Factors That Influence Growth and Development With Extended Questions on Slides
SharePoint Extended - Leaders in the design and …€¦ · · 2011-09-01Twilight – SharePoint...
Transcript of SharePoint Extended - Leaders in the design and …€¦ · · 2011-09-01Twilight – SharePoint...
Steve Lapwood 30 August 2011
SharePoint Extended
Twilight – SharePoint Extended
500,000,000 emails sent, and 25,000,000 searches in 10 minutes!
Source: Worldmeters.info
Twilight – SharePoint Extended
Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint Extended
Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint Extended
Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint Extended
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
The Black Hole of Information
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TOO MUCH CONTENT
TOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION
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
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CONTENT GROWTH VS INFORMATION VALUE
Value
Growth
Time
Information Management
& Search Tools
Volume
What Can We Do About It?
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TYPICAL NEEDS
Content Management Document Management
Enterprise Search
Content Lifecycle
Email Comms LoB Systems
Records Management Emails as Records
Information Required
Information Policies
Existing Stores
Direction and Strategy
Business Initiatives
Solution Approach
Ben
efit
s R
ealis
atio
n
Tech
no
logy
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A SOLUTION STACK
SharePoint 2010
Office 2010 Outlook
2010 Lync 2010 CRM 2011
RecordPoint 3.x OnePlaceMail 5.x
Classification Scheme
Governance Framework
Migration Strategy and Tools
Vision and Roadmap
Analysis and Design
Implementation and Deployment
Pro
gram
me
Man
agem
ent
Infr
astr
uct
ure
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SharePoint 2010 – 6 SYSTEMS IN ONE
Integrate other
systems
A single place to go:
Intranet, Extranet,
Portal, Website
Manage your
information better Find your information
when you need it
Business intelligence
to support decision
making
End users
contribute the
content and share
information with
each other
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MANAGE YOUR CONTENT – IT’S CREATED TO BE USED
1. Capture 3. Deliver
Forms Documents
Web Content
Versioning
Security
Workflow
Data 2. Manage and
Store Business
Information
Digital Assets
Searchable Classification
Apps Data Stores
Findable Usable
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WHAT DOES “good” LOOK LIKE?
Create/Capture Store – Share – Collaborate – Review Find - Consume
Content Store - Knowledgebase
Office
Intranet
Outlook
Mobile
CRM
RecordPoint
www.recordpoint.com.au
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RecordPoint delivers a
comprehensive PRA compliant
records management solution built
into SharePoint with a seamless end
user experience
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PHYSICAL OBJECTS...
COMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED?
ELECTRONIC FILES
Office documents
Images
Website content
Databases
Audio / Video files
Wiki entries
Blog posts
21
Printed documents
Letters
Film
Certificates
Fax
Forms
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Lift the Burden from your End-Users
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Use rules to map business (information) processes to
Records Management system
Business Processes
Records System
A MORE PRACTICAL APPROACH
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RecordPoint
Permanent Review 10 yrs
Destroy in 7 yrs
Co
llab
ora
tio
n s
ites
Ru
les
Engi
ne
• Content Type Rule • Location/ Site Rule • Controlled Vocabulary Rule
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Access Control
Audit
Version Mgmt
Search
Workflow
SharePoint
Content Mgmt
RecordPoint
Classification
Rules Engine
Security
Disposal
Compliance
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• 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
WHY RecordPoint IS DIFFERENT
OnePlaceMail
www.scinaptic.com
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Realise the power of SharePoint
2
3
1
Drag & drop
multiple emails
and/or
attachments
Automatic
capture of email
metadata
Optional display of Upload
Window
- Efficient filing into complex
folder structures
- Complete
addition Columns
OnePlaceMail
Implementation Considerations
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SOLUTION DELIVERY FRAMEWORK
Strategy Vision
Roadmap Governance
Business Requirements Business Classification Solution Architecture
Technical Architecture
Implementation Plan Integration Strategy Migration Strategy
Deployment Strategy
Training Go-live
Migration Change Management
Post-Pilot Review
Pilot Sites RecordPoint/OnePlaceMail
Implementation Walkthroughs
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BUSINESS CASE CONTENT - EXAMPLE
1. Reference • Project name/reference • Origins/background/current state
5. Deliverables • Outcomes, deliverables and benefits planned (with metrics)
• Organisational areas impacted (internally and externally)
• Key stakeholders • Dependencies
2. Context • Business objectives/ opportunities • Business strategic alignment (priorities)
6. Workload • Approach • Phase/stage definitions
• Project activities • Technical delivery activities • Workload estimate/ breakdown • Project plan, schedule & critical
path • Execution plan
3. Value Proposition
• 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)
7. Resources • Project leadership team • Project governance team • Team resources • Funding
4. Focus • Problem/solution scope • Assumptions/constraints • Options identified/evaluated • Size, scale & complexity assessment
8. Commitments Required
• Project controls • Reporting processes • Deliverables schedule • Financial budget/schedule
Source: Wikipedia
• Outcomes roadmap • Business benefits (by
outcome) • Quantified benefits value • Costs/ROI Financial
scenarios
• Outcomes, deliverables and benefits planned (with metrics)
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Governance Framework
Business Transformation
Information Management
Content Management
Integration
Migration Tools
ECMS Solution
HOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES
Operational
Outcomes
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INTEGRATION POINTS
Office, Outlook, Visio • documents, metadata, email,
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
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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
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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
INFORMATION MANAGEMENT
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Programme Governance Sponsorship
Vision
Programme Management
Operational Governance Policies
Roles and responsibilities
Processes and procedures Functions
Content
Deployment
Infrastructure
GOVERNANCE FRAMEWORK
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Functionality Function exposed to users
Content Structure
Source
Migration
Process BAU
Project
Governance for changes
Change management Communications
Training
Support
BUSINESS TRANSFORMATION
Summary
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Exponential information growth
Information black holes
SharePoint extended RecordPoint
OnePlaceMail
Implementation considerations Business case
Solution delivery
Outcomes delivery
Questions?
Thank You