DMC KPI Dashboards and SharePoint 2010 Workshop
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Learn More: http://www.dmcinfo.com/sharepoint With over 100,000,000 world-wide users, Microsoft SharePoint has emerged as the de facto collaboration, search, workflow, and dashboarding platform for business. SharePoint offers business a way to leverage the Microsoft technology they already own to drive their business to operate more efficiently and become more competitive through a multitude of capabilities. The event's agenda includes: - KPI and dashboard workshop - Using existing data to create a performance management dashboard - Learn to plan a SharePoint portal and avoid common pitfalls - Overview and demonstration of the Microsoft SharePoint Platform, including SharePoint 2010 and SharePoint Foundation - Estimating the cost of hardware, software, services, and ongoing support
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DMC KPI Dashboards and SharePoint 2010 Workshop
- 1. KPI Dashboard andMicrosoft SharePoint WorkshopAugust 19, 2010
- 2. Today’s Agenda Introductions Lesson’s from Moneyball KPI and Dashboard Workshop SharePoint Overview SharePoint 2010 Foundation Demo SharePoint Infrastructure SharePoint Planning, Pitfalls and Keys to Success Q & A
- 3. DMC Overview Founded in 1996 Global customers with Midwest headquarters Factory automation solutions Test and measurement automation Custom software applications SharePoint consulting services
- 5. It’s All About Numbers Make your business numbers legendary!
- 6. Managing Without Numbers Sunny Day Speak, See, Hear no Evil
- 7. Managing With Numbers Busy Beaver Business Analyst
- 8. Managing With Other Techniques Squeaky Wheel Seat of Your Pants
- 9. Managing With Proven Tools
- 10. Why are Dashboards Important? What gets measured gets done! -Tom Peters, Management Guru
- 15. Sales Proposal Win Rate
- 16. Website Visitors
- 18. Project Budget, Timeline, Quality
- 19. Gross and Net Income
- 20. AR AgingActual Value Goal Status
- 22. Measurable
- 23. Achievable
- 24. Relevant
- 27. Measurable
- 28. Achievable
- 29. Relevant
- 30. Time-basedTitle: Direct Sales Defined: A change in Sales volume Measured: Total sales Target: To increase direct sales So What's Missing?
- 31. Sales KPI Example Title: Direct Sales Revenue Defined: A change in sales volume attributable to members of the sales team Measured: Total monthly sales, measured in dollars (don’t include web/channel sales) Target: Increase monthly direct sales revenue by 5%over the same month last year Red ≤ 0% | Yellow 0% to 5% | Green 5% to 7% | Super Green > 7%
- 32. Is 1% a Big Deal? Define an Opportunity Measure Current Results Select Improvement Goal & Date Determine Cost to Achieve Goal Do the Math
- 33. Doing the Math Current:Rev. is $10,500,000 | Net Profit is 10%[50 people x 2,000 hrs x $150/hr x 70% Utilization Rate] Target:Increase Utilization by 1% in 30 days Cost:$50,000 Math:Revenue will be $10,650,000 | Net Profit Increases 15% [50 people x 2,000 hrs x $150/hr x 71% Utilization Rate] ROI: 200% in Year 1!
- 34. KPI Examples Accounting Gross/Net Income Profitability by Project Accounts Receivable Aging Cash and Booked Business Sales Revenue (by Source/Type) Sales Revenue Breakdown (by Rep, Territory, or Mgr) Sales Appointments Sales Proposals/Contracts (by Proposed, Won, Lost, Outstanding) Customer Events Customer Satisfaction Ratings Testimonials Referrals HR Staff training days Absentee Rate Avg. Length Open Job Req’s Employee Turnover Operations Inventory Turnover Inventory Levels (by Product or Location) Defect Rate Utilization (machinery, people) Product Output (by Product, Location) Waste and scrap levels Unit production costs Product returns Service calls and complaints Repeated orders Supply Chain Pct. of orders received on time Item fill rate (Pct. received vs. ordered) Pct. of items damaged or defective Order fulfillment lead time vs. std. lead time Days of supply of inventory for a supplier Carrier compliance Transportation charges versus standard costs Invoice accuracy Sales of supplier products versus sales plan Marketing and Social Media Web Visitors Web Top Content Web Top Traffic Sources Email Campaigns (Sent, Bounce, Open, and Click Rates) Twitter Followers and Tweets Facebook Fans Information Technology Help Desk Tickets (by Severity, Age) Uptime Pct. Issues Resolved within SLA Project Status (by Budget, On-time Delivery, etc.)
- 36. Avoid Halo and Horn Effects
- 39. KPI Reporting: Manual Approach Project Management and Again! Now go do it again! and Again! and So on…
- 41. Islands of reports / no consolidated view of information
- 42. Data gets obsolete quickly
- 43. Trends are based upon (ad-hoc) reporting frequency
- 47. Everyone’s Busy, but Results Must be Updated Regularly
- 49. Broadcast the Results – Share Them and Shout Them
- 51. What Have You Heard About SharePoint? Common SharePoint Myths: It’s just for storing documents. You have to be a large business to benefit from SharePoint. You need an IT department to support SharePoint. It’s not user friendly. SharePoint is expensive. Just get started; learn as you go.
- 52. But in Reality… SharePoint does a lot more than just store documents. SharePoint is ideal for any team-centric organization. SharePoint implementations are usually supported by existing IT resources and utilizes existing IT skill sets. SharePoint is designed for user-generated and user-managed content. Licensing for the base version of SharePoint is FREE. A successful SharePoint implementation requires upfront planning.
- 53. Why SharePoint? The market leader for collaboration and portals More than 100,000,000 SharePoint users world-wide SharePoint is browser-based Easy to use and share information Microsoft licensing for the base version is FREE!
- 54. SharePoint Feature Overview Business Intelligence Collaboration Business Processes Project & Team sites, Project Mgmt , Outlook Calendar/Task Integration, Alerts & Notifications KPIs, Dashboards, Line of Business Integration, Browser-based Spreadsheets Enterprise Collaboration Portal Structured Workflowand Business Process Automation Wikis for Best Practices, Blogs, Discussion Groups, Personal Sites Web 2.0 Content Management Search Document Mgmt., Intranet, Extranet, Public-facing Websites, Audit Trail, Version History, Records Mgmt. SharePoint,Network Drives, Role-based Results Trimming
- 55. Collaboration Team Site Example
- 57. ↓ Labor Time
- 59. Labor Time
- 61. Labor Time
- 63. SharePoint Document Management Protects Against Expensive Mistakes Problem: “Which version am I supposed to use?” Solution: Keep a version history and audit trail so you know who changed what and when. Version control for Contracts and Proposals Workflow Approval Process for Critical Documents Secure and Controlled Access to Sensitive Documentation Facilitate Reuse of Content Avoid Overuse/Misuse of Email
- 64. Search SharePoint, the Internet, and Your Network Drive at the Same Time Index Every Word Inside Every Document!
- 65. Wikis Make it Easy to Find and Maintain Best Practices & Standard Operating Procedures
- 69. Client Case Study: GAM
- 70. SharePoint Portal Improved collaboration and communication across departments Centralized search has been a big time-saver Wikis are easy to use, find and maintain SOPs & best practices Document mgmt. has cut down on confusion and email clutter SharePoint has been very stable and requires minimal support
- 71. SharePoint Dashboards Dashboards are producing great results LCD dashboards are great communication and motivational tools Automated blending of real-time data with historical data from multiple systems – saves time and provides a holistic business view We can now manage by exception which saves lots of time Easy to configure dashboards; our users control KPI visualization
- 72. SharePoint 2010 / Foundation
- 74. Office Ribbon UI for faster training & adoption
- 75. Rich offline experience with SharePoint Workspace
- 77. Safari and Firefox support for maximized participation
- 78. Improved search relevance and wildcard search
- 80. Full document lifecycle and legal hold support
- 81. Better Silverlight and multi-media/BLOB support
- 82. Bi-directional (read-write) integration with Office 2010Enterprise Scalability
- 84. Compounding SharePoint Benefits KPIs (Company, Project, Employee Performance, System Health) Intranet Communications Portal Employee On-boarding Workflow HR Form Automation / Self Service IT Asset Management Bus Partner/Vendor Extranet Help Desk / Knowledge Base
- 87. Managed Security
- 91. Windows Server 2003 or 2008 R2
- 93. Windows Server 2008 R2
- 94. SQL Server 2008 or SQL Server 2005 Component Minimum requirement Processor 64-bit, four-core, 2.5 GHz minimum per core RAM 4 GB Hard disk 80 GB for installation Add twice as much free space as you have RAM for production environments.
- 95. Hosting and Colocation Data Center located at 216 W. Jackson 3000 square feet of space Diesel backup generator 24x7 systems monitoring & network operations staff 100% uptime Service Level Agreement (SLA)
- 98. Fast and easy recoveries
- 101. Don’t Let This Happen to You! SharePoint Planning Tips: Involve all key stakeholders Determine feature relevancy to each stakeholder group Plan site taxonomy (i.e. content and navigational structure) Define workflow and special application requirements
- 103. Short in duration (~ 4 to 6 weeks)
- 105. Automate 1 or 2 dashboards with 3-5 KPIs each.Make Phase 1 Successful
- 107. KPI Definition Session with your Management Team
- 108. Dashboard Design and Visualization Session
- 110. SharePoint Implementation PlanGet your leaders together and define next step priorities!
- 111. Contact Us! DMC, Inc. www.dmcinfo.com/sharepoint 312.255.8757 Rick Rietz Director of Consulting Services 312.386.7463 rick.rietz@dmcinfo.com onShore Networks, LLC www.onshore.com 312.850.5208 Sunil Patel Account Executive 312.492.3039 sunil@onshore.com
Notas do Editor
- Since 1996, DMC has been building mission-critical systems for top organizationsWe provide high-caliber engineering, software development and IT consulting servicesOur customers are located across the globe, but most are headquartered in the MidwestOur roots are in engineering, and our expertise is automation. At DMC, we hate to do manual things more than once. We are very accustomed to automating a process, automating data collection, and then automating reporting. We automate assembly lines, conveyor belts, factory floors, as well as testing and measurement.So automating dashboards was a natural fit for what we do. In addition to SharePoint, we do…[Frank?]
- DMC is a certified member of the Control Systems Integrators Association (CSIA). DMC passed a rigorous third party audit of 200 criteria that span all aspects of business performance in the areas of:• General Management• Human Resources Management• Marketing and Business Development• Financial Management• Project Management• System Development Lifecycle• Quality Assurance Management
- You want the scorecard for your business to look like this. Make your numbers legendary!!!
- Sunny Day – Yankees have a giant budget. They are able to make suboptimal fiscal decisions, get a team full of all-stars and win.Speak See Hear – The Cubs of the recent past. Win or lose, the stadium fills up. With the economy today, this isn’t working anymore.
- In the beginning, Billy Beane was the busy beaver. Then he got some help.
- Think of the squeaky wheel as the media who are always calling for things like “If they only had a real closer” or “a cleanup man”.Seat of your pants is the old time scout who makes decisions based on gut – that player “looks” like he’ll be really good or they rely on “old-school” statistics like batting average instead of on bases percentage, number of pitches taken, etc. They should be more focused on looking at the numbers that will make their team a winner.
- Modern Day dashboard for baseball. Although, automated dashboards like this are common place in baseball, it is highly unlikely that your competitors will have a modern dashboard to help them make better decisions and achieve goals.
- Key Performance Indicators are quantifiable measurements, agreed to beforehand, that reflect the critical success factors of an organization and align with overall company goals. Key Performance Indicators usually are long-term considerations. Their definition and how they are measured do not change often, but goal/target KPI value may change as the organization's goals change or as it gets closer to achieving a goal. An organization that has as one of its goals "to be the most profitable company in our industry" will have KPIs that measure profit and related fiscal measures.There must be a way to accurately define and measure a KPI.Keep the number of KPIs small just to keep everyone's attention focused on achieving the same KPIs. 4 Key Performance Indicators are ideal for a company4 KPIs is also ideal for each departmentthat supports the overall company goals. These should be easy to roll-up into them. Turn the data you already collect into useful information that can drive decision-makingEnable you to extract value from existing systems with a relatively small incremental investment
- There are arbitrage opps out there all the time. You can get the same value for a lot less than market rate – what can you do in your world to imitate this success?In our world, hiring the best has an enormous positive impact on the results we deliver to our customers and to our bottom line..475 will put you in the top 50 in the league4.000 is the maxIn 2000 Mo Vaughn was #1 in the AL for times struck out with 181.For example, in 1920, Babe Ruth played his first season for the New York Yankees. 172 hits (73 singles, 36 doubles, 9 triples, and 54 HRs)Slugging Percentage was .847 = 388 bases ÷ 458 at bats2001 Barry Bonds 156 hits (48 singles, 32 doubles, 2 triples, and 73 HRs)Slugging Percentage was .863 = 411 bases ÷ 476 at bats
- Measure increases in sales volume by dollars or units? Target value:How much?
- Measure increases in sales volume by dollars or units? Target value:How much?
- This is at the core of LEAN and continuous improvement. A few 1% improvements can yield company-changing improvements.
- It’s best to provide informal feedback frequently. Goal is for there to be no surprises when a review is delivered.Fair and ObjectiveHalo and HornsPerformance Reviews take a lot of time to prepare for and deliver.
- A ton of time and energy goes into reportsIslands of reports / no consolidated view of informationData getsobsolete quicklyTrends are based upon (ad-hoc)reporting frequency Distribution of reports is difficult
- KPIs are SMARTEveryone’s busy, but Results must be Updated RegularlySeek incremental improvementBroadcast the results – share them and shout them. Make sure they are easily shared.Celebrate success. Reward/Recognize results.
- SP does a whole lot moreOrgs with fewer than a dozen employees can reap enormous benefits. LCD screens are very effective at allowing management to communicate with non-computer users. Posting announcements and KPI Dashboard Charts on an LCD is a very cost-effective way to improve communication with employees who are not computer users.For smaller orgs, SP needs backup and periodic patch mgmt care. With minimal training, the individual(s) responsible for server infrastructure (e.g. Network, Active Directory, Exchange, etc.) can easily handle general maintenance of SharePoint. To implement customizations and integration points with other systems, having a staff member or contractor who is experienced working with databases and .NET programming is recommended. A larger org may want to implement a more robust governance process. The beauty of SP is that all content is user generated and user managed.As with any change, you can’t just throw it out there and expect everyone to adopt it. There are a few concepts that need to be explained through a change mgmt/training program in order for users to embrace it.The core features of SP are actually free.You need to plan before getting started. Governance, taxonomy, planning for future growth, IT infra sizing, etc.
- SP does a whole lot moreOrgs with fewer than a dozen employees can reap enormous benefits. LCD screens are very effective at allowing management to communicate with non-computer users. Posting announcements and KPI Dashboard Charts on an LCD is a very cost-effective way to improve communication with employees who are not computer users.For smaller orgs, SP needs backup and periodic patch mgmt care. With minimal training, the individual(s) responsible for server infrastructure (e.g. Network, Active Directory, Exchange, etc.) can easily handle general maintenance of SharePoint. To implement customizations and integration points with other systems, having a staff member or contractor who is experienced working with databases and .NET programming is recommended. A larger org may want to implement a more robust governance process. The beauty of SP is that all content is user generated and user managed.As with any change, you can’t just throw it out there and expect everyone to adopt it. There are a few concepts that need to be explained through a change mgmt/training program in order for users to embrace it.The core features of SP are actually free.You need to plan before getting started. Governance, taxonomy, planning for future growth, IT infra sizing, etc.
- A SharePoint team site is probably the most popular project management tool in use today.At DMC, we use SP team sites for all of our projects.Overall, it’s a lot more effective that MS Project. Collaboration capabilities (documents, issues, contacts, etc.) Task management / Gantt charting is much simpler. However, it’s important to note that it’s not a scheduler like MS Project, so for really large projects, you should still use MS Project. Just put under SP version control on your team site!
- Most people use workflow for task mgmt. However, you can fully automate the workflow.Ariel Onboarding and Exiting Process – after completing the onboarding form, some manual tasks would be initiated and tracked, but the new employee would be automatically added to AD, email account setup, Blackberry registered, access to other system access setup, etc. Upon exit, access and accounts would be automatically shutdown.Emphasize the why you use workflow – standardize your processes and have a mgmt view into the state/status of a process to ensure things get done and done the right way. Once you have a workflow in place, you have a standard process from which you can improve.
- Wind Energy firm. Several teams of engineers who work on turbine maintenance did not have the right version of some critical documentation.$10,000 fine for being offline.
- Network drives just turn themselves into this mess over time.Personal hard drives don’t look much better.Email is not a version control tool. Don’t overuse it.Make it easy to control access to sensitive documents.Think about the consequences of a mistake.
- No-brainer.Worth buying a server and installing SP just for this.Search network and SP.
- Wikis are another no-brainer.So easy to create and maintain.Easy to find them.Great way to prepare for certifications like ISO.If you don’t’ take anything else away from today’s discussion, go back to your office and get rid of the monolithic HR guidebook and convert it to a wiki -> SP or not.
- Use SharePoint to automate the aggregation of data and sharing of information across the organization.Do it at a company level, dept. level, and individual level.RYG is easiest to interpret, allows you to manage by exception.
- Frank went to Europe and kept tabs on us.This works on just about every mobile browser – iPhone, Blackberry, Droid, etc.You cannot view SP Enterprise dashboards on a mobile browser (Excel Services requires Active X controls).
- SharePoint Portal and Dashboard Project we completed this Spring for GAM (after 6 wks able to conduct training).13 KPIs – 7 displayed on an LCD (Microsoft Dynamics GP,FrontRangeGoldMine CRM,Microsoft Access, Custom Web App for Lead Generation Tracking).Requested Lead Time vs. Actual Lead Time On Time Delivery % vs. Goal Error Rate vs. Goal Cost of Goods Sold vs. Goal Inventory in Stock vs. Goal Slow Moving Inventory Sold vs. Goal Avg. Order Per Day vs. Goal Actual Sales vs. Goal Orders Taken vs. Goal Orders Shipping Today Accounts Receivable Aging New Opportunities vs. Goal Leads not Followed-up
- Ribbon BarInline EditingImage HandlingMultimedia Handling
- SharePoint DesignerSharePoint Workspace
- Standard:Might make sense for large orgs who need intranet branding, enforce site quotas and expiration of content, records mgmt, content approval workflows.Enterprise:KPIs/Dashboards, Move processor-intensive Excel Calculations to the server, InfoPath forms
- Benefits compound exponentially as more people in the organization use SharePoint. Your goal should be to engrain SP in everyday work activity.Don’t overlook potential uses of SharePoint to improve the way you work with customers and vendors (Extranet to collaborate on projects, invoices, documentation, etc.).
- Hardware: Can vary significantly. Key factors are number of users, amount of data/content to store in SharePoint, and failover/redundancy requirements. $0 if you have a small number of computer users (~ 100 or fewer), an existing Windows 2003 or 2008 Server with a little spare capacity, and no failover/redundancy requirements.Software: Can vary significantly. Key factors are the version of SharePoint, number of users, and failover/redundancy requirements. $0 for the Free versions of SharePoint (Windows SharePoint Services and SharePoint Foundation) and no failover/redundancy requirements. There is also a free version of SQL Server that can be used to store data and content (maximum capacity is 10 GB).Consulting Services: Can vary significantly. Key factors are project scope (number of SharePoint features to be implemented), business requirements (are customizations necessary), and number of interfaces with other existing systems. $7,500 would be on the low-end to cover installation, configuration, and introductory training for a basic SharePoint portal. Costs go up from there depending on business requirements and the need to integrate SharePoint with other systems.NOW, I’D LIKE TO INTRODUCE OUR INFRASTRUCTURE PARTNER, ONSHORE!
- Onshore slide-Give rough range of clientale group size for the presentation itself
- Recommendation- 2-4GB for RAMProcessor can be at the same, do not usually see much difference from 2.5 to 2.8/2.9
- Add Sharepoint 2010 logoIf 2007 might have to go to 64 and has the capability to do so
- Basic overview of doing this service and a baseline for prospects.
- Explanation of what Spectrum is. Which is our own branded solution. Also explanation of how this has worked and other alternatives. Story of why this is the reason why. Bandwidth requirements and doing a full backup to incrementals.
- HOW TO DO CERTAIN SHAREPOINT SOLUTIONSCUTTING SALARY BUT WE HAVE THAT COVERED
- Duration of most projects is 3 weeks to 3 months -> vary based on the requirements.Hard to determine cost and timeline until you complete step 1 (functional scope and infrastructure assessment).We have a service offering for step 1 which I’ll describe at the end of the presentation.
- Not enough time goes into planning the structure and navigation for portals. It’s not Ready-Fire-Aim. This can make it hard to find content and may make it difficult to accommodate change well. You don’t want to have to start over again down the road.There are many ways to accomplish the same thing in SP. Some ways are definitely better than others. Having someone with a little SP experience on your team can go a long way towards mitigating risk.Senior mgmt must support your SP initiative for it to be successful. SharePoint will touch nearly every employee in your organization, so the leader of each department needs to be supportive of a SharePoint initiative. Ideally, each department will appoint someone to the project team.Phase-in Your SharePoint Portal. SharePoint does a ton of stuff, and there will be valuable take-aways and lessons learned from Phase 1 that can be applied to future phases. Most organizations will start with a 4-6 week project that includes SharePoint Department Sites & Team Sites, Search, Wikis, and 1-2 department dashboards with 3-5 KPIs each. Other organizations will implement SharePoint for a single department or a pilot group of users that are representative of the entire organization.Provide a formal introductory training session to all employees. Whenever new technology is introduced, some people will be fearful and avoid using the technology if they don’t understand how to use it. Similarly, if users don’t know how to do something, they may become frustrated and give up on it or become a detractor of it.LCD screens are very effective at allowing management to communicate with non-computer users. Posting announcements and KPI Dashboard Charts on an LCD is a very cost-effective way to improve communication with employees who are not computer users.With minimal training, the individual(s) responsible for server infrastructure (e.g. Network, Active Directory, Exchange, etc.) can easily handle general maintenance of SharePoint. To implement customizations and integration points with other systems, having a staff member or contractor who is experienced working with databases and .NET programming is recommended.
- Larger organizations (250 users or more) who participate in Microsoft’s Software Assurance program are typically eligible for packaged service days. In short, Microsoft pays DMC to provide you with consulting services around SharePoint. I’d be happy to speak with you afterwards or you can find more information on our website.