SharePoint & Teaching

When teaching others about SharePoint – the following items one should be mindful of:

·         Observe how you react to mistakes – and not be defensive – SharePoint is challenging to learn so users should be taught with patience

·         Try new learning techniques – users learn differently so be mindful of this – therefore creating many different mediums (live classes, remote classes, videos, quick guides, self-help written modules, etc.) is essential

·         Teach in your area of strength – if one is good with out of the box SharePoint aspects – they should teach in that area, if one is good with workflows, they should teach in that area  

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SharePoint and Change – Part II

The following are some key items to consider when using SharePoint as a platform for change:

1)      Know what SharePoint can do and how much can get done with out of the box as well as custom functionality

2)      Know how much work – can get done based on cost, scope and schedule with SharePoint

3)      Know what can released during regular hours and what needs a change control or e-mail communication to users (example a solution deployment that re-cycles application pools)

4)      Know what can be completing taking into consideration – ideal time (how long item will take without distractions)

5)      Have a definition of what done means in regard to a site or functionality request

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SharePoint & Waterfall

When it comes to what project methodology to utilize in regard to SharePoint, waterfall is indeed one method.

To use Waterfall with SharePoint the following steps are followed:

Gather system requirements – which for SharePoint this usually involves what is needed for a site/subsite, workflow or piece of functionality (custom web-part, list, calendar, etc.).

Software requirements – for SharePoint sake this could involve what features to turn on/off as well as what functionality to build.

Analysis – look into SharePoint from a 360 degree overview in order to meet requirements via how users work today. This involves knowing what works and doesn’t work for users after talking to them.

Program Design – in SharePoint speak this would involve the applicable page layout and needed imagery.

Coding – a developer, administrator or analyst – would then build the SharePoint functionality.

Testing – users would utilize a created test script to test and signoff on what was built.

Operation – functionality is put into production and when changes are needed – the process steps are repeated as needed.

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What to Govern in SharePoint

The following are key items to govern in SharePoint:

Content which can have many pieces to it – some of which may include:

Customization policy

Lifecycle management (active and unused sites)

Branding and templates

Data protection

Quota templates (how much data can be stored in a site collection)

Self-service provisioning

Asset classification (for example, high, moderate, or low business value)

Development which can be broken down into:

Application architecture

Design standards and best practices

Platform aspects which may include:

Technical architecture

Operations

Support

Capacity and Performance

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SharePoint Governance Goals and Vision

The following are some key items in regard to goals and vision of SharePoint:

•          Reduce total cost of ownership -> optimize, drive efficiency and create cost transparency

•           Encourage Standards and Consistency -> drive common brand and manage risks

•          Provide services and solutions -> empower business. empower teams and empower end users

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What is SharePoint Governance

SharePoint governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals in relation to SharePoint sites and technologies.

•          People - roles and responsibilities (end users, developers, operations, security, etc.)

• Gain needed improvements through delegation and empowerment.

•          Process - how to accomplish common tasks such as creating a new site or requesting new business requirements.

•          Technology - automate enforcement by leveraging templates. Have proper policy, security settings, rights management etc.

•          Policy - documented collection of principles - for example, what users, site owners, administrators and developers should / should not do.

• Part of policy includes the information, security and customization as necessary elements so it’s clear what the proper policies are to entail.

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SharePoint Governance Core Review

SharePoint Governance Core Review

The following is a framework of what a core SharePoint review should encompass:

Commit to a 2 week time frame where all documents created to date are reviewed

Utilize whiteboard sessions, presentations and discussions to create new processes and models for governances

Create analysis and document rules for

Architecture

Roles and responsibilities

Operational plans

Development practices

Change control

Training plans

Escalation processes

Other items as applicable to your business/organization

Review for best practices and recommendations

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SharePoint Governance Review Items

The following are some key items to review with individuals in regard to governance in regard to their SharePoint sites:

Focus on what is most in need with the SharePoint Intranet, Internet or Extranet

Review the governance strategy and plan components

Review key roles, responsibilities and processes

Review an analysis of organizational support policies and procedures for SharePoint that align with administration goals

Review and analysis of operational procedures for SharePoint

Develop a SharePoint governance first draft outline and Plan (working documents)

Document process for knowledge transfer

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SharePoint Designer – Why Not for End Users

The following are my core list of items why end-users should not have SharePoint Designer installed:

1)      Powerful tool

2)      Need owners access to fully utilize

3)      Spent a lot of time on governance and want governance to stay intact

4)      Designer can make master page and page layout changes

5)      Don’t want end users – creating workflows

6)      If SharePoint Designer is installed on one end users PC – others will follow (need governance then just on using SharePoint Designer)

7)      Delete site easily

8)      Training issues (keeping up training users with basics)

9)      Corrupt site easier and break it with just a chance of some tags

10)   Outside scope of many job titles – end users shouldn’t be pseudo developers/coders

 

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