SharePoint Site Collection Administrators Network Community of Practice. April 2013

Transcription

1 SharePoint Site Collection Administrators Network Community of Practice April 2013

2 Agenda Background A Climate of Change Business Case CoP Operations CoP Facilitation Site Set-up Membership Business Value Key Benefits Critical Success Factors Lessons Learned Backup 2

3 A Climate of Change Multiple simultaneous changes Corporate Information and Records Management Guidance Personal to Shared Storage Desktops to Laptops Upgraded software migration from Lotus Notes to Outlook Shift in connectivity paradigms Global rollout of SharePoint One standard collaboration platform centrally managed Lotus Notes Collaboration databases migration to SharePoint Information Management Records Management & Information Management Principles Collaboration & Knowledge Bases Hardware and Software New Computers, Software & Connectivity Knowledge Management 3

4 Business Case Big Picture: Create an integrated environment for IM/KM Global changes created the need for rapid and effective adoption Infrastructure set up, site designs, use case scenarios, WIIFM and benefits Complexity servicing vastly different user groups: office based personnel, manufacturing plants and field operations Implement a Network to support Site Collection Administrators: Central group for collaboration, sharing and learning about SharePoint Flexible to the needs of different business lines Adaptive to membership needs, experiences and growth Global availability with meetings in time zones Develop and promote best practices 4

5 CoP Facilitation Site Administration CoP is facilitated and maintained by the Knowledge Management group within IT Two facilitators share the responsibilities for leading the community Discussion Board Monitoring An average of ~100 new discussion board posts are added each month CoP facilitators confirm all questions have been answered Allow the team or community members an opportunity to reply first If no reply has been posted after 24 hours, a facilitator replies or finds a SME to reply Capture and promote valuable content The facilitators identify valuable content and promote it to a shared area for reuse Weekly Meetings Facilitators schedule and lead weekly CoP meetings to share tips, highlight features, best practices, success stories, use cases and important changes Weekly meetings are scheduled two times in the North America / Europe time zone and once in Asia Pacific time zone to accommodate time zones and technical limitations with virtual meetings 5

6 iscan Home Page Multiple navigation options for important content areas Search scoped to iscan and end user SharePoint site Link to Success Stories Most recent announcements on home page Most recent discussion board topics and iscan member highlighted on home page Tip highlighted on home page automatically rotates weekly 6

7 SCA Reference Library 7

8 SCA Reference Library Links to external sites Topic Overview Filtered views of content on iscan site for each topic No duplicated content! 8

9 SCA Journey 9

10 iscan Member Growth 3000 iscan Members iscan Members Start

11 Key Benefits Greater uptake of application ~8000 site collections rolled out globally from Single collaboration platform adds consistency across the corporation Consistent communication and information Learning and sharing of business use cases across membership CoP contributed to the success of the SharePoint 2010 upgrade Improved management of change before, during and after upgrades Multiple sessions on a weekly basis to cover New features Upgrade process Potential issues Migration pre-planning 2-week Preview Period for SCAs Members tested sites and identified issues prior to upgrade SCAs and SP2010 project team addressed issues to effect a seamless upgrade 11

12 Critical Success Factors Tied to Business Needs and Drivers Management & Business Support Recognize the business value Dedicated resources to establish and maintain the CoP Promote and encourage business line SCAs to participate Enthusiastic Community Facilitators Engage membership Ensure accurate and adequate content Active Collaborative Membership Many to many collaboration vs. one way One Centralized CoP vs. Multiple Business Line Specific CoPs Consistent message Communication vehicle Cross-organizational SCAs connect and learn from each other 12

13 Lessons Learned CoP Membership & Administration Make it easy for people to join and keep it open to all employees interested in SharePoint site administration Look for ways to recognize members for their contributions Send new members a Welcome introducing the group and how to use the site Use a SharePoint list to manage membership and distribution lists CoP Team Site Design Spend time upfront planning and designing your site Use consistent categorization throughout the site to simplify content aggregation and usability Offer multiple ways to navigate content (i.e. by topic, by resource type) Provide a monitored discussion board for users to ask and share information Highlight recent activity and new content on the home page 13

14 Lessons Learned CoP Meetings Standardize the format of the meetings to stay on topic and be more productive Repeat the meetings more than once per week to meet time zone, scheduling and/or manage number of attendees Highlight success stories Offer different meetings for varying levels of experience (i.e. SharePoint 101, Advanced Topics) Engage membership in meeting topics and presentations 14

15 Backup 15

16 SharePoint Solution Center 16

17 iscan Tips & Tricks 17

18 iscan Tips & Tricks 18