20120228 The SharePoint Maturity Model - How Far Along Are You? SPTechCon SF 2012

The SharePoint Maturity Model –
How Far Along Are You?

Presented at SPTechCon San Francisco
28 February 2012
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren 1

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
• Call to Action • @sadalit
• Upcoming Events
• Contact Info • Post-Session
– Please fill out your
evaluation


What’s In It For You?
In the Session
• Gain a holistic sense of SharePoint as a platform & how
you’re using it
• Benchmark against others via data and case studies

Back at Work
• Use the tool to get your report
• Build the organization’s strategic roadmap
• Gain a quantitative sense of progress by re-evaluating
each year.
• 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.


About Me

• Project Manager and Business
Analyst focusing on SharePoint
• Working with SharePoint since
beta 2003 version
• 50+ SharePoint
implementations
• Microsoft Certified IT Pro

Content Architect -

2/28/2012 - #spmaturity @sadalit
©2010 - 2012 Sadalit Van Buren 4
#sptechcon

#sptechcon

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


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


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.


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 Most of the systems that are
LOB data. MySites are InfoPath forms improve the desired to be integrated,
400 centralized (only one instance user experience. Mobile are integrated. A data Items are actionable.
Predictable per user). Communities flourish functionality is supported. warehouse may be
under governance. integrated with SP.

Custom profile fields reflect
Maturation

company culture; photos are
updated from central source. Most critical business forms
300 MySites rolled out to all users, are online; some involve
Multiple systems are Reports allow drill-down and
integrated with SP. charting.
Defined supported, trained. Community automated workflows.
spaces connect a particular set
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
converted to SP list forms.
Basic profile data imported posted on SP site. Printed or Existing reports are used;
100 from AD or other source.
Many Excel spreadsheets,
exported business data is data is brought together
Access databases, paper
Initial MySites host not created. stored in doc libs. AD manually.
forms still stored in / linked
integrated with SP profiles.
to from SharePoint.


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.


Self Evaluation Matrix
Publication Collaboration Business Search People & Composites & Integration Insight Infrastructure Staffing & Customizations
Process Communities Applications & Admin. Training
599
500
Optimizing
500
499
400
Predictable
400
399

300
Defined
300
299
200
200
Managed
199
100
Initial
100

Date of Assessment 1/29/11
Years the organization has used SharePoint 7
Current SP Version (year + standard or enterprise if known) SP 2010 Enterprise
# of users organization-wide 50
# of IT staff supporting SharePoint (combine part-timers & 2.5
include vendors if they are a regular part of your team)
Organization’s Industry Professional Services


New Online Assessment Application

www.spmaturity.com

Detail and Case Studies


Publication
Presentation of content in SharePoint for consumption by a varied audience of
authenticated users. Areas of focus include navigation, presentation of content (static
vs. personalized), content organization and storage, customizations to the template,
and approvals and workflow.

Level Competency End User Perspective
Content is personalized to the user. Content is shared
I see the content that is relevant to me.
500 across multiple functions and systems without duplication.
I can report a problem or make a suggestion about anything
Feedback mechanism is in place for pages and taxonomy.
Optimizing Automated tagging may be present.
on the site.

Content is monitored, maintained, targeted to specific
I see the content that is relevant to my department or
400 groups. Usage is analyzed. Digital assets are managed
location.
appropriately. If more than one doc mgmt system is
Predictable present, governance is defined. Mobile access considered.
I know that the content is fresh and regularly maintained.

Site Columns/ Managed Metadata standardize the
taxonomy. Custom content Types are created. Custom
When I navigate around the different sites, I know what to
300 page layouts & site templates are configured. Approval
expect at each site.
process is implemented. Incoming email activated for some
Defined lists/libs. Site Map is present. Some content targeted to
But I have no idea if the content is fresh or not.
groups.

Custom metadata is applied to content. Templates
200 standardized across sites. Lists used rather than static I know how to use metadata columns.
HTML. Multiple document mgmt systems may be present Could you just post this for me?
Managed w/out governance around purpose.

Navigation & taxonomy not formally considered. Little to
no checks on content. Folder structure re-created from
100 shared drives. Content that could be in lists is posted in
I know how to publish a document in SharePoint.
I still get to use my network drive, right? And folders?
Initial
2/28/2012 - #spmaturity @sadalit WP. Out of box site templates / layouts are Sadalit Van Buren
Content Editor #sptechcon ©2010 - 2012 26
used.

Publication
Presentation of content in SharePoint for consumption by a varied audience of
authenticated users. Areas of focus include navigation, presentation of content (static
vs. personalized), content organization and storage, customizations to the template,
and approvals and workflow.

Level Competency End User Perspective
Content is personalized to the user. Content is shared
I see the content that is relevant to me.
500 across multiple functions and systems without duplication.
I can report a problem or make a suggestion about anything
Optimizing Automated tagging may be present.
Dynamic and personalized
Feedback mechanism is in place for pages and taxonomy.
on the site.

Content is monitored, maintained, targeted to specific
I see the content that is relevant to my department or
400 groups. Usage is analyzed. Digital assets are managed
location.
appropriately. If more than one doc mgmt system is
Predictable present, governance is defined. Mobile access considered.
I know that the content is fresh and regularly maintained.

Site Columns/ Managed Metadata standardize the
taxonomy. Custom content Types are created. Custom
300 Standardized and Targeted the different sites, I know what to
When I navigate around
page layouts & site templates are configured. Approval
expect at each site.
process is implemented. Incoming email activated for some
Defined lists/libs. Site Map is present. Some content targeted to
But I have no idea if the content is fresh or not.
groups.

Custom metadata is applied to content. Templates
200 standardized across sites. Lists used rather than static I know how to use metadata columns.
HTML. Multiple document mgmt systems may be present Could you just post this for me?
Managed w/out governance around purpose.
Static and unorganized
Navigation & taxonomy not formally considered. Little to
no checks on content. Folder structure re-created from
100 shared drives. Content that could be in lists is posted in
I know how to publish a document in SharePoint.
I still get to use my network drive, right? And folders?
Initial
2/28/2012 - #spmaturity @sadalit WP. Out of box site templates / layouts are Sadalit Van Buren
Content Editor #sptechcon ©2010 - 2012 27
used.

Maturity per Years of Use


Publication – 100-level example

Source: S. Van Buren
#sptechcon

Publication – 500-level example

Source: Microsoft


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 End-User Perspective
Collaboration occurs outside the firewall – i.e. with
500 external contributors. Automated processes exist for
I can collaborate with external
Optimizing de-provisioning and archiving sites. contributors.

Collaboration tools are used across the entire
400 organization. Email is captured & leveraged. Work is
I can collaborate using my mobile device.
Predictable promoted from WIP to Final which is leverageable.
Mobile access considered.

Collaboration efforts extend sporadically to discussion
300 threads, wikis, blogs, and doc libs with versioning. Site
I can use different collaboration tools or
Defined templates are developed for specific needs. site templates based on what I need.

Mechanism is in place for new site requests. There is a standard way for me to request
200 Collaboration efforts are collected in document a new site. I email links rather than
Managed libraries (links emailed rather than documents)
attachments.
Out of box collaboration sites set up as needed without
100 structure or organization. No formal process exists for
We have a team site for the work we’re
Initial requesting a new site. doing.

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).
Collaboration occurs outside the firewall – i.e. with
500 Outside the can collaborate with external
external contributors. Automated processes exist for
I firewall
Optimizing de-provisioning and archiving sites. contributors.

Collaboration tools are used across the entire
400 organization. Email is captured & leveraged. Work is
I can collaborate using my mobile device.
Predictable promoted from WIP to Final which is leverageable.
Mobile access considered.

300 Cross-enterprise and Ifuller functionality
Collaboration efforts extend sporadically to discussion
can use different collaboration tools or
threads, wikis, blogs, and doc libs with versioning. Site
Defined templates are developed for specific needs. site templates based on what I need.

Mechanism is in place for new site requests. There is a standard way for me to request
200 Collaboration efforts are collected in document a new site. I email links rather than
Managed libraries (links emailed rather than documents)
attachments.

100 Team-centric, mostlyhave astorage for the work we’re
We doc team site
Out of box collaboration sites set up as needed without
structure or organization. No formal process exists for
Initial requesting a new site. doing.

Collaboration – 100-level example

#sptechcon

Collaboration– 400-level example

Source: Nielsen Norman Intranet Design Annual 2010


Business Process
Linked business activities with a defined trigger and outcome, standardized by SharePoint
and/or custom automated workflow processes. Areas of focus include data
(unstructured/structured), workflow, user security / roles, reporting and analytics, tracking /
auditing, process modeling and simulation, and process optimization.

Power users can edit existing workflows to adapt them to
Managers have a business process dashboard that allows
changing business needs on the fly. Users leverage data
them to see all work in progress as well as trends in demand.
from BPM to optimize process, simulate on real data, clear
500 bottlenecks, balance work across workloads. Users have
Processes are goal-driven with associated service level
agreements. Operational data about the process is
Optimizing visibility into the process and can provide feedback to
examined regularly by business analysts for potential
process improvements. Business processes extend to
improvements.
external users.

We monitor business activities to understand what’s
Workflow is a component of SP-based composite applications
happening and identify potential hot spots.
with connectivity to LOB systems. Users have access to
400 process analytics and audit trails. Collaboration happens in
I went from using 7 different applications to a single one in
order to get my work done. I can access my work from any
Predictable the context of a work item as part of a dynamic, nonlinear
browser-based environment, including those on mobile
business process (the “case”).
devices.

Process is considered as a whole, rather than as automating
functional tasks. Transition from procedural document We understand the need to automate processes to improve
300 workflow to orchestration of dynamic business process. how work gets done. The workflow can recognize me or my
SharePoint is becoming the BP platform, w/the introduction role, and fill in information about me (“my manager”).
Defined of 3rd party BPM tool to support more complex business Process work is assigned to roles, not people
rules.

Business processes are designed; some custom,
We use simple workflows for tasks like approvals within our
200 departmental “no-code” workflows (SP Designer, Visio, or
department. I initiate tasks or report their completion in
third-party tool) may be implemented to handle simple
Managed SharePoint.
business rules (decision-based routing). .

Business process is loosely defined. Out of the box
SharePoint workflows (approval, collect feedback) leveraged There are workflows in SharePoint? What is a workflow?
100 sporadically. A doclib or list provides a central base of I know how to route a document for approval within
Initial operations. Any workflow is document- vs. application- SharePoint 40
centric.
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren

Business Process
Linked business activities with a defined trigger and outcome, standardized by SharePoint
and/or custom automated workflow processes. Areas of focus include data
(unstructured/structured), workflow, user security / roles, reporting and analytics, tracking /
auditing, process modeling and simulation, and process optimization.

Power users can edit existing workflows to adapt them to
Managers have a business process dashboard that allows
changing business needs on the fly. Users leverage data
them to see all work in progress as well as trends in demand.
from BPM to optimize process, simulate on real data, clear
500 Analytics drive continuous improvements
bottlenecks, balance work across workloads. Users have
Processes are goal-driven with associated service level
agreements. Operational data about the process is
Optimizing visibility into the process and can provide feedback to
examined regularly by business analysts for potential
process improvements. Business processes extend to
improvements.
external users.

We monitor business activities to understand what’s
Workflow is a component of SP-based composite applications
happening and identify potential hot spots.
with connectivity to LOB systems. Users have access to
400 process analytics and audit trails. Collaboration happens in
I went from using 7 different applications to a single one in
order to get my work done. I can access my work from any
Predictable the context of a work item as part of a dynamic, nonlinear
browser-based environment, including those on mobile
business process (the “case”).
devices.

Applications consolidated,We understand the need to automate processes to improve
processes automated
Process is considered as a whole, rather than as automating
functional tasks. Transition from procedural document
300 workflow to orchestration of dynamic business process. how work gets done. The workflow can recognize me or my
SharePoint is becoming the BP platform, w/the introduction role, and fill in information about me (“my manager”).
Defined of 3rd party BPM tool to support more complex business Process work is assigned to roles, not people
rules.

Business processes are designed; some custom,
We use simple workflows for tasks like approvals within our
200 departmental “no-code” workflows (SP Designer, Visio, or
department. I initiate tasks or report their completion in
third-party tool) may be implemented to handle simple
Managed SharePoint.
business rules (decision-based routing). .

Business process is loosely defined. Out of the box
There are workflows in are workflows in SharePoint?
SharePoint?
SharePoint workflows (approval, collect feedback) leveraged
There What is a workflow?
100 sporadically. A doclib or list provides a central base of I know how to route a document for approval within
Initial operations. Any workflow is document- vs. application- SharePoint 41
centric.
2/28/2012 - #spmaturity @sadalit #sptechcon ©2010 - 2012 Sadalit Van Buren

Business Process – 100-level example

#sptechcon


Source: Nielsen Norman Group Intranet Design Annual 2010
#sptechcon


Source: Global360
#sptechcon

Search

The ability to query indexed content and return results that are ranked in order of
relevance to the search query. Areas of focus include scopes, display of results,
optimization, integration and connectors, and performance.

Users understand relationship of tagging to Information finds me, based on the preferences
500 search results. Automated tagging may be
Optimizing Content finds me based on the preferencesbetter I (and others)
I set. The more I tag, the I set
used. High volumes can be handled. will be able to find.

Content types and custom properties are
Advanced Search helps me filter content before
400 leveraged in Advanced Search and/or refiners.
I search for it. I can refine before and after
Predictable Results customized to specific needs, may be
searching.
actionable. 3rd-party product may be used.
The definitive item in my search results is
Search results are analyzed. I can filter queries and results
Best bets and
300 metadata properties are leveraged to aid the
marked with a little star. We see where there
Defined are gaps in the content & have process for
search experience.
creating content to fill gaps.
Custom scopes and iFilters employed to aid the
200 search experience. Content may be federated.
I can use SharePoint to search the intranet and
Managed our shared drives at the same time.
Search Center created.
Out of boxuse keywordquery, results, and
I functionality for search and don’tcan’t find anything. from results.
100 I expect much
scopes; some additional content sources may
Initial There’s Search in SharePoint?
2/28/2012 - #spmaturity indexed. #sptechcon
be @sadalit ©2010 - 2012 Sadalit Van Buren 48

Search – 100-level example

#sptechcon

Search – 400-level example (query)

Source: Nielsen Norman Intranet Design Annual 2010
#sptechcon

Search – 300-level example (results)

Source: Vancity, at SPC11
#sptechcon

Search – 400-level example (results)

#sptechcon

Search – 400-level example (query)

Source: SurfRay

People and Communities
The human capital of the organization as represented in SharePoint by profiles,
MySites, and community spaces (the virtual spaces that support particular areas of
interest that may span or fall outside the organizational structure).

Users can edit certain profile data that writes back
500 to AD or HRIS. MySites template is customized. When I want to find an expert resource, I can search the
Optimizing Communities / conversations extend to external profiles. External users can participate in affinity groups.
participants.

Profile fields may integrate with LOB data. MySites
I can subscribe to the things I’m interested in and the
400 are centralized (only one instance). Communities
content will find me. My profile is automatically updated
Predictable flourish under governance. Notion of subscription –
with business data (e.g. projects I’ve worked on).
to groups, topics, people. Org chart is dynamic.

Custom profile fields reflect company culture;
300 photos are updated from central source. We have a company FaceBook, and community sites where
Defined MySites rolled out to all users, supported, trained. employees come together based on affinity.
Community spaces connect a particular set of users.

MySites rolled out to pilot groups or users. Out-of-
200 box profiles implemented. Community spaces may I hear we’re getting this thing called MySites.
Managed be piloted.

Basic profile data imported from AD or other source.
100 MySites host not created. Manually-created org
I can see information about other users like email address
Initial and telephone number.
chart is published in SP.

People and Communities
The human capital of the organization as represented in SharePoint by profiles,
MySites, and community spaces (the virtual spaces that support particular areas of
interest that may span or fall outside the organizational structure).

Users can edit certain profile data that writes back
500 to AD or HRIS. MySites template is customized. When I want to find an expert resource, I can search the
Optimizing
Unified Community Experience participate in affinity groups.
Communities / conversations extend to external
profiles. External users can
participants.

Profile fields may integrate with LOB data. MySites
I can subscribe to the things I’m interested in and the
400 are centralized (only one instance). Communities
content will find me. My profile is automatically updated
Predictable flourish under governance. Notion of subscription –
with business data (e.g. projects I’ve worked on).
to groups, topics, people. Org chart is dynamic.

Custom profile fields reflect company culture;
300 Availability of tools enterprise-wide and community sites where
photos are updated from central source. We have a company FaceBook,
Defined MySites rolled out to all users, supported, trained. employees come together based on affinity.
Community spaces connect a particular set of users.

MySites rolled out to pilot groups or users. Out-of-
200 box profiles implemented. Community spaces may I hear we’re getting this thing called MySites.
Managed be piloted.

100 Individual Needs
Basic profile data imported from AD or other source.
MySites host not created. Manually-created org
I can see information about other users like email address
Initial and telephone number.
chart is published in SP.

People and Communities – 100-level example



Source: Microsoft, at SPC11



Source: EA, at SPC11


Composites and Applications
Custom solutions specific to the needs of the business (traditionally served by paper
forms, Excel spreadsheets and/or Access databases) which may be accomplished by
multiple technologies working together.
Level Maturity Level Definition Competency
The particular area is functioning optimally Forms connect with LOB data. New capabilities &
500 and continuous improvement occurs based requirements are surfaced & integrated into
Optimizing on defined and monitored metrics. downstream capabilities.

The particular area is centrally supported,
400 standardized, and in use across the entire InfoPath or ASPX forms may involve custom code.
Predictable organization. Governance is defined and Mobile functionality is supported.
followed.
The way the particular area is leveraged is Most critical business forms are online; some
300 defined and/or standardized, but not in involve automated workflows. “No-code” InfoPath
Defined use across the entire organization. forms improve the user experience.

The particular area is managed by a central Increasing use of SP lists to replace Excel
200 group (often IT), but the focus and spreadsheets and paper forms. Applications are
Managed definition varies by functional area. opened up to a larger group of users.

Some paper forms converted to SP list forms. Many
100 The starting point of SharePoint use. Excel spreadsheets, Access databases, paper forms
Initial still stored in / linked to from SharePoint.


Composites and Applications
Custom solutions specific to the needs of the business (traditionally served by paper
forms, Excel spreadsheets and/or Access databases) which may be accomplished by
multiple technologies working together.
The particular area is functioning optimally Forms connect with LOB data. New capabilities &
500 Seamless integration with are surfaced & integrated into
and continuous improvement occurs based requirements LOB data
Optimizing on defined and monitored metrics. downstream capabilities.

400 standardized, and in use across the entire InfoPath or ASPX forms may involve custom code.
Predictable organization. Governance is defined and Mobile functionality is supported.
followed.
The way the particular area is leveraged is
Departmental Adoption forms are online; some
Most critical business
300 defined and/or standardized, but not in involve automated workflows. “No-code” InfoPath
Defined use across the entire organization. forms improve the user experience.

The particular area is managed by a central Increasing use of SP lists to replace Excel
200 group (often IT), but the focus and spreadsheets and paper forms. Applications are
Managed definition varies by functional area. opened up to a larger group of users.

Some paper forms converted to SP list forms. Many
100 Replacement of a few key apps databases, paper forms
The starting point of SharePoint use. Excel spreadsheets, Access
Initial still stored in / linked to from SharePoint.


Composites & Applications – 100-level example

#sptechcon

Composites & Applications – 400-level example

Source: Nielsen Norman Intranet Annual 2010
#sptechcon

Integration
Line of business data and/or content from a separate CMS integrated with the
system, allowing users to self-serve in a controlled yet flexible manner. Maturity
proceeds through integration with single system, multiple systems, Data Warehouse,
and external (partner/supplier or industry) data.
The particular area is functioning optimally
500 and continuous improvement occurs based
External data (partner/supplier or industry) is
Optimizing integrated with SP.
on defined and monitored metrics.

Most of the systems that are desired to be
400 standardized, and in use across the entire
integrated, are integrated. A data warehouse may
Predictable organization. Governance is defined and
be integrated with SharePoint.
followed.
300 defined and/or standardized, but not in use Multiple systems are integrated with SharePoint.
Defined across the entire organization.
The particular area is managed by a central A single system is integrated with SharePoint (in
200 group (often IT), but the focus and definition addition to Active Directory and search content
Managed varies by functional area. sources).

Links to enterprise systems posted on SP site.
100 The starting point of SharePoint use. Printed or exported business data is stored in doc
Initial libs.

Integration
Line of business data and/or content from a separate CMS integrated with the
system, allowing users to self-serve in a controlled yet flexible manner. Maturity
proceeds through integration with single system, multiple systems, Data Warehouse,
and external (partner/supplier or industry) data.
500 External data (partner/supplier or industry) is
Most systems integrated
and continuous improvement occurs based
Optimizing integrated with SP.
on defined and monitored metrics.

Most of the systems that are desired to be
integrated, are integrated. A data warehouse may
be integrated with SP.
followed.
The way the particular area is leveragedsystems integrated
Some is
300 defined and/or standardized, but not in use Multiple systems are integrated with SharePoint.
The particular area is managed by a central A single system is integrated with SharePoint (in
200 group (often IT), but the focus and definition addition to Active Directory and search content
Managed varies by functional area. sources).

Links to enterprise systems posted on SP site.
100 Links to other systems business data is stored in doc
The starting point of SharePoint use. Printed or exported
Initial libs.

Integration – 100-level example



Integration – 400-level example

Source: Nielsen Norman Intranet Annual 2010


Insight
The means of viewing business data in the system. Maturity proceeds through
aggregation of views, drill-down and charting, actionability, and analytics and
trending.

500 and continuous improvement occurs based Analytics and trending are employed.
Optimizing on defined and monitored metrics.

Items are actionable.
followed.
300 defined and/or standardized, but not in use Reports allow drill-down and charting.
The particular area is managed by a central
200 group (often IT), but the focus and definition
Reports are aggregated through customization.
Managed Excel Services may be used.
varies by functional area.

Existing reports are used; data is brought together
Initial manually.


Insight
The means of viewing business data in the system. Maturity proceeds through
aggregation of views, drill-down and charting, actionability, and analytics and
trending.

500 I can see what’sAnalytics to happen. employed.
and continuous improvement occurs based going and trending are
Optimizing on defined and monitored metrics.

Items are actionable.
followed.
300 I can see what’s happening and charting.
defined and/or standardized, but not in use Reports allow drill-down
Reports are aggregated through customization.
Managed Excel Services may be used.

100 The starting point of SharePointIuse.
can see what happened. used; data is brought together
Existing reports are
Initial manually.


Insight – 100-level example

#sptechcon


#sptechcon


Source: Sue Hernandez
#sptechcon

Infrastructure & Administration
The hardware and processes that support the system. Areas of focus include farm
planning, server configuration, storage, backup/restore, monitoring, and updates.

The particular area is functioning optimally and System health & error logs monitored.
500 continuous improvement occurs based on Processes for archiving & de-provisioning are in
Optimizing defined and monitored metrics. place. Disaster Recovery plan is in place.

Backup/restore has been tested. Dev and QA
environments are present. Administration may
be improved via third-party tools. BLOB
integration may be present. Performance
followed. Users trust the system.
considered.
The way the particular area is leveraged is Number of servers is appropriate to demands
300 defined and/or standardized, but not in use and scalable for future growth. Dev
Defined across the entire organization. Remote access is environment is present. Service Packs tested in
available. QA and installed in a timely fashion.
Multiple server installlation or single-server is
Managed backed up on a regular basis.

Single-server installation, sometimes rogue .
Initial No plan for availability / disaster recovery.


Infrastructure
The hardware and processes that support the system. Areas of focus include farm
planning, server configuration, storage, backup/restore, monitoring, and updates.

The particular area is functioning optimally and System health & error logs monitored.
500 continuous improvement occurs based on Processes for archiving & de-provisioning are in
Optimizing Planning and improvements based on monitoring
defined and monitored metrics. place. Disaster Recovery plan is in place.

Backup/restore has been tested. Dev and QA
environments are present. Administration may
be improved via third-party tools. BLOB
integration may be present. Performance
followed. Users trust the system.
considered.
The way the particularEnvironment is
area is leveraged maintained and scalable
Number of servers is appropriate to demands
300 defined and/or standardized, but not in use and scalable for future growth. Dev
Defined across the entire organization. Remote access is environment is present. Service Packs tested in
available. QA and installed in a timely fashion.
Multiple server installlation or single-server is
Managed backed up on a regular basis.
Reactionary support; not considered mission-critical
Single-server installation, sometimes rogue .
Initial No plan for availability / disaster recovery.


Staffing and Training
The human resources that support the system and the level of training with which
they are provided.

The particular area is functioning optimally and Top-down support in place; dedicated IT business
500 continuous improvement occurs based on
analyst, server admin, helpdesk, training staff;
Optimizing empowered user community. Multiple training offerings
defined and monitored metrics. exist.

The particular area is centrally supported, IT has more than one resource knowledgeable on the
400 standardized, and in use across the entire system. Requests for new functionality are tracked and
Predictable organization. Governance is defined and prioritized. An end-user training plan is in place. Rollout
followed. strategy implemented.

The way the particular area is leveraged is SP evangelized around the organization by individual or
300 defined and/or standardized, but not in use
small group. Content owners from some functional areas
Defined are trained and using the system. One IT resource
across the entire organization. knowledgeable on the system. Rollout strategy defined.

The particular area is managed by a central SP evangelized to a subset of depts or functional areas by
200 group (often IT), but the focus and definition an individual; work mainly done by individual or small
Managed varies by functional area. group. Training is informal, ad-hoc.

100 The starting point of SharePoint use. One pioneer or small group pilots the product.
Initial

Staffing and Training
The human resources that support the system and the level of training with which
they are provided.

The particular area is functioning optimally and Top-down support in place; dedicated IT business
500 continuous improvement occurs based on and
Dedicated staff analyst, server admin, helpdesk, training staff;
appropriate training
Optimizing empowered user community. Multiple training offerings
defined and monitored metrics. exist.

IT has more than one resource knowledgeable on the
system. Requests for new functionality are tracked and
Predictable organization. Governance is defined and prioritized. An end-user training plan is in place.
followed.

300 Some dispersed
The way the particular area is leveraged is content ownershiporganization byfunctional areas
SP evangelized around the
small group. Content owners from some
individual or
defined and/or standardized, but not in use are trained and using the system. One IT resource
Defined across the entire organization. knowledgeable on the system.

The particular area is managed by a central SP evangelized to a subset of depts or functional areas by
200 group (often IT), but the focus and definition an individual; work mainly done by individual or small
Managed varies by functional area. group. Training is informal, ad-hoc.

100 The starting point of SharePoint use.One dedicatedpioneer or small group pilots the product.
One hero
Initial

Customizations
Custom development and/or third-party products that extend the out-of-box
functionality of the system. Areas of focus include development environment,
management of source code, method of build and deployment, and development
tier.
The particular area is functioning optimally Deployment is fully automated via features .
500 and continuous improvement occurs based Source code is managed centrally as IP, re-usable
Optimizing on defined and monitored metrics. and shareable.

The particular area is centrally supported, Deployment is fully automated – solution package
400 standardized, and in use across the entire and scripts. Total Cost of Ownership is
Predictable organization. Governance is defined and considered. Requirements fully vetted; SMEs fully
followed. test the customizations.
Mixed automated manual deployment process -
some artifacts deployed via scripts, others by
Defined following list of manual steps. Source control is
across the entire organization.
centralized. Staging mirrors Production.
The particular area is managed by a central Changes are deployed from one environment to
200 group (often IT), but the focus and definition another using backup/restore. Source control is
Managed varies by functional area. simple file storage. Buy vs. Build is evaluated.
No development, or development is done in
100 The starting point of SharePoint use. Production. No QA / development environments.
Initial No source control.

Customizations
Custom development and/or third-party products that extend the out-of-box
functionality of the system. Areas of focus include development environment,
management of source code, method of build and deployment, and development
tier.
The particular area is functioning optimally Deployment is fully automated via features .
500 and continuous improvement occursdeployment, managed source codeIP, re-usable
Fully automated based Source code is managed centrally as
Optimizing on defined and monitored metrics. and shareable.

Deployment is fully automated – solution package
and scripts. Total Cost of Ownership is
considered.
followed.
Mixed automated manual deployment process -
The way the particular area is automated
Mixed leveraged is / manual deploymentscripts, others by
some artifacts deployed via
Defined following list of manual steps. Source control is
across the entire organization.
centralized.
The particular area is managed by a central Changes are deployed from one environment to
200 group (often IT), but the focus and definition another using backup/restore. Source control is
Managed varies by functional area. simple file storage.
No development, or development is done in
All OOB or Developing in Production
100 The starting point of SharePoint use. Production. No QA / development environments.
Initial No source control.

20120228 The SharePoint Maturity Model - How Far Along Are You? SPTechCon SF 2012

20120228 The SharePoint Maturity Model - How Far Along Are You? SPTechCon SF 2012

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20120228 The SharePoint Maturity Model - How Far Along Are You? SPTechCon SF 2012