Jon A Cohn - CTO / VP / Sr Director - [email protected]

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Augment and Manage IT Skills for a Competitive Advantage:SharePoint – Prescription for Success

Jon A Cohn


Today’s Presenters

Jim CombsFounder & President, JPC Partners

Jon Cohn Solutions Practice Director, JPC Partners

Chuck VirtuVirtual CTO, CTN Solutions


60-Minute Agenda

• Overview of CTN

• Overview of JPC

• Industry Specializations & Core Competencies

• Recurring Customer Pain

• Client Service Offering Types

• Reasons for use of specialized IT partners

• Partner and Service Selection

• Practical Examples

• Plan and Manage for Success

• Common Pitfalls

• JPC Differentiators

• Questions & Answers


Overview of CTN

• Strategic IT services provider since 1996• Full team of certified, specialized IT experts• Complete managed solution for operations:– Full suite of managed services: network infrastructure,

security, data backup– Deployed at client-site or hosted at CTN secured data center– Reduces IT total cost of ownership – Ensures IT environment functionality, availability,

performance

• Proactive approach/preventative maintenance reduces business risk


Overview of JPC Partners, LLC

• Founded in 2004

• 30+ years of industry / IT experience

• Technical consulting & validation of IT systems

• Technical quality assurance & IT professionals

• Niche: Pharmaceutical, Services & Technology


Industry Specializations

• Healthcare, Pharma/Regulated Industries

• Financial Services

• Insurance

• Variety of Service-Oriented and Professional


Core Competencies

• Document & Web Content Management

• Enterprise Integration, SAAS, SOA

• BI, Data Warehouse/ETL

• Custom Apps, Configuration, Systems Dev

• Portal Technologies, Community and Social Networking Platforms

• Strategic, Advisory and Support Services


Recurring Customer PainAs a client solution focused organization, we see some recurring themes. These include:

• Lack Definition with incomplete requirements, project plans, or scope

• Lack of available, qualified internal resources

• Critical gap in skill sets to meet expedited project timeframes

• No proven track record with specific project type or size

• Process issues – such as lack of specialized Q/A, traceability, objectives


Benefits• Full service scope with Broadest coverage capabilities

– CTN partnership facilitates our Infrastructure as well as Application Solution + Support at both levels

• Vast base of required Industry and Technology skills

• Broad engagement support types

– Provide skilled, experienced and specialized resources in a variety of engagement capacities to best meet client need

• Flexible over time for customers’ changing needs

Given these benefits from what we do, a little bit on why we do it..


Why to use Specialized IT Partners

• Drive Improved quality > which Decreases total cost of ownership

• Help proactively mitigate risk through prior experience

• Provide a “Fresh perspective” for solution alternatives

• Decrease time to market and speed ROI

• Increase solution benefits/efficiency realization

• Fully leverage technology/product features


Selection Drivers and Pre-Requsites

• Prerequisites: Project definition

• Service / Engagement Type Drivers

• Services Type Requirements Mapping

• Additional drivers and considerations


Project Definition

• Stakeholders identified?• Specific goals and scope?• Success criteria?• Needs evaluated and prioritized?• Project business drivers?• Translation of drivers into functional

requirements?• Functional solution options / tradeoff?• Relative maturity of this effort?


Primary Service Type Selection

Primary service type selection criteria should be driven by elements of any scoped effort.

• Strategic importance

• Operational criticality


Service Type Requirement MappingDrivers to approach the service type selection

1. Managed Service Solution / SaaS with high SLA

2. Outsourced / Co-sourced << Influence/drive/assure quality, but not core

competency or key differentiator justifying investment in retention of expertise >>

1. Staff Augmentation or Co-Sourced Solution

2. Outsourced solution to a specialized supplier with internal operations transition

<<This quadrant represents core competencies to the organization and be more tightly controlled by the

organization >>

1. Potentially Eliminate2. Managed Service3. Outsource

<< Depends on situation. Possibly a managed service solution, outsource, perform manually or eliminate >>

1. Outsource Solution with Managed Service Support

2. Managed Service3. Possible Value Chain Outsource<< The successful and quality execution / outcome is critical to

daily operation, but the specific way it is performed is less important>>

High

Low

High

Strategic Importance

Operational CriticalityLow


Added Considerations or Drivers

• Rapid time-to-market• Budget limitations / type of spend• Customer interaction levels / SME required • Functional robustness / extensibility• Technical scalability / unsupportable internal

requirements• Specific credential / requirements for compliance, etc.• Build vs. Buy (with or without integration)• Qualified internal or external expertise is unavailable• Complexity of the effort• Security requirements or constraints


Practical Examples

Service type and associated Partner selection for a given situation is key to long term success.

To best illustrate these concepts in context, two sample business cases will be reviewed. The key roles, project deliverables and solution approach specific to each business case will be overviewed to depict the decision criteria and approach selection.


Financial Services - Contract Management– Example 1

• Business Problem – scenario 1– Financial services client needs a contract management, publishing and

distribution solution for a limited number of users in legal department– Currently, customer is running into liability issues due to inability to

identify and track references and overrides to related legal and financial documents that place them in violation of agreements

– Issue is of medium / large strategic importance but relatively low operational impacts with a minimal to moderate risk of some future impact

• Other considerations– Limited user base and usage needs precludes justification for large

capital investment required in hardware, software– Sizable effort in resource hours to scan, review and verify tagging of

priority historical documents results in high current TCO



Key Roles:• Project Manager [1/3 dedicated]• Business / Information Architect [B/A and Q/A]• Senior Sharepoint Architect / Technical Architect• Internal SME (Subject Matter Expert)

* External, existing shared infrastructure architecture due to relatively low volume of this and another product used and the site and space provisioning is included with hosting and setup. No additional, dedicated infrastructure resources are required for the project.

Key Deliverables:• Project Plan• Risk Management Plan• Functional Requirements Specification (models and textual)

– Map and gap approach

• Screen / Custom Form Prototypes• Technical Specifications (workflow and data integration – for integrated security credentials)• Validated Test Scripts

Approximate time to market:• Initial production release in 6-7 weeks• Subsequent functional and feature enhancements bi-weekly for following 6 weeks to fully featured

solution



Given the criteria, and functional requirements a managed service solution is the best fit for this scenario based on strategic, operational as well as cost/resource efficiency*


2. Outsourced / Co-sourced





2. Managed Service3. Possible Value Chain Outsource

High

Low

High




Key Roles and Deliverables – Example 1

Typical Managed Service Solution Resource Coverage

Proj Mgt

Business Arch

Functional Soln Technical Soln

Maintainence

0%

20%

40%

60%

80%

100%

JPCClient


Collection Agency – Enterprise Search – Example 2

• Business Problem – scenario 2– A collections agency client needs an Enterprise Search solution inclusive of

collaboration features to support numerous data sources and formats that come in from multiple clients

– Currently, customer is experiencing substantial operational inefficiencies due to disparate, unmanaged data and will often create in excess of 5 cases for the same client liability

– Issue is of high strategic importance and has high operational impacts including fines associated with incorrect debtor bankruptcy filing status

• Other considerations– The solution must support the Enterprise (400-500 concurrent users)– Rapid time to market of some features is critical and others can be phased in– This firm has grown by at least 30% each year for the past three years and

predicts a similar pace for the next 3 years.• As a result, scalable architecture and extensibility is important



Key Roles [18 Roles, 34-36 resources]:• Program Manager• Scrum Master(s) – multiple concurrent project tracks• Business Requirements Analyst(s)• Usability Analyst / UI Engineer• Senior Sharepoint Architect(s)• .Net Application Architect /Designer• Sharepoint Developer(s)• .Net Developer• Sharepoint Administrator• Senior Systems (Infra) Architect • Infrastructure Engineer• Network (WAN/Router) engineer• Database Designer/Developer• Release/Configuration Manager• Q/A Lead• Q/A Analysts• Trainer(s)• Internal SMEs


Key Roles and Deliverables – Example 2

Key Deliverables:• Project Plan / WBS• Functional Requirements Specification (models and textual)

– Map and gap approach– Use cases for primary / significant activities– Sequence Diagrams for custom workflows

• Technical Applications Specifications• Capacity plan• System Architecture Design• Infrastructure Specifications• Development/Test/Production Environments• Data Model (for extensions / custom components)• Risk Management Plan

• Custom Master Page(s)/Page Layouts/Site Templates• Screen / Custom Form Prototypes • Sharepoint Architecture Design

– Site hierarchy(s)– Information Architecture [Columns and content types]

• Screen / Custom Form Prototypes • Sharepoint custom lists and libraries• Sharepoint workflows• Custom web parts / user controls• Configuration / implementation of other relevant Sharepoint features• Operations Manual• Deployment guide and packaging• Q/A Plan / approach• Training Materials• Validated Test Cases/Scripts



Time to Market:• Production Release 1: 3 months, 2 weeks

– All requirements and design documentation related to the release– Procure and deploy development and production Infrastructure Environments– Software Platform deployment and configuration – Solution Architecture Implementation – Sharepoint Information & Site Architecture– Custom Master Page and Page Layouts– Base set (prioritized) set of Release 1.0 Sharepoint features– Base set (prioritized) set of Release 1.0 custom features– Q/A Plan– Test Cases– Release notes

• Subsequent feature releases monthly for 4 months• User feedback captured and analyzed over subsequent 2 months• Usability and feature enhancement release 1 ½ months later



Given the criteria, and functional requirements a managed service solution is the best fit for this scenario based on strategic, operational as well as cost/resource efficiency*


2. Outsourced / Co-sourced





2. Managed Service3. Possible Value Chain Outsource

High

Low

High





Medium sized, Co-Sourced Enterprise Solution Resource Coverage

Proj MgtBusiness Arch

Usability Reqs

Functional Soln

Sharepoint Design

.Net / custom extensionsQ/A

Network Engineering

Infrastructure

Release Management

Training

Maintainence

0%20%40%60%80%100%

JPCClient


Common Pitfalls1. Incomplete scope or scope lacking detail

2. Mistaking business (user) requirements for functional requirements / specifications

3. Lack of clear project owner / champion

4. Deliverables and/or milestones are not clear or tracked

5. Approaching all projects using the same methodology rather than one that is situation appropriate

6. Missing key roles on a project team due to planning errors or unknown requirements

7. Loose management of a change process to requirements, specs, scope, time or other

8. Selecting partner based on existing relationship rather than mapping capabilities to short and longer term needs


JPC Differentiators

• True partnering approach with clients

• Broad-base of Solutions Delivery options

• Solutions address all strategic drivers

• Business/Industry specific as well as technology expertise


Wrap up

JPC Partners, LLC Personal ConsultationJim Combs, FounderPhone: 610-543-6469 x 110 Email: [email protected]

Learn MoreWeb: www.jpcpartners.com


Wrap up

CTN On-site AssessmentChuck Virtu, Account ManagerPhone: 610-828-5500Email: [email protected]

Learn MoreWeb: www.ctnsolutions.com/solutions/netcare


Thank you!