Chatting about this topic with some colleagues last week there were some interesting comments such as “You should know what to do…” or “We haven’t hired a new person in 12 years and don’t know what to do”.
Onboarding is a process of welcoming, educating, connecting, and acculturating new employees. It helps assimilate them into work and team processes and into an organizational culture. It provides new employees with the necessary tools and resources to carry out their jobs and clear channels for ongoing knowledge acquisition and collaboration. It instills in them a sense of connection to individual, group, and organization goals and a drive to contribute.
Keeping in mind the onboarding experience sets the employees perception of the organization they joined. Therefore it’s in the employer’s best interest to make sure the experience is positive.
The best examples I’ve seen of onboarding are as follows:
- Manager introduces employee to the team and persons they will work with directly.
- The usual tour of the office and its amenities.
- Explains how their performance will be measured – the specifics prioritized.
- Establish the communication rules between the employee and new hire – for example, use email? meetings? face to face? Explain how you prefer to communicate.
- Highlights what’s in scope of the job and what isn’t giving real examples.
- Outlines required reporting, tools he/she will use and training required to achieve performance levels.
- Provide laptop, IDs and access tokens as required.
- Connect employee with HR for payroll and benefits information and enrollment.
- Help employee understand company culture and politics – makes employ mindful of landmines.
- Assigns a great mentor (Has people and technical skills and knowledge of environment and how to get things done) to help the new employee be successful.
- Establishes regular updates to provide feedback and coaching – use specific examples with background, not “I heard this…or someone said…”. Use actual job activities and peoples names.
The following is an example of a general onboarding checklist you can use as a basis.
Any funny stories to share?
Most SharePoint environments have grown organically and as a result the ownership hasn’t been kept up to date with employees, moving, leaving and changing roles. Why be concerned? Keeping ownership up to date is critical to enforcing data and security policy, communicating migration plans to the business areas and site users. Expect to find many out of date and requiring time and attention to update.
As discovered in Part 2, your Information Architecture for SharePoint whether it be SharePoint 201x and Office 365 or simply Office 365 is critical for several factors such as usability, scalability, compliance and begin touching on your data custodian policy (Site ownership). Focusing on this exercise to document your organizations taxonomy (organizational lingo) and incorporate data and security policy is best practice.
For Part 3, you’re tasked with updating and reporting on all the site collection owners and in some cases sub sites as well depending on how your organization has managed site ownership. In many cases the site collections are owned by a business area with two owners and an executive sponsor to satisfy security, billing and audit requirements. In some cases this ownership is fully up to date and passed audits (have reported on ownership for audits and its 100% up to date). In other cases the ownership has not been kept up to date and audits failed.
Where do you start? The steps for Part 3 include the following:
- Generate a report on site collection ownership – this script can help if you don’t have tools in place https://gallery.technet.microsoft.com/office/Get-collection-owners-for-13336f43 .
- Have site archival process and policy ready as some site owners my ask you to delete the site collections rather than deal with the cleanup and preparation. Work with your records Management and or Compliance team.
- Create and deploy a tool / process for updating site collection ownership. Some software venders offer tools for managing site lifecycle as opposed to developing your own which I have worked with. Here is a good blog on the topic http://community.aiim.org/blogs/mike-alsup/2011/01/31/sharepoint-information-lifecycle-governance. Here is an example of a toolset https://www.premierpointsolutions.com/products/user-request-automation-solution-for-sharepoint/ .
- Create and deploy a communication plan to reach out to each site collection owners to 1) confirm ownership and 2) update ownership if it’s outdated. Corporate communication policy and process aside, here is an interesting script that might help http://sharepointjack.com/2013/powershell-to-build-a-mailing-list-of-every-site-owner-in-sharepoint/ . The communication must consist of a multifaceted approach for communicating as no one approach will reach the masses. Such as mangers speaking with staff, email, messages posted on corporate Intranet, lunch and learns and coffee talks.
- Create and deploy an escalation process for situations where ownership cannot be confirmed or reassigned. Work with corporate communications and your SharePoint user group to carry out this step. It must include an executive sponsored process and policy for contacting business owners and or management to request and obtain updated owner information.
- For those with corporate provisioning systems that are currently being used to provision sites and manage lifecycle, loop in the team that manages the system to provide you with support for your project. This support could be reporting on site ownership, archival status (Retire as opposed to migrate), updates to ownership to name a few.
- Leverage your SharePoint user (consists of business users) group. It will help communicate site ownership updates, help you get direct business user feedback which is very important. Its surprising how many companies have not yet established an open line of communication with the business.
The team required to carry out this work consists of an executive sponsor, corporate communications officer, Corporate provisioning team, SharePoint Admin, Developer, coordinator and SharePoint Product Manager.
Simple to carry out? Well it depends on the size of your organization (1000 vs 100,000), its culture (traditional hierarchical vs. team and goal centric) and how out of date (10% vs 50%) the ownership is for site collections.
- Enhanced BI Capabilities
- Interoperability Enhancements
- Performance and Manageability Enhancements
- Analysis Services
- Database Engine
- Integration Services
- Reporting Services
- Shared Tools
- Branding basics using look and feel configuration options
- Branding with custom images and style sheets
- Site content types
- Site columns
- Document Center
- Records Center
- Custom Web Parts with VS.2005
- Search configuration
- Windows and SQL Server 2005 prerequisits
- Installing three MOSS servers
- Activating services on the dufferent machines
- Setup of Shared Services
- Creating a Portal Site
- Welcome and facilities overview – nice office!
- Internal Usage of SharePoint – 8 farms, 200,000 users
- Overview of MOSS – New stuff and improvements
- Common designs – Sample designs
- Pre-Sales – Holden Method
- Sizing – how to size farms – servers and storage
- Project teams – typical project teams – who you need on the team
- Lab Setup – overview of the lab setup
- Lab 1 – Installing the prerequisites
- Day 1 – Pre-work for the attendees – Office 12 reading and videos that provide background on the products, new features and direction.
- Day 2 – Pre-Sales – Holden and On Target methodologies are highlighted and an approach to deal pursuit and working with sales is explained. Tools are provided for capturing the details of the deal and determining where the team needs to focus. In addition, requirements gathering, sizing, typical project teams and sample architectures are discussed and provided.
- Day 3 – Installation – we build a four server farm – SQL 2005, Web Server, and two application servers to divide up the Shared Services. Create two applications to demo multiple channels and sites to demo the variety of templates.
- Day 4 – Customization – we’ll customize the UI, Create a site, Work with Site level columns, Create Web Parts that reference the APIs, Variations and backup.
- Day 5 – Self Study – Various conference videos, read MOSS Architecture and Installation guides. Provide student with a VPC (MOSS, Office VS) and a copy of the conference and Tech DVDs.
SQL Server 2005 provides significant improvements in data modeling, reporting, and development for BI solutions. This presentation provides an overview of the demonstration scenario.
Presentation 2: Viewing Business Intelligence Data
Get an overview of different ways to consume BI data using SQL Server 2005 Reporting Services, Microsoft SharePoint Portal Server, and the Microsoft Business Scorecard Manager 2005.
Presentation 3: Integrating Data Sources
See how you can use SQL Server 2005 Integration Services to transform data from multiple sources into a format the company can use.
Presentation 4: Analysis Services Cubes
Use SQL Server 2005 Analysis Services to gain an integrated view of all your business data. This demo shows you how to add a new dimension and measure to an Analysis Services cube.
Presentation 5: Calculated Members and Key Performance Indicators
SQL Server 2005 provides tools to quickly create and deploy graphical key performance indicators (KPIs) based on enterprise BI data. This demo shows you how to define and add KPIs to your Analysis Services cubes.
Presentation 6: Creating and Maintaining Reports
Deliver the information employees need to make better business decisions. SQL Server 2005 Reporting Services provides developers and database administrators with an infrastructure for creating, embedding, and managing enterprise reports. See how you can build and deploy reports using Reporting Services.
Presentation 7: Ad-Hoc Reporting
Report Builder is a new component of SQL Server 2005 Reporting Services that enables business users to create and deploy reports with a user-friendly enterprise data model. See Report Builder in action.
Presentation 8: Conclusion
Microsoft business intelligence provides a complete offering that enables all decision makers to drive increased business performance.
- SharePoint functional and architectural overview
- Enterprise Content Management
- Organizing and finding resources
- Using content types
- Records management
- Creating Web Sites
- Creating Web pages
- Using Content variabtions
- Managing Portals
- Audience targeting
- Personal sites
- Colleagues Web Part
- Mabnaging Search
- Business solution
- Exchnage server overview
- Business Data catalogue
- Excel Server
- Forms Server
- Report Center
Overall a good course for beginners.