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This is the slideshow I used yesterday at SharePoint Saturday DFW 2013 in Dallas at Microsoft's Las Colinas Campus in Irving. #SPSDFW for many great presentations by industry leaders. The Business Case for SharePoint was put together to share the story of why Tait Environmental Services chose to use SharePoint for their environmental compliance system. I discussed the history of previous versions of TECS Online - Tait's Environmental Compliance System - and what the company's current needs are. It's one thing to meet needs - why would we want a system as complicated as SharePoint? TECS is mission critical to our company, and the decisions surrounding it are given the greatest importance. So why SharePoint for TECS Online? That's what the presentation was about. The reasons for our selection / decision are probably similar to many other businesses, which is why it may be helpful for you or others to know this particular example. Some short answers to 'why' are: SharePoint does so much more than what we currently use it for, so there are other functionalities we may take advantage of without purchasing additional software/platforms/systems/licenses - we can continue to grow or advance the technology in our company without additional expense. SharePoint is a Microsoft technology that will continue to be developed at their expense. Proprietary systems would be developed at additional expense to us, but we know Microsoft will continue investing their own funds to improve SharePoint. We already have the licensing in place, and have SA - software assurance for SharePoint. That means we are able to upgrade to the newer version included in the costs we are already paying. The upgrade will be from SharePoint 2010 --> 2013. We had great questions from the audience, and I appreciate the open forum discussion and opportunity to share at Microsoft. Email, tweet or text me for more information. I hope you find this helpful.
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MELANIE NELSON, FAIRLIGHT CONSULTING
Making a Business Case for SharePoint
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Agenda 1. Introduction
2. Business Case Study
3. New Solution
4. Selected Solution
5. Questions
6. Close and Thank You
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Introduction
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Please take a moment to appreciate the sponsors that enable the SharePoint Saturday Community to gather, share knowledge, enjoy lunch, networking and SharePint together.
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Sponsors
PLATINUM
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About MeTexan & I love it
HistoryHobbies
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Speaking from two positions / viewpoints
As a consultant: @FairlightConslt214.507.0053Melanie@FairlightConsulting.comwww.LinkedIn.com/in/MelanieFNelson
As an employee: Tait Environmental ServicesBusiness Development & Technology Solutions Manager214.531.9377 [email protected]
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Welcome!The SharePoint & TechFest Communities have given me so much – I want to give back.
Today I’ll share the Business Case behind selecting SharePoint as a solution for our Environmental Compliance System.
Reason for Presentation Sharing my experience – business case study Prompt discussion and brainstorming of solutions for your needs
Audience Business user Level
Business of SharePoint, not technical
Created for Consultants SharePoint users Business Decision Makers
What’s it worth? That depends…
Making a Business Case for SharePointSharePoint Saturday| Nov-2-2013 | Dallas, TX
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Business Case Study
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Getting to know the Audience
What Systems did you use prior to SharePoint?• Still in use or deprecated?
What systems have you integrated with SharePoint?• Reason – costs, training, SP doesn’t do
What systems do you wish were integrated with SharePoint?• Do you have plans to integrate them?
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Tait & Associates
Civil Engineering
Architecture
Construction
Fuel System Design
Not using SharePoint Aware of, interested in but
Lack of training Limited access (CALs/licensing)
Interesting Yammer Adoption Yammer limited test group
Forwarded invitations Seeing new names
Tait Environmental Services
Focused on Environmental Services
Boots on the ground
Management Oversight
Environmental Consulting
Using SharePoint Forms and workflows solution for
technicians in the field to submit in real time
Metadata - Reporting for Clients Exporting data for clients
Challenge (quite generic) Additional training needed
Not as easy as Microsoft Word
Meet TAITTwo Companies – complementary services
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ADiverse Company
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Environmental Compliance System
What we do
What we use
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TAIT’s Story
Environmental Compliance
System
Needs to be met:
How complicated is it?
Mission Critical System - Why in SharePoint?
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History of TECS Online
TECS 1.0
TECS 2.0
TECS 3.0
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TECS 1.0
Proprietary System
Positives & Negatives
What happened?
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TECS 2.0
SharePoint
Expectations v. Reality
Set up for Success?
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TECS 3.0
Change is needed
User Adoption
Internal access, training
Let’s consider what we need (what TAIT needs)
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How Complicated is it?
Workflow Ex. - Testing
Communicating w Server Ex. - Certification
Verification
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New Solution
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TECS 3.0 Process
Identification - Something needs to be done
Buy In Funding Approval
RFP Process – what will we do now?
Let’s consider what we need (what TAIT needs)
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Industry Changes
Changes to Regulations
TAIT history – from CA
Opportunity
New Requirements
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Need for TECS 3.0
Internal Development Capabilities
Usability Users
Forms
Workflows
Permissions
Client Portals
Ease of Use, familiar look and feel throughout, design to make UX more intuitive
Knowledge Net for users to access (help feature)
Knowledge Transfer for continued development internally
Single Sign On
Internal – Managers
Internal – Technicians
External – Clients
External – SubContractors
“We just need the db and form capabilities”
“I’ll do as much work as possible so you don’t
have to.”“Stretch to give external
formsAccess”
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Mandatory Requirements
Electronic Forms
Workflow
Access to Documents – Internal & External
Data for Reporting
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Mission Critical System - Why in SharePoint
Could it be done in other systems? Which ones?
(Shout it out)
What is different about SharePoint than the others?
It’s one thing to meet needs…
Why a system as complicated as SharePoint?
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Select a Solution The Decision!
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Definition from Wikipedia for RFP
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Current
Using Internally
Filling forms
Approval work flows
Collecting metadata
Reporting Functions
Process Flows well established System was working as designed
Low User Adoption Speed slowed as data increased No personalization Dependent on consultant to update
system
RFP to
Enhance Performance
Structure to allow External Users
Same functionality and purpose as earlier versions, adding external user functionality
Needs Architecture for scalability Speed Better Search
Considering Alternative form solutions
Additional Alternative devices for capture
Scenario: SP2010 Enhanced SP2013 Environmental Compliance Database
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Key Stakeholders’ Viewpoints
CFO
Ready to PayROI DrivenHas bigger picture plans for future development
Execs on Same Page
Understand the NeedProcess Driven, needs for every day scenarios Know the businessBuilt previous versionsUnderstand needs of external and internal users
Frustrated Influencer
Cost ConsciousUnderstands need, does not see value of investing more money into SharePoint
Experience with versions 1 & 2 not quite meeting expectations
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This SP2010 -> SP2013 RFP Status Update
Management approved RFP sent out, more detailed information sent to consultants in a Q&A email format
Communication with management RFP for full Project – little engagement until Selection meeting Extra time and active listening resulted in multiple communication
breakthroughs with the frustrated influencer RFP for full Project Discovery 1st
On-going communication with consultants Some dropped out of process due to needing full discovery or more
time Narrowed to finalists through Proposal comparisons Decision to pay for Discovery period first, Proposals
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Introduction Business Case Study
New Solution Selecting the SolutionThank you Audience
Thank You Sponsors Stop by the Booths
Thank the Speakers Stay in touch with them to learn more, through Twitter, Blogs, etc.
Nice to meet you Contact me with any questions
Tait Environmental Services Needs & Previous Systems
Needs have not changed, tech & clients have
Want to be industry leader Environmental Clients’ requirements
Not too specific Integrating with internal systems
Considering Needs
There are many solutions for forms and workflows
Why choose SharePoint? OOTB features we can take advantage of (v. Intralinks)
Business Solutions Which is actually bullet level six
Going with SharePoint 2013
Decision to stay with SP
Already have SA so no additional charge Familiar with Microsoft products (less training)
Microsoft will continue to develop SP Including knowledge transfer in this project cost
Recap
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Question & Answer Time
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5 @FairlightConslt
[email protected]/in/MelanieFNelson
Business Development & Technology Solutions ManagerTait Environmental [email protected]@taitenvupdates
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Close Thank you
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[email protected]/in/MelanieFNelson
Business Development & Technology Solutions ManagerTait Environmental [email protected]@taitenvupdates
