SharePoint success in the business: implementation implementation implementation Ellen van Aken September 25, 2012

Agenda Implementation Approach Examples Learnings Q&A 2

IMPLEMENTATION 3

Implementation 1: System System installed and working Measurable: + Stimulating usage: - 4

Implementation 2: Communication The intranet is here This is how we will use it in the organization This is how you do things Measurable: + Stimulating usage: +/- 5

And then......What else do you do? 6

Implementation 3: Embedding in the business Employees use their intranet in their daily work and processes to help them – save time – save effort – save money! Measurable: +/- Stimulating usage: + 7

EMBEDDING APPROACH 8

Do you recognize this? SharePoint-intranet implemented There was an urgent need for solutions Most users understood document sharing, but not all other functionalities Business: SharePoint: We need workflow, data collection, process facilitation, communication, collaboration and publishing tools Has workflow, data collection, process facilitation, communication, collaboration and publishing tools 9

Bridging the gap Help the business with using SharePoint Configuration: central team/person Maintenance: business process owner Configuration, no code Consistent project approach Business-case based (priority and revenue) Focus on simple business processes and sites with high importance/visibility Pro-active (promotion, roadshows etc.) and reactive 10

Consistent Project Approach 1.Intake + business case (for priority and revenue) – Savings in time/paper/IT/travel/others (=> ) – Scope and focus – Implementation time/complexity – Re-usability 2.Proof of concept 3.Development, testing, rework 4.Introduction and maintenance – Training Site/Process Owner – Supporting Site Owner with introduction to end users – Non-standard maintenance by central team 11

Why a Central Team/Person? Process owner can focus on process, rather than spend time on learning how to configure a Team Site Central team/person – collects knowledge about the business and about SharePoint – thinks about long-term maintenance, upgrades, scaling, usability etc. – creates consistency in solutions – can distribute examples across the organization 12

EXAMPLESES 13

1. Product Recall In case of product recall a pre-configured SharePoint external Team Site can be created from template Easy to use, also for inexperienced and/or external users Archiveable Reduces stress due to: – clear instructions – standard content and process – central storage of data and logs 14

Wireframe 15

2. Logistics complaints Central registration and management of customer logistics problems in SharePoint Issue Tracking List Saves time and money due to: – moving from 8 legacy systems to 1 standard process for all businesses – resulting database allows improvement of processes to reduce recurring problems – assigning responsibilities (producer/transporter/customer) reduces costs of compensation – good preparation for SAP Great spinoff to other processes/businesses 16

3. Project Status update Global standardization project involving central and local subprojects Subprojects collected in SharePoint Custom List Saves time and errors due to: – all project statuses are collected in in a standard way – no overwriting or check-out issues with shared Excel files – datasheet views facilitate mental transition from Excel – generated revenues are calculated by SharePoint – transparancy means less reporting 17

4. Facebook for Field Team Sales Internal Facebook Wall to share information about products, promotions, competitors and supermarkets 1 SharePoint Announcements List in Team Site replaced s Saves time and complexity due to: – 1 Announcement list eliminates 500 daily s between 20 sales force and 5 back office. – 1 Alert (daily summary) replaces 20 s – Automatic archiving saves extra time Succesful without mobile/social intranet! 18

LEARNINGS 19

This is not rocket science – knowledge of business processes – interest in solving puzzles – fluency in SharePoint are sufficient to streamline business processes that – help your organization to be more efficient – help your organization become familiar with SharePoint – save time, effort and money 20

Opportunities are everywhere Global projects needing local input Temporary pre-SAP solutions Data collection and reporting via distributing/chasing/aggregating Excel sheets Requests with incomplete data coming from multiple channels Business experiments Overwriting data in online Excel sheets, or issues with check- in and check-out Recurring projects: innovation, recalls, year plans Legacy applications 21

The business is the bottleneck Configuring a site is easy but... The business has to do most of the work! – defining current and desired processes – envisaging a solution in SharePoint – reviewing and testing – thinking about maintenance and future changes – doing their regular job 22

The rule SharePoint can generally provide > 80% of desired functionality. For someone who really wants something, or who really has a problem, 80% will be sufficient. For someone who does not want to change, 120% is not enough. 23

No pain, no SharePoint gain Adoption is easier if your business is suffering: No budget for dedicated systems Many projects to reduce costs/increase efficiency Doing the same work with less employees/less budget Problems with important processes 24

SP 2003 = SP 2013 (for business people) For SharePoint people For business people 25

QUESTIONS? 26

Thank you! For more information: 27 nl.linkedin.com/in/ellenvanaken

Picture acknowledgments PicturePageImage courtesy of 5Stockimages / FreeDigitalPhotos.net 7Dinny/Stock.xchng 31Imagerymajestic / FreeDigitalPhotos.net 33Dream designs / FreeDigitalPhotos.net 34Master isolated images / FreeDigitalPhotos.net 28