1. SharePoint Maturity Model
Bill Gaylor
Microsoft Practice Director

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

3. 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

4. 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

5. 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.

6. SharePoint Online Overview

7. 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.

8. Maturity Model Overview

9. 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

10. 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
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.

11. SharePoint Framework

12. 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.

13. 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 >>>>

14. 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 ing attachments or saving documents locally. Poor user adoption is the #1 reason systems fail.

17. 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
and document commenting
Excel data charting and reporting
Business document storage

18. Summary

19. 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

20. Questions?

21. Any form of reproduction, dissemination, copying, disclosure, modification, distribution and or publication of this material is strictly prohibited.