Build It and They Will Come: SharePoint 2013 User Adoption

Stacy L. Deere-Strole

@caspug #spsclt

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Who is Stacy Deere-Strole

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Co-Author of

Using Managed Metadata SharePoi

nt 2010 & 2013

Greatest Achieveme

nt New Godmothe

r

Fun Facts

Yankee Stadium – 1.5B

Great American Ballpark – 290M

Citi Field – 900M

Nationals Park – 611M

Chase Field – 354M

Marlins Park – 550M

Safeco Field – 518M

PNC Park – 216M

Turner Field – 209M

Oakland Coliseum – 25.5M

Angel Stadium – 24M

Dodger Stadium – 23M

Fenway Park – 650K

Wrigley Field – 250K

SharePoint Environment Build Ranges:12,000 – 150,000

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Agenda

• The History• Where Did We Start?• Project Kick-off?• Discovery• Recommend & Build• More Statistics• Following Up• Initiatives

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Where Did We Start?

• Initial Meeting– Introductions– Review Scope of Project– Learn Company Culture– Learn How They Communicate– Provide Governance Template– Agreement to “Step out of your comfort zone”!

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Where Did We Start?Central Admin, App & WFE

SQL

Very lower user adoption &

understanding of SharePoint

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Where Did We Start?@caspug #spsclt

Project Kick-Off• Identify & Approve Timelines• Review Process for Discovery Sessions

– Who to Invite– Types of Questions– Ensuring Interaction– The Promises!!– Follow-Ups

• Tour the Company• Formal Communication Plan• Executive Sponsor Meeting\Involvement• Getting to know the company & business

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Project Team

• Identify Team & Roles– Executive Sponsor– Project Manager– IT Support– Site Owners– Consulting Team

Get to know and bond with team members.

Learn their strengths & weaknesses…

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Discovery

• Getting Honest Responses• Provide leading questions…• When they state “I wish it could do x” let them

know it can. If time at end of day I’ll show you.• Discuss Full Project Involvement• Executive Sponsor – Step In show support• Communication• SDPS Assessment

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What Did We Discover@caspug #spsclt

DiscoveriesNobody Trusts The Data Duplication of All Major Processes

Duplication of Data

No Standardizations (Browsers, etc.)

No SLA’s of any kind

Really only use the site for forms…

Graphic Request – Not a true request

No Formal Training

No Governance

No Understanding of Automation\Forms

Don’t Trust Reporting

Location inability to utilize tools

Aware there are better ways…

Communication seemed to be a bad word

Contributor Permissions to All Sites

Nobody Aware of Permission Issues

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2010 Statistics

78%

38,301

Page Views

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SharePoint 2010 Portal@caspug #spsclt

Site Architecture@caspug #spsclt

Site Architecturehttp://portal.domain.com/sites/budgets

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http://portal.g-a-c.com/sites/budget

2010 Budget Notes 5e5068f4-f632-4773-b46d-5afe6e2135aa

2010 Budget Noteshttp://portal.g-a-c.com/sites/budget/2010 Notes

Accounting 1af8a936-550b-4ad5-b78f-6eec29e80acf

Accountinghttp://portal.g-a-c.com/sites/budget/ACCTG

Creative 6b2752dd-8df8-45ec-b685-52d286466864

Creativehttp://portal.g-a-c.com/sites/budget/Creative

Design 8594a909-db46-46df-8789-bbfaab8bf00d

Designhttp://portal.g-a-c.com/sites/budget/Design

Executive e88cded3-edf8-416b-b862-8efb216d7517

Executivehttp://portal.g-a-c.com/sites/budget/Executive

HR 5b823e2c-38b5-427e-83f3-037261821774

HRhttp://portal.g-a-c.com/sites/budget/HR

International OPS 0628a2d3-2c08-4315-80d6-7e480da066fc

International OPShttp://portal.g-a-c.com/sites/budget/IntlOPS

IT 29352108-c8cd-4dbd-befd-db6912e86590

IThttp://portal.g-a-c.com/sites/budget/IT

Licensing 5d1dfbcb-312d-40a6-bf19-d248da0dede7

Licensinghttp://portal.g-a-c.com/sites/budget/licensing

Marketing a4a5692b-f9dd-414d-97ce-b147a5095aa2

Marketinghttp://portal.g-a-c.com/sites/budget/marketing

Marketing2 204cd067-181f-4fe7-ab92-db1239be604c

Marketing2http://portal.g-a-c.com/sites/budget/Marketing2

MEXICO 51130554-b6c5-46d7-b2ff-01c513ccada2

MEXICOhttp://portal.g-a-c.com/sites/budget/MEXICO

Outlet Store c653b893-673f-4434-995a-c2550d81eae5

Outlet Storehttp://portal.g-a-c.com/sites/budget/OutletStore

PD 01cdf263-d893-4f84-96e4-1686860fa575

PDhttp://portal.g-a-c.com/sites/budget/PD

PD Exec 57d12236-7a9d-419f-bf91-87093eb7a27b

PD Exechttp://portal.g-a-c.com/sites/budget/PDExec

Sales ec1e6feb-fc23-4abc-af24-576d023ebae7

Saleshttp://portal.g-a-c.com/sites/budget/Sales

Executive 191612fa-b2dc-4cbc-85e1-e566b39bd061

Executivehttp://portal.g-a-c.com/sites/budget/Sales/Executive

Mass df28d52b-99a9-4953-afd6-46496d525af1

Masshttp://portal.g-a-c.com/sites/budget/Sales/Mass

Specialty 46550f71-db79-43ae-bc7a-112df00082bb

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Target 11bb8547-663b-4ca9-bdca-509c00ac910f

Targethttp://portal.g-a-c.com/sites/budget/Sales/Target

Wal-Mart 8fcb6e8f-aa41-48ce-b1dc-52de7f8c8c49

Wal-Marthttp://portal.g-a-c.com/sites/budget/Sales/walmart

Sample Room f8325088-f8ca-409f-8d83-2b9a9d2cbbf8

Sample Roomhttp://portal.g-a-c.com/sites/budget/Sample

WHSE / Production c4da495a-f3a9-449a-a0a2-425bb44512e8

WHSE / Productionhttp://portal.g-a-c.com/sites/budget/WHSE

@caspug #spsclt

Site Architecturehttp://portal.domain.com

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147

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“The historical sense involves a perception, not only of the pastness of the past, but of its presence” ― T.S. Eliot, Four Quartets

“Disregard for the past will never do us any good. Without it we cannot know truly who we are.” ― Syd Moore

QuotesKeeping Us Moving Forward

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I HAVE ALL THIS INFORMATION…NOW WHAT???

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Here’s where the fun and the hard work pays off.

New ArchitectureRole Descriptions

Web Front End ServersHosts web pages, web services and web parts

necessary to process requests served by the farm

Office Web Apps ServerA separate server product that can serve

SharePoint farms for viewing and editing, and can provide preview functionality in search results

Service Application ServerProvides the service features of SharePoint such as Central Administration, Search, User Profiles &

Managed Metadata

SQL 2012 Database ServersStores content and service data. Databases can be

clustered or mirrored for failover protection

ServiceApplication

Server, Central Admin

SQL 2012 Database Server

Web Front End ServerOfficeWeb Apps

Workflow Server

Des

ign

Dec

isio

ns

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Des

ign

Dec

isio

ns

In-Line with Building a Baseball Stadium

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Sites, Navigation, Databases Oh My!

• Web Applications• Site Collections• Navigation• Content Databases• Managed Metadata• Quotas

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The Source

Home 06b75501-bdbc-4afd-b11d-5b7c88714b75

Homehttp://thesource.g-a-

c.com

Business Intelligence Cetner f2e53537-e847-499b-8cea-

6132cc06de1fBusiness

Intelligence Cetnerhttp://thesource.g-a-c.com/reports/BI

Center

Document Center b6d971fd-0d82-47c4-aa3f-995011e8e160

Document Centerhttp://thesource.g-

a-c.com/docs/DocCenter

IT Knowledge Base 39167935-e8d6-4908-8ffe-889c413c20ae

IT Knowledge Basehttp://thesource.g-a-c.com/support/

itkb

Report Center b55d5a26-6fcf-4ff4-8638-ad4ea229e9bf

Report Centerhttp://thesource.g-

a-c.com/reports/reportctr

Resource Center fdaa6b74-f937-4dad-95e4-b62ce5dc6346

Resource Centerhttp://thesource.g-a-c.com/resources/

ResourceCtr

Search Center 5bdae6ee-2744-4e7b-a81c-f5804a92f4a4

Search Centerhttp://thesource.g-

a-c.com/sites/searchcenter

@caspug #spsclt

Team Sites

Team 82e0be0d-de19-44b6-89a6-610af309062e

Teamhttp://team.g-a-c.com

Accounting f5917c3b-5b66-46e1-b6a2-b189282f0fc3

Accountinghttp://team.g-a-

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Budgets 4de8c4ce-9ad4-4116-b462-ec40bf518392

Budgetshttp://team.g-a-

c.com/exec/Budgets

Design a6636a0e-24ae-4933-9abd-322075e6f920

Designhttp://team.g-a-

c.com/dept/Design

Director Information 671eceeb-2ae1-4440-948a-45f24648e37f

Director Information

http://team.g-a-c.com/exec/DirectorInfo

Executive Dashboards 5c50aa8a-6058-4e40-bcfe-

a003d8ce0ee1Executive

Dashboardshttp://team.g-a-

c.com/exec/dashboards

Human Resources 5c7d819e-3b57-4b29-914b-

e6b5729a9e56Human Resourceshttp://team.g-a-c.com/dept/HR

IT 5a94e22b-2766-4831-9137-508fe4afe1fa

IThttp://team.g-a-c.com/dept/IT

Licensing a3536825-5bf4-48a0-a4f2-ef823ea7cae5

Licensinghttp://team.g-a-

c.com/dept/licensing

Marketing 9e9ee1be-f36d-41f6-a03d-c38ca9a58519

Marketinghttp://team.g-a-

c.com/dept/Marketing

Operations 8f07a421-1d2e-4d77-8b70-cfef65d472d5

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OPS Information 56d62519-ed81-40eb-8aed-d17f405147c8

OPS Informationhttp://team.g-a-

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Product Development cf7b8752-a681-4f3d-8cea-

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Developmenthttp://team.g-a-

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Quality Assurance e0f1d5bf-cba7-41a6-8882-60d6109c8001

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Saleshttp://team.g-a-

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Sample Department 47d93d74-60fd-4505-b2dc-f0d9a8604cc5

Sample Department

http://team.g-a-c.com/dept/

Samples

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@caspug #spsclt

17

Site Architecture & Topology

“This Totally Goes Against Our Culture!”

― Anonymous

QuotesKilling a Project Before it Starts

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The Source

Usage Statistics (5 Months)The Source Usage

Month Hits Unique Users

2014-02 55 2

2014-03 3695 416

2014-04 7243 1077

2014-05 7115 1317

2014-06 7950 1320

2014-07 384 56

Design UsageMonth Hits Unique Users

2014-02 50 6

2014-03 117 24

2014-04 170 52

2014-05 171 72

2014-06 220 84

2014-07 3 2

Search StatisticsTop Queries by Month

Local SharePoint Results ar 4 7.84Local SharePoint Results phone list 4 7.84Local SharePoint Results ftp site 3 5.88Local SharePoint Results markdown 3 5.88

Local SharePoint Results SAP 3 5.88Local SharePoint Results Show Calendar 2014 3 5.88Local SharePoint Results The Belmont Stakes 3 5.88Local SharePoint Results ECRM 3 5.88Local SharePoint Results recall trace 3 5.88Local SharePoint Results time off request 3 5.88Local SharePoint Results purple folder 6 11.76Local SharePoint Results expense report 5 9.8

No Result Queries by Month: June, 2014Site Collection: HomeThis report shows popular search queries that returned no results. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query's results.

Result Source Query Text Total Queries % with No Results

Local SharePoint Results The Belmont Stakes 3 100

Never Forget to Follow-Up• Training

• Developers, End Users & Site Administrators• Governance• Phase 2 (Backlog)• Communication• Responsibilities & Roles• Provide Tools

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Now What?Automation is a Directive Internet Site Convertion to SharePoint

Technology Standardization Selling Product Online!!

Governance All Locations are Equal

Going Mobile Additional Environments

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Feedback• Training Still Needed• Accessing & Getting too Information much easier.• Navigation• Has Elevated Communication• Has Elevated Performance• Excited about Automation• IT & Strategic Planning are more plugged into the Organization

& our needs• Critical Date Calendar has really drawn departments closer

together.

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Great American Ballpark

A Couple More To Go!

• Session 10:30 – 11:30 (Room 3) Office 365: Is Governance Affected and

Where Do We Start?

• Session 2:15 – 3:15 (Room 4)User Profiles: I Didn’t Know I Could Do That!

• Kristopher’s • Right after the event ends• First drink is on us• Bring in your ticket for

validation

Join us for SharePint

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SharePint Directions

Kristopher’s250 North Trade Street Matthews, NC 28105

1. Turn right onto Ann St. : 1.1 mi2. Turn right onto Old Monroe Rd. : 0.1

mi3. Road changes to E John St. : 359ft4. Turn right onto N Trade St. : 2.3 mi

1st drink on us, bring your ticket

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@sldeere

www.linkedin.com/in/stacydeere

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sdeere@focalpointsolutions.co

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