SharePoint Implementation, Pre-Proposal Requirements Gathering Questionnaire

SharePoint Implementation

Pre-proposal assessment questionnaire

Organization Name

 

Website

 

Total Users

 

List down all Departments

 

Total # of Offices

 

IT Head / IT Manager / CIO Name and Contact Information

 

Other Key Stakeholders for this implementation

 

Is your IT Strategy moving towards cloud or will it remain On-Premise

 

Connectivity between the Offices

 

Please provide details of your current applications and your current IT Environment

Do you have an Intranet Portal currently? If yes, which software do you use for the same?

 

Do you currently have a Document Management System?

 

How are interactions / information exchange happening within employees of your organization?

 

Do you have an Instant Messaging tool like Lync?

 

Do you use MS Exchange?

 

Do you use Network Share Folders? If so describe the purposes, the size and also the various stakeholders who use it?

 

Do you share content with external partners, customers, stakeholders? If yes, how do you do it?

 

How do employees interact with HR, IT, Sales) and other Shared Services (Common Departments)

 

Do you have an HRMS application?

 

Do you have IT Helpdesk, IT Asset Management Applications?

 

Which ERP do you use?

 

How are Employee Announcements, Notifications, Memos, Circulars sent and shared?

 

What will be your use cases for SharePoint implementation?

Use Case

Mention Yes/No

If Yes, elaborate with quantity / functionality

Intranet Portal

  

Document Management System

  

eForms

  

Workflows

  

Business Intelligence

  

Extranet Portal

  

Internet Portal

  

Customized Module(s) on top of SharePoint

 

Choose this option if you already are running SharePoint or have plans to implement SharePoint but only develop certain Modules / Functionality on top of it. Examples could be : Ticketing, Leave Management, Purchases Management, Inventory Management etc.

Department Specific Questions

 
  1. IT
 

What are the different pieces of information that you will share within the your department?

 

What are the different types of information that you want to share with any other specific departments?

 

What are the different types of information that you want to share with all employees?

 

What are the IT specific processes that you want to give forms / workflows in the portal that employees can make use of?

 
  1. HR
 

What are the different pieces of information that you will share within the your department?

 

What are the different types of information that you want to share with any other specific departments?

 

What are the different types of information that you want to share with all employees?

 

What are the HR specific processes that you want to give forms / workflows in the portal that employees can make use of?

 
  1. Finance
 

What are the different pieces of information that you will share within the your department?

 

What are the different types of information that you want to share with any other specific departments?

 

What are the different types of information that you want to share with all employees?

 

What are the Finance specific processes that you want to give forms / workflows in the portal that employees can make use of?

 
  1. Sales & Marketing
 

What are the different pieces of information that you will share within your department?

 

What are the different types of information that you want to share with any other specific departments?

 

What are the different types of information that you want to share with all employees?

 

What are the Sales & Marketing specific processes that you want to give forms / workflows in the portal that employees can make use of?

 
  1. Operations
 

What are the different pieces of information that you will share within your department?

 

What are the different types of information that you want to share with any other specific departments?

 

What are the different types of information that you want to share with all employees?

 

What are the Operations specific processes that you want to give forms / workflows in the portal that employees can make use of?

 

Repeat the above rows for any other departments and you can respond to the same questions

 
  
  
  

General Questions

 

Do you have a current system for the selected Use Cases (Purposes) mentioned?

 

What are the primary motivators to moving into SharePoint based applications?

 

Do you currently have any SharePoint 2007 based Applications?

 

Do you require any content migration to be done from the existing SharePoint Application?

 

Do you require any content migration to be done from the existing non-SharePoint Application?

 

Is your organization geographically spread out?

 

Will the SharePoint Servers be required to be accessible across multiple geographies?

 

If your answer to the above question is Yes, how is the connectivity between the multiple locations?

 

Are you looking to have the SharePoint Servers hosted internally (On-Premise) or externally (On-Demand)?

 

Would you like us to propose On-Demand options?

 

Which SharePoint 2013 Edition you currently have / would like to go for? (out of SharePoint Foundation / Standard / Enterprise)

 

Which edition of SQL Server 2008 you currently have / would like to go for?

 

What are your deployment policies?

 

What are your training requirements?

 

Document Management

Are you looking to have a Document Management System built on SharePoint?

 

If so, what is the type of content expected?

 

What is the content growth expected?

 

Do you have any workflows (like Approval) for these Documents stored in SharePoint

 

Do you have any migration requirements (from fileshares or other systems that you may be currently using)

 

If Yes, what would be the source and size of such content

 

Intranet Portal

Are you looking at an Intranet Portal to be created on SharePoint?

 

Does it have any external application integration requirements?

 

How much of User Interface customization and branding would be required? (over the default SharePoint look and feel)

 

Any other Remarks / Functionality Required

 

Custom Modules

Are you looking to Develop and Deploy certain Customized Functionality on top of SharePoint?


 

If yes, please elaborate the functionality required.

In order to estimate the efforts required to develop this, it is recommended that, the required functionality is broken down and provided to us as:


 

  1. Any Screens
  2. Any Reports
  3. Business Logic of the module
 

Do you currently have a tool / application to manage this functionality?

 

If yes, would you want the data present in this application to be migrated to SharePoint?

 

Do you have any requirements for external integration? – Where you would require to pull / push certain information

 

User Interface / Design: Would you like to have a Customized User Interface and Design for the application? If so, please provide us branding guidelines / design preferences?

 

If no, the User Interface might be left to the default SharePoint Look and Feel, with minor customization

 

Mobile / Tablet Apps

 

Do you want to provide any mobile apps where they can access specific content from their intranet portal on the move?

 

If yes, list out the different functionality you want to offer your employees through Mobile Apps?

 

Which are the platforms you want to target, in this case?

 

Do you have a need to develop any tablet apps (apart from mobile apps)?

 

Please specify the purposes for tablet apps

 

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