Up to Speed with PerformancePoint Dashboard Designer - PerformancePoint Dashboard Designer - Microsoft Office

Up to Speed with PerformancePoint Dashboard Designer - PerformancePoint Dashboard Designer - Microsoft Office

PerformancePoint Dashboard Designer is a tool that you can use to create powerful, dynamic dashboards that are hosted in Microsoft SharePoint Server 2010. This video series is designed to help you learn how you can use Dashboard Designer to create dashboards in your organization.

Social Media Revolution 2

How to Ride -- Not Fight -- the Social Media Wave

How to Ride -- Not Fight -- the Social Media Wave
The boundary between where social networking for an employer stops, and personal networking begins keeps getting fuzzier and fuzzier.

To Block or Not to Block (Social Media Sites): That is the Question

To Block or Not to Block (Social Media Sites): That is the Question

Enterprise Social Computing

Enterprise Social Computing
Collaboration trends are changing the way people work together. Social tools are essential to the daily lives of many people. The proliferation of social software demonstrates that users find value in this new generation of tools. Employees are now demanding this same value be delivered from their organizations. They want to engage socially with the people they work with and build stronger relationships within their companies. Traditional content management and collaboration solutions are incorporating new features to satisfy the social and information sharing demands of the enterprise. Microsoft’s latest release of SharePoint delivers a platform with an integrated approach to social computing.

If You Build It, They Will Come: Driving End User Adoption

Presenter: Scott Jamison – Managing Partner – Jornata

The Challenge of Adoption

Scott started with the analogy of VHS vs. Beta and how VHS was adopted over Beta and achieved the critical mass.

SharePoint Adoption can be hard…even Steve Ballmer indicated in his keynote address that he still gets asked “What is SharePoint?”…the problem is, it is EVERYTHING.  Another reason that the adoption of SharePoint can be difficult is that users do not necessarily “have” to use SharePoint (i.e. they can use file shares and email instead).

Some of the new functionality in SharePoint 2010 (for example Social Computing) will most likely take 18-36 months, as it is something new to the organization.  The Adoption Curve of Awareness, Trial and Adoption was discussed.

User Enlightenment Stages  - Based on Perceived Value and Conquered Skills and Confidence

• Clueless
• Skeptic
• Aware
• Productive
• Advocate – These users are required to tell everyone else in the organization how great SharePoint is.  Advocates must be identified and “championed” to speak to the organization.
• Inventor

What Users Want

• The ability to Connect and Understand SharePoint’s ability to Solve Business Goals – Outcomes not requirements
• Elegant Solution Design – Don’t make users go through five screens to do one task
• WIIFM – What’s in it for me? – Users need to understand how they benefit from what they are entering into the system (e.g. metadata entry, records, document management, etc.)

Must-Have Elements in Your Adoption Strategy

The following items MUST be on your Project Plan for implementing SharePoint

• Communication Plan
  • Identify and Leverage Experts and Champions – Perform a Pilot, spread the word via peers
  • CEO Memos – Someone in the organization understands and agrees with the vision
  • Town Hall Meetings
  • Break Room Posters – One example of a company was mentioned that put the posters on the back of doors in the bathroom…your results may vary
  • Online Scavenger Hunts
  • “Birth” Announcements
  • Launch Parties

NOTE: Make sure you have an ongoing plan for continuous communication (it’s not a one-time event).  Especially since most organizations roll-out separate pieces of functionality over time.

• Training Plan
  • Not just for Developers and IT
  • Power Users / Site Owners – Maybe even establish an internal “certification” program where the developers walk the end users on what to DO and what NOT to do.  This could also be a video to save time.  Also, there is a Microsoft “Buzz” kit that can be accessed and downloaded online.
  • Visitors
  • Members
  • Web Content Contributors
  • Workflow Approvers
  • Remember: “Just-in-time and just enough”

• Content Conversion Plan
  • It’s critical that important information gets moved to the new system, there are basically three options:
  • 1. Clean and Migrate everything
  • 2. Migrate nothing; Index the old content – New content only in the new system
  • 3. Clean and migrate recent content only
  • Remember: Don’t Migrate without Cleaning!

• User Support Plan
  • Have a “Contact Person” for every page
  • Establish Internal Site Owner User Groups – empower users to help each other
  • Get the IT Help Desk on board
  • End-User Feedback Loop – Metrics Based (number of users, rating scale, etc.) or Anecdotes Evidence (gather good/bad experiences and get quotes and self promote the site)
  • Provide End-User Resources (guides, training tools, help, etc.)
    
• Incentives and Reward Plan
  • Answer the WIIFM question – show (with their real data) why something will work
  • Make it fun!
  • Provide Recognition for Content Contribution – Money Talks; so do Titles & Certificates
  • Have a Fantastic User Experience – Invest in an Information Architecture

SharePoint 2010 Governance Planning and Implementation

Presenter(s): Scott Jamison and Susan Hanley

In addition to just implementing SharePoint correctly (technically), you must make sure that you are solving the right problems, and that you incorporate / respect the company culture.

 

Why do you need a Governance Plan?

• Scott indicated that 20% of a successful solution implementation is about Technology, but about 95% of the Governance documentation is about Technology.  We need to be prepared for the other 80%.
• Users need to be trained appropriately before being empowered with the control of the system.
  • People do not treat SharePoint like an Enterprise Application
  • Letting users add unlimited items to a list – can kill the server
  • Not Planning for scale and growth
  • Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”
  • Many of SharePoint’s capabilities are not required or mandated, so if you mess it up, there is a work around for them (e.g. they will collaborate through email if you don’t get SharePoint collaboration correct).

What Does Governance mean in the context of SharePoint?

• Your Governance Plan defines people roles, technology and policy guidelines and process to resolve ambiguity.
  • People – Define clear roles and responsibilities
  • Technology – Define policies for service levels and appropriate use
  • Policy – Articulate design and usage principles
    • In 2010, how will people feel if they give someone a rating of 1 (out of 5) for someone else’s document
• Process – For example provisioning a site

Define a Vision – Don’t think about requirements from the start, but instead, talk about the “outcomes” (what are you trying to achieve).  Requirements can be derived from the desired outcome.  The Governance Plan will help support the Vision

 

People Roles

• Get the right people in place (MOSS introduced many new roles that were required, but most organizations didn’t assign people to these roles.  Take the rollout of SharePoint 2010 as an opportunity to get people assigned to these roles. Most of these roles are NOT full time, and one person can fill more than one role.)
  • Executive Sponsor
  • Governance Board / Steering Committee
  • Business Owner
  • Solution Administrator
  • Technology Support Team
  • Site Sponsor / Owner
  • Site Steward
  • User
  • The management of Enterprise Corporate Taxonomy in SharePoint 2010 will need to have an owner (even though other may be allowed to update the data).

 

Guiding Principles

• Publish Once, Link Many
• No Email attachments – Send links
• In 2007 Use Metadata not folders – In 2010 Use Folders to inherit metadata.
  • NOTE The concept of using folders in SharePoint 2010 is a paradigm shift that IT and end users will need to understand and utilize.
  • Content management is everyone’s responsibility but site owners are accountable

Tactics for Successful Roll-out and Strategy

• Fun and engaging launch event
  • Example, Birth announcement of SharePoint, Scavenger Hunt for content within the site
  • Lunch-n-learns
  • Power Users Community of Practice – Power users teach others

Content Management Plan – Is changing a column on a list code or content?  Who is allowed to make these changes?  Is SharePoint Designer workflow code or content?  There will be even more decisions like this to be made with the rollout of SharePoint 2010.

 

Governance Plan Document

• Break documents into chunks
  • Vision
  • Roles and Responsibilities
  • Guiding Principles
  • Policies
  • Guidelines/Best Practices
  • Procedures
  • Do not include
    • Implementation Details
    • Network Requirements
    • Feature Requirements

Tip: The actual “process” of creating the document is more important than the actual document itself.  Make sure to include Human Resources (e.g. what can people post on blogs, put on their MySite, etc.).  Everyone wants SharePoint, but no one wants to take responsibility for it.  So the actual process, of arriving at decisions is the most important part.

 

Governance Details for SharePoint 2010

• Social Computing Implications
  • Rating of documents (especially a low rating) may cause people to shy away from loading documents.  Note that changing the wording of the rankings may be able to help in this regard.
  • MySites – Posting information that people will judge you on within the organization, or you may shy away
• Managed Metadata
• • Managed Keyword vs. Managed Term
    • Managed Keywords – Allow users to key in phrases or key words (that have edit rights) on an item – they can type in whatever they want. 
    • Managed Terms – Based off of the master hierarchy/taxonomy values
    • Social Tags – Even though you do not have edit rights to this content, anyone can “socially tag” this content
    • NOTE: The distinction of these terms is confusing and will need to be better understood by the SharePoint owners, so that it can be explained to end users, and what access an end user will be able to utilize.
• Records Management
  • In-Place Records vs. Records Archive
    • Organizations will probably use both
• Resource Governor
  • More than 5,000 items in list, SharePoint won’t return
  • Need to communicate / educate users about this
• Content Organizer
  • Used to partition/route documents based on metadata
  • Need to communicate / educate users where their documents are going
• SharePoint Customizations
  • SharePoint Designer – On or Off
  • SODA – SharePoint On-Demand Applications
  • Excel and Access Solutions – Turn this on or off?
  • Sandbox Solutions

Source: SharePoint 2010 Governance Planning and Implementation