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SharePoint User Group
  Successful Requirements Gathering Sessions
Thanks to the Organisers


                         Randy Whitcroft
                      Organiser and Co-Host
                 President – Syntapa Technologies
             President – Sales Professionals of Ottawa
                  Founder – i2r Global Solutions




                           Nick Kellett
                    Co-Organiser and Co-Host
                        CTO - StoneShare
                    Microsoft SharePoint MVP
Introduction



         Business Strategist and SharePoint Architect - StoneShare
             rmerpaw@stoneshare.com
             http://www.merpaw.com
             @ryanmerpaw
Agenda
SharePoint Marketing Syndrome


  What They                   Actual
 Think is OOB           Implementation Time




 What is OOB
                             Expected
                          Implementation
                               Time
“Just Install it…. Users Will do the Rest…”

SharePoint Sprawl
Fail to Plan, Plan to Fail
Governance Plan
Information Architecture
Centre of Excellence
SharePoint Enables Business to Solve Business Problems



“SharePoint will find errors in your business processes faster than any other
Software” – Bill English
What’s in it for Me

Two Types of Users – Business and Technical

Real Life Samples

Usable Tools

Participate and See it in Action
The Requirements Session


Introduction and Agenda

      Project Introduction
      Functional capabilities

      What is WCM/EDRMS/Workflow/Extranet/Search/Social?

      Requirements gathering – Current to Future State
Introduce Project
Project Manifesto
      Building a Public web site to Share Content
Project Team
      Johnny Walker – Project Sponsor
      Glen Fiddich – Project Manager
      Chivas Regal – Technical Architect
      Jim Beam– Business Architect
Todays Goals
      Introduction to New System
      Manage Expectations
      Gather Requirements
Overall Goals
      Traceability Matrix
Don’t Demo SharePoint Yet!!!
The SharePoint Pie – Functional Capabilities


Sites                                                                                                                Communities
SharePoint Sites provides a single                              Sites                          SharePoint Communities delivers great
infrastructure for all your business web sites.                                          collaboration tools – and a single platform to
Share documents with colleagues, mange                                                 manage them. Make it easy for people to share
projects with partners and publish information                                            ideas and work together the way they want.
to customers.


                                                   Composites            Communities
Composites                                                                                                                  Content
SharePoint Composites offers tools and                                                            SharePoint Content makes content
components for creation do-it-yourself business                                                management easy. Set up compliance
solutions. Build no-code solution to rapidly                                             measures “behind the scenes” – with features
respond to business needs.                                                                like document types, retention policies and
                                                    Insights               Content           automatic content sorting – and then let
                                                                                            people work naturally in Microsoft Office.


Insights                                                                                                                     Search
SharePoint Insights gives everyone access to the                                            SharePoint Search cuts through the clutter.
information in databases, reports and business
applications. Help people locate the information
                                                                Search                              A unique combination of relevance,
                                                                                          refinement and social cues helps people find
they need to make good decisions.                                                            the information and contacts they need to
                                                                                                                   get their jobs done.
IT Focused Topics

Current System in Place - Versions
Windows Desktop and Server Version
Internet Explorer Versions – Any Other Browsers and Versions
SQL Versions
Virtualised or Physical Environments
Exchange Version
Active Directory Version
How the Systems are Currently Working
Any Planned Changes
Resource Bandwidth and Expertise
The Business Focused Sessions

Web Content Management
Electronic Document and Records Management System
Workflow
Extranets
Search
Social
What is WCM?

Your external web site
A major channel to interact with you members

Building the brand awareness

Disseminate important information regarding your association

Making connections
What is EDRMS?

Structured storage of unstructured content such as Documents, S/S

Keep Versions, History and Security
Collaborating on Content

Declare as an Un-Changeable Asset

Apply Content Specific Policies for Retention
What is Workflow?

Work Processes

Content Approval Process

Single Stage or Multi-Stage

Forms Based Processes

Notifications, events, signatures
What is an Extranet?

External Secure Access to Internal Resources – Content and Processes
Can be Based on Published Versions

Could be same system or different system the internal

Collaboration Between Internal and External Parties
Self-Service
What is Search?

Find-ability of Content

Internal and External Content Combined - Federated

Increasing Results Relevancy

Metadata Based Refinements

Security Trimming – Who can see what?
What is Social?

More Public Company Presence

A Major Public Advertising Channel – Usually FREE

Building Global Brand Awareness

Disseminate Important Information

Push Advertisement not Pull Like WCM

Perpetual discussions
A Day in the Life of… YOU!

Your Name
Business you work with?

What do you like?

How do I work with the system?
What can be done to make it better for you?

What don’t you like?
Tools & Demo
Now You Can Demo SharePoint
Working with Somerset West CHC

Staff Development Request
Visio to Map the Process
Balsamic to Create Form UX
More Questions You Ask, the Better Your Understanding
Thanks for your time!

                      Ryan Merpaw
        Business Strategist & SharePoint Architect
               rmerpaw@stoneshare.com
                http://www.merpaw.com
                      @ryanmerpaw

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Share point user group

  • 1. SharePoint User Group Successful Requirements Gathering Sessions
  • 2. Thanks to the Organisers Randy Whitcroft Organiser and Co-Host President – Syntapa Technologies President – Sales Professionals of Ottawa Founder – i2r Global Solutions Nick Kellett Co-Organiser and Co-Host CTO - StoneShare Microsoft SharePoint MVP
  • 3. Introduction Business Strategist and SharePoint Architect - StoneShare rmerpaw@stoneshare.com http://www.merpaw.com @ryanmerpaw
  • 5. SharePoint Marketing Syndrome What They Actual Think is OOB Implementation Time What is OOB Expected Implementation Time
  • 6. “Just Install it…. Users Will do the Rest…” SharePoint Sprawl Fail to Plan, Plan to Fail Governance Plan Information Architecture Centre of Excellence SharePoint Enables Business to Solve Business Problems “SharePoint will find errors in your business processes faster than any other Software” – Bill English
  • 7. What’s in it for Me Two Types of Users – Business and Technical Real Life Samples Usable Tools Participate and See it in Action
  • 8. The Requirements Session Introduction and Agenda Project Introduction Functional capabilities What is WCM/EDRMS/Workflow/Extranet/Search/Social? Requirements gathering – Current to Future State
  • 9. Introduce Project Project Manifesto Building a Public web site to Share Content Project Team Johnny Walker – Project Sponsor Glen Fiddich – Project Manager Chivas Regal – Technical Architect Jim Beam– Business Architect Todays Goals Introduction to New System Manage Expectations Gather Requirements Overall Goals Traceability Matrix
  • 11. The SharePoint Pie – Functional Capabilities Sites Communities SharePoint Sites provides a single Sites SharePoint Communities delivers great infrastructure for all your business web sites. collaboration tools – and a single platform to Share documents with colleagues, mange manage them. Make it easy for people to share projects with partners and publish information ideas and work together the way they want. to customers. Composites Communities Composites Content SharePoint Composites offers tools and SharePoint Content makes content components for creation do-it-yourself business management easy. Set up compliance solutions. Build no-code solution to rapidly measures “behind the scenes” – with features respond to business needs. like document types, retention policies and Insights Content automatic content sorting – and then let people work naturally in Microsoft Office. Insights Search SharePoint Insights gives everyone access to the SharePoint Search cuts through the clutter. information in databases, reports and business applications. Help people locate the information Search A unique combination of relevance, refinement and social cues helps people find they need to make good decisions. the information and contacts they need to get their jobs done.
  • 12. IT Focused Topics Current System in Place - Versions Windows Desktop and Server Version Internet Explorer Versions – Any Other Browsers and Versions SQL Versions Virtualised or Physical Environments Exchange Version Active Directory Version How the Systems are Currently Working Any Planned Changes Resource Bandwidth and Expertise
  • 13. The Business Focused Sessions Web Content Management Electronic Document and Records Management System Workflow Extranets Search Social
  • 14. What is WCM? Your external web site A major channel to interact with you members Building the brand awareness Disseminate important information regarding your association Making connections
  • 15. What is EDRMS? Structured storage of unstructured content such as Documents, S/S Keep Versions, History and Security Collaborating on Content Declare as an Un-Changeable Asset Apply Content Specific Policies for Retention
  • 16. What is Workflow? Work Processes Content Approval Process Single Stage or Multi-Stage Forms Based Processes Notifications, events, signatures
  • 17. What is an Extranet? External Secure Access to Internal Resources – Content and Processes Can be Based on Published Versions Could be same system or different system the internal Collaboration Between Internal and External Parties Self-Service
  • 18. What is Search? Find-ability of Content Internal and External Content Combined - Federated Increasing Results Relevancy Metadata Based Refinements Security Trimming – Who can see what?
  • 19. What is Social? More Public Company Presence A Major Public Advertising Channel – Usually FREE Building Global Brand Awareness Disseminate Important Information Push Advertisement not Pull Like WCM Perpetual discussions
  • 20. A Day in the Life of… YOU! Your Name Business you work with? What do you like? How do I work with the system? What can be done to make it better for you? What don’t you like?
  • 22. Now You Can Demo SharePoint
  • 23. Working with Somerset West CHC Staff Development Request Visio to Map the Process Balsamic to Create Form UX More Questions You Ask, the Better Your Understanding
  • 24. Thanks for your time! Ryan Merpaw Business Strategist & SharePoint Architect rmerpaw@stoneshare.com http://www.merpaw.com @ryanmerpaw

Hinweis der Redaktion

  1. Just a quick thank you to the organisers
  2. Introduction to who I am and where to find me
  3. Before we look at what actually happens during a requirements session, want to manage expectations. Then we move to the requirements gathering session, show some tools and demo them, and then we can start to look at the SWCHC. Make sure you have some drinks and some food and please ask questions.
  4. MS loves to show functionality of SharePoint. Clients who see SharePoint have an expectation of what can be done OOB – this is usually more that what can and should be used out of the box. With that, people are under the assumptions sharepoint is everything they need OOB, just install and go
  5. Why are we doing this… why should we use the tips. need more..
  6. Want to give warning that it’s best not to show SharePoint yet….
  7. This is how you should present sharepoint to business users.. To give them an idea of what to do
  8. Examples of high level notes of each type of requirements session introduction to business users
  9. Add high level points of what this could be
  10. Add example in discussion
  11. How to stimulate the conversation….
  12. Ask Justin questions about one of the processes and map it out on screen using visio and forms with balsamiq – allow others to ask questions!!!!