So, IT SharePoint developers, you've built it, but will they come? Adoption connects business users with business content by addressing basic questions of What's In It for Me? Your WIFM strategy must define and communicate where your users (and their sites) are coming from and where they're going, how to get from here to there, what's different, and why change (now) is important. NTT DATA Corp IT Collaboration Services used M&A integration as business and IT drivers to consolidate four legacy intranets onto a new intranet portal and a common, Microsoft-compliant enterprise information architecture that migrated, refreshed, and archived 2TB of content in 5500 sites for over 10,000 users with 100% uptime and "no user--or document--left behind." The team designed an Agile, governance-driven migration process that balanced business continuity with organizational change management by promoting and advocating business self-service content ownership and site administration, and engaged business owners and users at every step through monitoring, outreach, and training. One year after initial launch, three legacy platforms are retired, and the 445 site collections on the NTT DATA SharePoint platform receive over 2 million views a month: an average user logs in more than 4x/day. IT Collaboration Services sponsors the NTT DATA SharePoint User Group and Knowledge Management Working Group that provide advisory services in architecture, design, and configuration for the more than 800 business administrators who manage their own collaboration and publishing sites as self-service under a third-generation SharePoint governance plan. And, since the platform was architected for business agility, business and IT teams are now partnering for the first stage of business-driven upgrade to SP2013 on a common, global NTT DATA SharePoint deployment. This presentation will highlight and demonstrate the key deliverable behind this success story: an enterprise Portal Information Center that includes a Quick Start knowledgebase, Migration Center, Enterprise Site Directory, Collaboration Community of Practice, SharePoint User Group, KM Working Group, Governance Handbook, and a set of Enterprise Information Architecture example site collection templates and KM analysis tools designed for no-code configuration and business self-service administration. Governance and adoption work together when IT and the business work together as partners for managed self-service. If you build it with them and bring it to them, they will come: and they will build it with you the next time, or even build it themselves using the same guidelines and standards. Now that's SharePoint adoption AND SharePoint governance.

2. If you really care about starting a movement, have the
courage to follow and to show others how to follow.”
--Derek Sivers
Building Adoption Through Migration and Governance

3. Copyright © 2014 NTT DATA, Inc. 3
SharePoint Memes
Why Migrations Fail
How We Changed
What We Learned
What You Can Do
A Tale of Six Companies
An organizational change story of 20,000 people and their stuff

4. Copyright © 2012 NTT DATA, Inc. 4
Organization Reports to IT
Strategic Application
Services
Supports 20,000
employees in 16
business units
4 onshore, 8 offshore
resources
Fastest-growing team
in IT
36 application service
requests delivered in
2013 (avg 3 releases/
month)
PMO-recognized as
Agile RAD team
Platform
On-premise hosting
for Americas region
SP 2010 Standard
7 web front ends
1000+ site collections
1TB content
8K hits/day
0.26 sec response
time
Full SDLC in load, dev,
and QA environments
Services
On-premise hosting for business self-
service intranet
Microsoft best practice-compliant
governance plan
Farm and system administration
Information and solution architecture
Custom configuration & development
Branding and web design
User experience and usability
Training, adoption outreach, &
advisory consulting
SharePoint subject matter expertise
for client sales and delivery
Practicing, mentoring and coaching
Agile/Kanban process for program
management and service delivery
About NTT DATA IT Collaboration Services

5. Copyright © 2014 NTT DATA, Inc. 5
What management
thinks
What site owners
think
What end users
think
What IT pros think What developers
think
How it really works
Organizational Change

6. Copyright © 2014 NTT DATA, Inc. 6
What management
thinks
What site owners
think
What end users
think
What IT pros think What developers
think
What I think
SharePoint

7. Copyright © 2014 NTT DATA, Inc. 7
Portals Navigation Team Sites
Project Sites Profiles Security
Intranets

8. Copyright © 2014 NTT DATA, Inc. 8
Portal
publishing
Document
management
Records
management
Collaboration Social Business data
Knowledge Management

9. Copyright © 2014 NTT DATA, Inc. 9
What management
thinks
What site owners
think
What end users
think
What IT pros think What developers
think
How it really works
Adoption

10. Copyright © 2014 NTT DATA, Inc. 10
What management
thinks
What site owners
think
What end users
think
What IT pros think What info
architects think
How it really works
Migration

11. Copyright © 2014 NTT DATA, Inc. 11
What management
thinks
What site owners
think
What end users
think
What IT pros think What developers
think
How it really works
Governance

12. Copyright © 2014 NTT DATA, Inc. 12
TOOLS
• You thought
database-attach
was the answer to
everything
• You didn’t
inventory your sites
or test them for
upgrade
• You ignored third-
party tools
PROCESS
• No measurable
goals were set
• You thought
branding Seemed
irrelevant
• You ignored making
a new architecture
• No planning, no
governance, no
information
architecture
PEOPLE
• You don’t know
SharePoint
• You thought
training users was
optional
• Lack of
communication of
upcoming changes
“Ten Reasons Your SharePoint Migration Failed” (ShareGate)

13. Copyright © 2014 NTT DATA, Inc. 13
>> You thought database attach was the answer to everything
SharePoint migration is a massive urban renewal project

14. Copyright © 2014 NTT DATA, Inc. 14
Keane 2003
Keane 2007
Intelligroup
2010
MISI 2010
NTT DATA Japan
2013
NTT DATA
Americas 2010
Keane Fed 2003
NTT
DATA Fed
2010
Alfresco
Standalone
SP farms
Lotus Notes
Not Migration, But Integration and Consolidation
NTT DATA APAC
2013
NTT DATA
EMEA 2013
NTT DATA
Americas 2013
Revere 2010
NTT DATA HQ
2013
FY2014
Joomla
File Shares

15. Copyright © 2014 NTT DATA, Inc. 15
Visualizing SharePoint STRUCTURE
Document
Library
Site
Site
Collection
Content
Database

16. Copyright © 2014 NTT DATA, Inc. 16
Document
Library
Site
Site
Collection
Content
Database
Visualizing SharePoint SCALE

17. Copyright © 2014 NTT DATA, Inc. 17
>> Branding seemed irrelevant to you
That “marketing fluff” on the company website is probably your new corporate brand and strategic model

18. Copyright © 2012 NTT DATA, Inc. 18
Segments of the
Commercial
industry (vertical)
INDUSTRIES TAXONOMY
Banking & Financial Services
Banking
Financial Services
Insurance
Commercial Products and
Services
Automotive
Consumer Products
Education
Electronics and High Tech
Energy and Utilities
Manufacturing
Media and Entertainment
Retail
Telecommunications
Transportation and Logistics
Wholesale and Distribution
Healthcare and Life Sciences
Healthcare Payer
Healthcare Provider
Healthcare Technologies
US Public Sector
US Federal
US Federal - Secure
US State and Local
Industries Taxonomy from Americas website and GIP KNEX
Use the company website as
a visual demonstration of
organizational change to site
owners to drive the changes
needed during migration

19. Copyright © 2014 NTT DATA, Inc. 19
>>You ignored third-party tools
Showing success and demonstrating constraints is how purchases get approved

20. Copyright © 2014 NTT DATA, Inc. 20
>>You didn’t have an executive sponsor
A hands-on executive sponsor is ideal, but may be impractical: just do your job

21. Copyright © 2012 NTT DATA, Inc. 21
SERVICE INTERNATIONALSUPPORT INDUSTRY BUSINESS
Sales
Corp M&A
Marketing &
Alliances
Legal
Human
Resources
Commercial
Finance &
Insurance
Healthcare &
Life Science
Public Sector
Enterprise
SAP/Oracle
BPS Advisory
Services
Strategic
Staffing
Finance & IT
Americas
Region
NTT DATA
EMEA
ADM
BI
GD Ops
GD Sales
Global
Delivery
Cloud
Services
Global
Resource
Mgmt
PMO
Methods &
Quality
APAC
Future-State Strategic Organizational Model: NTT DATA Americas

22. Copyright © 2012 NTT DATA, Inc. 22
SERVICE INTERNATIONALSUPPORT INDUSTRY BUSINESS
Sales
Corp M&A
Marketing &
Alliances
Legal
Human
Resources
Commercial
Finance &
Insurance
Healthcare &
Life Science
Public Sector
Enterprise
SAP/Oracle
BPS Advisory
Services
Strategic
Staffing
Finance & IT
Americas
Region
NTT DATA
EMEA
ADM
BI
GD Ops
GD Sales
Global
Delivery
Cloud
Services
Global
Resource
Mgmt
PMO
Methods &
Quality
APAC
Global Internal Portal
launched 2013Americas and HR
Portals launched 2012
2
3
Not yet
launched
Business
launched
Current State Intranet Portal: NTT DATA Americas 2014
1
Top
hits

23. Copyright © 2014 NTT DATA, Inc. 23
>> No measurable goals were set
When new leadership comes on board, it really is time to drain the swamp

24. Copyright © 2012 NTT DATA, Inc. 24
One Global
Platform
Central
enterprise
portal
Self-service
intranet
publishing
Collaboration
for ops and
account teams
Secure social
networking
Fresh,
Findable,
and Usable
Content
Home page
design
Enterprise
navigation and
search
Role-based
access
Metadata and
tags
Scalable for
High
Performance
2-5TB content
60K users
<0.5sec
response time
Flexible and
Extensible
Rapid
rebranding
Integrate
M&A, reorg
Secure
extranet
Upgrade and
extend
Best
Practices
and Next
Practices
Delivery
frameworks
alignment
ECM and
WCM
Real-time
tracking and
reporting
Connect
onshore/
offshore
Key Architecture Goals for NTT DATA Intranet

25. Copyright © 2014 NTT DATA, Inc. 25
>> No planning, no governance, no information architecture
No one wants to hold construction for archaeologists, no matter what you found

26. Copyright © 2012 NTT DATA, Inc. 26
PORTAL/HR
• Larger boxes have more content
• Darker boxes have more lifetime hits (views)
• Large, light areas indicate stale content
• Large, dark areas indicate high collaboration
97% (445GB) is
document
management
for delivery
accounts and
operations
publishing
portals account
for less than
3% of intranet
content
2012 Content by Size, Views, and Date Accessed
Lg Account Lg Account
Acct 1 Acct 2
Acct 3
Acct 4
Executive sponsors
care a lot about portals
during integration
End users don’t
care about portals
during integration

27. Copyright © 2014 NTT DATA, Inc. 27
>> You didn’t make a new architecture
You need to understand your business model to design the spaces it needs

28. Copyright © 2014 NTT DATA, Inc. 28

29. Copyright © 2014 NTT DATA, Inc. 29
Separate Publishing from Collaboration for InfoSec Compliance
Portal
Enterprise
Services Portal
HR Portal
Operations Center
SAP Operations
Healthcare
Operations
Account Center
AAA Account
BBB Account
Publish
to All?
Billable
to
Client?
Y N Y

30. Copyright © 2012 NTT DATA, Inc. 30
Documents &
Data
Teams
Department
Strategic Unit
Site
Collection
Site Site Site
Site
Library List
Site
Library
SELF-PUBLISH
COLLATERAL
PUBLISH
NEWS
Self-Service Intranet Publishing for a Strategic Unit
Portal Information Architecture and Use Cases
DEPT HOME
PAGES

31. Copyright © 2012 NTT DATA, Inc. 31
Documents &
Data
Teams
Department
Strategic Unit
Site
Collection
Site Site Site
Site
Library List
Site
Library
Management
Reporting
Internal News
Unified View of a Strategic Unit for Internal Operations
Operations Center Information Architecture and Use Cases
Training
Presales
Tracking and Reporting
Each Manager
has a Teamsite

32. Copyright © 2012 NTT DATA, Inc. 32
Documents &
Data
Projects
Function: Pursuit,
Portfolio, Projects
Customer Account
Site
Collection
Site Site Site
Site
Library List
Site
Library
Each project has its
own site
Rollup
Dashboards
Unified View of an Account For Cross-Sell and Up-Sell
Account Center Information Architecture and Use Cases

33. Copyright © 2012 NTT DATA, Inc. 33
Home
News
Posts
Pursuits
Pursuit
Proposal
Docs
Projects
Project
PM Docs
Team Docs
QM Docs
Portfolio
AM Docs
Knowledgebase Archive
Closed
Project
Account Center Site Collection Structure and Site Templates

34. Copyright © 2012 NTT DATA, Inc. 34
AAA
Portfolio
Pursuits
Projects
BBB
Portfolio
Pursuits
Projects
CCC
Portfolio
Pursuits
Projects
DDD
Portfolio
Pursuits
Projects
Shared Services
Field Finance
Delivery Support, Methods, and Quality
PMO PDC GDSS PMG/QMS
Delivery Practices
ADM Staffing
Industry Verticals
Commercial Financial Svcs
Account Centers are Vertical, Operations Centers are Horizontal

35. Copyright © 2012 NTT DATA, Inc. 35
Web App=groups
Path=<division>
URL is calculated for consistency
and batch scripting
Title=<Strategic Unit> Portal
Assign default quotas
from governance plan
Assign site template
from governance plan
Name=<unit>
Lowercase, <8 char
Farm Spec Planner: Specify Logical Architecture for Portals

36. Copyright © 2014 NTT DATA, Inc. 36
>> You didn’t inventory your sites and test them for upgrade
You may develop your organization’s first records management strategy

37. Copyright © 2012 NTT DATA, Inc. 37
SharePoint 2003/2007 Sites by SBU

38. Copyright © 2014 NTT DATA, Inc. 38
>> You Don’t Know SharePoint
Welcome to SharePoint User Group and SharePoint Saturday!

39. Copyright © 2014 NTT DATA, Inc. 39
>> You Know Too Much About SharePoint
Sometimes they really need a web-based file share NOW

40. Copyright © 2014 NTT DATA, Inc. 40
>> Lack of Communication of Upcoming Changes
Don’t rely on pull communications like posting announcements on the portal

41. Copyright © 2014 NTT DATA, Inc. 41
Communicate on All Channels

42. Copyright © 2014 NTT DATA, Inc. 42
>> You Thought Training Users Was Optional
Business users have day jobs, and learning takes time

43. Copyright © 2014 NTT DATA, Inc. 43
Innovation Adoption Curves: The Chasm
Innovators and early adopters are the first to be
frustrated with the pace of change in M&A, and
the most likely to leave the company. Pace your
adoption strategy for the Second Wave.

44. Copyright © 2014 NTT DATA, Inc. 44
“Find What’s In It For Me (WIFM)”
Become a professional yak shaver to create teachable moments.

45. Copyright © 2014 NTT DATA, Inc. 45
More Curves: Discontinuous Innovation and Adoption

46. Copyright © 2014 NTT DATA, Inc. 46
“Each one teach one”
People are most likely to take time to learn from their peers. Enable the support staff first.

47. Copyright © 2014 NTT DATA, Inc. 47
>> They will say “Don’t try to boil the ocean”
During M&A integration, the ocean boils on its own

48. Copyright © 2012 NTT DATA, Inc. 48
Not a Big Bang
Deployment:
Demand
Follows
Integration
Logical
Architecture
Makes
Provisioning
Fast and Easy
Migration and
Governance
Review Reveals
Maturity
Opportunities
The Strategic
Org Will
Change During
Integration –
ADAPT!
Lessons Learned From Americas Integration

49. Copyright © 2012 NTT DATA, Inc. 49
Portal
Application
0
10
20
30
40
50
60
70
80
6 10 10 1 2 7 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6
20082010
2011
2012
2013
Portal
Operations
Application
Account Center
Not a Big-Bang Deployment!
Provisioning Driven by Migration
Second Wave of Migration
Consolidates into Existing SCs
Higher Demand for Operations as
Staging for Portals (SBUs need an
Operations Center to launch a Portal)
Portals are Provisioned,
Configured, and Launched as
Business Content is Integrated
Phased Deployment on Business Demand with Service Request

50. Copyright © 2014 NTT DATA, Inc. 50
0
50
100
150
200
250
300
Publication
Collaboration
Business Process
Search
People &
Communities
Composites &
Applications
Integration
Insight
Infrastructure
Staffing & Training
Customizations
SharePoint Maturity Levels
NTT DATA Inc. Legacy Companies
Keane SP2003
Keane SP2007
MISI SP2010
Revere SP2010
Intelligroup SP2010
Measure Results Against an Industry Baseline
www.sharepointmaturity.com

51. Copyright © 2014 NTT DATA, Inc. 51
0
100
200
300
400
500
Publication
Collaboration
Business Process
Search
People &
Communities
Composites &
Applications
Integration
Insight
Infrastructure
Staffing & Training
Customizations
NTT DATA Inc. SharePoint Maturity Levels
Pre- and Post-Consolidation
vs. Industry Average for Deploymentsof >10Kusers
Legacy Average
Industry Avg >10K Users
NTT DATA SP2010
Demonstrate Improvements From Consolidation

52. Copyright © 2014 NTT DATA, Inc. 52
0
100
200
300
400
500
Publication
Collaboration
Business Process
Search
People and Communities
Composites and ApplicationsIntegration
Insight
Infrastructure
Staffing and Training
Customization
SharePoint Maturity Model - NTT DATA Current
Min/Avg/Max Scores
Min of Score
Average of Score
Max of Score
Values
SMM Concept
Min of Score Average of Score Max of Score
NTT DATA
Maturity is Not Uniform in a Large Enterprise

53. Copyright © 2014 NTT DATA, Inc. 53
0
50
100
150
200
250
300
350
400
450
500
Publication
Collaboration
Business Process
Search
People and
Communities
Composites and
Applications
Integration
Insight
Infrastructure
Staffing and Training
Customization
SharePoint Maturity Model - NTT DATA Time Series
Past
Current
Future
NTT DATA
SMM Concept
Average of Score
Use Success to Drive the Vision

54. Copyright © 2014 NTT DATA, Inc. 54
1.3M
Documents
46K Libraries
8000+ Sites
1000+ Site
Collections
1TB Total
Storage
20
1,034
-
200
400
600
800
1,000
1,200
Farm Storage (GB)
2009 2013
230
1,01
6
-
200
400
600
800
1,000
1,200
Site Collections
2009 2013
712
8,10
4
-
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
Sites
2009 2013
4,07
3
46,4
69
-
5,000
10,000
15,000
20,000
25,000
30,000
35,000
40,000
45,000
50,000
Document Libraries
2009 2013
44,590
1,362,
334
-
200,000
400,000
600,000
800,000
1,000,000
1,200,000
1,400,000
1,600,000
Documents
2009 2013
NTT DATA SharePoint 5-Year Growth 2009-2013

55. Copyright © 2014 NTT DATA, Inc. 55
USERS&ACTIVITYCONTENT&STRUCTURE
FY2013
investment in
Shared
Services
portals has
paid off with
increased
adoption
Accounts &
practices are
opening ITSRs
to move from
file storage to
collaborative
KM for sales
and delivery
Top 50% is accounts & operations
Top 50% is HR, IT & GD
Site Count (3630)
by SBU Owner COM
GD
USPS
HLS
FSI
ES
IT
BPS
HR
SALES
CLOUD
FIN
MKT
STAF
INTL
LEGAL
Unique Users (37344) by SBU
Owner HR
IT
GD
MKT
FIN
FSI
ES
COM
USPS
CLOUD
HLS
SALES
BPS
LEGAL
INTL
STAF
Content (1TB) by SBU Owner
COM
FSI
FIN
USPS
GD
SALES
HLS
IT
ES
BPS
HR
CLOUD
MKT
STAF
LEGAL
INTL
30-Day Views (745K) by SBU Owner
EXCLUDES PORTAL HOME HR
IT
GD
COM
SALES
USPS
FIN
FSI
CLOUD
HLS
ES
BPS
MKT
STAF
INTL
LEGAL
Adoption Metrics by Strategic Business Unit – April 2014

56. Copyright © 2012 NTT DATA, Inc. 56
0
10
20
30
Q1 Q1 Q2 Q3 Q4 Q1 Q2 Q3
2011 2012 2013
Quarterly Time Series of Requestsby Site Type
SharePoint - Profiles/Search
SharePoint - Portals
SharePoint - Operations Collab
SharePoint - BSS Application
SharePoint - Account/Project Mgmt
3rd party application
Application / Module
Year Quarter
Count of ID
0
10
20
30
Q1 Q1 Q2 Q3 Q4 Q1 Q2 Q3
2011 2012 2013
Quarterly Time Series of Requestsby Strategic Division
Shared Services
Sales and Marketing
International
Industry
Delivery
Business
SBU
Year Quarter
Count of ID
SP2003
Migration
SPUG
SP2007
Migration
Quarterly Time Series of IT Service Requests 2011-2013
Migration and user
outreach are
creating a positive
feedback loop for
adoption and
building business/IT
partnerships with a
measurable and
growing demand for
assisted self-service

57. Copyright © 2012 NTT DATA, Inc. 57
Are You a Lone Nut About SharePoint? Start A Movement!

58. lynn.noel@nttdata.com
@lynnoel
www.linkedin.com/in/lnoel
JOIN MY
NETWORK!

60. Join us right after the event at Tyler’s Restaurant & Taproom! Socialize and unwind after our day of learning.
324 Blackwell St, Durham, NC 27701