Janalent SharePoint

Analysis, Alignment, & Mind setting (Part 1)

Our Name: Jăn’ə-lĕnt

JANA: (Sanskrit prefix ) LENT: (Latin suffix)

Sanskrit– oldest language in the Latin – oldest language in the
eastern world western world

“Knowing, understanding, knowledge,

“Full of”
especially higher knowledge, science,
wisdom; conscience, organ of “One Who Does”
intelligence or sense”. “One who performs”

“Knowledge in this context is not belief

or collected data: it is comprehension
as a result of discernment and
experience. It is true wisdom and Janalent
understanding“.
Knowledge . Wisdom . Performance
Recognition
•Microsoft Global Partner of the Year Winner 2009/10
•Microsoft Global Partner of the Year Finalist 2008/09
•Microsoft Regional Partner Award Winner FY 2009 Q1, 2, 3 and 4
•Awarded 7 Advanced Competencies, 12 specializations
• Advanced Infrastructure Solutions
• Network Infrastructure Solutions
• Information Worker Solutions
• Unified Communication Solutions
• Security Solutions
• Mobility Solutions
• Small Business Solutions
•Over 4 Million Exchange mailboxes deployed/migrated
•Award winning Global Directory Design & Implementation
•Quest Software Platinum partner, globally-managed
•NetApp Platinum Sponsor & CDP partner, globally-managed
•Go-To partner for Microsoft, MCS, Quest, NetApp, & others
Customer Success

Broad Sector & Industry Success

 Over 4 Million Users / Mailboxes to date
 Over 400 customers across all industries
 Deployments on five continents
 Global award recognition
Wrapping it up
Key Take Aways…
• Specialized, Industry experts
• Strategic, nimble, and creative
• Experience with over 400 similar
engagements
• Competitive value / pricing
• Proven approach / methodology
• Unparalleled experience
Assessment & Key Subject matter
Readiness evaluation experts
• Multi-phase solution approach
• Combining Hardware, Software,
& Services
• Collaboration Portal & Practicum
based knowledge transfer
• Increase capability breadth
• Demonstrate ROI sooner
Effective & efficient Global project Transfer knowledge &
delivery experience & success drive next opportunity
What are the components of the “Information
Workplace”?

Source: Forrester
Knowledge Management in the Marketplace

KM initiatives bring significant business benefits:

• Texas Instruments
By sharing best practice TI saved the equivalent of an
investment ranging from $500m to $1Bn USD.

• Intel - showed $2.2M first-year from reduced re-invention(2)

• Boeing - showed a $1.8M in savings as a result of reduced time and
effort (2)
• Dow Chemical - generated over $125 million in revenues from
licensing and other ways of exploiting their intangible assets.
Sources:
(1) Tacit Knowledge Systems, Inc
(2) AskMe Corp
SharePoint in the Marketplace
and your Enterprise

Source: Forrester
Microsoft SharePoint Evolution

• 2001 (Version 1)
– Microsoft SharePoint Portal Server 2001 (SPS)
– SharePoint Team Services 1.0 (STS)

• 2003 (Version 2)
– SharePoint Portal Server 2003 (SPS 2003)
– Windows SharePoint Services 2.0 (WSS 2.0)
– Integration w/ Microsoft Content Management Server 2002

• 2006 (Version 3)
– Microsoft Office SharePoint Server 2007 (MOSS 2007)
– Windows SharePoint Services 3.0 (WSS 3.0)
 Microsoft’s Offering for the Knowledge
Management and Collaboration Space

Improved team
Streamline people-driven
Author, review, and Better version
productivity
business processes
publish documents control
Easy and Intuitive
Survey Collaboration
Better
Improved key
Discussions permission
Create and
document centric
structure
capture
processes
WIKIs Blogs
Shared
Workflow calendars
RSS
New
Offline Standard
support Alerts
Audit features
templates
Notifications
ECM
Interaction with other Integrated
capabilities Presence andcapabilities
IM
applications development
Knowledge Management is:

The right information

at the right time,
for the right person
at the right place
What is driving Knowledge Management?

Business drivers
• Improved efficiency, productivity and increased revenues
• Maintain sustainable competitive advantage
• Value of Knowledge
• Accelerated “time to market”
• Increased collaboration needs
• Reduce loss of knowledge
• Find information faster and easier
Business and Technology Drivers –
the SharePoint advantage

Technology drivers
• Streamline the company application portfolio
• Lower costs for licenses and maintenance
• Reduce support and administration cost
• Increased technology ROI
• Tight integration into other applications
Planning SharePoint – what’s needed to
successfully implement a KM strategy

Factors to consider
• Single company driven program
• Delivered out of one organization
• Governance Body
• Support and sponsorship at senior management level
• Management of change and communication
Planning SharePoint – what’s needed to
successfully implement a KM strategy

Factors to consider
• Implement only where it meets the requirements and
objectives
• Detailed cost-benefit analysis required for non-standard
functionality
• Proper planning for demand is essential
Conduct current state assessment

General

• Generate high-level knowledge and process maps

• Perform a current systems inventory
• Identify complex cross-application integration
Conduct current state assessment

Environment
• User location
• External access requirements
• Geographic datacenter/system locations topology

Content
• Review:
– Document types
– Usage
– Retention and archival requirements
• Evaluate raw and extended storage needs
What we discussed so far:

Knowledge Management is:

The right information

at the right time,
for the right person
at the right place
We discussed so far:
How does SharePoint fit?

• Collaboration
• Document Management
• Workflow and process automation
• Social networking
• Search
• and much more …
We discussed so far:
Business and technology drivers

• Reduce loss of knowledge

• Ability to stay competitive
• Increased revenues
• Accelerated “time to market”

• Application landscape reduction

• Fewer support and maintenance
• Tighter integration into desktop application
• Less resources
We discussed so far:
KM ground rules for success …

• Single company driven program

• Leadership support
• Governance Body

• Current State Analysis

• What is out there already?
• How is it used?
• Is it customized?
• How is it integrated?
• Business alignment
Tips and Tricks – Lessons learned from
large scale deployments

Are you really aware of what’s out there and how fast
SharePoint is growing in your enterprise?

• Hidden “shadow IT” SharePoint systems

• Large number of team sites
• Self site creation
• Large team sites
• Unclear content guidelines
Tips and Tricks – Lessons learned from
large scale deployments

What SharePoint is already being used for, don’t be

surprised:

• High adoption rate

• Complex integrated applications
• Inappropriate content
• Excessive use of folders or lists
• Self made customization (web parts)
Tips and Tricks – Lessons learned from
large scale deployments

Be ready for another push, content keeps on coming to

you

• Exchange Public Folder

• File Share content
• Increasing need for collaboration and KM
• Tight integration with Vista and Office 2007
further increases demand
Conduct current state assessment –
Quest tools for SharePoint

Quest Discovery Wizard for SharePoint and

Quest Site Administrator for SharePoint

• Quest Discovery Wizard

• for automated SharePoint Server Discovery
• Quest Site Administrator
• Comprehensive Reporting
Quest Discovery Wizard
Quest Discovery Wizard
Quest Site Administrator
Quest Site Administrator

Reports which will help us perform an assessment:

• User Activity
• User Count Trend
• Users and Site Group Membership
• Traffic Usage
• Free Storage Space Trend
• Disk Space Trend
• File Categories
• Files Taking Largest Versioning Space
• Duplicated Files
Don’t try to boil the ocean

• Plan the long term vision

• Prioritize based on business needs and benefits analysis.
• Communicate progress regularly
• Don’t over-load users with functionality
• Restrict functionality if there is no
business reason
• Ruthless standardization
• Keep it as simple as possible
 Janalent KM & SharePoint
KM Solutions by ADE2 Phase

Analysis and Alignment (Phase 1 and 2) Design and Deploy (Phase 3 and 4)
• Opportunity Analysis & Readiness Assessment • KM Program Design
• KM and Business Strategy Alignment • Business KM Process Flow Creation
• KM system design
• Business Case preparation • Taxonomy and controlled
• Knowledge Capture and utilization analysis vocabulary design
• Knowledge Mapping/Knowledge audit • Infrastructure architecture and
• Process Analysis, Design and Documentation topology
• Functional Requirements Analysis • Security
• Capacity planning
• KM Supporting Technology and Tools Analysis • Storage Optimization
• Business continuity/Disaster
Educate and Evolve (Phase 5 and 6) recovery
• Administrator and end-user training • Implementation and migration
• Knowledge and IP capture training • Datacenter Operations Consulting
• Performance and Utilization Metrics
• Datacenter Operations consulting
• Performance and Utilization Metrics
• After action review