SharePoint as a Cost-Effective ECM Solution

Transcription

1 INDUSA Technical Corp SharePoint as Cost-Effective ECM Solution SharePoint as a Cost-Effective ECM Solution Whitepaper presented by INDUSA Technical Corp. SEI-CMM Level 4 ISO 9001:2008 ISO 27001:2005

2 INDUSA Technical Corp SharePoint as Cost-Effective ECM Solution Table of Contents Introduction of ECM... 3 SharePoint Compared to other ECM platforms... 3 At the End of the Day: What s the Business Value?... 5

3 INDUSA Technical Corp SharePoint as Cost-Effective ECM Solution Introduction of ECM Enterprise Content Management has emerged through the consolidation of diverse technologies. Enterprises create content every day; intentionally and unintentionally within the context of business processes. A strategic approach is required for the effective management of content, but more important is the focus upon the connections between people and content, and must also address behavioral barriers in the workplace. Enterprise Content Management (ECM) has been a buzzword floating in the enterprise. Yet its promise of integrating proven methods and tools to capture, manage and deliver relevant information to an organization has yet to be realized. SharePoint Compared to other ECM platforms Defining an ECM roadmap Identification of both organizational and user requirements. Engagement of the users throughout the implementation. A relevant adoption plan for train users about the combined working of organizational ECM strategies and toolsets. Demarcating Features of MOSS 2007 as an ECM solution Empowering users is what sets SharePoint apart from other ECM platforms. Its ease of use and tight integration with existing Microsoft toolsets like Windows and Office provides a low barrier to entry that can engage users to participate in ECM. In addition, in this climate of tight corporate budgets, SharePoint is cost effective considering that it is an enterprise platform that can deliver solutions above and beyond ECM. Lastly, its seamless integration with complementing SharePoint tools like social computing, business intelligence and search can be compelling for enterprises to invest in the platform.

4 INDUSA Technical Corp SharePoint as Cost-Effective ECM Solution Document ID: This new feature generates a unique identifier for every document uploaded. With this feature, a document can be tracked even if it's moved. Metadata: SharePoint utilizes metadata in organizing information with features such as tagging, ratings and keywords. A paradigm shift in traditional hierarchical file and folder structure. Document Sets: Documents can now be grouped together in sets that can be worked with as one logical unit in MOSS 2007, perfect enough for project environments. Search: Search in MOSS 2007 has been greatly enhanced and streamlined. Query less search is A Forrester research report stated that about 22% of the respondents preferred SharePoint for its ECM capabilities and about 52% of them said that it will replace their existing ECM system. available and can be very useful for rich media content like photos and videos. Records Management: Records Management has greatly been improved and streamlined by allowing users to declare a document as a record. A schedule can be defined to transfer these declared records to the Record Center. Auditing metadata such as expiration, author, hold, etc. are available. Social Computing: Apart from effectively organizing information, MOSS 2007 enables users to define social relationships and relevance of information with My Sites which allows them to see the tags of their posts, their jobs, what they are working on, posting messages and interacting with their colleagues. Integrating External Platforms: MOSS 2007 has various tools to bring various platforms together. SharePoint Designer, Business Connectivity Services (BCS), External lists can integrated as external data sources into SharePoint. Ease of Use: Tight integration with MS Office allows content from an office document on the desktop to interact with MOSS 2007 making it very efficient for users. It has reduced clicks to publish content and it truly empowers everyone to be a content author. Its best-of-breed and fully-integrated components deliver the scalability you demand while your users realize Microsoft s unmatched familiarity and ease-of-use. SharePoint provides the full breadth of Content Management capabilities at a fraction of the cost of legacy ECM vendors.

5 INDUSA Technical Corp SharePoint as Cost-Effective ECM Solution At the End of the Day: What s the Business Value? The hypothesis stated here shows typical results that will yield real, measurable ROI that can be used to justify the SharePoint investment. Contract Lifecycle Management can help your organization transform contracting from a costly, paper-based process into an efficient, technology-enhanced system that will allow your organization to not only manage the entire lifecycle, but also manage the actual terms of each contract. SharePoint 2007 delivers a level of ease and functionality (specifically with regard to adding custom workflows and automating business processes) that are not approached by other solutions. Supplement these functionalities with the potential business value of utilizing an external security model to your SharePoint 2007 implementation - to open the platform to partners, customers, vendors, or employees from other business units and organizations start seeing some real ROI. SharePoint 2007 provides one software platform, one support skill set, a physical hardware model, backup and A Hypothesis: An entertainment company required a Contract Lifecycle Management solution to manage the numerous types of contracts related to a movie production. These contracts were often very complex with many different clauses that were dependent on the individual negotiation. Missed contractual obligations could result in millions of dollars in late fees and penalties. The company implemented a Contract Lifecycle Management solution that standardized the contract clauses and provided automated alerts and triggers to reduce the possibility of financial penalties and ultimately improve the company s bottom-line performance. disaster recovery solution, and governed look and feel that can replace so many costly and disparate solutions that it quickly makes real business sense and can actually add to your organization s bottom line. About INDUSA INDUSA Technical Corp. is an ISO 9001:2008, ISO certified and CMM Level 4 certified Software Solutions and Consulting Company, focused on providing cutting edge technology solutions to clients, worldwide for over 20 years. We focus on maximizing client returns from outsourcing and off-shoring application development, design, maintenance and testing. INDUSA is headquartered in IL, USA with offices in UK & India and we have extensive experience in developing and managing large IT applications in real time to enterprises worldwide. Corporate Headquarters INDUSA Technical Corp. 1 TransAm Plaza drive, Suite 350, Oakbrook Terrace, IL Tel: / Website: