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Delivering successful SharePoint implementations can be challenging and far too many suffer from a less than desired ROI. Successful SharePoint is best thought of as a team sport requiring cooperation and partnership between the business, IT and end-user communities collaborating to balance the need for governance, process and adoption. This session is designed to help teams responsible for the success of SharePoint discusses proven methods and best practices for driving adoption while enabling and supporting governance requirements. It will highlight strategies for: • Establishing an effective cross organization SharePoint team, • Aligning SharePoint solutions to organizational goals and priorities, • Engaging executive sponsors, stakeholders, and SharePoint champions, • Planning end-user training, and communications, and • Managing the technology platform and governance plan on an ongoing basis.
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@chrysalisbts
presented by
Dave [email protected]
(206) 734-9414
10/28/2013
SharePointAdoption & Governance
Business Value Realization
@chrysalisbts
Who are you?• Name• Title• Company• What is your level of familiarity with SharePoint?• What challenges are you facing?• What do you hope to get out of today’s session?
Welcome & Introductions
@chrysalisbts
Welcome & Introductions
Chrysalis | Business Technology Solutions
• Bridging the divide between Business Transformation objectives & IT Solution infrastructure• Business Process Optimization,• IT Strategy, Architecture, Governance,• Project & Portfolio Management• Mentoring, Training
Dave Healey, Managing Partner• 20 years industry experience• Knowledge & Information Mgmt• Microsoft Corporation• Accenture (InnovaPost)
Andrew Hopkins, Principal Consultant• 22 years industry experience• Enterprise Information Management• Microsoft Corporation• Lexis Nexus
Presentation Team
• BI and Performance Management,• ECM, Access, Search, Content Delivery• Mobile Enablement• Managed Services and Support
@chrysalisbtsSource: Microsoft Corporation Internal Research, 2011
Organizational Performance OptimizationSharePoint is a powerful enabler, but falls short
SharePointAdoption
BusinessValue
KeyCapabilities
AdaptiveEffectiveEstablishedRudimentary
• Insight In-Context• Improved
Decision Making• Increased Agility
• Integration• Composite and
Industry Applications
Business Solutions
• Broaden Adoption• Drive Compliance• Reduce multiple system
maintenance costs
• Content Management• Social Computing• Enterprise-Class Search• Business Intelligence
Broad Adoption
• Productivity Gains• Effective Teaming• Lightweight
Project Management
• Team Collaboration• Document Management• Search
Initial DeploymentPre-Deployment
• Inconsistent Teaming• Ad-hoc Collaboration• Informal, Inefficient
Processes• Significant IP & Legal Risk
• File shares• Email• USB Drive• Cloud shares
Business Value RealizationPerformanceMaturity
How is SharePoint being used?
1. Team Collaboration
(60% of all SharePoint sites)
2. Document Management
3. File Share Replacement
4. Portals
5. Intranets
• Non-systematic, non-periodic and reactive
• Stable and repetitive
• Internally efficient and continuously improving
• Externally efficient and dynamic
@chrysalisbtsSource: Microsoft Corporation Internal Research, 2011
Where Does Your Organization Fit?SharePoint as enabler of business strategy, value creation and ongoing process improvement
SharePointAdoption
BusinessValue
KeyCapabilities
AdaptiveEffectiveEstablishedRudimentary
• Insight In-Context• Improved
Decision Making• Increased Agility
• Integration• Composite and
Industry Applications
Business Solutions
• Broaden Adoption• Drive Compliance• Reduce multiple system
maintenance costs
• Content Management• Social Computing• Enterprise-Class Search• Business Intelligence
Broad Adoption
• Productivity Gains• Effective Teaming• Lightweight
Project Management
• Team Collaboration• Document Management• Search
Initial DeploymentPre-Deployment
• Inconsistent Teaming• Ad-hoc Collaboration• Informal, Inefficient
Processes• Significant IP & Legal Risk
• File shares• Email• USB Drive• Cloud shares
Business Value RealizationPerformanceMaturity
How are you using SharePoint
today?
How would you like to be using
SharePoint?
What are the barriers to
your success?
• Non-systematic, non-periodic and reactive
• Stable and repetitive
• Internally efficient and continuously improving
• Externally efficient and dynamic
@chrysalisbts
Other
Software Is Deployed
Successful Implementation
Highly Effective Usage
0 10 20 30 40 50 60 70 80
How is Success Defined?Business perspective on Return on Investment
Source: TSIA / Neochanges / Sand Hill Group
Highly Effective Usage
Successful Implementation
Software Is Deployed
Other
@chrysalisbts
Process AlignmentOrganizational ChangeSoftware FunctionalityEffective User Adoption
Delivering On Effective UsageValue is realized through utilization
Source: TSIA / Neochanges / Sand Hill Group
Effective UserAdoption 69%
@chrysalisbts
Technology Capabilities
Technology Integration
Business Process Integration
Organizational or Employee Issues
0 10 20 30 40 50 60
Barriers to Value RealizationProcesses, culture and people issues
Source: Cisco Systems Momentum Research Group
@chrysalisbts
Influencing User AdoptionUnlocking SharePoint ROI
Outcome20% to 30% Cost Savings
Start with…• Business Processes
Add…• Business Application
Outcome6% - 9% Cost Increase
Start with…• Business Application
Add…• Business Process
Source: Cisco Systems Momentum Research Group
@chrysalisbts
“Technology provides no benefit of it’s own;it is the application of technology to business
opportunities that produces ROI.”
– Robert McDowell, MicrosoftIn Search of Business Value
@chrysalisbts
“So why is SharePoint Adoption Lagging?”
– Dave Healey
@chrysalisbts
SharePoint Vision
@chrysalisbts
Balancing Empowerment & Control
@chrysalisbts
Business User Perspective?
@chrysalisbts
UNLOCKING SHAREPOINT ROISHIFTING OUR PERSPECTIVE ON TECHNOLOGY PROJECTS
Successful SharePoint
@chrysalisbts
Performance Enablers
Technology Up Solution Strategy“We deployed it” success metric
Solution Strategy
Improvement Techniques
@chrysalisbts
Process Out Solution Strategy“It’s been implemented” success strategy
Solution Strategy
Improvement Techniques
Performance Enablers
Transition Management
Objectives & Business Case
@chrysalisbts
User Centered, Scenario Driven Solution Strategy“Effective usage” success metrics
Solution Strategy
Improvement Techniques
Objectives & Business Case
Performance Enablers
Transition Management
@chrysalisbts
Governance Adoption
Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value
Transition Management
Objectives & Business Case
@chrysalisbts
Governance Adoption
Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value
Transition Management
Objectives & Business Case
@chrysalisbts
• Do executives understand the value SharePoint will bring to the organization?• SharePoint is a Business Platform
• Lack of understanding of how SharePoint can deliver business value is the culprit
• Executives want the benefits, but fail to make the investments that are necessary
• Find Your Executive Champion
Executive SponsorshipKey to long term success
@chrysalisbts
Define Objectives & Business CaseIdentify and quantify business benefits
Platform Technology Assessment
Initiative Exploration & Technical Validation
Initiative Validation & Improvement Impact
Initiative Strategy & Launch Timeline
Business Case Development
Phase Zero: to provide the necessary information to either support or disprove a business case hypothesis that an attractive opportunity exists for a particular improvement initiative to positively impact the performance of the organization.
@chrysalisbts
• New SharePoint implementation:Where do you start and where are you going?• Scope may vary…
• Building on an existing deployment:Current State vs Desired State? • Review readiness of
existing environment
SharePoint Road Mapping ExerciseDeveloping the release strategy
@chrysalisbts
• Don’t be overwhelmed• Staged deployment based on road mapping
and tied to business impact• Ensure champions and influencers are
involved early
Walk, Jog, RunPlan for phased development and deployment
@chrysalisbts
Governance Adoption
Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value
Transition Management
Objectives & Business Case
@chrysalisbts
Transition ManagementPlanned, predictable, scalable
• Transition Management:A structured approach to change in individuals, teams and organizations that enable the change from current state to desired state
• Consider change capacity• Include Executive
Communicate
Gather FeedbackTraining
People
Process
Tools
@chrysalisbts
Governance Adoption
Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value
Transition Management
Objectives & Business Case
@chrysalisbts
• Governance is not a one time event• Governance = Communication• Establish Governance Board
(SharePoint Oversight Committee)• Consider organizational representation thoughtfully• Communicate participation protocols
• Balance control and empowerment• Underpins training strategy• Accept feedback, adapt
• Integrate, Evolve• Adjunct to overall IT Governance• Build your plan, work the plan
Governance PlanCarefully designed to ensure adoption
@chrysalisbts
• Focus varies by platform maturity• Governance = Planning• Some Decisions will be easy• Compliance, Infrastructure
• Others will evolve• Governance = Operations• Policy Driven, Day to Day Ops
Governance Planning and Execution
@chrysalisbts
• Do not underestimate resources requirements and training needs
• SharePoint teams often built from internal resources Administrators• Developers• Architects• Business Analysts• Business (SharePoint) Administrators• Business Users
• Consider training needs and modes
Resources and Skillsets
@chrysalisbts
Governance Adoption
Planning for Highly Effective UsageA predictable, repeatable approach to realizing ongoing business value
Transition Management
Objectives & Business Case
@chrysalisbts
• Involve the business• SharePoint is a Business Platform by and for users
• Designed the plan to empower users• How to participate in governance board• How to request new capabilities• How to develop a business case• Communicate!
Governance is InclusiveAdoption strategies
@chrysalisbts
• Involve business decision makers in design• Build awareness and understanding of platform
capabilities and support needs• Business perspective reflected in taxonomy• Improve usability and information findability
• Engage in UX and CRPs• Develop ownership and commitment to success
• Communicate with and through your busienss advocates
Involve Leadership in Information ArchitectureAdoption strategies
@chrysalisbts
• Training cannot be an afterthought• Work the roadmap to anticipate training
requirements• Provide documentation• FAQs, docs, wikis, status and schedule, contact
• Relevant training approach, mode• Don’t forget to train on process change
• Communicate timeline and expectations
Document, Deliver, TrainAnticipate and prepare for readiness
@chrysalisbts
QA&
@chrysalisbts
SUPPORT SLIDESSharePoint Adoption & Governance
@chrysalisbts
Define Objectives & Business CasePhase Zero: Approach to Identifying and Quantifying Improvement Initiatives
Platform Technology Assessment
Initiative Exploration & Technical Validation
Initiative Validation & Improvement Impact
Initiative Strategy & Launch Timeline
Phase Zero:Business Case Development
Phase Zero: to provide the necessary information to either support or disprove a business case hypothesis that an attractive opportunity exists for a particular improvement initiative to positively impact the performance of the organization.
@chrysalisbts
Identify Performance EnablersCore Business Capabilities That Enable an Organization To Advance Its Maturity and Agility
Logical groupings of core business capabilities that allow an enterprise to advance its agility in achieving its business goals
Enablers are typically comprised of• People – both internal and external• Processes – formal and ad-hoc• Data – structured and unstructured• Technology – institutionalized and shadow
AdaptiveEffectiveEstablishedRudimentary
Business Value ApproachPerformanceMaturity
@chrysalisbts
PERFORMANCEMANGEMENT TECHNIQUE
DESCRIPTION
1 Benchmarking Comparing performance metrics to industry bests2 Activity Based Management Evaluating activities to improve strategic and operational decisions3 Capacity Management Asset utilization improvement4 Target Costing Reduce the overall cost of a product over its life-cycle5 Balanced Scorecard Track of the execution of activities and monitor the consequences
arising from these actions6 Business Intelligence To support better business decision-making7 Lean / Six Sigma Improvement through speed and defect elimination8 Value Chain Analysis approach to support strategic planning9 Business Process Re-engineering Redesign of a process, product or service10 Just In Time Improve return on investment by reducing costs11 Results Based Accountability Improve the performance of programs, agencies and service
systems
Select Improvement TechniqueIdentifying The Right Methodology
@chrysalisbts
Form
s
Workflow
Document Management
Records ManagementInformation &
Access Control
Business Intelligence
Gove
rnan
ce &
Polic
y Man
agem
ent
Search
Client &Device Support
InformationArchitecture
Enterprise 2.0 &
Social Media
LoB
Inte
grati
on
Map The Solution StrategyIdentify Existing and Required Technical Capabilities
@chrysalisbts
Form
s
Workflow
Document Management
Records ManagementInformation &
Access Control
Business Intelligence
Gove
rnan
ce &
Polic
y Man
agem
ent
Search
Client &Device Support
InformationArchitecture
Enterprise 2.0 &
Social Media
LoB
Inte
grati
on
Business Technology Capability MaturityUnderstanding Existing and Required Technical Capabilities
Level One Rudimentary
Level Two Established
Level Three Effective
Level Four Adaptive
@chrysalisbts
Delivering successful SharePoint implementations can be challenging and far too many suffer from a less than desired Return on Investment.Successful SharePoint is best thought of as a team sport requiring cooperation and partnership between the business, IT and end-user communities collaborating to balance the need for governance, process and adoption. This session is designed to help teams responsible for the success of SharePoint and discusses proven methods and best practices for driving adoption while enabling and supporting governance requirements.This session will highlight strategies for:• Establishing an effective cross organization SharePoint team,• Aligning SharePoint solutions to organizational goals and priorities,• Engaging executive sponsors, stakeholders, and SharePoint champions,• Planning end-user training and communications, and• Managing the technology platform and governance plan.
SharePoint Adoption & GovernanceCan you have it all?
@chrysalisbts
Delivering successful SharePoint implementations can be challenging and far too many suffer from a less than desired Return on Investment.Successful SharePoint is best thought of as a team sport requiring cooperation and partnership between the business, IT and end-user communities collaborating to balance the need for governance, process and adoption.This session is designed to help teams responsible for the success of SharePoint and discusses proven methods and best practices for driving adoption while enabling and supporting governance requirements.This session will highlight strategies for:• Establishing an effective cross organization SharePoint team,• Aligning SharePoint solutions to organizational goals and priorities,• Engaging executive sponsors, stakeholders, and SharePoint champions,• Planning end-user training and communications, and• Managing the technology platform and governance plan.
SharePoint Adoption & GovernanceCan you have it all?
