KMA's Mike Gilronan and Deanne Damato helping you develop a plan to keep SharePoint running smoothly when you don't have a SharePoint administrator to manage your SharePoint environment.

1. Webinar Series
May 18, 2011
My SharePoint Administrator Just Quit…
Now What Do I Do?
Presented by:
Audio Information:
Call-in Number: 1 (877) 273-4202
Int'l Toll Access#: 1 (213) 289-0155
Conference Room Number: 72027908

2. Housekeeping Items
• Experiencing Issues?
• Change color of your seat to RED
• Questions for Speakers?
• Submit questions during webinar
• Twitter Discussion
• #kmasp
• Feedback
• Webinar Feedback
• Next Steps/Moving Forward
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3. ABOUT KMA
• Founded in 1995, focused on New England
• 25 employees, technical DNA
• Industries: Professional Services, Life Sciences
& Financial Services
• Technologies:
• SharePoint, SQL Server, Office, and Visual
Studio.NET
• Specialties:
• Collaboration: Portals, Websites, Communities
and Content Management
• Insight: Enterprise Search and Business
Intelligence
• Productivity: Forms, Workflow, Office Client
Customization
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4. About the Speakers – Mike Gilronan
• Lead business development function at KMA
• 20 years of experience in IT and Professional Services
• Focus on Business Decision Maker point of view
• “Recovering” CPA, active PMP, all-around process geek
• Hired ~17 SharePoint professionals since joining KMA
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5. About the Speakers – Deanne Damato
• Client Services Manager at KMA
• 16 of years technical, professional services and
project management expertise
• Prior Roles: IT Director, Client Relationship Manager,
Project Manager, and Systems Analyst
• Skills include a broad range of Microsoft technologies,
including SharePoint, Project, Dynamics SL, and SQL
Server, and Office
Powered By: • ‘Been’, Hired & Managed the SP Admin Role
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6. Agenda
• What do I do first?
– Roles, key tasks, priorities
• How do I find a new Administrator? (Make vs. Buy)
– Options for retraining existing resources
– What to look for when hiring one?
– Do I need a full-time administrator or a fractional one?
• How do I prepare for the unexpected?
– Things you can do today to prepare your team and your SharePoint
environment
– How KMA can help
• Questions & Answers
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7. What do I do first?
• Identify….
– Roles
– Key Tasks
– Priorities
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8. I Need a “SharePoint Person”
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9. I Need a “SharePoint Person”
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10. Identify Roles
• SharePoint Administrator
• SharePoint Architect
• SharePoint Analyst
• SharePoint Developer
• Designer
• Site Owner
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11. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Messaging, Performance Tuning,
IIS, Active Directory, Security Engineer Capacity Planning ,
Monitoring, Patch/Update
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(11)

12. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Performance Tuning,
Messaging, IIS, Active Directory, Capacity Planning ,
Security Engineer Monitoring, Patch/Update
Architect Information Architect, Technical Physical Design, Logical
Farm Architect, Taxonomy Design and Software
Design
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(12)

13. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Performance Tuning,
Messaging, IIS, Active Directory, Capacity Planning ,
Security Engineer Monitoring, Patch/Update
Architect Information Architect, Technical Physical Design, Logical
Farm Architect Design and Software
Design
Analyst Navigation, Taxonomy, Workflows, Design, Configure,
Content Manager, Information Life Document Processes
Cycle Management
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
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(13)

14. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Performance Tuning,
Messaging, IIS, Active Directory, Capacity Planning ,
Security Engineer Monitoring, Patch/Update
Architect Information Architect, Technical Physical Design, Logical
Farm, Architect, Taxonomy Design and Software
Design
Analyst Navigation, Taxonomy, Workflows, Design, Configure,
Content Manager, Information Life Document Processes
Cycle Management
Developer .NET Framework, C#, Web Services, Development, Systems
SQL Server, XML Integration, Workflows
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(14)

15. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Performance Tuning,
Messaging, IIS, Active Directory, Capacity Planning ,
Security Engineer Monitoring, Patch/Update
Architect Information Architect, Technical Physical Design, Logical
Farm, Architect, Taxonomy Design and Software
Design
Analyst Navigation, Taxonomy, Workflows, Design, Configure,
Content Manager, Information Life Document Processes
Cycle Management
Developer .NET Framework, C#, Web Services, Development, Systems
SQL Server, XML Integration, Workflows
Designer Usability Design, Branding, CSS, Wireframes, Site Maps,
Web Style Guides Style Sheets (CSS), Master
Pages
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
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(15)

16. Identify Roles
Role Key Skills Needed Key Tasks
Administrator Network and Server Administrator, Backups, Central Admin,
Database Administrator, Messaging, IIS, Performance Tuning, Capacity
Active Directory, Security Engineer Planning , Monitoring,
Patch/Update
Architect Information Architect, Technical Farm, Physical Design, Logical Design
Architect, Taxonomy and Software Design
Analyst Navigation, Taxonomy, Workflows, Design, Configure, Document
Content Manager, Information Life Cycle Processes
Management
Developer .NET Framework, C#, Web Services, SQL Development, Systems
Server, XML Integration, Workflows
Designer Usability Design, Branding, CSS, Web Wireframes, Site Maps, Style
Style Guides Sheets (CSS),
Site Owner Content Management , Application or Manage a Site or Site
Technical Savvy, Evangelist Collection , Training,
Documentation, Requirements
Mapping
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
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17. SharePoint Administrator Key Tasks
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18. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration
• Servers in the farm
• Development & staging environments
• Services on each server
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Used
Understand the Application Architecture
• Sites, site collections, sub-sites
• Security
• Search configuration
• Schedules – Crawl, AD profile import
Understand Customizations
• 3rd party web parts
• Custom web parts
• Branding, style sheets
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
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(18)

19. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration
• Servers in the farm
• Development & staging environments
• Services on each server
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Used
Understand the Application Architecture
• Sites, site collections, sub-sites
• Security
• Search configuration
• Schedules – Crawl, AD profile import
Understand Customizations
• 3rd party web parts
• Custom web parts
• Branding, style sheets
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(19)

20. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration
• Servers in the farm
• Development & staging environments
• Services on each server
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Used
Understand the Application Architecture
• Sites, site collections, sub-sites
• Security
• Search configuration
• Schedules – Crawl, AD profile import
Understand Customizations
• 3rd party web parts
• Custom web parts
• Branding, style sheets
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(20)

21. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration
• Servers in the farm
• Development & staging environments
• Services on each server
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Used
Understand the Application Architecture
• Sites, site collections, sub-sites
• Security
• Search configuration
• Schedules – Crawl, AD profile import
Understand Customizations
• 3rd party web parts
• Custom web parts
• Branding, style sheets
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(21)

22. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration
• Servers in the farm
• Development & staging environments
• Services on each server
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Used
Understand the Application Architecture
• Sites, site collections, sub-sites
• Security
• Search configuration
• Schedules – Crawl, AD profile import
Understand Customizations
• 3rd party web parts
• Custom web parts
• Branding, style sheets
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(22)

23. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for
Used other Network Administrator accounts
that your Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that
• Custom web parts
• Branding
your Administrator may have had access
• Custom pages to
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
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(23)

24. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for
Used other Network Administrator accounts
that your Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that
• Custom web parts
• Branding
your Administrator may have had access
• Custom pages to
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
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(24)

25. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for other
Used Network Administrator accounts that your
Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that your
• Custom web parts
• Branding
Administrator may have had access to
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
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(25)

26. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for other
Used Network Administrator accounts that your
Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that your
• Custom web parts
• Branding
Administrator may have had access to
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(26)

27. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for other
Used Network Administrator accounts that your
Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that your
• Custom web parts
• Branding
Administrator may have had access to
• Custom pages
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
Twitter hashtag:
(27)

28. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your Review error logs
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for Assess patch levels
Used other Network Administrator accounts
that your Administrator had access to
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that
• Custom web parts
• Branding
your Administrator may have had access
• Custom pages to
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.
TWITTER #KMASP
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(28)

29. Identify Key Tasks
Prior to Exit Day 1 After Exit Day 2+ After Exit
Understand the Farm Configuration Disable or change the password for your Review error logs
• Servers in the farm Administrator’s Active Directory
• Development & staging environments
• Services on each server
credentials
• Application pools & Web applications
• Databases
Understand the Service Accounts Being Disable or change the passwords for Assess patch levels
Used other Network Administrator accounts http://blogs.kma-
that your Administrator had access to llc.net/microknowledge/versi
on-build-numbers/
Understand the Application Architecture Change SharePoint service account
• Sites, site collections, sub-sites passwords
• Security 2007: http://support.microsoft.com/kb/934838
• Search
2010: http://technet.microsoft.com/en-
• AD import
us/library/cc262502.aspx
Understand Customizations If you are using forms-based
• 3rd party web parts authentication, review accounts that
• Custom web parts
• Branding
your Administrator may have had access
• Custom pages to
• Integrations with LOB systems
• Workflows
Understand the Backups – Farm & SQL Review backups
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30. The Big Picture
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31. Governance and Priorities
Extranet
/WWW
Enterprise
Lighter Governance
Intranet/Portal
Higher Visibility
Department Sites
Project/Team Sites
Personal / My Sites
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32. What to Look for in a SharePoint Administrator
• Capacity vs. Capability
• Skills needed vs. Skills in-house
• Options for closing the skills gap
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33. The Opposite:
How NOT to Hire a SharePoint Person
• With props to Veronique Palmer, SharePoint MVP:
– http://veroniquepalmer.wordpress.com/2011/04/27/how-not-to-
advertise-your-sharepoint-position/
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34. Skills Inventory: Resources
• Joel Oleson’s summary of SharePoint IT
Pro skills (note: architect-focused):
http://blogs.msdn.com/b/joelo/archiv
e/2007/07/23/depth-and-breadth-in-
a-sharepoint-architect-skills.aspx
• End-user skills and certification
program-in-process by Kat Weixel:
https://www.nothingbutsharepoint.co
m/sites/eusp/Pages/End-User-
Certification-A-Test-for-the-Rest-of- Source: IT Jobs Watch UK
Us.aspx http://www.itjobswatch.co.uk/jobs
/uk/sharepoint.do
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35. Options for Retraining Existing Resources
SQL
Network
• Origin dictates path! SharePoint
Exchange
.NET
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36. Setting the Course: Training Resources
• Local:
– More sessions, more convenience, can
be tailored
– CompuWorks
http://www.compuworks.com/ Developer
• National:
– SharePoint-specific (e.g., Developer,
Designer) training
– Critical Path End
http://www.criticalpathtraining.com IT Pro
– MindSharp http://www.mindsharp.com User
• Self-guided:
– Microsoft e-learning
– CompuWorks vBooks
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37. Other Learning Resources
• Events and Community
– Local: SharePoint Saturday, SPUGs
– National/Global: SPTechCon, SharePoint Conference
– Other organizations: AIIM, Enterprise 2.0
• Web
– www.nothingbutSharePoint.com – the granddaddy of them all
• IT Pro
• Developer
• End User
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38. So What Do I Need...?
Full-time Administrator or Fractional Administrator
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39. Your Mileage May Vary, based on…
• Your organization’s:
– Size
– Complexity
– Existing pool of talent
– SharePoint maturity
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40. Here’s what we see:
Role Make Buy
Administrator
Architect
Analyst
Developer
Designer
Site Owner
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41. How do I prepare for the unexpected?
(41)
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42. Be Prepared…
 Understand and document your environment
 Cross train team members on key tasks
 Stage development and/or test environments
 Have a tested disaster recovery plan
 Keep servers and applications up to date
 Pay attention to community user groups
 Maintain good relationships with
external service providers
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43. KMA’s Service Offerings: Capability and Capacity
Strategic
Specialized skills/resources Roadmaps, technical
(design, branding, reviews, second opinions
workflow, integration)
Capability
Resources to help you Managed services to help
execute and accelerate you support your
your project environment
Tactical
Short-term Long-term
Capacity
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44. Our SharePoint Practice
When you:
1. Are about to embark on your initial SharePoint
deployment
2. Need to upgrade or migrate your SharePoint
environment
3. Need to enhance, extend or integrate SharePoint with
other applications
4. Need help managing and supporting your SharePoint
environment
KMA can help.
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45. KMA’s SharePoint Service Offerings
SharePoint Initiatives
Envision/Plan Build/Deploy Support
CONSULTING SERVICES SUPPORT SERVICES
NEW
Project Consulting SharePoint Managed Services
Ad Hoc Consulting Retainer Based Services
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46. When to use SharePoint Managed Services?
• You don’t need a full-time SharePoint Administrator
• You’re expanding beyond the initial implementation
• IT Team isn’t able to keep up with requests…
– Growth of your environment
– SharePoint sprawl
• Your SharePoint Admin just left!
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47. Why KMA’s SharePoint Managed Services?
• We understand your business and your environment
• Dedicated point of contact & a well-defined escalation path
• Transparency in what we are doing to ensure confidence in
your investment
• Diverse pool of resources available to you as your SharePoint
needs change
• Reduced cost of ownership via predictable monthly costs
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48. What’s Included?
• Troubleshooting/Issue Resolution
• Site Administration & Operations
• User Management
• Enhancements
• Patches/Updates
• Performance Analysis & Reporting
• Account / Agreement Review
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49. Key Takeaways
• Immediate actions
• Preparedness and long-term plans
• Resources for building your own
internal capability
• KMA resources to augment your
internal capability and capacity
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50. Questions and Answers
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51. Resources
Next KMA SharePoint for the Mobile User
Webinar June 22, 2011
Recorded Full Index of recent webinars:
Webinars http://www.kma-llc.net/insights/Pages/Webinars.aspx
SPTechCon
Upcoming
Hynes Convention Center, June 1-3, 2011
Events
KMA booth #1202 and speakers
Special Offers KMA SharePoint Health Check
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52. KMA Health Check Offer
Two simple steps for qualified
webinar attendees:
Normally $2,500 for 2 days.
Webinar Attendees: $2,000
1. contact KMA (via follow-up info)
2. line up your stakeholders
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53. In Closing…
• How to get (and share) a copy of today’s slides
• How to continue the conversation, learn more about the offerings, and
provide feedback:
Name Twitter E-mail Blog Phone
Mike @mikegil Mgilronan [at]kma-llc[dot]net http://kmamikegil-blog.kma-llc.net/ 781.693.6823
Gilronan
Deanne @dmdamato Ddamato@kma-llc.net 781.250.2002
Damato
Thank you for attending!!!
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