Share2012

SharePoint is such a versatile product, that a monster can be built in 3 easy steps. By using a Quality Management System as framework and well-defined business processes we’ve been able to alleviate the strain of governance, security/permissions & user adoption. This directly affects the selling value of SharePoint. Put the user first. If you add value – YOU WILL SUCCEED.

SharePoint vs. DisapPoint: Taking the Narrow Less Travelled Road Tracy van der Schyff – AFGRI Operations Limited (Animal Feeds)

SHARE The SharePoint Conference for Business Users

• Introduction • Challenges • What works

1. Successful team 2. Management System as foundation 3. Navigation 4. More with less / Have Fun

• Questions • Yours for the taking…

SharePoint vs. DisapPoint Index


Introduction


About AFGRI AFGRI is South Africa's leading agricultural services and foods business. We offer a wide range of physical and intellectual inputs to farmers, producers and users of agricultural products. As a transforming force in the business of agriculture, AFGRI offers farming clients the following services: banking, broking, logistics, trading and retail services. We are also producers of animal feeds, poultry, proteins and oil. About Me I’ve been working for Animal Feeds for 6 years. 4 Years ago I was introduced to SharePoint and Quality Management. My sole responsibility is to manage and build (quality management) solutions for the business. In 2010 a decision was made not to upgrade from 2007 to 2010 – but to rather use the opportunity to rebuild (and clean-up) the entire solution. In June 2011 our new Intranet was launched and I am now in the process of finalizing Animal Feeds and rolling out the Management System Solution to the rest of AFGRI. I’m not a ‘technical / IT person’ or an expert on legislation & guidelines. My true passions are people, enhancing processes and building simple solutions that work. Read more: Article on IT Web

Introduction SharePoint vs. DisapPoint

http://www.itweb.co.za/index.php?option=com_content&view=article&id=47270:afgri-rolls-out-sharepoint-upgrade-with-datacentrix-sees-outstanding-user-buyin&catid=272








HISTORICAL CHALLENGES (2003 / 2007 SharePoint) • Inadequate Hardware / Poor design • Poor performance • Issues after 2003 > 2007 upgrade • Not user friendly • Users not understanding the potential of SharePoint • The make-up of the project team was not representative of the business • Lack of Training • Management Support CURRENT CHALLENGES (2010 SharePoint) • Documentation • Change Control • Keeping it simple

SharePoint vs. DisapPoint Challenges


End User

Site Owner

Site Collection Administrator

Helpdesk

Developer

Farm / Server Administrator

Evangelist

Architect

Project Manager

Successful team SharePoint vs. DisapPoint


THE TEAM

Successful team

DON’T forget the people who know the business / processes – people who have a passion for what they do and can think outside the box.

The “Wacky / Arty One”

SharePoint vs. DisapPoint

Getting the “right” people involved is the 1st step to a successful Project / Intranet.

The Business KNOWS BEST!!

This doesn’t necessarily point towards diplomas & degrees.

Get a successful team together

STEP 1


Business

Management System

People

Keep it Simple

Foundation SharePoint vs. DisapPoint



Choose a guideline / standard / code which compliments your business

STEP 2

Foundation

This matrix should be used as reference only.



More detail:

Resources: ISO - http://www.iso.org/iso/home.html - http://www.praxiom.com/ SABS - https://www.sabs.co.za/index.php?page=home KING iii - http://www.pwc.co.za/en/king3

ISO 9001 – Quality Management Systems Certification ISO 13485 – Medical devices – Quality Management Systems – Requirements for regulatory purposes ISO 14001 – Environmental Management Systems Certification OHSAS 18001 – Occupational Health & Safety Management System Certification ISO 22000 – Food Safety Management Systems Certification HACCP (SANS 10330) – Hazard Analysis and Critical Control Point Systems ISO 27001 – Information Security Management System Certification SANS 16001 – HIV and AIDS management systems – General requirements SANS 10399 – Quality Management Systems for Bus Operators SANS 10240 – Certification Scheme for Auto-Glass Fitment Centres. KING iii - Code of corporate governance in South Africa which is a requirement for companies listed on the Johannesburg Stock Exchange

http://www.iso.org/iso/home.html

http://www.iso.org/iso/home.html

http://www.praxiom.com/

http://www.praxiom.com/

https://www.sabs.co.za/index.php?page=home

https://www.sabs.co.za/index.php?page=home

http://www.pwc.co.za/en/king3





• Analyse and determine improvements

• Implement the improved solution fully

• Develop and test a potential solution

• Identify and analyse the problem

• What do you want to achieve?

Plan Do

Check Act

Most Business Management Systems are

built / designed around this principle.

Plan Do Check Act – PDCA

This is a methodical

approach to problem solving and implementing

solutions.

http://www.mindtools.com/

Plan Do Check Act





Which SharePoint features can be utilized to assist with this requirement? • Records Center • Document Libraries • Version Control / Alerts

Example: ISO 9001

Highlight the areas that will become the checklist for your new system

STEP 3

Quality Management Systems



Which SharePoint features can be utilized to assist with this requirement? • Document Library for

project plans • Project Tasks List • Survey to determine

relevance / impact

Environmental Management Systems

Example: ISO 14001



Occupational Health & Safety Management System

Which SharePoint features can be utilized to assist with this requirement? • Document Library -

procedures • Custom List as database

for Incident reporting • SharePoint Designer

Workflows • Publishing sites with • workflow

Example: OHSAS 18001



Food Safety Management Systems

Example: ISO 22000

Which SharePoint features can be utilized to assist with this requirement? • Import spreadsheet as

list (database) • Custom List • Document Libraries • Visio Process Repository


SharePoint vs. DisapPoint Navigation

Intranet / Landing Page

• Corporate look & feel? • Who will be working with

the Intranet? • What is important to

them? • Intranet NOT Internet • Keep it interesting / ‘alive’

Example


Navigation

Behind the scenes


Build “navigation” to bring it all together

STEP 4 What do I need to

accomplish this?


Navigation SharePoint vs. DisapPoint

Example

From ± 180 libraries / lists / calendars ˃ 10 End Result: • Transparency • Trends Analysis

possible


Navigation SharePoint vs. DisapPoint

Example

From ± 33 libraries / lists / calendars ˃ 5 End Result: • Transparency • Trends Analysis

possible


Navigation

Example


• Processes needs to be clearly defined and documented

• This can be used for navigation • Training / induction • System / processes gets

audited daily – and changes made immediately

• Users understand where in the process they fit in

• The system (site) is built to maintain and make sense – not to impress users / make navigation easier.

• Do NOT try to build for easy navigation


SharePoint vs. DisapPoint Questions


Yours for the taking…

• Think small to ‘make’ big

• Use the PDCA Cycle

• Without user buy-in and uptake, investment in technology is wasted.

• Remember that even users that don’t ‘use’ the system – still influence it / are influenced by it – CONSIDER ALL.

• If your Intranet only serves as a file server – you have failed.

• “Life is short, make it amazing.” Hugh MacLeod

• “Choose a job you love and you will never have to work a day in

your life.” Confucius

SHARE The SharePoint Conference for Business Users Slide 24

Tracy van der Schyff AFGRI Operations Limited

Quality Systems Manager (Animal Feeds) [email protected] +27 11 063 2418 / 082 552 5022

mailto:[email protected]

Technology

Share2012