SHARE Atlanta Workshop - Practical tools and techniques for the share point ia and ba

#Share4Biz @RHarbridge @RuvenG
Practical Tools and Techniques
for the SharePoint
Business Analyst & Information Architect
#Share4Biz @Rharbridge @RuvenG
Facilitated By: Richard Harbridge & Ruven Gotz

My Name Is Richard Harbridge…

My Name Is Ruven Gotz…
Director,
Collaboration

What We Will (Try To) Cover Today:
Morning Focus:
1. Why is SharePoint IA so difficult?
2. Visualizing and Communicating SharePoint Concepts
Afternoon Focus:
3. Making SharePoint IA Decisions
4. Information Architecture Tips and Tricks

Why is SharePoint BA/IA
so difficult?

SharePoint is huge…

The people stuff is complex…

It started out simple

Then it grew

Then it got TOTALLY out of control!!

Decision Makers Cant Seem To
Agree…
Not as much as a kitten
picture rotator!
We need a records
management solution!

The CFO Watches Costs Increase
Actually that
requires a third
party product..
Easy! Just need
to customize
one thing…
That requires
enterprise
CALs…

IT Services Can’t Support The
Flood Of New Requests

Shared Understanding
Of Objectives

Concept Courtesy of Andrew Jolly
1 2
3
4
5
6 7 8 9
10
Abundance Of Helpful Data
1. Area Map
2. Our Direction
3. Our Route
4. Points Of Interest
5. Our Route Risks
6. Upcoming Action
7. Distance/Time To Goal
8. Estimated Duration
9. Current Speed/Limit
10. Current Road
The Destination Matters
What If We Haven’t
Identified Our
Destination/Goal?

Identifying Our Objectives

Abstract Objectives (Platitudes)
These are not good objectives!

In Canada we learn
this right after
hockey appreciation
in grade school.

We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would like
to ‘imprv request rspnse time’ by…

Legal Contract Solutions
• Contract Review Workflow
• Request Contract Review Form
• Integration with ClientDB
• Client Contracts Site

Prioritizing Objectives Requires Understanding
Value And Difficulty

The Simplest Prioritization
Formula Ever…
Estimated Value
Estimated Difficulty

Prioritization Example
 I have a difficult solution. It’s an 8 in difficulty (out of 10).
 I have an easy solution. It’s a 2 in difficulty (out of 10).
 The expected value of the difficult solution is 4 (out of 10).
 The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Processes
Enhance
Governance
Model
Reduce
Redundancy and
Improve Efficiency
Centralize
Knowledge and
Resources
Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0
Enhance
Collaboration Improve BP - 2 Governance – 2
Redundancy –
2
Automate and
Improve Business
Processes
Governance – 1
Redundancy –
1
Enhance
Governance
Model
Redundancy –
1
Reduce
Redundancy and
Improve Efficiency
Paired Comparison Matrix
Objective Weight Importance
Centralize 5 35.71%
Collaboration 0 0%
Improve BP 2 14.29%
Governance 3 21.43%
Redundancy 4 28.57%

Prioritize and Plan S.M.A.R.T. Objectives

The Right Approach
To Achieving Objectives

What is the best approach to use
when working with SharePoint?

ITERATIVE
APPROACH

Why Iterative?
 SharePoint is a very large platform.
 It takes time to understand SharePoint.
 SharePoint is great for rapid prototyping,
and for proof of concept work.
 It ensures there is enough time to
review, adjust, and communicate.

How people think it works…
Image from Paul Culmsee

How it really works…
Image from Paul Culmsee

SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards

SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com

 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
 …
SharePoint will be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.
 …
SharePoint will not be…

Foundation
Standard
Enterprise
SharePoint has Multiple Options
2007
2010
Online
On Site

It’s Big Ecosystem

Requirements
Definition and Mapping

What makes something a requirement?

We can do that for $10

We can do that for
$1 Million

The Power Of Zero $$ Change Orders

SharePoint chicken & egg problem

DON’T demo
SharePoint

Understand Their Workload & Identify Challenges

OK to demo
SharePoint

Simple Scenarios Are Your Best Friend

When To Demo SharePoint
 When you need help scoping requirements and
managing expectations.
 When you need help building awareness.
 When validating requirements and solution approaches.
 When you want to get people excited!
When Not To Demo SharePoint
 When you haven’t identified any of the audiences needs.
 When you aren’t familiar with the tool/feature set being
demonstrated.

How do you scale this?
Send a questionnaire/survey before/after…
You have three primary goals:
• Get people excited enough to respond in the
survey/questionnaire.
• Evangelize a better way of doing things.
• Better understand people’s needs/pain points.

Visualizing and Communicating
IA Concepts

What is the ‘content’?
What are some attributes?
• Artist: Prince
• Genre: Pop/Rock
• Year: 1984
Example from Yoav Lurie

Adapted from the “pea
soup” story by Serge
Tremblay

http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289

What is our Base Metaphor
for files?

What if we saw this?

Better…

Solve with
folders

Hire an intern

This is metadata!

The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever

Folders for Security
Permissions
assigned per folder

Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
• Rural
University
• Yes
• No
Metadata

Adding Metadata (when uploading)

A SharePoint Simulation

What are content types?

Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y/N
Name _________
Emp. # _________
Date _________
Drug Used:
Name __________
Cost: $ _________
Manager ________
Approved Y/N
Vacation
Request
Drug
Reimbursement

Both Content Types in One Library

Content Types
for:
Workflow,
Policy,Security

Tools For The
Information Architect

Mind Mapping Demonstration

Navigation
workshops

Navigational Map

Navigation Systems
• Global navigation
• Local navigation
• Breadcrumbs/Up One Level Control
• Contextual navigation
• Supplemental navigation
– Sitemap
– A-Z Index
– Guides

IBIS mapping demonstration
http://www.cognexus.org/

What is Card Sorting?

“Card sorting is a great, reliable,
inexpensive method for finding
patterns in how users would expect
to find content or functionality.”
- Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

Why use Card Sorting?
• Card sorting can help you identify trends
– Do the users want to see the information grouped
by subject, process, business group, or
information type?
– How similar are the needs of the different user
groups?
– How many potential main categories are there?
• What should those groups be called?

Types of Card Sorting
• Open Card Sorting
– Participants are given cards showing site content
with no pre-established groupings.
• Closed Card Sorting
– Participants are given cards showing site content
with an established initial set of primary groups.

Open card sorting process
Gerbil

Results
Gerbil

But not always what you expect
Ford
Gerbil

Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_
spreadsheet_template

Advantages of Card Sorting
• Simple
• Cheap
• Quick to execute
• Established
• Involves users
• Provides a good foundation

Disadvantages of Sorting
• Does not consider users’ tasks
• Results may vary
• Analysis can be time consuming
• May capture “surface” characteristics only

Document inventory workshops

Analyze Existing Content
• What type of content is it?
• How is the content organized
today?
• What is the purpose of the
content?
• Who is the author of the
content?
• What format is the content in?
• Who uses the content?
• Where is the content currently
located?

Use Survey Tools!
Compiling results from 20 to 50
participants using excel
sheets/hand outs can be
painful.
If you expect many responses
use a survey tool instead.

The Inventory Worksheet

Build Mind Map (based on inventory worksheet)

• Document Name
• Document Purpose (Summary Description)
• Primary Document File Type (doc, xls, pdf, etc)
• While it may be other possible to have multiple file types for a single identified document for the
scope we should limit this to the primary/expected file type.
• Primary Owner
• There are three ways to approach this. Based on the organizations need (and the scope) I am
recommending only going down to potentially role (though this can be intensive in regards to
time/effort).
• Which ‘department’ or business unit owns this?
• What ‘user role’ owns this?
• Who are the users who typically (by name) own this?
• Primary Origin (Received from)
• We could identify other origins, but based on the scope I don’t think this would be feasible for the
first phase.
• Primary Destination (Sent to)
• We could identify other destinations but based on the scope I don’t think this would be feasible.
• Privacy Classification
• Keep this simple. Confidential, Public, etc – this combined with owner should allow the
organization to pinpoint higher risk/complicated privacy/permission scenarios.
• Estimated Existing Volume
• How many of these documents (high level) does the organization expect exist?
• Estimated Creation Frequency
• How often do these documents get created?
• Notes/Remarks

Wireframing, and
Process Mapping

Wireframing Workshops

Way too much work
Erik Swenson

Balsamiq

Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative
News and Announcements Informative
Blog Updates Informative
Wiki Updates Informative
System Status Informative
Upcoming Events/Calendar Informative
New Hires/Arrivals Informative
Employee Anniversaries/Milestones/Years of Service Informative
Recent Departures/Retirements Informative
Videos Informative
Photos Informative
Podcasts Informative
Stock Quotes Informative
Stock Chart? Informative
Weather Informative
World Clocks/Office Time Informative
Employee Spotlight Informative
Contacts Informative
Recent Discussions Informative
Quick Links/Shortcuts/ Navigation
Site Map Navigation
Tag Cloud Navigation
Search Box (Employee Search, Intranet Search, Etc) Navigation
Polls Feedback
Provide Feedback Feedback
Component Name Purpose
Email This Page Sharing
Print This Page Sharing
Search Tips Informative
New Job Openings/Postings Informative
Quick Start to Services Navigation
How do I/Training/Learning Materials Informative
Advertisements Informative
New Messages/Notes Informative
Availability Dashboard Informative
Upcoming Calls/Web Meetings Informative
Recent Questions and Recent Answers Informative
Community Spotlight/Highlight Informative
Site/Department/Team Spotlight/Highlight Informative
Inspiring Quote Informative
Highlighted/Urgent/Past Due Tasks Informative
Most Viewed Content Informative
Most Recently Contributed Content Informative
Recently Added Projects Informative
Survey Feedback
Bookmarked Content Informative
Top Searches Informative
Discounts (Organizational for Retail) Informative
Sales Goals Informative
Visitors/People Out Of Office Informative
Phone List Informative

Balsamiq DEMO

Business Process Workshops

Visio 2010 Demo

Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipment and Room Reservation and Management
• Meeting Planning and Management
• Policy Review and Approval
• Booking Travel
• Interview Management and Hiring Processes
• Training Sign Up and Management
• Event Planning
• Change Request Management
• Timecard/Time Tracking
• Product Planning
• Help Desk Ticket Management
• Compliance Support
• Contacts Management
• Inventory Tracking
• Lending Tracking
• Sales Lead Pipeline

Roadmap

Questions? Ideas? Feedback? Contact us:
 Twitter: @RuvenG & @RHarbridge
 Blogs: spinsiders.com/RuvenG & RHarbridge.com
 Email us: Ruven.Gotz@Avanade.com & Richard@RHarbridge.com
 Slides: http://www.SlideShare.net/RHarbridge
http://www.SlideShare.net/RuvenG
Thank You For Joining Us This Morning
Organizers, Sponsors and You for Making this Possible.

Making
Information Architecture
Decisions

The
Importance
of Making
Good
Information
Architecture
Decisions

Governance and IA?
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open
to all employees
TEAM SITES: Generally
open to team members
Tightly
controlled,
formal
governance
Looser control,
less formal
governance
Some control,
some formal
governance
“PRIVATE” SITES: Open
to business group
members
Animated Slide Provider: Susan Hanley

Recommended Approach

Marcy Kellar’s Publishing Cheat Sheet
SHARE 2012 | 119
http://www.thesharepointmuse.com/2011/12/lesson-learned-when-you-need-to-use-publishing-in-sharepoint/comment-page-1/
Bonus: Richard Harbridge’s
Site Collection and Site
Guidance Document
http://www.rharbridge.com/
wp-
content/uploads/2010/08/Sh
arePoint-2013-Site-Collection-
and-Site-
Recommendations.docx

SharePoint Containment Hierarchy
Documents, Items and
Pages
Folders and Document
Sets
Libraries and Lists
Sites
Site Collections
Databases
Web Applications
Servers
Farm
What we care about from an
information architecture
perspective.

SharePoint Containment Hierarchy
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Folders and Document Sets
Lists
Doc Libraries, Pages, Calendars, Discussions, Surveys, etc.
Sites
Team Sites, Publishing Sites, Meeting Workspaces, etc.
Site Collections

Site Collection or Site (Subsite)?
OR

Site Collection

When To Use A Site Collection

Site Collection 1 Site Collection 2
Webparts &
Aggregation
Webparts &
Aggregation
Masterpages
& Page Layouts
Masterpages
& Page Layouts
Search Across Site Collection Boundaries
Navigation Navigation

Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Group Z
Collection Admin Y
Collection Admin Z
Site Collection 1 Site Collection 2

Purpose of a List?
• To Replace Excel
Spreadsheets
• To Track Complex Input From
Multiple People
• To Centralize Storage and
Retrieval of Content
• To Provide Validation, Easy To
Use Online Forms
• To Reduce Duplication of Effort

One List or Multiple Lists?
OR

When To Use a Single List
• You want to simplify viewing the same set of
items.
(When dispersed across many lists it requires additional effort to
aggregate the lists).
• You want to search for items in the same
location.
configure search scopes).
• You want to easily apply consistent versioning,
approval, metadata or form settings.
• You want to receive consolidated updates on
the collection of items (alerts or RSS).

When To Use Multiple Lists
• You don’t expect people to need summaries of
the items together.
aggregate the lists).
• You need to apply different versioning,
approval, metadata, or form settings.
• You want to distribute management of
versioning, metadata, workflows or form
settings.
• You do not need to receive consolidated
updates (alerts or RSS).

Advanced Uses Of Lists

Calendar or Calendar View?
Capabilities Calendar list Calendar view
Supports direct creation and editing of
calendar entries.
Yes No
Supports calendar overlays and group
calendars.
Yes Doesn't apply
Supports future dates without requiring
creation of a stub.
Yes No
Can view future dates once 'stubs' are created
in the library or list.
Doesn't apply Yes
List or library updates affect the calendar. No Yes
Calendar updates affect the list or library. Yes Not typically
Simplest option if you already have a list that
includes a date option.
Yes
http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554

One Library or Multiple Libraries?
OR

When To Use a Single Library
• You want to simplify viewing the same set of
documents.
(When dispersed across many libraries it requires additional effort
to aggregate the libraries).
• You want to search for documents in the same
location.
to configure search scopes).
• You want to easily apply consistent versioning,
approval, metadata or form settings.
• You want to receive consolidated updates on
the collection of documents (alerts or RSS).

When To Use Multiple Libraries
• You don’t expect people to need summaries of
the documents together.
to aggregate the libraries).
• You need to apply different versioning,
approval, metadata, or form settings.
• You want to distribute management of
versioning, metadata, workflows or form
settings.
• You do not need to receive consolidated
updates (alerts or RSS).

What Can You Do With A Document?
New/Upload
New Document
Upload Document
Upload Multiple Documents
New Folder
Collaborate
Edit Document
Check Out/Check In/Discard Check
Out
E-mail a Link
View Version History
Alert/Notify Me
Manage
Edit Document/Folder Metadata
(Title, Name, etc)
Manage Document Permissions
Delete Document/Folder
Re-Order Documents/Folders
(Explorer View/Move
Documents/Copy Documents)
Download a Copy

Require Check Out or Don’t?
OR

How do we do it?
• Library tab
• Library settings

Require Check Out?

Require Check Out?
Not Enabled By Default

Require Check Out?
When enabled bulk uploading
or explorer view additions are
checked out by default. Pro?

Require Check Out?
Work Around: Navigate to Manage
Content and Structure and then to the
library. Select all of the documents and
choose Check In from the action menu.

Require Check Out?
You cannot edit multiple
documents in datasheet view.

Require Check Out?
Work Around: By turning the require
check out option off we can make edits in
the data sheet view temporarily and then
re-active require check out.

Require Check Out?
Workflows and code must
check the file out before being
able to update it/it’s metadata.

Require Check Out?
When required check out is
enabled ‘storing files to local
drafts’ is an enabled option.

Require Check Out?
Co-Authoring is disabled on
libraries where check out is
required.

• Office 2007 and Office 2010 let’s the user know
it is being used by someone else.
• This eventually times out.
(15 mins on XP – 60 mins on Vista/Win7)
• Other formats don't notify user.
Don’t Require Check Out?

Require Check Out?
• You do not need to co-author documents.
• You do not need to bulk update metadata.
• There is typically a high number of people
updating the documents in this library.
• Updates are made frequently to the same
documents by different people.

• You do need to co-author documents.
• You do need to bulk update metadata.
• There are few people updating documents
in this library.
• Updates are not made frequently to the
same documents by different people.
Don’t Require Check Out?

List and Content Type Tip!

Default Content Types and
Metadata Values

Navigating with Metadata Tip!

Navigating with Metadata, not Folders

Set up with Library Settings

Configure Setttings

Filters the list

Document Routing Tip!

Content Organizer and Routing

Configure the router

Configure settings

Create Rules

Create/Modify Rules

Use the Drop-off Library

Add a document

Enter Metadata

Detour: 2010 Metadata

Back to Drop-off library

Your document was moved

Rules don’t apply…

… it doesn’t get moved

Folder or Metadata?
OR

What’s wrong with folders?
• Deep structures hard to
navigate
• Finding stuff is hard
• Figuring out where to put
stuff is even harder
• Stuck with a rigid structure
• Search is not the silver
bullet

What’s the alternative?

Metadata = No more folders
• Filtering
• Views

Really? No more folders? Ever?
• What situations would you use folders?
• Subdivide large libraries/lists
• Security/Permissions This is a favourite of mine
• Ease of use for users
Really? No more folders?
Really?

Downsides of Metadata
• No free lunch (there is pain here)
• Awful architectural choices to make
– Multiple site collections
• Good Practice
• Bad for Metadata
• Maintenance headache
– Can be mitigated
• Define at top level if possible

Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy for users
(they only see
what they are
supposed to)

Folders and Default Values

The Sales document library

Drill down into Military folder

Drill down into Air-to-Ground

Add a new document here

Note: Some metadata prefilled

How did we do that?
• Library tab
• Library settings

Column default value settings

Select a folder and set defaults
• Note folder inheritance

Set the default value

in SharePoint 2010
• Managed Metadata Service
• Share Metadata across site collections
• Multilingual Metadata (big gotcha )
• Hierarchical Metadata
• Navigate via Metadata (already discussed)
• Keywords/Folksonomy (Out of scope today)
• Folders can assign default metadata
(already discussed)

Term Store Management

Adding Terms

Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for Tagging checked”

Term Store Manager
• Painful & Slow
• Needs a better way
• I created a ‘toy’ to try out some ideas
• http://bit.ly/ruveng-mmts
– Article links to other solutions (Excel)

CSV file for Import to Term Store

To Sum Up…
• SharePoint 2007
– Folders BAAAAD!
– Never use them
– Except when the situation warrants
• SharePoint 2010
– Folders GOOOOD!
– Never use them
– Except when the situation warrants

Folder or Document Set?
OR

Folders vs. Document Sets
Document Sets vs Folders

Document Sets
Document Sets vs Folders

Folders vs. Document Sets
Document
Library
Document
Folder
Document
Document
Folder Folder Document
Document
Set
Document
Folder
Folder
Document
Set
Document
Document

Special Mention: SharePoint 2013
Document Set Improvements
• Support for OneNote notebooks
• Document set icon in search results
• Folders supported
– Also for default documents set for document set
• Support for easier aggregation
– CBS & CBQ web parts understands document sets
• Better developer support
– Client side and Server side API improvements
• Versioning improvements*
– Capture full document set as version
• Search directly in document set

Sites vs Pages?
• See this great whitepaper by Susan Hanley and Scott Jamison
http://www.microsoft.com/download/en/details.aspx?id=125
00

Conversation Options in SharePoint 2013
Conversations_in_SharePoint2013.pdf

Information Architecture
Tips and Tricks

Incorporate Feedback Planning
Couldn’t Find What You Were Looking
For? Let Us Know (On Search Pages)
Intranet Design or Improvement
Contests
Want More? Give Users a Bookmark
Feature and Analyze User
Bookmarks
Do You Like The New Homepage Design?
Click I Like It or Leave A Note!
(Simple front end code/webparts means users don’t
even have to go to the ribbon.)
Blog New
Features/Changes and
Encourage Comments
Provide Feedback Button & Custom List
How about a site review process
where you encourage feedback?

Make it easier to work with

Powerful Columns You Probably Didn’t Know About

Why Leveraging SharePoint Blog Features for News is a Great Idea

Choice vs Lookup Column
• Susan Hanley – At it again!
http://cloud.snappages.com/b8898dc2c08e137d03449de65b9
e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf

Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

Always Give Ranged Estimates
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

Are You Confident In That Range?
2-8

OR
Within Range
Actual Result
OVERCONFIDENT

OR
Within Range
Actual Result
LESS CONFIDENT

OR
Within Range
Actual Result
90% Confident

Give 90% Confident Ranged Estimates
2-8 Hours!
Within Range
=

Visualizing Timelines
An easy way to create shared
understanding of the impact
estimates make on projects.

Visualizing Existing Timelines
A great way to take existing
project timelines and set
stakeholder expectations
or communicate impact of
changes.

IBIS Dialog Mapping

Adoption Curve Of Systems
• If you say that SharePoint will
solve all issues quickly you will
fail
• There is ALWAYS a loss of
productivity
• It’s the number one reason that
executive support is needed
Courtesy of Michal Pisarek

Assess Current Maturity
Sadalit van Buren
http://www.sharepointmaturity.com/

 Typical workers produce 3+ GB of data per year.
 30% of a typical workers day is spent searching for
information.
 In a 1,000 employee company lost productivity costs
approximately $5 million a year.
Public Statistics can help…
Source: “The Enterprise Workplace,” IDC, 2005
Source: IDC, 2003
Source: “Hidden Costs of Information Work,” IDC, 2006

Statistics within the Organization
are better.
 20% of our IT Support people who travel do not have access to
our IT policies and support documents when travelling.
 4 out of 5 of our workers do not know that we have an
employee disaster relief fund.
 Currently we pay for full licensing on 7 different enterprise
document management solutions.
Source: “Support Review Q4,” IT, 2012
Source: “HR Employee Benefits Survey,” HR, 2012
Source: “Financial Audit of Licensing Costs,” Finance, 2012

Productivity Hub

IUseSharePoint
Download and install the ‘lunch’ and learn module - an interesting idea.

SharePoint Permissions

AD Groups or SharePoint Groups?
OR

Advantages Disadvantages
SharePoint
Group
• Not reliant on AD (if your AD is
a mess)
• Distributed ownership and
management options
• Managed by users
• Can be managed by the
SharePoint Object Model
• Members of these groups are
visible to users in SharePoint.
• Only used in SharePoint
• Managed by (potentially)
untrained users
• One more place to manage
security (independent of AD)
• Cannot contain another
SharePoint group as a
member.
Active
Directory
Group
• Managed by domain
administrators
• Available in many systems
• Centralized management and
easier removal
• Difficult to determine
permissions assigned to
people
• Requires lots of planning
• Members of these groups are
not visible in SharePoint.
• User can only be a member of
1024 AD groups (recursively).
SharePoint Groups vs AD Groups

Item Level
Permissions

“Item Level”
Permissions

Web Level
Permissions

Targeted
Code
New in SharePoint 2010
SPRoleAssignmentCollection.AddToCurrentScopeOnl
y

Do you have a Taxonomy Strategy?

Do you have a Support Strategy?
SharePoint
Standards
Online

Do you have a Staffing Strategy?
Building A
SharePoint
Team

Implemented Legal
Contracts Solution!
Have we achieved our objective?
Implemented SharePoint!

A Lesson Courtesy Of The Mars Rover
Primary among the mission's scientific
goals is to search for and characterize a
wide range of rocks and soils that hold
clues to past water activity on Mars.

Have We Achieved Our Goal?

Launch Minded People Think…
Pre
Launch
Launch
Don’t blow up!

Pre
Launch
Launch Flight Landing
Post Launch People Think…
Have we
succeeded in
gaining
adoption?
Have we
achieved our
objectives?
What are our
objectives?
How will we
achieve them?
Don’t blow up!
What feedback
are we getting?
How should
we adjust our
trajectory?

Back to our friend the Mars Rover…

Have We Achieved Our Goal?
Achieved
Primary
Objective

How Important Was Launch?
Launch
How many people understood
how much was involved in
planning for launch?
How many people understood how
much was involved after launch?
Post Launch

Questions? Ideas? Feedback? Contact us:
 Twitter: @RuvenG & @RHarbridge
 Blogs: spinsiders.com/RuvenG & RHarbridge.com
 Email us: Ruven.Gotz@Avanade.com & Richard@RHarbridge.com
 Slides: http://www.SlideShare.net/RHarbridge
http://www.SlideShare.net/RuvenG
Thank You For Joining Us This Afternoon
Organizers, Sponsors and You for Making this Possible.

SHARE Atlanta Workshop - Practical tools and techniques for the share point ia and ba

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