A Phase 0 Approach for SharePoint 2010 - EPC Group

1. Errin OConnor, Founder & CEO at EPC Group.net July 01, 2011 - 8:40 PM
Article Link: http://www.aiim.org/community/blogs/expert/A-e2809cPhase-0e2809d-Approach-for-
SharePoint-2010
An approach that I have seen work well for a large number of organizations either
implementing a new SharePoint 2010 enterprise implementation or possibly upgrading from
SharePoint 2007 to SharePoint 2010 is to complete a “Phase 0” initiative prior to rolling out
a full blown Phase 1 project.
“Phase 0” is a term for a project that helps the organization take a deep look at themselves
to develop a "SharePoint 2010 roadmap” and should be very forward looking into an
organization’s I.T. strategy. SharePoint 2010 is a Platform that can support an unparalleled
number of both business needs and your staff’s functionality requirements in terms of an
application.
As part of my job as EPC Group’s CEO is to sit down with CIO’s, I.T. Directors, Legal and
Compliance Department heads, and business owners to find out what exactly their current
“state” is and what technology it is that they have implemented, how well it is working for
their organization, and to discuss how SharePoint can assist them in providing real Return
on Investment (ROI) for their organization.
I like to really step back from the technology (that being SharePoint) and just look at what
the business is trying to accomplish and how I.T. is supporting their organization’s (really

2. their end-user or clients) needs. This conversation and project methodology can take a
million different twists and turns at the beginning, but it really comes down to how best I.T.
can utilize their available budget and time constraints.
What applications, licensing, hardware, staff, and biggest business concern (or squeaky
wheel) needs to be addressed. But this all has to be done the right way by developing a 24-
36 month roadmap to take into consideration the ever changing technology or mobile world
we have all been accustom too in this “we expect the information now” mindset.
A CIO or I.T. Director may be focused on an enterprise strategy where a “Legal and
Compliance” department may be looking at records and how best to focus on implementing
or enforcing a records retention schedule to lower its possible litigation exposure and simply
get the organization’s “records” in order.
That begs the question, what is a record and is everyone on the same page about the
importance of that record? Is I.T. currently focused on implementing an Enterprise Content
Management (ECM or ERM) solution or rather to develop a “Portal” type solution to enhance
the organizations collaboration between staff members? Is there a concern regarding the
licensing model purchases (a possible existing Documentum, LiveLink, FileNet, or Internet
solution) that is currently being utilized to meet a specific need or possilby being discussed
and is a possible political landmine? (These need to be addressed).
Microsoft SharePoint is being utilized in most every major organization (in varying
capacities) from Wells Fargo to Viacom (MTV) to the Department of State and at the
Pentagon. It’s being used in varying capacities at pharmaceutical companies, most every
branch of the U.S. Government, the world’s top financial institutions, and even at your local
YMCA chapter. It’s becoming as common as Microsoft Word.
SharePoint needs a roadmap and a solid governance strategy as well as a support model
and a configuration customization policy. You will need a training strategy (including train-
the-trainer and power users) and to really look at where the organization is going in email
(records) management as well as automating paper-based processes into workflows.
What is that big “quick win” you’re looking for in SharePoint? What is the ROI analysis
you’re looking to provide? If you already have SharePoint implemented you may be looking
at performance, redundancy in farms, what in the world a “cloud” solution could do for you
and the many add-ins (3rd party SharePoint solutions) and security concerns you may need
to address.

3. If you’re looking at replacing your existing document management system, Internet
solutions, Intranet solution, or file shares with SharePoint or adding mobile capabilities to
your organization you may be asking an entire different set of questions.
This is why a “Phase 0” project can be so valuable but even if your organization is in Phase
1 or Phase 2 of an existing enterprise implementation, it’s never too late to ask these
questions and level-set on your roadmap or “pop the hood” to do a health check and
assessment (or ROI check) on what you currently have going.