Implementing SharePoint —An end-user perspective

Tom SheridanIT DirectorGas Technology Institute (GTI)

2Implementing SharePoint: An End-User Perspective

> Independent not-for-profit organization serving research, development, and training needs of the natural gas industry and energy markets

>Main facility in Chicago> Other sites in Oklahoma

and Alabama

> 300 users > Mainly engineers and scientists.

Energy & Environmental Technology Center

Flex-Fuel Test

FacilityOffices & Labs

GTI Overview

3Implementing SharePoint: An End-User Perspective

What We Do (IT Perspective)

Our product is informationReports, presentations, proposals, softwareNeed a way of managing all of this informationCycles of interest in some of our technologies

Older technology could become relevant againDifficulty in retrieving “old” information

IT Environment15 year Lotus Notes environment2008: Migrated to SharePoint/Exchange/Office

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What is Microsoft SharePoint ?

Browser-based collaboration and document management platformCan run Intranet, Extranet and Internet sites Windows SharePoint Services (WSS)

Included with Windows Server Microsoft Office SharePoint Server (MOSS)

Standard & EnterpriseAdditional functionality and features Additional Cost

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WSS vs. MOSSWindows SharePoint Services (WSS) Microsoft Office SharePoint Server (MOSS)

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Components of SharePoint (MOSS)Collaboration

Workspaces, Tasks, Forums, Surveys, Blogs, and Wikis

PortalPresents information from diverse sources in a unified way.

SearchEnterprise search across SharePoint and other organization resource areas such as file shares

Enterprise Content ManagementIncludes document management

Business Processes & Forms InfoPath forms for workflow applications

Business IntelligenceWeb-based dashboards

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Why SharePoint

Problems with Lotus NotesStandardize on Microsoft technologies

Network, Active Directory, Office, SQL ServerIntegrated security

Need an Intranet platform Document management features

Back-end tool for Office to encourage collaboration

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Importance of SharePoint Training

Training is a critical part of a successful deployment

Both technical & end-userTraining for end-users

Document management & other features need to be explained

Users are familiar with file shares and foldersNot everything goes into SharePointThe value and use of metadata

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Development of Technical Skills

SharePoint environment is very complexIntegrated with and dependent on

Internet Information Services (IIS) Microsoft’s’ web server product

SQL Server All of the SharePoint data is stored in SQL ServerDatabase administration and performance is critical

Necessary to develop internal expertise to support the extended SharePoint environment

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Other Necessary Skills Needed

Graphic design How to design consistent sites, develop navigation rules, and understand good user interfaces.

Information Architecture Develop a corporate taxonomy or hierarchical classification for documents and other objects

Do these skills exist within IT or elsewhere in the organization?

Generally not IT strengths

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Corporate Strategy & Governance

Senior level management sponsorshipSharePoint should be a corporate initiative

Led by key departments with IT supportInformation architecture

Does the organization have a strategy ?Need rules for SharePoint sites

Otherwise things will get out of control very quickly Set up control mechanisms at the beginning Standard site template with consistent navigation

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Implementing SharePoint

SharePoint computing needs are extensiveDon’t skimp on hardwareDo not use existing SQL Server databases

Dedicated SharePoint database on dedicated server

Site Information ArchitectureHow to organize “areas” in SharePointWhen to create a new site collection

Hierarchical collection of sites managed togetherThese are critical design decisions

Could have a big impact on performance and use

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Deploying SharePoint

SharePoint integration with Outlook not great Cumbersome to move e-mail messages Doesn’t scale to large number of messagesDeployed a 3rd party add-in product for Outlook

Evaluate the usefulness of the My Site featureUse built-in features of SharePoint if possible

Question need for customization or add-onsNot necessary to use every SharePoint feature

Document library check-in/check-out

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Supporting SharePoint

Backup & RestoreMay need a 3rd party product

SecurityUse Active Directory instead of SharePoint groupsAssign access to groups rather than individuals

Don't “oversell” SharePoint to usersSharePoint is just a platform

Sell features, not the product itselfSharePoint is not the right tool for everything

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Is the Organization Ready ?

If organization is not prepared for collaboration then difficult to adopt any collaborative tool

Easier to deploy in larger organizations Need for collaboration more easily accepted

Not as obvious in smaller organizationsInstitutional intimacy

Users know who to “go to” to find informationHave to sell the long-term value of collaboration

Also many users work in relative isolation in a research organization

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Using SharePoint for External Sites

Need for ExtranetsCollaboration projects with other organizationsUsing SharePoint as a platform Leverage knowledge gained building Intranet Information could be maintained in just one place

Available to both Intranet and Extranet users

Exploring SharePoint for public websiteOne common technology for all website activities

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Summary

SharePoint should be a corporate commitmentNeed senior management supportAddress the support and training needsInformation architecture issues need to be resolved

Combination and integration of all of its features make it a compelling productSharePoint 2010 released this month

A substantial upgradeEven more powerful & complex