case study: earley & associates — intranet migration with david pileggi

Copyright © 2015 Earley Information Science1 Copyright © 2015 Earley Information Science

SPS BostonCase Study: Earley Migration to O36510/1/2015

Presented byPileggi, DavidSenior ConsultantEarley Information Science

Twitter: @DavidPileggi

Copyright © 2015 Earley Information Science2

Introduction


The Real Introduction

• Computer Science degree from University of Central Florida

• Professionally working in the IT industry for 12 years

• Working specifically with SharePoint for last 10 years

• Taught several SharePoint 101 classes

• Designed SharePoint solutions for more than 30 companies

ranging from regional to global

• Member of the Boston SharePoint User’s Group

• Avid alpha/beta tester SharePoint and otherwise


Agenda

• Setting Expectations

• The Earley story: Why we chose O365

• The use cases: User-centric design

• The tough decisions

• What we did well

• The rest of the journey

• Your Q&A


Setting Expectations

• University classroom setting

• The story is still unfolding

• What are you looking for?

• Why is this relevant?


The Earley StoryWhy We Chose O365


Compelling Reasons to Migrate

IT SupportServer MaintenancePatchingDisaster Recovery

ExtranetSimple solution for external invitations

Highly secure

Access to:DelveVideoSkype for Business

Digital Workplace

Improved Collaboration

Distributed UsersDevice Mobility


The Story

• SP2010 was 2nd implementation after MOSS

• Use cases: Project sites, methodologies, templates, archive

SharePoint 2010

• Single site collection• Role-based security • More metadata &

classification

SharePoint 2013 On-prem • Goal: Showcase

• Rich solution for intranet/extranet

• Support marketing, sales, delivery and executive mgt. processes

O365 SharePoint


Designing the Right SharePoint Solution


Key Approach: User-centered Design

• Previous SharePoint implementations had become less relevant to our users over time

– SharePoint was a document repository but not “business-critical”– Users perceived it took “extra effort” to put things in SharePoint– Loads of content uploaded, not all of it relevant (bigger haystack)– Hard drives still served as the “personal repository” for some

• WIIFM: – Give the users more of what they want and need

• Collaboration on work processes• Make compliance easier and automatic

– Less is more: Get out of my way• Let me do more without an Admin (e.g. add a Customer to the list)• Just the facts: Ask for only key metadata

• This time: Focus on users, core business processes


The IT Environment

Rich & varied SaaS infrastructure for business operations:

– O365: Collaboration and content management

– GoToMeeting: Virtual meetings and webinars

– Salesforce.com: CRM, sales management, customer

development, business development

– Hubspot: Marketing automation, email, webinar, website

– Drupal: Public website, blogs

– Other SaaS platforms (finance, HR, etc.)


observe summarize conceive develop identify audiences

define tasks

build use cases

identify content organize

User-Centric Approach (top-down)

Requirements Processes

content audit taxonomy metadata content models

mental models

site maps & navigation wireframes

Earley Information Science Methodology:

Content-Centric Approach (bottom-up)


Core Use Case: Sales Operations

Sales Requirements:• Collaborative proposal

development between delivery SMEs, sales and management

• “System of Record” for documents, with salesforce.com for business process management and CRM

• Contracts, proposals & SOWs published for finance, legal, delivery and management teams

Key Features:• Proposal Center was designed

and tested by the sales team


Core Use Case: Marketing Team

Marketing Requirements:• Collaborative marketing content

development between SMEs and the marketing team

• Manage all branding elements – templates, design guidelines, messaging

• Share reference collateral with delivery, sales for on-going outreach and client engagement

Key Features:• Digital workspace for campaign

development, project/task mgt. and a structured document library


Core Use Case: Delivery Consultants

Delivery Needs:

• Project sites were already in use for SOWs, contracts, key contacts, artifacts, working documents, deliverables

• Improved findability to avoid reinventing the wheel

• Share reference collateral with delivery, sales for on-going outreach and engagement

Key Features:

• Updated project sites with improved IA for findability


The Tough Decisions


Approach

• Not just a simple migration of the old site

• Create new value for our teams

• Practice what we preach

• Focus on user-centered design and core IA

• Make it a showcase for our teams and our clients


Timing

• Sense of Urgency: We need it to run our business

• SharePoint migration should finish “yesterday”

• Skype for Business Whenever

• New ideas NOW

• Yammer… Who?


Lessons Learned: Cost & Time

• Can take twice as long when doing it in-house with limited resources – people have “day jobs” with

higher priority (e.g. being billable, closing deals)

• More than one individual – business SMEs during design

– consensus on taxonomy & IA

• Budget time & overhead budget for an internal team– It’s a project


Cutting Corners

• Don’t do it!• Kills progress• Costs more money


Planning

• It’s a pebble… It’s a rock… It’s a mountain!• Sure I can do that… oh wait… billable


What We Did Well


Taxonomy

• Our wheel house

• Oh by the way –

Public facing web site

• Getting it right the

first time


Security

• Security centric solution

• Intranet

• Extranet


Governance

• Project sites creation

• Adding to the Taxonomy

• Taxonomy is iterative

– Seeing it on paper vs.

working with it daily


Migration

• Selected ShareGate

• Understand

strengths/weaknesses

Choose Migration tool

• Mapped from the

ground up

• Treated each site as

a mini-project

Re-Organize• Content owners remap

• Migrate to new

locations

Migration


The Rest of the Journey


Search Community


Questions and Answers


Thank you!

For more information …

Please bring your business card after the Q&A– I’ll email you the latest version of these slides

– I’ll invite you to our SharePoint webinars

– I’ll answer any questions that I didn’t answer just now


EIS – Digital Workplace works with market-leading organizations

to overcome content chaos.

Ensure your enterprise digital workplace considers how people, systems, content and context intersect

to transform operational performance.

Realize your digital experience vision.

Earley Information Science (EIS)

A trusted information integrator

Founded – 1994 Headquarters – Boston, MA

www.earley.com

David J Pileggi JrSenior Consultant

774-364-2815David J Pileggi Jr.

case study: earley & associates — intranet migration with david pileggi

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