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The SharePoint Maturity Model – How Far Along Are You?
Presented at SPTechCon San Francisco
28 February 2012
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 1
Agenda / Logistics
AGENDA
• What’s in it for you?
• Overview of the SharePoint Maturity Model
• Detail & case studies
• Call to Action
• Upcoming Events
• Contact Info
LOGISTICS
• In Session – Questions welcome!
– If you’re tweeting / live blogging, please include: • #SPMaturity
• @sadalit
• Post-Session – Please fill out your
evaluation
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 2
What’s In It For You?
In the Session • Gain a holistic sense of SharePoint as a platform & how
you’re using it • Benchmark against others via data and case studies Back at Work • Use the tool to get your report • Build the organization’s strategic roadmap • Gain a quantitative sense of progress by re-evaluating
each year. • Contribute to a data model that will help answer larger
questions about where organizations are in their SP maturity by industry, number of years of use, etc.
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About Me
Content Architect -
• Project Manager and Business Analyst focusing on SharePoint
• Working with SharePoint since beta 2003 version
• 50+ SharePoint implementations
• Microsoft Certified IT Pro
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What It Is: A model that incorporates both solution and readiness competencies.
Publication
Collaboration
Business Process
Search
Core
People & Communities
Composites & Applications
Integration
Insight
Advanced
Infrastructure
Staffing & training
Customizations
Readiness
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SharePoint Level
Description
500 Optimizing
The competency is functioning optimally and continuous improvement occurs based on defined and monitored metrics. ROI is demonstrable.
400 Predictable
The competency is centrally supported, standardized, and implemented across the entire organization. Governance is defined and understood / followed.
300 Defined
The way the competency is implemented is defined and/or standardized, but not in use across the entire organization. Governance is defined but may not be widely understood / followed. ROI is considered.
200 Managed
The competency is managed by a central group (often IT), but the focus and definition varies by functional area, or is limited to a single area.
100 Initial
The starting point of SharePoint use.
Mat
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Maturity Level Definitions
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The SharePoint Maturity Model – 1 – Core Concepts
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 1
Level Publication Collaboration Business Process Search
500 Optimizing
Content is personalized to the user. Content is shared across multiple functions and systems without duplication. Feedback mechanism is in place for pages and taxonomy. Automated tagging may be present.
Collaboration occurs outside the firewall – i.e. with external contributors. Automated processes exist for de-provisioning and archiving sites.
Power users can edit existing workflows to adapt them to changing business needs on the fly. Users leverage data from BPM to optimize process, simulate on real data, clear bottlenecks, balance work across workloads. Users have visibility into the process and can provide feedback to process improvements. Business processes extend to external users.
Users understand relationship of tagging to search results. Process exists to create content w/no results. Automated tagging may be used. High volumes can be handled.
400 Predictable
Content is monitored, maintained, targeted to specific groups. Usage is analyzed. Digital assets are managed appropriately. If more than one doc mgmt system is present, governance is defined. Mobile access considered.
Collaboration tools are used across the entire organization. Email is captured & leveraged. The system supports promotion of content from WIP to final. Mobile access considered.
Workflow is a component of SP-based composite applications with connectivity to LOB systems. Users have access to process analytics and audit trails. Collaboration happens in the context of a work item as part of a dynamic, nonlinear business process (the “case”).
Content types and custom properties are leveraged in Advanced Search and/or refiners. Results are customized to specific needs, may be actionable.
300 Defined
Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are created. Custom page layouts & site templates are configured. Approval process is implemented. Incoming email activated for some lists/libs. Site Map is present. Some content targeted to groups.
Collaboration efforts extend sporadically to discussion threads, wikis, blogs, and doc libs with versioning. Site templates are developed for specific needs. Incoming email activated for some lists/libs.
Process is considered as a whole, rather than as automating functional tasks. Transition from procedural document workflow to orchestration of dynamic business process. SharePoint is becoming the BP platform, w/the introduction of 3rd party BPM tool to support more complex business rules.
Search results are analyzed. Best bets and metadata properties are leveraged to aid the search experience.
200 Managed
Custom metadata is applied to content. Templates standardized across sites. Lists used rather than static HTML. Multiple document mgmt systems may be present w/out governance around purpose.
Mechanism is in place for new site requests. Collaboration efforts are collected in document libraries (links emailed rather than documents).
Business processes are designed; some custom, departmental “no-code” workflows (SP Designer, Visio, or third-party tool) may be implemented to handle simple business rules (decision-based routing). .
Custom scopes employed to aid the search experience. More complex iFilters may be applied. Content may be federated. Search Center created.
100 Initial
Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure re-created from shared drives. Content that could be in lists is posted in Content Editor WP. Out of box site templates / layouts are used.
Out of box collaboration sites set up as needed without structure or organization. No formal process exists for requesting a new site.
Business process is loosely defined. Out of the box SharePoint workflows (approval, collect feedback) leveraged sporadically. A doclib or list provides a central base of operations. Any workflow is document- vs. application-centric.
Out of box functionality for query, results, and scopes; PDF iFilter installed; some additional content sources may be indexed.
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Maturation also occurs along this vector
The SharePoint Maturity Model – 2 – Advanced Concepts
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Level People and
Communities Composites and
Applications Integration Insight
500 Optimizing
Users can edit certain profile data that writes back to AD or HRIS. MySites template is customized. Communities extend to external participants.
Forms connect with LOB data. New capabilities & requirements are surfaced & integrated into downstream capabilities.
External data (partner/supplier or industry) is integrated with SP.
Analytics and trending are employed.
400 Predictable
Profile fields may integrate with LOB data. MySites are centralized (only one instance per user). Communities flourish under governance.
InfoPath forms improve the user experience. Mobile functionality is supported.
Most of the systems that are desired to be integrated, are integrated. A data warehouse may be integrated with SP.
Items are actionable.
300 Defined
Custom profile fields reflect company culture; photos are updated from central source. MySites rolled out to all users, supported, trained. Community spaces connect a particular set of users.
Most critical business forms are online; some involve automated workflows.
Multiple systems are integrated with SP.
Reports allow drill-down and charting.
200 Managed
MySites rolled out to pilot groups or users. Out-of-box profiiles implemented. Community spaces may be piloted.
Increasing use of SP lists to replace Excel spreadsheets and paper forms. Applications are opened up to a larger group of users.
A single system is integrated with SP (Line-of-business, document management, etc.).
Reports are aggregated through customization.
100 Initial
Basic profile data imported from AD or other source. MySites host not created.
Some paper forms converted to SP list forms. Many Excel spreadsheets, Access databases, paper forms still stored in / linked to from SharePoint.
Links to enterprise systems posted on SP site. Printed or exported business data is stored in doc libs. AD integrated with SP profiles.
Existing reports are used; data is brought together manually.
Maturation also occurs along this vector
The SharePoint Maturity Model – 3 – Readiness Concepts
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Level Infrastructure and
Administration Staffing & Training Customizations
500 Optimizing
System health & error logs monitored. Processes for archiving & de-provisioning are in place.
Top-down support in place; dedicated IT business analyst, server admin, helpdesk, training staff; empowered user community. Multiple training offerings exist.
Deployment is fully automated via features . Source code is managed centrally as IP, re-usable and shareable. Content owners understand the importance of QA testing.
400 Predictable
Backup/restore has been tested. Dev and QA environments are present. Administration may be improved via third-party tools. BLOB integration may be present. Performance considered.
IT has more than one resource knowledgeable on the system. Requests for new functionality are tracked and prioritized. An end-user training plan is in place.
Deployment is fully automated – solution package and scripts. Total Cost of Ownership is considered.
300 Defined
Number of servers is appropriate to demands and scalable for future growth. Dev environment is present. Service Packs tested in QA and installed in a timely fashion.
SP evangelized around the organization by individual or small group. Content owners from some functional areas are trained and using the system. One IT resource knowledgeable on the system.
Mixed automated \ manual deployment process - some artifacts deployed via scripts, others by following list of manual steps. Source control is centralized.
200 Managed
Multiple server installlation or single-server is backed up on a regular basis.
SP evangelized to a subset of depts or functional areas by an individual; work mainly done by individual or small group. Training is informal, ad-hoc.
Changes are deployed from one environment to another using backup/restore. Source control is simple file storage.
100 Initial
Single-server installation, sometimes rogue . No plan for availability / disaster recovery.
One pioneer or small group pilots the product.
No development, or development is done in Production. No QA / development environments. No source control.
Self Evaluation Matrix
Publication Collaboration Business Process
Search People & Communities
Composites & Applications
Integration Insight Infrastructure & Admin.
Staffing & Training
Customizations
500 Optimizing
400 Predictable
300 Defined
200 Managed
100 Initial
22
Date of Assessment 1/29/11
Years the organization has used SharePoint 7
Current SP Version (year + standard or enterprise if known) SP 2010 Enterprise
# of users organization-wide 50
# of IT staff supporting SharePoint (combine part-timers & include vendors if they are a regular part of your team)
2.5
Organization’s Industry Professional Services
100
199 200
299 300
399 400
499 500
599
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren
New Online Assessment Application
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www.spmaturity.com
Detail and Case Studies
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Publication
Level Competency End User Perspective
500 Optimizing
Content is personalized to the user. Content is shared across multiple functions and systems without duplication. Feedback mechanism is in place for pages and taxonomy. Automated tagging may be present.
I see the content that is relevant to me. I can report a problem or make a suggestion about anything on the site.
400 Predictable
Content is monitored, maintained, targeted to specific groups. Usage is analyzed. Digital assets are managed appropriately. If more than one doc mgmt system is present, governance is defined. Mobile access considered.
I see the content that is relevant to my department or location. I know that the content is fresh and regularly maintained.
300 Defined
Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are created. Custom page layouts & site templates are configured. Approval process is implemented. Incoming email activated for some lists/libs. Site Map is present. Some content targeted to groups.
When I navigate around the different sites, I know what to expect at each site. But I have no idea if the content is fresh or not.
200 Managed
Custom metadata is applied to content. Templates standardized across sites. Lists used rather than static HTML. Multiple document mgmt systems may be present w/out governance around purpose.
I know how to use metadata columns. Could you just post this for me?
100 Initial
Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure re-created from shared drives. Content that could be in lists is posted in Content Editor WP. Out of box site templates / layouts are used.
I know how to publish a document in SharePoint. I still get to use my network drive, right? And folders?
Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow.
26 2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren
Publication
Level Competency End User Perspective
500 Optimizing
Content is personalized to the user. Content is shared across multiple functions and systems without duplication. Feedback mechanism is in place for pages and taxonomy. Automated tagging may be present.
I see the content that is relevant to me. I can report a problem or make a suggestion about anything on the site.
400 Predictable
Content is monitored, maintained, targeted to specific groups. Usage is analyzed. Digital assets are managed appropriately. If more than one doc mgmt system is present, governance is defined. Mobile access considered.
I see the content that is relevant to my department or location. I know that the content is fresh and regularly maintained.
300 Defined
Site Columns/ Managed Metadata standardize the taxonomy. Custom content Types are created. Custom page layouts & site templates are configured. Approval process is implemented. Incoming email activated for some lists/libs. Site Map is present. Some content targeted to groups.
When I navigate around the different sites, I know what to expect at each site. But I have no idea if the content is fresh or not.
200 Managed
Custom metadata is applied to content. Templates standardized across sites. Lists used rather than static HTML. Multiple document mgmt systems may be present w/out governance around purpose.
I know how to use metadata columns. Could you just post this for me?
100 Initial
Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure re-created from shared drives. Content that could be in lists is posted in Content Editor WP. Out of box site templates / layouts are used.
I know how to publish a document in SharePoint. I still get to use my network drive, right? And folders?
Presentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow.
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Dynamic and personalized
Static and unorganized
Standardized and Targeted
Maturity per Years of Use
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Publication – 100-level example
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Source: S. Van Buren
Publication – 500-level example
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Source: Microsoft
Collaboration
Level Competency End-User Perspective
500 Optimizing
Collaboration occurs outside the firewall – i.e. with external contributors. Automated processes exist for de-provisioning and archiving sites.
I can collaborate with external contributors.
400 Predictable
Collaboration tools are used across the entire organization. Email is captured & leveraged. Work is promoted from WIP to Final which is leverageable. Mobile access considered.
I can collaborate using my mobile device.
300 Defined
Collaboration efforts extend sporadically to discussion threads, wikis, blogs, and doc libs with versioning. Site templates are developed for specific needs.
I can use different collaboration tools or site templates based on what I need.
200 Managed
Mechanism is in place for new site requests. Collaboration efforts are collected in document libraries (links emailed rather than documents)
There is a standard way for me to request a new site. I email links rather than attachments.
100 Initial
Out of box collaboration sites set up as needed without structure or organization. No formal process exists for requesting a new site.
We have a team site for the work we’re doing.
Multiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site), archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow).
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Collaboration
Level Competency End-User Perspective
500 Optimizing
Collaboration occurs outside the firewall – i.e. with external contributors. Automated processes exist for de-provisioning and archiving sites.
I can collaborate with external contributors.
400 Predictable
Collaboration tools are used across the entire organization. Email is captured & leveraged. Work is promoted from WIP to Final which is leverageable. Mobile access considered.
I can collaborate using my mobile device.
300 Defined
Collaboration efforts extend sporadically to discussion threads, wikis, blogs, and doc libs with versioning. Site templates are developed for specific needs.
I can use different collaboration tools or site templates based on what I need.
200 Managed
Mechanism is in place for new site requests. Collaboration efforts are collected in document libraries (links emailed rather than documents)
There is a standard way for me to request a new site. I email links rather than attachments.
100 Initial
Out of box collaboration sites set up as needed without structure or organization. No formal process exists for requesting a new site.
We have a team site for the work we’re doing.
Multiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site), archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow).
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Outside the firewall
Team-centric, mostly doc storage
Cross-enterprise and fuller functionality
Maturity per Years of Use
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Collaboration – 100-level example
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Source: S. Van Buren
Collaboration– 400-level example
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Source: Nielsen Norman Intranet Design Annual 2010
Business Process
Level Competency End-User Perspective
500 Optimizing
Power users can edit existing workflows to adapt them to changing business needs on the fly. Users leverage data from BPM to optimize process, simulate on real data, clear bottlenecks, balance work across workloads. Users have visibility into the process and can provide feedback to process improvements. Business processes extend to external users.
Managers have a business process dashboard that allows them to see all work in progress as well as trends in demand. Processes are goal-driven with associated service level agreements. Operational data about the process is examined regularly by business analysts for potential improvements.
400 Predictable
Workflow is a component of SP-based composite applications with connectivity to LOB systems. Users have access to process analytics and audit trails. Collaboration happens in the context of a work item as part of a dynamic, nonlinear business process (the “case”).
We monitor business activities to understand what’s happening and identify potential hot spots. I went from using 7 different applications to a single one in order to get my work done. I can access my work from any browser-based environment, including those on mobile devices.
300 Defined
Process is considered as a whole, rather than as automating functional tasks. Transition from procedural document workflow to orchestration of dynamic business process. SharePoint is becoming the BP platform, w/the introduction of 3rd party BPM tool to support more complex business rules.
We understand the need to automate processes to improve how work gets done. The workflow can recognize me or my role, and fill in information about me (“my manager”). Process work is assigned to roles, not people
200 Managed
Business processes are designed; some custom, departmental “no-code” workflows (SP Designer, Visio, or third-party tool) may be implemented to handle simple business rules (decision-based routing). .
We use simple workflows for tasks like approvals within our department. I initiate tasks or report their completion in SharePoint.
100 Initial
Business process is loosely defined. Out of the box SharePoint workflows (approval, collect feedback) leveraged sporadically. A doclib or list provides a central base of operations. Any workflow is document- vs. application-centric.
There are workflows in SharePoint? What is a workflow? I know how to route a document for approval within SharePoint
Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security / roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization.
40
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren
Business Process
Level Competency End-User Perspective
500 Optimizing
Power users can edit existing workflows to adapt them to changing business needs on the fly. Users leverage data from BPM to optimize process, simulate on real data, clear bottlenecks, balance work across workloads. Users have visibility into the process and can provide feedback to process improvements. Business processes extend to external users.
Managers have a business process dashboard that allows them to see all work in progress as well as trends in demand. Processes are goal-driven with associated service level agreements. Operational data about the process is examined regularly by business analysts for potential improvements.
400 Predictable
Workflow is a component of SP-based composite applications with connectivity to LOB systems. Users have access to process analytics and audit trails. Collaboration happens in the context of a work item as part of a dynamic, nonlinear business process (the “case”).
We monitor business activities to understand what’s happening and identify potential hot spots. I went from using 7 different applications to a single one in order to get my work done. I can access my work from any browser-based environment, including those on mobile devices.
300 Defined
Process is considered as a whole, rather than as automating functional tasks. Transition from procedural document workflow to orchestration of dynamic business process. SharePoint is becoming the BP platform, w/the introduction of 3rd party BPM tool to support more complex business rules.
We understand the need to automate processes to improve how work gets done. The workflow can recognize me or my role, and fill in information about me (“my manager”). Process work is assigned to roles, not people
200 Managed
Business processes are designed; some custom, departmental “no-code” workflows (SP Designer, Visio, or third-party tool) may be implemented to handle simple business rules (decision-based routing). .
We use simple workflows for tasks like approvals within our department. I initiate tasks or report their completion in SharePoint.
100 Initial
Business process is loosely defined. Out of the box SharePoint workflows (approval, collect feedback) leveraged sporadically. A doclib or list provides a central base of operations. Any workflow is document- vs. application-centric.
There are workflows in SharePoint? What is a workflow? I know how to route a document for approval within SharePoint
Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security / roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization.
41
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Analytics drive continuous improvements
There are workflows in SharePoint?
Applications consolidated, processes automated
Maturity per Years of Use
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Business Process – 100-level example
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Source: S. Van Buren
Business Process – 300-level example
46
Source: Nielsen Norman Group Intranet Design Annual 2010
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Business Process – 500-level example
47
Source: Global360
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Search
Level Competency End-User Perspective
500 Optimizing
Users understand relationship of tagging to search results. Automated tagging may be used. High volumes can be handled.
Information finds me, based on the preferences I set. The more I tag, the better I (and others) will be able to find.
400 Predictable
Content types and custom properties are leveraged in Advanced Search and/or refiners. Results customized to specific needs, may be actionable. 3rd-party product may be used.
Advanced Search helps me filter content before I search for it. I can refine before and after searching.
300 Defined
Search results are analyzed. Best bets and metadata properties are leveraged to aid the search experience.
The definitive item in my search results is marked with a little star. We see where there are gaps in the content & have process for creating content to fill gaps.
200 Managed
Custom scopes and iFilters employed to aid the search experience. Content may be federated. Search Center created.
I can use SharePoint to search the intranet and our shared drives at the same time.
100 Initial
Out of box functionality for query, results, and scopes; some additional content sources may be indexed.
I can’t find anything. There’s Search in SharePoint?
The ability to query indexed content and return results that are ranked in order of relevance to the search query. Areas of focus include scopes, display of results, optimization, integration and connectors, and performance.
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Content finds me based on the preferences I set
I use keyword search and don’t expect much from results.
I can filter queries and results
Maturity per Years of Use
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Search – 100-level example
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Source: S. Van Buren
Search – 400-level example (query)
Source: Nielsen Norman Intranet Design Annual 2010
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©2010 - 2012 Sadalit Van Buren
Search – 300-level example (results)
Source: Vancity, at SPC11
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Search – 400-level example (results)
Source: S. Van Buren
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Search – 400-level example (query)
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Source: SurfRay
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People and Communities
Level Competency End-User Perspective
500 Optimizing
Users can edit certain profile data that writes back to AD or HRIS. MySites template is customized. Communities / conversations extend to external participants.
When I want to find an expert resource, I can search the profiles. External users can participate in affinity groups.
400 Predictable
Profile fields may integrate with LOB data. MySites are centralized (only one instance). Communities flourish under governance. Notion of subscription – to groups, topics, people. Org chart is dynamic.
I can subscribe to the things I’m interested in and the content will find me. My profile is automatically updated with business data (e.g. projects I’ve worked on).
300 Defined
Custom profile fields reflect company culture; photos are updated from central source. MySites rolled out to all users, supported, trained. Community spaces connect a particular set of users.
We have a company FaceBook, and community sites where employees come together based on affinity.
200 Managed
MySites rolled out to pilot groups or users. Out-of-box profiles implemented. Community spaces may be piloted.
I hear we’re getting this thing called MySites.
100 Initial
Basic profile data imported from AD or other source. MySites host not created. Manually-created org chart is published in SP.
I can see information about other users like email address and telephone number.
The human capital of the organization as represented in SharePoint by profiles, MySites, and community spaces (the virtual spaces that support particular areas of interest that may span or fall outside the organizational structure).
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People and Communities
Level Competency End-User Perspective
500 Optimizing
Users can edit certain profile data that writes back to AD or HRIS. MySites template is customized. Communities / conversations extend to external participants.
When I want to find an expert resource, I can search the profiles. External users can participate in affinity groups.
400 Predictable
Profile fields may integrate with LOB data. MySites are centralized (only one instance). Communities flourish under governance. Notion of subscription – to groups, topics, people. Org chart is dynamic.
I can subscribe to the things I’m interested in and the content will find me. My profile is automatically updated with business data (e.g. projects I’ve worked on).
300 Defined
Custom profile fields reflect company culture; photos are updated from central source. MySites rolled out to all users, supported, trained. Community spaces connect a particular set of users.
We have a company FaceBook, and community sites where employees come together based on affinity.
200 Managed
MySites rolled out to pilot groups or users. Out-of-box profiles implemented. Community spaces may be piloted.
I hear we’re getting this thing called MySites.
100 Initial
Basic profile data imported from AD or other source. MySites host not created. Manually-created org chart is published in SP.
I can see information about other users like email address and telephone number.
The human capital of the organization as represented in SharePoint by profiles, MySites, and community spaces (the virtual spaces that support particular areas of interest that may span or fall outside the organizational structure).
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Unified Community Experience
Individual Needs
Availability of tools enterprise-wide
Maturity per Years of Use
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People and Communities – 100-level example
62
Source: S. Van Buren
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People and Communities – 500-level example
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Source: Microsoft, at SPC11
People and Communities – 500-level example
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People and Communities – 400-level example
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Source: EA, at SPC11
People and Communities – 400-level example
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Source: EA, at SPC11
Composites and Applications
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Forms connect with LOB data. New capabilities & requirements are surfaced & integrated into downstream capabilities.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
InfoPath or ASPX forms may involve custom code. Mobile functionality is supported.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Most critical business forms are online; some involve automated workflows. “No-code” InfoPath forms improve the user experience.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Increasing use of SP lists to replace Excel spreadsheets and paper forms. Applications are opened up to a larger group of users.
100 Initial
The starting point of SharePoint use. Some paper forms converted to SP list forms. Many Excel spreadsheets, Access databases, paper forms still stored in / linked to from SharePoint.
Custom solutions specific to the needs of the business (traditionally served by paper forms, Excel spreadsheets and/or Access databases) which may be accomplished by multiple technologies working together.
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Composites and Applications
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Forms connect with LOB data. New capabilities & requirements are surfaced & integrated into downstream capabilities.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
InfoPath or ASPX forms may involve custom code. Mobile functionality is supported.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Most critical business forms are online; some involve automated workflows. “No-code” InfoPath forms improve the user experience.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Increasing use of SP lists to replace Excel spreadsheets and paper forms. Applications are opened up to a larger group of users.
100 Initial
The starting point of SharePoint use. Some paper forms converted to SP list forms. Many Excel spreadsheets, Access databases, paper forms still stored in / linked to from SharePoint.
Custom solutions specific to the needs of the business (traditionally served by paper forms, Excel spreadsheets and/or Access databases) which may be accomplished by multiple technologies working together.
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Seamless integration with LOB data
Replacement of a few key apps
Departmental Adoption
Maturity per Years of Use
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Composites & Applications – 100-level example
Source: S. Van Buren
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Composites & Applications – 400-level example
Source: Nielsen Norman Intranet Annual 2010
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Integration
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
External data (partner/supplier or industry) is integrated with SP.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Most of the systems that are desired to be integrated, are integrated. A data warehouse may be integrated with SharePoint.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Multiple systems are integrated with SharePoint.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
A single system is integrated with SharePoint (in addition to Active Directory and search content sources).
100 Initial
The starting point of SharePoint use. Links to enterprise systems posted on SP site. Printed or exported business data is stored in doc libs.
Line of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. Maturity proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data.
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Integration
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
External data (partner/supplier or industry) is integrated with SP.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Most of the systems that are desired to be integrated, are integrated. A data warehouse may be integrated with SP.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Multiple systems are integrated with SharePoint.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
A single system is integrated with SharePoint (in addition to Active Directory and search content sources).
100 Initial
The starting point of SharePoint use. Links to enterprise systems posted on SP site. Printed or exported business data is stored in doc libs.
Line of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. Maturity proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data.
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Most systems integrated
Links to other systems
Some systems integrated
Integration – 100-level example
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Source: S. Van Buren
Integration – 400-level example
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Source: Nielsen Norman Intranet Annual 2010
Maturity per Years of Use
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Insight
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Analytics and trending are employed.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Items are actionable.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Reports allow drill-down and charting.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Reports are aggregated through customization. Excel Services may be used.
100 Initial
The starting point of SharePoint use. Existing reports are used; data is brought together manually.
The means of viewing business data in the system. Maturity proceeds through aggregation of views, drill-down and charting, actionability, and analytics and trending.
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Insight
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Analytics and trending are employed.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Items are actionable.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Reports allow drill-down and charting.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Reports are aggregated through customization. Excel Services may be used.
100 Initial
The starting point of SharePoint use. Existing reports are used; data is brought together manually.
The means of viewing business data in the system. Maturity proceeds through aggregation of views, drill-down and charting, actionability, and analytics and trending.
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I can see what’s going to happen.
I can see what happened.
I can see what’s happening
Maturity per Years of Use
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Insight – 100-level example
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Source: S. Van Buren
Insight – 400-level example
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Insight – 400-level example
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Source: Sue Hernandez
Infrastructure & Administration
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
System health & error logs monitored. Processes for archiving & de-provisioning are in place. Disaster Recovery plan is in place.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed. Users trust the system.
Backup/restore has been tested. Dev and QA environments are present. Administration may be improved via third-party tools. BLOB integration may be present. Performance considered.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization. Remote access is available.
Number of servers is appropriate to demands and scalable for future growth. Dev environment is present. Service Packs tested in QA and installed in a timely fashion.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Multiple server installlation or single-server is backed up on a regular basis.
100 Initial
The starting point of SharePoint use. Single-server installation, sometimes rogue . No plan for availability / disaster recovery.
The hardware and processes that support the system. Areas of focus include farm planning, server configuration, storage, backup/restore, monitoring, and updates.
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Infrastructure
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
System health & error logs monitored. Processes for archiving & de-provisioning are in place. Disaster Recovery plan is in place.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed. Users trust the system.
Backup/restore has been tested. Dev and QA environments are present. Administration may be improved via third-party tools. BLOB integration may be present. Performance considered.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization. Remote access is available.
Number of servers is appropriate to demands and scalable for future growth. Dev environment is present. Service Packs tested in QA and installed in a timely fashion.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Multiple server installlation or single-server is backed up on a regular basis.
100 Initial
The starting point of SharePoint use. Single-server installation, sometimes rogue . No plan for availability / disaster recovery.
The hardware and processes that support the system. Areas of focus include farm planning, server configuration, storage, backup/restore, monitoring, and updates.
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Planning and improvements based on monitoring
Reactionary support; not considered mission-critical
Environment maintained and scalable
Maturity per Years of Use
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Staffing and Training
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Top-down support in place; dedicated IT business analyst, server admin, helpdesk, training staff; empowered user community. Multiple training offerings exist.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
IT has more than one resource knowledgeable on the system. Requests for new functionality are tracked and prioritized. An end-user training plan is in place. Rollout strategy implemented.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
SP evangelized around the organization by individual or small group. Content owners from some functional areas are trained and using the system. One IT resource knowledgeable on the system. Rollout strategy defined.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
SP evangelized to a subset of depts or functional areas by an individual; work mainly done by individual or small group. Training is informal, ad-hoc.
100 Initial
The starting point of SharePoint use. One pioneer or small group pilots the product.
The human resources that support the system and the level of training with which they are provided.
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Staffing and Training
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Top-down support in place; dedicated IT business analyst, server admin, helpdesk, training staff; empowered user community. Multiple training offerings exist.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
IT has more than one resource knowledgeable on the system. Requests for new functionality are tracked and prioritized. An end-user training plan is in place.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
SP evangelized around the organization by individual or small group. Content owners from some functional areas are trained and using the system. One IT resource knowledgeable on the system.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
SP evangelized to a subset of depts or functional areas by an individual; work mainly done by individual or small group. Training is informal, ad-hoc.
100 Initial
The starting point of SharePoint use. One pioneer or small group pilots the product.
The human resources that support the system and the level of training with which they are provided.
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Dedicated staff and appropriate training
One dedicated hero
Some dispersed content ownership
Maturity per Years of Use
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Customizations
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Deployment is fully automated via features . Source code is managed centrally as IP, re-usable and shareable.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Deployment is fully automated – solution package and scripts. Total Cost of Ownership is considered. Requirements fully vetted; SMEs fully test the customizations.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Mixed automated \ manual deployment process - some artifacts deployed via scripts, others by following list of manual steps. Source control is centralized. Staging mirrors Production.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Changes are deployed from one environment to another using backup/restore. Source control is simple file storage. Buy vs. Build is evaluated.
100 Initial
The starting point of SharePoint use. No development, or development is done in Production. No QA / development environments. No source control.
Custom development and/or third-party products that extend the out-of-box functionality of the system. Areas of focus include development environment, management of source code, method of build and deployment, and development tier.
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Customizations
Level Maturity Level Definition Competency
500 Optimizing
The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics.
Deployment is fully automated via features . Source code is managed centrally as IP, re-usable and shareable.
400 Predictable
The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed.
Deployment is fully automated – solution package and scripts. Total Cost of Ownership is considered.
300 Defined
The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization.
Mixed automated \ manual deployment process - some artifacts deployed via scripts, others by following list of manual steps. Source control is centralized.
200 Managed
The particular area is managed by a central group (often IT), but the focus and definition varies by functional area.
Changes are deployed from one environment to another using backup/restore. Source control is simple file storage.
100 Initial
The starting point of SharePoint use. No development, or development is done in Production. No QA / development environments. No source control.
Custom development and/or third-party products that extend the out-of-box functionality of the system. Areas of focus include development environment, management of source code, method of build and deployment, and development tier.
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Fully automated deployment, managed source code
All OOB or Developing in Production
Mixed automated / manual deployment
Maturity per Years of Use
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Call to Action
• Fill out the session evaluation
• Fill out the SMM self-assessment! – www.sharepointmaturity.com – your name & company name will remain anonymous
• Contact me (contact info on next slide)
– With Questions
– With Feedback
– If you’d like help assessing your SP implementation and learning more about how to get to greater SharePoint Maturity.
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Thank You!
Sadie Van Buren
• Twitter: @sadalit
• LinkedIn: http://www.linkedin.com/in/sadalit
SharePoint Maturity
• Twitter: @SPMaturity
• http://www.sharepointmaturity.com
– Tools, templates, and resources
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