gathering requirements and building the taxonomy share atlanta - 2013-04-11
DESCRIPTION
My presentation at SHARE 2013 in Atlanta. Talking about requirements gathering and how to understand metadata and content types in SharePointTRANSCRIPT
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Gathering Requirements & Building the Taxonomy Tools you can use for success
Ruven GotzAvanade
MicrosoftSharePoint
MVP3rd year
Number of Children:
3
A decade(!)with SharePoint
Have flown
225k milesIn past 3 years
Presented at
40+Events over the Past 3 Years
My Name Is Ruven Gotz…
Director, Collaboratio
n
Requirements
Cowboy project
“I’ll start coding, you go see what they want.”
Requirements
What makes something a requirement?
We can do that for $10
We can do that for $1,000,000
We require a jumbo solution to get to our destination
Except, maybe you don’t
My three rules of SharePoint
1. Simplicity2. Simplicity3. Simplicity
It’s the destination that matters
Let’s shift gears
DON’T demo SharePoint
Initial discovery workshops
Slideshare.net/ruveng
Capture the discussion
Build the Taxonomy
Metadata Workshop:The BIG question
What is Metadata?
Data about data
Questions
The BIG question
What is Metadata?
I think I get it
Oh! Now I see(Mostly)
What is Metadata?
I think I get it
To understand what are
‘Meta’ for?
We’ll use a
Metaphor
What does a cow say?
What does a chicken say?
What does a duck say?
What’s the difference?
What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984
Example from Yoav Lurie
Organizing Content
Another metaphor
Adapted from the “pea soup” story by Serge Tremblay
Labels can help
Food taxonomy nirvana
http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
So, what is metadata?
or this…Not this!
What is taxonomy?
It’s this…
Carl Linnaeus (1751)
Taxonomy Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Superclass
Class
Order
Suborder
Family
Kingdom
The bottom of this treeAnimal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf
hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf
hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
TaxonomyX:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile
Sales Web Design Newsletter Social
Shared drive zoo
TaxonomyX:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile
Sales Web Design Newsletter Social
We’ve all seen how well this works out…
TaxonomyX:
Production Sales & Marketing
Marketing
Major Hospitals Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile Colleges
Big Small
Sales Web Design Newsletter Social
Shared drive zoo
Moving this mess to SharePoint only makes it worse
SharePoint Sux! SharePoint is confusing! Why?
What is our base metaphor for files?
Folders on the Mac
What if we saw this?
Better…
Solve it with folders!
Now, you hire an intern to add documents
Finding vs. Saving
Findability
Putability
The #1 rule of SharePoint
Never use folders
Except when it makes sense to do soever
When it makes sense…Permissions assigned
per folder
SharePoint Taxonomy
SharePoint Taxonomy (Metadata)
Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
Adding metadata (when uploading)
A SharePoint Simulationhttp://bit.ly/sps-sample-files
Inventory worksheet“Homework”
Mind mapping
Mind Mapfrom InventoryWorksheet
What is metadata?
What is taxonomy?
What are content types?
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ____ Approved Y/N
Vacation Request
Drug Reimbursement
Both content types in one list
Content types for: Workflow, Policy, Security
Share The SharePoint Conference for Business Users
Key Points to Take Home
• Simplicity, simplicity, simplicity• It’s not about requirements, but outcomes• Visual tools can have a major positive impact
Thank you
Share The SharePoint Conference for Business Users Slide 72
Ruven Gotz @ruvengAvanade
[email protected]/ruveng
http://bit.ly/sps-sample-files
Share The SharePoint Conference for Business Users Slide 73
Appendix: Additional Slides…
SharePoint Workshop
Agenda
• About the Project , Our Team & Goals• SharePoint Overview • Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions
About the Project, Our Team & Goals
About this Project– Determine the requirements and scope for a SharePoint implementation at ABC Corp.
Our Team– Alison Andrews – Project Manager– Bob Baker – Technical Architect– Carol Conrad – SharePoint Analyst– Don Drummond – Infrastructure Analyst
Workshop Goals– Set expectations– Gather your input– Keep it to an hour (+ optional half-hour for further questions)
SharePoint 2007 Overview
Collaboration
Portal
SearchEnterpriseContentManagement
BusinessProcess
andForms
BusinessIntelligence
Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams
Enterprise Portal template, Site Directory, My Sites, social networking, privacy control
Enterprise scalability, contextual relevance, rich search for people and business data
Integrated document management, records management, and Web content management with policies and workflow
OOB workflows, WF integration, rich and Web forms–based front-ends, LOB actions, pluggable SSO
Server-based Microsoft Office Excel® spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards
Platform Services
Workspaces, Mgmt,Security, Storage,
Topology, Site Model
SharePoint 2010 Overview Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportIntranet, Extranet, Team Collaboration
Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser
Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsOrganizing Information
Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced PipelineSearch
PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence
Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSBuilding complex solutions on top of SharePoint
Communities
Search
Sites
Composites
ContentInsights
Department and Role
Please introduce yourself:• Name• Department• What is your role within your department?• How do you interact with technology to do
your job?• How does the current technology help you
(or hinder you) from doing your job?
Document Collaboration
• Do you work on documents with others?– How do you collaborate (e-mail, shared drive) ?
• What document types do you create?– Which programs do you use?
• Do your documents require multiple reviews and edits? Is approval required?– How do you implement the required workflow?
• How do you get the final information out to the audience that needs it?– Do you publish PDF’s? – How are they distributed/posted?
Document Storage and Search
• Can you find the documents that you need, when you need them?– Does your shared drive folder hierarchy work well?– How long does it take to find a document? At what point do you give
up?• When you create a document, do you know where it should be
saved?– Are documents saved in more than one location to ease retrieval?
• Does search work well?– What features would you like to see in search that would make it
better for you and your team.
Compliance, Records Management & Off-line
• Do you have any regulatory requirements that you need to meet?– ISO 9000– Sarbanes-Oxley – Bill 198
• How are records management policies implemented?– Are there specific policies for document retention and destruction.
• Do you have a need for off-line access?– Do you travel off-site for your work– Do you need to work when you are disconnected from the network.
Questions