design a sharepoint program for ongoing operational excellence

Design a SharePoint Program for Ongoing Operational ExcellenceErica Toelle | Seattle, USA@EricaToelle

April 23, 2014

About EricaAbout Erica

Began working with SharePoint Began working with SharePoint 20042004

Started consulting with the SharePoint Product Team

Started consulting with the SharePoint Product Team 20072007

Began working with SharePoint 2010 Began working with SharePoint 201020082008

Started a SharePoint Consulting Company Started a SharePoint Consulting Company20092009

Focused on Strategy, ECM, Collaboration, Social Computing, and End User Adoption

Focused on Strategy, ECM, Collaboration, Social Computing, and End User Adoption

2010 - Present2010 -

Present

Started as a business consulting vendor with Microsoft

Started as a business consulting vendor with Microsoft 20052005

AgendaAgenda

1. The Problem

2. Program Management Baseline

3. The Case Study

4. What is a SharePoint Program?– Business Cases

– Planning

– Project Management

– Center of Excellence

5. The Results

The Problem: Sustained AdoptionThe Problem: Sustained Adoption

Pre-Launch Launch Sustain

The Problem: No Power UsersThe Problem: No Power Users

To be or not to be…

The Problem: No Reuse of EffortThe Problem: No Reuse of Effort

• No centralized place to keep SharePoint solutions for reuse– Code

– Training Materials

– Communication Plan & Templates

– Requirements documents / specs

• The same projects are executed multiple times across the organization– When want to consolidate there is no common

information architecture

The Solution: Set up a SharePoint

Program!

What is a Program?What is a Program?

SharePoint Project A

SharePointProject D

SharePointProject C

SharePointProject B

SharePoint Program

IT Project Portfolio

Non-SharePoint Programs

Non-SharePoint Projects

Program Management takes a larger and more comprehensive view of the organization’s activities, so that multiple, related projects and their resources can be managed to achieve strategic business goals.

Allows the organization to compare project requests and activities to ensure that projects or assets do not conflict with each other and that there is no duplicity of effort. The result is consistency and cost savings.

A Portfolio is projects, programs, subportfolios, and operations managed as a group to achieve strategic objectives.A project is a temporary endeavor undertaken to create a unique product, service,

or result.

In SharePoint examples of projects include an expense reporting solution, a document approval solution, etc.

What is a Program?What is a Program?

Today we are going to review a tactical example of a SharePoint Program along with a case study to demonstrate benefits and ROI.

We will also use SharePoint to manage the program.

The Case StudyThe Case Study

The finance organization in large software company manages their work using spreadsheets, which are located on file shares or personal hard drives. They email files to coworkers.

The CFO has a goal to create reusable data collection and reporting solutions to reduce manual work and create visibility across the organization in a common manner.

SharePoint will be used to collect and store data, automate workflows, and display reports.

The SharePoint ProgramThe SharePoint Program

Center of Excellence

• Reuse point solutions in center of excellence

• Governance policies dictate what changes can be made

4

Project Management

• Structure based on needs of business case

• Include technical and people components

3

Planning

• Roadmap • Business Case Selection• Governance

2Business Case

• Collect from departments; grant time to execute

• Select based on planning priorities and strategic importance

• Platform enhancement or point solution

1

The SharePoint ProgramThe SharePoint Program

Business users or IT complete an InfoPath form containing the business case and related information about the proposed solution.

Forms are submitted to a SharePoint list where additional information / metadata can be added to prioritize and schedule projects.

SharePointCustom List

Project Team

Projects are selected from the proposed business cases and a project teams are assembled. A SharePoint site can be used as a project management tool.

Center of Excellence

• Site / list templates• .wsp packages• Project plan• Business Requirements

document• Training materials• Communication examples• List of project team members• Communications plan• Meeting minutes

When the project is complete all materials are placed in a Center of Excellence [App Store] so they can easily be found and reused.

• A standardized approach to collecting and cataloging SharePoint solution ideas.

• Business cases can be prioritized and approved based on strategic priorities, or saved for later execution.

• Allows the organization to combine duplicate efforts and only invest in projects that help achieve strategic goals.

Business Case1

DEMO: BUSINESS CASE DEMO: BUSINESS CASE COLLECTIONCOLLECTION

Planning

• Roadmap planning sets the priorities and focus for the year– Align with overall strategic goals at the

company and department levels– Mature the platform

• Business case selection chooses the specific projects that will achieve strategic goals, and the metrics that will be used to measure success

2

DEMO: PRIORITIZATION DEMO: PRIORITIZATION OF BUSINESS CASESOF BUSINESS CASES

• The project team is selected based on needs of the business case– Consultants hired as necessary

• Includes technical and people work streams, for example:

Project Management3

• Allows solutions to be reused across org, eliminating duplicate efforts

• Includes all solution components: code, training, communications, requirement, business case, etc.

• Governance policies dictate how a solution can be modified, and guide when a net new solution should be built

Center of Excellence4

DEMO: CENTER OF DEMO: CENTER OF EXCELLENCEEXCELLENCE

• By using a Program Management approach, our case study was able to achieve the following in five months:– Eliminated 28 duplicate projects at a cost savings of $422,000

– The seven complete projects were reused an average of three times each

– 86% of projects were completed on time and on budget

– Project team members reported greater job satisfaction as they were able to accurately estimate project effort (e.g. no working nights and weekends)

– User adoption was 68% for completed projects

– The cost savings achieved by the solutions is estimated at $1.2 million a year

Case Study ResultsCase Study Results

Next StepsNext Steps

• Build a Business Solutions Community– Use project team participation as a vehicle for tactical

SharePoint training

– Conduct monthly user group meetings to build skills and share successes and learnings

• Build a demo showcase– Business users can’t request what they don’t know.

– A solution showcase brings existing solutions to life without exposing sensitive data.

– Include success stories and quotes.

– IT can build demos of non-existing solutions.

ResourcesResources

• SharePoint Maturity Model: http://www.sharepointmaturity.com/home.aspx

Thank you!Thank you!

Erica ToelleSharePoint Business Architect

me@ericatoelle.com

http://ericatoelle.com

206-200-0002

Twitter: @EricaToelle