4. #SPHouston
Let’s Keep in Touch!
Email
jennifer.mason@rackspace.com
Twitter
@jennifermason
Blog
http://JenniferAnnMason.com
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5. #SPHouston
Play Along at Home!!
• Free SharePoint 2013 Trial
– http://sharepoint.rackspace.com/free-sharepoint-2013
• Great way to access the new features in 2013 without having to set
up your own test environment!
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6. #SPHouston
My Job Description
• I work with users at Rackspace to answer the question.......
”Wouldn’t it be great if we could do
{enter thing here}, yeah it would be
great! Can you please go do
{enter thing here}”
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9. #SPHouston
In This Session….
• How are we using SharePoint 2013 Internally?
• Our Farm Configuration
• Our “Stuff”
• Our General Approach for Implementation
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10. #SPHouston
Our Roadmap
• Where we started…..
• Where we are at….
– Current Farm Configuration
– Current Solutions
• Where we are going……
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11. Quick Wins
The Power of Low Hanging Fruit!
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17. #SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
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18. #SPHouston
Business Problem
• Need a single place to…..
– Store Re-Usable Content
– Track Current Progress and Deliverables
– Provide Instructions to Team Members
– Share Content During the Proposal Process
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19. #SPHouston
Current State
• Solution
• Pain Points
– File Server
– Lost Data
– Email
– Lots of Required Maintenance
– Security Management
The Symptoms
– Single Point of Failure
Disorganization
Loss of Previous History
Rework with Each Proposal
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20. #SPHouston
Gather Information
• Remove all technology from the conversation and map out
the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– Proposal Managers
– Rackers Contributing to the Proposal
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21. #SPHouston
Design the Solution
• The business user that we were working with didn’t have much
SharePoint experience, so we took the following approach:
1. Build a very simple shell SharePoint solution to help them get started. Our main
goal was to provide a “single location for all content”
2. Regroup on ideas that flow from the presentation of the prototype.
3. Finalize Requirements and build a phased implementation approach
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25. #SPHouston
Managing the Solution
• We want to make it easy to work with, so we are
doing the following…..
– Creating a Standard Template for all Proposals
– Planning a Phase 2 to add Improvements!
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29. #SPHouston
Transition to Phase 2
• It is all about baby steps! Here are the things we are doing now to
move to the next phase of the project:
1. Give the team time to review how they want to structure the content. They like the
idea of “buckets” but now they need to define them
2. Restructure the site content (will utilize ShareGate for this)
3. Provide Updated Training to the Team
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30. Session 3:
Real World Solution Overview:
Using SharePoint to Build an Interactive Onboarding Experience
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32. #SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
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33. #SPHouston
Business Problem
• Need a single place to…..
– Direct Managers to Content to Share with New Hires
– Provide Instructions to New Hires about Orientation
– Share Content During the Orientation Week
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34. #SPHouston
Current State
• Solution
• Pain Points
– File Server
– Lost Data
– Email
– Lots of Required Maintenance
– Security Management
The Symptoms
– Single Point of Failure for Absent
Coordinator (email)
Disorganization
Frantic Last Minute Planning
Students Can’t Access Data
Rework with Each Session
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35. #SPHouston
Gather Information
• Remove all technology from the conversation and map out
the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– HR Administrators who Manage Orientation Sessions
– Presenters who Teach The Sessions
– Students who Attend the Sessions
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36. #SPHouston
Design the Solution
• The business user that we were working with didn’t have much
SharePoint experience, so we took the following approach:
1. Build a very simple shell SharePoint solution to help them get some visual
grounding to what could be done.
2. Regroup on ideas that flow from the presentation of the prototype.
3. Finalize Requirements and build a phased implementation approach
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40. #SPHouston
My Tips & Tricks
• Promoted Links
• Workflows that Populate HTML for Rollup
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41. #SPHouston
My Tips & Tricks
• Connected Web Parts
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42. #SPHouston
Managing the Solution
• We want to make it easy to work with, so we are
doing the following…..
– Creating a Standard Template for all Sessions
– Creating Specific Landing Pages to Deliver Role-Based Content
– Training the HR Admins to Add Content / Users / Manage
Permissions
– 3 to 6 Month Roll Out Period to allow for flexible requirements and
template adjustments
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43. Session 4:
Real World Solution Overview:
Using SharePoint to Build a Departments Information Portal
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47. #SPHouston
The Process
1. Identify the Business Problem
2. Gather Information
3. Design the Solution
4. Building the Solution
5. Managing the Solution
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48. #SPHouston
Business Problem
• Need a single place to…..
– Provide Rackers with Updates (Newsletters)
– Allow Rackers to Submit Requests to our Department
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49. #SPHouston
Current State
• Solution
• Pain Points
– PDF Newsletters (emailed)
– Lost Data
– Email Requests
– Lots of Required Maintenance
The Symptoms
– Single Point of Failure for Absent
Team Member (email)
Disorganization
Lost Requests / Data
Compliance Audit Re-Work
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50. #SPHouston
Gather Information
• Remove all technology from the conversation and map out
the following:
– Who will use the system?
– What do they need to do?
• Our Primary Users
– All Rackers
– “No Training Required” is a huge requirement of our users!
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51. #SPHouston
Design the Solution
• The solutions we were designing needed to be easily managed and
maintained by the specific groups:
1. Must be Simple to Maintain
2. Must Require No Training to Use It
3. Must be Flexible for Future Changes
4. Must be able to Build it Quickly
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56. #SPHouston
Managing the Solution
• We want to make it easy to work with, so we are
doing the following…..
– Creating an Updated Version based on Pages & Rollups
– Used IT Resources to Automate Process Via InfoPath Form
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57. Session 5:
Adoption, Governance, Training and Migrations - Oh My! Implementing SharePoint in the Real World
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59. #SPHouston
Our Environment
• Test that became Production
• Multiple Environments
• New Environments Discovered Daily
• Constant Workforce Adjustments
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60. #SPHouston
Options for Moving Forward
• Option 1: “Clean Up” the Current State
• Option 2: Create “Clean” Environment & Migrate
• A Balancing Act
– Risk / Reward
– Effort / Return
– Creation / Maintainability
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62. #SPHouston
A Clean Start
•Key Areas of Concern:
–Supportability
–Sustainability & Reliability
–Security
–Empowerment
–Training
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63. #SPHouston
Our Current Status
• Wins
– Strong Excitement for SharePoint
Internally
• Future Improvements
– Additional Training for Site Admins
– Several Enterprise Wide Solutions
– Additional Resources (Creative
Outsourcing)
– Introduction with Onboarding
– Additional Branding & Site Designs
– Empowered Users
– Advanced Solutions (Forms,
Workflows)
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64. #SPHouston
Thanks for Coming!
• We hope today’s event was very informative for you and
your team!
• We will be following up with an event survey tomorrow am
and we greatly appreciate any feedback you have for us!
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