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Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily Erin Glenn, SharePoint Administrator Goodwill Industries.

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Presentation on theme: "Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily Erin Glenn, SharePoint Administrator Goodwill Industries."— Presentation transcript:

1 Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily Erin Glenn, SharePoint Administrator Goodwill Industries serving Central Virginia and Hampton Roads

2 About Me

3 Agenda Pain Points Current State Analysis Approach Timeline Go-Live Lessons Learned 3

4 Have You Heard This Before? Search Navigation Poor Naming Conventions Stale Content 4 I Can’t Find Anything!

5 Current State Analysis Getting leadership to understand… Intranet vs. Team/Collaboration Sites SharePoint Maturity 5

6 Definitions For publishing information to all employees Policies Forms Department Contacts FAQs Read-only (except content managers) Goodwill branded For collaboration amongst groups Intra-Departmental (Ex: IT administrative content-procedures) Project Teams (Ex: New Store Opening) Working Teams (Ex: Communications Team) Custom security for each Standard SharePoint UI (no branding ) IntranetTeam Sites 6 “Public Sites”“Private Sites”

7 SharePoint Maturity Competencies AreaDescription PublicationPresentation of content in SharePoint for consumption by a varied audience of authenticated users. Areas of focus include navigation, presentation of content (static vs. personalized), content organization and storage, customizations to the template, and approvals and workflow. CollaborationMultiple individuals working jointly within SharePoint. Areas of focus include provisioning & de-provisioning, templates, organization (finding a site), archiving, using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt, discussion thread, surveys, workflow). Business ProcessLinked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security / roles, reporting, tracking / auditing. SearchThe ability to query indexed content and return results that are ranked in order of relevance to the search query. Areas of focus include scopes, display of results, optimization, integration and connectors, and performance. Core Competencies Source: https://www.nothingbutsharepoint.com/sites/eusp/Documents/SharepointMaturityModel2.pdf 7

8 SharePoint Maturity Competencies AreaDescription People & Communities The human capital of the organization as represented in SharePoint by profiles, MySites, and community spaces (the virtual spaces that support particular areas of interest that may span or fall outside the organizational structure). Composites & Applications Custom solutions specific to the needs of the business (traditionally served by paper forms, Excel spreadsheets and/or Access databases) which may be accomplished by multiple technologies working together. IntegrationLine of business data and/or content from a separate CMS integrated with the system, allowing users to self-serve in a controlled yet flexible manner. Maturity proceeds through integration with single system, multiple systems, Data Warehouse, and external (partner/supplier or industry) data. InsightThe means of viewing business data in the system. Maturity proceeds through aggregation of views, drill-down and charting, actionability, and analytics and trending. Advanced Competencies 8

9 SharePoint Maturity Level Definitions SharePoint LevelDescription 500 Optimizing The particular area is functioning optimally and continuous improvement occurs based on defined and monitored metrics. 400 Predictable The particular area is centrally supported, standardized, and in use across the entire organization. Governance is defined and followed. 300 Defined The way the particular area is leveraged is defined and/or standardized, but not in use across the entire organization. 200 Managed The particular area is managed by a central group (often IT), but the focus and definition varies by functional area. 100 Initial The starting point of SharePoint use. Maturation 9

10 SharePoint Maturity Model Core Concepts LevelPublicationCollaborationBusiness ProcessSearch 500 Optimizing Content is personalized to the user. Content is shared across multiple functions and systems without duplication. Feedback mechanism on taxonomy is in place. Automated tagging may be present. Collaboration occurs outside the firewall – i.e. with external contributors. Automated processes exist for de-provisioning and archiving sites. Power users can edit existing workflows to adapt them to changing business needs. Users have visibility into process efficiency & can provide feedback into process improvements. Workflows incorporate external users. Users understand relationship of tagging to search results. Automated tagging may be used. High volumes can be handled. 400 Predictable Content is monitored, maintained, some is targeted to specific groups. Usage is analyzed. Digital assets are managed appropriately. If more than one doc mgmt system is present, governance is defined. Collaboration tools are used across the entire organization. is captured & leveraged. Work is promoted from WIP to Final which is leverageable. The majority of business processes are represented in the system and have audit trails. Mobile functionality is supported. Workflow scope is enterprise-level. Content types and custom properties are leveraged in Advanced Search. Results customized to specific needs, may be actionable. 300 Defined Site Columns/ Managed Metadata standardize the taxonomy. Page layouts & site templates are customized. Approval process is implemented. Collaboration efforts extend sporadically to discussion threads, wikis, blogs, and doc libs with versioning. Site templates are developed for specific needs. Workflows can recognize the user (i.e. knows “my manager”). Content types are leveraged. Workflow scope spans departments or sites. Search results are analyzed. Best bets and metadata properties are leveraged to aid the search experience. 200 Managed Custom metadata is applied to content. Templates standardized across sites. Lists used rather than static HTML. Multiple document mgmt systems may be present w/out governance around purpose. Mechanism is in place for new site requests. Collaboration efforts are collected in document libraries (links ed rather than documents). Business process is defined; some custom SP Designer workflows (or third-party tool) may be implemented. Workflow scope is at departmental level. Custom scopes and iFilters employed to aid the search experience. 100 Initial Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure is re- created from shared drives. Content that could be in lists is posted in Content Editor WP. Out of box site templates/layouts are used. Out of box collaboration sites set up as needed without structure or organization. No formal process exists for requesting a new site. Business process is loosely defined. Out of box workflows (approval, collect feedback) leveraged sporadically. A doc lib or list provides a central base of operations. Out of box functionality for query, results, and scopes; some additional content sources may be indexed. Maturation 10

11 SharePoint Maturity Model Advanced Concepts LevelPeople and Communities Composites and Applications IntegrationInsight 500 Optimizing Users can edit certain profile data that writes back to AD or HRIS. MySites template is customized. MySites may be allowed for external users. Forms connect with LOB data. New capabilities & requirements are surfaced & integrated into downstream capabilities. External data (partner/supplier or industry) is integrated with SP. Analytics and trending are employed. 400 Predictable Profile fields may integrate with LOB data. MySites are centralized (only one instance). Communities flourish under governance. InfoPath forms improve the user experience. Mobile functionality is supported. A data warehouse is integrated with SP. Items are actionable. 300 Defined Custom profile fields reflect company culture; photos are updated from central source. MySites rolled out to all users, supported, trained. Community spaces allow users to connect. Most forms are online; some involve automated workflows. Multiple systems are integrated.Views allow drill-down and charting. 200 Managed MySites rolled out to pilot groups or users. Out-of-box profiles implemented. Some spreadsheets are converted to SP lists; some paper forms are converted to SP list forms. Applications are opened up to a larger group of users. A single system is integrated with SP.Views are aggregated through customization. 100 Initial Basic profile data imported from AD or other source. MySites host not created. Excel spreadsheets, Access databases, paper forms are stored in SharePoint. Links to enterprise systems posted on SP site. Printed or exported business data is stored in doc libs. Existing views are used; data is brought together manually. Maturation 11

12 SharePoint Maturity Goodwill Evaluation PublicationCollaborationBusiness ProcessSearch People and Communities Composites and ApplicationsIntegrationInsight 500 Optimizing 400 Predictable 300 Defined 200 Managed 100 Initial 12

13 Current State - Content Mix of intranet and team site content throughout Multiple places for similar content Empty and old sites/content Usability/Findability Issues – Design for standard resolution – Use of text vs. SharePoint list – Search – Navigation – Flash Buttons 13

14 Current State - Configuration Databases Load Balancing Security Service Packs Backups SQL Maintenance Memory Services 14

15 Approach High-Level Build out Intranet and Enterprise Search Center Reorganize and cleanse Team Site content, including content databases Implement governance and training plans Phase 1 Separate Intranet & Team Site Content Deactivate wiki home pages Migrate content from documents to pages and lists Phase 2 Analyze & Rebuild Team Sites Fix existing InfoPath forms (design/UI; promote fields to columns; add/enhance workflows) Create new forms and workflows Phase 3 Forms & Workflows 15

16 Approach Phase 1: Separate Intranet/Team Site Content Intranet Engage focus group – Global navigation – Global content layout (contacts, FAQs, docs/forms) – Validate existing content – Provide new content Engage Marketing & Communications – Home page design – Communications strategy Engage site owners – Prioritize sites – Cleanse existing content – Communications strategy to site members/team 16

17 Estimated Timeline 17 Jul 2012 AugSepOctNovDec Jan 2013 Feb Ready for more! Modifications Complete to Existing Forms & Workflows Begin Meetings & Modifications to Existing Forms &Workflows Begin Analysis of Existing Forms & Workflows All Team Sites Been Redesigned Begin Meetings & Modifications with Site Owners Begin Analysis of Remaining Team Sites Reorg of Team Sites-Done Begin Team Site Reorg Begin Team Site Meetings Intranet Complete-Ready for Go Live Begin Intranet Construction Intranet Home Page and Layout Decisions Begin Meetings With Site Owners Meet with Focus Group Begin Discussions RE: Communications Plan Phase 1 Separate Intranet & Team Site Content Phase 1 Separate Intranet & Team Site Content Phase 2 Analyze & Rebuild Team Sites Phase 2 Analyze & Rebuild Team Sites Phase 3 Forms & Workflows Phase 3 Forms & Workflows

18 Actual Timeline Jul 2012 AugSepFebMar Content Manager Training Sessions Begin 2/14/13 Overview Sessions Begin 1/29/13 GO LIVE!!! 1/28/13 Go Live Weekend 1/25/13 Create Training Artifacts 1/2/13 All Site Content Due 12/31/12 2nd Navigation Card Sort 10/23/12 Begin Intranet Content Discussions with Site Owners and Content Managers 10/16/12 Navigation Card Sort 9/20/12 Begin Intranet Construction 8/5/12 Focus Group Kick Off 8/2/12 Intranet Home Page and Layout Decisions 7/22/12 Begin Discussions RE: Communications Plan 7/15/12 OctNovDec Jan 2013 Phase 1 Separate Intranet & Team Site Content Phase 1 Separate Intranet & Team Site Content

19 Go Live Occurred over an entire weekend Moved Team, Project and Private sites around to new site collections (used Axceler’s ControlPoint) Set GPO and DNS entries Copied remaining list items Re-created some workflows Set new incoming on specific libraries 19

20 SharePoint Maturity Where We Are Today PublicationCollaborationBusiness ProcessSearch People and Communities Composites and ApplicationsIntegrationInsight 500 Optimizing 400 Predictable 300 Defined 200 Managed 100 Initial 20

21 What Went Well? Database Backups Communications – Quick Reference Guides – “Where It Was/Where It Is” Matrix Overview Sessions – General – By Audience (Store Management and Departments) Required training for Content Managers All issues/questions routed via Help Desk 21

22 Lessons Learned Outlook list connections break Content creation took longer than expected (new content that did not exist) People don’t know their own content 22

23 The Ugly! The old GoodPoint 23

24 Home Page 24

25 Home Page – 1024x768 25

26 Company Information 26

27 Department Site 27

28 Stores 28

29 E-Library 29

30 Search Results – From Home 30

31 Search Results – From Department 31

32 Search Results – From Department 32

33 The Useful! The new GoodPoint! 33

34 Questions? 34

35 Want to know more? Need to catch me? – Following me on Twitter? Reading my blog? – Let’s connect… –


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