Steps for Selling SharePoint to Decision Makers Rich Blank getrichieb@gmail.com 704-243-9153

1. A Case Study: Steps to Selling SharePoint to Decision Makers Rich Blank Email: getrichieb@gmail.com

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3. Agenda Introduction Executive Overview: Client Case Study Steps for Selling SharePoint to Decision Makers Summary Questions 3

5. Current technology focus on Microsoft SharePoint Strategy, Planning, and Implementation. Prior experience with eRoom, Documentum, Lotus Quickr/Connections, Autonomy Interwoven, SDL Tridion, and other competing portal, collaboration and ECM platforms.

6. Certified Project Management Professional (PMP) and Six Sigma Green Belt.

7. Previous senior managing & technology consulting positions at IBM, EMC, KPMG, and HP.4 phone: 704-243-9153blog: www.pmpinsights.comtwitter: pmpinsightslinkedin: http://www.linkedin.com/in/richardblankemail: getrichieb@gmail.com

8. Executive Overview: Client Case Study Audience: Sr. Architects, IT Project Managers, Sr. Managers, Directors, CxOs Objective: Share a client case study of a successful project focused on obtaining funding for the approval a centralized and global shared IT service for collaboration and information management leveraging the Microsoft SharePoint platform. Client Challenge: Billion dollar global industrial company with multiple sites on 3 continents, consumer and government lines of businesses. Traditionally decentralized IT organization with multiple silos of information, multiple software platforms from multiple vendors, and strict security requirements for government related groups. A centrally funded SharePoint project was prioritized at the bottom of the “nice to have” list vs. a “must do”. Solution: Consulting engagement following the following Steps for Selling Microsoft SharePoint to Decision Makers outlined in this presentation. Results: Approval of several million dollars for a centralized IT Shared Service for Global Collaboration Initiatives leveraging the Microsoft SharePoint Platform. 5

9. Steps to Selling SharePoint to Decision Makers 6 End Result = Business Value of SharePoint and Funding

11. Identification of the Stakeholders and Technical Subject Matter Expects

12. Current State Assessment

13. Current High level process flows

16. Demand exists for Web 2.0 & collaboration capabilities and solutions

17. Many lines of business have independently invested in siloed solutions

18. Current tools for collaboration are not adequate

19. Difficult to use, navigate, and find content and information

20. User experience is inconsistent and not intuitive

21. Lack of capabilities, including document management, reduces adoption of current enterprise portal.

22. Securing information is not consistent across solutions and tools9

23. Current State – High Level Process Flow 10 Large files are constantly being emailed to large groups to work on, consistently forcing users to manage their email. A document is emailed to a dozen people and their response is required very quickly. The document is resent a few times because of edits. The document is resent a few more times because the original email gets lost in the shuffle of the hundreds of emails received daily. Eventually all the responses are received and results compiled.

24. Current State – Voice of Customer (VOC) 11 “Six Sigma Black Belts need to share best practices on how they solved problems at other sites.” “Project team sites are an extremely valuable resource that we don’t know we’re missing.” “We need a consistent way to work with customers, suppliers and subcontractors.” “We don’t know what we know (and don’t know), who knows it or who to call.” “Our biggest inefficiencies are disjointed systems.” “Customers expect collaboration technology.” “Our intellectual capital is underleveraged.” “Because of the abundance of e-mail, people are ignoring the messages.” “We need a forum to provide feedback so we can improve our processes.” “We’re in the same organization and are strangers… there’s no way to connect.”

27. Business Drivers - Examples Opportunities for efficiencies, customer insights, and innovation. Enhanced knowledge and social learning. Maximize organization’s intellectual capital. Top-down communication continues to have less impact due to overuse of email and information overload. More engaged and connected employees and attracting talent who might otherwise go to other organizations with these technology capabilities. Individual lines of businesses will continue to build silos or independently go outside of the IT organization. Increased costs from duplication of effort The organization is a matrix with silos of information and people. Uncoordinated customer efforts across lines of business. Disconnected people and processes - decreased productivity due to the physical and organizational distance from one another. Competition is investing in it and will accelerate ahead of us. Primary tools for collaboration are not adequate, ineffective, or lack appropriate security. Finding people and sharing information are time consuming and difficult. 14

28. 3. Analyze and Align 15 High Level Requirements and Dependencies Profile User Community SharePoint Capabilities / Functionality Impact to Strategic Objectives Consolidate Current Costs ROI

30. Active Directory projects

31. Security initiatives

32. Organizational or political constraints

33. Existing projects

34. Resource constraints16

35. Profile the User Community Users requiring “project” management. Users focused on improving business “process” management. Users who require “light” ad-hoc collaboration around documents. Users who are looking to connect with colleagues and share knowledge. Users who want to find subject matter experts. Mobile users who are not online regularly. 17

36. Analyze and Align - SharePoint Capability Mapping 18 Pain Points SharePoint Capabilities Poor User Experience Time Finding Experts Team Inefficiencies Customer Intelligence Knowledge Retention Security/ Compliance

37. Analyze and Align - to Strategic Business Objectives 19

38. Analyze and Align- Quantify Current Costs (Example) 20

39. ROI ROI of collaboration is difficult to measure because the costs and opportunities are often hidden. Will a particular business process be improved using SharePoint? Cost savings? Time savings? What’s the cost associated with lost productivity from managing documents and ad-hoc business processes through email? How much time is lost searching for information? What are the costs and where are the measurable opportunities for connecting people to each other and contextual and relevant information? What’s the value of a conversation? What’s the value of an idea? What’s the value of shared knowledge? Can a Six Sigma approach be applied to SharePoint as an information management platform? 21

40. Structured Collaboration = More Measurable 22

41. ROI 23

42. 4. Develop Vision 24 Paint the Vision - Collaboration “big picture” Success Stories – both internal and external Create demos Highlight Benefits of SharePoint Capabilities Investigate 3rd party add-ons and solutions for SharePoint Elevator Pitch

43. Vision - Define Collaboration “Big Picture” 25

44. 26 Vision – SharePoint

45. 27 Vision – Enterprise Information Management Platform Access Search Collaborate Analyze Audit Secure Report Structured Data (ERP) Unified Enterprise Information Metadata Unstructured Data (documents, email, web 2.0, etc…) Content Management Security and Metadata Management Business Process Management

47. Capabilities

48. Solutions

49. Services

50. Expensive due to redundancies of investments

51. Siloed and vertically integrated “solutions”

52. Line of business focused

54. Complementary design and re-use capability

55. Business and customer driven

57. Information Flow

58. United, open and secure borders

59. People Driven

60. Agile

61. Transparent

62. Intuitive

63. On Demand

64. Shorter time to market

65. Bottom Up

66. Hierarchical

67. Information Friction

68. Silos and Boundaries

69. IT Driven

70. Inflexible

71. Need to Know

72. Overly complex

73. Scheduled

74. Long time to market

75. Top Down29

76. Vision - Highlight Benefits of Capabilities 30

77. Vision - Success Stories (Solution = SharePoint) 31

78. Vision - Demos 32 Don’t be afraid to show rich media. e.g. Video testimonial of a key stakeholder providing their endorsement of the technology as a strategic objective.

79. Vision - Elevator Pitch Create an elevator pitch about your intended initiative. No more than 10 slides. Introduce your initiative and the need for collaboration based on current state assessment and analysis. Leverage your Microsoft Account Manager or related partners. Showcase SharePoint capabilities. Craft a good story to tell over and over again. Evangelize, be passionate and be positive. Can be expanded to more of a concept of operations (as-is, to-be, high level description of environment) 33

80. 5. Blueprint Future State 34 Future state architecture and Security Service Catalog High Level Governance

82. Secure Team & Project Workspaces

83. Document & Policy Management

84. Communities of Practice

85. Enhanced Portals

87. Development

88. Training and Education

89. Governance

90. SupportFoundation Built on Microsoft SharePoint Shared infrastructure, security, auditing & reporting

91. Future State - Governance 36 Strategy Policy Risk Management Application/Information Use External Access Security and Compliance eDiscovery / Legal Site Roles and Responsibilities Consistent Branding Executive Summary High Level Governance Model Team Roles and Responsibilities Alignment of Business Goals Performance Metrics and Value Operational Technical Support Communication Plan Site Creation Site Archiving/Retention External User Account Access Billing / Chargebacks Training/Best Practices Solution Consulting – Templates, Site Design, Custom Interface/Solution Development Testing Architecture (information and network) Change Management Job Scheduling Backup/Restore Retention/archiving Performance Availability Security and Membership Licensing / Maintenance Desktop Support

92. 6. Architect Strategy 37 Summarize current state, business drivers, analysis, and vision Required Infrastructure and Resources Costing Risks Critical Success Factors

93. Strategy - Costing Considerations SharePoint Product Licensing SQL Server Licensing Windows Server Virus Scan and Backups Hardware & Infrastructure Resources Third Party Add-ons Consulting Governance Marketing & Training Solution Development 38

94. Strategy - Risks 39

95. Strategy - Critical Success Factors User Adoption and Training (ease of use, empower departments and individuals) Platform Reliability and Performance Governance 40

96. 7. Build Roadmap 41 Implementation approach and timeline Usually a phased approach Include migration of legacy systems and content

97. Roadmap - Example 42 Future Q3’10 Q4’10 Q2’10 Q1’10 Q4’09 Q4’11 Q3’11 Q2’11 Q1’11 PILOT Pilot People, Teams and Communities Secure Team Spaces Communities and Web 2.0 Business Networking (PROFILES) Enterprise Search and Portal Portal Redesign Search People and Secure Team Sites Enterprise Search PORTAL C1 C2 C3 Content Migrations Platform Infrastructure Development and Test Infrastructure Production Environment Built

99. Future State Blueprint

100. Opportunity / Impact Matrix

101. Success Stories

102. SharePoint Capabilities

103. Solution Demos

104. Risk Matrix

105. Costing Spreadsheet

106. Project Charter

107. Current State Assessment

108. High Level Process Flows

109. Cause / Effect Diagrams

110. Voice of Customer

111. Stakeholder Analysis

112. Business Drivers

113. Critical Success Factors

114. SharePoint Strategy and Deployment Plan Document

116. Summary FINAL THOUGHTS…. Follow the 7 Steps Outlined in this presentation to help build an objective, clear and fact-based, and complete business case for SharePoint and presentation to executives. Address the “what’s in it for me?” and how does my line of business benefit attitude. Align and get support from business thought leaders and key business leaders (beyond sponsors) and technology champions who believe and support SharePoint as part of their business strategy. You are not only marketing to end users, but selling to C-level, technology steering committees, and senior management throughout your organization to obtain funding. In some cases, downplay Microsoft SharePoint (make it less about the technology). Promote how the capabilities of a shared collaboration and information management platform can improve the current state and enable the transformation the business. 45

117. Questions? 46

118. 47 Contact: Rich Blankphone: 704-243-9153linkedin: http://www.linkedin.com/in/richardblankemail: getrichieb@gmail.com