Community IT Webinar - Implementing SharePoint Online
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Join us for our monthly webinar series as we review our best practices for successfully implementing SharePoint Online as a nonprofit document management solution.
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Community IT Webinar - Implementing SharePoint Online
- 1. Successful SharePoint Implementation Community IT Innovators Webinar Series May 26, 2016
- 2. Webinar Tips • Interact Ask questions via chat Connect on Twitter • Focus Avoid multitasking. You may just miss the best part of the presentation • Webinar Slides & Recording PowerPoint and recording links will be shared after the webinar
- 3. About Community IT Advancing mission through the effective of technology. • Invested Work exclusively with nonprofit organizations, serving over 900 since 1993. • Strategic Help our clients make IT decisions that support mission. • Collaborative Team of over 30 staff who empower you to make informed IT choices.
- 4. Johanny Torrico Vice President – Operations jtorrico@communityIT.com Abdul Musa Senior Consultant amusa@communityIT.com
- 5. Agenda • Path to Success • Avoid SharePoint failure • Tips and Tricks
- 6. Un-selling SharePoint recap • Benefits – Enterprise collaboration – Accessibility – Findability and discoverability – Extensible platform • Challenges – Paradigm shift – Metadata overhead – Saving attachments – Sync issues
- 7. Successful Approach • Is SharePoint the right solution? Evaluation • Pre-planning • Migration strategy • Roles Planning • IA: Metadata, content types, libraries etc. • Best practices • Training Design & Testing • Phased approach • User adoption Production Governance
- 8. Evaluation
- 9. • Is SharePoint the right solution? • Business Use Case • Expertise level • Time commitment • Users engagement Evaluation
- 10. Evaluation • Start with a clear business use case – Replace my old file server is not a good business case – “I just want to move to the cloud” – “The cloud is great!”
- 11. Evaluation • Plan appropriate timeline for deployment • Review options
- 12. Evaluation Microsoft… when do I use what? • OneDrive = Me • Office 365 Groups = Team • SharePoint = Team + Process
- 13. Evaluation Others • Google Drive • Box • Dropbox
- 14. Planning
- 15. • Pre-planning • Migration • Roles Planning
- 16. Assessing the need • Content inventory • Identify quick wins = ROI
- 17. Migration • Moving existing content to document libraries • Starting fresh • Self driven
- 18. Roles • Find an expert • Choose stakeholders – Involve users at all levels • Appoint champions
- 19. Who are my champions? • Not necessarily technical • Helps drives adoption • Direct connection and knowledge of the organization needs • Point of contact to users • Understand business operations and the flow of information
- 20. • Metadata • General Best Practices • Training Design and Testing
- 21. Metadata • Keep it simple • Inventory document types • Assign specific metadata for each
- 22. Metadata Document Type Purpose Metadata Process Agreements Documents the parameters of a relationship or partnership between org and partner for the delivery of programs Donor, Region, Theme, ProjectID, OrganizationType. AgreementStatus Manager's approval before publishing
- 23. General best practices • Consistent look and feel • External sharing • Keep design at site collection level
- 24. • Collect feedback • Incorporate changes • Provide training • Empower your champions and power users Testing
- 25. • Phased approach • Plan for next phase • Plan for User adoption – Showcase wins Production
- 26. Phased approach • Start small • Simple design • Department by department – Focus on improving a process
- 27. • Control and Strategy • Unique for the organization • Developed during planning • Informs design • Outlines roles and ownership • Needs to be flexible Governance
- 28. How do I… Tips and Tricks:
- 29. How do I avoid Implementation Failure • Be focus and understand the problem you are solving • Align solution with organization strategy • Governance early on • Buy-in • Involve your users early on
- 30. Executive Buy-in • Focus on the problem(s) you are solving not in the solution • Find a strong use case and quantify ROI • Communicate • Be upfront about ALL potential costs and painpoints
- 31. Metadata is a headache! • Don’t over do it • Reduce user load. Automate when possible • Look at your file server for clues
- 32. Keep it simple • Start small • Identify your wins • Consistency • Champions
- 33. One + One • Show the benefits • Solve a problem!
- 34. Upcoming Webinar Alternatives to SharePoint for Document Management Thursday June16 4:00 – 5:00 PM EST Johanny Torrico& Steve Longenecker
- 35. Q & A
- 36. Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered. Missed anything? Link to slides & recording will be emailed to you. Connect with us
Notas do Editor
- Johan MC’s and owns this slide. GTM starts recording after first slide change. Advance to second Title slide after hitting Record.
- Johan
- Johan
- Johan introduces. Abdul says hello. Johanny says hello.
- Johanny
- Abdul This is the second in a series of 3 webinars on SharePoint In the April 2016 webinar, we reviewed some of the reasons that make Sharepoint a compelling platform We also reviewed some of the pain points that organizations need to be aware of before deploying sharepoint I have listed a few of these but for a more detailed overview, you can review to the slides or the webinar. Pros. Enterprise collaboaration: centralized permissions and access mgmt., reporting, coauthoring, external sharing, versioning, integration with Microsoft Office. All on a very reliable and high availability platform Accessibility: available from multiple computing platforms - tablet, PC, mobile and different OS Findability and discoverability: Well designed SP makes finding data easier than the traditional file server or some of its competitors Extensible platform: The SP platform can be extended for much more than document collaboration. It could be a light intranet, workflows can be introduced and it can do much more than document collaboration. For clients who are on O365, you also have other integrated features such as Skype for Business, chatDelve, Yammer and email. However, this richness of features can be a double-edged sword when SP is used for much more than it can successfully do. Challenges Paradigm shift: Introduction of metadata, browser-based access to documents rather than using folder, No more file explorer/finder. This can negatively impact user adoption if they are not properly addressed Metadata overhead: the extra time it takes to use metadata can frustrate end users if they don’t understand its power. Attachments: Saving attachments takes longer and requires many more clicks Sync issues: We don’t recommend synchronizing SP libraries but there are times when this might be necessary. There isn’t a native sync client for Macs but 3rd party sync clients exist; the Windows sync client requires a refresh from time to time because it often stops working.
- Abdul - For a successful SharePoint implementation, we recommend this process. We want to emphasize the iterative nature of the various stages. Some of the stages might also need to be done in phases. I am going to give an overview of the entire process but we will go into more detail on the different stages of the process over the next hour or so. 1. Evaluation: This is when you decide if Sharepoint is the right solution based on your needs and the possible solutions for those needs 2. Planning: This is when you start review your current file storage environment and making decisions on migration strategy and roles for the project team 3. Design and testing: this is where the bulk of the work is done. involves Information Architecture of your SP environment, developing metadata, content types, libraries. This is also when we incorporate SP design best practices and also start training 4. Production: This is when we start moving data and having users test the new SP environment. We want to emphasize that we recommend a phased approach whereby we either move one team/department at a time or one regional office at a time. Also, we incorporate a pilot subphase where the users test drive the site and give feedback. More training is also done to drive user adoption of the new system. We also incorporate some techniques to drive user adoption such as gamification, short videos for common use cases etc. User adoption strategies are a critical component for a successful sharepoint implementation 5. Governance and improvements: From the start of the project, decisions around governance will need to be made. This include decisions like : which libraries are accessible by different user Which libraries are accessible to individuals outside the organization Who has rights to create new libraries etc. Additionally, we typically start an SP project by introducing the basic features that satisfy the immediate organizational needs but we expect our clients to leverage more advanced features of the platform such as workflows when most staff have become familiar with the platform. --
- Abdul: Johanny is going to kick us off on the details of the evaluation phase
- Johanny Add more slides about evaluation if needed Why do we want to evaluate? Refer to unselling sp webinar What to look for when evaluating solution.. 3rd party vendor can help with this.. Expertise level Cost?? Labor, time, tools
- Johanny Business case: What problem or problems are you trying to resolve? It is important to clearly articulate this because it will help you decide whether SP is the right solution for your needs.
- Johanny Timeline: Do it at the right time; Don’t schedule when there are competing priorities already eating up staff time Don’t do it during the holidays or other high-stress period such as the annual gala Review options: what solutions are on the market for resolving your problems? This will require careful considerations of features, pros/cons and demos
- Johanny… It is worth noting that the Office 365 platform has several applications that perform similar functions and one needs to be sure that the right solution is being used.
- Abdul.. Our next webinar will review alternatives to SP for document management and file sharing and why they may be the right solution for your organization. I will give a quick overview on some alternatives to SP for document mgmt Google Drive: powerful search, tagging is available but not the rich taxonomy features that SP offers, good mobile accessibility, Google Apps suite also incorporates mail, chat, videoconferencing, calendar and social networking features. more suited for ad-hoc or individual sharing; we recommend 3rd-party tools such as BetterCloud to provide more enterprise features such as access controls and reporting. Integration with office: There is a Google Drive for Office plug-in that allows you to edit, save and share MS office documents saved in Google Drive from office applications. There is also a browser extension that will open documents saved in Google drive with the appropriate MS office application. Cost: Google Apps for Education is free for nonprofits Box: Typically recommend for scenarios where cloud file sharing and document management is the only need i.e. other Google or Office 365 add-ons are not required. intuitive interface and its sync utility integrates into Windows Explorer and Mac Finder. Good integration with Office, good mobile accessibility Cost: $5 per user per month for nonprofits for the business plan DropBox: Their core market has been the consumer space but they have been building up their enterprise features. Also, a good option if the org does not need the additional features of the Google Apps and Office 365 platform Their sync tool is probably among the best; interface is simple and intuitive . Dropbox is best suited for smaller organizations with 10 users or less because it does not have more of the enterprise access controls that larger orgs would need . Weaker enterprise features: There are also some quirks related to sharing nested folders; version conflict resolution and renaming shared folders Integration with Office: after you install the app Good mobile access and also connects into other social media application Pricing: Dropbox for business costs $9 per user per month
- Johanny: Abdul will now give us some tips on how to go about planning for a successful implementation.
- Abdul.. pre-planning: involves assessing needs and reviewing your current environment Migration: evaluate the appropriate migration strategies Roles: decide what roles will be played by different stakeholders in your org and whether or not you need to hire an outside consultant ---
- Abdul Preplanning: Assessing the needs and business cases a. Start with content review and discovery of your current environment use tools such as Treesize to get a better idea of the content you have. How much data do you have? How recently has your data changed? Do you have any large files or images that would be better suitied for a digital Assess management system? This information will impact the Info Architecture in the design phase b. Quick wins: - during the evaluation we came up with your needs and some use cases. It helps to identify some quick wins for some of those use case to drive system adoption. When end users see the benefits of the new systems, it helps to drive user adoption and limit resistance to the new system. c. Example, - if you send contracts to external parties to sign before work starts on a program and the documents are emailed, printed out, signed, scanned and emailed/faxed back to you, SP could automate that process with electronic signatures. If you typically archive documents after a certain number of years for compliance reasons, you are either doing this manually or using a 3rd party tool for archiving. SP has records management and compliance features that can do this automatically. That would either save time from the manual processing or by eliminating the 3rd-party archiving solution. Better search enables easier access to documents that you know exist but you dont remember where they are saved or what they are called
- Johanny Moving existing content - what to move? Tips… - tools to identify recently modified and accessed content: treesize pro - and helpful to identify size of files, and type of files stored on your file server - move only 6-12 months - have a strategy to archive older files: 1drive can be useful… or archive site in SP - here to move files you can use 3rd party tools - they are generally expensive but the alternative is - to move files manually loosing historical attributes.. Starting fresh - downside? - when does it makes sense to do this? Self driven -might get confusing for the users - lost historical data
- Abdul Roles: you will need to assemble a team to play different roles during the preplanning phase. Expert: If you don’t have adequate internal capacity, you might need to work with an IT consultant to assist with deploying your SP environment. They could either help with specific phases or with the entire lifecycle from evaluation to deployment. Stakeholder: carefully pick stakeholders to represent appropriate departments and hierachies in your org. You will need to involve users at all levels and across your entire org. Champion - you will also need to recruit a champion from senior mgmt to be a spokesperson for the project, give it visibiity and help emphasize the importance of project success to all stakeholders The champion will also help with getting buy-in from the other stakeholders
- Johanny
- Abdul In the design and testing phase, we build on the info we got from the first two phases of the process. We will develop metadata, incorporate some SP best practices and also train the end users and power users. At Community IT, our process typically starts with meeting representatives from the different departments to understand their business processes. We discuss what data they use and how they use it, their workflow, inputs and outputs and how they get work done. These discussions help us to get a much better understanding of the data flow within each department and across the entire organization. Johanny will start by describing how we generate metadata. --- Add more slides… Tips to identify document types and metada... Maybe show our spreadsheet as sample? Simple design.. Start department by department –phased approach... Consistent look General best practices when building up a site… External sharing Workflow rules –simple Columns, etc at site level Etc..
- Johanny What’s metadata –quick definition - Keep it simple - For
- Johanny
- Abdul Consistent look and feel It is important that your SP site has a consistent look and feel as you move from one subsite to another subsite. The navigations elements such as logo placement, site navigation menus, color theme should be consistent and should provide clues to assist the users with figuring out where they are in the site hierachy For your document libraries, you should also use the same design elements to aid with navigating between different views and using different filters. Examples, if you decide to include advanced search in one document library, you should replicate that design across all document libraries. if you are using managed metadata navigation in one library, you should use it on all libraries. 2. External sharing One of the most critical design decisions that need to be made will be in regards to what parts of your site can be shared with external partners such as board members, partner organizations or vendors. In general, we recommend creating subsites for any content that needs to be shared with external partners and disabling external sharing for all other sites in your environment. Sometimes, this principle is not possible because of the Information Architecture that is in place. If it is not possible to create subsites that will be used, then you should create a site for any sensitive information such as HR files or finance data and disable external sharing on those sites 3. Site design It is usually better to make any design decisions at the site collection level. These decisions include content types, term store management and managed metadata. When these SP design elements are done at the site collection level, they are available for reuse on all subsites because they will automatically propagate down to the subsites. If you make these design decisions at the subsite level, it often leads to repetition because you might need to create them for each subsite that you create. Example: I build a SP site for an IT company that needs to manage client contracts. Lets say the SPsite has one subsite for the accounting department and another for the projects team. Both teams need to track all their clients so I create a columns for each site called ClientName and I populate it in the term store for each site. In an ideal scenario, we would want any additions to the ClientName in one site to be reflected in the other site because this is the same company. However, since they are separate sites, SP creates two different metadata columns called ClientName. If I add a new term in the term store for the accounting site and I call it NewNonProfit, the NewNonProfit term will not be available for use in the projects site. If I had created the ClientName metadata at the site collection level, then it would be available for use in both sites .
- Abdul During the testing phase, you are starting to give your end users a sense of what the SP environment will look like, incorporating their feedback into the site design, providing training and empowering your champions/power users by making them more comfortable with the SP platform. The specific approach you take will depends on your specific user environment. One possible approach would go as follows: Start by building a training site Give a basic training for your users to show them the basics of SP. This will include navigation basics and document editing basics. You should record this trainings for onboarding new staff. Next, encourage your users to play around in the testing site – upload documents, delete documents, use attachments etc. This is just to get them more comfortable with using SP. Next, build a pilot site for a portion of the site, upload real data and ask your users to use the pilot site for about a week for real work and provide you with feedback. After you incorporate all the feedback, you can continue building the other portion of the sites. The benefit of this approach is that your power users can help translate for the other end users and they would have provided input early on in the process. You will need to provide extra training for your power users and champions so they can be resources for their colleagues. --- Pilots? - Training? - User guides?
- abdul - The production phase is when all your end users start to use the environment. - SP development should be done in a phased approach rather than trying to migrate all your data at one time. Unlike in the file server migration where we cutover all the data at the same time. We recommend a phased and iterative process. The production phase should put a lot of emphasis on the user adoption which might require group training, one-on-one trainings and short videos.
- Abdul We recommend starting small. This could mean that you build out one portion of the site first. We also recommend using a simple Information Architecture design. Since there is enough complexity learning to use SP, you want to keep the design simple and intuitive so that end user adoption is fast. One common methodology is to move data one department at a time for large organizations. The benefit is that it makes the production phase easier to manage and you have fewer problems to trouble shoot. One of the easiest ways to drive user adoption is by improving a process either by speeding it up or making it easier. If you can demonstrate how the new system will make end users work lives better, they will be more inclined to give it a chance.
- Johanny Who is the SharePoint company administrator moving forward? Who is responsible to support the system? What happens when the site structure needs to be modified: adding libraries or more sites Who manage the existing metadata? How can we check in regularly with Community IT for usability improvements? How often? What is our backup plan for this data?
- Johanny
- Johanny Why? –hopefully you will hear some tips throughout the presentation that will help avoid this..!!! A Solution without a Specific Problem and one that does not fit the organization strategy *what’s the specific problem SP is trying to address? **to improve” collaboration, **Improve communication, **robust document management w/record keeping **automating procesess with work flow rules… Without clear understanding of the problem(s) SharePoint should address the problem is magnified with SharePoint. It’s a big change and undertake for the users… Your users will be like “what’s in it for me?” and if that’s not clear and if they dont see the benefits.. SP is doomed to fail... No Training… *Many SharePoint implementations don’t allocate time for training, nor they involve users in the design early on Without training users can become frustrated with any new system that requires work changes, and small issues become big problems No governance… Buy in from users and leadership... More to come on this subject....
- Johanny Tips to get this done
- Johanny Tips on how to translate your file server into metadata Tricks to reduce the user load on this... Time... Smart folders... Automation of metadata on some libraries... Less metadata is better...
- Abdul Department by deparment… If you have a process... Give examples of SP adding value Consistency.. Global navigation, permissions, ....
- abdul Close up slide… conclusion...
- Johan
- Johan