SharePoint Development Trust

1. Presentation Content
SHAREPOINT DEVELOPMENT THRUST
 Define SharePoint Implementation Objective
 Overview of types of SharePoint sites and Office 365 Groups
 PRDW Site Architecture – proposed approach
 Potential areas of use in PRDW
 Focus Areas for SharePoint implementation
 Implementation Methodology
 Decisions and next actions

2. Purpose of Presentation
SHAREPOINT DEVELOPMENT THRUST
Objective
Establish Workgroup and Action Plan to
Encourage use of SharePoint and Office 365 Groups to
Improve efficiency and reduce risk by:
• Providing tools for easier team collaboration and communication
• Making search and discovery of information easier
• Creating consistency (navigation, look & feel, taxonomy and metadata)
• Orderly development of sites and groups (SharePoint architecture)
• Ensuring security and integrity of data
• Providing training and support

3. Types of SharePoint Sites
SHAREPOINT DEVELOPMENT THRUST
Communication Sites
– Share content for viewing (but not editing)
– Technical Information, announcements, templates, project sheets, QMS, etc.
– Small group of content authors, large group of consumers
– Not really used in PRDW – many potential uses though
Team Sites
– Collaboration on projects, event planning, exchange of ideas
– Linked to Office 365 Groups by default
– All members jointly create and edit content
– Used at PRDW – still under-utilised though
Hub Sites
– Shared experience for a family of related sites
– SharePoint sites are associated with a hub (HR, Project Office, Projects current, etc.)
– Hub establishes a “hub family” with common look and feel
– Provides the fabric (structure) to the organisation

4. SharePoint & Office 365
SHAREPOINT DEVELOPMENT THRUST
Office 365 Group
• Easy to set up group of people to collaborate with each other and share
resources
• Resources include group email, shared calendar, OneNote notebook and
SharePoint document library (others are easy to add)
• Can set it up from Outlook
• Office 365 Group is automatically created when SharePoint Team site is
created
• Can be a private or public group
• Easy to set up – anyone has permission

5. More about Hub Sites
SHAREPOINT DEVELOPMENT THRUST
Modern Approach
– Each unit of work should be in a separate site collection
– This is to optimally manage governance and growth over time
– Create a communication or team site for each unit of work
– Link it together with hub sites
Hub site gives us
• Shared navigation and brand
• Roll-up of content and search
• Home destination for the hub
• Permissions of associated sites
are maintained
• A site can only be associated
with one hub at a given time
• Discover information in
context
Avoid sub-site hierarchy (reduces
flexibility to change)

6. PRDW Site Architecture
SHAREPOINT DEVELOPMENT THRUST
Approach
– Define philosophy for hub site structure
– Create hub sites over time
– Associate sites with hub sites as content is developed
Hub Site Structure Philosophy (illustrative – to be discussed further)
– A hub site for each Global Section
– Knowledge Base hub (Specifications, Standards, Guidelines, Reports, Project data
sheets, Publications); separate hubs for Santiago and Cape Town
– Separate hubs (Cape Town only for now) for Current Projects, Pending Projects and
Closed Projects
– Resource Planning hub
– Separate hubs for Procurement, HSE, Costing, Specifications etc.
– EMC hub
• There is no urgency to create hubs
• Approach should however be consistent, but can be changed at any time

7. PRDW Site Architecture
SHAREPOINT DEVELOPMENT THRUST
Examples of SharePoint sites associated with hub sites
These are just examples of
how SharePoint sites can be
associated with hubs.
Defining the hub structure
will be one of our first tasks.

8. Areas of potential use
SHAREPOINT DEVELOPMENT THRUST
• Knowledge base (easily find and discover info, easy upload of new info)
• Team Collaboration (easy to set up Office 365 Groups, already in use by some)
• Document Management (version control, templates, automation, lists and views)
• Global Integration (Office 365 Groups, co-authoring, multilingual features)
• Project Management (Custom templates, lists and libraries, workflows, Outlook integration)
• Mobility (mobile devices, workflows, access from anywhere)
• Business Management (permissions, workflows, communication sites, security)
• Business Development (Custom templates, easily find archived records, workflows)

9. Priority Areas
SHAREPOINT DEVELOPMENT THRUST
Where do we begin (Big 5)?
Willing buyer philosophy – encourage adoption by demonstrating benefit
High Potential
Benefit
Application areas Current
Adoption
Office 365 Groups
for collaboration
Projects, Proposals, Work
Groups
Medium
Knowledge Base Search and discovery of
technical information
Low
Workflows for
business
management
Leave approval,
document transmittal,
Low
QMS Guidelines & Procedures
Templates
Low
Specifications Controlled generic and
particular specifications
with version control
Low

10. Implementation Methodology
SHAREPOINT DEVELOPMENT THRUST
Formal Process
 Identify element to be implemented next (target “lowest hanging fruit”)
 Obtain EMC budget approval
 Discuss with user, create content, test and customise
 Get inputs and buy-in from all interested parties
 Verify alignment with QMS
 Obtain EMC approval for implementation
 Update Governance Plan where appropriate
 Implement and train

11. Implementation Methodology
SHAREPOINT DEVELOPMENT THRUST
Adoption and Training
 Obtain inputs from existing users to enhance adoption (and exploit synergy)
 Engage with users and assist them during implementation
 Keep governance rules to a minimum (encourage experimentation)
 Provision of a communication site with PRDW-specific training videos
 Establish SharePoint Help Desk
 Encourage experimentation

12. Implementation Methodology
SHAREPOINT DEVELOPMENT THRUST
Workgroup (“Governance Committee”)
 Core team drives the implementation programme
 Core Team develops and updates governance plan
 Co-opt PRDW specialists and experienced users as required
 SharePoint Workgroup meets monthly, or ad-hoc if required
 Budget (and programme) is pre-approved by EMC
 Proposed core team:
 Leon Sonntag (Chair, SharePoint “go-to” person, prepares budgets)
 Gary Hopkins (IT specialist, Principle Technical Support)
 Rudi Sonntag (Oversight, review budgets, develop governance plan)
 Liezel Scheepers (QMS representative, admin)
 Co-opted members
 Section Heads to nominate as required (must be active contributors, keep workgroup lean)
 Reporting
 Chair issues monthly dashboard report (Budget & programme, implementation, training)
 Maintain issues register to ensure issues and risks are dealt with and closed out

13. Risks Issues & Concerns
SHAREPOINT DEVELOPMENT THRUST
Example of aspects to be taken up in Issues Register
Issue or concern Risk description Action/Solution
Folder structure is lost
when downloading to
local drive
Metadata is lost when copying out
of SharePoint
This is indeed the case.
Workaround is available but not tested.
Folder structure is lost when
copying out of SharePoint
Folder structure is kept intact (has
been tested).
Back-up’s to X:Drive
time consuming
Manual back-ups may be time-
consuming and not practical
Automated workflow that copies to
X:Drive has been tested.
Security of data Data can be accidentally lost
through synchronization
3-month retention of all deleted files.
Permissions can be controlled.
Must be tested.
Cannot open and save
AutoCAD files in
SharePoint
Unsupported third-party software
files cannot be opened and saved
directly back to SharePoint &
version control does not work
No work-around found as yet.
Continue to use X:Drive for design
development.
Pdf’s don’t have the problem, and
version control works.
QMS compliance Use of SharePoint processes and
tools may not comply with QMS.
SharePoint processes likely to be ISO
compliant. 365 Groups are less formal.
Apply for deviation during test phase;
amend QMS procedures formally as
required.

14. SharePoint Governance Plan
SHAREPOINT DEVELOPMENT THRUST
Typical Contents of SharePoint Governance Plan
– Overview, Scope & Application, Responsibilities
– Site Architecture
– Security
– Navigation
– Look & Feel
– Taxonomy and Metadata
– Retention and Deletion
– Third Party Tools and Integrations
– OneDrive for Business
– Training
– Help Desk
Need to balance formalised structure with the freedom to use available tools

15. Typical Methodology for each Development Thrust
SHAREPOINT DEVELOPMENT THRUST
The following 3 slides give examples of the typical approach for:
 Workflows
 Technical Library
 QMS Hub

16. Work Flows
SHAREPOINT DEVELOPMENT THRUST
Workflows (Microsoft Flow)
• Automated process that can incorporate various Microsoft apps
• Easy to set up using a template or creating from scratch
• Limited testing has been done (leave approval, transmittals, back-up folder to X:Drive)
First 5 flows suggested:
Leave approval
– Automate complete process from application to updating data base
Document transmittal
– Transmit a batch of documents in a single process
– System takes care of transmittal note incl. numbering, filing of delivery receipt, and updating registers
Drawing approval
– Automated workflow for approval of drawings
FEQ management
– Already being done on SharePoint where Construction Section is involved
– Process can be further automated
Pending Project initiation
– Approval workflow
– Create provisioned Office 365 Group or SharePoint site?

17. Technical Library
SHAREPOINT DEVELOPMENT THRUST
Technical Library
• Current X:Technical folder contains a lot of information
• Many files are duplicated as a result of the deep sub-folder structure
• Ideal candidate to test SharePoint’s search and discovery tools
• Can become the PRDW knowledge base
Proposed modus operandi:
• Create SharePoint Knowledge Base hub and associated sites
• Decide on site hierarchy - libraries within the site (first level “folder” hierarchy?); alternatively
stick to one library
• Decide on permissions
• Decide on Taxonomy (Metadata hierarchy, Enterprise keywords)
• Establish navigation structure (create views)
• Populate by copying files from X:drive Technical folder
• Test functionality (searches)
• Test back-up/sync to X:drive
• Demo
• Obtain approval for implementation

18. QMS Site
SHAREPOINT DEVELOPMENT THRUST
QMS Site
• Current X:QMS folder contains mainly policies, procedures, guidelines and some templates
• Ideal candidate to test SharePoint’s search and discovery tools
• User’s expectation is to find and discover information easily
• SharePoint version control feature could eliminate “superseded” folders
• Ideal candidate to test approval workflows
• PRDW Templates could be incorporated into the QMS Site
Proposed modus operandi:
• Create SharePoint QMS hub and associated sites
• Decide on site hierarchy
• Decide on permissions
• Decide on Taxonomy (Metadata hierarchy)
• Establish navigation structure (create views)
• Populate by copying files from X:drive QMS folder
• Test functionality (searches and version control)
• Test back-up/sync to X:drive
• Demo
• Obtain approval for implementation

19. Decisions and Next Actions
SHAREPOINT DEVELOPMENT THRUST
DECISIONS AND NEXT ACTIONS
 Obtain EMC approval for the proposed approach
 Set up SharePoint implementation team (“SharePoint Governance Committee”)
 Agree priority areas “Lowest hanging fruit”
 Governance Committee Kick-off meeting
 Set up control registers and programme
 Set up budget and Bcap codes (incl. resource allocation philosophy)
 Set up routine for reporting to EMC

20. Proposed first budget
SHAREPOINT DEVELOPMENT THRUST
PROPOSED FIRST BUDGET (3 months)
• The table below summarises the budget hours and “cost” at charge-out rates for the
first tasks proposed to be carried out during the period 9th Sept to 6th December.
• Recoverable work will always take precedence
• The “cost” shown is therefore not a real cost to PRDW
• It provides a basis to assess the cost/benefit of competing non-recoverable tasks
Item LS2 GMH RS LS Total (h) Cost (R)
Set up & manage workgroup 15 13 23 12 63 96 070
Training 58 1 2 61 85 750
Leave approval workflow 37 3 4 44 61 090
Knowledge base
(Construction Management)
11 2 28 2 43 84 520
Document transmittal
workflow
41 4 9 54 71 840