Contact Innovate Vancouver to help on your next project! Knowledge Management in Sharepoint - Article: https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/ Travis Barker, MPA GCPM Consulting@innovatevancouver.org https://innovatevancouver.org

1. SharePoint Program:
Client Onboarding Roadmap
Innovate Vancouver

2. Table of
Contents
Roadmaps
Managing the Requests Backlog
User FAQ's
Email Template
Roadmap Inputs
Roadmap Approach - Advantages
Addendum

3. Roadmaps

4. User
Process
Roadmap:
Overview Step 1: Enter System
Request Submitted
Enter Ticket into IT Help
Desk Ticketing System
Schedule Onboarding &
Orientation to IT Roadmap
Step 2: Facilitate
Orientation Discussion
IT Department Services &
Roadmap
SharePoint, Teams, and
Office
Criterion, Priorities, &
Workflow
Step 3: Manage
Workflow
Project Requests
Resources
Schedules
Deliverables
The following steps describe
the high-level process users
follow throughout the
service lifecycle

5. IT Process
Roadmap:
Overview
Step 1: Enter
System
All New Requests Enter thru
IT Help Desk Ticketing System
Who, What/Scope, Contact
Information, Owner(s),
Department(s), Project(s),
etc.
Step 2: Facilitate
Orientation
Discussion
SharePoint: Communication &
Collaboration Sites
Teams: Operations & Project
Based Workflows
Office: Online Digital
Collaboration Tools
Solutions: What is typically
used for what needs
Step 3: Manage
Workflow
Request List is managed on
SharePoint Teams Site
Documents project request
information, confirms
orientation took place
Workflow also includes formal
design, build, test, training,
communications, onboarding,
and ongoing operations
The following steps describe
the high-level process,
beginning with receipt of
the service request, delivery
of services, and updating
the ticket to confirm
services were delivered and
completed

6. Tools to Support the Roadmap:
Overview
Step 1: Enter System
Outlook
Phone
IT Help Desk Ticketing System (TDX)
SP List
Step 2: Facilitate Orientation
Discussion
In Person
MS-Teams Video Meeting
FAQ Document(s)
Resource List(s)
Step 3: Manage Workflow
MS-Teams Calendar
JIRA
Outlook
TDX
SP List
SharePoint Library
The following steps describe
a high-level level overview
of which tools are used
during which stage of the
service lifecycle

7. Teams
Roadmap:
Overview
Step
3
Manage Workflow:
•Request Owner
•Systems Admin
•Product Manager
•Business Analyst
•Developer
•Change Lead
•Training Lead
Step
2
Facilitate Orientation Discussion:
•Request Owner/User
•Product Manager
Step 1
Enter System:
•Request Owner/User
•System Admin
•Product Manager
The following guidelines &
steps describe the high-
level overview of which
teams/ roles are active and
at which stage of the
service lifecycle

8. Managing the
Requests Backlog

9. Tools
Workflow
SharePoint List: Used to track requests
that are not yet formally submitted or
approved
Jira Task: Used to track requests that
are active or anticipated to be
approved (scheduled, etc.)
Teams Dynamix: Used to track and
manage requests that are formally
submitted (but may not be approved
yet)
The following tools are used
to informally and formally
manage inactive and active
requests.
The tools used will depend
on whether the request is
formally submitted or active

10. Prioritization
&
Requirements:
Overview
• Within Scope of company Priorities
• Within Scope of Available Resources and Technical
Knowledge
• Visibility
• Impact - Effort
• Value
• Support Needs
• Risk
• Budget
Prioritization Matrix:
• Current Product(s) Used
• Future Product(s) Requested
• Users
• Pain Points
• Solution Needed
• Department Resources to Support Project
• Training Needs
Requirements Matrix:
The following matrix provide
an overview of criterion that
are used to evaluate
priorities and requirements

11. User FAQ's

12. FAQ
Domains:
Overview
SharePoint: Overview
& Purpose
Teams: Overview &
Purpose
Office: Overview &
Purpose
Solution Domains:
Projects vs.
Operations
Solution Domains:
Collaboration vs.
Communications
365 Roadmap: Scope,
Schedule, Resources,
Constraints,
Approach
Governance: Roles &
Responsibilities
Solution
Requirements: Why
we focus on the MVP
These areas are covered
with ticket owners during
the onboarding process. The
goal is to provide an
overview of the SharePoint
Program, Applications, and
Service Lifecycle.

13. Roadmap Inputs

14. Dependencies
on the
SharePoint
Program
Roadmap
Service Level Agreement
Project Request Backlog
– Grooming &
Prioritization Matrix
Reinforce Engagement of
the Governance
Committee - & Validating
the Terms of Reference
Leadership Presentations
Client Education
SharePoint User Site –
Microsoft 365 Learning
Pathways
Information Architecture
Report – Audit &
Recommendations
Recruitment & Program
Organization

15. Roadmap Approach -
Advantages

16. Benefits of
Proposed
Roadmap
Approach
Relationships
Proactively forms Stakeholder
Relationships
Visibility Program Visibility & Branding
Value
Transparency &
Communication re: SharePoint
Value, Scope, & Impact
Roadmap
Transparency re: SharePoint
Program & Product
Implementation Roadmap
Learning
Supports Standardization,
Continuous Improvement, &
Scalability of Best Practices
A roadmap approach
supports consistency,
standardization, and
continuous improvement

17. Email
Template
"Thanks for reaching out! The SharePoint
Team looks forward to supporting your
team. Please submit a formal request
through company's IT Help Desk:
Link: HERE
The SharePoint Product Manager will follow
up with you to provide an orientation to
the Program and the roadmap for
designing and implementing SharePoint
applications & services. Delivery timelines
will depend on IT Department Resources,
other College requests, and the Requesting
Team's availability.
We look forward to working with you."

18. Addendum
SharePoint Program FAQ's Document: HERE