SharePoint: Sharing is Caring at Chevron

Team San Antonio

BACKROUNDApplication, Integration, Definition

BenefitsProductivity, Data Management, Business Process

ImplementationPlanning, Basic Design, Build Operate

Training Roles, Power-Users, Granting Access

Chevron

SharePoint 2015

EvaluationEfficiency, Effectiveness, Understanding Zone

BACKROUNDApplication, Integration, Definition

BenefitsProductivity, Data Management, Business Process

ImplementationPlanning, Basic Design, Build, Operate

Training Roles, Power-Users, Granting Access

Chevron

SharePoint 2015

EvaluationEfficiency, Effectiveness, Understanding Zone

Agenda

•Background• SharePoint Benefits• Implementation• Training• Evaluation• Challenges Facing SharePoint Deployment• SharePoint Satisfaction Levels• SharePoint Use

Background• A Microsoft application originally launched in 2001 • Integrates many key aspects of working in an internet-based

information system• For Chevron, SharePoint brings together key aspects of document

management, collaboration, cloud hosting, social networking, etc.• Defined as…• A secure place to store• Organize• Share, and • Access information from almost any device with the support of a

web browser

Benefits•Increased Productivity• Access via corporate intranet and extranet • Access to real-time information• Functional information sharing

•Improved Data Management • Document version and edit control• Permission and access control• Read-only and limit permission rights • Structured file management

Benefits Continued

• Simplified Collaboration• Increase corporate-wide collaboration • Functional unit information sharing• Subject matter expert information source

• Integrated Security• Permission access controls• Regulatory and audit requirements

• Streamlined Business Processes• Integrate SharePoint with existing information systems• Open access to CRM systems• Global reach• Align with supply chain

Decision Making Levels

Executives

Managers

Operations

Long-term strategic goals

Unstructured problems

Monitor & Control of Functional Departments

Key Performance Indicators (KPIs)

Routine day-to-day processes

Transactional activities

SharePoint Implementation

Phased Project System

Organizational fit Technical requirements Hardware installation User acceptance testing

Strategic objectives Global expansion requirements

Software uploads Parallel deployment

Create SharePoint Implementation team

Information system flow charts

Licenses & permits Access control

Governance plan Regional migration Customization costs Continuous monitoring & control

Budget Development costs 3rd party vendor costs Continuous training costs

Planning Basic Design Build Operate

Training • Train according to specific functional roles and levels

oUser-specific training – functional/task oriented dutieso “power-users” – advanced training

• Increase departmental collaboration• Reinforce strategic goals• Corporate information sharing policies

• ProceduresoAccess controloPermission rights

Evaluation

•EfficiencyoEase of uploading documents across all regions; do users find it easy to

upload and collaborate on key documents?oDoes using SharePoint save time and increase collaboration across

business units? oDoes version provide for increase corporate-wide governance controls?

Evaluation

• EffectivenessoCost benefits analysis. It is important to measure the costs to utilize the

system compared with other similar applications. oMeasure by use of local and global employees. Do employees receive

the features/benefits/quality they require in order to sustain their business and validate use of SharePoint?

oWhich features are the most used and in demand? oDo features increase or decrease user satisfaction?

Evaluation

•Understanding Zone• Are the features within the application user-friendly and easy to

use?• Link with internal social media platforms to increase collaboration. • The continued innovation around user needs and expectations

assists with information sharing.• Use of end-user surveys. Users should be able to provide input

regarding SharePoint features and other important aspects of the platform.

Organizational Issues in Systems Implementation

SharePoint Utilization

SharePoint Deployment Challenges

Deployment Satisfaction Levels

Recommendations

• Continue to enhance governance of SharePoint at a global level• Update new features as Microsoft rolls-out new versions• Continuous training and development•Monitor decision-maker’s utilization for maximum efficiency

and effectiveness • Share best practices globally

Any Questions?Thank you