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Monitoring and Measuring SharePoint to Guarantee Your ROI
Christian Buckley, Beezy
Christian BuckleyChief Marketing Officer
www.buckleyplanet.com@buckleyplanet
ITUnity.com/go/CollabTalk
Beezy is the premier enterprise collaboration solution for Microsoft Office 365 and SharePoint, extending the feature set and improving the user experience for on-premises, cloud, and hybrid deployments. We are on a mission to transform the way people work, and to help employees be more connected, innovative, and happy. Learn more at www.beezy.net or @FollowBeezy on Twitter.
How many are actively monitoring and measuring usage analytics of SharePoint and/or Office 365 today?
How many here are using the telemetry capability available from Microsoft to improve your own platform and systems?
How many think you have a good idea of the ROI of your existing tools and systems, including SharePoint and/or Office 365?
What are we talking about today?Usage analyticsTelemetryReturn on investment
Why measure?
You cannot manage by metrics alone
Measuring ROI is broad What are you measuring? What then needs to be monitored? You can look at usage metrics, but is that truly the right
measurement of your ROI?
SharePoint 2013 and Office 365 Analytics
Out-of-the-box Metrics
Reports are generated in Excel
Benefits of tracking usage Prove out basic adoption of new sites Help identify shortfalls in the design Indicate how searches are being used Whether search is effective, where it should be
optimized Track basic historical patterns in usage, such as the
number of views and unique users Simple usage trends, determine times of high and low
activity
OOTB Usage ReportsReport Type Description
UsageThis report shows historical usage information about the site collection, such as the number of views and unique users. Use this report to identify usage trends and to determine times of high and low activity.
Number of Queries This report shows the number of search queries performed. Use this report to identify search query volume trends and to determine times of high and low search activity.
OOTB Search ReportsReport Type DescriptionTop Queries by Day Use this report to understand what types of information visitors are seeking per day.
Top Queries by Month Same as above, but by month.
Abandoned Queries by DayPopular search queries that received low click-through per day. Use it to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query’s results.
Abandoned Queries by Month Same as above, but by month.
No Result Queries by Day Popular search queries that returned no results. Use to identify search queries that might create user dissatisfaction and to improve the discoverability of content using query rules to improve results.
No Result Queries by Month Same as above, but by month.
Query Rule Usage by Day Shows how often query rules fire, how many dictionary terms they use, and how often users click their promoted results. Use it to see how useful your query rules and promoted results are to users per day.
Query Rule Usage by Month Same as above, but by month.
Advantages of OOTB Analytics engine finds relevant information based on clicks,
views, etc. Indicators and usage data based on number of views and unique
visitors Better visibility over your content consumption – what is being
viewed and where within your environment Engine extensible for 3rd party partners, with many partners
providing some additional value add to OOTB
Other options: Google Analytics Add the Google Analytics
code snippet without modifying the underlying master pages or any other file delivered from Microsoft.
Other options: WebTrends Where Google is free,
WebTrends can be a bit pricey – but it is one of the most comprehensive toolsets out there.
DemoCurrent O365 Analytics
New Office 365 reporting dashboards With both the in-product
Office 365 usage reports and the Office 365 content pack for Power BI, you will have more tools at your disposal to monitor how your users are using the service and how you can maximize the ROI.
New Office 365 reporting dashboards
The Office 365 content pack (in preview) enables you to use the powerful reporting and analytics capabilities of Power BI to analyze and create interactive dashboards.
http://bit.ly/1NGR78P
What is Telemetry?
Telemetry+analytics Office Telemetry is a compatibility monitoring framework Replaces the Office 2010 compatibility tools Office
Migration Planning Manager (OMPM), Office Code Compatibility Inspector (OCCI), and Office Environment Assessment Tool (OEAT)
Simply put, monitors and tracks exceptions within your platform
Pushes exception data to an log in real-time Accurate data around what people are doing, steps they
take to complete work activities
How Microsoft uses telemetry and analytics to improve the platform When a document or solution is loaded, used, closed, or raises an
error, the application adds a record about the event to a local data store.
Each record includes a description of the problem and a link to more information.
Inventory and usage data is tracked. Data analysts review results, help the product team identify
impact of problems founds, value of options to resolve The product team is better able to assess where to invest time
and resources based on actual customer activity
What is Office Telemetry Dashboard?
Excel-based solution designed for IT Pros to view metrics
‒How frequently end users open specific Office documents‒Issues that end users experience‒Detailed information about their deployments, hardware, and
documents Aggregated telemetry data is collected from end user
PCs
How can I apply this? Step 1-Collect data: Start with collecting
actual document and solution usage and metadata from end users.
Step 2-Analyze data: Identify the business-critical documents and add-ins that need to be ready on the first day of your deployment.
Step 3-Start a pilot deployment, focusing on the most critical solutions: Focus on testing documents and add-ins that are necessary to run the business. Proactively monitor how the business-critical documents and add-ins are behaving when they are tested. Quickly figure out resolutions to issues.
Step 4-Deploy and continue monitoring your solutions: Deploy the new solutions, and look for cases of errors or poor performance to be addressed.
Why you might extend your own telemetry and analytics capabilities Focus your innovation on where you’ll drive the most
benefit REALITY: It’s really powerful, but difficult Pilot first, rinse, repeat Focus on very specific metrics, expand from there Focus on a key workload – like reducing product delivery
time‒Map out the key business activities‒Identify measurable activities‒Create a baseline measurement‒Pilot the activity first ‒Monitor and iterate
Measuring ROI
You cannot manage by spreadsheet.
Data should be used to inform, supplement, understand,
validate.
Case study of Office 365’s ROI A Forrester Consulting study, which was commissioned by
Microsoft, analyzed the total economic impact of Office 365 on mid-size businesses http://bit.ly/1r0uVx1
They interviewed 7 mid-sized businesses and created a composite midsize organization based on the experience of these organizations. The composite organization had 150 employees, with some mobile workers, others at corporate headquarters and another group in global branch offices
They found that Office 365 delivers an ROI of 321% with a payback period of 2 months for the composite organization
Case study of Office 365’s ROI Knowledge worker productivity Mobile worker incremental productivity Eliminated hardware Eliminated third-party software Web conferencing savings Substituted Microsoft licenses Avoided on-premises planning and implementation labor Reduced IT support effort Reduced travel costs and corresponding CO2 emissions
Case study of Office 365’s ROIMeasurement ROI Knowledge worker productivity $657,000 across all employees in the organizationMobile worker incremental productivity
$168,750 over three years
Eliminated hardware Savings of $64,000 over three yearsEliminated third-party software Savings of $10,000 over three yearsWeb conferencing savings Savings of $125,000 in the initial period of the
studySubstituted Microsoft licenses Savings of $35,000 in internal labor and
professional services costsAvoided on-premises planning and implementation labor
Savings of $25,000 over the life of the study
Reduced IT support effort Savings of $206,350 over three yearsReduced travel costs and corresponding CO2 emissions
Savings of $260,625 over the life of the study, reduction of 47,000 kg of CO2 emissions from air travel
Case study of Office 365’s ROI Of all the benefits Office 365 delivers, the primary
reason the interviewed companies cited for implementing the service was reducing their total cost of ownership (TCO) for productivity and collaboration tools.
Says one study participant: “The cost savings that we see from a cloud-based solution are reason enough to choose Office 365. It saves the company money and allows our IT staff to work on business problems that add more value to the company.”
Resources SharePoint 2013: How to Choose Between Web Analytics and Google Analytics, TechNet http://
bit.ly/1KmbkR1 Overview of analytics processing in SharePoint Server 2013, TechNet http://bit.ly/1NPAOG1 Google Analytics SharePoint 2013 / Office 365, Codeplex http://bit.ly/1JEusre View and configure usage analytics reports in SharePoint Server 2013, TechNet Blogs http://bit.ly/1b4Jq5p New Analytics in SharePoint 2013, Sharegate Blog http://bit.ly/1PFibTr What’s new in Office 365 administration from Microsoft Ignite, Office Blog http://bit.ly/1NGR78P Integrating the Google Analytics API in SharePoint in order to enable users to review analytics data directly,
Tobias Zimmergren http://bit.ly/1MVwHY7 Real Time SharePoint Analytics in 5 Minutes or Less, Summit 7 Systems http://bit.ly/1KVgePi Overview of Office Telemetry, TechNet http://bit.ly/1UeNTh2 Introducing Office Telemetry in the new Office, TechNet Blog http://bit.ly/1JtVmk5 Using Office Telemetry Dashboard to see how well your Office solutions perform in Office 2013, TechNet Blog
http://bit.ly/1JtVno9 What Does Unstructured Information Really Cost Organizations? Barclay Blair http://bit.ly/1hPagc3 Top 10 Reasons for Enterprises to Choose Microsoft Office 365, FMT Consultants http://bit.ly/1JEMLIy
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