Monitoring and Measuring SharePoint to Guarantee Your ROI

Monitoring and Measuring
SharePoint to Guarantee Your ROI
Christian Buckley, Beezy

Christian Buckley
Chief Marketing Officer
www.buckleyplanet.com
@buckleyplanet
cbuck@beezy.net
ITUnity.com/go/CollabTalk

Beezy is the premier enterprise collaboration solution for Microsoft
Office 365 and SharePoint, extending the feature set and improving the
user experience for on-premises, cloud, and hybrid deployments. We are
on a mission to transform the way people work, and to help employees
be more connected, innovative, and happy.
Learn more at www.beezy.net or @FollowBeezy on Twitter.

 How many are actively monitoring and measuring usage analytics
of SharePoint and/or Office 365 today?
 How many here are using the telemetry capability available from
Microsoft to improve your own platform and systems?
 How many think you have a good idea of the ROI of your existing
tools and systems, including SharePoint and/or Office 365?

What are we talking about today?
Usage analytics
Telemetry
Return on investment

You cannot manage
by metrics alone

Measuring ROI is broad
 What are you measuring?
 What then needs to be monitored?
 You can look at usage metrics, but is that truly the right
measurement of your ROI?

SharePoint 2013 and
Office 365 Analytics

Out-of-the-box Metrics
 Reports are generated in Excel

Benefits of tracking usage
 Prove out basic adoption of new sites
 Help identify shortfalls in the design
 Indicate how searches are being used
 Whether search is effective, where it should be optimized
 Track basic historical patterns in usage, such as the number of
views and unique users
 Simple usage trends, determine times of high and low activity

OOTB Usage Reports
Report Type Description
Usage
This report shows historical usage information about the site collection, such as the number of views
and unique users. Use this report to identify usage trends and to determine times of high and low
activity.
Number of Queries
This report shows the number of search queries performed. Use this report to identify search query
volume trends and to determine times of high and low search activity.

OOTB Search Reports
Report Type Description
Top Queries by Day Use this report to understand what types of information visitors are seeking per day.
Top Queries by Month Same as above, but by month.
Abandoned Queries by Day
Popular search queries that received low click-through per day. Use it to identify search queries that
might create user dissatisfaction and to improve the discoverability of content. Then, consider using
query rules to improve the query’s results.
Abandoned Queries by
Month
Same as above, but by month.
No Result Queries by Day
Popular search queries that returned no results. Use to identify search queries that might create user
dissatisfaction and to improve the discoverability of content using query rules to improve results.
No Result Queries by
Month
Query Rule Usage by Day
Shows how often query rules fire, how many dictionary terms they use, and how often users click their
promoted results. Use it to see how useful your query rules and promoted results are to users per day.
Query Rule Usage by
Month

Advantages of OOTB
 Analytics engine finds relevant information based on clicks, views, etc.
 Indicators and usage data based on number of views and unique visitors
 Better visibility over your content consumption – what is being viewed and
where within your environment
 Engine extensible for 3rd party partners, with many partners providing
some additional value add to OOTB

Other options: Google Analytics
 Add the Google Analytics
code snippet without
modifying the underlying
master pages or any other file
delivered from Microsoft.

Other options: WebTrends
 Where Google is free, WebTrends
can be a bit pricey – but it is one
of the most comprehensive
toolsets out there.

New Office 365 reporting dashboards
 With both the in-product
Office 365 usage reports
and the Office 365 content
pack for Power BI, you will
have more tools at your
disposal to monitor how
your users are using the
service and how you can
maximize the ROI.

New Office 365 reporting dashboards
The Office 365 content
pack (in preview)
enables you to use the
powerful reporting and
analytics capabilities of
Power BI to analyze and
create interactive
dashboards.
http://bit.ly/1NGR78P

Telemetry+analytics
 Office Telemetry is a compatibility monitoring framework
 Replaces the Office 2010 compatibility tools Office Migration
Planning Manager (OMPM), Office Code Compatibility Inspector
(OCCI), and Office Environment Assessment Tool (OEAT)
 Simply put, monitors and tracks exceptions within your platform
 Pushes exception data to an log in real-time
 Accurate data around what people are doing, steps they take to
complete work activities

Monitoring and Measuring SharePoint to Guarantee Your ROI

How Microsoft uses telemetry and
analytics to improve the platform
 When a document or solution is loaded, used, closed, or raises an error,
the application adds a record about the event to a local data store.
 Each record includes a description of the problem and a link to more
information.
 Inventory and usage data is tracked.
 Data analysts review results, help the product team identify impact of
problems founds, value of options to resolve
 The product team is better able to assess where to invest time and
resources based on actual customer activity

What is Office Telemetry Dashboard?
 Excel-based solution designed for IT Pros to view metrics
‒ How frequently end users open specific Office documents
‒ Issues that end users experience
‒ Detailed information about their deployments, hardware, and
documents
 Aggregated telemetry data is collected from end user PCs

How can I apply this?
 Step 1-Collect data: Start with collecting
actual document and solution usage and
metadata from end users.
 Step 2-Analyze data: Identify the business-
critical documents and add-ins that need to
be ready on the first day of your deployment.
 Step 3-Start a pilot deployment, focusing on
the most critical solutions: Focus on testing
documents and add-ins that are necessary to
run the business. Proactively monitor how
the business-critical documents and add-ins
are behaving when they are tested. Quickly
figure out resolutions to issues.
 Step 4-Deploy and continue monitoring your
solutions: Deploy the new solutions, and look
for cases of errors or poor performance to be
addressed.

Why you might extend your own
telemetry and analytics capabilities
 Focus your innovation on where you’ll drive the most benefit
 REALITY: It’s really powerful, but difficult
 Pilot first, rinse, repeat
 Focus on very specific metrics, expand from there
 Focus on a key workload – like reducing product delivery time
‒ Map out the key business activities
‒ Identify measurable activities
‒ Create a baseline measurement
‒ Pilot the activity first
‒ Monitor and iterate

You cannot manage by spreadsheet.
Data should be used to inform,
supplement, understand, validate.

Case study of Office 365’s ROI
 A Forrester Consulting study, which was commissioned by
Microsoft, analyzed the total economic impact of Office 365 on
mid-size businesses http://bit.ly/1r0uVx1
 They interviewed 7 mid-sized businesses and created a
composite midsize organization based on the experience of
these organizations. The composite organization had 150
employees, with some mobile workers, others at corporate
headquarters and another group in global branch offices
 They found that Office 365 delivers an ROI of 321% with a
payback period of 2 months for the composite organization

 Knowledge worker productivity
 Mobile worker incremental productivity
 Eliminated hardware
 Eliminated third-party software
 Web conferencing savings
 Substituted Microsoft licenses
 Avoided on-premises planning and implementation labor
 Reduced IT support effort
 Reduced travel costs and corresponding CO2 emissions

Measurement ROI
Knowledge worker productivity $657,000 across all employees in the organization
Mobile worker incremental productivity $168,750 over three years
Eliminated hardware Savings of $64,000 over three years
Eliminated third-party software Savings of $10,000 over three years
Web conferencing savings Savings of $125,000 in the initial period of the study
Substituted Microsoft licenses Savings of $35,000 in internal labor and professional
services costs
Avoided on-premises planning and
implementation labor
Savings of $25,000 over the life of the study
Reduced IT support effort Savings of $206,350 over three years
Reduced travel costs and corresponding
CO2 emissions
Savings of $260,625 over the life of the study, reduction
of 47,000 kg of CO2 emissions from air travel

 Of all the benefits Office 365 delivers, the primary reason the
interviewed companies cited for implementing the service was
reducing their total cost of ownership (TCO) for productivity
and collaboration tools.
 Says one study participant: “The cost savings that we see from a
cloud-based solution are reason enough to choose Office 365. It
saves the company money and allows our IT staff to work on
business problems that add more value to the company.”

Resources
 SharePoint 2013: How to Choose Between Web Analytics and Google Analytics, TechNet http://bit.ly/1KmbkR1
 Overview of analytics processing in SharePoint Server 2013, TechNet http://bit.ly/1NPAOG1
 Google Analytics SharePoint 2013 / Office 365, Codeplex http://bit.ly/1JEusre
 View and configure usage analytics reports in SharePoint Server 2013, TechNet Blogs http://bit.ly/1b4Jq5p
 New Analytics in SharePoint 2013, Sharegate Blog http://bit.ly/1PFibTr
 What’s new in Office 365 administration from Microsoft Ignite, Office Blog http://bit.ly/1NGR78P
 Integrating the Google Analytics API in SharePoint in order to enable users to review analytics data directly, Tobias
Zimmergren http://bit.ly/1MVwHY7
 Real Time SharePoint Analytics in 5 Minutes or Less, Summit 7 Systems http://bit.ly/1KVgePi
 Overview of Office Telemetry, TechNet http://bit.ly/1UeNTh2
 Introducing Office Telemetry in the new Office, TechNet Blog http://bit.ly/1JtVmk5
 Using Office Telemetry Dashboard to see how well your Office solutions perform in Office 2013, TechNet Blog
http://bit.ly/1JtVno9
 What Does Unstructured Information Really Cost Organizations? Barclay Blair http://bit.ly/1hPagc3
 Top 10 Reasons for Enterprises to Choose Microsoft Office 365, FMT Consultants http://bit.ly/1JEMLIy

Thank you!
www.buckleyplanet.com
@buckleyplanet
cbuck@beezy.net

Monitoring and Measuring SharePoint to Guarantee Your ROI

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