Making a Business Case for SharePoint SPSDFW2013
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This is the slideshow I used yesterday at SharePoint Saturday DFW 2013 in Dallas at Microsoft's Las Colinas Campus in Irving. #SPSDFW for many great presentations by industry leaders. The Business Case for SharePoint was put together to share the story of why Tait Environmental Services chose to use SharePoint for their environmental compliance system. I discussed the history of previous versions of TECS Online - Tait's Environmental Compliance System - and what the company's current needs are. It's one thing to meet needs - why would we want a system as complicated as SharePoint? TECS is mission critical to our company, and the decisions surrounding it are given the greatest importance. So why SharePoint for TECS Online? That's what the presentation was about. The reasons for our selection / decision are probably similar to many other businesses, which is why it may be helpful for you or others to know this particular example. Some short answers to 'why' are: SharePoint does so much more than what we currently use it for, so there are other functionalities we may take advantage of without purchasing additional software/platforms/systems/licenses - we can continue to grow or advance the technology in our company without additional expense. SharePoint is a Microsoft technology that will continue to be developed at their expense. Proprietary systems would be developed at additional expense to us, but we know Microsoft will continue investing their own funds to improve SharePoint. We already have the licensing in place, and have SA - software assurance for SharePoint. That means we are able to upgrade to the newer version included in the costs we are already paying. The upgrade will be from SharePoint 2010 --> 2013. We had great questions from the audience, and I appreciate the open forum discussion and opportunity to share at Microsoft. Email, tweet or text me for more information. I hope you find this helpful.
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Making a Business Case for SharePoint SPSDFW2013
- 1. FAIRLIGHT CONSULTING FAIRLIGHT CONSULTING Making a Business Case for SharePoint MELANIE NELSON, FAIRLIGHT CONSULTING
- 2. FAIRLIGHT CONSULTING Agenda 1. Introduction 2. Business Case Study 3. New Solution 4. Selected Solution 5. Questions 6. Close and Thank You 4 November 2013 © 2013 Fairlight Consulting 1
- 3. FAIRLIGHT CONSULTING 1 Introduction 4 November 2013 © 2013 Fairlight Consulting 2
- 4. FAIRLIGHT CONSULTING Please take a moment to appreciate the sponsors that enable the SharePoint Saturday Community to gather, share knowledge, enjoy lunch, networking and SharePint together. 4 November 2013 © 2013 Fairlight Consulting 3
- 5. FAIRLIGHT CONSULTING PLATINUM 4 November 2013 © 2013 Fairlight Consulting 4
- 6. FAIRLIGHT CONSULTING About Me Texan & I love it History Hobbies 4 November 2013 © 2013 Fairlight Consulting 5
- 7. FAIRLIGHT CONSULTING Speaking from two positions / viewpoints As a consultant: @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson As an employee: Tait Environmental Services Business Development & Technology Solutions Manager 214.531.9377 MNelson@Tait.com 4 November 2013 © 2013 Fairlight Consulting 6
- 8. FAIRLIGHT CONSULTING Making a Business Case for SharePoint SharePoint Saturday| Nov-2-2013 | Dallas, TX Welcome! The SharePoint & TechFest Communities have given me so much – I want to give back. Today I’ll share the Business Case behind selecting SharePoint as a solution for our Environmental Compliance System. Reason for Presentation Sharing my experience – business case study Prompt discussion and brainstorming of solutions for your needs Audience Business user Level Business of SharePoint, not technical Created for Consultants SharePoint users Business Decision Makers What’s it worth? That depends… 4 November 2013 © 2013 Fairlight Consulting 7
- 9. FAIRLIGHT CONSULTING 2 Business Case Study 4 November 2013 © 2013 Fairlight Consulting 8
- 10. FAIRLIGHT CONSULTING Getting to know the Audience What Systems did you use prior to SharePoint? • Still in use or deprecated? What systems have you integrated with SharePoint? • Reason – costs, training, SP doesn’t do What systems do you wish were integrated with SharePoint? • Do you have plans to integrate them? 4 November 2013 © 2013 Fairlight Consulting 9
- 11. FAIRLIGHT CONSULTING Meet TAIT Two Companies – complementary services Tait & Associates Tait Environmental Services Civil Engineering Focused on Environmental Services Architecture Boots on the ground Construction Management Oversight Fuel System Design Environmental Consulting Not using SharePoint Using SharePoint Forms and workflows solution for technicians in the field to submit in real time Metadata - Reporting for Clients Exporting data for clients Aware of, interested in but Lack of training Limited access (CALs/licensing) Interesting Yammer Adoption Yammer limited test group Forwarded invitations Seeing new names 4 November 2013 Challenge (quite generic) Additional training needed Not as easy as Microsoft Word © 2013 Fairlight Consulting 10
- 12. FAIRLIGHT CONSULTING A Diverse Company 4 November 2013 © 2013 Fairlight Consulting 11
- 13. FAIRLIGHT CONSULTING Environmental Compliance System What we do What we use 4 November 2013 © 2013 Fairlight Consulting 12
- 14. FAIRLIGHT CONSULTING TAIT’s Story Environmental Compliance System Needs to be met: How complicated is it? Mission Critical System - Why in SharePoint? 4 November 2013 © 2013 Fairlight Consulting 13
- 15. FAIRLIGHT CONSULTING History of TECS Online TECS 1.0 TECS 2.0 TECS 3.0
- 16. FAIRLIGHT CONSULTING TECS 1.0 Proprietary System Positives & Negatives What happened? 4 November 2013 © 2013 Fairlight Consulting 15
- 17. FAIRLIGHT CONSULTING TECS 2.0 SharePoint Expectations v. Reality Set up for Success? 4 November 2013 © 2013 Fairlight Consulting 16
- 18. FAIRLIGHT CONSULTING TECS 3.0 Change is needed User Adoption Internal access, training Let’s consider what we need (what TAIT needs) 4 November 2013 © 2013 Fairlight Consulting 17
- 19. FAIRLIGHT CONSULTING How Complicated is it? Workflow Ex. - Testing Communicating w Server Ex. - Certification Verification 4 November 2013 © 2013 Fairlight Consulting 18
- 20. FAIRLIGHT CONSULTING 3 New Solution 4 November 2013 © 2013 Fairlight Consulting 19
- 21. FAIRLIGHT CONSULTING TECS 3.0 Process Identification - Something needs to be done Buy In Funding Approval RFP Process – what will we do now? Let’s consider what we need (what TAIT needs) 4 November 2013 © 2013 Fairlight Consulting 20
- 22. FAIRLIGHT CONSULTING Industry Changes Changes to Regulations TAIT history – from CA Opportunity New Requirements 4 November 2013 © 2013 Fairlight Consulting 21
- 23. FAIRLIGHT CONSULTING Need for TECS 3.0 Internal Development Capabilities Forms Usability Workflows Permissions Client Portals “We just need the db and form capabilities” 4 November 2013 Ease of Use, familiar look and feel throughout, design to make UX more intuitive Knowledge Net for users to access (help feature) Users Internal – Managers Internal – Technicians External – Clients External – SubContractors Knowledge Transfer for continued development internally Single Sign On “I’ll do as much work as possible so you don’t have to.” “Stretch to give external formsAccess” © 2013 Fairlight Consulting 22
- 24. FAIRLIGHT CONSULTING Mandatory Requirements Electronic Forms Workflow Access to Documents – Internal & External Data for Reporting 4 November 2013 © 2013 Fairlight Consulting 23
- 25. FAIRLIGHT CONSULTING Mission Critical System - Why in SharePoint Could it be done in other systems? Which ones? (Shout it out) What is different about SharePoint than the others? It’s one thing to meet needs… Why a system as complicated as SharePoint? 4 November 2013 © 2013 Fairlight Consulting 24
- 26. FAIRLIGHT CONSULTING 4 Select a Solution The Decision! 4 November 2013 © 2013 Fairlight Consulting 25
- 27. FAIRLIGHT CONSULTING Definition from Wikipedia for RFP 4 November 2013 © 2013 Fairlight Consulting 26
- 28. FAIRLIGHT CONSULTING Scenario: SP2010 Enhanced SP2013 Environmental Compliance Database Current RFP to Using Internally Enhance Performance Structure to allow External Users Filling forms Approval work flows Collecting metadata Same functionality and purpose as earlier versions, adding external user functionality Reporting Functions Process Flows well established System was working as designed Needs Architecture for scalability Speed Better Search Low User Adoption Speed slowed as data increased No personalization Dependent on consultant to update system Considering Alternative form solutions Additional Alternative devices for capture 4 November 2013 © 2013 Fairlight Consulting 27
- 29. FAIRLIGHT CONSULTING Key Stakeholders’ Viewpoints CFO Execs on Same Page Frustrated Influencer Ready to Pay Understand the Need Cost Conscious ROI Driven Has bigger picture plans for future development 4 November 2013 Process Driven, needs for every day scenarios Know the business Built previous versions Understand needs of external and internal users Understands need, does not see value of investing more money into SharePoint Experience with versions 1 & 2 not quite meeting expectations © 2013 Fairlight Consulting 28
- 30. FAIRLIGHT CONSULTING This SP2010 -> SP2013 RFP Status Update Management approved RFP sent out, more detailed information sent to consultants in a Q&A email format Communication with management RFP for full Project – little engagement until Selection meeting Extra time and active listening resulted in multiple communication breakthroughs with the frustrated influencer RFP for full Project Discovery 1st On-going communication with consultants Some dropped out of process due to needing full discovery or more time Narrowed to finalists through Proposal comparisons Decision to pay for Discovery period first, Proposals 4 November 2013 © 2013 Fairlight Consulting 29
- 31. FAIRLIGHT CONSULTING Recap Introduction Thank you Audience Thank You Sponsors Stop by the Booths Thank the Speakers Stay in touch with them to learn more, through Twitter, Blogs, etc. Nice to meet you Contact me with any questions New Solution Considering Needs There are many solutions for forms and workflows Why choose SharePoint? OOTB features we can take advantage of (v. Intralinks) Business Solutions Which is actually bullet level six 4 November 2013 Business Case Study Tait Environmental Services Needs & Previous Systems Needs have not changed, tech & clients have Want to be industry leader Environmental Clients’ requirements Not too specific Integrating with internal systems Selecting the Solution Going with SharePoint 2013 Decision to stay with SP Already have SA so no additional charge Familiar with Microsoft products (less training) Microsoft will continue to develop SP Including knowledge transfer in this project cost © 2013 Fairlight Consulting 30
- 32. FAIRLIGHT CONSULTING 5 Question & Answer Time @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson 4 November 2013 Business Development & Technology Solutions Manager Tait Environmental Services 214.531.9377 mnelson@tait.com @taitenvupdates © 2013 Fairlight Consulting 31
- 33. FAIRLIGHT CONSULTING 6 Close Thank you @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson Business Development & Technology Solutions Manager Tait Environmental Services 214.531.9377 mnelson@tait.com @taitenvupdates 4 November 2013 © 2013 Fairlight Consulting 32
Notes de l'éditeur
- notes
- From beginning in 1964, gas stations & continued entrepreneurial growth
- We do – process of guys going out into the field, etc.We use – many forms, regulatory agencies etc.
- Positives – one point of contact, quick turnaround on changes or new formsNegatives – dependent on builderWhat happened – builder response slowed, limited system development
- Expectations – to be able to make changes and do development internallyReality – dependent on the consultants to make changesSet up for SuccePositives – since a company, able to replace individuals that moved onNegatives – multiple (4=) Project Managers during the first 2 year period, lack of control - dependent on developers, more difficult to communicate since language barrier, no structured knowledge transfer, not enough training for TES to continue development intrenallyWhat happened – builder response to growing number of documents was to increase the query threshold which ultimately resulted in the system slowing to a halt, should have been re-architected earlier – the need to re-architect should have been stressed with more importance – lack of guidance by the consultants
- Identification of issues with current system – saw it ‘break’, then agreement to fund next version/re-architecture
- Giving examples specific to TECSWorkflow of Testing documents – discovered needed loop at end of the workflowCertifications – communication between forms and the server
- Realization, consideration of funding to be allotted, process to take place, moving forward
- Other OptionsProprietary SystemAdobe LiveCycle for forms and workflowExcel with Macros – development would be neededOthersAs complicated – because it’s worth it! Additional functionality beyond needs
- Decided SharePoint still, but re-architected and upgrade to newer version SP2013
- Any system like this will never have an apples to apples comparison. The best we can do is compare apples to oranges to determine which fruit matches our taste palate the best
- CFO - Has bigger picture plans for future development *Franchising / Relationship development with SubContractors *Income from FormsExecs - Process Driven, needs for every day scenarios.Know the business. Built previous versions. Understand needs of external and internal users *Forms *ReportingFrustrated Influencer - Understands need, has already been through versions 1 & 2 not quite meeting expectations & being expensive, does not see value of investing more money into SharePoint *Very influential on Execs and Techs *Needs access/control & will excel *Problem solver and team player – starting to get involved