• Cooperate with end users

• Start small (pilot for small group of users)

• Please note: SharePoint implementation is not a single project

For end users

• Educate them• Make their job easier• SharePoint that is not used by end users is not

in production!

Implementation – best practices

• Form an evangelist team• Support team• Apply an evolution model for your SharePoint

• Caution: SharePoint could grow out of control!• Solution: Governance plan!

Implementation – best practices (2)

• Give control only to educated power users

• They are content owner• It is their responsibility• They should define structure• You define rules• Automate

Typical usage scenarios

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

Scenarios

• Typical ones:• Managing (search) project documentation• HR processes• Help Desk management• Contracts in legal department• Replace paper based approvals and routing• Central phonebook

Information architecture

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

A typical way to start SharePoint implementation?

SharePoint is (not)designed for following

• Supported files:• “Collaboration” documents

• NOT supported files:• Databases• Backups• Files larger then 100MB• Reports (dumps) and stuff• Archives• Executables

Planning content types

Corporate document Project

Type

Account

Content types structure

Corporate document Project

Type

Account

Memo Spec. Report

Content type structure - example

Alternative view…

Integration with LOB system (no BDC)

Report CRM system

Integration with LOB system (no BDC)(2)

• Soon to be released to codeplex

Content type search example

Testing environment

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

Testing environment

• You must have a testing env.• Make a copy of real env.• Virtual

• Example:

Testing environment – best practices

• Same edition, SPs and features (test and production)

• Run IT on a Virtual Hard Disk (demos and stuff)• Test everything on test first!

Tricks and advices for best UX

1. Licensing

2.Office 2003

3.SharePoint Designer

4. Team

5.What to do with SP?

6.Scenarios

7.Information architecture

8.Testing

environment

9.UX

End User SharePoint.com

• http://endusersharepoint.com• http://endusersharepoint.com/STP - Q&A

UX – Navigation

UX – Navigation (2)

Interface improvements (3)

KPIs for WSS

KPIs for WSS(2)

Calculated columns

Calculated columns (2)

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Toni Frankolahttp://www.sharepointusecases.comhttp://twitter.com/tonifrankola

Thank you!