When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14
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Determining when to use SharePoint, build customizations that extend SharePoint, buy third party products, or to ignore SharePoint all together can be very challenging. It requires an understanding of SharePoint's strengths, weaknesses, and gaps as well as an understanding of how they apply to the business problems you are trying to solve. In this session, Richard Harbridge explores decisions other organizations have made, criteria they used to evaluate their options, lessons they learned, and how they approached these difficult decisions.
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When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom Solutions? SPC14
16. THAT MEANS YOU
SHOULD LEVERAGE
THE LATEST &
GREATEST…
It will be more and more challenging to meet expectations on legacy technology!
17. The Outcome…
SharePoint Solutions are the best way
to generate additional value from
your SharePoint investments.
From Here
To Here
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@RHarbridge
18. What To Watch Out For…
Those solutions need to be rapidly
deployed, adopted, and available
anywhere and on any device.
From Here
To Here
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@RHarbridge
19. They enable your organization to get the
most out of your SharePoint investments.
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21. Buy
Pros & Cons To Build vs Buy
Pros
Cons
Often covers most of the
requirements
Less flexibility and control
Vendor does enhancements/upgrades Dependence on vendor delivery
Build
Lower total cost of ownership
Locked in on cost and interoperability
Pros
Cons
Addresses your requirements best
Dependent on internal
expertise/effort
Full control and flexibility
Higher risk of poor documentation
Control over costs
No economies of scale, higher costs
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#SPC270
@RHarbridge
22. Map the needs of the organization to the
right technology…
•
•
Dynamics CRM
Dynamics ERP
• Dynamics AX
• Dynamics GP
• Dynamics NAV
• Dynamics SL
Lync
Exchange
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@RHarbridge
23. SharePoint has multiple options…
2013
Foundation
Foundation
2010
Standard
Standard
Online
On
Site
Enterprise
Enterprise
24. It’s Big Ecosystem…
“Worldwide more than 3.4
million developers work with
“Well over 4,000 partners
SharePoint & Office.”
in the SharePoint
ecosystem.”
“There are over 1,000 products
since SP2003 – there are at least
1,000 new products in
development now.”
26. Buy
Pros & Cons To Build vs Buy
Pros
Cons
Often covers most of the
requirements
Less flexibility and control
Vendor does enhancements/upgrades Dependence on vendor delivery
Build
Lower total cost of ownership
Locked in on cost and interoperability
Pros
Cons
Addresses your requirements best
Dependent on internal
expertise/effort
Full control and flexibility
Higher risk of poor documentation
Control over costs
No economies of scale, higher costs
27. Simple Assessment Framework
Do We Understand
The Business
Problem & Our
Needs?
Do We Have The
Capability To Solve?
Reuse Capability To
Solve
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@RHarbridge
28. Do We Understand
The Business
Problem & Our
Needs?
Do We Have The
Capability To Solve?
Reuse Capability To
Solve
Something Out
There That
Matches Our
Need?
Will We Achieve
The Capability
Faster Through
Purchase?
Purchase?
Compare
Development Costs
To Purchase Costs
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#SPC270
@RHarbridge
29. Are There
Pieces That
Can Be
Purchased?
Is There A
Hybrid/CoDeveloped
Opportunity?
How complex
are the
interfaces? Is it
manageable?
Does it meet
our security
needs?
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Is the solution
scalable?
#SPC270
@RHarbridge
31. The Outcome…
You need to understand what you
have and what’s available and reevaluate constantly.
From Here
To Here
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@RHarbridge
32. What To Watch Out For…
Each build vs buy decision should be
evaluated even when it appears selfevident.
From Here
To Here
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@RHarbridge
37. SharePoint and IT
The Main Point of Implementing SharePoint:
SharePoint eventually allows Business Users to
develop and implement business solutions that use
technology without IT’s direct involvement.
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39. • To Replace Excel
Spreadsheets
• To Track Complex Input From
Multiple People
• To Centralize Storage and
Retrieval of Content
• To Provide Validation, Easy To
Use Online Forms
• To Reduce Duplication of Effort
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@RHarbridge
41. SharePoint and IT
Secondary (But Important) Points:
SharePoint’s integration with technologies you
already use and it’s extendibility are invaluable.
Lync
Exchange I Say “SharePoint Integration”
When
You Probably Think Of This...
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@RHarbridge
43. The Value Of The Office App
Application
Browser
LOB Application
Data
Service
Cloud Services
Business
Applications
Files
Cloud Services
Business
Applications
Files
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@RHarbridge
51. Easy To
Improve?
Works Across Available
Devices?
Anywhere?
Easy To
Deploy?
Developer
Skills
Required?
SharePoint
OOTB “App”
Yes
Yes
Online
Yes
SharePoint
App
Yes
Yes
Online
Yes
Yes
Office App
Yes
Yes
Online*
Yes
Yes
Access
Services
Yes
Yes
Online
Yes
Search Driven
App
Yes
Yes
Online
Yes
InfoPath Form
Yes
Yes
Yes
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#SPC270
@RHarbridge
52. The Outcome…
SharePoint is a platform that makes it
easy to extend and leverage for
business challenges.
From Here
To Here
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#SPC270
@RHarbridge
53. What To Watch Out For…
Sometimes it can be easier to start
simple with a more basic solution to
validate/identify needs.
From Here
To Here
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#SPC270
@RHarbridge
54. SharePoint is easy to extend and leverage.
Integrating and knowing when is key.
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@RHarbridge
55. With clear needs and the right questions
you can select the right tool.
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#SPC270
@RHarbridge
58. How Do We Buy
rd
3
Party Products?
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
60. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
61. Migration Process
Identify Source
Content To Be
Migrated
Determine
Migration Priority
Determine
Ownership Of
Content
Analyze Existing
Content
(Location, Quantity,
Solutions)
Clean Up Content/
Content Refresh
Define Content Map
Assess Office 365
Environment
Prepare Office 365
Environment
Resolve Issues
Post Migration
Testing/
Validation
Define Migration
Schedule
Migrate Content
Based On Map/
Schedule
Migration
Preparation
Assessment
For Office 365 Migrations
Validate Content
Based On Content
Map/Schedule
Create New Site(s)
In Office 365
Owner Review Of
Content (Training
Opportunity)
Approved
Plan Launch Efforts
Launch New Site
(w/ Training)
Set Source Content
To Read Only
Review Feedback
Delete Source
Content That Has
Been Migrated
#SPC14
#SPC270
@RHarbridge
62. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
63. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
65. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
66. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
67. Power
User
IT Pro
•
•
•
•
Often licensed by user.
Typically lower cost.
Requires manual ‘orchestration’ or management.
Doesn’t support scheduling, or scripting.
• Often licensed by time period or size of content being
migrated.
• Typically a scaled cost where larger migrations cost more.
• Supports scheduling, or scripting.
• Often includes comparison or reporting/assessments.
#SPC14
#SPC270
@RHarbridge
68. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
69. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
70. •
•
•
•
•
•
•
•
What version is the product?
How mature is the product?
• How mature is the product’s supporting ecosystem and vendors?
How extensible and customizable is the product?
How user friendly and usable is the product?
• How does the product handle exceptions?
• For whom is the UI designed?
How difficult is it to manage and administer the product?
• How do you update the product?
• How complex is the installation and how complex are the dependencies?
• Does it support automation? (Can you batch script or automate administrative tasks?)
Who else is using the tool?
• What is their experience of the tool like?
• Do they have similar needs?
Product Applicability (Based On Product Proof Of Concepts/Demonstrations)
Detailed Price Proposals (Including Estimates for Integration Costs, Support, and Training)
#SPC14
#SPC270
@RHarbridge
71. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
72. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
73. Key Migration Steps
Administrators
Identify Source
Content To Be
Migrated
Users
Do You Know
What Content Is
Out There?
No
Work With Users To
Understand Content
Yes
User Driven
Clean Up? Or
Admin Driven
Clean Up?
Clean Up!
Delete Unnecessary
Source Content &
Versions
Determine Who
Owns Content
User Driven
Admin Driven
Clean Up!
Delete Unnecessary
Source Content &
Versions
(Meaning It Can’t Be
Indexed Instead)
Does Source
Content Need To
Move?
Yes
No
Index The Content &
Define Appropriate
Result Sources,
Pages & Verticals
(Is The Folder
Structure Important?)
#SPC14
Portal Solutions
Migration Decisions
Whitepaper w/ All
Of Questions We
Should Ask…
#SPC270
@RHarbridge
74. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
75. Buying The Right Migration Tool…
Identify Our
Needs
Are There
Practical Options
OOTB?
What Type Of
Product Would
Meet Our Needs?
What Vendor
Should We Use?
Purchase Product
Negotiate
Awesome
Discounts
What Questions
Should We Ask?
How Do We
Compare?
#SPC14
#SPC270
@RHarbridge
81. Many vendors are not always
biased, and often even when
biased highlight important
decision criteria/questions.
#SPC14
#SPC270
@RHarbridge
82. The Outcome…
With clear needs and the right
questions you can select the right
tool.
From Here
To Here
#SPC14
#SPC270
@RHarbridge
83. What To Watch Out For…
The hardest part of selecting the
right third party tool is having the
right questions.
From Here
To Here
#SPC14
#SPC270
@RHarbridge
84. With clear needs and the right questions
you can select the right tool.
#SPC14
#SPC270
@RHarbridge
91. Organizers, Sponsors and You for Making this Possible.
Twitter:
Blog:
Email:
Resources:
@RHarbridge
http://www.RHarbridge.com
Richard@RHarbridge.com
100+ SharePoint Presentations At.. SlideShare.net/RHarbridge
Great SharePoint 2013 Stories At..
Microsoft Case Studies
130+ SharePoint Standards At..
SPStandards.com
14 Additional Resource Slides Included In This Deck..
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@RHarbridge
93. Buy
Pros & Cons To Build vs Buy
Pros
Cons
Often covers most of the
requirements
Less flexibility and control
Vendor does enhancements/upgrades Dependence on vendor delivery
Build
Lower total cost of ownership
Locked in on cost and interoperability
Pros
Cons
Addresses your requirements best
Dependent on internal
expertise/effort
Full control and flexibility
Higher risk of poor documentation
Control over costs
No economies of scale, higher costs
#SPC14
#SPC270
@RHarbridge
96. Power
User
IT Pro
• Often licensed by server or by user.
• Typically lower cost.
• Focused on end user driven interaction/scenarios.
• Doesn’t support scheduling, or scripting.
• Often licensed in a bundle with Governance functionality.
• Typically a higher cost based on additional functionality.
• Often supports scheduling, or scripting.
• Often includes comparison or reporting/assessments.
#SPC14
#SPC270
@RHarbridge
97. Needs
Questions
While a resource like the
migration one doesn’t always
exist for this (and many other
purchase decisions) you should
always ask questions that
validate/clarify needs.
#SPC14
#SPC270
@RHarbridge
106. SOLUTIONS NEED TO:
- Be rapidly deployed & adopted.
- Be available anywhere & anytime.
- Be available on any device.
- Meet expectations for today &
tomorrow.
More solutions that leverage SharePoint = More out of your SharePoint investment.