SharePoint Business Solution Deployment
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The document discusses the phases involved in deploying a SharePoint business solution: Define, Design, Develop, Deploy, Support, and Evolve. The Define phase involves understanding requirements, demonstrating SharePoint capabilities, and planning the project. The Design phase creates initial designs and prototypes. The Develop phase provisions the site and configures features. The Deploy phase performs testing and rollout. Support provides ongoing help to users. Evolve continuously improves the solution.
SharePoint Business Solution Deployment
- 1. SharePoint Business Solution Deployment WHY DO WE NEED A PHASED APPROACH TO ROLLING OUT SHAREPOINT? SharePoint offers businesses an excellent opportunity to leverage out the box features to accomplish a variety of business functions from team member collaboration, document management and information sharing to automated project task tracking and issue management and just about everything in between. Unfortunately, the most common challenges that businesses experience when it comes to successfully deploying SharePoint business solutions usually relate to understanding how SharePoint's specific features and capabilities can address their business solution needs and how to apply a structured methodology or roadmap to implement those capabilities in a manner that benefits the organization. COMMON BUSINESS CHALLENGES ADDRESSED WITH SHAREPOINT • Help desk solutions to track service requests • Document collaboration and management solutions • Records management and reporting solutions • Scheduling systems to manage resources • Web sites to support geographically dispersed teams • Training course registration systems IS SHAREPOINT A DEVELOPMENT PLATFORM? Many organizations make the mistake of thinking that SharePoint can do anything and before they know it, they are embarking on a custom development project and trying to customize SharePoint to perform software functions that it may not have been designed for. We sometimes refer to this as "not playing to SharePoint's strengths" and before they know if, these organizations find themselves engaged in costly custom software development efforts the end up producing difficult (and sometimes expensive) to maintain solutions.
- 2. IS SHAREPOINT BUSINESS SOLUTION PRODUCT? Other organizations may look at SharePoint as a product designed primarily for storing and sharing documents or they may think SharePoint is only for making web sites and web pages. While SharePoint does provide these types of features and capabilities, it also possesses a huge number of additional capabilities like document and records management, targeted end user notifications and automated workflows, and powerful tools used to interact with other Microsoft Office products like Word, Excel, PowerPoint as well as other external software products. Organizations that view SharePoint as a "business solution product" are usually on the right track when it comes to deploying "out of the box" solutions that play to SharePoint's inherent strengths. The better they understand SharePoint's inherent strengths and how those strength's work together to provide an overall business solution, the more likely they are to deploy successful SharePoint based business solutions. MAYBE IT'S A LITTLE BIT OF BOTH? I've found that most business solution engagements involving SharePoint fall somewhere in between the "development of custom SharePoint solutions" and the "configuration and setup of the SharePoint product". WHY IS THIS? The makeup of your SharePoint solution team has a lot to do with how your SharePoint solution deployment experience play out. There's a very good chance that the complexity and duration of your solution deployment will be more complex and run longer if your SharePoint technical solution team is made up of traditional "developers". On the other hand, if your solution team is made up of SharePoint "power users" and "functional architects" who know SharePoint out of the box features and functions and how to "configure" then, you may benefit from less complex and shorter deployments that quickly deliver more economical "80%" types of solutions.
- 3. THIS GUIDE FOCUSES ON 1. Effectively leveraging SharePoint "Out of the Box" features, capabilities and approaches to deliver business solutions that play to SharePoint's strengths to ensure solutions that are not only simple, reliable, deployable, and maintainable while also providing a solid foundation for the future evolution of your solution. 2. Leveraging a structured approach that helps to guide your customers through the overall SharePoint solution delivery process from the identification of business requirements to the actual deployment and evolution of their business solution. 3. Understanding how the "outputs" of each solution delivery phase impact the "inputs" of other solution delivery phases.
- 5. Let’s start by diving deeper into the DEFINE phase and then cover each of the other phases. Below is a brief description of each solution deployment phase. 1. DEFINE - The Define phase helps to set the stage for successful solution delivery by outlining the steps necessary to better understand customer requirements, demonstrate and select potential SharePoint capabilities for use in solution, and to lay the foundation for effective communications and project management during the overall solution delivery effort. Other activities and deliverables associated with the Define phase include: ❑ Conducting the initial customer consultation ❑ Presenting a SharePoint demo ❑ Officially launching the solution development project ❑ Collecting additional business and process artifacts from the customer ❑ Outlining the current state process with the customer ❑ Documenting and clarifying solution requirements ❑ Analyzing the official solution requirements ❑ Determining gaps between the requirements and SharePoint capabilities ❑ Reviewing the gaps with the customer ❑ Exploring alternative feature/function approaches as necessary ❑ Presenting initial design concepts and ideas to the Customer
- 6. 2. DESIGN - The initial design of the SharePoint solution can be created once the project has been properly kicked off and the customer has gained a basic understanding of the SharePoint features that can be applied to their business requirements. During the design phase, the solution team will continue to review documented user requirements, content and other information artifacts from the customer. Other activities and deliverables associated with the Design phase include: ❑ Creating the initial solution design wireframe diagrams ❑ Sharing sample solution prototypes with internal solution team ❑ Completing the design checklist review template ❑ Conducting the design checklist review to test the solution design ❑ Sharing design review input and updates with the customer ❑ Presenting solution prototypes and soliciting customer feedback.
- 7. 3. DEVELOP - The development of the new business solution can begin once the solution design has been reviewed and approved by both the internal solution team and the customer. Depending on the customer's guidelines for SharePoint solution development, the solution may either be built in a formal SharePoint testing environment or directly in the customer's production site collection. The Develop phase also includes the creation of a "change management" list and supporting workflows to track internal and customer related feedback and action items related to the business solution being developed. Other activities and deliverables associated with the Define phase include: ❑ Applying updates received during the design checklist review ❑ Provisioning and configuring a new SharePoint site collection ❑ Building the new business solution and migrating test content ❑ Adding additional test content and sample customer data ❑ Configuring the Change Management module in the new solution ❑ Applying support and training tools to the new solution
- 8. 4. DEPLOY - Once the new business solution has been developed it enters the Deploy phase. In this phase, the new solution undergoes QA testing against documented customer requirements by both the internal solution team and the customer to ensure proper for usability and functionality. In addition, QC testing is conducted to ensure that other components of the solution such as page/font colors, font text and sizing, hyperlinks, and page layouts and displays are being presented properly. Support pages with training and support related links, best practices and materials are added to the new solution and the customer participates in a pilot rollout prior to the formal solution rollout to the greater end user community. Other activities and deliverables associated with the Define phase include: ❑ Applying support information and training tools to the new solution ❑ Planning, documenting and conducting quality assurance testing ❑ Planning, documenting and conducting quality control testing ❑ Conducting a pre-launch pilot with customer stakeholders ❑ Rolling out the business solution ❑ Ongoing management of the new solution
- 9. 5. SUPPORT - Once the new business solution is deployed to the greater end user community, variety of support and training related mechanisms and activities that can be applied to ensure effective usage and adoption. In addition to the solution and support and training materials included in the solution for the end users it's also a good practice to provide solution support teams with troubleshooting guides, support scripts and quick tips for use when supporting end users. Other activities and deliverables associated with the Define phase include: ❑ Launching user groups and special interest groups events ❑ Updating training materials and courses on a regular basis ❑ Mentoring power users and solution maintenance resources ❑ Promoting and refreshing online support pages on a regular basis ❑ Training and supporting help desk resources
- 10. 6. EVOLVE - To ensure that your new SharePoint business solution gets used by end users and continues to provide value to the organization you should focus on evolving and improving the technical solution as well as the people-based processes and policies used to manage, support and improve the solution. Activities related to the ongoing evolution of your new business solution across the organization include: ❑ Connecting external solution Interfaces to your business solution ❑ Soliciting and planning future solution enhancements ❑ Exploring additional Microsoft solution Interfaces ❑ Pursuing ongoing network and platform Improvements ❑ Implementing ongoing governance and change management
- 11. Define DEFINE PHASE - The Define phase helps to set the stage for successful solution delivery by outlining the steps necessary to better understand customer requirements, demonstrate and select potential SharePoint capabilities for use in solution, and to lay the foundation for effective communications and project management during the overall solution delivery effort. Specific activities and steps associated with the Define phase include: COLLECT CUSTOMER INFO / DOCS • Organizational o Stakeholders / Leadership Team • Challenges • Organization Size • SharePoint Skill Levels • Customers, Industries, Sectors • Primary Functions o Finance
- 12. o HR o OPS o IT o Sales o Marketing o Security o Supply Chain o Manufacturing o Quality o Project Management o Workflow o Policies o Procedures o Measurement Methods o Performance Dashboards o Sample Data • File Shares • Directory Listings • SharePoint Content o Communications • Newsletters • Emails CONDUCT INITIAL CUSTOMER CONSULTATION • Understand Customer • Organization • Functional Areas • Discuss high level challenges • Determine potential SharePoint Value Add • Collaboration • Task Tracking • Reporting • Communications
- 13. CONDUCT SHAREPOINT DEMO • Operating Environment • Technical Outline • Organizational Outline • Support Outline o During Solution Deployment o Post Solution Deployment • Solution Examples o Task Tracking o Collaboration o Communication o Document Management LAUNCH PROJECT • Team • Scope • Narrative • Schedule COLLECT ADDITIONAL ARTIFACTS • Existing Site Pages • Shared Folder Structure / Files Listing • Metrics / Dashboard Examples • Sample Customer Requests / questions OUTLINE CURRENT STATE • Organizational Structure • Functional Processes • High Level • Procedural Level • Designer Questions
- 14. DOCUMENT REQUIREMENTS • Organizational • Functional • Technical ANALYZE REQUIREMENTS • Organizational • Functional DETERMINE SOLUTION / REQUIREMENT GAPS • Solution Capability Alignment • Increment 1 Capabilities • Potential Future Increment Capabilities CONFIRM REQUIREMENTS / SOLUTION CAPABILITY ALIGNMENT • Approved Requirements / Solution Capability Alignment PRESENT INITIAL DESIGN CONCEPTS / THOUGHTS TO CUSTOMER • Share Design Thoughts • One Site or Many Sites? • Solution Maintenance & Management • Managed path, site structure • Major Lists & Libraries • Use of Metadata • Workflows • Interrelation of Lists & Libraries • Use of SP OOTB Components & Features NOW THAT WE HAVE WALKED THROUGH THE ACTIVITIES AND STEPS INVOLVED IN THE DEFINE PHASE OF SHAREPOINT DEPLOYMENT: • We have a good sense for the organizational and their requirements • The customer understands how SharePoint can help the organization
- 15. • We can match up SharePoint’s capabilities with the customer's needs. WE HAVE ALSO SET THE STAGE FOR RIGOROUS PROJECT MANAGEMENT AND PROCESS ANALYSIS THAT WILL HELP ENSURE THE SUCCESS OF EACH SOLUTION PHASE THROUGHOUT THE PROJECT. Design LET'S DIVE INTO THE DESIGN PHASE The initial design of the SharePoint solution can be created once the project has been properly kicked off and the customer has gained a basic understanding of the SharePoint features that can be applied to their business requirements. During the design phase, the solution team will continue to review documented user requirements, content and other information artifacts from the customer. Other activities and deliverables associated with the Design phase include: ❑ Creating the initial solution design wireframe diagrams ❑ Sharing sample solution prototypes with internal solution teams ❑ Completing the design checklist review template ❑ Preparing for and conducting the design checklist review to test the solution design ❑ Incorporating design review input and updates into the solution design ❑ Presenting solution prototypes to the customer and soliciting customer feedback
- 16. DESIGN PHASE - The Design phase initiates the actual activities that produce a working design of the SharePoint solution that will eventually be developed for the customer. Specific activities, steps and related documents associated with the Design phase include: CREATE INITIAL DESIGN • Wireframes • Working Prototype PREPARE FOR DESIGN CHECKLIST REVIEW • Detailed Design Documents • Solution Mockup • Solution Slides SHARE / INCORPORATE TEST FEEDBACK • Design Rules & Standards Checklist (with Designer input) SHARE PROTOTYPE WITH CUSTOMER • Solution Mockup / Prototype • Solution Slides SHARE PROTOTYPE WITH INTERNAL TEAM • Detailed Design Documents
- 17. • Data Models • Data Functions • Data Interrelationships • Data Types • Forms • Custom Forms • Default Forms • High Level Solution Actions • Access / Manage Docs • Manage Reporting / Metrics • Submit Requests • Lists and Libraries • Menus and Navigation • Metadata Usage • Metadata Search & Navigation • Managed Metadata Services • Page Functions • Permissions & Groups • Requirements Overview • Site Columns and Content Types • Site Structure Type Managed Path • Solution Overview • Workflows • Change Request Submission • Request Submission Acknowledgement • Task Assignment & Notification • Prototype Demo TEST SOLUTION AGAINST DESIGN CHECKLIST • Design Rules & Standards Checklist
- 18. NOW THAT WE HAVE WALKED THROUGH THE ACTIVITIES, STEPS AND MATERIALS INVOLVED IN THE DESIGN PHASE: • The customer should understand how each SharePoint feature and capability operates to meet their business needs • The solution team should be able to clearly map each SharePoint feature and capability to stated and translated customer requirements ONCE THE DESIGN PHASE IS COMPLETE, THE STAGE CAN BE SET FOR THE ACTUAL DEVELOPMENT AND CONFIGURATION OF SHAREPOINT FEATURES AND COMPONENTS. THIS IS ALSO WHEN INFORMATION ARCHITECTURE WORK CAN GET STARTED. Develop LET'S DIVE INTO DEVELOPMENT DEVELOP – Once the design has been finalized and approved, we can get started on the actual development of the SharePoint solution. During the develop phase, the solution team will provision the SharePoint environments, features and components necessary to meet the client requirements and the solution design specifications. Other activities and deliverables associated with the Develop phase include: • Provisioning the new SharePoint site collection • Configuring SharePoint Features and Components • Migrating existing content to the new SharePoint site collection • Adding sample customer data • Applying Change Management
- 19. DEVELOP PHASE - The Develop phase initiates the activities that produce the actual SharePoint solution that will be deployed for the customer. Specific activities, steps and related documents associated with the Develop phase include: PROVISION THE NEW SHAREPOINT SITE COLLECTION • Site collection naming • Type of site collection (publishing, team site) • Site collection features (enabled/disabled) CONFIGURE SHAREPOINT FEATURES AND COMPONENTS • Site Columns • Content Types • Lists/Libraries • Metadata and Search • Page Layout and Content • Navigation/Menus • Styling/Branding • Groups/Permissions • Workflows MIGRATE EXISTING CONTENT TO THE NEW SHAREPOINT SITE COLLECTION • From previous SharePoint environments
- 20. • From file shares • From other external systems APPLY CHANGE MANAGEMENT • Create lists, forms and workflows to support bug reporting and change management in the new solution WHEN THE ACTIVITIES INOLVED IN THE DEVELOP PHASE ARE COMPLETE, THE SOLUTION TEAM CAN CLEARLY DEMONSTRATE HOW THE NEW SHAREPOINT SOLUTION MEETS CUSTOMER REQUIREMENTS. We are now ready for the deployment of the new solution across the business or to specific segments of the business.
- 21. Deploy – Support – Evolve The three final phases of SharePoint Business Solution Deployment. DEVELOP - SUPPORT - EVOLVE – Once the new SharePoint solution is developed, we can get started on its deployment across the organization. During these phases, the solution team will release the production ready solution to the end user community and provide user support as well as partner with the business to continuously improve and evolve the solution over time. MAJOR AREAS ADDRESSED IN THE DEVELOP – SUPPORT – EVOLVE PHASES: DEPLOY • Technical Management of the solution • Customer Pilot o Quality Assurance Testing • Quality Control Testing • Solution Rollout to the enterprise SUPPORT • Help Desk Services • Mentoring Programs • Online Support Tools • Quick Tip Videos • Training Programs • User Community Groups EVOLVE • Change Management • Future Solution Versions • Microsoft Solution Interfaces
- 22. • Ongoing Platform Improvements • Other Solution Interfaces DEPLOY PHASE - The Deploy phase initiates the activities that release the production ready SharePoint solution to the business. Specific activities, steps and deliverables associated with the Deploy phase include: TECHNICAL MANAGEMENT & GOVERNANCE • Hardware • Software • Network • Security • User Support CUSTOMER PILOT • Completed Design Framework • Customer Quick Reference / Takeaway • Initial Design Review Slides • Solution Change Management Process QUALITY ASSURANCE TESTING
- 23. • QA Process • QA Test Plan QUALITY CONTROL TESTING • QC Process • QC Test Plan SOLUTION ROLLOUT TO THE ENTERPRISE • Rollout Change Management and Communications • Rollout Job Aids • Rollout Support Team SUPPORT PHASE (ONGOING) - The Support phase initiates the activities that provide both management and technical support SharePoint solution but also end user support and enablement that ensures effective end user adoption and organizational success with the new solution. Specific activities, steps and related deliverables associated with the Support phase include: HELP DESK SERVICES • Tier 1 • Tier 2 • Tier 3 MENTORING PROGRAMS • SharePoint Administration • SharePoint Solution Design • SharePoint Branding • SharePoint Site Management • SharePoint “Power User” Skills ONLINE SUPPORT TOOLS • Audio Podcasts • Blogs • FAQ
- 24. • Online Materials • Quick Tip Videos TRAINING PROGRAMS • Instructor Led • Online • Webinars USER COMMUNITY GROUPS • SharePoint Fests and Learning Events • Monthly SharePoint Interest Groups • SharePoint Technical Conferences
- 25. EVOLVE PHASE (ONGOING) - The Evolve phase includes the activities that ensure effectiveness and growth of the new solution over time. Specific activities, steps and related deliverables associated with the Evolve phase include: CHANGE MANAGEMENT • New SharePoint Solution Requirements • Simple SharePoint Change Requests FUTURE SOLUTION VERSIONS • New SharePoint Features and Capabilities • New Versions of SharePoint • New Third Party Solutions MICROSOFT SOLUTION INTERFACES • SQL Database Solutions • Active Directory Interfaces • Business Connectivity Services ONGOING PLATFORM IMPROVEMENTS • Networking / Bandwidth • Hardware Performance • Information Architecture • Search • User Experience OTHER SOLUTION INTERFACES • Third Party Solutions • SAP • Oracle • Cloud Interfaces • Social Interfaces Many of the activities in the DEPLOY – SUPPORT - EVOLVE phases
- 26. are designed to be iterative in nature. Depending on the magnitude of the overall SharePoint solution being deployed, businesses may elect to deploy the new solution in increments (rollout “waves”) in a variety of ways: • Specific business functions or user/customer groups • Specific geographic locations • Specific end user languages Thanks again for taking the time to explore ways to ensure better SharePoint Solution Deployment. I encourage you to leverage the information and examples in this guide on your own SharePoint deployments.