Implementing SharePoint — An end-user perspective Tom Sheridan IT Director Gas Technology Institute (GTI)
Dec 18, 2015
Implementing SharePoint —An end-user perspective
Tom SheridanIT DirectorGas Technology Institute (GTI)
2Implementing SharePoint: An End-User Perspective
> Independent not-for-profit organization serving research, development, and training needs of the natural gas industry and energy markets
>Main facility in Chicago> Other sites in Oklahoma
and Alabama
> 300 users > Mainly engineers and scientists.
Energy & Environmental Technology Center
Flex-Fuel Test
FacilityOffices & Labs
GTI Overview
3Implementing SharePoint: An End-User Perspective
What We Do (IT Perspective)
Our product is informationReports, presentations, proposals, softwareNeed a way of managing all of this informationCycles of interest in some of our technologies
Older technology could become relevant againDifficulty in retrieving “old” information
IT Environment15 year Lotus Notes environment2008: Migrated to SharePoint/Exchange/Office
4Implementing SharePoint: An End-User Perspective
What is Microsoft SharePoint ?
Browser-based collaboration and document management platformCan run Intranet, Extranet and Internet sites Windows SharePoint Services (WSS)
Included with Windows Server Microsoft Office SharePoint Server (MOSS)
Standard & EnterpriseAdditional functionality and features Additional Cost
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WSS vs. MOSSWindows SharePoint Services (WSS) Microsoft Office SharePoint Server (MOSS)
6Implementing SharePoint: An End-User Perspective
Components of SharePoint (MOSS)Collaboration
Workspaces, Tasks, Forums, Surveys, Blogs, and Wikis
PortalPresents information from diverse sources in a unified way.
SearchEnterprise search across SharePoint and other organization resource areas such as file shares
Enterprise Content ManagementIncludes document management
Business Processes & Forms InfoPath forms for workflow applications
Business IntelligenceWeb-based dashboards
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Why SharePoint
Problems with Lotus NotesStandardize on Microsoft technologies
Network, Active Directory, Office, SQL ServerIntegrated security
Need an Intranet platform Document management features
Back-end tool for Office to encourage collaboration
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Importance of SharePoint Training
Training is a critical part of a successful deployment
Both technical & end-userTraining for end-users
Document management & other features need to be explained
Users are familiar with file shares and foldersNot everything goes into SharePointThe value and use of metadata
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Development of Technical Skills
SharePoint environment is very complexIntegrated with and dependent on
Internet Information Services (IIS) Microsoft’s’ web server product
SQL Server All of the SharePoint data is stored in SQL ServerDatabase administration and performance is critical
Necessary to develop internal expertise to support the extended SharePoint environment
10Implementing SharePoint: An End-User Perspective
Other Necessary Skills Needed
Graphic design How to design consistent sites, develop navigation rules, and understand good user interfaces.
Information Architecture Develop a corporate taxonomy or hierarchical classification for documents and other objects
Do these skills exist within IT or elsewhere in the organization?
Generally not IT strengths
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Corporate Strategy & Governance
Senior level management sponsorshipSharePoint should be a corporate initiative
Led by key departments with IT supportInformation architecture
Does the organization have a strategy ?Need rules for SharePoint sites
Otherwise things will get out of control very quickly Set up control mechanisms at the beginning Standard site template with consistent navigation
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Implementing SharePoint
SharePoint computing needs are extensiveDon’t skimp on hardwareDo not use existing SQL Server databases
Dedicated SharePoint database on dedicated server
Site Information ArchitectureHow to organize “areas” in SharePointWhen to create a new site collection
Hierarchical collection of sites managed togetherThese are critical design decisions
Could have a big impact on performance and use
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Deploying SharePoint
SharePoint integration with Outlook not great Cumbersome to move e-mail messages Doesn’t scale to large number of messagesDeployed a 3rd party add-in product for Outlook
Evaluate the usefulness of the My Site featureUse built-in features of SharePoint if possible
Question need for customization or add-onsNot necessary to use every SharePoint feature
Document library check-in/check-out
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Supporting SharePoint
Backup & RestoreMay need a 3rd party product
SecurityUse Active Directory instead of SharePoint groupsAssign access to groups rather than individuals
Don't “oversell” SharePoint to usersSharePoint is just a platform
Sell features, not the product itselfSharePoint is not the right tool for everything
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Is the Organization Ready ?
If organization is not prepared for collaboration then difficult to adopt any collaborative tool
Easier to deploy in larger organizations Need for collaboration more easily accepted
Not as obvious in smaller organizationsInstitutional intimacy
Users know who to “go to” to find informationHave to sell the long-term value of collaboration
Also many users work in relative isolation in a research organization
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Using SharePoint for External Sites
Need for ExtranetsCollaboration projects with other organizationsUsing SharePoint as a platform Leverage knowledge gained building Intranet Information could be maintained in just one place
Available to both Intranet and Extranet users
Exploring SharePoint for public websiteOne common technology for all website activities
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Summary
SharePoint should be a corporate commitmentNeed senior management supportAddress the support and training needsInformation architecture issues need to be resolved
Combination and integration of all of its features make it a compelling productSharePoint 2010 released this month
A substantial upgradeEven more powerful & complex