"8 Steps To Effectively Build A SharePoint Site" for SPS NYC

Microsoft New York City February 21, 2009 10.45 am – 12.00 pm

Innovative-e

8 Steps to Effectively Build a SharePoint Site

Dux Raymond Sy, PMP

Presentation Objectives   After completing this presentation, you will be able to

effectively build a SharePoint site

  In addition, you will be able to

  Identify site purpose

  Define stakeholders

  Create a site

  Define site lists and libraries

  Customize a site

  Enable document management features: version control, check-in/check-out, content approval

  Integrate SharePoint with Outlook, Excel and Word

Dux Raymond Sy, PMP

  Managing Partner, Innovative-E, Inc.

  Contract Author & Instructor, Learning Tree International

  Author, “SharePoint for Project Management” by O’Reilly Media

  For more information, connect with Dux

  E-Mail: dux.sy@innovative-e.com

  LinkedIn: LinkedIn.com/in/meetdux

  Blog: Meetdux.com

  Twitter: @meetdux

Agenda

  Why SharePoint?

  8 Steps to Effectively Build a SharePoint Site

  Questions and Answers

Share

+

Point

What’s SharePoint?

  Allows individuals in an organization to easily create and manage their own collaborative Web sites

  Simplifies how people find and share information across boundaries, and enabling better informed decisions

  Seamlessly integrates with Windows and MS Office

  Does not refer to a specific product or technology

  Using the word “Microsoft SharePoint” is like using the word “Microsoft Office”

  Refers to several components of collaborative solutions

  Windows SharePoint Services 3.0 (WSS)

  Microsoft Office SharePoint Server 2007 (MOSS)

What if SharePoint is a Car?

Car SharePoint

Purpose:

What’s required?

Purpose:

What’s required?

WSS vs MOSS

  WSS is the core technology of Microsoft SharePoint

  WSS can be considered the “engine” of SharePoint

  Provides document management and team collaboration tools

  WSS is available for free as long as your organization is utilizing Windows Server 2003 or above

  MOSS extends the capabilities of WSS

  Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc.

  Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.

  Unlike WSS, MOSS is not available for free

SharePoint Geek Vagen

Agenda

  Why SharePoint?

  8 Steps to Effectively Build a SharePoint Site

  Questions and Answers

#1 Identify the Purpose

  Why do you need a SharePoint Site?

  What business need will be addressed?

  Examples:

  Project Management

  Human Resources

  Finance Department

#2 Involve Relevant People

  What are the expectations for the site?

  Reduce Cost

  Support Compliance

  Increase Efficiency

  Information needs of a site user

  Identify the type of information a user would need

  What is the frequency?

  Will they retrieve the information or should it be sent to them?

Example: PM Communications Plan

  Chief Executive Officer

  Regular e-mail updates on project milestones and risks

  Chief Financial Officer

  Access to project budget information

  Reviews and updates any change to project finances

  Chief Compliance Office

  Monitors project process compliance

  Reviews and updates project risks

  Program Manager

  Reviews project tasks, milestones, and risks

#3 Create the Site

  Be familiar with your site creation policy

  Top-level sites or sub-sites?

  Are you allowed to create sites?

  Naming convention

  Create the site based on the purpose

  Leverage templates

  SKIP defining site members for now

#4 Define Site Components

  Centralize information

  Lists

  Libraries

  Reporting

  Custom Views

  Web Parts

  Surveys

  Automate business processes

  Facilitate communication and collaboration

  Wikis

  Discussion Boards

Example: Milestones Dashboard

Example: Clarifying Requirements

#5 Customize Site

  What are your priorities?

  Determine if any organizational standards exist for

  Look and feel

  Navigation

  Usability and Taxonomy

  Site specific needs

  Regional settings

  Document Management

  Version History

  Check-in/Check-out

  Content Approval

#6 Populate Initial Content

  Generate new content

  Migrate existing content

  Integrate existing data sources

#6 Define Relevant Site Access

  Refer to your communications plan

  Should users be grouped?

  Manage permissions wisely

  Site-level

  List or Library level

  Item-level

  Test user account scenarios

Example: Permissions Matrix

Site User Contacts Documents Tasks Calendar

CEO C R R R

PMO Director C FC C C

Resources C C C C

Finance C

FC = Full Control D = Design C = Contribute R = Reader

#8 Provide Self-Help

  Not all users will get formal training

  Create a self-help section for common site tasks like:

  How to post calendar events

  How to upload a file

  How to move files with explorer view

  Self-help can be in various forms

  Powerpoint slides

  Video snippets

  Custom lists

Launch Your Site!

Agenda

  Why SharePoint?

  8 Steps to Effectively Build a SharePoint Site

  Questions and Answers

Questions?

Innovative-e

Download this presentation @ meetdux.com/resources

Thank You!

Microsoft New York City February 21, 2009 10.45 am – 12.00 pm