good. better. best. - sharepointlandia

@davidsamoranski

Good. Better. Best.

David Samoranski

Director, Western Region

twitter @davidsamoranski

david.samoranski @robbinsgioia.com

@davidsamoranski

Session Summary

Onboarding Analysis Prioritization Agile

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ONBOARDING

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What is Onboarding?

Relationships Knowledge

Skills Behavior

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Common Challenges

Time Cost

Consistency Outcome

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Process Modeling

Participants Steps

Decisions Metrics

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Process Modeling 101

Work Time

Cycle Time

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Explore Pain

Data Documents

Processes Interviews

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Problem Identification Template

ID What is the problem?Who is

affected?

Where does it

occur?

When does it

happen?

Why does it

exist?

1

New employees frequently do not have the access or tools they need to be productive on their first day/week/month.

Organization,department, manager, employee

HR, IT, Legal After hiring process is complete

Inconsistent process and materials

2

Loss of information due to high turnover in HR/IT and lack of process or governance

Organization,HR & IT,Employee

HR, IT As the onboarding process is being executed

Ad-hoc process with little guidance for

3

Time intensive process to create all necessary accounts,procure hardware & software, and deliver training

Organization,HR, IT, & Legal, employee

HR, IT, Legal During the onboarding process

Manual process with tedious and time consuming activities

4Even less rigor around termination and closing accounts/saving business data

Organization,HR, IT, & Legal

HR, IT, Legal After termination of employment

Out of sight, out of mind

5No visibility into process status when being executed

Managers,Stakeholders

HR, IT, Legal During the onboarding process

No mechanism in place to capture or present data

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Identify Alternatives

Content Workflow

Integration Reporting

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Solution Identification Template

ID What is the solution? Who is affected?Where does

it occur?

When does it

happen?

Why is it an

improvement?

1Execute standardized process by using task list/template

Organization, HR, IT, & Legal, employee

HR, IT, & Legal Onboarding process execution

Consistent process

2Create site to manage process and communicate status

Organization, HR, IT, & Legal, Managers, Stakeholders

IT Onboardingprocess execution

Enhancedcommunication and visibility

3Deliver training materials online

Organization, HR, IT, & Legal, Managers, Stakeholders

HR, Legal Onboardingprocess execution

Reduces work time for HR and Legal associates

4

Create automated scripts for account access/setup

Organization, HR, IT, & Legal, Managers, Stakeholders

IT Onboardingprocess execution

Reduce work time for ITassociates

5

Create workflow to automate task notifications and status updates

Organization, HR, IT, & Legal, Managers, Stakeholders

HR, IT, & Legal Onboarding process execution

Improve governance and task management

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ANALYSIS

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Analyze Alternatives

Today Tomorrow

Cost Benefit

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Solution Analysis Template

ID Solution Value Complexity

1Execute standardized process by using task list/template 3 1

2Create site to manage process and communicate status 3 1

3Deliver training materials online

2 2

4Create automated scripts for account access/setup

2 3

5Create workflow to automate task notifications and status updates 1 2

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Detailed Complexity Analysis

ID Solution Implementation Training Support External Complexity

1Execute standardized process by using task list/template

1 2 1 0 3

2Create site to manage process and communicate status

1 2 1 0 4

3Deliver training materials online 3 1 2 0 6

4Create automated scripts for account access/setup 3 1 2 3 9

5

Create workflow to automate task notifications and status updates

2 1 2 0 5

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Detailed Value Analysis

ID Solution Urgency Scale Impact Reuse Value

1Execute standardized process by using task list/template 3 3 2 0 8

2Create site to manage process and communicate status 3 3 2 0 8

3Deliver training materials online

2 3 3 1 9

4Create automated scripts for account access/setup 2 3 3 0 8

5

Create workflow to automate task notifications and status updates 2 3 3 1 9

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PRIORITIZATION

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Value vs Complexity

Today Tomorrow

Cost Benefit

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Prioritization Matrix

Deliver training

materials online

Create automated scripts for

account access/setup

Execute standardized

process by using task

list/template

Create site to manage

process and communicate

status

Co

mp

lex

ity

Low 1

High

High 3

Low

3

2

2

1

Value

Create workflow to automate

task notifications and status

updates

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Low Hanging Fruit

Sites & Pages Lists & Libraries

Web Parts Columns & Views

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Vision for the Future

Pain Opportunity

Problems Solutions

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Solution Roadmap

Review and Refine Taxonomy

Procure and Install Hardware/Software

Design Information Architecture (Controlled Vocabulary and Taxonomy)

Design Mockups and Wireframes

Create Graphic Standards Guide

Design Master Pages and CSS

Design Site Templates

Implement Controlled Vocabulary and Taxonomy

Configure Production Farm

Configure DR Environment

Develop Internal Training Materials (Visitor, Member, and Content Owner)

Document Governance and Content Migration Plan Migrate Intranet Content

Continuously Gather Feedback, Prioritize Suggestions for Improvements, and Provide Visibility into the Status of the Program

Train Administrators and Developers

Evaluate System for Release

Document Backup/Recovery Plan

Document Disaster Recovery Plan

Provision Sites

Build Site Collections

Search Configuration (Search Center, keywords, best bets)

Customize Sites

Deliver Internal Training

Weekly Tactical Team Meetings and Monthly Strategy Team Meetings

Implement Backup/Recovery Plan

Implement Disaster Recovery Plan

Development in Pilot Environment Configure Test and Dev Farms

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AGILE

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Iterative Improvement

Build Review

Repeat Feedback

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Sprints

Iterative

Responsive

Image courtesy of SSW

http://rules.ssw.com.au/Management/RulesToBetterScrumUsingTFS/Pages/ScrumVisualImage.aspx

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Building Momentum

Content Search

Integration Reporting

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Adoption

Make it Easy! Connect the Dots

Current Needs Future Possibilities

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QUESTIONS?

David Samoranski | @davidsamoranski | (707) 843-3082

david.samoranski@robbinsgioia.com

@davidsamoranski

THANK YOU!