SharePoint success in the business: implementation implementation implementation

1. SharePoint success in the business:implementation implementation implementation Ellen van Aken September 25, 2012

2. Agenda Implementation Approach Examples Learnings Q&A

3. implementation

4. Implementation 1: System • System installed and working Measurable: + Stimulating usage: -

5. Implementation 2: Communication • The intranet is here • This is how we will use it in the organization • This is how you do things Measurable: + Stimulating usage: +/-

6. And then... ...What else do you do?

7. Implementation 3: Embedding in the business • Employees use their intranet in their daily work and processes to help them • save time • save effort • save money! Measurable: +/- Stimulating usage: +

8. Embedding approach

9. Do you recognize this? • SharePoint-intranet implemented • There was an urgent need for solutions • Most users understood document sharing, but not all other functionalities

10. Bridging the gap Help the business with using SharePoint • Configuration: central team/person Maintenance: business process owner • Configuration, no code • Consistent project approach • Business-case based (priority and revenue) • Focus on simple business processes and sites with high importance/visibility • Pro-active (promotion, roadshows etc.)and reactive

11. Consistent Project Approach • Intake + business case (for priority and revenue) • Savings in time/paper/IT/travel/others (=> €€) • Scope and focus • Implementation time/complexity • Re-usability • Proof of concept • Development, testing, rework • Introduction and maintenance • Training Site/Process Owner • Supporting Site Owner with introduction to end users • Non-standard maintenance by central team

12. Why a Central Team/Person? • Process owner can focus on process, rather than spend time on learning how to configure a Team Site • Central team/person • collects knowledge about the business and about SharePoint • thinks about long-term maintenance, upgrades, scaling, usability etc. • creates consistency in solutions • can distribute examples across the organization

13. EXAMPLESES

14. 1. Product Recall • In case of product recall a pre-configured SharePoint external Team Site can be created from template • Easy to use, also for inexperienced and/or external users • Archiveable • Reduces stress due to: • clear instructions • standard content and process • central storage of data and logs

15. Wireframe

16. 2. Logistics complaints • Central registration and management of customer logistics problems in SharePoint Issue Tracking List • Saves time and money due to: • moving from 8 legacy systems to 1 standard process for all businesses • resulting database allows improvement of processes to reduce recurring problems • assigning responsibilities (producer/transporter/customer) reduces costs of compensation • good preparation for SAP • Great spinoff to other processes/businesses

17. 3. Project Status update • Global standardization project involving central and local subprojects • Subprojects collected in SharePoint Custom List • Saves time and errors due to: • all project statuses are collected in in a standard way • no overwriting or check-out issues with shared Excel files • datasheet views facilitate “mental transition” from Excel • generated revenues are calculated by SharePoint • transparancy means less reporting

18. 4. “Facebook” for Field Team Sales • Internal “Facebook Wall” to share information about products, promotions, competitors and supermarkets • 1 SharePoint Announcements List in Team Site replaced emails • Saves time and complexity due to: • 1 Announcement list eliminates 500 daily emails between 20 sales force and 5 back office. • 1 Alert (daily summary) replaces 20 emails • Automatic archiving saves extra time Succesful without mobile/social intranet!

19. learnings

20. This is not rocket science • knowledge of business processes • interest in solving puzzles • fluency in SharePoint are sufficient to streamline business processes that • help your organization to be more efficient • help your organization become familiar with SharePoint • save time, effort and money

21. Opportunities are everywhere Global projects needing local input Temporary pre-SAP solutions Data collection and reporting via distributing/chasing/aggregating Excel sheets Requests with incomplete data coming from multiple channels Business experiments Overwriting data in online Excel sheets, or issues with check-in and check-out Recurring projects: innovation, recalls, year plans Legacy applications

22. The business is the bottleneck • Configuring a site is easy but... • The business has to do most of the work! • defining current and desired processes • envisaging a solution in SharePoint • reviewing and testing • thinking about maintenance and future changes • doing their regular job

23. The 80-120 rule SharePoint can generally provide > 80% of desired functionality. For someone who really wants something, or who really has a problem, 80% will be sufficient. For someone who does not want to change, 120% is not enough.

24. No pain, no SharePoint gain Adoption is easier if your business is suffering: • No budget for dedicated systems • Many projects to reduce costs/increase efficiency • Doing the same work with less employees/less budget • Problems with important processes

25. SP 2003 = SP 2013 (for business people) For business people For SharePoint people

26. Questions?

27. Thank you! For more information:

28. Picture acknowledgments