8 Steps to Effectively Build a SharePoint Site

Dux Raymond Sy, PMP

Innovative-e

Microsoft New York City February 21, 2009 10.45 am 12.00 pm

Presentation Objectives
After completing this presentation, you will be able to effectively build a SharePoint site In addition, you will be able to Identify site purpose Define stakeholders Create a site Define site lists and libraries Customize a site Enable document management features: version control, check-in/check-out, content approval Integrate SharePoint with Outlook, Excel and Word

Dux Raymond Sy, PMP

Managing Partner, Innovative-E, Inc. Contract Author & Instructor, Learning Tree International Author, SharePoint for Project Management by OReilly Media For more information, connect with Dux E-Mail: dux.sy@innovative-e.com LinkedIn: LinkedIn.com/in/meetdux Blog: Meetdux.com Twitter: @meetdux

Agenda
Why SharePoint? 8 Steps to Effectively Build a SharePoint Site Questions and Answers

Share + Point

Whats SharePoint?
Allows individuals in an organization to easily create and manage their own collaborative Web sites Simplifies how people find and share information across boundaries, and enabling better informed decisions Seamlessly integrates with Windows and MS Office Does not refer to a specific product or technology Using the word Microsoft SharePoint is like using the word Microsoft Office Refers to several components of collaborative solutions Windows SharePoint Services 3.0 (WSS) Microsoft Office SharePoint Server 2007 (MOSS)

What if SharePoint is a Car?

Car Purpose: Purpose: SharePoint

Whats required?

Whats required?

WSS vs MOSS
WSS is the core technology of Microsoft SharePoint WSS can be considered the engine of SharePoint Provides document management and team collaboration tools WSS is available for free as long as your organization is utilizing Windows Server 2003 or above MOSS extends the capabilities of WSS Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc. Extended features include Enterprise search, Personalization, Enterprise Content Management, etc. Unlike WSS, MOSS is not available for free

SharePoint Geek Vagen

Agenda
Why SharePoint? 8 Steps to Effectively Build a SharePoint Site Questions and Answers

#1 Identify the Purpose

Why do you need a SharePoint Site? What business need will be addressed? Examples: Project Management Human Resources Finance Department

#2 Involve Relevant People

What are the expectations for the site? Reduce Cost Support Compliance Increase Efficiency Information needs of a site user Identify the type of information a user would need What is the frequency? Will they retrieve the information or should it be sent to them?

Example: PM Communications Plan

Chief Executive Officer Regular e-mail updates on project milestones and risks Chief Financial Officer Access to project budget information Reviews and updates any change to project finances Chief Compliance Office Monitors project process compliance Reviews and updates project risks Program Manager Reviews project tasks, milestones, and risks

#3 Create the Site

Be familiar with your site creation policy Top-level sites or sub-sites? Are you allowed to create sites? Naming convention Create the site based on the purpose Leverage templates SKIP defining site members for now

#4 Define Site Components

Centralize information Lists Libraries Reporting Custom Views Web Parts Surveys Automate business processes Facilitate communication and collaboration Wikis Discussion Boards

Example: Milestones Dashboard

Example: Clarifying Requirements

#5 Customize Site
What are your priorities? Determine if any organizational standards exist for Look and feel Navigation Usability and Taxonomy Site specific needs Regional settings Document Management Version History Check-in/Check-out Content Approval

#6 Populate Initial Content

Generate new content Migrate existing content Integrate existing data sources

#6 Define Relevant Site Access

Refer to your communications plan Should users be grouped? Manage permissions wisely Site-level List or Library level Item-level Test user account scenarios

Example: Permissions Matrix

Site User CEO PMO Director Resources Finance

Contacts C C C

Documents R FC C C

Tasks Calendar R C C R C C

FC = Full Control

D = Design

C = Contribute

R = Reader

#8 Provide Self-Help
Not all users will get formal training Create a self-help section for common site tasks like: How to post calendar events How to upload a file How to move files with explorer view Self-help can be in various forms Powerpoint slides Video snippets Custom lists

Launch Your Site!

Agenda
Why SharePoint? 8 Steps to Effectively Build a SharePoint Site Questions and Answers

Questions?

Download this presentation @ meetdux.com/resources

Thank You!
Innovative-e

Microsoft New York City February 21, 2009 10.45 am 12.00 pm