Share2012
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The document discusses the benefits and challenges of implementing SharePoint within Afgri's operations, emphasizing the importance of a solid management system and user-focused design. It outlines steps to create a successful SharePoint intranet, including building the right team, choosing relevant quality management standards, and ensuring effective navigation. The author shares personal insights on leveraging SharePoint's features to enhance business processes and drive user adoption.
Share2012
- 2. SharePoint vs. DisapPoint: Taking the Narrow Less Travelled Road Tracy van der Schyff – AFGRI Operations Limited (Animal Feeds) SharePoint is such a versatile product, that a monster can be built in 3 easy steps. By using a Quality Management System as framework and well-defined business processes we’ve been able to alleviate the strain of governance, security/permissions & user adoption. This directly affects the selling value of SharePoint. Put the user first. If you add value – YOU WILL SUCCEED.
- 3. SharePoint vs. DisapPoint Index • Introduction • Challenges • What works 1. Successful team 2. Management System as foundation 3. Navigation 4. More with less / Have Fun • Questions • Yours for the taking… SHARE The SharePoint Conference for Business Users
- 4. Introduction SHARE The SharePoint Conference for Business Users
- 5. SharePoint vs. DisapPoint Introduction About AFGRI AFGRI is South Africa's leading agricultural services and foods business. We offer a wide range of physical and intellectual inputs to farmers, producers and users of agricultural products. As a transforming force in the business of agriculture, AFGRI offers farming clients the following services: banking, broking, logistics, trading and retail services. We are also producers of animal feeds, poultry, proteins and oil. About Me I’ve been working for Animal Feeds for 6 years. 4 Years ago I was introduced to SharePoint and Quality Management. My sole responsibility is to manage and build (quality management) solutions for the business. In 2010 a decision was made not to upgrade from 2007 to 2010 – but to rather use the opportunity to rebuild (and clean-up) the entire solution. In June 2011 our new Intranet was launched and I am now in the process of finalizing Animal Feeds and rolling out the Management System Solution to the rest of AFGRI. I’m not a ‘technical / IT person’ or an expert on legislation & guidelines. My true passions are people, enhancing processes and building simple solutions that work. Read more: Article on IT Web SHARE The SharePoint Conference for Business Users
- 6. SharePoint vs. DisapPoint Challenges HISTORICAL CHALLENGES (2003 / 2007 SharePoint) • Inadequate Hardware / Poor design • Poor performance • Issues after 2003 > 2007 upgrade • Not user friendly • Users not understanding the potential of SharePoint • The make-up of the project team was not representative of the business • Lack of Training • Management Support CURRENT CHALLENGES (2010 SharePoint) • Documentation • Change Control • Keeping it simple SHARE The SharePoint Conference for Business Users
- 7. SharePoint vs. DisapPoint Successful team End User Site Owner Site Collection Administrator Helpdesk Developer Farm / Server Administrator Evangelist Architect Project Manager SHARE The SharePoint Conference for Business Users
- 8. SharePoint vs. DisapPoint Successful team STEP 1 Get a successful team together Getting the “right” people involved THE TEAM is the 1st step to a successful Project / Intranet. This doesn’t necessarily point towards diplomas & degrees. The “Wacky / Arty One” DON’T forget the people who know the business / processes – people who have a passion for what they do and can think outside the box. The Business KNOWS BEST!! SHARE The SharePoint Conference for Business Users
- 9. SharePoint vs. DisapPoint Foundation People Business Management System Keep it Simple SHARE The SharePoint Conference for Business Users
- 10. SharePoint vs. DisapPoint Foundation STEP 2 Choose a guideline / standard / code which compliments your business SHARE The SharePoint Conference for Business Users This matrix should be used as reference only.
- 11. SharePoint vs. DisapPoint Foundation More detail: ISO 9001 – Quality Management Systems Certification ISO 13485 – Medical devices – Quality Management Systems – Requirements for regulatory purposes ISO 14001 – Environmental Management Systems Certification OHSAS 18001 – Occupational Health & Safety Management System Certification ISO 22000 – Food Safety Management Systems Certification HACCP (SANS 10330) – Hazard Analysis and Critical Control Point Systems ISO 27001 – Information Security Management System Certification SANS 16001 – HIV and AIDS management systems – General requirements SANS 10399 – Quality Management Systems for Bus Operators SANS 10240 – Certification Scheme for Auto-Glass Fitment Centres. KING iii - Code of corporate governance in South Africa which is a requirement for companies listed on the Johannesburg Stock Exchange Resources: ISO - http://www.iso.org/iso/home.html - http://www.praxiom.com/ SABS - https://www.sabs.co.za/index.php?page=home KING iii - http://www.pwc.co.za/en/king3 SHARE The SharePoint Conference for Business Users
- 12. SharePoint vs. DisapPoint Foundation Plan Do Check Act • Identify and analyse • Develop and test a the problem potential solution • What do you want to Most Business achieve? Management Systems are built / designed around this Plan Do principle. Plan Do Check Act – PDCA This is a methodical approach to problem Act Check solving and implementing solutions. • Implement the • Analyse and improved solution fully determine improvements SHARE The SharePoint Conference for Business Users http://www.mindtools.com/
- 13. SharePoint vs. DisapPoint Foundation Example: ISO 9001 STEP 3 Which SharePoint features Highlight the areas that will become the checklist for your new system can be utilized to assist with Quality Management Systems this requirement? • Records Center • Document Libraries • Version Control / Alerts SHARE The SharePoint Conference for Business Users
- 14. SharePoint vs. DisapPoint Foundation Example: ISO 14001 Which SharePoint features can be utilized to assist with Environmental Management Systems this requirement? • Document Library for project plans • Project Tasks List • Survey to determine relevance / impact SHARE The SharePoint Conference for Business Users
- 15. SharePoint vs. DisapPoint Foundation Example: OHSAS 18001 Occupational Health & Safety Management System Which SharePoint features can be utilized to assist with this requirement? • Document Library - procedures • Custom List as database for Incident reporting • SharePoint Designer Workflows • Publishing sites with • workflow SHARE The SharePoint Conference for Business Users
- 16. SharePoint vs. DisapPoint Foundation Example: ISO 22000 Which SharePoint features Food Safety Management Systems can be utilized to assist with this requirement? • Import spreadsheet as list (database) • Custom List • Document Libraries • Visio Process Repository SHARE The SharePoint Conference for Business Users
- 17. SharePoint vs. DisapPoint Navigation Example Intranet / Landing Page • Corporate look & feel? • Who will be working with the Intranet? • What is important to them? • Intranet NOT Internet • Keep it interesting / ‘alive’ SHARE The SharePoint Conference for Business Users
- 18. SharePoint vs. DisapPoint Navigation Behind the scenes STEP 4 Build “navigation” to bring it all together What do I need to accomplish this? SHARE The SharePoint Conference for Business Users
- 19. SharePoint vs. DisapPoint Navigation Example From ± 180 libraries / lists / calendars ˃ 10 End Result: • Transparency • Trends Analysis possible SHARE The SharePoint Conference for Business Users
- 20. SharePoint vs. DisapPoint Navigation Example From ± 33 libraries / lists / calendars ˃ 5 End Result: • Transparency • Trends Analysis possible SHARE The SharePoint Conference for Business Users
- 21. SharePoint vs. DisapPoint Navigation Example • Processes needs to be clearly defined and documented • This can be used for navigation • Training / induction • System / processes gets audited daily – and changes made immediately • Users understand where in the process they fit in • The system (site) is built to maintain and make sense – not to impress users / make navigation easier. • Do NOT try to build for easy navigation SHARE The SharePoint Conference for Business Users
- 22. SharePoint vs. DisapPoint Questions SHARE The SharePoint Conference for Business Users
- 23. Yours for the taking… • Think small to ‘make’ big • Use the PDCA Cycle • Without user buy-in and uptake, investment in technology is wasted. • Remember that even users that don’t ‘use’ the system – still influence it / are influenced by it – CONSIDER ALL. • If your Intranet only serves as a file server – you have failed. • “Life is short, make it amazing.” Hugh MacLeod • “Choose a job you love and you will never have to work a day in your life.” Confucius SHARE The SharePoint Conference for Business Users
- 24. Tracy van der Schyff AFGRI Operations Limited Quality Systems Manager (Animal Feeds) tvdschyff@afgri.co.za +27 11 063 2418 / 082 552 5022 SHARE The SharePoint Conference for Business Users Slide 24