In this session you will learn how many companies adopt SharePoint as a portal or intranet, but
they miss out on the “social” features it offers. Learn how to bonify your SharePoint experience
using user profiles in order to build a rich staff directory. With MySites and User Profile
Synchronization, you are not so far from that goal !
A presentation by Louis-Philippe Vallée
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Employee Directory on SharePoint 2013
1. November 23rd, 2013
Showcase your Employees with a
Complete Enterprise Directory
Built On SharePoint 2013
Louis-Philippe Vallée
Scrum Master & Analyst for SharePoint
GSoft
louis-philippe.vallee@gsoft.com
4. WHO
Is this guy?
Louis-Philippe Vallée
Relevant project
Intranet for Radio-Canada
Intranet for La Coop Fédérée
Web site for Laval city
On going
Intranet for Intact
Intranet for Agropur
|4
5. SESSION
PLAN
Enterprise directory in SharePoint 2013
1. Actual way of doing thing
2. [Game] Keep / Don’t keep
3. Intranet in SharePoint 2013
1. Basic concepts
2. Some goals
3. Demystify My Sites
4. [Demo] Enterprise directory
1.
2.
3.
4.
User Profile Synchronization
People search
Org Chart
Pros & Cons
5. Concrete examples
6. Keys to success
7. Questions
Employee directory with SharePoint 2013 | 5
6. Employee directory
Actual way of doing thing
VoIP vocal
recognition
Paper
Notes
You can call a machine and say the
name of the person you want to reach
People print a sheet with a
list of phone extensions
Charming
receptionist
Employee directory with SharePoint 2013 | 6
7. Employee directory
Actual way of doing thing
Custom solution
A solution as been
implemented to allow a
people search
Sometime this page is a
static list updated manually
Employee directory with SharePoint 2013 | 7
8. Employee directory
Actual way of doing thing
Outlook
Lotus
Notes
People search other
employee through outlook
People search other employees
through Lotus Notes
Employee directory with SharePoint 2013 | 8
10. Employee directory
Actual way of doing thing
KEEP
What is working in your
current employee directory ?
5 minutes
DON’T
What would you improve ?
KEEP
What are your frustration with it ?
Employee directory with SharePoint 2013 | 10
11. Employee directory
Actual way of doing thing
SharePoint 2013
=
A solution
Employee directory with SharePoint 2013 | 11
12. Intranet in SharePoint 2013
Concepts
Use
r
Publicatio
n
Publication of content/news
to the employees
Collaboratio
n
Searc
h
Search for content using
metadata
Search for people
Collaboration with your team
Employee directory with SharePoint 2013 | 12
13. Intranet in SharePoint 2013
Some of the goals
1
Put the user in the middle of the
SharePoint experience
2
Work together to get things done
3
The user gets the information that HE
cares about
4
Make sure people stay active and
engaged
THE FIRST STEP TO THIS
IS YOUR EMPLOYEE
DIRECTORY !
Employee directory with SharePoint 2013 | 13
14. Intranet in SharePoint 2013
Demystify MySites
User Profile
My Site
Employee directory with SharePoint 2013 | 14
15. Intranet in SharePoint 2013
Demystify MySites
My Profile
News feed
About
General info
My Site
Team Site per
user
User is site
collection admin
Skydrive in the
suite bar
SkyDrive ?
Before
Groove 2007
Workspace
2010
Installed with
Office 2013
Available
standalone
Employee directory with SharePoint 2013 | 15
17. SharePoint 2013
Enterprise directory
You control :
visibility on each profile property
which fields should be editable by the
user
which fields are synchronized from
your AD
Employee directory with SharePoint 2013 | 17
18. SharePoint 2013
Enterprise directory
PROS
CONS
Powerfull search engine
Expensive if you are not planning
on having also an intranet on
SharePoint ($)
Synchronyzed with AD
Your Active Directory is probably not
clean enough at the moment !
Profiles open the possibilities for
personalization of your intranet
If done wrong, it can bring more
pain than gain.
Employee directory with SharePoint 2013 | 18
19. 1
Concrete exemples
Client 1 – Financial company
750
employees
SharePoint
Profiles
info
2007
Name
Exemple:
Spoken Langage
Title
Expertise profile
No
yet
Investment case for mines in
Africa:
Search the directory for
« mine » expertise to get
help on this case
Employee directory with SharePoint 2013 | 19
20. 1
Concrete exemples
Client 1 – Financial company
HOW DID THEY
PROCEED ?
1 Gave it a name :
« NICENAME »
FREE APPLES ! 3
2 Big publicity
• Corporate news
• Paper announceme
• Flyers
Take pictures of
every employee on
lunch breaks (over
2 weeks)
Employee directory with SharePoint 2013 | 20
21. 1
Concrete exemples
Client 1 – Financial company
CONSIDERATIONS
Security & Legal
User cannot change his picture in his profile
Using people’s access card photo is not legal
Maintenance on the profiles
Done by administrative assistants
Active Directory
Already clean with separation of Employees and Consultants
Employee directory with SharePoint 2013 | 21
22. 1
Concrete exemples
Client 1 – Financial company
RESULTS
85%
ADOPTION
OVER 2
WEEKS
5
DAYS
1
MONTH
PROJECT
START TO END
OF WORK
INCLUDING
BRANDING
Employee directory with SharePoint 2013 | 22
23. 2
Concrete exemples
Client 2 – Media company
6000
employés
SharePoint
Issues
2013
Multiple geographic
locations
Impossible to bring
photographer
Users must update
they own profile
Problem:
User can put inappropriate
photos !
Solution
Development of a feature to
« Report » photos
anonymously
Employee directory with SharePoint 2013 | 23
24. 2
Concrete exemples
Client 2 – Media company
HOW DID THEY
PROCEED ?
1 Configure User
Profile
Synchronization
3
2 Every week, a draw
is made upon
people that have
completed their
profile
Ex: Gift cards
Profile are self
provisioned
4
Add the people
search in the
existing intranet
Employee directory with SharePoint 2013 | 24
25. 2
Concrete exemples
Client 2 – Media company
CONSIDERATIONS
Gouvernance
Once every 2 month, a SharePoint admin has to make a check on all
the photos, looking for inapropriate content
Organization Chart
No translation on the Title
Solutions :
• Have biligual title ; (Title EN / Titre FR)
• The user puts his title in his langage
• Not possible to add a new field in this scenario (other system are using the
title field)
Employee directory with SharePoint 2013 | 25
26. 3
Concrete exemples
Radio-Canada
12000
employees
Issues
Multiple geographic
location
Data from Multiple
Directory
MySite already used
and branded
Title FR and office only
available in eDirectory
SharePoint 2010
Problem:
SharePoint cannot
synchronize from 2 different
Directory provider (AD +
eDirectory)
Solution
Synchronization on AD
External content type to
complete the missing
informations in the user
profile
Employee directory with SharePoint 2013 | 26
27. 3
Concrete exemples
Radio-Canada
CONSIDERATIONS
Localization
« If it aint broken, don’t fix it »
Mapping of the office name from the address of the user
Offices and rooms searchable
When you search in the directory
• you see the office name of the user (in the good language)
• you also find offices related to your search
A click on the office presents the office information
Needed to be the same as their old system (Oracle)
that was already working correctly
Employee directory with SharePoint 2013 | 27
29. Enterprise Directory
KEYS TO SUCCESS
Do you really need a enterprise
2 directory ? at first
Focus small
1
Only telephone number search is a good start
Cleaning your Active Directory is a little project by
3
itself
Branding is important for
Adoption & Retention
4
Make sure the profiles are
5
complete
For the launch : MAKE IT BIG !
Employee directory with SharePoint 2013 | 29
30. Remember to fill out your evaluation forms to win some great prizes!
&
Join us for SharePint today!
Nov 23rd, 2013 @6:00 pm
The Observatory Pub,
Algonquin Student’s Association
Address:
A-170 on Algonquin Campus
Parking:
No need to move your car!*
Site: http://www.algonquinsa.com/ob.aspx
Date & Time:
Location:
Secretaries us this directory dailyPHASE 2 :Transferfrom Lotus Note to SharePointAdd phone number + geographical location (personalization)
Don’t go their if youdon’t have a supportwithinyourcompanyNo need to implement the intranet personalizationat firstIf people don’tlikeit, theywon’t come backSameMake sure the communication / marketing people are withyou on this one !