SharePoint Extended. Steve Lapwood 30 August 2011

Transcription

1 SharePoint Extended Steve Lapwood 30 August 2011

2 500,000,000 s sent, and 25,000,000 searches in 10 minutes! Source: Worldmeters.info

3 Source: AIIM Industry Watch - State of the ECM Industry 2011

4 Source: AIIM Industry Watch - State of the ECM Industry 2011

5 Source: AIIM Industry Watch - State of the ECM Industry 2011

6 CONTENT CHAOS Lack of confidence in the accuracy, accessibility and trustworthiness of electronic information has remained at 40%. However, there is a three-times improvement in confidence from those who have implemented a full ECM system Source: AIIM Industry Watch - State of the ECM Industry 2011

7 The Black Hole of Information

8 TOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION TOO MUCH CONTENT Information stewardship vs ownership Private stores Non-searchable stores Hidden content Duplicates Files shares Burgeoning volumes Nested directories Naming conventions Finding stuff MORE USEFUL INFORMATION Information is content with context Related content stored together Content classified with metadata Easier to locate, greater value Better search tools? Better metadata = content in context = better search results = greater value = improved performance Auto-metadata nirvana Single content store that everyone uses Single place to out and find stuff Single place to do stuff Single version of the truth

9 CONTENT GROWTH VS INFORMATION VALUE Volume Growth Value Information Management & Search Tools Time

10 What Can We Do About It?

11 Benefits Realisation Technology Twilight SharePoint Extended TYPICAL NEEDS Direction and Strategy Information Required Records Management Business Initiatives Information Policies Solution Approach Existing Stores s as Records Content Lifecycle LoB Systems Comms Content Management Document Management Enterprise Search

12 Programme Management Infrastructure Twilight SharePoint Extended A SOLUTION STACK Vision and Roadmap Analysis and Design Implementation and Deployment Classification Scheme Governance Framework Migration Strategy and Tools RecordPoint 3.x OnePlac 5.x Office 2010 CRM 2011 Lync 2010 Outlook 2010 SharePoint 2010

13 SharePoint SYSTEMS IN ONE Integrate other systems A single place to go: Intranet, Extranet, Portal, Website Business intelligence to support decision making End users contribute the content and share information with each other Find your information when you need it Manage your information better

14 MANAGE YOUR CONTENT IT S CREATED TO BE USED Documents Web Content Forms Digital Assets Data Classification Versioning Security Workflow 2. Manage and Store Business Information Findable Searchable Usable 1. Capture 3. Deliver Apps Data Stores

15 WHAT DOES good LOOK LIKE? Office Create/Capture Store Share Collaborate Review Find - Consume Intranet CRM Outlook Content Store - Knowledgebase Mobile

16 RecordPoint

17 RecordPoint delivers a comprehensive PRA compliant records management solution built into SharePoint with a seamless end user experience

18 COMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED? PHYSICAL OBJECTS... Printed documents Letters Film Certificates Fax Forms ELECTRONIC FILES Office documents Images Website content Databases Audio / Video files Wiki entries Blog posts 21

19 Lift the Burden from your End-Users

20 A MORE PRACTICAL APPROACH Use rules to map business (information) processes to Records Management system Business Processes Records System

21 Collaboration sites Rules Engine Twilight SharePoint Extended Permanent Review 10 yrs Destroy in 7 yrs Content Type Rule Location/ Site Rule Controlled Vocabulary Rule RecordPoint

22 SharePoint Access Control Audit Version Mgmt Search Workflow RecordPoint Rules Engine Classification Disposal Security Compliance Content Mgmt

23 WHY RecordPoint IS DIFFERENT All about the end user Easy to use interface - Microsoft SharePoint Familiar Business Language not RM Language RP interprets User Inputs into RM Outputs Maps user activities to RM (not the other way around) No Client software needed all web based Rich and extensive rules engine Leverages industry leading Microsoft SharePoint platform Single SharePoint platform no need for 2 repositories. Fully VERS Certified (1 through to 5) Local team with local support

24 OnePlac

25 OnePlac 2 1 Drag & drop multiple s and/or attachments Automatic capture of metadata Optional display of Upload Window - Efficient filing into complex folder structures - Complete addition Columns 3 Realise the power of SharePoint

26 Implementation Considerations

27 SOLUTION DELIVERY FRAMEWORK Strategy Vision Roadmap Governance Business Requirements Business Classification Solution Architecture Technical Architecture Pilot Sites RecordPoint/OnePlac Implementation Walkthroughs Implementation Plan Integration Strategy Migration Strategy Deployment Strategy Training Go-live Migration Change Management Post-Pilot Review

28 BUSINESS CASE CONTENT - EXAMPLE 1. Reference Project name/reference Origins/background/current state Outcomes roadmap Business benefits (by outcome) 2. Context Business objectives/ opportunities Quantified benefits value Costs/ROI Financial scenarios 3. Value Proposition Business strategic alignment (priorities) Desired business outcomes Outcomes roadmap Business benefits (by outcome) Quantified benefits value Costs/ROI Financial scenarios Risks/costs of not proceeding Risks (project, benefits & business) 4. Focus Problem/solution scope Assumptions/constraints Options identified/evaluated Size, scale & complexity assessment 5. Deliverables Outcomes, deliverables and benefits planned (with metrics) Organisational areas impacted (internally and externally) Key stakeholders Dependencies 6. Workload Approach Phase/stage definitions Project activities Outcomes, deliverables Technical delivery and activities Workload estimate/ breakdown benefits planned Project (with plan, schedule metrics) & critical path Execution plan 7. Resources Project leadership team Project governance team Team resources Funding 8. Commitments Required Project controls Reporting processes Deliverables schedule Financial budget/schedule Source: Wikipedia

29 HOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES Governance Framework Information Management Integration ECMS Solution Migration Tools Content Management Business Transformation Operational Outcomes

30 INTEGRATION POINTS Office, Outlook, Visio documents, metadata, , notifications, calendar, offline, workflow Active Directory access security User profiles Intranet document store, contacts, helpdesk log, staff directory, photos Scanning devices.pdf, OCR Reporting documents dashboards LoB applications documents data aggregation launch application

31 MIGRATION Source Physical documents File shares Controlled documents Intranet LoB applications Tools Bulk scanning, OCR In-house, out-source Bulk migration (eg AvePoint) Content, metadata, access & permissions Processes Cleansing, de-dup ing, spring clean Re-classifying Deployment Big bang, long bang, phased

32 INFORMATION MANAGEMENT Information architecture Intranet home Site collection/sites Navigation Taxonomy hierarchy Content types Metadata standards Keywords and Terms Security access and permissions Records management rules Classification scheme Retention and disposal

33 GOVERNANCE FRAMEWORK Programme Governance Sponsorship Vision Programme Management Operational Governance Policies Roles and responsibilities Processes and procedures Functions Content Deployment Infrastructure

34 BUSINESS TRANSFORMATION Functionality Content Function exposed to users Structure Source Migration Process BAU Project Governance for changes Change management Communications Training Support

35 Summary

36 Exponential information growth Information black holes SharePoint extended RecordPoint OnePlac Implementation considerations Business case Solution delivery Outcomes delivery

37 Questions?

38 Thank You

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