Transcript Congress SharePoint Entopic 25 Sept 2012

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: +
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EMBEDDING APPROACH
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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:
We need workflow,
data collection,
process facilitation,
communication,
collaboration and
publishing tools
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SharePoint:
Has workflow, data
collection, process
facilitation,
communication,
collaboration and
publishing tools
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
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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
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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
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EXAMPLESES
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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
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Wireframe
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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
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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
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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 emails
•Saves time and complexity due to:
– 1 Announcement list eliminates 500 daily emails between
20 sales force and 5 back office.
– 1 Alert (daily summary) replaces 20 emails
– Automatic archiving saves extra time
Succesful without mobile/social intranet!
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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
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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 checkin and check-out
•Recurring projects: innovation, recalls, year plans
•Legacy applications
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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
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The 80-120 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.
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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
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SP 2003 = SP 2013 (for business people)
For SharePoint people
For business people
2013
2010
2007
2003
2013
2010
2007
2003
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QUESTIONS?
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Thank you!
For more information:
www.mydigitalworkplace.wordpress.com
@ellenvanaken
nl.linkedin.com/in/ellenvanaken
[email protected]
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Picture acknowledgments
Picture
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Page Image courtesy of
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Stockimages / FreeDigitalPhotos.net
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Dinny/Stock.xchng
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Imagerymajestic / FreeDigitalPhotos.net
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Dream designs / FreeDigitalPhotos.net
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Master isolated images /
FreeDigitalPhotos.net