SharePoint Maturity Model Bill Gaylor Microsoft Practice Director

Agenda Introductions What is a Maturity Model Why a Maturity Model SharePoint Maturity Model Overview How the Government Framework Helps Questions and Answers

What is a Maturity Model Help Organizations take advantage of Office 365’s capabilities Help Organizations develop a strategic roadmap Help measure and track progress over time Drive business value by focusing on capabilities that solve immediate needs Helps organizations make smarter decisions about what features or capabilities can be implemented Set Up Maturity Model 1980s - Started in the Federal Govt as a method for evaluating how vendor projects were progressing 1990s - Later was adapted to assessing organizational effectiveness 2010 – adapted for SharePoint – mainly because many implementations were going poorly. AIM indicates that 78% of SharePoint implementations either fail or stall Why? Poor use adoption? Why? Lack of having a roadmap and plan and involving users in that process Maturity Model helps by identifying where an organization is at and where they want to be, then create a plan for getting there. Where do we begin What app do we begin with? How do we take the first “Right” step

Office 365 Roadmap There are so many capabilities being delivered to customers through their Office 365 subscriptions This is really unprecedented with the amount of technology that organizations will have access to and in many cases organizations who would never have been able to afford it otherwise With all of these capabilities – how can IT keep up with it while helping the organization take advantage of them? Here is an idea of what has been rolled out to date and what is coming. This is taken from the roadmap dashboard Of course the 1 item cancelled was probably the <click> Easy Button

Why a Maturity Model Helps organizations gradually, at their own pace, implement capabilities that are focused on driving better business outcomes It’s a process for helping organizations grow through a better understanding of the steps necessary to achieve business goals It helps organizations take a Crawl Walk Run approach With all of the new features and capabilities, organizations need help, beyond just training, on how to best take advantage of them. We have found a systematic approach helps with the learning experience by identifying an business need, mapping that business need to a set of capabilities and implementing that set of capabilities. Once the capability has been implemented, review the success or issues and make adjustments. This process of taking a slow and grow approach helps organizations become familiar with SharePoint and Office 365. Over time, an organizations can excelerate their growth and begin to focus on the business problems they wish to solve and not on the technology.

SharePoint Online Overview

What is SharePoint Online? Publishing Collaboration Social Insights Business Processing It is a web-based collaboration platform It provides storage for documents and information It integrates with Office and other systems It is highly configurable for most business processes It works with any browser on any device SPO Overview Publishing – 1:many content sharing – HR PTO Policy or IT workstation usage policy Collaboration – secured many:1 document editing. Payroll spreadsheet managed by Finance or Asset Library managed by IT Social – messaging and communicating via social channels thoughts and ideas about documents or information. Insights – analytics about environment usage or use the BI engine for displaying dashboards or visualizations Business Processing – Forms and workflows to streamline how work gets done. Could as simple as content approval or as a complex as a licensing solution This is not all of the capabilities of SharePoint Online or Office 365. There are other capabilities such as Security and Governance, document retention and records management, mobile data management, communications and the list goes on. So you can understand why it’s difficult to keep up with these changes and ensuring the implementation of these capabilities are done correctly.

Maturity Model Overview

SharePoint Maturity Model Benefits Capabilities Optimized Processes not encumbered by technology but rather enhanced by technology. Focus is on the Business and not on IT Defined Processes defined and followed. Organizations wide information sharing Following Well Defined Processes Managed Group level sharing and collaboration. Processes starting to be repeated Sharing and Collaborating Basic Ad-hoc and somewhat chaotic processes. Individual usage with limited sharing Single Source of Truth The Idea of the Maturity Model is that over time as capabilities are systematically implemented, benefits to the organization go up. Basic Level : Most organizations start somewhere around the Basic level. This is where most processes are ad-hoc or its individuals doing heroic things. Managed Level: At some point processes will start to be repeated. This repetition creates patterns that can be captured and documented and shared with other in the organization. Defined: Once cross organization sharing begins then processes can be defined and automated or codified in order to streamline Optimized: At this level organization’s are tied to IT or technology. Businesses make decision based on how they

SharePoint Maturity Model Benefits Capabilities SharePoint Level Publishing Collaboration Social Insights Business Processing Optimized Personalized content publishing External G2B document collaboration Outward bound social engagement Business driven analytics and visualizations Automated business processing and workflows Defined Metadata driven content publishing Records and retention management Inward facing social engagement Cross organization data reporting List driven forms and workflow processing Managed Cross organization information Document management and collaboration Information commenting and messaging SharePoint List driven data reporting Document and content approval Basic Document and basic information sharing Document co-authoring Email and document commenting Excel data charting and reporting Business document storage Here is how each level of the maturity model is used across the SharePoint capabilities. The capabilities may vary depending on an organizational need AND not all capabilities need to be implemented in order for someone to progress from one level to the next. Many times an organization may be at a Defined level for Collaboration but Basic for Insights. Not all organizations will move from one level to the next for each capability at the same time.

SharePoint Framework

Four Basic Premises People want to share information People want to keep some things secure People want to collaborate with external groups People don’t want to hunt for information Sharing information – HR may want to share PTO policy information or IT desktop usage policies Not sharing information - HR may have payroll or review information that needs to stay private or a business unit may have specialized business critical data that is private External sharing – a business unit may need to collaborate on content with an external vendor or partner or IT may work together on projects with contractors outside of the organization Single pane of glass – people don’t like looking for content or information. O365 provides a number of apps that provide a different view of the same information. It is confusing. The framework provide a single pane of glass approach to helping drive productivity.

Single Pane of Glass The two biggest challenges we hear is, 1) where is the site you shared with me and 2) I can’t find the information I was working on. By providing a single point of entry for Office 365 documents and information, the Government Framework gives users a single pane of glass for all organization content, whether it is document that were shared or being worked on by a team, or organizational information being communicated >>>>

User Centric Benefits Easily find your work Quick and easy communication Increased employee participation Tailored to the audience Simple and intuitive navigation Modeled for consistency Organized for how people work Optimized Government search Many of the benefits are focused on the end user. If an end user can’t find a document or information or easily use the system then user adoption will wane and eventually users will go back to their old habits of emailing attachments or saving documents locally. Poor user adoption is the #1 reason systems fail.

SharePoint Framework Benefits Capabilities SharePoint Level Publishing Collaboration Social Insights Business Processing Optimized Personalized content publishing External G2B document collaboration Outward bound social engagement Business driven analytics and visualizations Automated business processing and workflows Defined Metadata driven content publishing Records and retention management Inward facing social engagement Cross organization data reporting List driven forms and workflow processing Managed Cross organization information Document management and collaboration Information commenting and messaging SharePoint List driven data reporting Document and content approval Basic Document and basic information sharing Document co-authoring Email and document commenting Excel data charting and reporting Business document storage

Summary

Summary Office 365 provides access to technology that in the past has been unavailable or financially out of reach Office 365 is complicated and most organizations need help with how to get started The Maturity Model provides a roadmap to help move organizations forward The Government Framework kick starts that forward progress

Questions?

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