British Computer Society

Transcription

1 British Computer Society Enterprise Content Management Duncan Williams Deltascheme 24 th April 2008

2 Agenda - Enterprise Content Management Introduction to Deltascheme What is Content Management? The Evolution of Content Management Why Implement Content Management? The ECM Market place today Microsoft's Vision for Content Management Introduction to SharePoint 2007 Implementing a SharePoint 2007 system Questions

3 An Introduction to Deltascheme Limited Duncan Williams

4 Deltascheme Limited - Introduction, products & services UK company, based in Bucks. 21 years old! Implementation Partner, Systems Integrator & Solutions Provider Market best of breed 3 rd party software solutions Microsoft, Open Text, FileNet, Kofax, K2 & Active Navigation ISO9001 accredited organisation Specialise in the provision of: Enterprise Content Management Web Publishing (Web Content Management) Document & Records Management (including paper scanning) Knowledge Management & Collaboration Case Management (including Freedom of Information) Business Process Management (Workflow) Extranets, Intranets and Internets Business Intelligence

5 What is Content Management?

6 What is Content Management? - Summary of capabilities Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. Content management, or CM, is a set of and technologies that the evolutionary life cycle of digital information. This digital information is often referred to as content or, to be precise, digital content. Digital content may take the form of text, such as documents, multimedia files, such as audio or video files, or any other file type which follows a content lifecycle which requires management.

7 The Evolution of Content Management

8 Content Management NETWORK DRIVES C DRIVES ON PCS LAPTOP C DRIVES ORGANISORS SERVERS ERP HR CRM FILING CABINETS INTRANET OTHER SYSTEMS REMOTE STORAGE INTERNET

9 Content Management ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ARCHIVE NETWORK DRIVES C DRIVES ON PCS LAPTOP C DRIVES ORGANISORS SERVERS RECORDS MANAGEMENT CONTENT MANAGEMENT/ WEB PUBLISHING ERP COLD/COOL HR ARCHIVE CRM FILING CABINETS INTRANET OTHER SYSTEMS RECORDS MANAGEMENT WEB CONTENT MANAGEMENT REMOTE STORAGE INTERNET

10 Content Management ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ELECTRONIC DOCUMENT MANAGEMENT ARCHIVE NETWORK DRIVES C DRIVES ON PCS LAPTOP C DRIVES ORGANISORS SERVERS RECORDS MANAGEMENT FILING CABINETS Records CONTENT Management Document MANAGEMENT/ Management Web Content WEB Management Knowledge PUBLISHING Management Process Management Business INTRANET Intelligence Collaboration ERP COLD/COOL HR ARCHIVE CRM OTHER SYSTEMS RECORDS MANAGEMENT WEB CONTENT MANAGEMENT REMOTE STORAGE INTERNET

11 Why Implement Content Management

12 Why Implement Content Management? - Business benefits and compliance Legislation, Regulation & Compliance The UK is becoming ever more litigious! The Freedom of Information Act Environmental Information Regulations The Data Protection Act Sarbanes-Oxley Act The implications of Public Inquiries (e.g. Hutton & Laming) The Modernising Government Agenda Organisations need to know that their decisions are based on the right up-to-date information (content) which can only been seen by authorised users and is retained for the appropriate period of time!

13 Why Implement Content Management? - Business benefits and compliance Cost Benefits & Standards of Service Improved productivity and efficiency (workflow, easy of accessibility and automation of tasks & processes) Information Access (collaboration, decision making & knowledge management) Security of Content and Business Continuity (accessibility, restriction of access and disaster recovery) Standards of Service (responsiveness, performance, consistency and accuracy) Auditability, Accountability and Business Intelligence (KPIs, etc. and the ability to analyse events to improve performance) Office Relocation and Downsizing Expensive moving paper. The new office may not have room for it all!

14 The ECM Market, today and in the future.

15 The ECM Marketplace - Status of the Market today Large number of vendors Some large, many small Many niche providers e.g. Local Government Functionally often the same Big variance in costs All have to integrate with Office No one product is best of breed!

16 Basic Content Management? - What is it and what does it offer? A new category of content management offerings has emerged that fulfills a large and important need. "Basic Content Services" offers simple, commodity functions at a low price so companies can afford to provide them to most or all employees. Basic Content Services will enable companies to better organize document handling in day-to-day operations.

17 Basic Content Management? - What is it and what does it offer? Unfortunately, ECM suites cost too much to roll out to every employee. Moreover, the ordinary worker doesn't need all of the sophisticated functions that an ECM suite typically has. The cost and complexity are overkill for many users and applications. Thus, Microsoft and others have started offering products that provide basic functions the market will be undergoing dramatic changes through 2008.

18 The ECM Marketplace - Impact on the ECM Marketplace MOSS07 widely expected to rapidly become the defacto standard for desktop ECM Significant increase in company acquisitions & mergers Smaller providers disappear Rise of open source software Increased number of solutions around MOSS 2007 The powerhouse vendors (IBM, Microsoft, Oracle and SAP) will use Basic Content Services to dominate the content management market. Gartner Reduction in cost of installation, training, ownership & upgrades Vendors rushing to provide MOSS integration & be linked to Microsoft

19 The ECM Marketplace - Impact on the ECM Marketplace

20 Microsoft s vision with Microsoft Office SharePoint Server 2007 (MOSS07)

21 Enterprise Content Management - Microsoft s Vision with Office, Outlook & MOSS07 For most organisations, most of their content is now created and modified through Microsoft desktop applications such as Word, Excel, Outlook, etc. The most ideal scenario would therefore be that Office and Outlook became a seamless part of the Content Management System

22 Enterprise Content Management - Microsoft s Vision with Office, Outlook & MOSS07 Microsoft Office Microsoft Outlook Microsoft Office SharePoint Server 2003

23 Enterprise Content Management - Microsoft s Vision with Office, Outlook & MOSS07 Microsoft Office Microsoft Outlook Microsoft Office SharePoint Server 2007

24 Pre-release software, subject to change

25 Pre-release software, subject to change

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30 An Introduction to Microsoft s Vision for ECM Duncan Williams

31 An Introduction to Microsoft Office SharePoint Server 2007 Duncan Williams

32 Microsoft Office SharePoint Server - History and development Office 2007 SharePoint Servers Portal, Web Content Management, and More Windows SharePoint Services v3 SharePoint Portal Server 2003 Windows SharePoint Services v2 Content Management Server 2002 SharePoint Team Services v1 SharePoint Portal Server 2001

33 Microsoft Office SharePoint Server - Scaleable and extendable Single Infrastructure for Document Management, Intranet, Internet and Extranet Portals - the new way of working!

34 Microsoft Office SharePoint Server - Functional Overview Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Business Intelligence Collaboration Docs/tasks/calendars, blogs, wikis, integration, project management lite, Outlook integration, offline docs/lists Rich Web forms based frontends, LOB actions, pluggable SSO Business Process & Forms Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model Portal Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Integrated document management, records management, and Web content management with policies and workflow Content Management Search Enterprise scalability, contextual relevance, rich people and business data search

35 Microsoft Office SharePoint Server 2007 Sample Customers Duncan Williams

36 Microsoft Office SharePoint Server - Sample Customers Parks Canada Agency

37 Implementing a Microsoft Office SharePoint Server 2007 System

38 Project Requirements - Designing the MOSS07 Solution MOSS07 Paper Records Structure (Dept/Function) Document & Records Management Content Types & Metadata Document Rules (Versions/Publish) Outlook Users/Roles & Security Retention & Disposition Audit Requirements Intranet Based Applications Microsoft Office Legacy DM Systems Look/feel & Navigation (Customisation?) News Channels, RSS Polls, Wikis, Blogs Electronic Forms (What Product?) Workflows (What Product?) Contact Management (What Product?) Project Areas & Collaboration Reporting & Business Intelligence Use of Extranets (Members, Partners) Content Searching (Structured/Unstructured) Microsoft Projects/EPM Network Drives System Architecture (Sizing, servers, etc.) Architecture & Infrastructure System Administration (Back Ups, etc.) Availability & Disaster Recovery LOB Applications

39 An Introduction to 3 other products worth considering Duncan Williams

40 Content Audit, Migration & Classification - Introducing Active Navigation Assists with Migration of Legacy Content Understand existing information assets Removes duplicate documents Re-classifies content (against RM policy & IPSV, etc.) Migrates content into MOSS07 (network drives, ECM, etc.) Aids Ongoing Content Classification Automatically suggests (based on content) how new content should be classified Notifies users of duplicate content Aids Searching Enhances standard search by theming the results provided Delivers relevant content to users in a guided, intuitive manner

41 Paper Content Capture - Introduction to Kofax Ascent World leader in capture solutions - offers modules for scanning, forms processing, indexing, PDF generation, verification and release Ad-hoc, departmental, remote & production scanning Batch Scan paper documents using fast scanners Key from image to reference images, configurable index fields Integration for data validation or auto-population (hierarchical) Powerful forms processing for OMR, OCR, ICR and barcode, etc. Supports other file formats (e.g. Word, Excel, , etc) PDF image or image+text generation option Optional Xtrata Pro for unstructured forms processing (invoices) Virtual ReScan (de-skews, cleans, rotates, colour recognition, blank page removal )

42 Integrated Workflow - Introduction to K2 blackpearl K2 significantly enhances MOSS Workflow Very tightly integrated with Microsoft products WSS, MOSS 2007 Office Outlook InfoPath, etc. Provides a Powerful and Easy to Use Tool For mapping out workflows Building forms Changing processes Providing 3 rd Party Lookups to other systems, etc.

43 Duncan Williams Questions?

44 Contact Details Duncan Williams Deltascheme Limited Tel: Local Tel: Mobile: Fax:

45 Enterprise Content Management - Microsoft s Vision with Office, Outlook & MOSS07 Integrated client/server capability 2003 Client 2007 Client Enterprise Content Management Content Management process integrated into client PowerPoint Slide Libraries Publish slides for central storage, reuse and change notification Excel Services Publish spreadsheets for server hosting, web viewing and component access control Electronic Forms Publish e-forms for and browser based form completion Access / SharePoint Integration Host Access data on SharePoint sites, use either browser or Access client to work with data Outlook / SharePoint Integration Bi-directional sync of calendars, tasks, and contacts. Offline access to document libraries. Groove / SharePoint Integration Direct synchronization between Groove workspaces and SharePoint document libraries Outlook / Exchange 2007 Utilization Unified communications, Managed folders, Scheduling enhancement and more. Limited or no access to capability Partial access to capability Full access to capability * 2007 Clients throughout this deck refers to Office Enterprise 2007 and Office Professional Plus 2007