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Kickoff: Introduction to our Internal SharePoint Implementation
SharePoint in the City: San Antonio
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
About us…
Connect with Us!
https://twitter.com/sharepoint911
https://plus.google.com/103035237693787020406/posts
https://www.facebook.com/SharePointAtRackspace
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
About me…
@jennifermason
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Let’s Keep in Touch!
Email [email protected]
Twitter @jennifermason
Blog http://JenniferAnnMason.com
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Play Along at Home!!
•Free SharePoint 2013 Trial– http://sharepoint.rackspace.com/free-sharepoint-2013
• Great way to access the new features in 2013 without having to set up your own test environment!
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
My Job Description
• I work with users at Rackspace to answer the question.......
”Wouldn’t it be great if we could do
{enter thing here}, yeah it would be
great! Can you please go do
{enter thing here}”
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
THE END TO END
ENGAGEMENT
MODEL
7
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Session 1:
Overview of Our Internal 2013 Implementation
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session….
• How are we using SharePoint 2013 Internally?
• Our Farm Configuration
• Our “Stuff”
• Our General Approach for Implementation
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Our Roadmap
•Where we started…..
•Where we are at….– Current Farm Configuration
– Current Solutions
•Where we are going……
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Quick Wins
The Power of Low Hanging Fruit!
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#SPHouston
Strategic Deals
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#SPHouston
Interactive Onboarding
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#SPHouston
Department Information Pages
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Session 2:
Real World Solution Overview:
Using SharePoint to Manage the Strategic Proposals Process
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session…..
Using SharePoint to Manage the Strategic Proposals Process
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Business Problem
•Need a single place to…..– Store Re-Usable Content
– Track Current Progress and Deliverables
– Provide Instructions to Team Members
– Share Content During the Proposal Process
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Current State
• Solution
– File Server
• Pain Points
– Lost Data
– Lots of Required Maintenance
– Security Management
– Single Point of FailureThe Symptoms
Disorganization
Loss of Previous History
Rework with Each Proposal
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Gather Information
• Remove all technology from the conversation and map out the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– Proposal Managers
– Rackers Contributing to the Proposal
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Design the Solution
• The business user that we were working with didn’t have much SharePoint experience, so we took the following approach:
1. Build a very simple shell SharePoint solution to help them get started. Our main goal was to provide a “single location for all content”
2. Regroup on ideas that flow from the presentation of the prototype.
3. Finalize Requirements and build a phased implementation approach
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
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#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Managing the Solution
•We want to make it easy to work with, so we are doing the following…..– Creating a Standard Template for all Proposals
– Planning a Phase 2 to add Improvements!
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#SPHouston
Phase 2 Ideas
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#SPHouston
Phase 2 Ideas
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#SPHouston
Phase 2 Ideas
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#SPHouston
Transition to Phase 2
• It is all about baby steps! Here are the things we are doing now to move to the next phase of the project:
1. Give the team time to review how they want to structure the content. They like the idea of “buckets” but now they need to define them
2. Restructure the site content (will utilize ShareGate for this)
3. Provide Updated Training to the Team
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Session 3:
Real World Solution Overview:
Using SharePoint to Build an Interactive Onboarding Experience
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session…..
Interactive Onboarding Experience
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Business Problem
•Need a single place to…..– Direct Managers to Content to Share with New Hires
– Provide Instructions to New Hires about Orientation
– Share Content During the Orientation Week
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Current State
• Solution
– File Server
• Pain Points
– Lost Data
– Lots of Required Maintenance
– Security Management
– Single Point of Failure for Absent Coordinator (email)
The Symptoms
Disorganization
Frantic Last Minute Planning
Students Can’t Access Data
Rework with Each Session
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Gather Information
• Remove all technology from the conversation and map out the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– HR Administrators who Manage Orientation Sessions
– Presenters who Teach The Sessions
– Students who Attend the Sessions
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Design the Solution
• The business user that we were working with didn’t have much SharePoint experience, so we took the following approach:
1. Build a very simple shell SharePoint solution to help them get some visual grounding to what could be done.
2. Regroup on ideas that flow from the presentation of the prototype.
3. Finalize Requirements and build a phased implementation approach
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
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#SPHouston
My Tips & Tricks
• Promoted Links
• Workflows that Populate HTML for Rollup
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#SPHouston
My Tips & Tricks
• Connected Web Parts
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Managing the Solution
•We want to make it easy to work with, so we are doing the following…..– Creating a Standard Template for all Sessions
– Creating Specific Landing Pages to Deliver Role-Based Content
– Training the HR Admins to Add Content / Users / Manage Permissions
– 3 to 6 Month Roll Out Period to allow for flexible requirements and template adjustments
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Session 4:
Real World Solution Overview:
Using SharePoint to Build a Departments Information Portal
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session…..
Department Pages
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session…..
Department Pages
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
In This Session…..
Department Pages
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Business Problem
•Need a single place to…..– Provide Rackers with Updates (Newsletters)
– Allow Rackers to Submit Requests to our Department
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Current State
• Solution
– PDF Newsletters (emailed)
– Email Requests
• Pain Points
– Lost Data
– Lots of Required Maintenance
– Single Point of Failure for Absent Team Member (email)The Symptoms
Disorganization
Lost Requests / Data
Compliance Audit Re-Work
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Gather Information
• Remove all technology from the conversation and map out the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– All Rackers
– “No Training Required” is a huge requirement of our users!
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Design the Solution
• The solutions we were designing needed to be easily managed and maintained by the specific groups:
1. Must be Simple to Maintain
2. Must Require No Training to Use It
3. Must be Flexible for Future Changes
4. Must be able to Build it Quickly
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Building the Solution
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Managing the Solution
•We want to make it easy to work with, so we are doing the following…..– Creating an Updated Version based on Pages & Rollups
– Used IT Resources to Automate Process Via InfoPath Form
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
Session 5:
Adoption, Governance, Training and Migrations - Oh My! -Implementing SharePoint in the Real World
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#SPHouston
Our Journey……
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#SPHouston
Our Environment
•Test that became Production
•Multiple Environments
•New Environments Discovered Daily
•Constant Workforce Adjustments
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#SPHouston
Options for Moving Forward
• Option 1: “Clean Up” the Current State
• Option 2: Create “Clean” Environment & Migrate
• A Balancing Act
– Risk / Reward
– Effort / Return
– Creation / Maintainability
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Our Plan
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#SPHouston
A Clean Start
•Key Areas of Concern:–Supportability
–Sustainability & Reliability
–Security
–Empowerment
–Training
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Our Current Status
•Wins– Strong Excitement for SharePoint
Internally
– Several Enterprise Wide Solutions
– Introduction with Onboarding
– Empowered Users
•Future Improvements– Additional Training for Site Admins
– Additional Resources (Creative Outsourcing)
– Additional Branding & Site Designs
– Advanced Solutions (Forms, Workflows)
RACKSPACE® HOSTING | WWW.RACKSPACE.COM
#SPHouston
Thanks for Coming!
• We hope today’s event was very informative for you and your team!
• We will be following up with an event survey tomorrow am and we greatly appreciate any feedback you have for us!