1. The SharePoint Maturity Model
Presented at the SharePoint Leadership Forum
18 October 2012
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2. Agenda / Logistics
AGENDA LOGISTICS
• What’s in it for you? • In Session
• Overview of the – Questions welcome!
SharePoint Maturity – If you’re tweeting / live
Model blogging, please
include:
• Detail & case studies - • #SPMaturity
Collaboration • @sadalit
• Closing
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3. What’s In It For You?
Individual
• Gain a holistic sense of SharePoint as a platform & how you’re using it
• Gain a quantitative sense of progress by re-evaluating each year.
Organizational
• Build the organization’s strategic roadmap
• Create a more trustworthy, stable SharePoint environment
• Achieve greater business process efficiency
• Drive adoption, and have happier, more empowered users
Community / Global
• Contribute to a data model that will help answer larger questions
about where organizations are in their SP maturity by industry, number
of years of use, etc.
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4. About Me
10 Years working with SharePoint
62 SharePoint implementations & projects
6 Years consulting
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5. About My Company
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9. 10/18/12 - #SPLF @sadalit
©2010-2012 Sadalit Van Buren 9
#spmaturity

10. What It Is:
A model that incorporates both solution and readiness competencies.
Core Advanced Readiness
People &
Publication Infrastructure
Communities
Composites & Staffing &
Collaboration
Applications training
Business Process Integration Customizations
Search Insight
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11. About the SharePoint Maturity Model
• Developed in Fall 2010 for the purpose of bringing a holistic
view to a SharePoint implementation, and bringing
standardization to the conversation around functionality, best
practices, and improvement.
• Based on CMM and MS SP Pie
• Starts at 100 rather than 0
• A framework rather than a formula
• Does NOT currently cover:
– Public-facing websites
– Compliance and regulatory issues
– Visual design and branding
– Cloud/online versions of SP
• Version 1 published 5 November 2010.
• Vetted by hundreds of SP Community experts around the world,
from end-users to MVPs
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12. Maturity Level Definitions
SharePoint
Description
Level
500 The competency is functioning optimally and continuous improvement
Optimizing occurs based on defined and monitored metrics. ROI is demonstrable.
The competency is centrally supported, standardized, and implemented
400 across the entire organization. Governance is defined and understood /
Predictable followed.
Maturation
The way the competency is implemented is defined and/or standardized,
300 but not in use across the entire organization. Governance is defined but
Defined may not be widely understood / followed. ROI is considered.
200 The competency is managed by a central group (often IT), but the focus
Managed and definition varies by functional area, or is limited to a single area.
100 The starting point of SharePoint use.
Initial
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13. Maturity Often Varies
Within An Organization
• Certain areas are better developed than others
• Organizational requirements vary
• Adoption can vary by group
• Legacy issues can delay maturity
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14. The SharePoint Maturity Model – 1 alongCore Concepts
Maturation also occurs
– this vector
Level Publication Collaboration Business Process Search
Power users can edit existing
workflows to adapt them to changing
business needs on the fly. Users
Content is personalized to the user. Users understand relationship
Collaboration occurs outside the leverage data from BPM to optimize
Content is shared across multiple functions of tagging to search results.
500 and systems without duplication. Feedback
mechanism is in place for pages and
firewall – i.e. with external
contributors. Automated processes
process, simulate on real data, clear
bottlenecks, balance work across
Process exists to create content
w/no results. Automated
exist for de-provisioning and workloads. Users have visibility into
Optimizing taxonomy. Automated tagging may be
present.
archiving sites. the process and can provide
tagging may be used. High
volumes can be handled.
feedback to process improvements.
Business processes extend to
external users.
Workflow is a component of SP-
Content is monitored, maintained, targeted Collaboration tools are used across based composite applications with Content types and custom
to specific groups. Usage is analyzed. the entire organization. Email is connectivity to LOB systems. Users properties are leveraged in
400 Digital assets are managed appropriately.
If more than one doc mgmt system is
captured & leveraged. The system
supports promotion of content from
have access to process analytics and
audit trails. Collaboration happens in
Advanced Search and/or
refiners. Results are
Predictable present, governance is defined. Mobile
access considered.
WIP to final. Mobile access
considered.
the context of a work item as part of
a dynamic, nonlinear business
customized to specific needs,
may be actionable.
process (the “case”).
Process is considered as a whole,
Maturation
Site Columns/ Managed Metadata Collaboration efforts extend rather than as automating functional
standardize the taxonomy. Custom content sporadically to discussion threads, tasks. Transition from procedural
Search results are analyzed.
300 Types are created. Custom page layouts &
site templates are configured. Approval
wikis, blogs, and doc libs with
versioning. Site templates are
document workflow to orchestration
of dynamic business process.
Best bets and metadata
properties are leveraged to aid
process is implemented. Incoming email developed for specific needs. SharePoint is becoming the BP
Defined activated for some lists/libs. Site Map is Incoming email activated for some platform, w/the introduction of 3rd
the search experience.
present. Some content targeted to groups. lists/libs. party BPM tool to support more
complex business rules.
Business processes are designed;
Custom metadata is applied to content. Mechanism is in place for new site some custom, departmental “no- Custom scopes employed to aid
200 Templates standardized across sites. Lists
used rather than static HTML. Multiple
requests. Collaboration efforts are
collected in document libraries
code” workflows (SP Designer, Visio,
or third-party tool) may be
the search experience. More
complex iFilters may be applied.
document mgmt systems may be present (links emailed rather than implemented to handle simple Content may be federated.
Managed w/out governance around purpose. documents). business rules (decision-based Search Center created.
routing). .
Business process is loosely defined.
Navigation & taxonomy not formally
Out of the box SharePoint workflows Out of box functionality for
considered. Little to no checks on content. Out of box collaboration sites set
100 Folder structure re-created from shared
drives. Content that could be in lists is
up as needed without structure or
organization. No formal process
(approval, collect feedback)
leveraged sporadically. A doclib or
query, results, and scopes; PDF
iFilter installed; some additional
list provides a central base of content sources may be
Initial posted in Content Editor WP. Out of box
site templates / layouts are used.
exists for requesting a new site.
operations. Any workflow is indexed.
document- vs. application-centric.
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15. The SharePoint Maturity Model – 2 – Advanced Concepts
Maturation also occurs along this vector
People and Composites and
Level Integration Insight
Communities Applications
Users can edit certain profile Forms connect with LOB
External data
data that writes back to AD or data. New capabilities &
500 HRIS. MySites template is requirements are surfaced
(partner/supplier or Analytics and trending are
industry) is integrated with employed.
Optimizing customized. Communities & integrated into
SP.
extend to external participants. downstream capabilities.
Profile fields may integrate with
LOB data. MySites are
InfoPath forms may involve Most of the systems that are
centralized. Communities
custom code. Mobile desired to be integrated,
400 flourish under governance.
functionality is supported. are integrated. A data Items are actionable.
Notion of subscription – to
Predictable Access Services and Visio warehouse may be
groups, topics, people. Org
Services may be used. integrated with SP.
chart is dynamic. Admins have
visibility into use.
Maturation
Custom profile fields reflect
Most critical business forms
company culture; photos are
are online; some involve
updated from central source.
300 MySites rolled out to all users,
automated workflows. "No- Multiple systems are Reports allow drill-down and
Code" InfoPath forms integrated with SP. charting.
Defined supported, trained. Community
improve the user
spaces connect a particular set
experience.
of users.
MySites rolled out to pilot Increasing use of SP lists to
A single system is integrated
groups or users. Out-of-box replace Excel spreadsheets
200 profiiles implemented. and paper forms.
with SP (Line-of-business, Reports are aggregated
document management, through customization.
Managed Community spaces may be Applications are opened up
etc.).
piloted. to a larger group of users.
Some paper forms
Links to enterprise systems Existing reports are used;
converted to SP list forms.
Basic profile data imported posted on SP site. Printed or data is brought together
100 from AD or other source.
Many Excel spreadsheets,
exported business data is manually. OOB SP reports
Access databases, paper
Initial MySites host not created. stored in doc libs. AD (analytics and queries) may
forms still stored in / linked
10/18/12 - #SPLF @sadalit #spmaturity ©2010-2012 Sadalit Van Buren SP profiles.
integrated with be viewed periodically. 2
to from SharePoint.

16. The SharePoint Maturity Model – 3 – Readiness Concepts
Infrastructure and
Level Staffing & Training Customizations
Administration
Top-down support in place; Deployment is fully automated
System health & error logs dedicated IT business analyst, via features . Source code is
500 monitored. Processes for server admin, helpdesk, training managed centrally as IP, re-
archiving & de-provisioning are staff; empowered user usable and shareable. Content
Optimizing in place. community. Multiple training owners understand the
offerings exist. importance of QA testing.
Backup/restore has been tested.
Dev and QA environments are IT has more than one resource
Deployment is fully automated
present. Administration may be knowledgeable on the system.
400 improved via third-party tools. Requests for new functionality
– solution package and scripts.
Total Cost of Ownership is
Predictable BLOB integration may be are tracked and prioritized. An
considered.
present. Performance end-user training plan is in place.
considered.
Maturation
SP evangelized around the
Number of servers is appropriate Mixed automated manual
organization by individual or small
to demands and scalable for deployment process - some
group. Content owners from
300 future growth. Dev
some functional areas are trained
artifacts deployed via scripts,
environment is present. Service others by following list of
Defined and using the system. One IT
Packs tested in QA and installed manual steps. Source control
resource knowledgeable on the
in a timely fashion. is centralized.
system.
SP evangelized to a subset of
Changes are deployed from
Multiple server installlation or depts or functional areas by an
200 single-server is backed up on a individual; work mainly done by
one environment to another
using backup/restore. Source
Managed regular basis. individual or small group.
control is simple file storage.
Training is informal, ad-hoc.
No development, or
Single-server installation, development is done in
100 sometimes rogue . No plan for
One pioneer or small group pilots
Production. No QA /
the product.
Initial availability / disaster recovery. development environments.
No source control.
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17. Collaboration is the key to your
business success
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18. Collaboration
Multiple individuals working jointly within SharePoint. Areas of focus include
provisioning & de-provisioning, templates, organization (finding a site), archiving,
using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt,
discussion thread, surveys, workflow).
Level Competency
500 Collaboration occurs outside the firewall – i.e. with external contributors.
Optimizing Automated processes exist for de-provisioning and archiving sites.
Collaboration tools are used across the entire organization. Email is
400 captured & leveraged. Work is promoted from WIP to Final which is
Predictable leverageable. Mobile access considered.
Collaboration efforts extend sporadically to discussion threads, wikis,
300 blogs, and doc libs with versioning. Site templates are developed for
Defined specific needs.
200 Mechanism is in place for new site requests. Collaboration efforts are
Managed collected in document libraries (links emailed rather than documents)
100 Out of box collaboration sites set up as needed without structure or
Initial organization. No formal process exists for requesting a new site.
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19. Collaboration
Multiple individuals working jointly within SharePoint. Areas of focus include
provisioning & de-provisioning, templates, organization (finding a site), archiving,
using SP’s capabilities (i.e. versioning & doc mgmt, task mgmt, calendar mgmt,
discussion thread, surveys, workflow).
Level Competency
500 Collaboration occurs outside the firewall – i.e. with external contributors.
Outside the firewall
Optimizing Automated processes exist for de-provisioning and archiving sites.
Collaboration tools are used across the entire organization. Email is
400 captured & leveraged. Work is promoted from WIP to Final which is
Predictable leverageable. Mobile access considered.
Collaboration efforts extend sporadically to discussion threads, wikis,
Cross-enterprise and fuller functionality
300 blogs, and doc libs with versioning. Site templates are developed for
Defined specific needs.
200 Mechanism is in place for new site requests. Collaboration efforts are
Managed collected in document libraries (links emailed rather than documents)
100 Team-centric, mostly doc storage
Out of box collaboration sites set up as needed without structure or
Initial organization. No formal process exists for requesting a new site.
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20. Maturity per Years of Use
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21. Maturity per Years of Use
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22. Maturity per Years of Use
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23. Collaboration – 100-level example
Source: S. Van Buren:
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24. Collaboration – 200-level example
Source: S. Van Buren:
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25. Collaboration– 300-level example
Source: Nielsen Norman Intranet Design Annual 2010
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26. Collaboration– 500-level example
Source: MTC
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28. Roadblocks to Greater Maturity
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29. Roadblocks to Greater Maturity - Collaboration
Roadblocks: Your Governance / Training Plan
should include:
Habit Demonstration of WIIFM for users
Incentives / disincentives
Users going around the system External authentication plan
Site Provisioning Plan
Economic Reality Training on batch file operations (how
they get their stuff OUT of the system as
well as in)
Non-Outlook users; Mac users (no offline
sync, no WorkSpace)
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31. Take the Assessment!
www.spmaturity.com
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32. Upcoming Events
• SharePoint SpeakOut– October 25 2012, Boston MA
• SharePoint Conference – November 11-14 2012
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33. Thank You!
Sadie Van Buren
• svanburen@bluemetal.com
• Twitter: @sadalit
• LinkedIn: http://www.linkedin.com/in/sadalit
SharePoint Maturity
• Twitter: @SPMaturity
• http://www.sharepointmaturity.com
– Tools, templates, and resources
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34. Photo Credits
Slide Title Source
6 On the Road to http://www.flickr.com/photos/rovingmagpie/497809191/in/
Cabezon – by set-72157602334104766
Rovingmagpie
7 [Rome] http://www.picturesdepot.com/places/208956/rome.html
8 [Dust bowl] http://lh3.ggpht.com/_rw-
8LvkNqYk/THWYHvw_IqI/AAAAAAAAA7E/eudtUTqvSfc/Dust
%20Bowl.jpg
9 Crop Circles in http://www.valley-
Alamosa ae.com/userfiles/image/Center%20Pivots/crop%20circles%
20in%20Alamosa.jpg
26 [Roadblock] http://savepottstown.com/wp-
content/uploads/2011/06/Roadblock.jpg
39 [Excerpt from Film http://delicious.com/redirect?url=http%3A//boiteaoutils.bl
Architecture – from ogspot.com/2010/09/film-architecture-from-metropolis-
Metropolis to Blade to.html
10/18/12Runner]
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