PortalDeployment Gartner

8/13/2019 PortalDeployment Gartner

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Best Practices in Portal Development,Deployment and Management

Ray Valdes


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How Do Portal Deployments Succeed:Many Modes of Success and Failure?

Real Succ ess Comes from Changes to Establ ished Bus iness Processes.

SOA and Web Services can Greatly Facil i tate Process Change.

Modes of FailureModes of SuccessCatastrophic Failure (


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Key Issues

1. How are enterprises deploying portals?

2. How should enterprises define portal strategy?

3. What are best practices in implementingand deploying portals?


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Key Issues





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Portal Deployments Evolvein Parallel With Technology

1996 2000 2004 2008 2010

Access to content (via search & personalization)

Access to apps. (via single sign-on)

Platform for new apps.

Access to apps (via app. integration)

Composite apps.

Adaptive apps.

LevelofB

usinessTransformation

Web

S

ervices


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0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Syndicated Apps

Composite Apps (BPF)Platform for New Apps

Advanced App.Int.

Basic App.lnt.

Simple SSO

Content-centric

The Portal Deployment Mix is Changingfrom Content-Centric to Integration-Centric

1997 1999 2001 2003 2005 2007

Principal Focusof Deployment

Gen. 1/2/3/4 deploymentscan be implementedon Gen. 5 platforms

Content-CentricDeployments(Gen. 1 and 2)

Integration-Centric(Gen. 3)

New AppPlatform

(Gen. 4/5+)


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Outward-Facing

B2CE-Commerce B2BMarketplace

Intranet PortalConsolidation

$

$Inward-Facing

Pendulum SwingsB2C to B2B to B2E, and Back Again

DepartmentalPortal

MultipleEnterprise

Portals

Stagnation

andConsolidation

1998 2000 2002 20072005

Self-Service

and PartnerPortals

CompositeApps

Cross DomainOrchestration

andChoreography


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Key Issues





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Building the Business Case for the Portal:Show Me the ROI

Examples of other media forcommunication and collaboration.

Telephone, fax, voicemail, e-mail.

So what is the ROI of yourphone system?

Most organizations have only an

intuitive understanding of ROI forlegacy media.

Portal is different because it is new,expensive and possibly risky.

Portal

"Soft" intangible value: productivity, satisfaction.

Concrete, tangible benefits: tied to specific business processes. Bottom line: Portal cannot be truly successful unless it changes

how people work.

Low hanging fruit: self-service to HR applications across entire user population.

Higher up: essential business apps tied to a specific business process.

Moral: Win the war for ROI one process at a time, one department at a time.


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Where Do Portals Come From?

They may fall into your lap From an acquisition or merger.

From a "stealth" implementationoutside of IT (often outsourced).

The portal "Witness Relocation Program"

A less-than-successful KM or BI initiativegets relocated to a different project,with a new name and identity.

Actually, management realizes that thescope truly is beyond the initial KM focus.

A flash of insight strikes the CEO or CIO

Scenario: CEO needs an important document and searches for it. "It's on the intranet, didn't you read the memo."

Five versions of the document on five servers, none are correct.

"This cannot stand." A commitment to implement anything that resembles a solution.

Explains much of portal investment over the past five years.


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Eight Keys to an Effective Portal Strategy

1. Build one enterprise-wideportal strategy

2. Build shared vision of portal

3. Link portal to business goals

and objectives4. Define tangible ROI,

but don't go crazy

5. Implement appropriate governance

6. Identify audiences/demographics

7. Rationalize multiple portals

8. Link to/create content strategy

9. Create funding strategy


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The Enterprise Portal Project

Generate requirements Determine deployment method

Homegrown

Outsourced/Hosted

Open Source

Portal Product

Source solution

Architect, design, layout

Build proof of concept (POC)

Leverage off-the-shelf portlets

Flex personalization, integration

Iterate POC

Integrate directory, security,

Build new portlets

Use portlet intercommunication

Focus on change management


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Decision: One Portal or Multiple Portals?

Answer: "Do the Math" Connect the dots

Estimate the costof each connection

Integration is a widely variable cost,depends on which dot connectsto which other dot

Cheap dot-to-dot: Portal to businessapplication from the same vendor

Expensive dot-to-dot: Portal tocustom application, or toa business application from the same vendor

Optimal choice may be multiple portals, or it may bea single portal

Each dot needs associated business value


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What About Legacy Intranet Content?

You can migrate, but How much of it do you need?

Look and feel challenges.

What about bookmarksand shortcuts?

The path of least resistance

Keep content resources in place.

Important content: freeze legacy replica,convert to active repository.

New content gets added to new platform.

Old content fades away over time.


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What is it Going to Cost You?

It depends Implementation costs vary, not just

due to differences in product or price.

Same product, same vendor,same industry, same number of users,yet cost can be 500% more.

Implementations can range fromcontent-centric to full integration.

High end scenario: 300-500 portlets,half of them custom-coded.

Cost drivers

Type of deployment Custom integration

Product complexity

Integration partner

Typical costs for 3k to 5k users

Low end: $50 /user/year Lightweight implementations Lower cost products

High end: $500 /user/year Comprehensive scope Higher-priced products, partners


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Deployment Dilemma: Microsoft SharepointPortal vs. SAP Enterprise Portal

Context and Considerations Microsoft Sharepoint Portal Server (SPS) appears inexpensive

Low cost for small numbers of users, but not so for large numbers

Windows Sharepoint Services (WSS) is even cheaper (part of Server 2003)

SPS and WSS are easy to implement, easy to use

SPS and WSS provide lightweight collaboration environment for sharingMicrosoft Office documents

SAP Enterprise Portal (EP) has tighter integration with SAP R/3

SAP has a full roadmap for complete end-to-end portal

Alternative Deployment Scenarios and Configurations

SPS is primary portal, SAP EP is contained to ERP access

SAP EP is primary portal, SPS is contained to Office documents

A third, uber-portal on top of both SAP EP and SPS

Other Dilemmas:IBM Websphere vs. SAP,

BEA Weblogic vs. BEA Aqualogic, Oracle vs. IBM, etc


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Key Issues





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Portal is the 'Project that Never Ends'

Timeline Pilot in 3 to 6 weeks

First releasein 3 -4 months

Subsequent releasesevery 3 -4 months

Two Ways to Rollout

Breadth first

Horizontal first

Then one dept at a time

Depth-First

Start with one BU

Rollout one unitat a timeRelease 1 Rel. 2

Implementation Maintenance Release 2ProjectEffort

Project Timeline

Classic Waterfall Approach

PilotProjectEffor

t

Project Timeline

Rel. 3 Rel. 4

Continuous Development


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Portal Deployment Best Practices

Understand it, tie it to business goals, then sell it Focus on all aspects: information, applications,

process, people

Start with a technical architecture;

add an information architecture Separate vendor hype from reality

Seek professional assistance

Don't underestimate costs (X + 4X)

Plan for the 90/10-10/90 effect Make the portal "sticky"

Low-hanging fruit

Frequently accessed content and applications

Help employees balance work with personal/home life


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Portlet Development: Multiple ApproachesUsed, but More Still Needed

Size = Number of different usage scenarios supported

The Power vs. Productivity Trade-Off

Custom-CodedPortlet Using

Proprietary API

WizardGenerated

AdvancedParameter-Driven

Portlet

CustomizableStandards-based

Portlet

BasicParametric

Portlet

1998

1999

2001

2003

2004

Next GenRemotePortlets

2006

Productivity

Power


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Can One Size Fit All?Technology Now Spans Diverse Requirements

Requirements Profile B2E B2B Basic B2C High-End B2C

Infrastructure

Network High Medium Low High

Servers Medium Medium High High

Security Medium High Medium High

PlatformOperating System Low Low Low Varies

Database Low Medium Medium High

Directory High High Medium Medium

Application Server Medium Medium Medium High

Tools

Rapid Development High Medium Low MediumDebugging Low Low Low Medium

Monitoring & Mgmt. Medium High Medium High

Application

Personalization Low High Low High

Search High Low Low Medium

Content Mgmt. High Medium Low Medium


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It's Not About TechnologyGovernance Is the Gating Factor

Real success requireschanging businessprocesses

Double-digit ROI requires

fine-grain segmentationof user requirements

Ownership often meansresponsibility, but not authority

Who owns the user experience? External: Marketing

Internal: Human Resources, Operations, CorporateCommunications, IS Organization

Partners: Sales, Operations, Others

B2CB2B

B2E


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Recommendations

Articulate a visionfor your portal and for what it will connect and unify Define a value frameworkto support that vision

Get senior management supportif only to resolve turf wars

Engage LOB managementidentify major headaches, build governance

Understand your usersin great detail

Segment your audience, understand their needs and their IT headaches

Decide what you want your users to doin relation to business processes

Improvements will deliver satisfaction to them, and business value to you

Define metricsthat tell you whether users are "behaving properly"

Instrument your systemto gather necessary metrics

Calculate the effectivenessof your system based on empirical data

Enable your systems for two-way information flow So you can engage in a "conversation" with your users

Mechanisms: polls on front page, rate-this-piece on articles, forums, etc

Don't get distractedby shiny new client-side technology

Stay focusedon interaction patterns and business processes, not technology

Bottom Line:the degree of success in portal deployments dependson the extent that the portal changes how people workfor the better


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Ray Valdes


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Ray Valdes


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Documents

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