The importance of a Business Analyst on SharePoint Projects
1. The Importance of a BA on
SharePoint Implementations
Michal Pisarek, Denisenames
presenters Ching
November, day,2013
month, 22, year
IIBA Vancouver Annual General Meeting
3. Slide Title
Introduction: Michal Pisarek
Founder of Dynamic Owl Consulting
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• Microsoft SharePoint MVP
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title of presentation
Organizer of the Vancouver SharePoint
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Users›Group level
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presenters names
Blog: SharePointAnalyst HQ month, day, year
Contributing Author
Speaker at multiple SharePoint events
4. Slide Title
Introduction: Denise Ching
Click to edit Master text styles Consulting
Co-Founder of Dynamic Owl
• PMP and CBAP certified
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title of presentation
SharePoint Business Consultant, Business
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Analyst presenters names
Occasional Blogger: SharePointAnalyst HQ year
month, day,
(www.sharepointanalysthq.com)
5. Slide Title Owl
Dynamic
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Business focused
• Strategylevel
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Governance level
presenters names
• Change Management month, day, year
• Requirements Elicitation
9. Slide Title
Ask 10 people, get 10 different answers
Click toIntranet”
“My edit Master text styles “Where I go to fill in
• “The place where I go
Second level my profile”
to find the content I title of presentation
“The home of my
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can never find” news”
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“Where I manage my presenters names
projects” “My HR area” year
month, day,
“Where I fill in holiday
request forms”
10. Slide Title is it?
So what
“A broad set of capabilities
that allows you to build
solutions for your business”
Both a product AND a
platform
• Product: Capabilities that
you can easily use
• Platform: Extensible,
Robust, Secure
Its whatever you want it to
be which is both a blessing
and a curse
11. Slide Title
What makes SharePoint unique?
Focus on Integration with
Broad range of
empowering end Microsoft eco-
capabilities
users system
Great marketing Low cost of entry Product and
job by Microsoft (in theory) Platform
15. Slide Title Challenges – It can do anything
Common
Huge range of
capabilities
Users have
alternatives
It can do anything
Role of the SP Analyst:
Prioritize Needs
16. Slide Title Challenges – Involving the right people
Common
Driven by the IT department (technology first)
End users, business, other stakeholders not consulted
To implement SharePoint successfully, it involves many
parties
• Exec support, Sponsors, Power users, Trainers, SharePoint
support team, Communications, etc.
Role of the SP Analyst: Involve the business
17. Slide Title Challenges – “Ease” of implementation
Common
"We have SharePoint but no one is using it"
It's relatively easy to "implement". Features come out of
the box
Treated as a Band-Aid solution for "collaboration" issues
Role of the SP Analyst: Understanding Business Requirements
18. Slide Title Challenges – Too much too soon
Common
We want everything!
• “Too much too soon” is a magnet
for problems
• The organization has to be ready
Jumping to the “how” before the
“what”
• SharePoint should not be a “tool looking for a problem”
• Lead requirements with all the features SharePoint has to offer
Role of the SP Analyst: Assess Organizational Readiness
19. Slide Title Challenges - Perspectives
Common
Painting with the same brush
• Gen Y thinks everyone wants “Web 2.0”
• IT thinks everyone wants wikis
• Records managers hates wikis and believes that *everything*
should be classified as a record
• Marketing thinks that if it sparkles people will use it
• Some people will always use folders
Role of the SP Analyst: Understanding Stakeholder Needs &
Perspectives
20. Slide Title Challenges – Change is hard!
Common
Not accounting for “soft” factors
• Organizational culture
• Change Management (process, power structure, roles and
responsibilities etc.)
• Learning styles of users
• Personal motivators
Different for each organization, creates complexity
Role of the SP Analyst: Planning for and Communicating Change
22. Slide Titlea SharePoint Analyst?
What is
A Business Analyst (or Systems Analyst) that understands
the capabilities and constraints of the SharePoint
platform
Business Analysis skills / core competencies are
necessary
Plan BA activities around SharePoint
23. Slide Titlea SharePoint Analyst?
What is
Someone that leverages SharePoint capabilities
• Out of the box functionality before custom development
• Don't make SharePoint into something that it isn't (extremely
expensive and may not be exactly what you want)
• Strike a balance between business needs and SharePoint
capabilities, offer alternatives
› Out of the box functionality
› 3rd Party tools
› Customize as needed
24. Slide Title you need both skills?
Why do
Business SharePoint
• SharePoint is first and foremost a • Ultimate double edge sword (easy to
people problem get cut)
• Users don’t want features, they want • You need to guide users down the
solutions to their business challenges right SharePoint path
or opportunities • In the end you are leveraging
• Lots of social complexity involved SharePoint, you need to understand it
25. Slide Title
The Importance of a SharePoint Analyst
Traditionally, people who are
gathering requirements for
SharePoint implementations:
• IT (developers etc.)
• Technology agnostic BAs
• Functional departments
(Communications, Marketing etc.)
• Anyone who wants to make a quick
buck “I know of SharePoint”
26. Slide Title
The Importance of a SharePoint Analyst
A successful SharePoint implementation
should be driven by the business
• People, Processes and Information Information
Setting expectations and provide
SharePoint education (what SharePoint is Processes
and what it isn't)
Define and communicate what "value" People
SharePoint brings to the organization
27. Start with a Vision
SharePoint is the means to an end
28. SharePoint is the means to an end
Slide Title
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29. SharePoint is the means to an end
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30. Explaining SharePoint Strategy
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31. SharePoint is the means to an end
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32. SharePoint is the means to an end
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33. SharePoint is the means to an end
Slide Title
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34. SharePoint is the means to an end
Slide Title
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36. Divergence – multiple future states
Slide Title
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37. Slide Title it down
Breaking
Vision
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“To attain and retain the best talent in the industry by providing an open workplace
that encourages sharing of ideas, collaboration and technical excellence”
• Second level Strategy
title of presentation
“Pioneer the use of social technologies within the company to become a connected
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organization that is always learning”
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Business Needs presenters names
month, day, year
Find employees with Lower the cost of Encourage
skills and interests sharing information communities of Codify corporate
that can help answer across the practice for idea knowledge
questions organization exchanges
38. Slide Title it down
Breaking
Key Outcomes
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Have 20% of all staff Implement 2
• Second level on one or
Improve the time to
members
Increase usage of
knowledge base
find experts (using
keywords) by 80%
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more communities of
practice
title of presentation
wikis across the
topics by the end of
organization by 500%
the year
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SharePoint Implementation Scope presenters names
month, day, year
Innovation Center Community of
User Profile Roll-out Wiki Pilot
Template Creation Practice Pilot
41. Slide Title
Facilitation Technique
Speedboat
• Draw a boat with anchors attached
and name the boat (metaphor for
product/service or goal)
• “What is standing in the way of
progress toward this goal?”
Why it works: Gather info about improvements and ambitions, reveal less
than desirable conditions to move toward an improved state
42. Slide Title
Facilitation Technique
Cover Story
• Ask players to imagine the best-
case scenario
• Tell a story of their success as it
would appear on the cover of a
magazine
Why it works: This is an open-ended, creative-thinking exercise.
Commonalities reveal shared hopes and plants seeds for possibilities
43. Slide Title
Facilitation Technique
Flip-It
• Ask players to write fears, concerns,
issues on sticky notes
• Re-frame “flip” their fears into hopes
• Vote on the hopes they can take
practical action on
• Traction – brainstorm actionable
items for the most popular votes
Why it works: Fears reveal risks that may be slowing down the progress,
“flipping it” to Hopes re-frames the fears and motivates action
44. Slide Title
Facilitation Technique
Activity Identification/Process
Mapping
• Representing their role on the
project, participants write down
their activities and presents
• Group similar/like activities together
• Identify inputs and deliverables
Why it works: Findings can be a basis for the SharePoint site structure, workflows,
processes, roles/responsibilities and deliverables (as well as project scoping). It is
often an eye-opener for team members.
45. Slide Title
Workshops – Do’s and Don’ts
DO:
• Prepare for these games in advance and communicate the intention
to the players (frame it well)
• Invite the right people in the room
• Get business/executive support (some of the findings can be
provocative)
• Make sure you have enough time
DON’T:
• Invite too many people – 6-8 stakeholder representatives
• Use cheap sticky notes
46. Slide Title
Tools
Dialogue Mapping
• Tool: Compendium (free download)
• Facilitation process that creates a dialogue
map that captures comments as a
conversation unfolds
• It works with the non-linear way humans
really think, communicate, make decisions
• Icons: Questions, Ideas, Pros and Cons
Why it works: Each participant’s contributions are shown on the map, see
how comments relate to others, shifts the dynamic of the group into a
collaborative mode, increases shared understanding
49. Slide Title it up
Summing
Click to edit can do anything. Understand the business.
SharePoint Master text styles
• Needs arelevel implementing a technology that
Second simple,
doesn't meet their needstitle of presentation
introduces complexity and
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leads to poor adoption
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SharePoint is the means to an end presenters names
month, day, year
You are the analyst. SharePoint just happens to be the
domain.
Leverage effective tools and techniques
MFrom a survey conducted by Rackspace. Blog post published in June 2012
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M Top 3 issues are not technology related.The first step to managing process change is to understand the process and involve stakeholders in the process. Stakeholders can be influencers/champions of change, communicate to the business and drive adoption
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MBreadth of capabilities is its greatest strength and also it's greatest weakness Because it can do anything, you need to understand your business well (which isn't always the case)A lot of options = a lot of alternatives. How to choose the best method for your solution?
DIt’s still surprising how many SharePoint projects are planned without the involvement of end users. TheSharePoint analyst should:Gather business requirementsUnderstand and identify stakeholder needsWork with business units (gather reqs, set expectations, communicate change)
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DAt the end of the day, SharePoint can do as little or as much as you want it to. It’s understanding what the business needs (not necessarily what they want) is the challenge. This includes:What they are ready for / what is feasible (what they can manage)Process maturity etc.For example, don’t implement a PMO site / tool when a PMO hasn’t been established yet.It’s easy to lead with the many features and tools that SharePoint has to offer, without fully understanding the problem or opportunity it’s trying to address.E.g. Many companies want“Improved communication” – means different things to different people. “let’s implement Wikis, news feeds, discussion forums…”The org may not be ready for these technologies.Come up with a SharePoint roadmap. Bite one piece off at a time and make sure you have the appropriate people to support and maintain it.
MEvery group/organization/department etc. will be motivated in different ways.It’s difficult to break people out of old habits and their preconceived ideas on what the organization “needs”Idea: Run workshops to get everyone in the same room, understand similarities and differences
DAs seen in one of the previous slides, the top 3 reasons for SharePoint deployment issues are: Managing process changeTook longer than expected (probably a symptom of other factors)Resistance from users to learnFor example:Understand training required (different groups, audience and learning styles)
DRelatively new role – about 3 years old (right around the time Michal started his SPAHQ blog)Exercise your core competencies as a BA but scale your approach as you see fit in order to plan, gather, manage requirements around the SharePoint platform.
DThere is a lot of value in understanding how to manipulate and stretch the out of the box functionality before jumping into custom dev (expensive)Making it into something that it isn’t and applying a lot of custom development will increase complexity and the cost of future upgrades and maintenance.Most of the time, when you explain the constraints of the system, offer alternatives (including pros and cons for each approach), you are helping the business and end users make an informed decision.
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MIT (devs that think only in solutions and push features)Analysts that don't understand the platform (expensive implementations, not leveraging native platform capabilities - which is where the benefits lie)Functional departments (Communications, Marketing etc.) who have neither BA or IT skills and try to make it into something it isn't Anyone who wants to make a quick buck (I know of SharePoint)
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DLet’s take a look at this example and how a high level (well articulated vision) can trickle down into SharePoint functionality.
DThe scope of the SharePoint implementation should feed into the overall Vision of the platform.Without the vision, there is no end goal (and the project can go on forever, with no real measurable outcome) – that never happens right ? ;)
MGames work because:Everyone is heard (not the loudest, most out-spoken person)Encourages participants to work together towards a common goalCreates shared understanding
DUsed for: Creating a shared understanding of what today looks likeIdentify the real pain points that may be affecting this inititiativeCome up with a plan to move forward
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DUsed in the past for project planning. Invite senior level executives/decision makersTurning negatives into positives and using that to gain traction.
DWhen gathering requirements on SharePoint, people often focus on what people produce and not enough on what they do.“Collaboration” is as much about the deliverables as it is about how people collaborate and the activities that take place.
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Process analysisStakeholder/roles definitionIdentify activities, workflow and approvalsDetermine dependencies
The solution: Invoicing process involving 3 groups, flexibility to assign members for alerts, ability to see the status of all invoices, history of invoices tracked through versioning, see only invoices related to you