Axceler Controlpoint Can Farm Administrators & Business Analysts coexist? Andrew Beeson Senior Web Architect Financial Affairs Information Technology.

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


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


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.


Understanding the ‘Why’ and Making a Decision

Richard Harbridge : http://www.RHarbridge.com


Sharepoint Success Factors

Meet Joe


At Joe’s Company…


Decision Makers don’t have Enough Information


The CFO needs to Reduce Costs


IT Services Struggles to Keep Up


People Are Having Trouble Finding What They Need

And


So Joe has an Idea!


Since…

Awesome! Andrew BeesonBirmingham Sharepoint Users Group March 2012

And Everyone in Joe’s Company uses Microsoft Office…


SharePoint seems like the Perfect Fit!


Map the needs of the organization to the right

technology…


Perform in depth product comparisons and evaluations


Like this one…

Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive


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


It’s Big Ecosystem


It’s not just a feature to feature comparison


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.



Achieving Buy In and Setting Expectations




Before we begin…

Andrew BeesonAndrew BeesonBirmingham Sharepoint Users Group March 2012

Let’s Talk About Perceptions


People See Different Things


Perceptions Impact Motivation• Acceptance• Curiosity• Hunger• Family• Honour• Idealism• Independence• Order

• Physical Activity• Power• Attractiveness• Saving• Social Contact• Status• Security


Two Key Groups Must Buy In and Have The Right Expectations

IT Services Decision Makers


What is the most important thing to IT Services?


COST OF OWNERSHIP


What are some ways we can convince IT Services?


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


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


The Reality:

IT struggles with supporting another technology.

SharePoint and IT


Explain Information Overload

Explain Platform Benefits


What is the most important thing to Decision Makers?


Add Value To Business


What are some ways we can convince Decision Makers?


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.


Prioritize and Plan


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.


What’s the expectation we have to set?


It Takes Time


SharePoint Solutions (Evolution)

*Super Simplified


The Outcome

Joe has achieved momentum and buy in.

Joe must carefully manage expectations and maintain the

momentum and report against it.





Determining and Supporting ROI


How do we get here?

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

Evaluating with Real Options Analysis

Evaluating with Monte Carlo Analysis

This is kind of boring…

There are different ways of calculating ROI

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 (traditionally) Measures Financial Impact


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


Example of Non-Financial Measurement


MEASURE THE RIGHT

THING

What you don’t want.

Don’t lose perspective.

The Outcome

Joe is measuring effort effectively to better prioritize or to improve

return on investment.



Implementing Successful Governance




What is Governance?


GOVERNANCE IS REQUIRED


Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?


Without Governance


So how do we do it?


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


http://www.cmswire.com/cms/information-management/the-5-teams-you-need-for-effective-sharepoint-governance-012328.php

http://www.cmswire.com/cms/information-management/the-5-teams-you-need-for-effective-sharepoint-governance-012328.php

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


Identify patterns.Plan for patterns.Execute patterns.



I think I see a Pattern.

Executing Governance


No Single “Approach”

ProjectsProjects

TasksTasks

CommunitiesCommunities

PracticesPractices


Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)

Objectives/Priorities (Tech/Business)

Governance Outcomes


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…


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


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

http://www.spstandards.com/


Support Outcomes


Support Outcomes

SharePoint Standards OnlineSharePoint Standards OnlineAndrew BeesonBirmingham Sharepoint Users Group March 2012



Governance Checklist


TechNet, Community and More..


“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


ITIL Framework


COBIT Framework


Microsoft Operations Framework (MOF)


With Governance


The Outcome

Everyone Achieves a Shared Understanding of SharePoint Related

Processes



Approaching and Supporting SharePoint &

End user adoption




What is the best approach for SharePoint Implementations?


ITERATIVE APPROACH


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.


Opportunistic Driven Learning

Image from Paul Culmsee


Image from Paul Culmsee

Opportunistic Driven Learning



Support


Multiple Tiers for Escalation(You can’t know everything)


Measure SupportLearn and use data to be proactive.


Diversify Support resources/mediums

Axceler Controlpoint

Books and Manuals

Online MSDN

TechNet

Blogs

Cheat Sheets

One on One

Classroom Training

Forums

Help

Etc


Productivity Hub


IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.Download and install the ‘lunch’ and learn module - an interesting idea.


Support Tip…


RESPONDYou never want to give the IT busy signal, or support busy

signal.





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 !


Demo


• 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 …


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.


Axceler Controlpoint Can Farm Administrators & Business Analysts coexist? Andrew Beeson Senior Web Architect Financial Affairs Information Technology.

Documents

sharepoint management

sharepoint success factors

administration end users

business administration

financial affairs division

end user requirements

educators end user support

governance policies