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Effective Requirements Gathering for Search in SharePoint 2010

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"Better Search” and "Effective Search" are not requirements! Michal Pisarek, SharePoint Guru, illustrates how to execute search requirements workshops, how to map certain requirements to OOTB configuration options and how to measure the effectiveness of your search implementation.

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Effective Requirements Gathering for Search in SharePoint 2010

  1. 1. Effective Requirements Gathering for Search in SharePoint 2010 Michal Pisarek SharePoint MVP www.sharepointanalysthq.com michalpisarek@sharepointanalysthq.com michalpisarek @michalpisarek www.surfray.com
  2. 2. Effective Requirements Gathering for Search in SharePoint 2010Agenda• Introduction• Why are requirements needed for search• Search requirements overview• Search requirements techniques• Q&A www.surfray.com
  3. 3. About Me• SharePoint MVP• Extensive work with search• Author of sharepointanalysthq.com blog• SharePoint Analyst: – Business – Technical• Love search 
  5. 5. Search Requirements Issues• Typically the last thing deployed – Lower priority because of time – Just having ANY search is seen as a win – An expectation that it just ‘works’• No process to implement – Who tests search? – Gathering requirements can be tricky – Difficult to measure success or failure adequately
  6. 6. Foundation of good search BusinessInformation Process GovernanceArchitecture Modeling Usage Continuous Patterns Improvement
  8. 8. Bad Examples
  9. 9. Good Examples • Enough detail to be able to create a Specific solution that users need right now • Can you measure the difference thisMeasureable makes? Attainable • Is this technically feasible? Relevant • Is this relevant to the search vision? • When should this requirement beTime Bound evaluated?
  10. 10. Good Example• When I search for my name I want to see the content I modified, order by date, because it takes me 30 minutes per day to find things sometimes. I work mainly on Excel files so they would be more relevant than other documents. I also need to know the type of content it is and the size of the file.
  12. 12. Search Requirements Flow Current State Analysis Requirements Verification Elicitation Expert Judgment
  13. 13. Techniques Overview• There are multiple ways to gather requirements for search• However your aim is to determine what your users need and craft a solution that meets their needs
  14. 14. Current State Analysis Current State Analysis RequirementsVerification Elicitation Vision Content Expert Judgment Stakeholders Personas
  15. 15. Vision• Workshop with stakeholders and sponsors• Answer the following: – What will role will search play in the organization? – How will we measure success? – What are the steps in the roadmap? – What are the risks?
  16. 16. Content• Understand what content the organization has• This is VERY IMPORTANT to search solution• A search solution can be no better than the content it exposes• Understand the what, why, when , who, where
  17. 17. ContentContent Type Location Owner Value UsageContracts File Share Business High High usage DevelopmentCustomer D: Drive for all None found Low – only kept Less than oneReceipts content for compliance access per month, only kept for compliance
  18. 18. Requirements Elicitation Current State Analysis RequirementsVerification Elicitation User Surveys Expert Stories Judgment Workshops or Card sorts Interviews
  19. 19. User Stories• Expresses a specific need a user has• Typical format:“As a <persona>, I want to <do something> sothat <some benefit>”Example:“As a human resources assistant, I want to findall HR related policies, so that I can review themwhen their date is due”
  20. 20. Card Sorting• Lets people group related information together• Powerful way to see how users think about information in groups• Two types: – Open: Users create categories – Closed: Pre-defined categories
  21. 21. Running a card sort• Create cue cards cards• Users sort into categories• Can be done online or in person
  22. 22. Expert Judgment • Search ScopesGroup • Metadata • Best BetsRank • Authoritative Sites • Search RefinementsFilter • Sorting Categories • Custom search results pagesView • Web Part Configuration
  23. 23. Scopes• How does your organization think about information? – Content Based: Contracts, Policies, Procedures – Task Based: New Member Account, Termination – Storage Based: C Drive, SharePoint,CRM – Time Based: Yearly Financial Cycles – Department Based: Accounting
  24. 24. Scopes Requirements Inputs• Card Sorts: Related information easily identified• Content Analysis: Allows to realize how information is structured• Persona’s: If many persona’s looking for one type of information maybe a scope is required
  25. 25. My Experience• Always have a Documents search scope implemented• Users are more comfortable with the word ‘filter’ than ‘scope’• Too many scopes can be confusing
  26. 26. Custom search results pages• What do user wants to see when search results are presented?• Easy to implement• Often tied to scopes
  27. 27. Custom Search Result Pages Inputs• User Stories: ‘So That’ can lead to insights• Content Analysis: If metadata is marked as required for content, shouldnt it be visible in search results?• Workshops: Results pages workshop
  28. 28. Verification Current State AnalysisVerification Requirements Elicitation Impression Search Expert Testing Reporting Judgment How was your User Feedback search Web Part
  29. 29. Search Reporting• Fantastic way to verify your solution is functioning correctly• Also a great way to uncover new requirements• SharePoint 2010 has a lot of great search reporting features
  30. 30. Search Reporting• Identify best bets• Identify scopes• Find popular queries
  31. 31. How was your search web part• Great way to gather feedback about search• Simple way for end users to communicate their feedback• The information can be a goldmineMore info : http://www.habaneros.com/Blog/Posts/A_best_bets_success_story.aspx
  32. 32. Q/A & Contact DetailsMichal PisarekSharePoint MVP www.sharepointanalysthq.com michalpisarek@sharepointanalysthq.com michalpisarek @michalpisarek Josh Noble Author: Pro SharePoint 2010 Search jno@surfray.com joshnoble @SurfRay www.surfray.com
  33. 33. Additional ResourcesOur SharePoint Search Video Webinars:http://surfray.com/resources/webcasts.htmlMikael Svenson – Tech and Mehttp://techmikael.blogspot.com/Michal Pisarek – SharePoint Analyst HQhttp://www.sharepointanalysthq.com/ProSharePointSearch.comhttp://www.prosharepointsearch.com/ www.surfray.com