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Zero to 365 in Sixty Minutes
Processes and Tools to Effectively Build SharePoint Solutions that Work
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Introduction
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Brought to you by…
www.lightlever.ca
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AGENDAProcess Overview
My Toolbox
Design Process
Build Process
Data Migration
Pilot Test Process
Training
Wrap-up
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Process Overview
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A process to organize and engage…
Step A
Step B
Step C
Step DHappiness
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Development Context
Business Case
RFP / Response
Develop Site
Develop Governance
Support & Maintain
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Our Focus Today
Business Case
RFP / Response
Develop Site
Develop Governance
Support
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Development Work Plan
Plan DesignDevelop
& Migrate
Pilot & Migrate
Train & Support
Project Management / Expectations Management
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Project Management
• Approved Work Plan• Project site on SharePoint • Formal Change Control• Status reporting• Steering Committee• Managing expectations
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My (rather sparse) Tool Box
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Tools for faster, easier, better results…
• Templated• Save time• Improve quality• “Fill in the blanks”
approach• Always refining
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SharePoint Tools
Web Interface• Building Sites, Lists, Libraries• Applying permissions• Project Management• Communications• “Eat your own dog food”SharePoint Designer• Workflows• Minor visual and functional changesInfoPath• Advanced Forms (when required)
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Microsoft Office
Word• Proposal, Work Plan (template)• Design Document (template)• Status Reports (template)Excel• Project Cost Management (template)• Data Migration (template)Visio• Site Design (template)• Org Charts (template)PowerPoint• Training and Presentations (template)
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Design Process
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Form Design Team
Overview &
Examples
Identify Objects
Prioritize Objects
Sign-off for Build
Design Process
User Engagement and Education
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- Design Team, SharePoint Champions, Department Reps, call it what you will.
- Look for cross section of interested people- Quick learners preferable at this time- Enthusiasm would be nice- Staff working alongside Lightlever for organic
learning and smooth transition.
Form Design Team
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- Teach SharePoint basics- Show Example sites (with
permission)- Start training process NOW- Create shared understanding- Avoid “blue sky” thinking- Generate excitement- Set expectations
Educate
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• Use this phase to co-create the site, build relationships and trust.
• What is the PURPOSE of the Intranet?• Overall Structure• A funky name helps • What are the Lists and Libraries we
need to help us communicate and collaborate?
Design
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Design Document
• The key communication and agreement tool
• Start with template• High-level and practical• Live on screen at every design
meeting• Always available on project site• Updated “as we go”• Used for copy-paste-build of objects• Used for map of permissions• Captures ideas for future• Wikified for reference
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Structure Diagram
• In SiteDesignGraphics [Visio]• Provides overall visual• Shows URLs• Aids understanding• Helps permission planning• Assists the build process• Repurposed for training,
site overview
Standard Divisional Objects
Ibid.
Standard Divisional Objects
Home Site Ojects
Legend
Inside Homehttps://inside.virl.bc.ca
Projects(/p)
Standard Divisional Site
Commun-ications(/com)
Intranet Proj. (/98154)
Project B
Project N
Divisional Files(/fls)
Out of Office
Calendar (/cal)
Links and Resources
(/res)
Announcements(/annc)
Order and Item
catalog
Printable Brochures (part
of /fls)
Newsletter (part of /fls)
etc...
etc...
Testing & Training
(/sandbox)VIRL Files (/fls)
Announcements (/annc)
Contact List (/contact)
Events Calendar
(/cal)
Quick Links(/link)
FAQs(/faq)
Intranet Suggestion
Box(/suggest)
Briefings
Reports
Business Manual
Training
Templates & Forms
My Files (Web part
View)
Wiki (/SitePages)(Wiki home page and
sub-pages for Employee Handbook, and linked to
Business Manual, Training, Divisions, etc.)
Images(/img)
Divisional Wiki (/
SitePages)
Site
List
Library
Other
Folder
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Visio to Identify …
• “What information do we need to capture and share?”
• Draw upon my experience, and their business needs
• “What’s causing the most pain?”
• Visio Template, live on screen
Announcements
Contact List
Policy and Procedures Wiki
Forms and Templates
Project List with Status
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… and Prioritize
• Visio Template, live on screen• “What will serve the most
people, save the most time, reduce the most pain, or do all three?”
• Sticky notes to vote priorities• Change width of objects in
Visio to identify priorities.• All very fast• Paste into Design Doc
Files (Forms, Templates, Business Manual, Training, Reports, Briefings, Policies)
VIRL Announcements (Link to briefings and other artefacts as required))
Contact List(Internal/External Connect to Outlook)
Org Charts (with pics) – May be part of Contact
List
Events Calendar(Connect to Outlook)
Wiki(Web pages, Inside
links with context)
Quick Links(Hyperlink to teams, documents, websites, forms, etc.)
FAQs(Searchable, askable)
Intranet Suggestion Box
Emerg-ency
Announcements
Images(including Logos)
My Files (Web part
View)
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Permissions Design
• After structure is largely done
• Educate as you go
• Use my blog post and video
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Permissions Design
WHO?User/Groups
CAN DO WHAT?
Read, Contribute, Full Control,
etc.
TO WHAT?Site, List,
Library, Folder, Item,
Document
• Principles & Conventions• List logical Groups of
users• List Securable Objects• Assign Permissions• All in Design
Document (super handy during build)
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Build Process
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1. Build based on Design Doc (Site Overview graphic and Copy-Paste)
2. Present and refine with co-creators (Design Team)
3. Permissions done at end; (Inherit for now)
Building is Easy as 1-2-3
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Iterative Build
Build Comp-onents
Present
Refine Design
• 2 – 3 iterations• 1 – 2 weeks each• Design Doc and site
always live and in sync• Present live (best) or via
webcasting.• Some migration can
occur here to make the site useful/meaningful
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• Refer to Site Overview graphic• Copy-Paste from Design Document • Leverage standard lists, add fields,
create views, add workflows• Update Design Doc as you have
“aha’s” (it’s open to that page anyway)
• Add content if that will help presentation
• Present to Design Team• Repeat as time/budget allow
Building Sites, Lists, and Libraries
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• Create Groups (Copy-Paste from Design Document)
• Group Owner should be “SharePoint Admins” group
• For objects with unique permissions:– break inheritance – remove or change permissions
• Double-check based on Design Doc
Applying Permissions
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Data Migration
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Content Migration
• Can be the hardest part of the project.• Files!, contacts, calendars, other SP
objects.• Many tools available like Sharegate,
HarePoint, AvePoint, Idera, MetaVis, and Metalogix.
• I have developed a low-costExcel tool
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Migration Plan
Develop Mini-Plan
Capture File
Listings
Copy to Staging
Clean Up
Move to
Share Point
Set Servers Read-only
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File Migration Using Excel Tool
• Command Line Directory Listings– Full Directory Listing– File Details Listing–Paste into Excel file migration tool
• Tool strips out invalided characters (including spaces if you want)
• Shows file and path length (important)• Filter records by date, size, type, etc.• Copy list of commands• Paste into Batch file, and run it
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• Contact List–Copy from AD–Copy/Paste in SharePoint–Or Drag and Drop in
Outlook • Employee Handbook
–Word to Wiki in 1 hour– See how to blog post
Other Content Migration Examples
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Pilot Test
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Pilot Testing or “Pilot” Phase
• A chance to test the site in the realworld
• A small group of “Pilot Participants”• Practice training, support.• Gather feedback• Prior to go-live, update site based
on Pilot Group’s ideas and issues.• May migrate files at the same time.
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Pilot Plan
Develop Mini-Plan
Identify Participants
Prepare
Comm-unicate
TRAINAssign
Activities
Support & Engage
Final Focus Group
Apply Learnings
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Pilot Handout and Next Steps
• Key Pilot information on one sheet.
• Everything else you need is on SP (less paper, more current).
• Follow instructions when you get back to your computer.
• You will receive Alerts with activities.
• More training will follow.
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Training
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• Training Purpose: 1. Ensure there is buy-in (WIIFM);2. Ensure the site is understood
and used;3. Empower the client Admins to
do most (not all) of what I do.• Custom training works best for users• Classroom training for Admins• Include “Support videos” • Every meeting is a training
opportunity
Training Overview
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Wrap-Up
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Questions and Ideas
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In Closing...
• Processes and (templated) tools help you build faster, easier, better.
• Co-create with your users as much as feasible.
• Be gentle, enthusiastic, and fun (positivity).
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The End…To Be Continued.
Thank you!Lightlever Systems Inc.
Gerry Brimacombe [email protected]
www.lightlever.ca
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BONUS: Org Chart from Contacts List
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Org Chart from Contact List
1. Have a “reports to” field in your contact list
2. Export Contacts to Excel3. Use Visio “Org Chart Wizard” to
generate from Excel4. Save as… Web Page5. Save html files to SharePoint