Oh, Grow up – A look at SharePoint and Maturity

Agenda

• About me and EOH, SharePointKonsult• What's the big deal about Maturity?• Maturity models that makes this easy• How they work• Some sample that explains the model• Some sample benchmarking data• You leaving this room saying …

“Wow, we better do a maturity assessment right away”

About me

• Nadir Kamdar– That SharePoint Project Manager from Cape Town– Twitter : #nadirkamdar– Blog : nadirkamdar.blogspot.com– Looking after SharePoint Projects since 2007

EOH At A Glance

• Leader in technology and business solutions• Largest implementer of enterprise solutions• End-to-end offerings• Strong black empowerment profile• Operates in South Africa, Africa and UK• Listed on JSE since 1998• Over 3 700 people• 40% annual compound growth• R3 billion market capitalisation• 2 500 customers• Has a brand called

Quick Quiz

• Are you using SharePoint?• How long have you been using SharePoint?• Is your SharePoint solution well deployed?• Is your SharePoint solution well used?• Do you know how to improve your SharePoint

solution?• How does your SP deployment compare to

others?

The blind men and the elephant

• A poem by John Godgrey Saxe• http://www.youtube.com/watch?v=bJVBQefNXIw

Thank you Mark Miller

SharePoint is “the elephant”

• Talking about SharePoint is like the blind men describing the elephant

• Different people (Developers, IT Pros, End Users) examine SharePoint from different angles, with a different perspective and for different reasons

• Conducting a Maturity Assessment is like examining the ENTIRE elephant

So what is a maturity assessment?

• It’s a gap analysis– It’s about identify a list of key areas and determine a

way to rate the– You determine your current rating– And your desired rating– It helps you build a strategy to move from your current

rating to your desired rating

So, why a maturity assessment?

• It provides a holistic view to a implementation (SharePoint or otherwise) and to bring standardisation to the conversation around functionality, best practices and improvements

• It brings together diverse stakeholders and provides a vehicle to … – articulate needs– reveal deficiencies– Identify priorities

• It helps develop a strategic roadmap

Say that again, but in English!

• It’s a way to provide a measurable report on your [SharePoint] implementation, because … – If you can’t measure it, you can’t understand it.– If you can’t understand it, you can’t control it.– If you can’t control it, you can’t improve it.

-James HarringtonThe Improvement Process

Where do I begin?

We need a Capability Maturity Model

• Capability Maturity Model (CMM)– Developed to objectively assess business

processes since1989– Foundation for most maturity models used

today– CMM involves the following aspects

• Key areas of assessment• Each area is divided into competencies• Measured by 5 levels to maturity

5 Levels of Maturity

Ad Hoc / Chaotic

Repeatable

Defined

Managed

Optimised

Undocumented processes or processes that change frequently. Processes at this level are entirely reactive.

Some processes may provide consistent results. While execution of the processes are disciplined and repeatable, the processes themselves are still somewhat reactive.

Processes are documented, proactive, and predictable. Standard enterprise processes exist and are leveraged

The managed level features processes that are monitored, controlled, and adaptable.

Optimized, focuses on continual process improvement.

Capability Maturity Model Approach

Determine Key Areas of

assessment

Determine Capabilities for

each area

Determine characteristics for each level

Determine Current Level

Determine Desired Level

Determine gaps/goals and plan approach

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Future

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Repeatable

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Pros and Cons with CMM

• Pros– Best Practice Approach– Designed specifically for your organisation

• Cons– Time consuming and most difficult to deploy– No benchmarking

Is there a model more focused to my needs

Enterprise Content Management Maturity Model (ECM3)

• Based on the Capability Maturity Model• Strong focus on

– Human– Information and – Systems aspects of ECM

• Well Documented • Open Source / Free

ECM3 Matrix

Current Maturity

Desired Maturity

Goal

Pros and Cons with ECM3

• Pros– Not technology bias – Analysis of your entire ECM strategy– Faster than CMM– Free– Flexible

• Cons– No benchmarking– May not be focus on your corporate needs

Is there a model more focused to my needs

SharePoint Maturity Model (SPMM)

• Published in November 2010 by Sadalit Van Buren (@Sadalit #SPMaturity)

• Based on Capability Maturity Model, and more focused on SharePoint

• Contains 3 Key Areas with 11 competencies• Well documented• Licenced for free usage if you submit your data

for benchmarking (otherwise, $200)• Created for SP Intranets, not for …

– Public Sites– branding/visual design– SharePoint online

SP Maturity Key areas and competencies

This presentation will focus on this area only

Key area 1 – Core Concept

Anything above this point will require development or customisation

Mat

urat

ion

Well Documented - Publication

Publication – 100 Example

Default SharePoint Navigation

No Taxonomy planning

No Checks on Content

Poor use of SP Lists

OOB templates and layouts only

Nothing personalised

Publication – 450 Example

Content is monitored and

maintained

Content is targeted to

specific group

Governance is applied

Custom Metadata is

applied

Approval process is

applied

Standardised templates and

theme across site

Collaboration – 100 Example

OOB Team site without

structure

No process for requesting new sites

Not using Document libraries collaboration features like version

control and check-in/check-out

No using discussion

threads, wikis, blogs

No consistent collaboration

template is applied across organisation

Collaboration – 400 Example

Collaboration occurs outside

firewall

Consistent collaboration

template is applied with governance

Use of discussion threads, wikis,

blogs

Use of version control and check-

in/check out features

Automated process for

provisioning and archiving sites

Business Process – 100 Example

OOB Workflow

No consistency

Process not defined

Business Process – 500 Example

Custom SP Designer workflows

Dynamic workflows based

on metadata

Workflow scope scans

department sites

Audit trails is available

Mobile functionality is

supported

Power user can edit workflows to adapt

to changing business needs

Search – 100 Example

OOB Search on query, results and scopes

No additional iFilters exist

No custom scopes

Not leveraging off meta data and content types

No use of best bets

Search – 500 Example

Users tag content to

improve search

Content types and meta data is used

to improve experience

Search results are analysed and best

bets are implemented

Custom search scopes

are used

Self Evaluation Matrix

Current Maturity

Desired Maturity

Goa

l

Goa

l

Goa

l

Benchmarking – by # users

Benchmarking – by years of SP use

Pros and Cons with SPMM

• Pros– Benchmarking is available– SharePoint focused– Easy to use, well documented

• Cons– Not very flexible– Covers a specific range of SharePoint

deployments (not public sites and SP online)– License conditions apply

Building Strategy

• Typically, Maturity Assessment guides you 60% of the way

• Still need to look at …– Governance– Critical business process– Legal/compliance– Policies and procedures– Workshops

• Use information to build a Business Case

Conclusion

• Maturity is important and is often overlooked• Better maturity = better ROI on SharePoint• Use the maturity assessment to roadmap your

approach• This will take time and money, plan and prioritise• Don’t follow model blindly, adjust where needed

Reference

• SharePoint 2010 at work– (O’Reilly, by Mark Miller Founder and Editor of EndUserSharePoint.com)

• SharePoint for ECM Training– http://www.aiim.org/Training/SharePoint-Course

• “The blind men and the elephant” video– http://www.youtube.com/watch?v=bJVBQefNXIw

• Capability Maturity Model– http://en.wikipedia.org/wiki/Capability_Maturity_Model

• ECM Maturity Model (ECM3)– http://ecm3.org

• SharePoint Maturity– http://www.sharepointmaturity.com

Thank You

Nadir KamdarThat SP PM from CTTwitter : #nadirkamdarhttp://nadirkamdar.blogspot.com