community it innovators webinar - taking another look at sharepoint
DESCRIPTION
Community IT takes another look at SharePoint as a possible solution for nonprofit organizations.TRANSCRIPT
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July 24, 2014presented by… Matt EshlemanSteve Longenecker
Community IT Innovators Webinar Series
Taking Another Look At SharePoint
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Webinar Tips
• Ask questionsPost questions via chat
• InteractRespond to polls during webinar
• Focus Avoid multitasking. You may just miss the best part of the presentation
• Webinar PowerPoint & RecordingPowerPoint and recording links will be shared after the webinar
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About Community IT
Community IT Innovators partners with nonprofits to help them solve their strategic & day-to-day IT challenges.
Strategic Proactive approach so you can make IT decisions that support your mission and grow with you
Collaborative Team of over 40 staff who empower you to make informed IT choices
Invested We are committed to supporting your mission, and take care of your IT network as if it were our own
Nonprofit focus Worked with over 900 nonprofits since 1993
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Presenters
Steve Longenecker, Project Manager
@CommunityIT
Matt Eshleman, Chief Technology
Officer [email protected]
@meshleman
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Agenda
I. General Overview
II. SharePoint Online as a File Server
Replacement
III. The Community IT Pilot
IV. Reflections
V. Questions
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1. CITI’s WSS 2.0 site.
2. WSS 3.0 vs. MOSS 2007
3. SharePoint Foundation 2010
4. SharePoint Online
SharePoint Evolution
From Wikimedia Commons, Author: Fiestoforo
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1.Intranet portal
2.Document Management
3.Extranet portal
4.Internet Sites (It’s a
CMS, too!)
5.Software Framework
Jack of All Trades, Master of None?
http://en.wikipedia.org/wiki/Microsoft_SharePoint
From Wikimedia Commons, Author: Colin M.L. Burnett
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Why SharePoint?
• Empower end users
• Browser based
• Remotely accessible
• Part of the Microsoft Office ecosystem
• Microsoft Office 365 Marketplace
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• Almost unlimited storage
capacity
• Office 2013 and Windows 8.1
provide synchronized local
access
• Versioning
• Office Online
• Improved Search
SharePoint as a File Server
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Comparing the file share and Office 365 SP
File Server Office 365 SharePoint
Share -> Folder -> Subfolder -> File Library -> Folder and/OR MetaData -> File
Reliable versioning means “Save As” with a new name
Automatic Versioning (once you’ve turned it on)
Local use automatically “locks” document Check In and Check Out
Only one person can edit at a time Office Online allows multiple simultaneous editing
No reasonable file size limit 2 GB file size limit
Straightforward local access, remote access can be tough
Logon to browser from anywhere and/or sync a library with Office 2013.
Set up your top level “root” folder structure and hope for the best.
Set up your SP architecture – sites, libraries, meta data. Still hope for the best, but also plan ongoing adjustment
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• Setting up a SharePoint site in Office 365 is easy.
• Adding a Library for files is a piece of cake
• Making SharePoint useful, or – even harder – as
useful as it can be, particularly in the long term,
is much harder.
• We need to do requirements gathering, to elicit
staff buy in, to do training, etc.
SharePoint is an Information System, Not a Technology Project
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1. “Forklift”
your entire
file server
to SP
Replacing a File Server: 2 Approaches
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Replacing a File Server: 2 Approaches
2. Leave your current server as an
archive. Create new Libraries for
new files going forward.
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Things to Plan
• Who is responsible for SharePoint governance?
• Who is your SharePoint champion?
• What sites/libraries do you need? Who are the owners of
your sites?
• How does information move between sites/libraries?
• What metadata do you want to apply across your site
collection?
• Plan for change – don’t try to get it exactly right at the
outset.
• Don’t overbuild, especially initially.
• How are you going to bring users along?
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Started from scratch with three use
cases:
• Projects
• Network Managers
• Information Systems Consulting
The Community IT Pilot
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• Pilot users assess general usability of the
solution
• Trial different file/folder organization
approaches
• Test different sharing requirements
• Determine accessibility with MacOS and/or
older versions of MS Office.
• Assess magnitude of change management
required
Pilot Goals
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• Remote access is great
• Tags provide greater flexibility for file
organization
• Search is powerful
• Design process can be fun
• Word Online is intriguing
• DocuSign App is promising
Wins
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• Need to plan for backup, retention & archiving
• Browser designed for one at a time file manipulation
• DocuSign App sporadically doesn’t work
• Boot strap approach has made for slow progress.
• Without a URL link, finding SP data is sometimes hard.
• Sharing outside the organization has sometimes been
difficult.
Reality Check
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Recommendations
• Acknowledge the complexity
• Recognize that it is an Information Systems Project
• Start with a clean slate
• Start small & incorporate lessons learned
• Appoint a SharePoint Administrator
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• Dump the file server: Why we moved to the SharePoint Online
cloud
• 5
Critical Steps to Planning your SharePoint Information
Architecture
• Why I use SharePoint
For further reading
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Upcoming Webinar
Thursday August 28 4:00 – 5:00 PM EST
Cloud Migration PlanningMethodologies and Approaches
Johan Hammerstrom & Steve Longenecker
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After the webinar
• Connect with us
• Provide feedback
Short survey after you exit the webinar. Be
sure to include any questions that were not
answered.
• Missed anything?
Link to slides & recording will be emailed to you.