Janalent Sharepoint Series -analysis Alignment And Mind Setting (part 1)

Janalent SharePoint

Analysis, Alignment, & Mind setting (Part 1)

Our Name: Jăn’ə-lĕnt JANA: (Sanskrit prefix ) Sanskrit– oldest language in the eastern world

LENT: (Latin suffix) Latin – oldest language in the western world

“Knowing, understanding, knowledge, especially higher knowledge, science, wisdom; conscience, organ of intelligence or sense”.

“Full of” “One Who Does” “One who performs”

“Knowledge in this context is not belief or collected data: it is comprehension as a result of discernment and experience. It is true wisdom and understanding“.

Janalent Knowledge . Wisdom . Performance

Recognition •Microsoft Global Partner of the Year Winner 2009/10 •Microsoft Global Partner of the Year Finalist 2008/09 •Microsoft Regional Partner Award Winner FY 2009 Q1, 2, 3 and 4 •Awarded 7 Advanced Competencies, 12 specializations • • • • • • •

Advanced Infrastructure Solutions Network Infrastructure Solutions Information Worker Solutions Unified Communication Solutions Security Solutions Mobility Solutions Small Business Solutions

•Over 4 Million Exchange mailboxes deployed/migrated •Award winning Global Directory Design & Implementation

•Quest Software Platinum partner, globally-managed •NetApp Platinum Sponsor & CDP partner, globally-managed •Go-To partner for Microsoft, MCS, Quest, NetApp, & others

Customer Success Broad Sector & Industry Success    

Over 4 Million Users / Mailboxes to date Over 400 customers across all industries Deployments on five continents Global award recognition

Wrapping it up Key Take Aways… • Specialized, Industry experts

• Multi-phase solution approach

• Strategic, nimble, and creative

• Combining Hardware, Software, & Services

• Experience with over 400 similar engagements • Competitive value / pricing • Proven approach / methodology

• Unparalleled experience

Assessment & Readiness evaluation

Key Subject matter experts

• Collaboration Portal & Practicum based knowledge transfer • Increase capability breadth

• Demonstrate ROI sooner

Effective & efficient delivery

Global project experience & success

Transfer knowledge & drive next opportunity

What are the components of the “Information Workplace”?

Source: Forrester

Knowledge Management in the Marketplace KM initiatives bring significant business benefits: • Texas Instruments By sharing best practice TI saved the equivalent of an investment ranging from $500m to $1Bn USD. • Intel - showed $2.2M first-year from reduced re-invention(2) • Boeing - showed a $1.8M in savings as a result of reduced time and effort (2) • Dow Chemical - generated over $125 million in revenues from licensing and other ways of exploiting their intangible assets. Sources: (1) Tacit Knowledge Systems, Inc (2) AskMe Corp

SharePoint in the Marketplace and your Enterprise

Source: Forrester

Microsoft SharePoint Evolution

• 2001 (Version 1) – Microsoft SharePoint Portal Server 2001 (SPS) – SharePoint Team Services 1.0 (STS)

• 2003 (Version 2) – SharePoint Portal Server 2003 (SPS 2003) – Windows SharePoint Services 2.0 (WSS 2.0) – Integration w/ Microsoft Content Management Server 2002

• 2006 (Version 3) – Microsoft Office SharePoint Server 2007 (MOSS 2007) – Windows SharePoint Services 3.0 (WSS 3.0)

Microsoft’s Offering for the Knowledge Management and Collaboration Space Streamline people-driven Author, review, and business processes publish documents Survey Improved key Discussions document centric processes WIKIs Workflow New Standard Offline support templates

ECM Interaction with other capabilities applications

Improved team Better version productivity control Easy and Intuitive Collaboration Better permission Create and structure capture

RSS

Blogs Shared calendars

Alerts Audit features Notifications Integrated Presence andcapabilities IM development

Knowledge Management is:

The right information at the right time, for the right person at the right place

What is driving Knowledge Management? Business drivers • Improved efficiency, productivity and increased revenues • Maintain sustainable competitive advantage • Value of Knowledge • Accelerated “time to market” • Increased collaboration needs • Reduce loss of knowledge • Find information faster and easier

Business and Technology Drivers – the SharePoint advantage Technology drivers • Streamline the company application portfolio • Lower costs for licenses and maintenance • Reduce support and administration cost • Increased technology ROI • Tight integration into other applications

Planning SharePoint – what’s needed to successfully implement a KM strategy Factors to consider • Single company driven program • Delivered out of one organization • Governance Body • Support and sponsorship at senior management level • Management of change and communication

Planning SharePoint – what’s needed to successfully implement a KM strategy Factors to consider • Implement only where it meets the requirements and objectives • Detailed cost-benefit analysis required for non-standard functionality • Proper planning for demand is essential

Conduct current state assessment General

• Generate high-level knowledge and process maps • Perform a current systems inventory • Identify complex cross-application integration

Conduct current state assessment Environment • User location • External access requirements • Geographic datacenter/system locations topology Content • Review: – Document types – Usage – Retention and archival requirements • Evaluate raw and extended storage needs

What we discussed so far:

Knowledge Management is: The right information at the right time, for the right person at the right place

We discussed so far: How does SharePoint fit? • Collaboration

• • • • •

Document Management Workflow and process automation Social networking Search and much more …

We discussed so far: Business and technology drivers • • • •

Reduce loss of knowledge Ability to stay competitive Increased revenues Accelerated “time to market”

• • • •

Application landscape reduction Fewer support and maintenance Tighter integration into desktop application Less resources

We discussed so far: KM ground rules for success … • Single company driven program • Leadership support • Governance Body • • • • • •

Current State Analysis What is out there already? How is it used? Is it customized? How is it integrated? Business alignment

Tips and Tricks – Lessons learned from large scale deployments Are you really aware of what’s out there and how fast SharePoint is growing in your enterprise? • • • • •

Hidden “shadow IT” SharePoint systems Large number of team sites Self site creation Large team sites Unclear content guidelines

Tips and Tricks – Lessons learned from large scale deployments What SharePoint is already being used for, don’t be surprised: • • • • •

High adoption rate Complex integrated applications Inappropriate content Excessive use of folders or lists Self made customization (web parts)

Tips and Tricks – Lessons learned from large scale deployments Be ready for another push, content keeps on coming to you • • • •

Exchange Public Folder File Share content Increasing need for collaboration and KM Tight integration with Vista and Office 2007 further increases demand

Conduct current state assessment – Quest tools for SharePoint Quest Discovery Wizard for SharePoint and Quest Site Administrator for SharePoint • Quest Discovery Wizard • for automated SharePoint Server Discovery

• Quest Site Administrator • Comprehensive Reporting

Quest Discovery Wizard

Quest Discovery Wizard

Quest Site Administrator

Quest Site Administrator Reports which will help us perform an assessment: • User Activity • User Count Trend • Users and Site Group Membership • Traffic Usage • Free Storage Space Trend • Disk Space Trend • File Categories • Files Taking Largest Versioning Space • Duplicated Files

Don’t try to boil the ocean Plan the long term vision Prioritize based on business needs and benefits analysis. Communicate progress regularly Don’t over-load users with functionality Restrict functionality if there is no business reason • Ruthless standardization • Keep it as simple as possible • • • • •

Janalent KM & SharePoint KM Solutions by ADE2 Phase Analysis and Alignment (Phase 1 and 2) • Opportunity Analysis & Readiness Assessment • KM and Business Strategy Alignment • Business Case preparation • Knowledge Capture and utilization analysis • Knowledge Mapping/Knowledge audit • Process Analysis, Design and Documentation • Functional Requirements Analysis • KM Supporting Technology and Tools Analysis Educate and Evolve (Phase 5 and 6) • Administrator and end-user training • Knowledge and IP capture training • Datacenter Operations consulting • Performance and Utilization Metrics • After action review

Design and Deploy (Phase 3 and 4) • KM Program Design • Business KM Process Flow Creation • KM system design • Taxonomy and controlled vocabulary design • Infrastructure architecture and topology • Security • Capacity planning • Storage Optimization • Business continuity/Disaster recovery • Implementation and migration • Datacenter Operations Consulting • Performance and Utilization Metrics