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SharePoint: Where it comes up short and what you could use instead
North Patrol Oy 2013 / 2013-11-06 / J. Boye Aarhus 13
Perttu Tolvanen, Web & CMS Expert, @perttutolvanen
© 2013 North Patrol Oy2
Security agency for web projects
© 2013 North Patrol Oy3
Security agency for web projects
- Vendor-neutral CMS consultants- Helsinki-based, but most clients
operate in Northern Europe / Scandinavia / Russia
- CMS selections and partner selections for large projects
- Founded 2012, growing
North Patrol Oy 20134
Agenda
Best-fit use cases for
SharePoint
Challenging, but typical scenarios
for SharePoint
Main challengers for SharePoint in each scenario
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Speaker’s background
• Technology advisor in web & extranet & intranet projects– Lot of background with Microsoft tools, involved in SharePoint projects since 2007– Also a lot of project experience with Oracle’s systems and open source systems like
Liferay and Drupal– Most of the customers are large organisations headquartered in Finland– Note: Finland is a Microsoft & open source country (so I am biased in some ways)
• Lessons learned in buying IT systems1. Only choose products that are supported by (somewhat) local partners
2. Features don’t matter, philosophy of the product matters
3. Long-term success is dictated more by the partner selection than the product
© 2013 North Patrol Oy6
SharePoint as a product and platform
SharePoint as a product and platform
• Document management product• Team sites & collaboration• Search engine for documents &
pages• Decent publishing system • Portal platform wannabe• Social intranet platform wannabe
Cloud is the new business of Microsoft and O365 is the gateway.
SharePoint as a product and platform
• Document management product• Team sites & collaboration• Search engine for documents &
pages• Decent publishing system • Portal platform wannabe• Social intranet platform wannabe
Out of bounds:
Application development
platform
Out of bounds: Websites
with eCommerce
Cloud is the new business of Microsoft and O365 is the gateway.
Too early to say: Social
layer on top of other services
Source: http://www.interact-intranet.com/sharepoint-alternative/
Remember: SharePoint is not a light-weight
“point solution”. If you go SharePoint, you
should consider implementing all the
best-fit-scenarios.
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Best-fit scenarios for SharePoint
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“The big picture”
HR systems(Oracle, SAP, etc)
Intranet News, guidelines,
phonebook, important documents, search
Phonebook / people profiles
ERP (SAP & others)
(+ other line of business systems)
CRM
Partner extranets
Websites
Customer extranets
eCommerce
Custom apps
Document management
& project sites
North Patrol Oy 2013
“The big picture”
HR systems(Oracle, SAP, etc)
Intranet News, guidelines,
phonebook, important documents, search
Phonebook / people profiles
ERP (SAP & others)
(+ other line of business systems)
CRM
Partner extranets
Websites
Customer extranets
eCommerce
Custom apps
Document management
& project sites
Why NOT SharePoint?
North Patrol Oy 2013
“The big picture”
HR systems(Oracle, SAP, etc)
Intranet News, guidelines,
phonebook, important documents, search
Phonebook / people profiles
ERP (SAP & others)
(+ other line of business systems)
CRM
Partner extranets
Websites
Customer extranets
eCommerce
Custom apps
Document management
& project sites
Why NOT SharePoint?
Why the HELL
SharePoint?
North Patrol Oy 2013
Best-fits
“Social, one company intranets”
(organisations which have a common purpose
and everyone can see everything)
Partner extranets
(B2B, document-centric)
Social team sites and document management
(eg. University departments or team site areas inside large
corporations)
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Social intranets for
heterogeneous organizations
(eg. ”Groups”, large organisations with
independent business divisions or
local operations) Customer extranets
Best-fits + challenging, but typical scenarios
Websites without eCommerce
“Social, one company intranets”
(organisations which have a common purpose
and everyone can see everything)
Partner extranets
(B2B, document-centric)
Social team sites and document management
(eg. University departments or team site areas inside large
corporations)
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Challengers for each scenario
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Scenarios
© 2013 North Patrol Oy
1. Social, one company intranets2. Social intranets for heterogeneous
organizations3. Social team sites & document
management4. Partner extranets5. Customer extranets6. Websites without eCommerce
Direct challengers
In-direct challengers
Products that are competing with SharePoint directly or clients see them competing with SharePoint directly.
Products that do not compete directly, but clients see them as alternative choices for things SharePoint does.
Expensive products
Cheaper alternatives
Scenario 1: Social, one company intranets
Scenario 1: Social, one company intranets
• SharePoint is the king of the hill• SharePoint’s strenghts:– Newsfeed for social concepts– Document library capabilities– People profiles and search– Both on-premise and cloud choices
• Pain points:– Licence cost can be high– No easy personalization capabilities for
the intranet frontpage– Customizations expensive to build– Limited multilanguage management
Direct challengers
In-direct challengers
Social intranet players
Cost-effective alternatives
Additional sources:- UK market information received also from Sam Marshall (http://www.clearboxconsulting.co.uk/)- Sweden’s market info received from Kristian Norling (http://norling.co/)- Netherland’s market info received from Eric Haartman (http://www.erikhartmancommunicatie.nl)
Scenario 1: Social, one company intranets
• SharePoint is the king of the hill• SharePoint’s strenghts:– Newsfeed for social concepts– Document library capabilities– People profiles and search– Both on-premise and cloud choices
• Pain points:– Licence cost can be high– No easy personalization capabilities for
the intranet frontpage– Customizations expensive to build– Limited multilanguage management
Direct challengers
In-direct challengers
Social intranet players
Cost-effective alternatives
Additional sources:- UK market information received also from Sam Marshall (http://www.clearboxconsulting.co.uk/)- Sweden’s market info received from Kristian Norling (http://norling.co/)- Netherland’s market info received from Eric Haartman (http://www.erikhartmancommunicatie.nl)
Summary: Most intranet concepts could be done with any of the tools. Document
library capabilities and social feeds differentate
some, but not much. Atlassian Confluence and
Interact are the main challengers usually.
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Scenario 2: Social intranets for heterogeneous organisations
© 2013 North Patrol Oy
• SharePoint is often chosen for this scenario, but this is often really hard to do with SharePoint!
• SharePoint’s strenghts:– Newsfeed for social concepts– Document library capabilities– People profiles and search
• Pain points:– No easy personalization capabilities for the
intranet frontpage– Limited content targeting capabilities– Limited content re-use capabilities– Customizations expensive to build– Limited multilanguage management
Direct challengers
In-direct challengers
Social intranet players
Cost-effective alternatives
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Scenario 2: Social intranets for heterogeneous organisations
© 2013 North Patrol Oy
• SharePoint is often chosen for this scenario, but this is often really hard to do with SharePoint!
• SharePoint’s strenghts:– Newsfeed for social concepts– Document library capabilities– People profiles and search
• Pain points:– No easy personalization capabilities for the
intranet frontpage– Limited content targeting capabilities– Limited content re-use capabilities– Customizations expensive to build– Limited multilanguage management
Direct challengers
In-direct challengers
Social intranet players
Cost-effective alternatives
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Scenario 2: Social intranets for heterogeneous organisations
© 2013 North Patrol Oy
• SharePoint is often chosen for this scenario, but this is often really hard to do with SharePoint!
• SharePoint’s strenghts:– Newsfeed for social concepts– Document library capabilities– People profiles and search
• Pain points:– No easy personalization capabilities for the
intranet frontpage– Limited content targeting capabilities– Limited content re-use capabilities– Customizations expensive to build– Limited multilanguage management
Direct challengers
In-direct challengers
Social intranet players
Cost-effective alternatives
Summary: Intranet concepts for large, heterogeneous organisations are usually more “portal scenarios”
than “SharePoint scenarios”.
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Scenario 3: Social team sites with document management
© 2013 North Patrol Oy
• Some tools are more social than others and have better messaging/notification systems, but in the end differences are small
• Only few tools have some ’philosophy’ behing them, eg. Basecamp
• But there are few things that differentate… Most notably…
Scenario 3: Social team sites with document management
© 2013 North Patrol Oy
• Saving changes directly to team site’s document library is something that only MS Office programs do – and only with SharePoint
• MS however has published the standard, but only Alfresco has used it so far in their cloud-service
• Other products use WEBDAV or some plugin/software to upload/download in the background (=> limited)
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Scenario 3: Social team sites with document management
© 2013 North Patrol Oy
• SharePoint is the king of the hill • SharePoint’s strenghts:– Newsfeed for discussions– Integration with Office (ctrl+s saves
directly to SharePoint)– Teamsites can be extended and
customized for different use cases– Offline editing to documents
• Pain points:– Licence cost can be high– Building a hybrid environment not really
possible yet (cloud + on-premise)– Creates a siloed environment by default
Direct challengers
In-direct challengers
Cost-effective alternatives
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Scenario 3: Social team sites with document management
© 2013 North Patrol Oy
• SharePoint is the king of the hill • SharePoint’s strenghts:– Newsfeed for discussions– Integration with Office (ctrl+s saves
directly to SharePoint)– Teamsites can be extended and
customized for different use cases– Offline editing to documents
• Pain points:– Licence cost can be high– Building a hybrid environment not really
possible yet (cloud + on-premise)– Creates a siloed environment by default
Direct challengers
In-direct challengers
Cost-effective alternatives
Summary: Can you live without documents? If yes,
then you have options, if not, then choices are very
limited.
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Scenario 4: Partner extranets
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• Mostly document-centric information sharing, but some custom elements and/or reporting views
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Scenario 4: Partner extranets
© 2013 North Patrol Oy
• SharePoint is very strong in this scenario when most use cases are document-centric use cases
• SharePoint’s strenghts:– Document library capabilities– Extensible team site templates– Integration to other MS products
• Pain points:– Integration to non-MS systems– User access management demands
separate products (eg. UAG)– Hybrid environments difficult to setup
Direct challengers
In-direct challengers
Cost-effective alternatives
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Scenario 4: Partner extranets
© 2013 North Patrol Oy
• SharePoint is very strong in this scenario when most use cases are document-centric use cases
• SharePoint’s strenghts:– Document library capabilities– Extensible team site templates– Integration to other MS products
• Pain points:– Integration to non-MS systems– User access management demands
separate products (eg. UAG)– Hybrid environments difficult to setup
Direct challengers
In-direct challengers
Cost-effective alternatives
Summary: Again, if you need the document collaboration
then there are few real options for SharePoint.
Mainly Alfresco. If you don’t need the documents then probably any portal works
for you.
Scenario 5: Customer extranets
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Scenario 5: Customer extranets
© 2013 North Patrol Oy
• SharePoint is shortlisted for this scenario only in Microsoft-heavy companies
• SharePoint’s strenghts:– Integration to other MS products
(especially to Biztalk)– Document library capabilities
• Pain points:– Integration to non-MS systems– Limited support for different user access
management possibilities– Customizations are expensive to build
and maintain & hard to update
Direct challengers
In-direct challengers
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Scenario 5: Customer extranets
© 2013 North Patrol Oy
• SharePoint is shortlisted for this scenario only in Microsoft-heavy companies
• SharePoint’s strenghts:– Integration to other MS products
(especially to Biztalk)– Document library capabilities
• Pain points:– Integration to non-MS systems– Limited support for different user access
management possibilities– Customizations are expensive to build
and maintain & hard to update
Direct challengers
In-direct challengers
Summary: Customer extranets rarely benefit from
SharePoint unless all the background systems are also
MS-products. Even a traditional portal product
might not be needed.
Scenario 6: Websites without eCommerce
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Scenario 6: Websites without eCommerce
© 2013 North Patrol Oy
• SharePoint is shortlisted for this scenario only in Microsoft-heavy companies
• SharePoint’s strenghts:– Integration to other MS products
(especially to Biztalk)
• Pain points:– Limited digital marketing capabilities– Limited multilanguage capabilities– Limited content re-use capabilities– Limited preview capabilities– Expensive to implement
Direct challengers
In-direct challengers
Cost-effective alternatives
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Scenario 6: Websites without eCommerce
© 2013 North Patrol Oy
• SharePoint is shortlisted for this scenario only in Microsoft-heavy companies
• SharePoint’s strenghts:– Integration to other MS products
(especially to Biztalk)
• Pain points:– Limited digital marketing capabilities– Limited multilanguage capabilities– Limited content re-use capabilities– Limited preview capabilities– Expensive to implement
Direct challengers
In-direct challengers
Cost-effective alternatives
Summary: If you have too much money and don’t
really care about running an effective online channel you should do the website with
SharePoint.
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Summary
© 2013 North Patrol Oy
• Great for SharePoint, if you have the money for licencees and implementation:1. Social, one company intranets
2. Social team sites & document management
3. Partner extranets (when it’s about documents and team sites)
• For a more cost-effective intranet solution you might consider Atlassian Confluence or dedicated intranet products like Interact or Igloo (but many of them are not very cheap for larger orgs!).
• For document management you might consider Alfresco (great Office integration) or cloud-solutions like Huddle or M-Files. Currently Office integration is the main problem for most alternatives.
• For complex intranets with personalization demands you should evaluate portal products that have local partners near you (eg. Oracle, Liferay or Jahia). SharePoint can be really problematic in more complex scenarios even if you had the money to customize.
• For customer extranets you should evaluate portals or Web CMS solutions or consider even building them as custom solutions. SharePoint rarely makes sense for customer extranets.
• For websites SharePoint makes sense only when you have to integrate to other MS products heavily (eg. Biztalk), and even then systems like EPiServer are usually better and cheaper.
“Social, one company intranets”
Partner extranets
Social team sites and document management
North Patrol Oy 201338
Thank you.
- Slides will be available in SlideShare (follow #jboye13)
- Twitter: @perttutolvanen and @NorthPatrol
- perttu.tolvanen@northpatrol.com- http://www.northpatrol.com