SharePoint compared with alternatives Things you shouldn’t do with SharePoint & the most suitable alternatives 2016-09-22 Perttu Tolvanen (@perttutolvanen) / Congres SharePoint 2016 (Utrecht, Netherlands)
Advisor in buying intranet and web projects
Intranet concepts, technology evaluations, implementation partner negotiations
2
(Almost) Unique strengths of SharePoint 1. Document collabora0on made easy (and mobile). 2. O365 package includes email, calendar, video conferencing. 3. O365 includes Office products. 4. O365 includes a social channel product (Yammer).
3
MicrosoG is building a new plaIorm to replace Windows and Office (as their #1 cash cow). They want everyone to sign in through Office 365 – that is their main game. Intranets are not their focus right now, especially not intranets for large enterprises.
vs.
5
The ’applifica0on’ is a major design and technology trend – and something Office365 follows strongly. This has (or should have) major implica0ons for your intranet concept design if you use Office365.
Cloud
MicrosoG is basically changing its strategy from a car maker to a provider of public transporta0on – a major strategic move. i s e On-prem
MicrosoG fights two baTles at the moment: 1) Office365 to replace Office package as a “must-have” product for organiza0ons. 2) Challenge Amazon with Azure as the plaIorm to host custom soGware solu0ons. Business portals? Intranets? Web content management? Demanding document management?
Things you shouldn’t do with SharePoint
8
Things you shouldn’t do with SharePoint
1) Strongly role-based intranet concepts • You shouldn’t build role-based services/ views with SharePoint since the audience targe0ng system is very limited and does not respect user access rights. • If you are planning something like this, you should use a portal plaIorm such as Liferay, IBM WebSphere Portal or other Java-based portal choices.
Tähän wireframe jostain, vaikka tampereen kaupunki?
Things you shouldn’t do with SharePoint
1) Strongly role-based intranet concepts • You shouldn’t build role-based services/ views with SharePoint since the audience targe0ng system is very limited and does not respect user access rights. • If you are planning something like this, you should use a portal plaIorm such as Liferay, IBM WebSphere Portal or other Java-based portal choices.
Intranet elements for group x Intranet elements for group z
Intranet elements for group y Intranet elements for group f
Tähän wireframe jostain, vaikka tampereen kaupunki?
Things you shouldn’t do with SharePoint
1) Strongly role-based intranet concepts Intranet
Extranet
• Especially if you are building an intranet +extranet concept where some partners or suppliers or part-0me workers need to be able to access some parts of the service, you will be beTer off with a true portal system.
Tähän wireframe jostain, vaikka tampereen kaupunki?
Things you shouldn’t do with SharePoint
1) Strongly role-based intranet concepts
• However, if your plans are only for the frontpage, and you are not going to change the frontpage concept oGen, then building a custom “frontpage applica0on” in Azure might do the trick!
Tähän wireframe jostain, vaikka tampereen kaupunki?
Things you shouldn’t do with SharePoint
1) Strongly role-based intranet concepts
Somewhat limited/simple user access and rights management also applies to social channels. Yammer is not very easy to manage with a large number of very different user groups, which is one key area where, for example, IBM Connec0ons is much more capable. 13
Things you shouldn’t do with SharePoint
2) Multi-country/language intranet concepts • If you have strong opera0ons in different countries, and you need strong language version management capabili0es, you shouldn’t use SharePoint. • Also, if you need powerful content re-use and/or content inheritance features, don’t use SharePoint. • There is a large market of very capable web content management systems, use one of them!
Group intranet Country intranet x Country intranet y
Country intranet d
Things you shouldn’t do with SharePoint
3) Documents as multipurpose business assets
Mobile apps for field workers
Intranet
Intranet CRM/ERP other systems
Things you shouldn’t do with SharePoint
3) Documents as multipurpose business assets
Mobile apps for field workers
Intranet
Intranet CRM/ERP other systems
One document repository, but accessible through different systems, channels and services – and with strong metadata-based user access model.
Things you shouldn’t do with SharePoint
3) Documents as multipurpose business assets
vs.
If you want to store your documents in a repository that holds all your documents and serves other business systems through APIs, then you shouldn’t use SharePoint. Instead, you should use dedicated document management systems, such as Box, M-Files, IBM Filenet, Alfresco, Documentum, even Dropbox.
Things you shouldn’t do with SharePoint
4) Intranets for thousands of “field workers”
For organiza0ons with hundreds or a few thousand employees, Office 365 costs are typically reasonable.
18
For organiza0ons with thousands or tens of thousands of employees , the costs can be very high – especially if a large share of employees doesn’t use Office applica0ons in their work.
Summary: Things you shouldn’t do with SharePoint 1. Very role-based intranets/ extranets 2. Mul0language/mul0-country intranets 3. Use SharePoint as a document repository 4. Pay MicrosoG’s licence prices if you have thousands of employees who don’t need Office tools
19
Overview of the intranet platforms and tools market
20
Platforms and tools to build intranet systems
Main plaIorm choices
e.g. SharePoint, portals, WCM, collabora0on tools, dedicated intranet products
21
Platforms and tools to build intranet systems Social channel
Main plaIorm choices
e.g. SharePoint, portals, WCM, collabora0on tools, dedicated intranet products
22
e.g. Yammer, HipChat, IBM Connec0ons, Slack
Platforms and tools to build intranet systems Social channel
Main plaIorm choices
e.g. SharePoint, portals, WCM, collabora0on tools, dedicated intranet products
e.g. Yammer, HipChat, IBM Connec0ons, Slack
Document repository
e.g. Box, M-Files, Dropbox, IBM Filenet, Alfresco, Documentum
23
Platforms and tools to build intranet systems Social channel
Main plaIorm choices
e.g. SharePoint, portals, WCM, collabora0on tools, dedicated intranet products
e.g. Yammer, HipChat, IBM Connec0ons, Slack
Document repository
e.g. Box, M-Files, Dropbox, IBM Filenet, Alfresco, Documentum
24
Search server (e.g. SharePoint, Elas0csearch, Solr)
Platforms and tools to build intranet systems Main plaIorm choices 1. SharePoint (O365 or on-premise, with starter package product or vanilla) typically for collabora0on-driven intranets 2. Collabora:on tools (other than SharePoint, e.g. Atlassian Confluence) for smaller organiza0ons and certain special areas, e.g. higher educa0on 3. Portals (e.g. Liferay, IBM, Oracle) typically for very role-based “business portal” intranets, where showing tasks and data from other systems and having strong access control is cri0cal 4. Web content management systems (e.g. Drupal, Sitecore, Episerver) for intranet setups with mul0ple languages and strong country intranet sites 5. Dedicated intranet products (e.g. ThoughtFarmer, Interact, Igloo) typically for smaller organiza0ons that want to get up and running very fast 25
Additional platforms and tools Document management systems • Typical alterna0ves are Box, M-Files, Alfresco, IBM Filenet, Documentum. Social channels • Main compe0tors are Yammer, HipChat, Slack and IBM Connec0ons. Enterprise search • Typical enterprise search systems are e.g. BAInsight (on top of SharePoint), Sinequa, Coveo and Funnelback, Solr (stand-alone or packaged, e.g. Lucidworks, Mindbreeze, Aqvio), Elas0csearch 26
Typical combinations Scenario 1: Office 365 is only used for basic collabora0on, e.g. team sites, email, calendar and possibly Yammer. The main intranet is built with web content management system (or portal system). Scenario 2: Office 365 is only used for email, calendars and possibly Yammer. Main intranet is built with web content management system or portal system and there is a separate document management system. Scenario 3: Office 365 is only for white collars, and the main intranet and social channel plaIorm is IBM (portal + connec0ons) or Liferay portal (portal, no social channel). Scenario 4: All-in IBM. … but s0ll need Office tools. Scenario 5: All-in Google. … cool UX, but management nightmare. 27
Final advice 1. If you want Office tools, you don’t have a lot of choices but to pay for Office 365 in some way. That said, many large enterprises are not going to build their intranets, portals and other systems on top of Office 365 – even though they would use Office 365 for email, calendar, and maybe for Yammer. Office 365 will just be a ”suppor0ng system” for those more complex systems. 2. … and that is exactly what MicrosoG wants right now. MicrosoG has enough challenge in providing ”the new Office” through the cloud and offering those small apps to jus0fy the running cost. 3. MicrosoG is not going to invest in compe0ng with portals and web content management systems in the near future. 28
Perttu Tolvanen Web & CMS Expert, Partner PerTu Tolvanen is a CMS expert who helps clients choose partners and technologies for their Web, intranet and eCommerce projects. His daily work involves wri0ng RFPs, analyzing proposals, mee0ng vendors and facilita0ng workshops.
[email protected] +358 50 685199 @perTutolvanen hEp://www.perEutolvanen.com linkedin.com/in/perEutolvanen
29
Advisor in buying intranet projects North Patrol is your expert in selecting the best vendors and technologies for your next intranet or web project. We are an independent consulting company without ties to system vendors, and can help you define the concept, select the best system and vendor. We have participated in projects using e.g. the following products: Drupal, WordPress, EPiServer, Sitecore, Sitefinity, Liferay, SDL Tridion, SharePoint, Confluence, Magento, Hybris. www.northpatrol.com
30
