When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14

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From Here To Here

They enable your organization to get the

most out of your SharePoint investments.

Understand SharePoint, your technology,

the ecosystem and the process.

SharePoint is easy to extend and leverage.

Integrating and knowing when is key.

With clear needs and the right questions

you can select the right tool.

Enable your organization to get the most

out of your SharePoint investments.

WE ALL WANT TO BE BETTER THAN AVERAGE…

Many organizations are successful, but what about those really successful cases?

SOLUTIONS SHOULD BE RAPIDLY DEPLOYED & EASY TO UPDATE!

Do you have the ability to provide solutions and ‘applications’ fast enough?

SOLUTIONS SHOULD BE AVAILABLE ANYWHERE AT ANY TIME!

Remote workers should have a great experience and access to solutions.

2005 2013

SOLUTIONS SHOULD WORK ON ANY DEVICE!

Solutions should work on many devices (BYOD) and many form factors.

SOLUTIONS SHOULD MEET TODAY’S DEMANDS!

What about tomorrows demands? Are you ready for those?

THAT MEANS YOU SHOULD LEVERAGE THE LATEST & GREATEST…

It will be more and more challenging to meet expectations on legacy technology!

From Here To Here

The Outcome…SharePoint Solutions are the best way

to generate additional value from

your SharePoint investments.

From Here To Here

What To Watch Out For…Those solutions need to be rapidly

deployed, adopted, and available

anywhere and on any device.

They enable your organization to get the

most out of your SharePoint investments.

Pros & Cons To Build vs BuyB

Pros Cons

Often covers most of the

requirements

Less flexibility and control

Vendor does enhancements/upgrades Dependence on vendor delivery

Lower total cost of ownership Locked in on cost and interoperability

Pros Cons

Addresses your requirements best Dependent on internal

expertise/effort

Full control and flexibility Higher risk of poor documentation

Control over costs No economies of scale, higher costs

• Dynamics CRM

• Dynamics ERP

• Dynamics AX

• Dynamics GP

• Dynamics NAV

• Dynamics SLExchange

Map the needs of the organization to the right technology…

SharePoint has multiple options…

Online

On Site

Foundation

Standard

EnterpriseEnterprise

Standard

2013Foundation

It’s Big Ecosystem…

“Worldwide more than 3.4

million developers work with

SharePoint & Office.”“Well over 4,000 partners

in the SharePoint

ecosystem.”“There are over 1,000 products

since SP2003 – there are at least

1,000 new products in

development now.”

SharePoint Is Part Of An Overall Enterprise Technology Plan

Pros Cons

requirements

Pros Cons

expertise/effort

Do We Understand

The Business

Problem & Our

Needs?

Do We Have The

Capability To Solve?

Reuse Capability To

Simple Assessment Framework

Reuse Capability To Solve

Something Out

There That

Matches Our

Will We Achieve

The Capability

Faster Through

Purchase?

Compare

Development Costs

To Purchase Costs

Do We Understand

The Business

Problem & Our

Needs?

Do We Have The

Capability To Solve?

Reuse Capability To

Will We Achieve The Capability Faster Through

Purchase?

Compare Development Costs To Purchase Costs

Are There

Pieces That

Can Be

Purchased?

Is There A

Hybrid/Co-

Developed

Opportunity?

How complex

are the

interfaces? Is it

manageable?

Does it meet

our security

needs?

Is the solution

scalable?

Does it meet our security

needs?

Is the solution scalable?

The Outcome…

From Here To Here

You need to understand what you

have and what’s available and re-

evaluate constantly.

Each build vs buy decision should be

evaluated even when it appears self-

evident.

From Here To Here

What To Watch Out For…

User Driven

IT Driven

lexityH

User Driven

IT Driven

lexityH

SharePoint and ITThe Main Point of Implementing SharePoint:

SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Users Build Apps

• To Replace Excel

Spreadsheets

• To Track Complex Input From

Multiple People

• To Centralize Storage and

Retrieval of Content

• To Provide Validation, Easy To

Use Online Forms

• To Reduce Duplication of Effort

User Driven

IT Driven

lexityH

SharePoint and ITSecondary (But Important) Points:

SharePoint’s integration with technologies you already use and it’s extendibility are invaluable.

When I Say “SharePoint Integration”

You Probably Think Of This...

Exchange

Cloud Services

Business

Applications

Cloud Services

Business

Applications

LOB ApplicationBrowser ServiceApplication

The Value Of The Office App

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

How Do We Build On SharePoint?

User Driven

IT Driven

lexityH

End User Power UserCasual

Developer

Full Time

Developer

Web UI Yes Yes Yes Yes

SharePoint

DesignerYes Yes Yes

Access Services Yes Yes Yes Yes

InfoPath Yes Yes Yes

NAPA Yes Yes

Visual Studio /

LightswitchYes Yes

Easy To

Improve?

Works Across

Devices?

Available

Anywhere?

Easy To

Deploy?

Developer

Skills

Required?

SharePoint

OOTB “App”Yes Yes Online Yes

SharePoint

AppYes Yes Online Yes Yes

Office App Yes Yes Online* Yes Yes

Access

ServicesYes Yes Online Yes

Search Driven

AppYes Yes Online Yes

InfoPath Form Yes Yes Yes

The Outcome…

From Here To Here

SharePoint is a platform that makes it

easy to extend and leverage for

business challenges.

Sometimes it can be easier to start

simple with a more basic solution to

validate/identify needs.

From Here To Here

Baseline Questions

Open Questions

Probing

Questions

Closed

Questions

Confirmation Questions

How Do We Buy 3rd Party Products?

Identify Our Needs

Are There Practical Options

What Type Of Product Would

Meet Our Needs?

What Vendor Should We Use?

How Do We Compare?

What Questions Should We Ask?

Negotiate Awesome Discounts

Purchase Product

SharePoint Migration

SharePoint Permissions

SharePoint Social

SharePoint Workflow

Buying The Right Migration Tool…

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Migration Process

For Office 365 Migrations

Analyze Existing Content

(Location, Quantity, Solutions)

Determine Migration Priority

Create New Site(s) In Office 365

Validate Content Based On Content

Map/Schedule

Launch New Site (w/ Training)

Assess Office 365 Environment

Identify Source Content To Be

Migrated

Determine Ownership Of

Content

Clean Up Content/Content Refresh

Prepare Office 365 Environment

Define Content Map

Owner Review Of Content (Training

Opportunity)

Migrate Content Based On Map/

Schedule

Define Migration Schedule

Approved

Delete Source Content That Has

Been Migrated

Set Source Content To Read Only

Review Feedback

Resolve Issues

Plan Launch Efforts

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

• Often licensed by user.

• Typically lower cost.

• Requires manual ‘orchestration’ or management.

• Doesn’t support scheduling, or scripting.

Power User

• Often licensed by time period or size of content being migrated.

• Typically a scaled cost where larger migrations cost more.

• Supports scheduling, or scripting.

• Often includes comparison or reporting/assessments.

IT Pro

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

• What version is the product?

• How mature is the product?

• How mature is the product’s supporting ecosystem and vendors?

• How extensible and customizable is the product?

• How user friendly and usable is the product?

• How does the product handle exceptions?

• For whom is the UI designed?

• How difficult is it to manage and administer the product?

• How do you update the product?

• How complex is the installation and how complex are the dependencies?

• Does it support automation? (Can you batch script or automate administrative tasks?)

• Who else is using the tool?

• What is their experience of the tool like?

• Do they have similar needs?

• Product Applicability (Based On Product Proof Of Concepts/Demonstrations)

• Detailed Price Proposals (Including Estimates for Integration Costs, Support, and Training)

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Key Migration Steps

Administrators UsersP

Identify Source Content To Be

Migrated

Clean Up!Delete Unnecessary Source Content &

Versions

Do You Know What Content Is

Out There?

Does Source Content Need To

Is Source Structure

Important?

Do You Need To Maintain Historic

Metadata?

Does Content In Source Need To

Be Deleted?

Will Content Remain In Source?

Do You Have A Defined New Taxonomy/Structure?

User Driven Clean Up? Or Admin Driven

Clean Up?

Work With Users To Understand Content

Clean Up!Delete Unnecessary Source Content &

Versions

Admin Driven

Index The Content & Define Appropriate

Result Sources, Pages & Verticals

NoCan This Content

Be Marked As Read Only?

Set Source Content As Read Only

Move & Validate Source Content – If Valid Delete Source

Content After Migration

User Driven

YesYes

Determine Who Owns Content

Review Source Structure With Users/Owners

Map New Taxonomy/Structure To Source Structure

Review New Structure & Validate With Users/Owners

Review Field Types/Metadata That Must

Be MaintainedYes

Move & Validate Source Content – If Valid Delete Source

Content After Migration

Work With Users To Migrate/Adjust

References So It Can Be Migrated

(Meaning It Can’t Be

Indexed Instead)

(Is The Folder

Structure Important?)

(Decommissioning of Hardware?)

(Tied To Other Internal Tools)

(Ensure Tool(s) Support This)

Portal Solutions

Migration Decisions

Whitepaper w/ All

Of Questions We

Should Ask…

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Identify Our Needs

Meet Our Needs?

How Do We Compare?

Purchase Product

Microsoft PinPoint!

SharePointReviews.com

Many vendors are not always

biased, and often even when

biased highlight important

decision criteria/questions.

The Outcome…

From Here To Here

With clear needs and the right

questions you can select the right

The hardest part of selecting the

right third party tool is having the

right questions.

From Here To Here

Enable your organization to get the most

out of your SharePoint investments.

From Here To Here

Organizers, Sponsors and You for Making this Possible.

Twitter: @RHarbridge

Blog: http://www.RHarbridge.com

Email: Richard@RHarbridge.com

Resources:

100+ SharePoint Presentations At.. SlideShare.net/RHarbridge

Great SharePoint 2013 Stories At.. Microsoft Case Studies

130+ SharePoint Standards At.. SPStandards.com

14 Additional Resource Slides Included In This Deck..

When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14

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