a look at why maturity assessments are important, and what maturity models are available. With a strong focus on SharePoint

1. Oh, Grow up – A look at SharePoint and Maturity

2. Agenda
• About me and EOH, SharePointKonsult
• What's the big deal about Maturity?
• Maturity models that makes this easy
• How they work
• Some sample that explains the model
• Some sample benchmarking data
• You leaving this room saying …
“Wow, we better do a maturity
assessment right away”

3. About me
• Nadir Kamdar
– That SharePoint Project Manager from Cape Town
– Twitter : #nadirkamdar
– Blog : nadirkamdar.blogspot.com
– Looking after SharePoint Projects since 2007

4. EOH At A Glance
• Leader in technology and business solutions
• Largest implementer of enterprise solutions
• End-to-end offerings
• Strong black empowerment profile
• Operates in South Africa, Africa and UK
• Listed on JSE since 1998
• Over 3 700 people
• 40% annual compound growth
• R3 billion market capitalisation
• 2 500 customers
• Has a brand called

5. Quick Quiz
• Are you using SharePoint?
• How long have you been using SharePoint?
• Is your SharePoint solution well deployed?
• Is your SharePoint solution well used?
• Do you know how to improve your SharePoint
solution?
• How does your SP deployment compare to
others?

6. The blind men and the elephant
• A poem by John Godgrey Saxe
• http://www.youtube.com/watch?v=bJVBQefNXIw
Thank you Mark Miller

7. SharePoint is “the elephant”
• Talking about SharePoint is like the blind men
describing the elephant
• Different people (Developers, IT Pros, End
Users) examine SharePoint from different
angles, with a different perspective and for
different reasons
• Conducting a Maturity Assessment is like
examining the ENTIRE elephant

8. So what is a maturity assessment?
• It’s a gap analysis
– It’s about identify a list of key areas and determine a
way to rate the
– You determine your current rating
– And your desired rating
– It helps you build a strategy to move from your current
rating to your desired rating

9. So, why a maturity assessment?
• It provides a holistic view to a implementation
(SharePoint or otherwise) and to bring
standardisation to the conversation around
functionality, best practices and improvements
• It brings together diverse stakeholders and
provides a vehicle to …
– articulate needs
– reveal deficiencies
– Identify priorities
• It helps develop a strategic roadmap

10. Say that again, but in English!
• It’s a way to provide a measurable report on
your [SharePoint] implementation, because …
– If you can’t measure it, you can’t understand it.
– If you can’t understand it, you can’t control it.
– If you can’t control it, you can’t improve it.
-James Harrington
The Improvement Process

11. Where do I begin?

12. We need a Capability Maturity Model
• Capability Maturity Model (CMM)
– Developed to objectively assess business
processes since1989
– Foundation for most maturity models used
today
– CMM involves the following aspects
• Key areas of assessment
• Each area is divided into competencies
• Measured by 5 levels to maturity

13. 5 Levels of Maturity
Optimised
Managed
Defined
Repeatable The managed level features processes
Optimized, focuses on
that are monitored, controlled, and
continual process
Processes are documented, proactive, and
adaptable. improvement.
Some processes may provide consistent results.
predictable. Standard enterprise processes
Ad Hoc / While execution of the processes are disciplined
Chaotic exist and are leveraged
Undocumented processes or themselves are
and repeatable, the processes
still somewhat reactive.
processes that change frequently.
Processes at this level are entirely
reactive.

14. Chaotic
Defined
Managed
Optimized
Repeatable
0
1
2
3
4
5
6
Areas of
assessment
ECM Charter
Determine Key
Information
Lifecycle
Retention
Schedule
Enterprise
Taxonomies
Content Mgt
each area
Determine
Governance
Capabilities for
Standards
Content
Ownership
Content
Security
Reference
Architecture
User
Determine
Interface
for each level
characteristics
File
System
SharePoint
eMail
Other Repositories
Sources/Storage
(LiveLink, SAP, etc)
Determine
Current Level
Physical/Warehouse
Capability Maturity Model Approach
eDiscovery
Information Holds &
Hold Orders
Records Mgt
Determine
Desired Level
Retention Mgt &
Processes
Disposition
Enterprise Search
Publishing
Determine
State
State
Current
Future
Desired
plan approach
Current
gaps/goals and

15. Pros and Cons with CMM
• Pros
– Best Practice Approach
– Designed specifically for your organisation
• Cons
– Time consuming and most difficult to deploy
– No benchmarking

16. Is there a model more focused to my needs

17. Enterprise Content Management Maturity Model (ECM3)
• Based on the Capability Maturity Model
• Strong focus on
– Human
– Information and
– Systems aspects of ECM
• Well Documented
• Open Source / Free

18. ECM3 Matrix
Current Maturity
Desired Maturity
Goal

19. Pros and Cons with ECM3
• Pros
– Not technology bias
– Analysis of your entire ECM strategy
– Faster than CMM
– Free
– Flexible
• Cons
– No benchmarking
– May not be focus on your corporate needs

20. Is there a model more focused to my needs

21. SharePoint Maturity Model (SPMM)
• Published in November 2010 by Sadalit Van
Buren (@Sadalit #SPMaturity)
• Based on Capability Maturity Model, and more
focused on SharePoint
• Contains 3 Key Areas with 11 competencies
• Well documented
• Licenced for free usage if you submit your data
for benchmarking (otherwise, $200)
• Created for SP Intranets, not for …
– Public Sites
– branding/visual design
– SharePoint online

22. SP Maturity Key areas and competencies
This presentation will
focus on this area
only

23. Key area 1 – Core Concept
Anything above this
point will require
development or
customisation
Maturation

24. Well Documented - Publication

25. Publication – 100 Example
Default
No Taxonomy No Checks on
SharePoint
planning Content
Navigation
OOB
Poor use of Nothing
templates and
SP Lists personalised
layouts only

26. Publication – 450 Example
Content is Content is
Governance is
monitored and targeted to
applied
maintained specific group
Standardised
Custom Approval
templates and
Metadata is process is
theme across
applied applied
site

27. Collaboration – 100 Example
Not using Document
libraries collaboration
OOB Team site No process for
features like version
without structure requesting new sites
control and check-
in/check-out
No consistent
No using discussion collaboration
threads, wikis, blogs template is applied
across organisation

28. Collaboration – 400 Example
Consistent
Collaboration
collaboration Use of discussion
occurs outside
template is applied threads, wikis, blogs
firewall
with governance
Use of version
Automated process
control and check-
for provisioning and
in/check out
archiving sites
features

29. Business Process – 100 Example
OOB No Process
Workflow consistency not defined

30. Business Process – 500 Example
Custom SP Dynamic Workflow scope
Designer workflows based scans department
workflows on metadata sites
Power user can
Mobile
Audit trails is edit workflows to
functionality is
available adapt to changing
supported
business needs

31. Search – 100 Example
OOB Search on
No additional No custom
query, results
iFilters exist scopes
and scopes
Not leveraging
off meta data No use of best
and content bets
types

32. Search – 500 Example
Content types Search results
Users tag
and meta data is are analysed
content to
used to improve and best bets
improve search
experience are implemented
Custom search iFilters are
scopes are used installed

33. Self Evaluation Matrix
Desired Maturity
Goal
Goal
Goal
Current Maturity

34. Benchmarking – by # users

35. Benchmarking – by years of SP use

36. Pros and Cons with SPMM
• Pros
– Benchmarking is available
– SharePoint focused
– Easy to use, well documented
• Cons
– Not very flexible
– Covers a specific range of SharePoint
deployments (not public sites and SP online)
– License conditions apply

37. Building Strategy
• Typically, Maturity Assessment guides you 60%
of the way
• Still need to look at …
– Governance
– Critical business process
– Legal/compliance
– Policies and procedures
– Workshops
• Use information to build a Business Case

38. Conclusion
• Maturity is important and is often overlooked
• Better maturity = better ROI on SharePoint
• Use the maturity assessment to roadmap your
approach
• This will take time and money, plan and prioritise
• Don’t follow model blindly, adjust where needed

39. Reference
• SharePoint 2010 at work
– (O’Reilly, by Mark Miller Founder and Editor of EndUserSharePoint.com)
• SharePoint for ECM Training
– http://www.aiim.org/Training/SharePoint-Course
• “The blind men and the elephant” video
– http://www.youtube.com/watch?v=bJVBQefNXIw
• Capability Maturity Model
– http://en.wikipedia.org/wiki/Capability_Maturity_Model
• ECM Maturity Model (ECM3)
– http://ecm3.org
• SharePoint Maturity
– http://www.sharepointmaturity.com

40. Thank You
Nadir Kamdar
That SP PM from CT
Twitter : #nadirkamdar
http://nadirkamdar.blogspot.com