The document provides an overview of a presentation on making SharePoint useful. It discusses the importance of user adoption through useful, usable, and used solutions. Various usage scenarios for SharePoint are presented, as well as considerations for determining if SharePoint can meet business needs on its own or if extensions are required. The presentation covers options for configuring and extending SharePoint, including commercial add-ons and custom solutions, and provides examples of areas where SharePoint capabilities could be enhanced.

1. In association with: Presented by:
Finally!
A Way to Make SharePoint Useful
Presented August 26, 2015

2. In association with: Presented by:
About AIIM
AIIM is the Global Community of
Information Professionals
AIIM believes that the information systems
we use at work should be
simple, secure, and available
anywhere, anytime, and on any device.
Our mission is to improve organizational
performance by empowering a community
of leaders committed to information-driven
innovation.
Learn more at www.aiim.org

3. In association with: Presented by:
AIIM Presents:
Finally! A Way to Make SharePoint Useful
Host: Theresa Resek
Director
AIIM
Kevin Parker
Sr. Enterprise Information Architect
NEOSTEK
Holly Anderson
Product Marketing Manager
K2

4. In association with: Presented by:
Introducing our Featured Speaker
Kevin Parker, CIP
Sr. Enterprise Information Architect
NEOSTEK

5. In association with: Presented by:
HOW TO MAKE
USEFUL

6. In association with: Presented by:
Success Factor: User Adoption
User adoption requires building a solution that is
useful, usable, and used.
Useful The solution helps people do their jobs better.
Usable The solution is simple and easy enough for people to
use without thinking too much about how it works.
Used The solution is actually used by people.
Success = Solution is used
Failure = Solution is not used

7. In association with: Presented by:
SharePoint Usage Scenarios
Typical Usage
Scenarios
Common Usage
Scenarios
Other Usage
Scenarios
• File Share 2.0
• Team Sites
• Intranet
• Document Center
• Records Center
• Knowledge Center
• Learning Management
• Collaboration Platform
• Project Management
• Enterprise Search
• Business Intelligence
• eDiscovery
• Proposal
Management
• Integration/Portal
• …

8. In association with: Presented by:
Is SharePoint Enough?
It depends on the business and functional requirements. SharePoint is
a great foundation for enterprise information management which can
be extended intelligently and interface with other systems to meet
your needs.
Think through design:
• Design solutions that are as simple as possible.
• Utilize SharePoint OOTB with configuration as much as possible.
• Determine what you absolutely need that SharePoint can’t do
OOTB with configuration.
• Fill the gaps with either commercial-off-the-shelf (COTS) add-ons
and/or custom solutions.

9. In association with: Presented by:
Definitions
Out-Of-The-Box
(OOTB)
Services, solutions, features, content types, list types, site
types, workflows, etc. available in SharePoint without the
need for custom solutions or third-party add-ons
Configuration Configuring OOTB capabilities in SharePoint through the
browser, through SharePoint Designer, through scripting,
or through coded configuration solutions
Customization Customizing the SharePoint code base in any way
Don’t do this!
Custom Solution A custom add-on solution developed (by internal or
external experts) to extend the capabilities of SharePoint
Commercial off-the-
shelf (COTS) Add-On
A third-party add-on solution developed to extend the
capabilities of SharePoint

10. In association with: Presented by:
Deciding what to do with SharePoint
Questions Outputs
What business problems are we
trying to solve?
• Business Case Problem Statement
• Business and Functional Requirements
• Use Cases and User Stories
What information types do you
need to manage?
• Information Inventory
• Information Capture Requirements
What business processes and
workflows are involved?
• Process Diagrams
• Workflow Diagrams
What rules and regulations apply? • Regulatory Requirements

11. In association with: Presented by:
Some SharePoint OOTB Capabilities to Consider
Features
Sites & Site
Collections
Site Types &
Templates
Managed
Metadata
Site Columns
Content Types
Lists &
Libraries
Content Type
Hub
Content
Organizer
Navigation
Search Workflows
Event
Receivers
Security
Business
Connectivity
Services
You must understand what SharePoint can do to design well!
These are some key capabilities to consider. There are more!

12. In association with: Presented by:
Options for Extending SharePoint
Configuration Add-On Solutions
Through a
Browser
Using
PowerShell
Using
SharePoint
Designer
Creating a
Solution in
Visual Studio
COTS Add-On
Product
Custom Add-
On Solution in
Visual Studio
Good for
prototyping
and for small,
ad hoc
scenarios
Best for most
configuration
tasks; can be
used to keep
configurations
consistent in
multiple
environments
Okay for some
simple tasks,
but not
recommended
for most uses
or for serious
development
Great for defining
content types, lists,
workflows, event
receivers, and
branding solutions
that can be fully
controlled and
reused; requires a
higher level of
expertise
Best for extending
SharePoint
capabilities for
specific
requirements like
forms, workflows,
capture, and
records
management
Best for very
unique situations
where no good
COTS add-on exists
to meet business
needs; requires a
higher level of
expertise and costs
much more
Usually: A Combination of Options

13. In association with: Presented by:
SharePoint Custom Solution vs. COTS Add-On
Custom Solution COTS Add-On Product
Pros • Can be developed to fit your
specific requirements
• Control architecture
• Leverage in-house development
expertise
• Shorter time to delivery
• Usually less expensive (Total Cost of
Ownership) to acquire and maintain
• Better user experience and bug fixes
• Clearer upgrade/migration path
Cons • Longer time to delivery
• Usually more expensive (Total
Cost of Ownership) to create,
test, debug, secure, and maintain
• Requires rework for later
upgrades/migrations
• Little or no control over architecture
• May be difficult to find a product
that suits your needs if your
situation is very unique

14. In association with: Presented by:
Example Areas for Making SharePoint Useful
Forms &
Workflow
Capture &
Recognition
Project & Case
Management
Records
Management
SharePoint
OOTB
Simple workflows
configured through
the browser or
SharePoint Designer;
forms based on list
content types
Reliance on scanner
tools for scanning,
indexing (e.g., OCR
and tagging), and
upload; some options
for indexing OCRed
PDFs for search
Site provisioning
through the browser
using saved site
templates; site-based
retention (starting in
SP 2013)
Records Center,
content organizer,
and IM policies
configured for
specific content types
Custom
Solutions
More complex
workflows and
custom forms
through Visual Studio
Custom solution to
handle scanning
directly into
SharePoint and
performing OCR;
custom iFilter
Custom site
provisioning solution
with coded site
templates;
connection to a CRM
or PM application
Enhanced file plans
or storage using a
custom solution;
connection to other
records systems
Best-of-
Breed COTS
Products
Robust business
process management
using intelligent
workflows and forms
built with a business
rules engine
Scanning directly to
SharePoint with
recognition, indexing,
and routing
capabilities
Simplified
configuration,
provisioning, and
management of case
sites based on pre-
defined templates
Certification to local
standards (e.g.
DoD 5015.2-STD);
usable file plan
builder; event-based
retention

15. In association with: Presented by:
Considerations for Selection of COTS Add-Ons
• Does the solution meet the essential requirements for our
scenario?
• Does the solution work in our environment? (Office 365? Cloud?
On-Prem? Hybrid?)
• Does the solution install on top of SharePoint, or does it require
additional servers and connect to SharePoint by other means?
• Does the solution require client software installation, or is it
completely server based?
• What expertise do we need to support this solution?
• What are others saying about the vendor? What is their track
record? Are there relevant case studies available?
• Think mobile first and cloud first.

16. In association with: Presented by:
Build the Business Case
Clearly define the problem
Present the alternatives
Present the preferred solution
Justify the cost (TCO and ROI)
Present a blueprint and roadmap

17. In association with: Presented by:
Connect with Me
Kevin Parker, CIP
www.neostek.com | kevin.parker@neostek.com
Twitter: @JKevinParker
LinkedIn: www.linkedin.com/in/jkevinparker

18. In association with: Presented by:
Introducing our Sponsor Speaker
Holly Anderson
Product Marketing Manager
K2

19. 65% of SharePoint customers turn to 3rd
party tools to meet their needs
Forrester Research “SharePoint Adoption Faces Three Barriers”

20. Things to Consider
Easy-to-use
Enable technical and non-technical users with tools that are intuitive, easy-to-use and easy to
maintain
Current architecture
Ensure fit with your current architecture – SharePoint, LOB systems, on-premises, cloud-based
or hybrid
Plan for the future
Find tools that work for your business today and will grow with you as necessary
Experience
Find an experienced vendor to help navigate the complexities of SharePoint

21. SHAREPOINT
K2 APPIT FOR
SHAREPOINT
Workflow and forms
apps for SharePoint, in
the cloud
APPLICATION

22. Office 365
Existing
Subscription
CAPABILITIES
WHERE CAN APPIT BE USED?
SharePoint
2013
On-premises
Office 365
New
Subscription
LOB INTEGRATION

23. WHAT DO APPS LOOK LIKE?
Filterable and
searchable central
task list
Simple to
advanced forms
Simple to
advanced workflow
Go mobile
Out-of-the-box
reports

24. Out-of-the-box
reporting portals
Real-time visibility
with the View Flow
report
Assemble your
own user
performance
reports
REPORTS

25. Package up and deploy
apps onto other
environments.
Track and retry
workflows in error
state
Manage users,
workflows and
security.
SETUP AND ADMINISTRATION

26. Visit Appit.com for more information,
additional whitepapers, and
webinars

27. In association with: Presented by:
QUESTIONS?

28. In association with: Presented by:
AIIM Resources
www.aiim.org/research
Download AIIM Studies

29. aiim.org/training
• Enterprise Content Management
Improve customer and staff engagement,
ensure compliance, and automate
business processes.
• Business Process Management
Map, design, and automate operational
processes for your organization using a
combination of strategies, change
management, and technologies.
• Taxonomy & Metadata
Optimize navigation, findability, and
information discovery through content
classification.
• Information Governance
Create an information accountability
framework that reduces costs, manages risk,
and optimizes value.
• Managing Records & eDiscovery
with SharePoint 2013
Manage records, ensure compliance,
and prepare for civil litigation requests.
• Electronic Records Management
Know what to keep and what to discard as
volume, variety, and velocity of digital
information intensifies.
AIIM Training

30. In association with: Presented by:
Connect with AIIM
As the Global Community for
Information Professionals, join us here
• AIIM’s Resource Centers – www.aiim.org/resource-centers
• AIIM's Blogging Community – http://community.aiim.org
• LinkedIn Group – www.linkedin.com/groups/AIIM-Global-Community-Information-Professionals-3698
• Twitter – www.aiim.org/Connect/Twitter
• Facebook – www.facebook.com/aiimcommunity
• Digital Landfill – http://info.aiim.org/digital-landfill

31. In association with: Presented by:
 Enterprise Content Management
(ECM)
 Business Process Management
(BPM)
 Capture & Scanning
 Collaboration
 Content Analytics
 Electronic Records Management
(ERM)
 Information Governance
 Search
 SharePoint
 Taxonomy & Metadata
 Web Content Management
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Visit aiim.org/resource-centers
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33. In association with: Presented by:
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